All HCC Policies

700-9 Public Employee Retirement System 700-09

Hutchinson Community College will participate in the Kansas Public Employee Retirement System as prescribed by law.

---
900-02 Credit For Work Experience 900-02

Credit For Work Experience Disclaimer:  The purpose of Credit for Work Experience (CWE) is to recognize significant technical training and competency attainment that adults have previously mastered through their employment in a technical field, and to award college credit for the competencies attained. Departments will decide which, if any, of their courses qualify for CWE. CWE at HCC may not transfer to other post-secondary institutions.  HCC does not accept credit awarded for work experience from other post-secondary institutions. Award of College Credits: Students may receive a maximum of six (6) credit hours towards the completion of a Technical Certificate or a total of twelve (12) credit hours towards an Associate in Applied Science (AAS) degree. CWE must be compatible with courses meeting certificate or AAS degree requirements.Application Process: To apply for CWE, the student must submit the approved HCC Credit for Work Experience form (LINK to form) to employer(s). The form outlines the length of employment, job duties, and technical competencies attained that justify the HCC course(s) to be waived and credit to be transcripted. The form must be signed by an authorized representative from the student’s previous/current employer(s).  The respective HCC department chair will propose the credit to be awarded to the Dean of Instruction for approval.Transcription of Credit: HCC will use a minimum of 250:1 ratio for the transcription of work experience hours completed to credit hours earned. HCC Departments reserve the right to exceed this minimum ratio. The recommended credit will be transcripted as a grade of CR following the student’s completion of eight (8) credit hours at HCC with a minimum 2.0 GPA. Required Approvals:The student must sign the Credit for Work Experience Application Form and complete any other documentation as required by the department.A qualified representative of the employer must sign the employment verification section of the Credit for Work Experience Form.The Department Chair and Dean of Instruction must sign the form verifying the credit hours to be awarded.Request for Credit for Work Experience 

---
Accreditation 100-05

Hutchinson Community College is accredited by the Kansas State Department of Education and the North Central Association of Colleges and Secondary Schools

---
Administrative Duties 300-02

The President of the college will delegate or assign duties and areas of supervision to the other administrative personnel of the college.

---
Administrative Evaluation 300-27

Hutchinson Community College has already implemented evaluation procedures for administrative personnel in compliance with House Bill #2489 amending K.S.A. 72-9002, 72-9003, and 72-9004 and repealing existing sections.

---
Advance Payment of Claims 700-11

Claims against the college which provide for a discount for early payment or for the assessment of a penalty for late payment, may be paid in advance of approval by the Board of Trustees in accordance with Kansas Statute 12-105b.

---
Agenda 200-15

The President of the college, in consultation with the chairperson of the Board, will prepare the agenda for all regular and special meetings of the Board. Unless by majority consent of all members present, Board action will take place only on items on the agenda.  Anyone desiring to have an item placed on the agenda should notify the President at least five (5) days in advance of the meeting date. Agenda items shall be listed so as to accurately described and provide full disclosure of the topic or item for discussion.

---
Alcohol & Drug Policy and Prevention Program 300-32

Hutchinson Community CollegeALCOHOL and DRUG POLICY and PREVENTION PROGRAMThe unlawful possession, use, distribution, or manufacture of any of the followingControlled substances,Simulated controlled substances,Prescription medications other than in strict compliance with a valid prescription,Alcoholby students or employees on college property or at any college event or activity is prohibited. No alcohol is allowed on college property or property controlled by the college without written approval by the Board of Trustees.Residence halls, student clubs and organizations may impose additional restrictions.Students who violate this policy are subject to the HCC Disciplinary Policy and the sanctions included in that policy. http://wwwcms.hutchcc.edu/www/catalog/catalog_hcc.aspx?id=1433.  Violations of this policy by students will be reported to the Dean of Student Services and to law enforcement officials.Employees of HCC who violate this policy will be reported to the Director of Human Resources and, when appropriate, to law enforcement officials. Employees of HCC who violate this policy will be subject to one or more of the following disciplinary actions:Placement on probationary status.Short-term suspension with pay.Short-term suspension without pay.Long-term suspension without pay.Required participation in a drug and alcohol education treatment, counseling, or rehabilitation program.Termination of employment.Or other actions determined appropriate by the Human Resources Director.Employees who violate this policy will be afforded a hearing in accordance with current policies relating to employee discipline. Nothing in this policy is intended to diminish the right of the college to take any other disciplinary action permitted or authorized by HCC policies or the negotiated agreement.  If it is determined that an employee should complete a drug or alcohol education or rehabilitation program as a condition of continued employment, payment of the costs of any such program will be the employee’s responsibility.Information provided to all students and employees to comply with the Federal Drug-Free School and Campuses Regulations:The following information will be distributed annually to all employees (including part-time and adjunct faculty) and all students (including part-time students and those enrolled in off-campus programs of the college but not including continuing education students).The Regulatory Compliance and Due Process Committee will review this program biennially. The purpose of the review will be to determine the effectiveness of the program, to recommend changes in the program, and to ensure that disciplinary actions are appropriate.Consequences of the use of illicit drugs and the abuse of alcohol:Health ConsequencesStudents and employees of Hutchinson Community College should be aware that the following health risks have been associated with the use of illicit drugs and the abuse of alcohol:Alcohol: Birth defects, ulcers and gastritis, liver damage, heart disease, cancer, and brain damage.Anabolic Steroids: Acne, cancer, heart disease, liver disease, sterility, jaundice, and kidney stones.Cocaine/Stimulants: Increased blood pressure, blurred vision, sleeplessness, anxiety, irregular heartbeat, and death.Hallucinogens: Increased body temperature, increased heart rate, blood pressure, sleeplessness and tremors.Marijuana: Irritation of the lungs, emphysema, increased heart rate, reduced short term memory, and cancer.Opiates/Narcotics: Decreased heart rate, nausea, cold, moist skin, bluish in color, and slowed breathing.Sedatives: Slowed body function, drowsiness, convulsions, and coma.Prescription Medications: Risks associated with the abuse or mis-use of prescription medications are dependent upon the particular medication and may include any of the risks described above. Students and employees should note that the above listing is not intended as all inclusive.Legal ConsequencesLocal, state and federal laws provide for a variety of legal sanctions and penalties for the unlawful possession, use or distribution of illicit drugs and alcohol. The Federal Controlled Substances Act provides penalties of up to 15 years’ imprisonment and fines up to $25,000 for unlawful distribution or possession with intent to distribute narcotics. For unlawful possession of a controlled substance, a person is subject to up to one year of imprisonment and fines up to $5,000. Any person who unlawfully distributes a controlled substance to a person under twenty-one years of age may be punished by up to twice the term of imprisonment and fine otherwise authorized by law. Kansas law provides that any person who violates the criminal statutes on controlled substances by possessing, offering for sale, distributing, or manufacturing opiates and narcotics, such as cocaine and heroin, shall be guilty of a Class C felony. For a conviction of a Class C felony, the court may sentence a person to a term of imprisonment of a minimum of three to five years, a maximum of 10 to 20 years, and a fine of up to $15,000. Unlawful possession of a depressant, stimulant or hallucinogenic drug is punishable as a Class A misdemeanor, with a penalty of up to a year in jail and a fine of $2,500. Under Kansas law, persons under 21 years of age may be subject to minimum fines of $200 for possessing, consuming, obtaining, purchasing or attempting to obtain or purchase alcoholic liquor or cereal malt beverages. Persons convicted of driving under the influence of alcohol or drugs are subject to severe fines, imprisonment, and other penalties.  For the most recent & complete Federal Trafficking Penalties visit www.dea.gov/agency/penaltie.htmTreatment FacilitiesDrug and alcohol counseling and treatment programs are available to students and employees on a national, state, and local basis. The Federal Substance Abuse and Mental Health Services Administration (SAMHSA) website maintains a substance abuse treatment locater on the internet at http://dasis3.samhsa.gov/.  Alcohol assessments and personal counseling are available to currently enrolled students and employees through the HCC Guidance & Counseling Center, (620) 665-3377. Students eligible for the HCC Student Support Services grant program may obtain counseling services through that program as well. Students and staff can locate information anonymously through the HCC web at www.hutchcc.edu. (select “Quick Links”, then “Guidance and Counseling”, then “Counseling Links”. The Guidance & Counseling Center maintains a list of local treatment facilities and this is available for students and employees to pick upon request.

---
Audits 700-06

The Board of Trustees requires than an annual audit of Hutchinson Community College shall be made in accordance with the statutes of the State of Kansas.Such annual audit reports shall remain on permanent file in the President's office.

---
Authorization 200-19

The Board members have authority for official Board action only during official meetings.  No member of the Board shall have the power to act in the name of the Board unless authorized to do so by the majority of the Board in an official meeting.

---
Authorization to Purchase 700-03

AUTHORIZATION TO PURCHASE A.      All contracts for construction and repairs, and all purchases of and contracts for supplies, materials, equipment, and contractual services shall be awarded to the lowest cost supplier on the basis of competitive price quotations, excepting only the following circumstances: True “sole source” procurements of unique goods or services available only from a single supplier with no competition, provided, however, that the contract for the procurement of the goods or services procured must be awarded on the basis of a request for proposal (RFP) if two or more dissimilar but potentially acceptable alternatives are available and the total cost for the contracted goods or services will exceed the sum of $25,000.Payments for fees and taxes, and purchases of contacted services or materials procured from the States of Kansas, its departments (including the Kansas Industries for the Blind, the Kansas Division of Vocational Rehabilitation, and the Kansas Correctional Industries), its political subdivisions, agencies of other states or subdivisions thereof, or agencies of the U.S. Government.Annual renewals of contracts for services or leases of property of equipment covering a period exceeding one year, providing that such contracts for services (but not leases of property of equipment) shall not exceed a term of five years.Payments for services supplied by regulated public utilities and transportation companies.Payments of wages, salaries, and fringe benefits to college personnel and reimbursements for travel and other work-related expenses.Payments for services rendered by licensed or certified professionals. However, the Board of Trustees and the administration will annually evaluate the performance of at least the following professional services, and the administration will periodically issue requests for proposals as directed by the Board of Trustees: college attorney, college certified public accountant and auditor, college architect, and college property and liability insurance agent/broker.Payment of financial aid grants and loans awarded to registered students of the college.Purchases of real property, provided, however, that any purchase of real property must first be approved by the Board of Trustees.Purchases of goods for resale by the college bookstore or other departments of the college.Purchases of goods and services by separate student, alumni, and other organizations through accounts maintained for them by the college as fiscal agent.Excepting procurements excluded under section A above, all contracts for construction and repairs, and all purchases of and contracts for supplies, materials, equipment, and contractual services shall be awarded to the lowest cost supplier on the basis of competitive price quotations determined by the following procedures:If the amount of the procurement is estimated to exceed $25,000, competitive bids will be solicited by notice published once in the public record for Reno County (and other publications at discretion of the President or his designee) not less than ten business days prior to the date stated therein for the opening of such bids.  Such notice will also be posted on a public bulletin board at the college’s administrative offices. Bids will also be solicited by invitations to bid mailed to prospective vendors.  The administration will make every reasonable effort to locate and send invitations to bid to qualified vendors located in Reno County, to qualified vendors who have provided similar goods or services to the college in the past, to vendors who have indicated their interest in receiving such invitation to bid, and other qualified vendors who may be capable of providing a superior product at a competitive price. All bids will be sealed when received and will be opened in public at the time and place stated in the bid notice. After the public opening, the bids will be evaluated for conformity with the bid notice specifications.  The administration will report to the Board the results of the bid. It will be the policy of the Board of Trustees to award contracts for procurements on the basis of sealed bids to the lowest bid which fully complies with all bid specifications, subject to the reservations of section F below. The college administration is authorized to utilize the services of licensed professional architects or engineers for the administration of the sealed bid process for the procurement of goods and services for construction, reconstruction, or remodeling on real property improvements.If the amount of the procurement is estimated to exceed $10,000 but is less than $25,000, the process under the preceding paragraph above my be modified by any or all of the following exceptions at the discretion of the administration:a.        No publication is required.b.       The bid notice may be posted on a public bulletin board at the college’s administrative offices for only three business days preceding the bid deadline.c.        Invitations to bid may be sent to qualified vendors in Reno County only.d.       Unsealed bids submitted by facsimile machine may be accepted.e.        The chairman of the Board or his designee and the President or his designee may authorize the award or purchase contract.If the amount of purchase is estimated to be less than $10,000, the President or his designee may authorize the award of purchase contract. Such authorization shall only be granted for purchases of goods or services costing in excess of $1,000 per unit  if accompanied by the three or more competitive price quotations. Such quotes may be either submitted in writing from the vendor, obtained from the vendor’s published catalog, or by verbal quote in person or over the telephone.The college may participate in cooperative procurement efforts with other educational institutions or public agencies to combine purchasing power and obtain more favorable pricing. Procurements of individual items through such programs any be exempted from the provisions of sections B.1, B.2, and B.3 above, provided that the collective procurement follows a competitive bid process similar to the provisions of section B.1.In cases where the college will repeatedly be purchasing commodities of an identical or similar nature over the course of a year, and each such item purchased will cost less than $3,000, the administration is authorized to establish a Quality Purchase Award (QPA) program. Such QPAs must be contracted under the provisions of the formal sealed bid process described in section B.1 above.  Each QPA contract will be for a period of one year only, will be for a specified commodity or identical specification, and will enable the college to purchase units of the commodity throughout the year at a fixed price per unit for up to a stated maximum quantity.In cases where two or more goods of services are available from different vendors which are substantially different or unique in character, but may each be potentially capable of meeting the needs of the college, the administration may utilize a Request for Proposal (RFP) procurement process rather than a sealed competitive bid process, regardless of the expected total price of the procurement.a.        The administration may include in the RFP specifications which will define the quality of the goods or service to be provided.b.       A time will be scheduled as soon as feasible after the response deadline for each vendor to present their proposal and demonstrate their product to an evaluation committee appointed by the administration. In the case where more than three responses to the RFP are received, the administration is authorized to eliminate from consideration all but what the evaluation committee considers to be the best three proposals prior to hearing vendor presentations.c.        The recommended proposal choice must be submitted in writing to the Board by the evaluation committee, and must be justified through an evaluation of all relevant factors (including, but not limited to, price) in comparison to all other proposals received.All contracts for the purchase of goods and services will be awarded on the basis of conformity to specifications developed by the administration. Such specifications will constitute an adequate basis for defining and evaluating the goods or services in the specified time frame and in the specified quality and quantity. No such specifications will be fixed in a manner which effectively precludes reasonably competitive bids on alternative products or services which adequately meet the needs of the college. Specifications which are brand specific (whether the brand name is mentioned or not) must be accompanied by a written justification. It will be the policy of the college administration to develop and implement standardized specifications for procurements whenever feasible.Whenever the college lets bids for the purchase of goods or services, and the low bid is submitted by a bidder domiciled outside the college’s taxing district, a bidder domiciled inside the college’s taxing district may be deemed the preferred bidder and awarded the bid if:The quality, suitability, and usability of the goods or services are equal and fully comply with the minimum bid specifications, and the vendor has the capability to adequately service the product.The amount of the bid of the bidder domiciled within the college’s taxing district is not more than 5% greater than the amount of the low bid if the low bid is under $10,000; or not more than 3% greater than the amount of the low bid if the low bid is greater than $10,000;  andThe bidder domiciled inside the college’s taxing district agrees to accept a contract (purchase order) for the bid items, for an amount equal to the amount of the lowest acceptable bid.The Board reserves the right to reject any or all bids or proposals, to accept that bid or proposal which appears to be in the best interest of the college, to waive any informalities in any part of any bid of proposal, and to reject any or all bids or proposals received after the date and time specified. The Board also reserves the right to disqualify any vendors who may be found to be delinquent in their payment of property taxes within the college’s taxing district. Any bid or proposal may be withdrawn prior to the scheduled time for the opening bids or proposals.  The vendor to whom an award of purchase contract is made may be required to enter into a written contract with the college.Specifications, copies of bid notice publications, posting and solicitations, copies of requests for proposals, bid and proposal documents, purchase orders, contracts, and all other related procurement documents, will be maintained in the college business office and will be available for public review upon request. (revision October 11, 1989;  November 11, 1992;  April 15, 1999;   November 9, 2006)

---
Bonding 200-10

The treasurer, and such other officers or employees as shall handle money on behalf of the Community College, shall first secure a suitable bond by a responsible bonding company.  Such bond, or bonds, shall be paid for by the College.

---
Budget Requests 400-01

Any budget request or expenditure from faculty or other personnel must have the appropriate Dean's approval.

---
Classes 400-02

  No classes at Hutchinson Community College can be canceled without the permission of the President or his/her designee.

---
Commercialism 300-25

As an educational institution, the college must be kept as free as possible from exploitation by corporations, private individuals, or special interest groups.  All soliciting or commercial requests must be approved by the President or his/her designee

---
Committees 200-13

Standing Committees:The Board of Trustees shall have no standing committees.Special CommitteesThe Chairman of the Board of Trustees shall appoint special committees as are deemed necessary by the Board of Trustees.  A special committee shall report recommendations to the Board for appropriate action.  A special committee shall be dissolved when its report is complete and accepted by the Board. 

---
Committees 300-28

The Board of Trustees authorizes the President and his/her designee to establish committees as needed in accordance with the Master Contract.

---
Committees 400-08

The Board of Trustees authorizes the President and his/her designee to establish committees as needed in accordance with the Master Contract.

---
Communicable Disease 300-31

A communicable disease shall be defined as any contagious disease transmissible from person to person or animal to person by direct contact with an affected individual or by some other indirect means, and which is classified as such by Kansas law or regulations of health agencies having jurisdiction in such cases.  For the purpose of the policy, Acquired Immune Deficiency Syndrome (AIDS) shall be considered a communicable disease as well as a sexually transmitted disease. Hutchinson Community College and Area Vocational School promotes a healthful environment for the students and employees.  We will initiate an educational program for employees and students with regard to AIDS and AIDS-related conditions, as well as other communicable diseases. We will make arrangements for testing students upon request. We will maintain a library bank, which adheres to the tenets of the student and employee privacy act. Documented cases will be referred to proper health authorities.  Each case documented will be submitted to the President of Hutchinson Community College and Area Vocational School.  Strict confidentiality will be maintained.

---
Community Organizations 800-02

It shall be the policy of the Board of Trustees to promote active cooperation with community agencies and organizations concerned with the welfare of students.

---
Community Participation 800-04

It shall be the policy of the Board of Trustees to encourage personnel of Hutchinson Community College to participate in community activities.

---
Community Relations 800-01

It shall be the policy of the Board of Trustees to keep the Hutchinson community and surrounding area informed of the objectives, achievements, needs and conditions of Hutchinson Community College.  The President of the college shall be responsible for initiating and administering a continuous program of communication between Hutchinson Community College and Area Vocational School and the area community.

---
Community Resources 800-07

The Board of Trustees encourages the use of community resources and citizens to assist in furthering the educational program at Hutchinson Community College.  One of the greatest resources available may be found in the citizens of the Hutchinson area who have special knowledge and particular talents to contribute to the educational program.

---
Community Services and Use of College Facilities 800-06

The Board of Trustees of Hutchinson Community College is committed to the practice of community education and community service, and to the concept of life-long learning. For this reason, the Board believes that the resources and facilities of Hutchinson Community College should be made available to all citizens of the community.The Board recognizes that its first priority must be to the educational program for its students. With this reservation, that the college have first priority in use, the Board commits itself to providing its facilities and resources to community organizations.In order to serve its community, the Board will provide, at no or minimal cost, facilities and resources, within its legal restrictions, to non-profit community groups and organizations.The President of the college is hereby directed to review any policies and/or procedures which are contrary to the intent of this policy.  Specifically, the President is directed to recommend to the Board a fee structure for facilities use, but allowed to waive or reduce those fees which inhibit the development of this policy.The President is further directed to develop administrative procedures which enhance, encourage, and coordinate community use of facilities with the regular college use.

---
Compensation 200-06

No duly elected member of the Board of Trustees shall receive any compensation for any service rendered in the performance of his/her duty as Trustee

---
Computer Usage 700-01

Hutchinson Community College provides access to computing equipment in which many hours of labor and significant funds have been invested.  In turn we expect that employees will treat the equipment with care so that others can enjoy the same benefits.The computer systems at Hutchinson Community College are protected by several Federal and State laws in addition to institutional policy and procedures.  These regulations prohibit any students or public users from committing the following acts:Unauthorized use of, or access to, computer resources, including the computer and information stored in it.Unauthorized release of printed or computer-based information.Unauthorized copying of software, data, or information.Unauthorized modification or destruction of computer resources, including the computer, software, and information.  Destruction can be contamination or any act that makes the resource unsuitable for its intended purpose.Use of computer resources in committing or soliciting a felonyAbiding, abetting, or conspiring to commit or solicit a computer crime.Users who are suspected of violating any of the above regulations or those otherwise noted by law, are subject to disciplinary action by the administration of Hutchinson Community College.  This disciplinary action shall be swift, is not limited in scope, and may include legal prosecution. (revised October 8, 1991)

---
Conflict of Interest 200-07

No member of the Board shall knowingly be interested, directly, or indirectly, in any contract, written or unwritten, for services to be performed and/or material to be furnished for Hutchinson Community College.

---
Contracts 700-10

Any contract dealing with matters concerning Hutchinson Community College and Area Vocational School that is drawn up or revised, must be submitted in advance to the President, Dean of Finance, and College Attorney before being adopted or used.

---
Development 200-22

Members of the Board of Trustees are expected to participate in professional development activities, including national, state, and regional programs related to the Community College. If authorized by the Board and/or the Chairperson of the Board, normal travel expenses incurred in connection with college business will be reimbursed in the same manner as that used for reimbursement of staff expenses.

---
Distribution of Pamphlets and Posters 300-24

The President or his/her designee must approve the distribution of pamphlets, posters, or any other printed material before being allowed to appear on campus.

---
Drug Free Workplace 200-25

Hutchinson Community College Board of Trustees believes that maintaining a drug-free workplace is important in establishing an appropriate learning environment for the students.  The unlawful sale, manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited at Hutchinson Community College. As a condition of employment at Hutchinson Community College employees shall abide by the terms of this policy. Employees shall not unlawfully manufacture, distribute, sell, dispense, possess or use controlled substances in the workplace. Any employee who is convicted under a criminal drug statue for a violation occurring at the workplace must notify the President of the conviction within five (5) days after the conviction. Within 30 days after the notice of conviction is received, Hutchinson Community College and Area Vocational School will take appropriate action with the employee.  Such action may include the initiation of termination proceedings, suspension, placement on probationary status, or other disciplinary action.  Alternatively, or in addition to any action short of termination, the employee may be required to participate satisfactorily in an approved drug abuse assistance or rehabilitation program as a condition of continues employment. The employee shall bear the cost of participation in such program. Each employee of Hutchinson Community College shall be given a copy of this policy. This policy is intended to implement the requirements of the federal regulations promulgated under the Drug Free workplace Act of 1988, 34 CFR Part 85, Subpart F.  It is not intended to supplant or otherwise diminish disciplinary personnel actions which may be taken under existing Hutchinson Community College Board policies or the negotiated agreement.

---
Duties of Officers of the Board 200-08

Each officer shall be elected by a majority of the members of the Board present and voting. Each officer shall perform the legal duties of the office and such other functions as are designated by the Board of Trustees. The duties of the Chairperson of the Board will be as follows:To preside at all meetings of the Board of Trustees.To perform all duties prescribed by law and as directed by the Board.To call all special meetings in accordance with Paragraph 3, Meetings.To be an ex-officio member of all committees.Shall have the general powers and duties of supervision and management usually vested in the office of Chairperson of a Board of Trustees. The duties of the Vice-Chairperson of the Board will be as follows:The Vice-Chairperson of the Board of Trustees shall perform the duties of the Chairperson and act in his behalf in the absence of the Chairperson.To perform other functions as requested by the Board. The duties of the Secretary of the Board will be as follows:To keep records on all meetings of the Board of Trustees.To provide for the posting of all legal notices.To sign all regular documents of the Board.To maintain all records of the Board of Trustees for public inspection.To send each member of the Board, prior to meeting, a copy of the minutes of the preceding Board meeting.To notify Trustees of the Board of all meetings. The duties of the Treasurer of the Board will be as follows:To receive, safeguard, and make payment of funds as directed by the Board of Trustees.To be responsible for financial records belonging to the Board and to maintain full and accurate account of all receipts and disbursements.To report to the Board all transactions of funds as directed.To sign all vouchers for financial transactions as directed by the Board.

---
Duties of the Board 200-03

The Board of Trustees of the Community College shall have the power to make plans for, to promote and/or to acquire, construct, own, develop, maintain, and operate within their limits a Community College.  The following concepts are found within the law, but are not necessarily inclusive: To establish policies, rules, and regulations for its own government and for the control and government of the Community College.To select and appoint the President of the Community College.To be finally responsible for the acquisition, conservation, and management of the Community College’s funds and properties.To review and make final decisions concerning all curricula offered through the Community College.To review and act on all recommendations of the President in regard to the appointment or dismissal of personnel and related personnel policies.To do those other things as set forth in and authorized by KSA 71-201.

---
Duties of the President 300-01

The President will be the chief executive and administrative officer for the Board or Trustees.  In addition to the powers and duties imposed upon him/her by statute, he/she will directly or by delegation execute all executive and administrative duties in connection with the conduct of the college.

---
Employment Hiring Process 200-24

It is the policy of the Hutchinson Community College and Area Vocational School to seek and employ the best qualified personnel for all positions, to provide equal opportunities for the advancement of all personnel, including upgrading, promotion and training, and to administer their activities in a manner which will not discriminate against any person because of race, color, religion, sex, national origin, age, or handicap. In order for Hutchinson Community College and Area Vocational School to be in compliance with Executive Orders 11246 and 11375, an affirmative action program is hereby set forth.  The College will:Take affirmative action to insure that employees are recruited, employed, and during employment are treated without regard to race, color, religion, sex, national origin, age, or handicap.All advertising for employment will indicate that the College is “An Equal Opportunity Employer”.  No preference will be shown for men or women in the advertisements unless a bona fide preference is required.The College will survey its work force to determine that makeup with regard to minority groups and sex and update this information each year.A concerned effort will be made to work with those agencies representing minority groups and women in recruitment efforts.A concerned effort will be made to give equal opportunity for employment of advancement to women and minorities.Modify and improve employment programs to assure adequate opportunity for employment of minority employees throughout the campus.The College will develop programs of training for all personnel without regard to race, color, religion, sex, national origin, age, or handicap.The College will promote personnel in accordance with ability and job performance and without regard to race, color religion, sex, national origin, age, or handicap.The College will work with agencies representing minority groups to insure a supply of minority applications for employment.The College will review job requirements to insure that they do not have the effect of inadvertent discrimination.The College will move to obtain a commitment from and the active cooperation of all faculty and staff toward non-discrimination.The Affirmative Action Officer shall meet at least annually with the Administrators and supervisory personnel regarding the College’s Equal Employment Opportunity Policy.The Affirmative Action Officer will disseminate the College’s Equal Employment Opportunity Policy to the faculty and staff at the time of employment and call attention to it at least once a year thereafter.The College will revise and update affirmative action plans to conform to Federal and Kansas Regulations, to assure full compliance and to give full consideration and opportunities to minority groups and women.The College will work closely with the Kansas Civil Rights Commission and Hutchinson Human Relations Commission and other agencies in implementing this Affirmative Action Program.The President shall appoint an Affirmative Action Officer and an Affirmative Action Committee composed of six members, in addition to the Affirmative Action Officer.  The Affirmative Action Committee shall be responsible for implementation of the Affirmative Action Program of the College.

---
Employment of Instructors 400-10

As a general rule, the requirement for teaching at Hutchinson Community College  shall be graduate work to the Master’s degree or beyond in the subject matter fields taught, except for such subjects and fields in which graduate programs are not normally available, or in which work experience is the principal teaching medium.

---
Executive Session 200-17

Upon formal motion made, second, and carried, the Board may recess to a closed or executive session.  Any motion to recess for a closed or executive meeting shall include a statement of the justification for closing the meeting, the subjects to be discussed during the closed or executive meeting, and the time and place at which the open meeting shall be maintained as part of the permanent records of the Board.  Discussion during the closed or executive meeting shall be limited.The only subjects which may be discussed at any closed or executive meeting are:Personal matters of non-elected personnel;Consultation with an attorney which would be deemed privileged in the attorney-client relationship;Consultation with the Board's bargaining representative in employer-employee negotiations;Matters relating to actions adversely or favorably affecting a person as a student, except that any such person shall have the right to a public hearing if he or she so requests and;Preliminary discussions relating to the acquisition of real property.No binding action will be taken during closed or executive recesses.

---
Faculty Absences 400-04

No faculty member shall be absent from a scheduled class without the prior approval of the President or his/her designee except for an emergency or illness.  If because of an emergency or illness an instructor finds that he/she is going to be absent form class, the department chairperson should be notified if possible. If the department chairperson cannot be found, the appropriate Dean can be notified.  Upon his/her return, the instructor will be expected to file an absence report.

---
Faculty Travel 400-06

The President or his/her designee must approve faculty travel.

---
Federal Funds 700-13

Whereas funds awarded to the college from programs administered by the U.S. Department of Education are intended and regulated to supplement, and in no way displace other institutional resources, it shall be the policy of Hutchinson Community College to prohibit explicitly such displacement.  Funds received from the U.S. Department of Education shall, in no case, be used to replace or supplant funds which might otherwise be available for supporting identical or similar activities for which such federal funds have been received.

---
Field Trips 400-07

Field trips are those trips, which involve student travel with student participation. The appropriate Dean must approve field trips in advance, in writing.  A list of those students participating in the field trip is to be received in time to publish in the Bulletin on the Thursday prior to the Field Trip

---
Gifts 800-05

The Board of Trustees delegates the responsibility for accepting gifts on behalf of Hutchinson Community College to the President of the College; however, they reserve the right to accept or reject any gift.

---
Handling Complaints 200-20

Whenever a citizen complains about the action of any employee, such citizen may give information about the complaint to the employee’s immediate supervisor.  Or the citizen may register the complaint to the President of the College who will forward the complaint to the employee’s immediate supervisor.  This supervisor will discuss the complaint with the employee.  In the event that the matter is not satisfactorily resolved, the complaint process will follow this order:Other supervisors or administrators in the line of responsibility.The President of the College.The Board of Trustees.No complaint will be heard by the Board of Trustees, and no charges against the employees will be investigated or acted upon by the Board unless reduced to writing, signed by the party bringing the same, and presented to the Board through the President of the College.

---
HCC Campus Tobacco Policy 300-33

All buildings and/or structures owned or leased by Hutchinson Community College and Area Vocational School will have one entrance designated for the use of tobacco products.  Tobacco usage within a 30-foot radius is prohibited at all other building entrances.  In addition the usage of all tobacco products will be prohibited within the main circular courtyard area located between Lockman Hall and the Richard and Jack Parker Student Uion.Revised 050603

---
History 100-04

Hutchinson Community College and Area Vocational School is a fully accredited, public comprehensive college, which offers the associate in arts degree and the associate degree in technical education.  HCC, and the other 18 members of the Kansas State System of Community Colleges has an open admissions policy and is governed locally by an elected Board of Trustees. During its 53 years of operation, the college has experienced a steady growth in the number of students enrolled, in its teaching staff, curricular offerings, community services, and physical plant. HCC was organized in 1928 as a two-year co-educational college under the direction of the Board of Education for School District No. 1, Reno County, Kansas. During 1938, the present main campus site was acquired in the northeast section of Hutchinson, the administration building, Lockman Hall, was completed a year later. Since then numerous facilities have been added and a couth campus acquired. In 1965, the college joined the state system of public junior colleges and ended its legal affiliation with the Hutchinson Public Schools. The college is a member of the Central Kansas Area Vocational Technical (CKAVT) School founded in 1965 to provide secondary and post-secondary technology programs in Reno, McPherson and Newton enroll 1200 students in 39 separate daytime programs. HCC is divided into 7 departments: Business Agriculture and Family and Consumer Sciences, Language Literature and Communication, Fine Arts, Social Science, Electronics and Information Technologies, Natural Science and Mathematics, and Allied Health.  The College’s student-faculty ratio is about 15 to one, and more than 90 percent of the instructors have a graduate degree. 83 percent of the students enrolled are from Reno and its surrounding counties, 14 percent are from other areas throughout the state, and 3 percent are from out-of-state.  The student ethnic population is about 80 percent Caucasian, 15.8 percent Black-American, 2 percent Spanish surname and 2 percent other nationalities. Facilities on the 47 acre main campus include the administration building which had a new wing added in 1975, science building and planetarium, art building, library, two technical education buildings, student union, men’s and women’s dormitories, athletic field and stadium, and radio station. The South Campus, acquired in 1970, comprises 425 acres of the former Hutchinson Air National Guard base south of the city.  Programs of instruction here include agriculture, forestry, recreation, building construction, ag-power and machines.

---
Identification of Public Records and Provision of Access Thereto 300-30

The Board of Trustees of Hutchinson Community College authorizes the following provisions to be made:Public Records:  All public records, as defined in 1983 H.B. 2327 shall be open to the public for their inspection of copying.  Those records exempted from public inspection and copying by state of federal law, shall not be made available under this policy.Board Policy for Public Records:  All records of the Community College except (1) student and personnel records required to be kept confidential under federal of Kansas law and (2) those records otherwise specifically exempt from disclosure, shall be open to public inspection in accordance with the provisions of the Kansas Open Records Act (the “ACT”). The Board hereby designates the President as Custodian of the Community College’s records and authorizes the President to establish appropriate administrative rules and procedures under which such public records may be inspected and reproduced in accordance with the Act.Business Day:  The normal business day for Hutchinson Community College shall be defined as Monday through Friday, from 8:00 a.m. to 5:00 p.m., except for published legal and college holidays when the business office shall be closed.Location:  All public records shall be housed at the Business Office, Student Union Building, Hutchinson Community College and Area Vocational School, 1300 North Plum Street, Hutchinson, KS  67501.Official Custodian of Public Records:  The President of Hutchinson Community College or his designee, is hereby designated the Official Custodian of Public Records for the college.  All requests for inspection and copying of public records must be submitted to the Official Custodian of Public Records.Charges or Fees for Copies of Public Records:  Fees shall be charged for the provision of access to and the copying of public records.  Fees for copies shall equal the actual cost of furnishing such copies, including the cost of staff time required to make them.  Fees for providing access to computer records shall include the cost of computer services, including staff time required.No original public record shall be removed from the custody of the official custodian without the written permission of the official custodian.Each request for access to public records shall be acted upon as soon as possible, but not later than the end of the third business day following the date on which the request is received.

---
Information Technology Acceptable Use Policy 300-35

Information Technology Acceptable Use Policy(formerly Network Computing Policy)Approved by the Board of Trustees, June 2007Purpose:All users of the Hutchinson Community College (HCC) computer system – defined as a computer, hand held/cell phones, computer system, computer network, computer software, computer program, data base, or any part thereof owned and controlled by HCC –  hereby agree to abide by the procedures and policies of HCC and the State and Federal laws.  Outlined in this policy are expected standards of conduct on the use of the HCC computer system and the disciplinary actions taken for not adhering to those standards.Mission and Rights:HCC owns a variety of computing systems that are provided for the use of HCC students, faculty, and staff in support of the educational programs of the college.  All computer use shall be consistent with the mission and goals of HCC.Unauthorized commercial uses of the HCC computer system are prohibited.All users are responsible for seeing that the computing facilities are used in an effective, efficient, ethical, and lawful manner.HCC reserves all rights, including termination of service without notice, to the computing resources that it owns and operates.This policy shall not be construed as a waiver of any rights of HCC, nor shall it conflict with applicable laws.Computer User Names and Passwords:It is the responsibility of all HCC users to maintain and protect their user names and passwords.  HCC users are solely responsible for all computing operations executed under their user names.Sharing a user name and/or password with others is prohibited.Disguising an identity to acquire a user name falsely is prohibited.Users may not, under any circumstances (except for system administrators), transfer or confer computer information privileges to other individuals.System Resources:Users are responsible for maintaining an environment in which resources are shared equitably between users.Any attempt to deprive other authorized users of resources or access to any HCC computer is prohibited.Any attempt to gain access to unauthorized computer resources is prohibited.Any unauthorized modification or destruction of computer resources is prohibited.The willful introduction of malicious software, such as computer “viruses” is prohibited.Harassment:HCC’s Harassment Policy applies with full force and effect to any use of the HCC computer system.  Harassment of any kind is prohibited.  No messages with derogatory or inflammatory remarks about any individual or group’s race, color, ancestry, religion, national origin, physical or mental attribute, age, gender, and/or sexual preference will be transmitted.  A user who violates this policy shall bear full responsibility for his or her actions.  Further, by their use of HCC’s computer system, users agree that individuals who transmit such remarks shall bear sole responsibility for their actions. All users have the right to be free from any conduct connected with the use of HCC’s computing systems that discriminates against any person on the basis of race, color, ancestry, religion, national origin, disability, age, gender, and/or sexual preference.  Discriminatory conduct includes, but is not limited to, written or graphic conduct that satisfies the following conditions:Harasses, denigrates, or shows hostility or aversion toward an individual or group based on that person’s race, color, ancestry, religion, national origin, age, gender, and/or sexual preference; andHas the purpose or affect of creating a hostile, intimidating, or offensive environment.Users agree that HCC’s role in managing this system is only as an information carrier and that they will never      consider transmission through this system as an endorsement of said transmission by HCC.Internet Access, including Internet II and other private networks:The purpose of allowing or providing internet access through HCC’s computer system is to facilitate communications and research in support of the public purpose, mission, vision, and value statements at HCC.  Users have the responsibility to act consistent with and to enhance the public purpose of HCC including the mission, vision, and value statements of HCC.  Within these purposes, users must comply with the following guidelines for using the internet through the HCC computer system:Users accessing the internet are representing HCC.  All communications should be for or related to the purposes, mission, vision, and value statements of HCC;Users are responsible for ensuring that the internet is used in an effective, ethical, and lawful manner;Users are responsible for the content of all text, audio, or images placed or sent over the internet.  Messages that are inconsistent with the HCC Acceptable Use are prohibited, including but not limited to, fraudulent, harassing, or obscene messages;All messages communicated on the HCC computer system should have the user’s name attached.  No messages will be transmitted under an assumed name;Information published on the internet through the HCC computer system should not violate or infringe upon the rights of others;Any network traffic that originates at HCC and moves to other networks must conform with any applicable policies of those subsequent networks.HCC reserves the right to restrict access to internet or any other outside network.Unacceptable uses: Uses that violate any local, state, or federal statute;Uses that interfere with the user’s duties and responsibilities to HCC;Downloading software that does not follow the procedures outlined in HCC’s Software Acquisition Process;Accessing, uploading, downloading, or distributing any text, graphic, video, or audio clip that is obscene, sexually explicit, profane, or harassing in nature;Accessing, uploading, downloading, or distributing any test, text, graphic, video, or audio clip that is for personal financial gain;Uses that interfere with or disrupt any network services – disruptions include, but are not limited to, introducing malicious software, such as computer viruses, and unauthorized entry into any other machine or system (hacking);Uses that violate any other provisions of the HCC Acceptable Use Policy and/or the HCC Conflict of Interest policy.Software Licensing, Copyright and Unauthorized Distribution:Computer software protected by copyright shall not be copied from, into, or by means of HCC computing facilities, except as permitted by law or by the contract with the owner of the copyright.HCC may not duplicate any software or related documentation for use either on HCC premises or elsewhere unless HCC is expressly authorized to do so by agreement with the licenser.  Unauthorized duplication of software may subject the user to both civil and criminal penalties under the United States Copyright Act.HCC computers are organization-owned assets and must be kept both software legal and virus free.  Only software approved through the software acquisition/standardization procedures may be used on HCC machines.  Software purchased outside of this procedure is not permitted to be loaded on HCC computers.Generally, institution-owned software is not licensed for home use; however, some software companies permit home use under certain circumstances.  If software is needed for home use, and is not covered in its license agreement, a separate license should be purchased and recorded as an institution-owned asset in the software register.  Before taking any software home, please check with the software manager.Assume that all software is bound by copyright.              Any unauthorized release of printed or computer-based information is prohibited.Disclaimers:While reasonable attempts have been made to ensure the privacy of users’ electronic information, this in no way guarantees that electronic information is private.  The HCC computing system is not necessarily secure.System administrators will respect users’ privacy to the extent possible and will not examine electronic information except when investigating an apparent violation, investigating systems resource over-utilization or abuse, performing preventive maintenance, forwarding misdelivered messages, or closing an account.Violations:          Any violation of this policy or applicable laws will result in disciplinary actions by the proper authorities.          Any user’s privileges may be suspended immediately upon the discovery of a possible violation of this policy.Such suspected violations will be confidentially reported to the appropriate college official(s).Violations of these policies will be dealt with in the same manner as violations of other HCC policies and may result in disciplinary review or termination of employment.Appendixes:A.  E-mail Use Policy B. Software Acquisition/StandardizationProcedureC. Social Networking PolicyD. Domain Name Registration Policy  

---
Institutional Mission 100-01

Hutchinson Community College and Area Vocational School, a public, two-year institution, seeks to meet the diverse educational needs and interests of the citizens of Reno, Harvey, McPherson, and Rice counties and adjacent areas, as well as residents from other localities who choose to attend.  The college is dedicated to pursuing excellence in all of its programs and services. Valuing the worth and dignity of all individuals, HCC/AVS seeks to provide a positive, productive learning environment, characterized by personal and academic support services to enhance the students’ educational experience. HCC/AVS seeks to foster student success through personal and academic support services, relevant extracurricular outlets for the expression of talents and interests, and a commitment to involve students actively in their own learning experiences. The college provides educational programs leading to realization of such individual goals as transfer to baccalaureate institutions; acquisition or enhancement of occupational skills; development of basic academic skills pursuit of general knowledge; promotion of social, cultural, and civic values; attainment of basic literacy skills; and continued development of individual potential. The college is also committed to the principles of assessment and accountability, and it measures the academic achievement of its students. The college responds to the needs of and encourages the advancement of the community by training and retraining personnel for business and industry; promoting economic, social, and cultural values; and contributing to the quality of life in the area it serves. The college recognizes its role as a force of open inquiry and creative, analytical, productive thinking, stressing the development of discerning values and the acquisition of knowledge and skills. The students not only experience the climate of the college community but also help create it.  In doing so, they exercise privileges and responsibilities of citizenship. Because of its commitment to reasonable costs and variety of programs, HCC/AVS will continue to provide access to all who can benefit, serving their needs regardless of race, color, religion, national origin, sex, age, marital status or disability. As a trustee of public resources, HCC/AVS strives to exercise stewardship, effective management, and responsible leadership. (revised 05/10/89; 12/11/91; 04/13/95)

---
Instructor Evaluations 400-09

Hutchinson Community College has already implemented evaluation procedures for instructors in compliance with House Bill #2489 amending K.S.A. 72-9002, 72-9003, and 72-9004 and repealing existing sections.

---
Inventory 700-05

The inventory of all furniture and equipment shall be maintained under the supervision of the Dean of Finance and Operations.  All furniture and equipment items purchased that are not consumable in nature and cost more than $500.00 shall be included in the annual inventory.  The inventory reports are part of the annual audit, and are verified by an independent auditor annually.

---
Keys 300-22

All keys are to be requested from the President’s office.  Each administrator is responsible for the security of the keys issued to him/her.

---
Leave Provisions For Administrators and Administrative Staff 300-03

Leave Provisions for Administrators and Administrative StaffDefinitions:A.  Administrator:  President, Dean, Associate Dean, Director, General Manager of Radio Kansas, RegistrarB.  Administrative Staff:  Salaried, not employed under the Master Agreement, or primarily as a coach, or as: assistant director, coordinator, manage, technician, accountant, admissions, counselor, librarian, financial aid advisor, Radio Kansas employee.Paid Leaves of Absence:A.  Sick LeaveFull-time employees shall be allowed twelve days sick leave per year.  This allowance will be recorded in reserve on a contract year basis at the beginning of each contract year. Sick leave will be prorated for full-time employees with contracts of less than twelve months or if employment is terminated before the end of the contract year.Sick leave allowance shall accumulate indefinitely, although no more than sixty days may be withdrawn for use within any single contract year.Sick leave may be used for illness of the employee, a member of the employee's household or immediate family of the employee or employee's spouse, or for necessary medical and dental appointments.  Immediate family shall be interpreted to include child, parent, brother, sister, or grandparent/grandchild, including in-laws.Childbirth and pregnancy-related illnesses will be treated the same as any temporary disability.Under no circumstances shall an employee be paid for unused sick leave on termination of employment.  However, at retirement (defined as full KPERS retirement eligibility), the institution will reimburse the staff member $30.00 per day for unused sick leave, not to exceed 60 days.B.  VacationNumber of complete fiscal years worked continuously                                                                         Number of Days Worked                                                                                                                                        210 - 229                         230-249                             250+Years 0 - 4                                                                                                                          10                                    11                                      15 Start of 5th year through the 8th year                                                                               15                                    16                                      19 Start of 9th year and to continue +                                                                                    20                                    21                                      22Employees may accumulate up to 27 vacation days per fiscal year, with five days carry over from the previous fiscal year, and are eligible to use a maximum of 27 vacation days in one fiscal year.  All vacation leave must be approved by the employee's supervisor.  On termination of employment from HCC, the employee shall be paid for all accrued, unused vacation days.  If employment is terminated before the end of the employment period, vacation days shall be prorated.  The definition of a complete fiscal year includes an employee whose beginning date of employment is before October 1 of that fiscal year.  Employment starting dates of October 1 or later do not count for vacation accrual. When a new employee is hired, that employee's years of equivalent experience may be used for placement on the vacation schedule.C.  HolidaysEmployees shall normally not be required to work on college-recognized holidays.  The recognized holidays include: Independence Day, Labor Day, Fall Break Day, Wednesday before Thanksgiving, Thanksgiving Day, Friday after Thanksgiving,  Christmas Eve,  Christmas Day, New Year's Eve,  New Year's Day,  Martin Luther King Jr., Day,  Friday of Spring Break Week (March 16), and Memorial Day; and on other days when the college is scheduled to be closed, administrators and administrative staff shall work on an as needed basis.  When a holiday occurs during an employee's vacation, the holiday will not be counted as a day of vacation.D.  BereavementWhen authorized by the President, upon the recommendation of the employee's supervisor, bereavement leave may be granted for absences caused by the death of a member of the household or immediate family of the employee or employee's spouse.  Immediate family shall be interpreted to include child, parent, brother, sister, or grandparent; or mother/father/brother/sister/grandparent/aunt/uncle/in-law and niece/nephew.E.  Personal LeaveThe President may approve, on a recommendation of the employee's supervisor, personal leave.F.  LegalLeave will be permitted when the employee is called for jury duty or as a witness in a properly constituted court of law.  Any fees paid for the performance of these services shall not be used in payroll calculations.G.  TravelAll travel must be recommended by the employee's supervisor and will be under the advisement and direction of the President.  The college will pay all reasonable expenses incurred by the employee for such approval travel.  No reimbursement for travel expense shall be paid without appropriate documentation.H.  SabbaticalAn employee who has completed at least five years of full-time continuous service to the college will be eligible for consideration for a sabbatical leave.Sabbatical leaves shall be used by the employee for further education, educational travel, or other activities, which benefit both the employee and the college.  Sabbatical leaves, which are granted by the board of trustees shall be on the terms set forth by it and may be in the form of two semesters at half pay or one semester at full pay, or for such other periods of time and pay as the board shall  determine.  The employee shall agree in writing that in the event that he or she fails to return to the service of the college for at least two years thereafter, he or she shall refund all sums of money paid to the employee by the board during the sabbatical leave.Unpaid Leave of AbsenceA.  Long-Term LeaveIf unforeseen or unusual circumstances occur that prohibit the employee from continuing regular scheduled employment, the employee may petition for an unpaid leave of absence not to exceed one year.  Unpaid leave of absence, which will extend for more than one week must be requested in writing, be recommended by the employee's supervisor, and be approved by the President.  The Famiyl and Medical Leave Act requires that employers grant 12 weeks of leave for eligible employees.  For specific requirements, please contact the Human Resource office.Any person wh has been granted a long-term leave of absence will be eligible for consideration for the next position for which he or she is eligible and qualified.An employee who has been granted a leave of absence under this section may choose to continue to participate, at his or her own expense, in the college's health insurance group during the periof of the unpaid leave of absence.  The board shall pay the benefit contribution during the first thirty days of the leave and, thereafter, the employee shall reimburse the college, in advance, for health insurance premiums paid on his or her behalf.B.  Military LeaveA military leave of absence shall be granted to any full time or adjunct status employee who is drafted or called to active duty during his/her service for one tour of military duty on any branch of the armed forces of the United States.  Military leave of absence also shall be granted for periods of time for the purpose of fulfilling required commitment to the National Guard or any reserve component of the United States Armed Forces.  On return from such leave, the employee shall be reemployed in accordance with the requirements of such applicable law for the retention of reemployment rights.  Ten days of military leave shall be paid on the first leave day when drafted or called to active duty by the reserve and national guard.  No pay shall be granted for immediate enlistment.  Fulfillment of annual reserve and guard duty requirements is paid and is limited to ten days.C.  Political ActivitiesPolitical participation by administrative employees, which requires partial or fulltime away from the job assigned will be negotiated between the employee, the President, and the board of trustees.  No board policy, however, will impair the right of an employee's participation in political activity so long as the activity in no way interferes with his or her employment assignment.PayrollAdministative and administrative staff employees shall be paid on the 15th day and the final work day of each month (24 paychecks per discal year, July 1 through June 30).  You are encouraged to enroll in direct deposit of your payroll money.Flexible Benefit Plan for Full Time EmployeesFull-time administrative and administrative staff employees shall receive a benefit contribution, equivalent to that amount granted to faculty, toward the cost of any of the programs made available through the flexible benefit plan of the college.  "Full-time" shall be defined to apply to any employee who is regularly scheduled for at least thirty-five hours each week. Temporary, student, and short-term employees are not to be considered full-time employees for the purpose of fringe benefits, regardless of the number of hours scheduled or worked per week.Persons who are regularly employed at Hutchinson Community College on June 30, 1986, and receiving fringe benefits at that time, shall continnue to receive the benefit contribution as long as their employment status has not been reduced or otherwise changed so as to make them ineligible.In the even of a premium refund from a participating company, the amount paid by the board of trustees shall be considered as a contribution by the employee and be returned to him or her in proportion to the share of the cost assumed by each individual employee.RetirementAny person who works a total of 630 hours annually shall be enrolled as a member of the Kansas Public Employee's Retirement System (KPERS) unless specifically exempt by law.  Retirement can be claimed by any employee through KPERS system in accordance with all applicable KPERS rules and regulations.  In accordance with the law, there shall be no specified maximum employment age.Early Retirement Program1.  Full time administrative or administrative staff members may retire from employment with the college at the end of the spring or fall semester in which he or she meets the eligibility requirements for early retirement.  Early retirement is strictly voluntary, and no employee shall be required to take early retirement.  For the purpose of early retirement, the spring semseter shall be considered to begin January 1 and end June 30, and the fall semester shall be considered to begin on July 1 and end December 31.  A full-time employee who requests early retirement commencing at the end of the fall semester shall be released from his/her contract effective December 31st.2.  Employees must mee the following eligibility guidelines for early retirement:An employee shall qualify for retirement under the Kansas Public Employees Retirement System during the semester immediately before retirement is to commence.An employee shall have a minimum of 15 years of full-time continuous service with the college at teh end of the semester in which early retirement is to commence.An employee desiring to take early retirement must submit his or her request in writing at least one month prior to the effective retirement date.3.  Employees must submit a written request for early retirement containing the following information:A letter stating the employee's desire to take early retirementThe anticipated date of retirement, which must be at the end of the semester in which the employee is eligible for early retirement.The employee's date of birth, mailing address, telephone number, and social security number.The number of years of full-time and continuous employment by the collegeThe employee's current primary annual salary.4.  The college shall provide the following early retirement benefits for eligible employees:The college shall pay an annual amount equal to 17% of the employee's annula base wage for the year prior to retirement.  The retirement benefit for the first year (or the months of remaining retirement benefit eligibility as described in this paragraph) shall be paid in a lump sum and shall be included in the employee's last regular salary payment prior to retirement.  After the first year following retirement, retirement benefits shall be paid in monthly ihnstallments until the employee has received a total of three years of retirement benefits or until the employee is eligible for full social security benefits, whichever occurs first.  The employee's "annual base wages" shall mean the employee's regular hourly rate of pay for his/her regular hours worked during the year prior to retirement.The employee and his or her spounse may participate in the college's health insurance program;until the employee is eligible for full social security benefitsthe employee fails to make required premium payments on a timely basisthe employee becomes covered or is eligible to be covered by a plan of another employer, oruntil the faculty member's spouce becomes eligible for full social security benefits, if permitted by the college's health insurance carried.  Premiums for health insurance shall be paid by the employee and his/her spouse as determined by the health insurance carrier.The early retirement program and this paragraph F of Article VI shall automatically terminate and expire on June 30, 2007, except as to those eligible employees who have requested early retirement prior to June 30, 2007.Administrative Contract and Non-Renewal ProcedureSection 1:  Definitions as used in this policy (President excepted)."Board" means the board of trustees of Hutchinson Community College"Administrator" means any employee of the board whose position the board determines to be administrative or supervisory in nature. The term administrator shall not mean or include the Presidence of the college."Not renew the contract" or "non-renewal of the contract" means that an administrator remains on duty to complete the term of a current contract but is not offered a contract for the subsequent contract, calendar or fiscal year.Section 2:  Notice of non-renewal or rejection of contract; change of terms.Written notice of the board's intention to not renew the contract of employment of an administrator shall be given to the administrator on or before sixty (60) days before the term of the admiistrator contract expires.  An administrator shall give written notice to the board of the administrator's rejetion of renewal of a contract of employment on or before (30) days of the expiration of the administrator's contract.Terms of a contract may be changed at any time by mutual consent of both an administrator and the board.Section 3:  Request to meet with the board; time limitations; executive session; reasons for non-renewal; reconsideration final decision.Whenever the adminisrator is given written notice of the board's intention to not renew the administrator's contract, the administrator may request a meeting with the board by filing a written request therefore with the clerk of the board within ten (10) days from the day of receipt of the written statemetn of non-renewal of the contract.The board shall hold such meeting at the next regular meeting of the board after the filing of the adminsitrator's request.  The meeting provided for under this section shall be held in the executive session and, at such meeting, the board shall specify the reason or reasons for the boar'ds intention to not renew the administrator's contract.  The administrator shall be afforded an opportunity to respond to the board.  Neither party shall have the right have counsel present.  Within ten (10) days after the meeting, the board shall reconsider its reason or reasons for non-renewal and shall make a final decision as to the matterSection 4:  Contractual rights; limitation on creation; not impaired.Nothing in this policy shall be construed to create any right, or to authorize the creation of any right, which is not subject to amendment or nullification by act of the legislature. Nothing in this policy and no amendment or repeal of this act or any part of this policy shall be construed to constitute an impairment of any existing contractual right.Section 5:  Application of policy; two years of employment required; waiver and date.The provisions of this policy shall apply only to those adminstrators who have at any time completed two consecutive years of employment as an administrator with the college, except where the administrator alleges the non-renewal of the contract is the result of the administrator having exercised a constitutional right.  The board may waive the two-year requirement for any administrator employed by it who prior to such employment, was an administrator who hadcompleted not less than two consecutive years of employment in any community colllege district. The Family and Medical Leave Act of 1993The Family and Medical Leave Act of 1993 (FMLA) was enacted on February 5, 1993.The new law is effective on August 5, 1993 for most employers.  If a collective bargaining agreement (CBA) is in effect on that date, the Act becomes effective on the expiration date of the CBA or February 5, 1994, whichever is earlier.The U.S. Department of Labor's Employment Standards Administration, Wage and Hour Division, administers and enforces FMLA for all private, state and local government employees, and some federal employees.FMLA entitles eligible employees to take up to 12 weeks of unpaid, job-protected leave each year for specified family and medical reasons. An eligible employee's right to FMLA leave begins on August 5, 1993; any leave taken before that date does not count as FMLA leave.The law contains provisions on employer coverage; employee eligibility for the law's benefits; entitlement to leave, maintenance of health benefits during leave, and job restoration after leave; notice and certification of the need for FMLA leave; and protections for employees who request or take FMLA leave.  The law also requires employers to keep certain records.A. Employer CoverageFMLA applies to all:public agencies, including state, local and federal employers, local education agencies (schools) andprivate sector employers who employed 50 or more employees in 20 or more work weeks in the  current or preceding calendar year and who are engaged in commerce or in any industry or activity affecting commerce - including joint employers and successors of covered employers.B. Employee EligibilityTo be eligible for FMLA benefits, and employee must:work for a covered employerhave worked for the employer for a total of at least 12 monthshave worked at least 1,250 hours over the previous 12 months; andwork at a location where at least 50 employees are employed by the employer within 75 miles.Most federal and certain congressional employees are also covered by the law and are subject to the jurisdiction of the U.S. Office of Personnel Management and the Congress. C.    Leave EntitlementA covered employer must grant an eligible employee up to a total of 12 workweeks of unpaid leave during any 12-month period for one or more of the following reasons:for the birth or placement of a child for adoption or foster care;to care for an immediate family member (spouse, child, or parent) with a serious health condition; orto take medical leave when the employee is unable to work because of a serious health condition.Spouses employed by the same employer are jointly entitled to a combined total of 12 workweeks of family leave for the birth or placement of a child for adoption or foster care, and to care for a parent (but not a parent-in-law) who has a serious health condition.Leave for birth or placement for adoption or foster care must conclude within 12 months of the birth or placement.Under some circumstances, employees may take FMLA leave intermittently - which means taking leave in blocks of time, or by reducing their normal weekly or daily work schedule.If FMLA leave is for birth or placement for adoption or foster care, use of intermittent leave is subject to the employer's approval.FMLA leave may be taken intermittently whenever medically necessary to care for a seriously ill family member, or because the employee is seriously ill and unable to work.Also, subject to certain conditions, employees or employers may choose to use accrued paid leave (such as sick or vacation leave) to cover some or all of the FMLA leave.  The employer is responsible for designating if an employee's use of paid leave counts as FMLA leave, based on information from the employee.  In no case can use of paid leave be credited as FMLA leave after the leave has ended."Serious health condition" means an illness, injury, impairment, or physical or mental condition that involves:any period of incapacity or treatment connected with inpatient care (i.e. an overnight stay) in a hospital, hospice, or residential medical-care facility;any period of incapacity requiring absence of more than three calendar days from work, school, or other regular daily activities that also involves continuing treatment by (or under the supervision of) a health care provider;or continuing treatment by (or under the supervision of) a health care provider for a chronic or long-term health condition that is incurable or so serious that, if not treated, would likely result in a period of incapacity of more than three calendar days, for a prenatal care."Health care provider" means:doctors of medicine or osteopathy authorized to practice medicine or surgery by the state in which the doctor practices;or, podiatrists, dentists, clinical psychologists, optometrists and chiropractors (limited to manual manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist) authorized to practice, and performing within the scope of their practice, under state law, or,nurse practitioners and nurse-midwives authorized to practice, and performing within the scope of their practice, as defined under state law; or,Christian Science practitioners listed with the First Church of Christ, Scientist in Boston, MA.      D.   Maintenance of Health BenefitsA covered employer is required to maintain group health insurance coverage for an employee on FMLA leave whenever such insurance was provided before that leave was taken and on the same terms as if the employee had to continued to work.  If applicable, arrangements will need to be made for employees to pay their share of health insurance premiums while on leave.In some instances, the employer may recover premiums it paid to maintain health coverage for an employee who fails to return to work from FMLA leave.E. Job RestorationUpon return from FMLA leave, an employee must be restored to his or her original job, or to an equivalent job with equivalent pay, benefits, and other employment terms and conditions.In addition, an employee's use of FMLA leave cannot result in the loss of any employment benefit that the employee earned or was entitled to before using FMLA leave.Under specified and limited circumstances where restoration to employment will cause substantial  and grievous economic injury to its operations, an employer may refuse to reinstate certain highly-paid "key" employees after using FMLA leave during which health coverage was maintained.  In order to do so, the employer must:notify the employee of his/her status as a "key" employee in response to the employee's notice of intent to take FMLAnotify the employee as soon as the employer decides it will deny job restoration and explain the reasons for this decision;offer the employee a reasonable opportunity to return to work from FMLA leave after giving this notice, and,make a final determination as to whether reinstatement will be denied at the end of the leave period if the employee then requests restoration.A "key" employee is a salaried "eligible" employee who is among the highest paid ten percent of employees within 75 miles of the work site. F. Notice and CertificationEmployees seeking to use FMLA leave may be required to provide:30-day advance notice of the need to take FMLA leave when the need is foreseeable; medical certifications supporting the need for leave due to a serious health condition affecting the employee or an immediate family member; second or third medical opinions and periodic recertifications (at the employer's expense); and, periodic reports during FMLA leave regarding the employee's status and intent to return to work.When leave is needed to care for an immediate family member or the employee's own illness, and is for planned medical treatment, the employee must try to schedule treatment so as not to unduly disrupt the employer's operation.Covered employers must post a notice approved by the Secretary of Labor explaining rights and responsibilities under FMLA. An employer that willfully violates this posting requirement may be subject to a fine of up to $100 for each separate offense.Also, covered employers must inform employees of their rights and responsibilities under FMLA, including giving specific information when an employee gives notice of FMLA leave on what is required of the employee and what might happen in certain circumstances, such as if the employee fails to return to work after FMLA leave.G. Unlawful ActsIt is unlawful for any employer to interfere with, restrain, or deny the exercise of any right provided by FMLA.  It is also unlawful for an employer to discharge or discriminate against any individual for opposing any practice, or because of involvement in any proceeding, related to FMLA.H. EnforcementFMLA is enforced, including investigation of complaints, by the U.S. Labor Department's Employment Standards Administration, Wage and Hour Division.  If violations cannot be satisfactorily resolved, the Department may bring action in court to compel compliance.  An eligible employee may also bring a private civil action against an employer for violations.I. Other ProvisionsSpecial rules apply to employees of local education agencies.  Generally, these rules provide for FMLA leave to be taken in blocks of time when intermittent leave is needed or the leave is required near the end of a school term.Salaried executive, administrative, and professional employees of covered employer who meet the Fair Labor Standards Act )FLSA) criteria for exemption from minimum wage and overtime under Regulations, 29 CFR Part 541, do not lose their FLSA-exempt status by using any unpaid FMLA leave.  This special exception to the "salary basis" requirements for FLSA's exemption extends only to "eligible" employees' use of leave required by FMLA.The FMLA does not affect any other federal or state law, which prohibits discrimination, nor supersede any state or local law, which provides greater family or medical leave protection. Nor does it affect an employer's obligation to provide greater leave rights under a collective bargaining agreement or employment benefit plan. The FMLA also encourages employers to provide more generous leave rights.J. Further InformationFor more information, please contact the nearest office of the Wage and Hour Division, listed in most telephone directories under U.S. Government, Department of Labor, Employment Standards Administration.Notice of NondiscriminationApplicants for admission and employment, students, employees, sources of referral of applicants for admission and employment, and all unions or professional organizations holding collective bargaining or professional agreements with Hutchinson Community College and Area Vocational School are hereby notified that this Institution does not discriminate on the basis of race, color, religion, national origin, gender/sex, age, family/marital status, sexual orientation or disability in admission or access to, or treatment or employment in, its programs and activities. Any person having inquiries concerning HCC/AVS’s compliance with the regulations implementing Title VI, Title IX, and Americans with Disability Act of Section 504 is directed to contact the person who has been designated to coordinate the Institution’s efforts to comply with the regulations implementing these laws.JANET HAMILTON AFFIRMATIVE ACTION OFFICER (620) 665-3302     Revised April 1998, July 1999, December 2006

---
Legal Basis and Power of the Board 200-01

The Board of Trustees Operates under authority granted by the State of Kansas in Chapter 71 of the Kansas Statutes Annotated, and to exercise all other powers not inconsistent with the provisions of their act or with the rules and regulations of the State Board of Regents which may be reasonably necessary or incidental to the establishment, maintenance, and operation of a Community College. It is the policy of the Board of Trustees to recognize and maintain the distinction between those activities which are appropriate to the Board of Trustees as the governing and policy making body of Hutchinson Community College and those administrative activities which are to be performed by the President and his staff in the exercise of delegated administrative authority.

---
Legal Counsel 200-11

The Board of Trustees at the annual meeting held in July shall appoint an attorney to represent and advise the Board.  The attorney shall attend regular and special meetings of the Board when requested and be available for consultation as needed.  He shall be paid on a “time” or “retainer” basis as determined by the Board at its annual meeting in July.

---
Lending College Equipment 700-02

All college furniture, equipment, and apparatus are to be used only for the college purposes by college personnel, with the exception of the following:Instructional equipment is always available for use on school property by educational organizations with which local school personnel are affiliated when approved by the appropriate Dean or President.Educational conferences which request the use of noninstructional college equipment to be used outside of college buildings must submit such requests to the Director of Plan Facilities.  If the request is for the use of instructional equipment such as audio-visual equipment, it should be made to the appropriate Dean or President who may approve such requests.

---
Line of Responsibility 300-02b

The line of responsibility shall be designated as follows:                President                 Dean of Student Services                 Dean of Instruction                 Dean of Finance                 Associate Dean of Instruction Recommending changes in the line of responsibility to the Board of Trustees shall be a function of the President of the institution.

---
Long-Term and Short-Term Goals (1992-1995) 100-02

(Approved by the HCC/AVS Administrative Committee, April 1, 1992) To continue providing high quality, relevant, and timely education experiences for students seeking to transfer curriculum, career preparation, job retraining, development of basic skills, general knowledge, and self improvement.To assess the curriculum and revise it to meet changing needs.To develop a plan for assessing academic achievement of HCC/AVS students.To actively solicit (as a component of craft committee meetings) possible new areas of specialization and program development needed or anticipated by identifying new and changing technology and responding accordingly.To assess the structure of the developmental studies program to see if it needs to be modified to better serve the students.To utilize institutional research as one aspect of curriculum development. To ensure the continued quality of faculty and staff through a commitment to recruitment of quality faculty and staff and to comprehensive professional development programs and personnel evaluation systems.To increase professional development opportunities for part-time faculty and administration.To continue to offer and expand professional development opportunities for full-time faculty and administration.To develop a professional development function to promote and coordinate professional development activities for all the staff.To improve the system for evaluating non-teaching employees and negotiate changes in the faculty evaluation system.To increase recruitment efforts to attract faculty and staff from ethnic minority populations.To continue to seek to attract high quality faculty and staff to fill open positions. To organize and manage the institution effectively.To continue to plan and to evaluate institutional effectiveness.To Promote and coordinate research activities to ensure relevance in programs, policies, and managerial practices and to provide adequate information for decision-making.To maintain an integrated library automation system.To seek way to increase management efficiency. To provide appropriate academic support services, student support services, and other college-sponsored activities to facilitate access to non-traditional and under-represented populations and to enhance the potential of all students for success.To continue to plan and to evaluate student support services.To survey entering students to determine their needs, compile survey information on a continuing basis, and use data in the student service planning process.To evaluate student services offerings in the developmental services area and make necessary modifications to meet the needs of a changing student population.To evaluate the assessment program for incoming students and make modifications to increase its effectiveness.To provide employment assistance to Current students and alumni.To provide academically talented students with experiences which challenge and stimulate them.To provide childcare services.To modify existing services to meet college needs more effectively. To see out new non-traditional and under-represented populations and to design and implement programs which recognize unique characteristics of non-traditional students.To assess the community to determine educational needs and services of adults.To assess the program needs of evening college students.To continue to expand continuing education offerings.To continue to evaluate and revise offerings to inmate population.To assess the program needs of academically talented students. To increase enrollment and promote the image of the college through professional marketing, recruiting, and public information programs.To design, implement, and evaluate a comprehensive HCC/AVS recruitment plan.To design, implement, and evaluate a comprehensive HCC/AVS marketing plan.To intensify public information efforts to improve the image of the college in its service area.To achieve better balance in the student body and enhance the image of the institution by developing communication techniques with academically talented students and programs that are attractive to those students.To retain from semester to semester and from year to year those students who are making measurable progress toward their educational objectives. To foster among students, staff, and community members, an attitude of supportive involvement in the continued development of HCC/AVS’s programs and services.To enhance communication by providing needed information for decision-making by potential and current students, taxpayers, and the HCC/AVS Board of Trustees and staff.To increase community participation in determining if HCC/AVS instruction and services are meeting community needs. To provide facilities, equipment, and an environment that are conductive to high quality learning, instruction, and management.To utilize available space effectively.To maintain state-of-the-art technology and equipment.To initiate appropriate safety procedures throughout the institution. To continue to exercise a high level of fiscal responsibility to provide resources to facilitate the goals of HCC/AVS.To manage the institutional finances in such a way as to continue to receive a “clean” audit report each year.To provide information systems for use by the Board of Trustees.To seek alternate funding sources.To continue to explore ways to obtain maximum utilization of resources, including environmental stewardship, staff assignment, and space allocation. To continue to provide community services that fall within the purview of the college’s expertise and resources and which fulfill the institutional mission.To develop those community services which meet the needs of undeserved or undeserved populations.  

---
Meetings 200-12

Regular MeetingsThe official meeting place of the Board of Trustees shall be at the college offices on the second Thursday of each month at 7:00 p.m., unless conditions make it imperative that another time or place be selected.  In case any meeting is held at a different place, or at a different time, the chairperson shall notify each member of the change.Adjourned MeetingsIn the absence of a quorum, the Trustees present may adjourn the meeting to a later time and place that are convenient for the Trustees and the public to meet.Special MeetingsA special meeting of the Board of trustees shall be called by the chairperson, or any other three (3) members, by serving notice on the other members at least twenty-four (24) hours before the hour of the meeting.  The chairperson shall notify each member of the meeting. No business shall be transacted except that for which the meeting is called except by unanimous consent. Special meetings, except Board retreats, may be begun only between the hours of 7:00 a.m. and 9:00 p.m., Monday through Saturday, and excluding legal holidays.Meetings Open to the PublicAll regular meetings of the Board of Trustees shall be open to the public.  At any time that a quorum of the Board is present, the meetings will be handles in strict compliance with KSA 75-4317, et seq.QuorumA majority of the members of the Board of Trustees shall constitute a quorum for the transaction of business.ProceduresParliamentary procedures not provided for in these policies by statute shall be determined by the current Robert’s Rules of Order, Revised.Public NoticeWhenever regular, special, or adjourned meetings are held, public notice must be given at least twenty-four (240 hours before the hour of the meeting.  Individual notice must be given to members of the public who request it.  Such notification should be made by mail if time allows, and if not, by telegram, telephone, or personal contact.

---
Membership of the Board 200-02

Selection and NumberThe Board of Trustees, consisting of seven (7) members, shall be selected by election in accordance with KSA 71-1414(a).The seven-member Board or Trustees plan shall be implemented at the Community College election held in 1991.The seventh member shall be an at-large member. Election of OfficersThe Trustees shall elect a chairperson, vice-chairperson, a secretary, and a treasurer as stated in the state law.  No officer, except the chairperson and vice-chairperson need be a member of the Board. [KSA 71-201(b) 91)] VacanciesVacancies in the Board of Trustees shall be filled be the Board by appointment as stated in KSA 71 201(b) (14). Power to Appoint Other Officers and AgentsThe Board of Trustees shall have power to appoint other officers and agents as the Board may deem necessary for transaction of the business of the Board. [KSA 71-201(b) (6)] Authority of MembersNo member of the Board of Trustees shall have power to act in the name of the Board of Trustees outside regular or special Board meetings unless so directed by the Board of Trustees. 

---
Military Leave 200-23

All employees who are members of the National Guard, or are military reservists, will be given leave if authorized by the Governor or under the provision of the National Defense Act. The employee, when required to perform short-term annual military training duty as a member of a reserve component of the Armed Forces, receives time off from work for the period of actual training, but not to exceed fifteen (15) calendar days a year. The employee, who is required to participate in two weeks annual training, will be paid the difference between his/her regular salary and the pay he/she receives for the reserve training. The college will require proof of training dates and pay for same before the employee will receive compensation from the college. 

---
Nepotism 300-34

In the employment and assignment of personnel, close relatives of an administrative supervisor may not be assigned to his or his department.  Close relative shall have no direct supervisory responsibility for each other. Close relatives shall be defined as including the mother, father, grandmother, grandfather, or grandchild or the employee of the spouse of the employee, and the spouse, son, son-in-law, daughter, daughter-in-law, brother or sister of the employee or any relative living in the immediate household of the employee. This policy shall not, however, prohibit any person employed by the college, as of the effective date of this policy, from continuing employment.

---
News Releases 800-03

It shall be the policy of the Board of Trustees to have news releases prepared concerning Board and internal matters and to disseminate such releases to all news media in the area.

---
Non-Agenda and Public Comment 200-21

The Board of Trustees encourages the advice and counsel of citizens in planning and operating the college.  Meeting of the Board of Trustees are open to the public except when closed under the provisions of the Kansas Open Meetings Law.  The public is welcome to attend Board meetings and is encourages to address comments to the Board of Trustees or appropriate administrators.Time is available at the beginning and end of each regularly scheduled meeting for public comment.  Persons wishing to comment during such times or on any agenda item as it is being discussed should raise their hands to allow recognition by the Board chairman.  Once recognized, persons should address the Board by standing at the podium, stating their names and addresses and concluding their comments within 5 – 8 minutes.Any matter not on the agenda may be considered or acted upon by the Board if a majority of the Board agrees to consider the matter.

---
Order of Business 200-16

The general order of business for meetings of the Board of Trustees will be as follows:Roll callApproval of the minutesApproval of college billsConsent agendaPersonnelBids on equipmentStudent/Faculty/Public commentReports/recognition’sOld businessNew businessPublic commentExecutive sessionAdjournment

---
Orientation of New Members 200-18

It shall be the primary responsibility of the President of the College and Chairperson of the Board of Trustees to orient new Board Members. The orientation shall have as its purpose acquainting new members with the policies, duties, and responsibilities of the Board and the programs of Hutchinson Community College.The orientation shall include the transmission of the Board Policy Manual and other documents to the new member in addition to holding conferences concerning procedures.

---
Patents, Copyrights, Royalties 400-11

The Board of trustees recognizes that it has certain proprietary rights to material, including publications, instructional material and devices, prepared by staff members on College time and with use of Hutchinson Community College and Area Vocational School facilities and/or equipment.  However, the Board also recognizes the importance of encouraging professional development of staff members and of sharing new developments with other educational institutions. The board is aware that professional publication of material by staff members serves to enhance the reputation of the College, as well as the staff member.The Board requires that development of material by staff members for the purpose of obtaining patents, distribution rights, monetary gain or copyrights, shall not infringe upon the responsibilities the staff member has for the position held with the college.Therefore, the College shall have no interest in such materials prepared by staff members on their own time and without use of College facilities and/or equipment.

---
Payment of Funds 200-14

All warrant checks for payment of funds shall be signed by the Chairman, attested by the Secretary, and counter-signed by the Treasurer as provided in KSA 10-803 and 10-805.

---
Philosophy 100-03

As a Board of Trustees we believe: That the problems of our society and of the world can only be met by a well educated citizenry who will be capable and willing to rise to the challenge of a high level of personal and civic performance. Hutchinson Community College is, therefore, obligated to provide a comprehensive, diversified, and quality program which will enable each individual in attendance to become “all he/she is capable of being.” That within the limits of its resources, Hutchinson Community College should maintain a liberal policy, which coupled with guidance and insistence upon quality performance on the part of the students, will provide maximum opportunities without dilution of educational standards. That Hutchinson Community College should make provisions for students who want to complete the first two years of the lower division requirements of a senior college and then transfer to a senior institution for upper division work with no greater loss of credit than would be experienced by transfers from four year institutions. That Hutchinson Community College and Area Vocational School aims to meet the varied personal, civic, academic, and vocational needs of the non-college bound youth, and students who have left high school before graduation. That Hutchinson Community College and Area Vocational School should fulfill a role in adult education activities by offering training for individuals who want to improve their technical skills of broaden their knowledge of the liberal arts. Special curricular offerings devoted to providing adults with a continuous, sequential, and integrated program for life-long learning is a worthy objective of Hutchinson Community College.

---
Policies of the Board 200-04

Adoption of new policies, or changing existing policies, is solely the responsibility of the Board.All policies will remain in effect until changed by the Board of Trustees at an official Board meeting. It will take a simple majority vote of all Trustees only to adopt or revise policies.Policies and policy revisions introduced shall not be adopted until a subsequent meeting.  Thus, time shall be given to permit further study and also to give opportunity to interested parties to react.  However, temporary approval may be granted by the Board in lieu of formal policy to permit emergency conditions or special events which will take before formal action can be taken.When action must be taken and the Board has provided no guidelines for administrative action, the President has the power to act, but such decisions are subject to review by action of the Board.  It is the duty of the President to inform the Board promptly of such action and the need for the policy.

---
Political Activities/Political Leave 300-26

Political participation by administrative employees, which requires partial of full time away from the job assigned, will be negotiated between the employee, the President, and the Board of Trustees.  No Board policy; however, will impair the right of an employee’s participation in political activity as long as the activity in no way interferes with his/her employment assignment.

---
Procedural Changes 300-17

Any proposed changes in procedure shall be submitted to the President for his approval prior to the effective date of change.

---
Records Storage Policy 300-36

K.S.A. 72-5369. Entitled “Destruction of records by school districts and community junior colleges.”  Allows the board of Trustees of any community junior college, by resolution, to provide for and authorize any officer, official or employee charged with or having custody of the following records, documents or other papers to destroy the same at the time indicated herein, and if more then one time can be made to apply, the longer time shall apply.Therefore, the following policy statement has been prepared for adoption by the Hutchinson Community College Board of Trustees, recognizing that any records may be retained longer than indicated herein at the discretion of the president or appropriate dean: Bookkeeping and accounting records which are original books of entry, claims, vouchers and purchase orders, ten  (10) years.  NOTE:  “the KSA requires only five (5) years, however we are proposing then (10) years”. Formal audit reports, ten (10) years. – In lieu of the five (5) years required by the KSA- Financial papers of any type relating to programs supported by federal funds, ten (10) years or such longer time as may be required by applicable federal law. –In lieu of the three (3) years required by the KSA- All financial papers not otherwise specified in the section may be destroyed at any time after formal audit reports have been completed and filled in the appropriate offices for a period of ten (10) years, and this provision shall apply to the following:  warrants, warrant checks, receipts, canceled checks, and requisitions. – In lieu of six (6) months required by the KSA- Official bonds of surety of indemnity, ten (10) years after the termination of the term of employment. –In lieu of five (5) years required by the KSA- Insurance policies, ten (10) years after the expiration of the term thereof. –In lieu of five (5) years required by the KSA- Bonds and coupons stamped paid or canceled and returned by the state fiscal agent, ten (10) years after the next following annual formal audit of the college. –In lieu of six (6) months as required by the KSA- This policy does not speak to nor allow the destruction of any record that applies to a students financial or academic record.  Also, HCC will retain annual audit report indefinitely.

---
Removal of Officers 200-09

Any officer or agent may be removes from office for cause by a vote of two-thirds (2/3) of the members of the Board.

---
Requisitions 700-04

Requisition of supplies, equipment, and services are to be made on the properly authorized forms.  The department head and the appropriate Dean must sign the authorized requisition form before they will be processed

---
School Calendar 400-05

The final proposed calendar for the next school year will be recommended to the Board of Trustees by the President and will become official when adopted by the Board of Trustees.

---
Sexual Harassment 200-26

Hutchinson Community College  strongly disapproves of and does not tolerate sexual harassment of any kind.  All employees and students must avoid offensive and inappropriate sexual behavior and are responsible for assuring that the College is free from sexual harassment at all times. Harassment on the basis of sex is a violation of Kansas and Federal Laws.  This policy is being updated to ensure that all employees and students of Hutchinson Community College and Area Vocational School can work and learn in an environment free of harassment and hostility. This applies to campus, off-campus, and non-work related sites.  Violation of this policy will result in appropriate disciplinary action.  Hutchinson Community College and Area Vocational School encourage complaints against offending parties.DEFINITION:Conduct involving unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature shall be considered to constitute sexual harassment when: Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment of education; Submission to or rejection of such conduct by an individual is used as the basis for employment r academic decisions affecting an individual; or Such conduct has the purpose or effect of unreasonably interfering with an individual’s employment or academic performance, or creating an intimidating, hostile or offensive employment or education environment. Prohibited is any behavior that represents repeated or unwanted sexual attention or sexual advances, including that of students acting toward other students.

---
Solicitation and Fundraising Policy 200-27

As an educational institution, the college must be kept as free as possible from exploitation by corporations, private individuals or special interest groups.Without the prior written approval of the President, of the President’s designee, no person shall solicit students, professional or administrative personnel or members of the public for any business or commercial purpose including, but not limited to the sale or purchase of any goods or services, in or upon any of the facilities owned, leased, operated or other wise regularly occupied by Hutchinson Community College.

---
Special Activities 400-3

All college sponsored activities should be scheduled through the appropriate Dean and listed on the Master calendar which will be maintained by the office of the Dean of Instruction.

---
Statement Regarding Student Services 900-01

---
Support Staff Employee Handbook 500/600

---
Tax Sheltered Annuities 700-12

The Board of Trustees will offer a Tax Sheltered Annuity plan to Hutchinson Community College employees within the employee benefits system as administered by the College.

---
Trustee Ethics 200-05

Code of Ethics for members of Community College Board of Trustees: Devote time, thought, and study to the duties and responsibilities of a Community College Board member so that I may render effective and creditable services.To work with my fellow Board members in a spirit of harmony and cooperation in spite of differences of opinion that arise during vigorous debates of points of issue.To base my personal decision upon all available facts in each situation; to vote my honest conviction in every case, unswayed by partisan bias of any kind; therefore, to abide by and uphold the final majority decision of the Board.To remember at all times that as an individual I have no legal authority outside the meetings of the Board, and to conduct my relationships with the Community College staff, the local citizenry, and all media of community on the basis of this fact.To resist every temptation and outside pressure to use my position as a Community College Board member to benefit either myself, or any other individual or agency, apart from the total interest of the Community College district.To recognize that it is as important for the Board to understand and evaluate the educational program of the Community College as it is plan for the business of college operation.To bear in mind, under all circumstances, that the primary function of the Board is to establish policies by which the Community College is to be administered, but that the administration of the educational program and the conduct of college business shall be left to the employed President of the Community College and his/her professional and non-professional staff.To welcome and encourage active cooperation by citizens, organizations, and the media of communication in the district with respect to establishing policy on current college operation and proposed future developments.To support the state and national Community College Trustees association.Finally, to strive, step-by-step, toward ideal conditions for the most effective Community College Board service to my community, in a spirit of teamwork and devotion to public education as the greatest instrument for the preservation and perpetuation of our representative democracy. Source: Illinois Association of School Boards – No. 224 3/3/64

---
Use of College Vehicles 300-23

The use of college vehicles is to be restricted to Hutchinson Community College sponsored activities.  If a question should arise, the President shall make the determination.  To make arrangements for all Hutchinson Community College vehicles, administrative personnel must go through the office of the Director of Athletics.

---
Withholding Taxes 700-07

The Federal and State Income Tax (withholding tax) Laws provide that all earnings received are subject to an income tax to be collected at source by the employer.  The amount of tax withheld is dependent on exemptions. Before an employee may receive credit for dependents, he/she must file a form W-4 with the college.A receipt (Form W-2) showing the amount earned and withheld for Federal and State Income Tax will be provided by January 31st of each year. (Revision December 22, 1993)

---
Workmen's Compensation Insurance 700-08

All employees of Hutchinson Community College are protected under the provisions of the Kansas Workmen's Compensation Law.  The college will pay all premiums for this insurance.

---
Workplace Violence 200-28

The safety and security of Hutchinson Community College and Area Vocational School employees, students and patrons are very important.  Threats, threatening behavior, acts of violence, or any related conduct, which disrupts another’s work performance or the organization’s ability to execute its mission, will not be tolerated.Any person who makes threats, exhibits threatening behavior, or engages in violent acts on owned of leased property, or at a college sponsored event of Hutchinson Community College and Area Vocational School may be removed from the premises, program of activity pending the outcome of an investigation. Threats, threatening behavior, or other acts of violence executed off college-owned or leased property but directed at Hutchinson Community College and Area Vocational School employees while conducting official college business, is a violation of this policy.  Off-site threats include but are not limited to threats via the telephone, FAX, electronic or conventional mail, or any other communication medium.Violations of this policy will lead to disciplinary action that may include dismissal, arrest, and prosecution.  In addition, if the source of such inappropriate behavior is a member of the public, the response may also include barring the person(s) from college-owned of leased premises, termination of the business relationships with that individual, and/or prosecution of the person(s) involved.Employees are responsible for notifying their supervisor of any threats that they have witnessed, received, or have been told that another person has witnessed or received.  Employees should also report any behavior they have witnessed which they regard as threatening or violent when the behavior is job related or might be carried out on a college-owned or leased property or in connection with Hutchinson Community College and Area Vocational School employment.Each employee who has received a protective or restraining order, which lists college-owned or leased premises as a protected area, is required to provide their supervisor with a copy of such order.

---