Employee Handbook
2014 - 2015
FOREWORD
Colleagues:
The goal of the Shelton State Community College Employee Handbook is to serve as a
useful source of reference for working at Shelton State Community College. Contained
herein is general workplace information as well as a synopsis of employment policies,
practices, and procedures.
To list all Shelton State policies and procedures affecting faculty and staff would be
overly ambitious and unattainable. Therefore, we have hyperlinked the applicable
Alabama State Board Policies and federal laws, where appropriate, for your reference.
This Handbook intends to reflect current policies and rules of the Alabama Community
College System; however, changes or additions to policies, procedures, and guidelines
may have become effective since the publication of this information. In the event of
such an occurrence, the most recent official guidance from Alabama State Board of
Education Policy and the College shall prevail.
If you have any questions and/or comments about this Handbook and/or the
interpretation of the policies contained herein, please contact the Office of Human
Resources at humanresources@sheltonstate.edu.
As always, your cooperation, support, and feedback are welcomed and appreciated.
Sincerely,
Dr. Andrea Mayfield, PhD
President
[1]
PREFACE
The Shelton State Community College Employee Handbook (hereafter referred to as
the “Handbook”) has been prepared by the Office of Human Resources as a reference
tool and resource for current faculty, staff, and administration.
This Handbook contains a number of institutional policies and instructional procedures;
it does not cover all of the available information regarding personnel procedures and
guidelines. Any questions of interpretation concerning any section, or subsection
should be addressed to the College Deans and/or the Office of Human Resources.
More precise, detailed information may be obtained by consulting the Alabama State
Board of (Post-Secondary) Education’s Board Policies and Guidelines for the Alabama
Community College System.
It is the official policy of the Alabama Department of Postsecondary Education, including all
postsecondary institutions under the control of the Alabama State Board of Education, that no person
shall, on the grounds of race, color, disability, sex, religion, creed, national origin, or age, be excluded
from participation in, be denied the benefits of, or be subjected to discrimination under any program,
activity, or employment.
[2]
TABLE OF CONTENTS
PREFACE
100: VISION STATEMENT, MISSION STATEMENT, INSTITUTIONAL VALUES,
SHELTON 2020, AND HISTORY
101
Vision Statement .................................................................................................. 8
102
Mission Statement ............................................................................................... 8
103
Institutional Values ............................................................................................... 8
104
Shelton 2020........................................................................................................ 8
105
History ................................................................................................................. 9
200: GOVERNANCE AND ORGANIZATION
201
The Alabama State Board of Education ............................................................... 9
202
The Chancellor .................................................................................................. 10
203
President ........................................................................................................... 10
204
Administration and Administrative Staff .............................................................. 10
205
Organizational Charts ........................................................................................ 10
300: EMPLOYEE ORGANIZATIONS
301
Faculty Association ............................................................................................ 11
302
Support Staff Association ................................................................................... 11
400: COMPLIANCE WITH FEDERAL LAWS
401
American with Disabilities Act (ADA) .................................................................. 11
402
Drug-Free Workplace Policy .............................................................................. 12
403
Employment at Will ............................................................................................ 13
404
Equal Employment Opportunity.......................................................................... 13
405
Family Educational Rights and Privacy Act (FERPA) ......................................... 14
406
Fair Labor Standards Act (FLSA) ....................................................................... 14
407
Harassment Policy ............................................................................................. 15
408
Nondiscrimination Policy .................................................................................... 16
409
Sexual Harassment Policy ................................................................................. 16
410
Sexual Misconduct/Title IX Campus SaVE Act Policy ........................................ 18
[3]
500: EMPLOYMENT POLICIES AND PROCEDURES
501
Appointments and Assignment of Personnel ...................................................... 25
502
Contracts ........................................................................................................... 26
503
Summer Employment ........................................................................................ 26
504
Temporary Duty ................................................................................................. 27
505
Employment Process ......................................................................................... 28
506
Recruitment Process.......................................................................................... 28
507
Criminal Background Checks ............................................................................. 29
508
Conflict of Interest and Ethics Policies and Procedures...................................... 29
509
Employment Work Schedule .............................................................................. 30
510
Employee Attendance ........................................................................................ 30
511
Faculty Credentials and Reclassification ............................................................ 31
512
Faculty Credentials and Professional Growth Plan............................................. 43
600: FRINGE BENEFITS
601
Basic Health and Supplemental Insurance Benefits ........................................... 44
602
Consolidated Omnibus Budget Reconciliation Act (COBRA) .............................. 45
603
Health Insurance Portability and Accountability Act (HIPPA) (1996) .................. 46
604
Compensation.................................................................................................... 46
605
Employee/Dependent Tuition Assistance ........................................................... 49
606
Holidays ............................................................................................................. 52
607
Leave Policies .................................................................................................... 52
608
Family Medical Leave Act (FMLA) ..................................................................... 55
609
Failure to Report for Duty and Unauthorized Leave ........................................... 56
610
Sick Leave Bank ................................................................................................ 57
611
Teacher Retirement Systems ............................................................................. 57
700: GRIEVANCE PROCEDURES
701
Title IX Grievance Procedures ........................................................................... 57
800: GENERAL PERSONNEL POLICIES AND PROCEDURES
801
Annual Employee Evaluation and Job Description Review................................. 58
802
Changes in Employee Personal Information ...................................................... 59
803
Employee Assistance Program (EAP) ................................................................ 59
804
Employment Files .............................................................................................. 59
[4]
805
New Employee Orientation ................................................................................ 59
806
On-The-Job Injuries/Illnesses............................................................................. 60
807
Professional Appearance (Casual and Team-ware Days) .................................. 60
808
Tenure ............................................................................................................... 61
900: INSTRUCTIONAL POLICIES AND PROCEDURES
901
Faculty Summer Employment ............................................................................ 61
902
Division Chairs ................................................................................................... 63
903
Academic Freedom ............................................................................................ 64
904
Teaching Loads ................................................................................................. 64
905
Class Enrollment ................................................................................................ 65
906
Course Syllabi .................................................................................................... 66
907
Classroom Supervision ...................................................................................... 67
908
Class Rolls ......................................................................................................... 67
909
Final Grades ...................................................................................................... 68
910
Textbook Procedures ......................................................................................... 69
911
Sale of Complimentary Textbooks ..................................................................... 70
912
Distance Education Support ............................................................................... 70
913
Computer Resources ......................................................................................... 70
914
Web Based Resources ...................................................................................... 71
915
Unofficial Web Pages ......................................................................................... 71
916
Absence from Class ........................................................................................... 72
917
Field Trips .......................................................................................................... 72
918
Catalog Review and Curriculum Development ................................................... 72
919
Proposal of New Courses and Programs ........................................................... 73
920
Faculty Performance Evaluation ........................................................................ 74
921
Student Opinion Survey ..................................................................................... 75
922
Course Evaluation.............................................................................................. 75
923
Classroom Observation...................................................................................... 75
924
Faculty Involvement in Budget Development ..................................................... 77
925
Professional Development Plan and Report ....................................................... 77
926
Division Awards and Program for Faculty .......................................................... 77
927
Policy for Instructional Coordinators ................................................................... 78
[5]
1000: GENERAL COLLEGE POLICIES AND PROCEDURES
1001
Bookstore .......................................................................................................... 78
1002
Budgeting .......................................................................................................... 78
1003
College Communications ................................................................................... 79
1004
Copy Centers ..................................................................................................... 82
1005
Equipment Inventory .......................................................................................... 83
1006
Institutional Policy Development ........................................................................ 89
1007
SOAR Institute, Learning Center, and Career Center ......................................... 90
1008
Library Services ................................................................................................. 91
1009
Live Work Procedures ........................................................................................ 92
1010
Notary Public ..................................................................................................... 93
1011
Petty Cash ......................................................................................................... 93
1012
Purchasing ......................................................................................................... 93
1013
Purchase Orders ................................................................................................ 94
1014
Use of College Facilities..................................................................................... 94
1015
Travel................................................................................................................. 94
1016
Policy for Communicable Diseases .................................................................... 97
1017
Wellness Center ................................................................................................ 97
2000: SAFETY AND SECURITY POLICIES AND PROCEDURES
2001
General Policy Statement .................................................................................. 98
2002
Active Shooter and/or Armed Intruder ................................................................ 99
2003
Animal and Pets on Campus ............................................................................ 100
2004
Assistance for Disabled Motor Vehicles ........................................................... 100
2005
Bomb Threat .................................................................................................... 100
2006
Campus Awareness and Campus Security Act ................................................ 100
2007
Campus Security Contact Information .............................................................. 105
2008
Campus Security and Law Enforcement Duties ............................................... 105
2009
Children on Campus Policy .............................................................................. 105
2010
Crime Statistics ................................................................................................ 106
2011
Emergency Action Plan .................................................................................... 106
2012
False Information ............................................................................................. 106
2013
Fire .................................................................................................................. 106
[6]
2014
Fredd Campus Evacuation Rally Points and Safe Staging Areas ..................... 107
2015
Full Campus Evacuation .................................................................................. 107
2016
Issuance of Badge and Pistol of Retiring Campus Police ................................. 107
2017
Key Issuance and Building Access/Control ...................................................... 107
2018
Lost and Found Procedures ............................................................................. 111
2019
Medical Emergencies ....................................................................................... 111
2020
Minor Accidents, Sickness, and Injury .............................................................. 111
2021
Missing Students.............................................................................................. 112
2022
Parking, Traffic, and Campus Access Policy .................................................... 112
2023
Physical Plant Related Facility Problems ......................................................... 112
2024
Reporting Crime and Emergencies .................................................................. 113
2025
Responding to Criminal Activity and Emergencies ........................................... 113
2026
Response to a Sexual Assault ......................................................................... 113
2027
Safety and Security Information Report............................................................ 113
2028
Security and Access to College Facilities ......................................................... 114
2029
Security Assistance Service ............................................................................. 114
2030
Severe Weather or Tornados ........................................................................... 114
2031
Visitors to Campus Policy ................................................................................ 117
2032
Voluntary Confidential Reporting...................................................................... 117
2033
Weapons ......................................................................................................... 117
[7]
100 VISION STATEMENT, MISSION STATEMENT, INSTITUTIONAL
VALUES, SHELTON 2020, AND HISTORY
101
Vision Statement
Our vision for Shelton State Community College: Empowering students through commitment to
excellence.
102
Mission Statement
Shelton State Community College is a public, open-admission, comprehensive community
college whose primary mission is to provide accessible postsecondary education, training, and
community educational opportunities.
103
Institutional Values
Excellence, Accountability, Quality, Integrity, Transparency, Affordability
104
Shelton 2020: Realizing Our Vision
Enriching Student Learning and Development
1.1
1.2
1.3
1.4
2.0
2.1
2.2
2.3
2.4
3.0
3.1
3.2
3.3
3.4
3.5
4.0
4.1
4.2
4.3
4.4
SSCC will develop and sustain excellence in instructional programs and support.
SSCC will expand eLearning and other innovative delivery methods for instruction.
SSCC will achieve and maintain student retention, transfer, and graduation rates
comparable to national benchmarks.
SSCC will enhance the student life experience through excellence in programs, services,
and facilities.
Empowering Faculty and Staff
SSCC will build a team of diverse, student-centered faculty and staff with the best
qualifications and experience in all positions.
SSCC will maximize opportunities for faculty and staff development.
SSCC will be inclusive and open in all deliberations and communications regarding its
policies, procedures, and performance expectations.
SSCC will encourage faculty and staff to pursue innovative strategies that enhance
student learning and services.
Expanding Our Impact Areas
SSCC will assess and respond to community needs and opportunities and seek to
expand partnerships consistent with its mission.
SSCC will enhance its accessibility and services to underrepresented populations.
SSCC will enhance its distinction as Alabama’s Community College of the Fine Arts.
SSCC will be an essential component for postsecondary education and career/workforce
preparation for the region.
SSCC will strengthen partnerships with educational entities within Alabama.
Ensuring Our Future
SSCC will pursue strategies to increase enrollment to 12,000 by 2020.
SSCC will develop and implement an integrated marketing plan to increase public
awareness.
SSCC will increase alternative sources of revenue for the operating budget through
alternative sources.
SSCC will pursue a global focus in education and service.
[8]
4.5
4.6
SSCC will adopt national best practices to provide a campus environment that is safe,
sustainable, and secure.
SSCC will develop a comprehensive long-range plan to utilize technology.
105
History of Shelton State Community College
Martin Campus
Shelton State Community College is part of a state system of public colleges originated in the
Alabama Trade School and Community College Authority Act enacted by the state legislature in
May 1963. Shelton State Community College was established by resolution of the Alabama
State Board of Education (ASBE) on January 1, 1979. That resolution combined two existing
institutions: Shelton State Technical College, which was established in 1952, and the
Tuscaloosa branch campus of Brewer State Community College, in operation since 1972. In
1991, the College purchased 170 acres of land in south Tuscaloosa County. On October 11,
1994, ground was broken and on October 22, 1997, the Martin Campus was officially dedicated
in honor of Dr. and Mrs. Harold Martin.
C. A. Fredd Campus
The institution, now called Shelton State Community College, C. A. Fredd Campus, was created
by the state legislature in 1963 as Tuscaloosa State Trade School. In 1974, the institution
became Tuscaloosa State Technical College and was authorized by the ASBE to grant the
associate degree. In 1976, the college name was changed to C. A. Fredd State Technical
College to honor the first president of the institution. The institution was designated as one of
the nation’s Historically Black Colleges and Universities (HBCU) and continues the specific
HBCU mission of promoting educational access and opportunity for all students in a culturally
diverse community.
In 1994, Shelton State Community College consolidated with C. A. Fredd State Technical
College. The new institution created by the consolidation continued to use the name of Shelton
State Community College, and the President of Shelton State Community College was named
president of the consolidated institution.
200 GOVERNANCE AND ORGANIZATIONS
201
The Alabama State Board of Education (ASBE 101.01)
The State Board of Education is the governing board for the Alabama Community College
System. The State Board of Education, upon the recommendation of the Chancellor, is
authorized to:
1. Make rules and regulations for governing the Alabama Community College System;
2. Prescribe the courses of study and the requirements for granting certificates, diplomas,
and/or degrees;
3. Appoint the President of each institution with each President to serve at the pleasure of the
State Board of Education;
4. Direct and supervise the expenditure of appropriations for the Alabama Community College
System;
5. Prescribe qualifications and establish a salary schedule and tenure requirements for faculty;
[9]
6. Accept gifts, donations, and devises and bequests of money and real and personal property
for the benefit of the Alabama Community College System;
7. Promote interest in the Alabama Community College System among the citizens of
Alabama.
The current membership of the State Board of Education is as follows:
Governor ………………………………………….………..Robert J. Bentley, President
District 01 …………………………………………………..……………….Al Thompson
District 02 ………………………………….…………………………….…...Betty Peters
District 03 ………………………………………………………………….Stephanie Bell
District 04 …………………………………………………..….Yvette Richardson, Ed.D
District 05 ………………………………………………..….Ella B. Bell, Vice President
District 06 ………………………………………………..……....Charles E. Elliott, M.D.
District 07 …………………………………..…....Jeffery Newman, President Pro Tem
District 08 …………………………………..…………………..………Mary Scott Hunter
Secretary and Executive Officer ……………..………….…….Thomas R. Bice, Ed.D.
202
The Chancellor (ASBE 102.03)
The authority and responsibility for the operation, management, control, supervision,
maintenance, regulation, improvement, and enlargement of System institutions shall be vested
in the Chancellor, subject to the approval of the State Board of Education.
203
The President
The chief executive officer of Shelton State Community College is the President. The President
is directly responsible for the total operation of the College. The President of Shelton State
Community College is Dr. Andrea Mayfield.
204
Administration and Administrative Staff (ASBE 203.02 and 204.01)
The principal administrators of the College are called the Executive Council and include: the
President, the Assistant(s) to the President, the Comptroller, the Deans of Human Resources,
Academic Services, Technical Services, Auxiliary Services, Student Services, Associate Dean
of Advancement, the Directors of TitleIII/the Fredd Campus, and Special Projects.
205
Organizational Charts
The College’s organizational charts and official job descriptions are published on the College
Intranet, access to which is available to all Shelton State faculty and staff. Organizational charts
are subject to frequent change for many reasons (i.e. retirements, turnover, changing job titles
and responsibilities, reorganization, etc.). Any organizational chart is only a snapshot in time
and will need timely revision to be useful. Organizational charts are periodically updated and
[10]
available for official use only. Requests for revisions to organizational charts should be
submitted to the Office of Human Resources.
300 EMPLOYEE ORGANIZATIONS
301
Faculty Association
The Faculty Association provides a means by which the faculty, as a body, can discuss various
aspects of programs, policies, and procedures of the College. Through such discussion, the
faculty can make more meaningful recommendations for continuing improvement in these
areas. Membership in the Faculty Association will be open to all full-time instructors, librarians,
and counselors. Internal affairs of the Faculty Association are governed by the Constitution of
the Faculty Association.
302
Support Staff Association
The Support Staff Association is a vehicle through which all support staff can discuss policies
and procedures of the College that affect them directly.
400 COMPLIANCE WITH FEDERAL LAWS
401
Americans with Disabilities Act (ADA)
Shelton State Community College is committed to the achievement of maximum human
potential. In keeping with this philosophy, the College fully supports and complies with The
Americans with Disabilities Act (ADA). The College will endeavor to provide students,
employees, and the community an opportunity for success with as few deterrents as possible.
Accommodating Individuals with Disabilities
In all hiring and employment practices, Shelton State Community College makes every effort to
ensure that it does not discriminate against qualified individuals who have a disability. In
carrying out this commitment, the College follows the terms of the general policy outlined below
when making reasonable accommodations for qualified individuals with a disability.
General Nondiscrimination Pledge
Shelton State Community College prohibits any and all discrimination against a qualified
individual with a disability. This includes, but is not limited to, discrimination with respect to
hiring, promotion, discharge, compensation, benefits, training, and all other aspects of
employment. Complaints concerning possible discrimination should be immediately reported to
the appropriate dean or director. Other questions or requests for assistance may be directed to
the Dean of Student Services.
Definitions
Terms used in this policy have the following general meanings: (1) Disability means a physical
or mental impairment that substantially limits one or more of the major life activities of an
individual; (2) A disabled individual is a person who has such an impairment, has a record of
such an impairment, or is regarded as having such an impairment; (3) A qualified person with a
disability means an individual with a disability who, with or without reasonable accommodation,
can perform the essential functions of the position that the individual holds or has applied for.
Shelton State Community College also prohibits any discrimination against an employee
because the employee has a family member with a disability. In general, benefits are made
[11]
available to employees on an equal basis without regard to whether any individual has a
disability.
Reasonable Accommodation
Shelton State Community College seeks reasonable accommodations for qualified individuals
with disabilities that do not result in undue hardship on its business or educational operations.
Examples of some of the factors to be considered in determining whether a proposed
accommodation creates an undue hardship are: (1) the nature and cost of the accommodation;
(2) the overall financial resources of the facility at which the reasonable accommodation is
necessary; (3) the number of persons employed at that facility; and (4) the overall financial
resources of the College. Other factors also can have a bearing on whether an accommodation
would create an undue hardship.
Essential Job Functions
For each position in every department, the appropriate dean, with the assistance of the Dean of
Human Resources, must identify the essential job functions of each position and prepare a job
description that lists these essential functions. The supervisor of each position is responsible for
keeping job descriptions up-to-date, submitting them to the Office of Human Resources in the
College’s standard (electronic) format, and reviewing them annually.
Safety Issues
All employees must comply with safety rules at all times. Shelton State Community College
makes every effort to place applicants and employees in positions for which they are qualified.
However, employees and job applicants are not placed in positions where, with or without a
reasonable accommodation, they would create a direct threat to the safety or health of
themselves or others. The determination that an individual poses a direct safety or health threat
must be confirmed by an opinion in writing from a physician or other appropriate professional.
Open Door Policy
Any applicant or employee who believes that there has been a violation of the College’s policy
or any applicable law relating to accommodating a person with a disability should immediately
contact the Office of Human Resources. All complaints are promptly investigated. All individuals
are expected to cooperate with an investigation.
The information obtained in the course of an investigation is held in confidence and is only
disclosed to individuals who have a need for the information. Procedures adopted by the
College to comply with ADA provisions, as applied to students, are outlined in the Student
Handbook section of the College Catalog. The ADA Coordinator for the College is the Dean of
Student Services.
402
Drug Free Workplace Policy
Public Law 100-690 of the Drug-Free Workplace Act became effective in March 1989. The
provisions of this act require that the recipients of federal funds or grants establish practices
designed to provide a drug-free workplace. Shelton State must certify that it complies with this
act to maintain its eligibility for federal monies. To meet the obligations imposed by this new
federal statute Shelton State Community College hereby announces its Drug-Free Workplace
Policy.
[12]
General Policy
Unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance or
alcoholic beverage by any employee of Shelton State Community College while at work for the
College, whether on the premises of the College or at any other site where the employee is
carrying out assigned duties is prohibited.
Any employee who violates this policy shall be subject to appropriate disciplinary action. The
disciplinary action may include, but is not limited to, termination of employment. The College
reserves the right to require completion of a drug treatment or rehabilitation program as a
condition of continued employment. Such treatment programs shall be of a reasonable duration
and nature.
Any employee who is convicted by any Federal or State Court of an offense, which constitutes a
drug use violations, shall notify the President of the College in writing of said conviction within
five days after the conviction occurs. Conviction, as defined in P.L. 100-690, shall mean a
finding of guilt (including a plea of nolo contendere) of impositions of sentence, or both.
Special Conditions for Persons Working with Federal Funds
All persons who work on federal grants or contracts, anytime, are required to notify the
President of the College, in writing, within five days of their criminal conviction. In case of a
report of a conviction of any employee who is working in a project or a program funded through
a Federal contract or grant, the College shall notify, in writing within ten days, any Federal
agency to whom such notification by the College is required under P.L. 100-690.
Drug-Free Awareness Program
Shelton State Community College will inform employees of its drug-free workplace policy
including penalties for violations, the dangers of drug abuse in the workplace, and any available
drug counseling and assistance programs through the following activities:
1. Providing each employee with Shelton State's drug-free workplace policy.
2. Including this policy in future editions of faculty and staff handbooks.
3. Informing new employees through orientation of this policy, the dangers of drug abuse, and
the availability of treatment programs.
4. Providing special training and informational programs for employees.
403
Employment at Will
The State of Alabama is an employment at-will state. Your employment with Shelton State
Community College involves mutual consent. Nothing contained in this Handbook should be
interpreted as a contract of employment or a change in the at-will employment relationship.
404
Equal Employment Opportunity (ASBE 601.01)
It is the policy of The State Board of Education and Shelton State Community College, a postsecondary institution, to provide equal opportunity for employment and advancement to all
applicants and employees without regard to race, color, national origin, religion, age, disability,
marital status, or gender, as provided in federal and state law.
[13]
405
Family Educational Rights and Privacy Act (FERPA)
“FERPA” FACTS FOR FACULTY AND STAFF
FERPA stands for Family Educational Rights and Privacy Act (sometimes called the Buckley
Amendment). Passed by Congress in 1974, the Act grants three specific rights to the adult
student:
• The right to see the information that the institution is keeping on the student
• The right to seek amendment to those records and in certain cases append a statement to
the record
• The right to consent to disclosure of his/her records. Student educational records are
considered confidential and may not be released without the written consent of the student.
As a faculty or staff member you have a responsibility to protect educational records in your
possession.
To avoid violations of FERPA rules, DO NOT:
• At any time use any part of the Social Security Number of a student in a public posting of
grades [NOTE:
College policy prohibits posting of grades or sending them by email, postcard, or over the
telephone].
• Never link the name of a student with that student's social security number in any public
manner.
• Leave graded tests in a stack for students to pick up by sorting through the papers of all
students.
• Circulate a printed class list with student name, social security number, student contact
information, student number, or grades as an attendance roster.
• Discuss the progress of any student with anyone other than the student or school officials
(advisors, navigators, athletic coaches, and deans) with a legitimate educational interest or
need to know.
• Provide anyone with lists of students enrolled in your classes for any reason without
approval from the
appropriate dean.
• Provide anyone with student schedules or assist anyone other than university employees in
finding a student on campus if you are ever in doubt, do not release any information until
you contact the Office of the Registrar at 205.391.5878. For more information on FERPA
rules, please consult the College catalog.
406
Fair Labor Standards Act (FLSA)
The Fair Labor Standards Act sets the federal minimum wage and requires that non-exempt
employees be paid overtime at 1½ times the regular rate of pay for all hours worked over forty
(40) hours in a work week. Nonexempt employees are employees whose positions do not meet
the FLSA tests for exemption from the overtime provisions.
Compensatory time (comp time) may be substituted for overtime pay at 1½ times the regular
rate. For example: If an employee works two (2) hours overtime, they must be given three (3)
hours of comp time. The law also provides for certain exemptions from overtime pay, including
exemptions for executive, administrative, professional, and certain computer employees. To be
exempt, an employee must generally satisfy three tests:
[14]
•
•
•
The minimum monthly salary must be $1,971.66 or greater (annual salary of $23,660 or
more).
The employee must be paid on a salary basis (i.e., the employee must regularly receive a
predetermined amount that cannot be reduced because of variations in quantity or quality of
work performed).
The employee must satisfy the duties test for the particular exemption (executive,
administrative, professional, or certain computer employees).
For more information on the FLSA, go to the Department of Labor website at
www.wagehour.dol.gov.
407
Harassment Policy
It is the policy of Shelton State Community College that employees and students are provided
both employment and educational environments free of harassment or discrimination related to
an individual’s race, color, gender, religion, national origin, age or disability. Such harassment
or discrimination is a violation of State Board of Education policy. Any practice or behavior that
constitutes harassment or discrimination will not be tolerated on any campus or site, or in any
division, or department by any employee, student, agent, or non-employee on College property
while engaged in any institutionally sponsored activities.
It is within this commitment of providing a harassment-free environment and in keeping with the
efforts to establish an employment and educational environment in which the dignity and worth
of members of the college community are respected, that harassment of students and
employees is unacceptable conduct and will not be tolerated at Shelton State Community
College.
A non-discriminatory and non-hostile work environment is essential to the mission of the
Alabama Community College System. A hostile environment created by harassment, including
but not limited to sexual harassment, inhibits or prevents, the harassed individual from
performing responsibilities as a student or employee. It is essential that the College maintain an
environment that affords equal protection against discrimination and harassment, including
sexual harassment. Shelton State Community College will take all the necessary steps to
ensure that harassment, in any form, does not occur. Employees and students who are found
violating this policy will be disciplined as appropriate to the severity of the offense.
Employees and students of Shelton State Community College will strive to promote an
environment that fosters personal integrity where the worth and dignity of each human being is
realized, where democratic principles are promoted, and where efforts are made to assist
colleagues and students in realizing their full potential as worthy and effective members of
society. Administrators, professional staff, faculty, and support staff shall adhere to the highest
ethical standards to ensure a professionally functioning institution and to guarantee equal
educational opportunities for all students.
For these purposes, the term harassment includes, but is not necessarily limited to: slurs, jokes,
or other verbal, graphic, or physical conduct relating to an individual’s race, color, gender,
religion, national origin, age, or disability. Harassment also includes unwelcome sexual
advances, requests for sexual favors, and other verbal, graphic, or physical conduct of a sexual
nature.
[15]
Harassment of employees or students by non-employees is a violation of this policy. Any
employee or student who becomes aware of any such harassment should report the incident(s)
to the Dean of Student Services, the Dean of Auxiliary Services, the Dean of Human
Resources, or another appropriate College official.
408
Nondiscrimination Policy
Shelton State Community College has filed with the Federal Government an Assurance of
Compliance with all requirements imposed by or pursuant to Title VI of the Civil Rights Act of
1964 and the Regulation issued there under, to the end that no person in the United States
shall, on the basis of race, color or national origin, be excluded from participation in, be denied
the benefits thereof, or be otherwise subjected to discrimination under any program or activity
sponsored by this institution. It is also the policy of Shelton State Community College that "no
person in the United States shall, on the basis of sex, be excluded from participation in, be
denied the benefits of, or be subjected to discrimination under any educational program or
activity receiving Federal financial assistance."
Title IX of the Education Amendments of 1972 (Title IX) prohibits discrimination on the basis of
sex in education programs and activities receiving Federal financial assistance. Sexual
harassment of students can be a form of discrimination prohibited by Title IX. The Office for Civil
Rights has long recognized that sexual harassment of students engaged in by school
employees, other students, or third parties is covered by Title IX. OCR's policy and practice is
consistent with the Congress' goal in enacting Title IX -- the elimination of sex-based
discrimination in federally assisted education programs. It is also consistent with United States
Supreme Court precedent and well- established legal principles that have developed under Title
IX, as well as under the related anti-discrimination provisions of Title VI and Title VII of the Civil
Rights Act of
1964. The Title IX Coordinator for the College is the Dean of Student Services, 9900
Old Greensboro Road, Tuscaloosa, Alabama, 35405, telephone: (205) 391-2216.
In addition, the College is in compliance with Section 904 of the Rehabilitation Act of 1973,
which prohibits discrimination on the basis of disability in the recruitment and employment of
faculty and staff, or the operation of any of its programs and activities, as specified by Federal
Law and Regulations. The Section 904 Coordinator for employees and students is the Dean of
Student Services.
Persons or any specific class of individuals who believe they have been subjected to
discrimination prohibited by Titles VI, IX, Section 904, or an Act or Regulation issued there
under may, alone or with a representative, file with the United States Commissioner of
Education or with this institution, or with both, a written complaint.
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Sexual Harassment Policy
Definition: The basic definition of sexual harassment comes from the United States Equal
Employment Opportunity Commission (EEOC): Unwelcome sexual advances, requests for
sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual
harassment when submission to or rejection of this conduct explicitly or implicitly affects an
individual's employment, unreasonably interferes with an individual's work performance or
creates an intimidating, hostile or offensive work environment.
[16]
This definition has been further elaborated by the EEOC as follows:
Sexual harassment can occur in a variety of circumstances, including but not limited to the
following:
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The victim as well as the harasser may be a woman or a man. The victim does not have to
be of the opposite sex.
The harasser can be the victim's supervisor, an agent of the employer, a supervisor in
another area, a co-worker, or a non- employee.
The victim does not have to be the person harassed but could be anyone affected by the
offensive conduct.
Unlawful sexual harassment may occur without economic injury to or discharge of the victim.
The harasser's conduct must be unwelcome.
Sexual harassment is a form of sex discrimination that is illegal under Title VII of the Civil Rights
Act of 1964 for employees and under Title IX of the Education Amendments of 1972 for
students. Sexual harassment does not refer to occasional compliments; it refers to behavior of
a sexual nature, which interferes with the work or education of its victims and their co-workers or
fellow students.
No employee or student of Shelton State Community College shall be subjected to sexual
harassment. The College is committed to a work place and educational environment that
recognizes the dignity and worth of every employee and student. Sexual harassment will not be
condoned.
The employees of Shelton State determine the ethical and moral tone for the College through
both their personal conduct and their job performance. Therefore, each employee must be
dedicated to the ideals of honor and integrity in all public and personal relationships.
Relationships between College personnel of different ranks, which involve partiality, preferential
treatment, or the improper use of position shall be avoided. Consensual amorous relationships
that might be appropriate in other circumstances are inappropriate when they occur between an
instructor and any student for whom he or she has responsibility, between any supervisor and a
supervised employee, or between a College employee and a student where preferential
treatment results. Further, such relationships may have the effect of undermining the
atmosphere of trust on which the educational process depends.
Implicit in the idea of
professionalism is the recognition by those in positions of authority that in their relationships with
students or employees there is always an element of power. It is incumbent on those with
authority not to abuse the power with which they are entrusted.
All personnel shall be aware that any amorous relationship (consensual or otherwise) or any
otherwise inappropriate involvement with another employee or student may be subject to formal
inquiry and administrative or disciplinary action if the aggrieved party in the relationship initiates
a complaint. Even when both parties have consented to the development of such a relationship,
it is the supervisor in a supervisor-employee relationship, the faculty member in a facultystudent relationship, or the employee in an employee-student relationship who shall be held
accountable for unprofessional behavior.
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Reporting Acts of Harassment:
Any incident of harassment, including sexual harassment, should be reported to the appropriate
authority as promptly as possible after the harassment occurs. College employees or students
with harassment complaints against another student, a faculty member, a staff member or an
administrator should contact the Dean of Student Services. Reports of discrimination or
harassment, including sexual harassment, should be immediately referred to the Dean of
Student Services (Title IX Coordinator) for follow up and appropriate action. The Dean of
Student Services will coordinate the investigation of the reported incident(s) and make
recommendations to the President on appropriate administrative and/or disciplinary action(s).
Sexual harassment may subject the offender to possible disciplinary action to include, but not
limited to, suspension or dismissal.
410
SEXUAL MISCONDUCT/TITLE IX CAMPUS SaVE ACT POLICY
Students and members of the faculty and staff who report violations included in this policy will
be given a copy of this document and will be advised of all options available to them. SSCC
officials will respect the student’s right to confidentiality to the extent permitted under college
and legal regulations. The degree to which confidentiality can be protected depends upon the
professional role of the person being consulted. Pursuant to Alabama law, communications with
certain professionals are considered privileged and confidential, including but not limited to,
communications with the clergy, mental health professionals and counselors. If a student
reports such an incident to any other college employee (faculty, staff, or administration) those
individuals are obligated by federal law to report the incident. Even if a student requests
confidentiality, the College can still embark on non-identifying programming to educate students.
Statement and Intent of Policy
• Under Title IX, and as standard for the Student Code of Conduct, Shelton State Community
College (SSCC) will not tolerate and prohibits sexual assault and all forms of sexual
misconduct including intimate partner violence, stalking, dating violence, sexual violence,
sexual harassment, and domestic violence offenses. These acts are against Alabama State
Law.
•
In publishing this policy the College is not intending to substitute or supersede related civil
and/or criminal law. It should be clearly understood that there is a fundamental difference
between the nature and purpose of student discipline and criminal law. Criminal law
considers gross sexual assault and unlawful sexual contact to be serious crimes punishable
by imprisonment in jail and/or probation. It also involves creation of a criminal record and
may include a monetary fine.
•
All students, faculty, and staff, as well as members of the public participating in College
activities have the right to an environment free from sexual or physical intimidation
preventing reasonable person from attaining educational goals or living and working in a
safe environment.
•
If there is reason to believe that SSCC campus regulations prohibiting sexual misconduct in
any form have been violated, on or off-campus, the administration will pursue disciplinary
action through the appropriate College procedures. Moreover, this policy does not
differentiate the types of offenses based on the kind of relationship between the individuals.
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In order to maintain a non-discriminatory and respectful educational environment, SSCC
complies with its obligation to investigate and resolve concerns of all forms of sexual
misconduct regardless of whether or not a formal complaint is filed.
•
This policy is intended to provide more detailed information about how SSCC handles these
matters and is not intended to replace the SSCC Student Code of Conduct or SSCC Sexual
Harassment Policy.
Definition of Various Terms of Sexual Misconduct
Sexual Assault: Sexual assault is a general term covering a range of crimes. For the purposes
of this statement by the College, “sexual assault” includes, but is not limited to rape,
acquaintance rape, forced sodomy, forced oral copulation, rape by a foreign object, sexual
battery, or threat of sexual assault. Rape is generally defined as forced or nonconsensual
sexual intercourse. Non-consensual sexual intercourse may take many forms including, but not
limited to, rape by a stranger or an acquaintance while on a date; rape by multiple perpetrators
(often referred to as “gang rape”), and may occur both on and off campus. Rape may be
accomplished by fear, threats of harm, and/or actual physical force. Rape may also include
situations in which penetration is accomplished when the victim is unable to give consent or is
prevented from resisting, due to being intoxicated, drugged, unconscious, or asleep. It also
includes various types of unwanted sexual touching or penetration without consent. Sexual
assault includes forced sodomy (anal intercourse), forced oral copulation (oral-genital contact),
rape by a foreign object (including a finger), and sexual battery, or the unwanted touching of an
intimate part of another person for the purpose of sexual arousal.
Intimate Partner Violence: This term is defined to mean any physical, sexual, or psychological
harm against an individual by a current or former partner or spouse of the individual. It would
include rape, acquaintance rape, stalking, dating violence, sexual violence, or domestic
violence.
Sexual Harassment: Sexual harassment is a form of sex discrimination and a violation of Title
VII of the Civil Rights Act of 1964 and Title IX of the Educational Amendments of 1972. Sexual
harassment has two key categories: quid pro quo (loosely translated as “this for that”) and
hostile environment. Often sexual harassment involves relationships of unequal power and
contains elements of coercion, as when compliance with requests for sexual favors becomes a
criterion for granting work, study, or grading benefits. However, sexual harassment may also
involve relationships among equals, as when repeated sexual advances or demeaning verbal
behaviors have a harmful effect on a person’s ability to study or work in an academic setting. In
compliance with federal and state law, SSCC defines sexual harassment as unwelcome sexual
advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature
constitute sexual harassment with the following occurrences:
• Submission to such conduct is made either explicitly or implicitly as a term or condition of
instruction, employment, or participation in other College activity;
• Submission to or rejection of such conduct by an individual is used as a basis for evaluation
in making academic or personnel decisions affecting an individual; or
• Such conduct has the purpose or effect of unreasonably interfering with an individual’s
performance or creating an intimidating, hostile, or offensive College environment.”
Sexual Exploitation: Sexual exploitation occurs when a student takes non-consensual, unfair,
or abusive sexual advantage of another for his/her own advantage or benefit; or to benefit or
advantage anyone other than the one being exploited. This behavior must not otherwise
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constitute a violation of sexual assault or sexual harassment. Examples of sexual exploitation
include, but are not limited to, prostituting another student, non-consensual video or audiotaping of sexual activity, presentation or unauthorized viewing of such recordings, going beyond
the boundaries of consent (such as letting your friends watch you having consensual sex
without the knowledge or consent of your sexual partner), engaging in peeping tommery,
knowingly transmitting an STD or HIV to another student, voyeurism, flashing, and sexual based
stalking.
Stalking: Stalking is a criminal activity consisting of the repeated following and harassing of
another person. It is a distinctive form of criminal activity composed of a series of actions that
taken individually might constitute legal behavior. For example, sending flowers, writing love
notes, and waiting for someone outside of his/her workplace or classroom are actions that, on
their own, are not criminal. When these actions are coupled with intent to instill fear or injury,
however, they may constitute a pattern of behavior that is illegal. A person who intentionally
and repeatedly follows or harasses another person and who makes credible threat, either
expressed or implied, with the intent to place that person in reasonable fear of death or serious
bodily harm is guilty of the crime of stalking.
Consent: Consent must be informed, freely and actively given, and consist of a mutually
agreeable and understandable exchange of words or actions. Any consent that is given is
invalid when the exchange involves unwanted physical force, coercion, intimidation, and/or
threats. If an individual is mentally or physically incapacitated or impaired such that one cannot
understand the fact, nature or extent of the sexual situation, and the incapacitation or
impairment is known or should be known to a reasonable person, there is no consent. This
includes conditions resulting from alcohol or drug consumption or being asleep or unconscious.
Sexual Violence: This term is used to refer to physical sexual acts perpetrated against a
person’s will or where a person is incapable of giving consent due to the victim’s use of drugs,
alcohol, or due to an intellectual or other disability.
Stranger Rape: Stranger rape is defined as a sexual assault by an assailant upon a person he
or she does not know or a rape in which the victim does not know the rapist.
Acquaintance Rape: The most prevalent form of sexual assault on a college campus is
between two people who know each other. The acquaintance may be a date, partner, or
someone known casually from a residence hall, class, club, or through mutual friends.
Bystander Intervention: This course of action may be carried out by an individual to prevent
harm or intervene where there is a risk or an act of violence.
What to do if you are a Victim of Sexual Misconduct
Any individual who is a victim of sexual misconduct should follow these procedures immediately:
• Go to a safe place.
• Do not hesitate to take action. If you feel that a crime has taken place, dial 9-1-1
immediately or contact the appropriate Campus Security Office at 205.391.2377 (Martin) or
205.391.2646 (Fredd).
• Call a friend, a family member, or someone else you trust to ask her or him to stay with you
until law enforcement, emergency first responders, or a college official arrives.
• It is important for the victim to preserve the evidence if she/he intends to pursue criminal
charges.
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Do not shower, bathe, douche, or brush teeth; save all clothing worn at the time of the
assault.
If at all possible, place each item of clothing in a separate paper bag. Do not use plastic
bags.
Do not disturb anything in the area where the assault occurred; this includes bed linens and
discarded clothing.
Go immediately to seek medical attention.
If you suspect that you may have been given a rape drug, ask the hospital or clinic where
you receive medical care to take a urine sample. The urine sample should be preserved as
evidence. Rape drugs, such as Rohypnol and GHB, are more likely to be detected in urine
than in blood.
If the student has not seen the medical personnel at the time of the complaint, the student
will be immediately advised to do so.
Write down as much as you can remember about the circumstances of the assault, including
a description of the assailant.
Talk with a counselor who is trained to assist rape victims about the emotional and physical
impacts of the
Assault. You can call a hotline, a rape crisis center, or a counseling agency to find someone
who understands the trauma of rape and knows how to help.
Victim’s Reporting Options
SSCC strongly encourages individuals to report all incidents and violations of this nature to the
Office of the Dean of Student Services. A secondary contact point can be law enforcement
officials, and/or other appropriate College officials in order for these incidents to be properly
addressed and for victims to avail themselves of all the services and rights to which they are
entitled.
Any member of the SSCC community can file a report with an appropriate College official. If a
victim shares an incident of sexual misconduct with an appropriate College official, he/she
needs to know that it is the College official’s responsibility to notify the Office of the Dean of
Student of this incident immediately.
In addition, it is the victim’s right to notify law enforcement and to be assisted by College officials
in doing so. Thus, it is the victim’s right to decide whether or not to involve law enforcement.
Declining the involvement of law enforcement does not prevent the victim from receiving
assistance from the College. A victim also has the right to use the College’s procedures in
addition to filing a criminal complaint.
Reporting Timeframe: Any individual may file a complaint of sexual misconduct at any time.
Early reporting is encouraged to preserve evidence and provide the victim with information
regarding rights, options, and resources available to them by this policy and federal/state laws.
Reporting Options
• Official Reporting: All SSCC students are strongly encouraged to make an official report of
any incident of sexual misconduct to the Office of the Dean of Student Services whether the
incident occurred on or off campus. Official reporting initiates a course of immediate action
and the College’s Student Conduct process.
• The complaint can be filed directly to the Dean of Student Services via a written statement
or an appointment. Once a complaint has been submitted to the Dean of Student Services,
the Dean of Auxiliary Services in conjunction with campus law enforcement will conduct
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intake interviews and fact-finding interviews with appropriate parties involved and follow the
processes outlined in the Student Conduct process. Each complaint will be investigated
promptly and appropriate corrective actions will be taken.
Confidential Disclosure: SSCC also offers confidential reporting through Counseling
Partnerships to:
Weigh options and associated risks
Discuss possible next steps, and
Obtain information about available resources and services.
No one is expected or required to pursue a specific course of action with this option.
Sexual Misconduct Amnesty Clause
The Office of the Dean of Student Services offers immunity (amnesty) to students who may
have violated the Student Code of Conduct’s Alcohol or Drug Policy at the same time of the
incident when he or she became a victim of or is reporting of sexual misconduct. Therefore, no
alcohol or drug charges are applied to a student who reports that he or she was under the
influence of alcohol and/or drugs at the time of a sexual misconduct.
The purpose of this clause is to encourage reporting. Victims or bystanders (witnesses) should
not let his or her use of alcohol or drugs be a deterrent to reporting an incident. When
conducting the investigation, the College’s primary focus will be addressing the sexual
misconduct violation and not alcohol/drug violations that may be discovered or disclosed.
However, the College may provide referrals to counseling and may require educational options,
rather than disciplinary sanctions, in such cases.
Bystander Intervention
The same above mentioned reporting options are available for bystanders as well. These are
safe and positive options for bystanders who intervened during an incident in order to prevent
harm when there was a risk or an act of violence. SSCC strongly encourages bystanders to
step up on behalf of another person’s well-being and safety.
SSCC SART (Sexual Assault Response Team)
• Dr. Fran Turner, Acting Dean of Student Services
• Dr. Tommy Taylor, Dean of Auxiliary Services
• Holly Elliott, Director of Advising
205.391.2217
205.391.2617
205.391.2273
Contact Information
• Title IX Coordinator
• The University of Alabama Women’s Resource Center
• Turning Point Crisis Line
• Martin Campus Security Office
• Fredd Campus Security Office
• National Sexual Assault Hotline
205.391.2217
205.348.9040
205.758.0808
205.391.2377
205.391.2646
1.800.656.4673 (HOPE)
Victim’s Rights Provisions
• It is SSCC’s responsibility to assure students reporting an incident of sexual misconduct of
the following occurrences:
• Victims will have the opportunity to request prompt proceedings, and a fair and impartial
investigation and resolution will occur;
• College officials will treat the incident seriously, and the incident will be investigated and
adjudicated by appropriate criminal and/or College officials.
Proceedings shall be
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conducted by officials trained on sexual assault and other intimate partner violence issues.
Officials shall use preponderance of the evidence standard to resolve complaints. (which is
“more likely than not” and the standard used by civil courts in the United States)
Preponderance of the evidence means that if the College thinks there is as little as 51%
chance that the accused is guilty, the accused must be disciplined;
Victims will be treated with dignity and respect in a non-judgmental manner.
College officials will inform victims of their option to notify appropriate law enforcement
authorities, including campus police and local police, and offer assistance in notifying proper
authorities when an individual discloses an incident of sexual misconduct;
College personnel will not discourage anyone from reporting, nor encourage them to underreport or report the incident as a lesser crime;
College personnel will cooperate in obtaining, securing, and maintaining evidence (including
a medical examination) necessary in legal/criminal proceedings;
College officials will strictly prohibit retaliation and will not only take steps to prevent
retaliation but also take strong responsive action if it occurs. They will also follow up with
complaints to determine whether any retaliation or new incidents of harassment have
occurred. Any report of retaliation will result in disciplinary actions and/or sanctions.
Examples of retaliation include, but are not limited to, a face to face threat, a digital
message, and/or bump or shove. Retaliation can be by someone other than the accused;
Victims will be provided with written notification of services available for mental health, victim
advocacy, legal assistance, and other available community resources;
Victims can obtain no contact/restraining orders or enforce an order already in existence to
prevent unnecessary or unwanted contact or proximity to an alleged perpetrator when
reasonably available;
Victims are informed they are entitled to be accompanied to any related meeting or
proceeding by an advisor of their choice, knowing that the respondent also has the same
opportunity to have others present during any proceeding (neither the victim’s advisor nor
the advisor for the respondent can speak for or defend either party); and
Victims are informed they are entitled to receive, in writing, of the final results within three
business days of such outcome begin reached.
Rights of the Person Accused of Sexual Misconduct
• The student accused of sexual misconduct (the respondent) may be assured of the
following:
• All sexual misconduct cases will be treated seriously; and the incident will be investigated
and adjudicated by appropriate criminal and/or College officials. Proceedings shall be
conducted by officials trained on sexual assault and other intimate partner violence issues.
Officials shall use preponderance of the evidence standard to resolve complaints. (which is
“more likely than not” and the standard used by civil courts in the United States)
• Preponderance of the evidence means that if the College thinks there is as little as 51%
chance that the accused is guilty, the accused must be disciplined;
• The respondent will be treated with dignity and respect in a non-judgmental manner;
• The respondent will be advised of on- and off-campus organizations and services that may
be of assistance; College personnel will cooperate in investigating the case fully for legal
and Student Conduct proceedings;
• The respondent will be informed of available counseling and psychological services;
• Respondents are informed they are entitled to be accompanied to any related meeting or
proceeding by an advisor of their choice, knowing that the victim also is provided with the
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same opportunity to have others present during any proceeding (neither the victim’s advisor
nor the advisor for the respondent can speak for or defend either party); and
Respondents are informed they are entitled to receive, in writing the final results within three
business days of such outcome being reached.
Disciplinary Procedure
It is the victim’s right to notify law enforcement and to be assisted by College officials in doing
so. Thus, it is the victim’s right to decide whether or not to involve law enforcement. Declining
the involvement of law enforcement does not prevent the victim from receiving assistance from
the College. A victim also has the right to use the College’s procedures in addition to filing a
criminal complaint.
A student charged with sexual misconduct may be prosecuted under the Alabama Criminal
Justice System and disciplined through the SSCC Student Code of Conduct and appropriate
due process procedures. Even if the criminal justice authorities choose not to prosecute, the
accused may be subject to formal College disciplinary action. The SSCC Student Code of
Conduct and due process procedures should be considered distinct and independent of any and
all criminal procedures. The SSCC Student Code of Conduct and due process procedure may
precede, occur simultaneously, or follow court action. In the event that the College’s Student
Code of Conduct and due process procedures follow court action, the court proceedings and/or
verdict may be considered in the Student Code of Conduct and due process proceeding.
Proceedings shall be conducted by officials trained on all forms of sexual misconduct.
Moreover, they shall use the preponderance of evidence standard (which is “more likely than
not” and the standard used by civil courts in the United States).
When necessary, temporary action may be taken by the College in the form of summarily
suspending or summarily restricting the accused or officially requesting no contact between the
complainant and the respondent. Relocation or removal from campus classes and activities
may also occur. Any of these measures may result in the accused student’s restricted access
to the College and/or participation in College events, such as attendance at classes, usage of
college resources, and participation in college activities.
Disciplinary Action: Any student found by the Dean of Student Services to have committed
sexual misconduct may be subject to severe disciplinary sanctions, including suspension or
dismissal from the College. For information regarding the range of possible sanctions that may
be imposed following an institutional disciplinary procedure, please refer to the SSCC Student
Code of Conduct found in the College Catalog and Student Handbook. The College recognizes
that violations of sexual misconduct are not the fault of the individual filing the complaint. The
College intends to encourage the report of sexual misconduct; therefore, the College generally
does not intend to hold complainants accountable for Student Code of Conduct violations which
may have occurred along with violations of sexual misconduct. The College administration will
use discretion to ensure the rights of the complainant are preserved.
Appeals: The complainant may appeal the decision via the College’s Appeal Process. The
complainant may request reasonable accommodations be made during the hearing procedures,
such as special seating arrangements in the hearing room in order to conduct a fair, orderly
hearing.
• He/she has the right to remain present during the entire hearing except during the
deliberations.
• He/she has the right not to have his or her sexual history discussed during the hearing.
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He/she has the right to make an “impact statement.”
He/she has the right to be informed concurrent with notice to the accused (respondent) of
the decision of the Dean of Students and/or the Committee regarding the alleged sexual
assault violation and any sanction(s) imposed. The complainant and the respondent must
respect the privacy of all involved.
500 EMPLOYMENT POLICIES AND PROCEDURES
501
Appointment and Assignment of Personnel (ASBE 602.01)
1. The President of each institution shall appoint the faculty and staff of the institution
according to qualifications approved by the State Board of Education and such other policies
as may have been adopted by the State Board of Education. The President of each
institution is authorized to make assignments of faculty and staff at the local level. The
Chancellor has the authority to reverse any appointment or assignment of personnel
determined to be contrary to any statute, and such policies as may have been adopted by
the State Board of Education. The Presidents serve at the pleasure of the State Board of
Education.
2. A full-time consenting employee may be transferred from one college to another or from the
Department of Postsecondary Education to a college, with the written agreement of both the
transferring and receiving Presidents or Chancellor, and with the approval of the Chancellor.
Transfer requests will apply only to positions for lateral moves and will conform to the
Alabama College System Uniform Guidelines.
3. The Chancellor shall notify the State Board of Education of any reversals of appointments or
assignments resulting from this policy.
Guideline for Policy (ASBE 602.01)
A. A full-time institution employee must submit a written request for transfer to both the
transferring and receiving Presidents. Upon the written agreement of both Presidents, the
Chancellor must provide final approval of the transfer.
B. A full-time Department of Postsecondary Education employee must submit a written request
and receive written approval from the receiving President and Chancellor.
C. A transfer request will only apply to a petition for a lateral move, i.e. movement between the
same or similar job titles and pay grades.
D. All transfer requests will be effected in compliance with State Board of Education policy and
applicable law and shall not be implemented to alter, abridge, or replace practices and
procedures set out in the Uniform Guidelines.
E. Any employee transferred will retain all benefits, rights, and status held at the time of
transfer. No employee will lose non-probationary status as a result of transfer.
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502
Contracts (ASBE 603.02)
A contract or letter of appointment establishes the method of payment for salaries for the
academic year or semester with all Shelton State employees. The College President may offer
twelve, nine, or three-month contracts as appropriate to librarians, counselors, and instructors,
provided there is sufficient enrollment and available funding. A contract or Letter of
Appointment (LOA) may be offered to other personnel as appropriate, provided funds are
available. Contracts cover a designated period and may be renewed as needed. Letters of
Appointment are issued to probationary staff and temporary staff personnel at the time of initial
hiring and at the beginning of each leave year (September 1).
Contracts and Letters of Appointment will be renewed annually by September 1; unless a
change in responsibility occurs, resignation, notification of non-continuation of appointment is
generated, or until the employee completes thirty-six (36) months of employment and qualifies
for tenure (permanent status).
503
Summer Employment (ASBE 603.02)
At Shelton State Community College, full-time faculty employment is for the nine month
academic year only. Employment for the summer term (or semesters) is optional both with the
College and with the instructor.
Because summer employment is optional, a full-time faculty member may be allowed to work
less than fifty-four (54) days and/or less than a full class load (12-13 credit hours). A full-time
faculty member who wishes to work less than fifty-four (54) days during a summer semester
and/or less than a normal teaching load (less than 12-13 hours) must submit a written request to
the appropriate division chair for approval by the appropriate Dean and President. Summer
employment requests must be submitted by March 15.
When full-time summer employment for all faculty members is not possible due to decreased
workload (in case of non-teaching faculty), enrollment or lack of a sufficient number of classes
(for teaching faculty), full-time summer employment for faculty will be rotated by seniority within
a discipline.
Contracts: Summer Employment of Instructors, Counselors and Librarians (ASBE
603.02)
1. A full-time instructor, counselor, or librarian on Salary Schedule D who is employed by virtue
of an academic year contract (fall and spring semesters) shall have first option (over part-time or
temporary employees) for employment in the summer term (three months), provided that: 1.
There is sufficient student enrollment; 2. There is sufficient funding available; 3. The employee
is qualified to provide the service scheduled; 4. The employee is in line to be hired by the
institution’s summer employment policy; 5. An instructor, counselor, or librarian who attained
tenure prior to September 1, 1979, and who is employed by virtue of an academic year contract
with a technical college or technical division of a community college, and who desires to be
employed during the summer term, shall have the first option for employment over all other fulltime technical college/division employees covered by this policy at the institution; and 6.
Instructors may be given priority for summer teaching only in those areas in which they taught
on a regular basis during the preceding academic year. The local summer employment policy
for each institution must be based upon a seniority principle, a rotation principle, or a
combination thereof.
[26]
2. A full-time instructor may be employed for less than a full teaching load for a summer term.
Such instructor, however, must be paid a pro rata amount of Salary Schedule D compensation
based on: 1. qualifications and experience; and 2. a full teaching load. A full teaching load for an
academic instructor is twelve (12) to thirteen (13) credit hours per term or the equivalent, as
determined by the President.
Guidelines for Contracts: Summer Employment of Instructors, Counselors and Librarians
(ASBE 603.02)
1. Full-time instructors, counselors, and/or librarians employed on nine-month contracts are not
automatically entitled to summer employment. However, in the event that summer employment
is available, current full-time employees must be given the first option for such employment. In
considering which employees shall be offered summer employment, the institution must
consider several factors: 1. enrollment; 2. funding; 3. qualifications of the employee under
consideration; 4. status of the employee under consideration with regard to the institution’s
summer employment policy; 5. attainment of tenure by the employee under consideration prior
to September 1, 1979; 6. areas taught by the employee under consideration in most recent
academic year. Employees who attained tenure prior to September 1, 1979, and who are
employed on a nine-month contract with a technical college or the technical division of a
community college shall have the first option for employment over all other full-time technical
college/division employees at that institution.
2. Each System institution must have a local summer employment policy. Such policy must be
based either upon a seniority principle, a rotation principle, or a combination of the two. Any
change in the local summer employment policy shall be submitted in advance to the Chancellor
for approval prior to its implementation by the institution.
3. System institutions may consider the equivalence to a course to be the assignment of a
faculty member as: Department or Division Chairperson; Southern Association of Colleges and
Schools accreditation chairperson; coaching duties and studio courses (such as athletics,
drama, music); laboratory, clinical, and shop classes; student organization sponsors. Athens
State University may also recognize: institutional scholarship/ research requirements; service
requirements; student teaching. Any other equivalence for faculty load not included in these
guidelines must be approved by the Chancellor. The course equivalence exception approved
by the Chancellor will not alter the salary schedule or salary schedule placement granted to the
faculty member by the institution.
The President and other administrative officers directly responsible to the President must
possess credentials, experience, and/or demonstrated competence appropriate to their areas of
responsibility. The Chancellor shall issue guidelines on qualifications and experience required
for the Presidents and administrative officers. Appointments to such positions must be made in
accordance with the guidelines.
504
Temporary Duty (ABSE 602.03)
The President or designee may assign employees to temporary assignments which require
them to be absent from their regular duties.
1. Temporary assignments are for the purpose of performing other educational services
[27]
including, but not limited to: participation in staff and program development activities,
educational surveys, professional meetings, workshops, and administrative projects.
Employees may not be assigned for temporary duty for the purpose of earning college
credit.
2. Employees on temporary duty will receive their regular salary and may be allowed
remuneration for their expenses in accordance with institution and State Board of Education
policy.
505
Employment Process (ASBE 602.2)
Vacancies in presidential, full-time faculty, and other full-time administrative and supervisory
positions, regardless of whether the position is shown on Salary Schedules A, B, C, or D, shall
be filled according to the practices and procedures set out in the Alabama Community College
System Uniform Guidelines.
Guidelines for Hiring Practices and Procedures (ASBE 602.2)
1. The President (or designee) of each institution shall post notices of all personnel vacancies,
full-time and part-time, temporary and non-temporary, for all salary schedules. The vacancy
notice shall be posted in an area in plain view at each institution’s main campus and all
instructional sites at least fourteen (14) calendar days before the position is to be filled.
These posting requirements shall not be implemented to alter, abridge, or replace practices
and procedures set out in the Uniform Guidelines.
2. The vacancy notice shall include, but is not limited to, the following:
a.
b.
c.
d.
e.
f.
Job description and title;
Required qualifications;
Salary schedule and amount;
Information regarding the location for submitting applications;
Information regarding any deadlines for receipt of applications;
Any other relevant information.
3. When a personnel vacancy occurs during an academic term and is not a supervisory,
managerial, or newly created position, the vacancy notice may be posted not less than
seven (7) calendar days before the position is to be filled.
4. Posting of personnel vacancies shall not be abridged or delayed except in circumstances of
dire emergency. Under such emergency conditions, any delay in the posting of notices shall
be only temporary in order to reasonably meet the emergency conditions that may arise.
Any such emergency conditions and posting(s) must be documented in writing to the
Chancellor no later than the end of each academic term.
(These guidelines are issued in compliance with the requirements of Act 98-147.)
506
Recruitment Process
Once the recruitment process has been initiated, an approved selection group screens and
interviews candidates. Three finalists are then recommended for consideration by the President
[28]
of the College. Applications for part-time/adjunct positions will be reviewed by the appropriate
Dean (or designee) and a recommendation will be submitted to the Office of Human Resources
for approval by the President.
The President of the College is the only individual authorized to appoint, hire and assign all full
time and part time local faculty, staff and any temporary appointments at Shelton State
Community College in accordance with ASBE 602.01. The President may elect to reopen the
application and/or selection processes.
The Office of Human Resources is responsible for all correspondence between the College,
applicants and candidates. A candidate must not begin work without the President’s express
prior approval.
All newly hired employees regardless of position must disclose potential conflicts of interest,
elected public offices currently held and familial relationships at the College (ASBE 205.03,
205.04 and 205.05), within fifteen (15) calendar days of hire.
507
Criminal Background Check (ASBE 623.01)
A criminal background check shall be conducted on all applicants, at the new hire’s expense
and on current employees as required by ASBE Policy and Guideline 623.01. Within 10 days,
any active/current employee convicted of a felony or crime involving moral turpitude subsequent
to a criminal background check must report the conviction to the President. Current employees
determined to be unsuitable for employment based on a felony conviction or conviction of a
crime involving moral turpitude are subject to termination in accordance with the Alabama Fair
Dismissal Act (ASBE Policy 619.01).
508
Conflict of Interest and Ethics Policies and Procedures
Mandatory Ethics Training
The Chancellor of the Alabama Community College System has mandated that all current and
new employees (full-time and part-time) participate in Ethics Training. Upon completion of the
ethics training, employees are required to complete and sign an Ethics Training Verification
Certificate and submit the certificate to the Shelton State Community College Office of Human
Resources.
Supervision and Evaluation of Relatives (ASBE 205.05)
In a situation where a Shelton State Community College employee may marry, become a
relative of, or otherwise establish a close personal relationship with an employing authority,
such change of circumstances must be disclosed in writing by the employee to the Office of
Human Resources within 15 calendar days. A determination will then be made regarding the
need for possible reassignment, reorganization or other appropriate action to minimize or
eliminate the conflict of interest. Such action will not negatively impact the compensation or
status of the relative.
In the event of the pre-existence of the employment of a relative or in the event that a preexisting employee becomes a relative of an employing authority, such relative shall not be
eligible for any extraordinary or unscheduled salary increases, extraordinary or unscheduled title
[29]
changes, extraordinary or unscheduled promotions, or other extraordinary or unscheduled
employment actions during the term of service of the employing authority.
509
Employment Work Schedule (ASBE 606.09 and 609.03)
1. The Chancellor shall submit to the State Board of Education an annual salary schedule for
Alabama Community College System institutions. Salary schedules for administrative and
support staff are based on 260 days.
2. The salary schedule for faculty requires 175 duty days for the academic year (fall and spring
semesters), 54 duty days for the summer term, or 229 duty days for the academic year and
summer term. An alternate salary schedule for technical college faculty is available in
conjunction with an alternate college calendar option. The alternate salary schedule for
technical college faculty requires 165 duty days for the academic year (fall and spring
semesters), 64 duty days for the summer term, or 229 duty days for the academic year and
summer term.
3. The salary schedule for faculty requires 156 instructional days for the academic year (fall
and spring semesters), 50 instructional days for the summer term, or 206 instructional days
for the academic year and summer term. The alternate salary schedule for technical college
faculty requires 156 instructional days for the academic year (fall and spring semesters), 60
instructional days for the summer term, or 216 instructional days for the academic year and
summer term.
510
Employee Attendance
Regular and punctual attendance is important to the efficient operation of the College.
Employees must make every effort to be on time and come to work as scheduled. Excessive
tardiness or unscheduled absences may result in disciplinary action.
Employees must call their supervisor, as close to the regular start-work time as possible, if they
are going to be absent without prior approval. Employees are expected to explain the reason for
their absence and indicate the date they expect to return to work. Employees with poor
attendance records may be asked to provide a doctor's certificate to justify an absence due to
illness or injury. Employees who do not report to work for three or more consecutive days and
fail to provide proper notification to their immediate supervisor or dean in a timely fashion, are
considered to have resigned voluntarily.
Each administrative unit is to maintain an attendance report to account for employee attendance
and all types of leave used within the prescribed monthly time period (beginning on the 16th and
ending on the 15th day of the following month). All contractual paper work and time sheets on
part-time or temporary hourly personnel as well as approved leave forms are to be attached to
the monthly attendance report and submitted by the 20th of each month to the Payroll Office.
[30]
511
Faculty Credentials and Reclassification
Postsecondary Faculty Credentials (ASBE 605.02)
1. The credentials are organized according to teaching areas. The following groups are
presented:
1.1.
Group A. This group of requirements shall be used for instructors teaching credit
courses in the following areas: humanities/fine arts; social/behavioral sciences;
natural sciences/mathematics; and in professional, occupational, and technical
areas that are components of associate degree programs designed for college
transfer. This group of requirements shall also be used for librarians and
counselors.
1.2.
Group B. This group of requirements shall be used for instructors teaching credit
courses in professional, occupational, and technical areas that are components
of associate degree programs not usually resulting in college transfer to senior
institutions.
1.3.
Group C. This group of requirements shall be used for instructors teaching credit
courses in diploma or certificate occupational programs. The associate degree
program may be authorized, but is not usually required. A doctoral degree is not
available in these teaching areas or related areas.
2. All instructors will be "grandfathered" in their current rank or level placements. For salary
purposes, Ranks I/B, I/A, II, III, and IV shall be equivalent to Levels O, I, II, III, and IV,
respectively.
2.1.
Level IV-Group A
2.1.1. Degree Requirement: Earned Doctorate
2.1.2. In-field Requirement:
Option (a)
Earned doctorate in-field
Option (b)
Fifty-four (54) graduate semester hours of coursework in
the teaching field.
Option (c)
(Accepted only when fifty-four (54) graduate semester
hours of coursework in the teaching field is unavailable at
any accredited institution of higher education.) Fifty-four
(54) graduate semester hours of course-work in a
combination of teaching field, related field, and/or
education.
Option (d)
(Acceptable only when an instructor has two teaching
assignments.) Thirty-six (36) graduate semester hours in a
major teaching field with eighteen (18) hours in a second
teaching area.
[31]
2.2.
Level IV-Group B
2.2.1. Degree Requirement:
Option (a)
Specialist degree (minimum thirty (30) graduate semester
hours beyond the master's degree in a planned program)
plus thirty (30) additional graduate semester hours.
Option (b)
Specialist degree (minimum of thirty (30) graduate
semester hours beyond the master's degree in a planned
program) plus the equivalent of thirty (30) additional
graduate semester hours as stipulated in 2.2.2.(c) below.
2.2.2. In-field Requirement:
Option (a)
Thirty-six (36) graduate semester hours in teaching field.
Option (b)
(Acceptable only when thirty-six (36) graduate semester
hours in the teaching field in unavailable at an accredited
institution of higher education.) Thirty-six (36) graduate
semester hours is a combination of the teaching field
and/or related field; or, if unavailable, thirty-six (36)
graduate semester hours in a combination of teaching
field, related field, or education.
Option (c)
Twenty-four (24) graduate semester hours in accordance
with Option (a) or (b) above plus the equivalent of thirty
(30) graduate semester hours of corporate or other
external formal training as determined below:
The (30) graduate semester hours equivalent will be
determined for each program area by a program standards
committee appointed by the Chancellor and composed of
two technical Deans of Instruction and two instructors in
each program area. The standards committee will revise
the equivalent experience criteria on a three-year cycle.
2.2.3. Work Requirement:
Three years of successful full-time experience as a practitioner in the
vocational field and successful completion of an approved occupational
examination (e.g., NOCTI) within the first year of employment.
2.3.
Level IV-Group C
2.3.1. Degree Requirement:
Specialist degree (minimum of thirty (30) graduate semester hours
beyond the master's degree in a planned program.)
2.3.2. In-field Requirement:
[32]
Option (a)
Thirty-six (36) graduate semester hours in teaching field.
Option (b)
(Acceptable only when thirty-six (36) graduate semester
hours in the teaching field are unavailable at any
accredited institution of higher education.) Thirty-six (36)
graduate semester hours in a combination of teaching field
and/or related field; or, if unavailable, thirty-six (36)
graduate semester hours in a combination of teaching
field, related field, and/or education.
Option (c)
Six (6) graduate semester hours in accordance with
Options (a) or (b) above plus the equivalent of thirty (30)
graduate semester hours of corporate or other external
formal training as determined below:
The thirty (30) graduate semester hour’s equivalent will be
determined for each program area by a program standards
committee appointed by the Chancellor. The standards
committee will revise the equivalent experience criteria on
a three-year cycle or as needed.
2.3.3. Work Requirement:
Six (6) years of successful full-time experience as a master craftsman/
journeyman in the vocational field with competency demonstrated through
successful completion of an approved occupational examination (e.g.,
NOCTI) within the first year of employment.
2.4
Level III-Group A
2.4.1. Degree Requirement:
Specialist degree (minimum of thirty (30) graduate semester hours
beyond the master's degree in a planned program) plus thirty (30)
additional graduate semester hours.
2.4.2. In-field Requirement:
Option (a)
Fifty-four (54) graduate semester hours in the teaching
Option (b)
(Acceptable only when fifty-four (54) graduate semester
hours in the teaching field is unavailable at any accredited
institution of higher education.) Fifty-four (54) graduate
semester hours in a combination of the teaching field
and/or related field; or, if unavailable, thirty-six (36)
graduate semester hours in a combination of teaching
field, related field, and/or education.
field.
[33]
Option (c)
2.5.
(Acceptable only when an instructor has two teaching
assignments.) Thirty-six (36) graduate semester hours in a
major teaching field with eighteen (18) graduate semester
hours in a second teaching area.
Level III-Group B
2.5.1
2.5.2
Degree Requirement:
Option (a)
Specialist degree (minimum of thirty (30) graduate
semester hours beyond the master's degree in a planned
program).
Option (b)
Master's degree plus the equivalent of thirty (30) graduate
semester hours equivalent as stipulated in 2.5.2.(c) below.
In-field Requirements:
Option (a)
Thirty-six (36) graduate semester hours in teaching field.
Option (b)
(Acceptable only when thirty-six (36) graduate semester
hours in the teaching field is unavailable at an accredited
institution of higher education.) Thirty-six (36) graduate
semester hours in a combination of the teaching field
and/or related field; or, if unavailable, thirty-six (36)
graduate semester hours in a combination of teaching
field, related field, or education.
Option (c)
Fifteen (15) graduate semester hours in accordance with
Options (a) or (b) above plus the equivalent of fifteen (15)
graduate hours of corporate or other external formal
training as determined below:
The fifteen (15) graduate semester hour’s equivalent will
be determined for each program area by a program
standards committee appointed by the Chancellor. The
standards committee will revise the equivalent experience
criteria on a three-year cycle.
2.5.3. Work Requirement:
Three years of successful full-time experience as a practitioner in the
vocational field and successful completion of an approved occupational
examination (e.g., NOCTI) within the first year of employment.
2.6.
Level III-Group C
2.6.1. Degree Requirement:
Option (a)
Master's Degree
[34]
Option (b)
Baccalaureate degree plus the equivalent of thirty (30)
additional graduate semester hours as stipulated in
2.6.2.(c) below.
2.6.2. In-field Requirement:
Option (a)
Eighteen (18) graduate semester hours in teaching field.
Option (b)
(Acceptable only when eighteen (18) graduate semester
hours in the teaching field are unavailable at an accredited
institution of higher education.) Eighteen (18) graduate
semester hours in a combination of teaching field and/or
related field; or, if unavailable, eighteen (18) graduate
semester hours in a combination of teaching field, related
field, and/or education.
Option (c)
The equivalent of thirty (30) graduate semester hours of
corporate or other external formal training will be
determined for each program area by a program standards
committee appointed by the Chancellor. The standards
committee will revise the equivalent experience criteria on
a three-year cycle.
2.6.3. Work Requirement:
Six (6) years of successful full-time experience as a practitioner in the
vocational field and successful completion of an approved occupational
examination (e.g., NOCTI) within the first year of employment.
2.7.
Level II-Group A
2.7.1. Degree Requirement:
Specialist degree (minimum of a master's degree plus thirty (30)
additional graduate semester hours in a planned program.
2.7.2
In-field Requirement:
Option (a)
Thirty-six (36) graduate semester hours in the teaching
Option (b)
(Acceptable only when thirty-six (36) graduate semester
hours in the teaching field is unavailable at any accredited
institution of higher education.) Thirty-six (36) graduate
semester hours in a combination of teaching field and/or
related field; or, if unavailable, thirty-six (36) graduate
semester hours in a combination of teaching field, related
field, or education.
field.
[35]
Option (c)
2.8.
(Acceptable only when an instructor has two teaching
assignments.) Eighteen (18) graduate semester hours in a
major teaching field with eighteen (18) graduate semester
hours in a second teaching area.
Level II-Group B
2.8.1. Degree Requirement:
2.8.2
Option (a)
Master's Degree
Option (b)
Baccalaureate degree plus the equivalent of thirty (30)
graduate semester hours as stipulated in 2.8.2.(c) below.
In-field Requirement:
Option (a)
Eighteen (18) graduate semester hours in the teaching
Option (b)
(Acceptable only when eighteen (18) semester hours in the
teaching field is unavailable at an accredited institution of
higher education.) Eighteen (18) graduate semester hours
in a combination of teaching field and/or related field; or, if
unavailable, eighteen (18) graduate semester hours in a
combination of teaching field, related field, or education.
Option (c)
The equivalent of thirty (30) graduate semester hours of
corporate or other external formal training will be
determined for each program area by a program standards
committee appointed by the Chancellor. The standards
committee will revise the equivalent experience criteria on
a three-year cycle.
field.
2.8.3
Work Requirement:
Three (3) years of successful full-time experience as a practitioner in the
vocational field with competency demonstrated through successful
completion of an approved occupational examination (e.g., NOCTI) within
the first year of employment.
2.9.
Level II-Group C
2.9.1. Degree Requirement:
Baccalaureate Degree
2.9.2
In-field Requirement:
Twenty-seven (27) semester hours in the teaching field or related field.
[36]
2.9.3. Work Requirement:
Six (6) years of successful full-time experience as a practitioner in the
vocational field with competency demonstrated through successful
completion of an approved occupational examination (e.g., NOCTI) within
the first year of employment.
2.10.
Level I-Group A
2.10.1. Degree Requirement:
Option (a)
Master's Degree
Option (b)
(Acceptable only for creative and applied arts and
occupational programs.) Baccalaureate degree plus infield requirements in 2.10.2.(c) below.
2.10.2. In-field Requirement:
2.11.
Option (a)
Eighteen graduate semester hours in the teaching field.
Option (b)
(Acceptable only when eighteen (18) graduate semester
hours in the teaching field is unavailable at any accredited
institution of higher education.) Eighteen (18) graduate
semester hours in a combination of teaching field and/or
related field; or, if unavailable, eighteen (18) graduate
semester hours in a combination of teaching field, related
field, or education.
Option (c)
(Acceptable only for 1(b) above.) Bachelor's degree with
twenty-seven (27) semester hours in the teaching field,
documented professional competency, and three (3) years
full-time experience in the occupational area.
Level I-Group B
2.11.1. Degree Requirement:
Bachelor's Degree
2.11.2. In-field Requirement:
Option (a)
Twenty-seven (27) semester hours in the teaching field.
Option (b)
Specialized coursework equivalent to the community or
technical college program.
2.11.3. Work Requirement:
[37]
Three years of successful full-time experience as a practitioner in the
occupational, technical, or vocational field.
2.12.
Level I-Group C
2.12.1. Degree Requirement:
Associate degree or equivalent (at least sixty (60) semester hours in a
planned program including associate degree core).
2.12.2. In-field Requirement:
Specialized coursework equivalent to the community or technical college
program.
2.12.3. Work Requirement:
Six (6) years of successful full-time experience as a practitioner in the
vocational field with competency demonstrated through successful
completion of an approved occupational examination (e.g., NOCTI) within
the first two years of employment.
2.13.
Level 0-Group A
(Instructors using these minimum requirements may only teach basic
computation and communication skills in diploma or certificate programs or
remedial courses.)
2.13.1. Degree Requirement:
Bachelor's Degree
2.13.2. In-field Requirement:
Twenty-seven (27) semester hours in the teaching field.
2.14.
Level 0-Group B
2.14.1. Degree Requirement:
Associate Degree
2.14.2. In-field Requirement:
Major in assigned teaching area.
2.14.3. Work Requirement:
Three (3) years successful full-time experience as a practitioner in the
occupational or technical field.
[38]
2.15.
Level 0-Group C
2.15.1. Degree Requirement:
Associate degree or equivalent (at least sixty (60) semester hours in a
planned program including associate degree core.)
2.15.2. In-field Requirement:
Specialized coursework equivalent to the community or technical college
program.
2.15.3. Work Requirement:
Three (3) years successful full-time experience as a practitioner in the
occupational or technical field.
Guidelines for Policy Postsecondary Faculty (ASBE 605.02)
I.
Advance Degrees
A. The Professional Growth Plan is to be used by the instructor to indicate which
Credential Standards (1977-78 or 1989) will apply to advancement in rank.
B. The instructional Dean (academic or technical) of the institution is the
administrator responsible for assisting in the development of the Professional
Growth Plan, establishing the instructor's initial rank (with the President's
approval) which determines appropriate starting salary and assists the instructor
in advancing in rank by approving the appropriate Professional Growth Plan.
Each time the President is referred to later in these guidelines it is understood
that the instructional Dean (academic or technical) has been involved at the
appropriate level.
C. An instructor who does not hold Rank IV credentials and seeks to advance must
provide the President with an approved Course of Study with appropriate
college/university advisor signature(s). This Course of Study must lead to the
appropriate standard required to advance to the next highest rank. A
college/university advisor, in conjunction with the student's permission, may
change the Course of Study but the changes must lead to the same standard
with the same major to allow the instructor to advance to the appropriate higher
rank. A Course of Study is defined as a complete list of all courses required by
the college/university granting the degree. All changes to the Course of Study
must be submitted to the instructor's President.
D. An instructor who changes instructional programs prior to achieving the higher
rank may change majors included in the Professional Growth Plan with approval
by the President. The new Professional Growth Plan will include the new Course
of Study signed by the college/university advisor.
E. An instructor who has selected the Credential Standards to advance in rank must
continue to use that set of Credential Standards to advance in rank. Example: a
[39]
"grandfathered" instructor who has selected the 1977-78 Credential Standards
will continue to use the 1977-78 Credential Standards for the remainder of
his/her career. A new Professional Growth Plan must be submitted to the
President prior to advancing to the next rank.
F. The institution must maintain the instructors' Professional Growth Plans in
individual faculty files. Professional Growth Plans will be utilized to verify
instructor changes in rank. An approved Professional Growth Plan by the
specific institution will be the only means by which an instructor can advance in
rank. System institutions will be subject to audits of their faculty files.
G. Instructor rank may change only once a year. The instructor must provide
documentation to support accomplishment of planned activities to qualify for
advancement in rank prior to September 1 each year. The President may
establish a date prior to September 1 to provide time for evaluating documents
needed to support the instructor's request for advancement in rank.
H. An instructor who has a nine-month contract and has on file an approved
Professional Growth Plan complete with the Course of Study signed by the
college/university advisor, and who fulfills the Doctoral requirements therein
agreed upon prior to commencement of the summer term, and who then
contracts to teach a full load during the summer term, shall be advanced in rank
and receive commensurate salary for that employment period.
I.
II.
An instructor who has been “grandfathered” into a rank or level placement is not
required to meet the credentialing standards under this policy, so long as the
instructor remains employed at the institution where he/she was “grandfathered”
and remains in the same teaching field at the “grandfathered” institution. An
instructor who changes institutions or who changes teaching fields is not covered
by the “grandfathering” provision of this policy and will be required to meet
credentialing standards in effect at the time of employment at the new institution
or at the time of the change in teaching fields.
In-Service and Academic Points
A. Effective October 1, 1981: Certification Guidelines for In-service Points defined
in-service activities as follows:
"In-service activities which are eligible for in-service points include those
workshops, seminars, institutes, and other professional or technical activities
which enhance an instructor's mastery of in-field subject matter and/or directly
improve an instructor's specific teaching skill. Furthermore, these activities must
be considered beyond the expected professional job responsibilities of an
instructor. Summer conferences, new teacher institutes, in-service activities
occurring on campus during the instructional day, student organization meetings,
tours, and conventions such as AEA, AJCCA, ACA, AVA, and SACS are
considered normal instructional responsibilities and should not be reported nor
requested as in-service activities for certification."
[40]
B. In 1987, the Chancellor wrote an interpretation of in-service points during
professional development days. The memorandum states:
“…because participation in college-sponsored experiences is a part of the
faculty's expected professional job responsibilities, in-service points will not be
approved for participation in college- or system-sponsored services on these
dates.”
C. In-service points for instructors hired before December 14, 1989 (or
grandfathered), and who hold a Bachelor's degree and complete coursework for
points should be enrolled in graduate-level courses. Coursework below the
graduate level may be approved by the instructor's Dean at the 300 or above
level. No 100 or 200 level coursework may be approved for in-service points by
instructors who hold a Bachelor's degree.
D. Instructors may not use coursework below the 300 level to receive academic
points toward rank advancement.
E. Instructors may use coursework at the 100 and 200 level toward a Bachelor's
degree but not for academic or in-service points.
F. The 1977-78 Credential Standards state the following:
“In-service workshops, seminars, institutes, and appropriate documented
experiences must be approved by the President/Director and certifying officer of
the Postsecondary Education Services in advance in order to be counted for
meeting certification requirements. Points will be assigned on the basis of one
point for each fifteen (15) clock hours of approved seminars, workshops,
institutes, and appropriate documented experiences.”
G. Academic and in-service points are awarded for coursework by semester hours.
A quarter hour conversion to semester hour is provided as part of the instructor’s
“Request for Approval In-Service Activities and Continuing Education Courses.”
This conversion should be given to the instructors to inform them of this semester
hour point requirement. All institutions must use the attached conversion table
for converting quarter hours to semester hours.
H. The 1977-78 Credential Standards state the following:
“Minimum specified requirements in each category (Appropriate Formal
Postsecondary Education and In-service Activities) and total points must be met
in order to receive certification for a rank.”
Example: For trade and industrial areas and data processing instructors to
receive a Rank II Credential, the instructor must have at least three (3) years infield occupational experience (minimum thirty (30) points); Appropriate Formal
Postsecondary Education, VED, and General Education Cluster, and one (1)
[41]
additional year (minimum seventy-five (75) points); In-service Activities (minimum
three (3) points); and Certificate of Competency required (minimum thirty (30)
points); for Total Required Points of 180.
I.
The 1977-78 Credential Standards state the following:
Vocational Education cluster courses not applied to the Bachelor's or Master's
degrees will be accepted for in-service points on the basis of one point for each
semester hour of credit. (The Vocational Education courses taken in twenty (20)
quarter hours are equal to thirteen (13) semester hours or thirteen (13) in-service
or academic points. If the Vocational Education cluster is used toward a degree,
the Approved Vocational Education cluster is worth fifteen (15) points.)
J. The 1977-78 Credential Standards state the following:
“Persons teaching accounting and holding the Certified Public Accounting
certificate and persons teaching secretarial courses and holding the Certified
Professional Secretary certificate will be awarded thirty (30) points toward formal
education requirements beyond the Bachelor's degree.” For Trade and Industrial
Areas and Data Processing instructors “Thirty (30) points will be assigned for a
State Department of Education approved certificate of competency.” The
approved examination for competency is the NOCTI examinations.
K. Continuing Education Units (CEUs) are converted to in-service points at a rate of
one and one-half (1.5) CEUs equal to one (1) in-service point. Example: Three
(3) CEUs are equal to two (2) in-service points.
Quarter Hour Conversion to Semester Hour Credit
Approved by Alabama Department of Postsecondary Education
November 27, 1990
Quarter Hour(s)
Conversion to
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Semester Hour(s)
0
1
2
2
3
4
4
5
6
6
7
8
8
9
[42]
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
90
512
10
10
11
12
12
13
14
14
15
16
16
17
18
18
19
20
20
21
22
22
23
24
24
25
26
26
27
28
28
29
30
30
31
32
32
33
Faculty Advancement in Rank and Professional Growth Plan (ASBE 605.02)
State Board Policy 605.02 requires faculty members who desire to advance in Rank to have an
approved Professional Growth Plan. The Dean of Academic Services or Dean of Technical
Services is the college administrator responsible for: (1) establishing the instructor's initial rank
and step (with the President’s approval), which determines the appropriate starting salary, and
(2) assisting in the development of the Professional Growth Plan for advancement in Rank (if
applicable). The Professional Growth Plan will consist of the Professional Growth Plan form and
an approved Course of Study from an appropriate college/university graduate advisor. Approval
of a Professional Growth Plan is contingent upon meeting the appropriate credential
requirement as specified in State Board Policy 605.02 and this Handbook. The Professional
Growth Plan should be submitted for approval one semester prior to the faculty member
[43]
beginning his/her academic program. The President will approve or disapprove the Professional
Growth plan within thirty (30) days of submission.
An instructor who does not hold Rank IV credentials and seeks to advance must provide the
President with an approved Course (Plan) of Study with appropriate college/university advisor
signature(s). This Course of Study must lead to the appropriate standard required to advance to
the next highest rank. A college/university advisor, in conjunction with the student's permission,
may change the Course of Study but the changes must lead to the same standard with the
same major to allow the instructor to advance to the appropriate higher rank. A Course of Study
is defined as a complete list of all courses required by the college/university granting the
degree. All changes to the Course of Study must be submitted to the President for approval.
An instructor who changes instructional programs prior to achieving the higher rank may change
majors included in the Professional Growth Plan with approval by the President. The new
Professional Growth Plan will include the College’s Professional Growth Plan form and the new
Course of Study signed by the college/university advisor.
Approved Professional Growth Plans are to be maintained in the faculty members official
personnel file in the Office of Human Resources. Professional Growth Plans will be utilized to
verify instructor requests for changes in rank. An approved Professional Growth Plan will be the
only means by which an instructor can advance in rank. The College will be subject to audits of
its faculty files.
Changes in Rank
Instructor rank may change only once a year. The instructor must provide documentation to
support accomplishment of planned activities to qualify for advancement in rank prior to
September 1 each year. The College President may establish a date prior to September 1 to
provide time for evaluating documents needed to support the instructor's request for
advancement in rank.
An instructor who has a nine-month contract (fall, spring), and has on file an approved
Professional Growth Plan complete with the Plan of Study signed by the college/university
advisor, and who fulfills the Doctoral requirements therein agreed upon prior to commencement
of the summer term, and who then contracts to teach a full load during the summer term, shall
be advanced in rank and receive commensurate salary for that employment period.
An instructor who changes institutions or who changes teaching fields will be required to meet
credentialing standards in effect at the time of employment at the new institution or at the time of
the change in teaching fields.
600 FRINGE BENEFITS
601
Basic Health and Supplemental Insurance Benefits
Full-time employees may elect individual coverage or family basic health coverage under one of
several Public Education Employees’ Health Insurance Plans (P.E.E.H.I.P). Employees who
elect individual or family basic health insurance may also purchase any or all of the
supplemental insurance plans offered.
Administered by Southland National Insurance
Company, the four supplemental insurance plans currently offered are dental, vision, indemnity
[44]
and cancer coverage. Contact the Office of Human Resources for current costs of basic health
and supplemental insurance coverage.
Employees who elect to decline PEEHIP coverage receive the four supplemental insurance
coverage (dental, vision, indemnity, and cancer) at no cost to the employee for either individual
or family coverage.
A PEEHIP Employee Handbook (with details of insurance coverage and information about preexisting conditions) is mailed annually to each employee as a supplement to this employee
handbook.
For more information on PEEHIP benefits, visit the Retirement Systems of Alabama website at
www.rsa-al.gov or call 1-800-214-2158.
602
Consolidated Omnibus Budget Reconciliation Act (COBRA) (1986)
Under the health benefits provisions of COBRA, all employees who are covered under PEEHIP
group health insurance have the right to choose continuation coverage in the event of the
employee's resignation, termination of employment (except for gross misconduct) or reduction
of hours below twenty (20) hours a week. The College must notify the PEEHIP office within 30
days when an employee loses group health coverage.
The PEEHIP office will then notify the employee of his/her COBRA rights. If the eligible member
does not choose continuation coverage, his or her PEEHIP group health insurance coverage
will end. COBRA requires that the eligible member be afforded the opportunity to maintain
continuation of coverage for 36 months unless he or she lost group health coverage because of
termination of employment or reduction in hours. In that case, the required continuation of
coverage period is 18 months.
In the event of an employee's death, divorce, or legal separation, or a retiree losing coverage
under PEEHIP’s group plans because of enrollment in Medicare, the spouse and dependent
children of the employee or retiree have the option of purchasing continuing coverage under
PEEHIP’s group health plans for up to 36 months.
It is the responsibility of the employee, the ex-spouse, or a dependent family member to
notify PEEHIP in writing or by calling 1-800-214-2158 within sixty (60) days of losing
dependent status. In addition, the member or dependent must obtain a “Continuation of
Coverage” application form within 60 days. COBRA coverage must begin the first day of the
month following the qualifying event. A dependent’s coverage ends on the last day of the month
in which the dependent becomes ineligible.
Employees or qualified beneficiaries electing COBRA coverage are responsible for paying the
full premium cost of the extended health care coverage.
By enrolling in the COBRA Plan, employees and their family members receive the benefit of
purchasing the same extensive coverage provided to active employees at favorable group rates.
There is no waiting period, no exclusion for preexisting conditions, and no physical examination.
Any amounts already paid toward deductibles and coinsurance during the current year count
under the continuation policy.
[45]
In order for SSCC to meet its legal obligations in providing continuing health care coverage, all
employees must notify the Payroll Office within 60 days of a divorce or legal separation or when
a dependent child becomes ineligible. A dependent loses eligibility and coverage ends on the
last day of the month in which the dependent becomes 19 years of age, 25 years of age (if
classified as a full-time student), or has married. A dependent that loses eligibility for the
reasons cited above can purchase continuing health care coverage under PEEHIP’s group
plans for up to 36 months. It is also essential that the College has a current address for all
employees and family members. Changes of address forms are available in the Office of
Human Resources.
This policy statement is only a brief description of the PEEHIP Health Care Continuation Plan
and does not claim to fully explain all COBRA eligibility requirements, application procedures, or
employee rights. Employees and dependents should review the current PEEHIP Employee
Handbook provided to every employee by PEEHIP. For more information on PEEHIP benefits
go to the Retirement Systems of Alabama website at www.rsa.state.al.us/PEEHIP/peehip.htm.
603
Health Insurance Portability and Accountability Act (HIPPA) (1996)
HIPPA includes important protections for employees who have pre-existing conditions. HIPPA
only applies to PEEHIP Health Insurance Plans and does not apply to any of the four
supplemental plans administered by Southland National Insurance Corporation. Employees
should review the section on HIPPA in the PEEHIP Employee Handbook for more information or
contact the PEEHIP Office at 1-800-214-2158.
604
Compensation
Compensation for Alabama Community College System Personnel (ABE 606.01)
Personnel employed at System institutions shall be paid according to salary schedules adopted
by the State Board of Education. Personnel covered by these schedules must meet the
qualifications and standards set by the State Board of Education. Individual schedules have
been
set
for
the
following
classifications
of
employees:
A. President: Salary Schedule A
B. Deans and Business Officers: Salary Schedule B
C. Professional personnel not included in other schedules: Salary Schedule C
D. Instructors, librarians, and counselors: Salary Schedule D; Teachers: Salary
Schedule D-3
E. Technical and support personnel not included in other schedules: Salary Schedule E
F. Support personnel working twenty (20) or more but less than forty (40) hours per
week: Salary
Schedule H.
Temporary personnel, support personnel, and adjunct instructors working less than twenty (20)
hours per week:
[46]
Salary Determination (ASBE Policy 606.01, 606.02, 606.03, 606.04, 606.05 and 606.09)
The President of the College is responsible for establishing the appropriate starting salaries of
all staff including an instructor's initial rank and step, reclassifications and advancement.
Personnel employed at Shelton State will be paid according to salary schedules adopted by the
State Board of Education. Personnel covered by these schedules must meet the qualifications
and standards set by the State Board of Education.
Temporary personnel, support personnel, and adjunct instructors working nineteen (19) hours a
week or less may be compensated from local salary schedules.
Work Schedules, Meal Breaks and Rest Periods (ASBE 608.02 and 609.01)
It is the responsibility of departmental supervisors to consider operational requirements of
departments and to set work hours, lunch breaks and rest periods accordingly. Breaks should
not be used to extend the unpaid lunch break or to arrive at or leave work early. Breaks are a
privilege and are not required by law.
Calculation of Payroll (ASBE 614.01)
Shelton State Community College calculates payroll in accordance with Alabama State Board of
Education policies, procedures and regulations as well as in accordance with the applicable
state and federal laws such as the Fair Labor Standards Act (FLSA). For more information on
the FLSA, go to the Department of Labor website at www.wagehour.dol.gov.
Payroll Direct Deposit
As a condition of employment, all Shelton State employees are required to participate in payroll
direct deposit. Employees’ pay will be electronically deposited each payday into their account of
choice at any participating banking institution. Employees participating in the direct deposit
program receive earnings and withholding statements electronically that reflect the same
information as a paycheck stub. Payday is the last working day of any month, the College is
open.
Employees must promptly notify the Payroll Department of any changes to their
banking/financial institution account. Direct deposit enrollment forms are available on the
intranet and in the Office of Human Resources.
Holiday Pay
Personnel in schedules A, B, C, E, and/or H are paid for holidays occurring during their
employment period at their regular rate of pay. Employees must be in pay status on both their
work day before and after the holiday to receive holiday pay. Employees in an unpaid leave
status are not eligible to receive holiday pay for holidays that occur during the unpaid leave of
absence.
[47]
Overtime/Compensatory Time Policy
An exempt employee is not entitled to overtime pay (pay at one and one-half times the normal
rate), either as pay or compensatory time off at one and one-half times the normal rate of
compensation, for hours worked in a day beyond those normally worked in such day. However,
a non-exempt employee may be entitled to overtime compensation for hours worked during a
work week greater than forty (40) hours. A week during which leave has been taken is not
eligible for overtime pay/compensatory time.
Upon mutual agreement of the employee and College, a non-exempt employee may be required
to work more than forty (40) hours in any work week if (a) the college directs the employee to do
so, and (b) an "emergency condition” exists. Compensatory time, in lieu of payment (to be used
within six (6) months, may be taken.
All earned overtime and/or compensatory time is required to be pre-approved.
employees are ineligible to receive overtime or compensatory time remuneration.
Exempt
Indebtedness and Collection (ASBE 622.01)
Shelton State Community College expects its employees to be financially responsible. The
salaries of all postsecondary system employees are subject to a lawful writ of garnishment.
Additionally, the indebtedness of any employee to the College (for salary overpayment or any
other reason) for which a voluntary repayment plan has not been established, will be subject to
satisfaction through a payroll deduction process. Prior to any withholding for payment, the
College will attempt to notify the employee. Indebtedness of an employee to the College may
also be satisfied by withholding all or part of any lump sum payment otherwise due an employee
upon separation from the College by retirement, resignation or termination of employment.
Qualifications of Personnel (ASBE 605.01)
The President and other administrative officers directly responsible to the President must
possess credentials, experience, and/or demonstrated competence appropriate to their areas of
responsibility. The Chancellor shall issue guidelines on qualifications and experience required
for the Presidents and administrative officers. Appointments to such positions must be made in
accordance with the guidelines.
Instructor Qualifications for Salary Ranks (ASBE 606.02)
Each person paid from approved salary schedules must qualify for appropriate salary ranks
according to standards established by the State Board of Education.
Placement of Current Salary Schedules (ASBE 606.04)
Current year salary schedules adopted by the State Board of Education shall be placed in the
current policy manuals of each institution under the direction and control of the State Board of
Education.
Extra Duty Pay (ASBE 606.05)
1. The President of a state community or technical college may designate a chairperson of a
[48]
department or division having three or more full-time faculty members, with the department
chairperson being counted as one of the three. A salary supplement of Four Hundred
Dollars ($400.00) per month shall be paid to the department or division chairpersons.
2. The President of a state community or technical college having at least one full-time
professional staff member in the library may designate one full-time professional staff
member as head librarian. Only one person may be designated as head librarian at any
institution. A salary supplement of Four Hundred Dollars ($400.00) per month shall be paid
to head librarians.
3. The President of a state community or technical college may designate one individual paid
from Salary Schedule B to be in charge in the absence of the President. A salary
supplement of Two Thousand Dollars ($2,000.00) annually shall be paid to that person.
Salary Schedule Exceptions (ASBE 606.03)
Generally, full-time employees of System institutions are members of the Teachers' Retirement
System of Alabama. See the local business office for details. Payroll deductions for retirement
will be made as required by law.
605
Employees and Dependents Tuition Waiver Program (ASBE 612.02)
This tuition waiver program is designed for all full-time and Salary Schedule H-35 employees of
The Alabama College System and the Alabama Department of Postsecondary Education and
their dependents as defined under Section II. Courses taught by Athens State University are
not subject to this policy. The program will be coordinated by each institution for employees
within The Alabama College System and the Alabama Department of Postsecondary Education.
An application form for the tuition assistance program is available at each institution and should
be completed prior to registration for classes. A copy of the completed form must be maintained
by the employing institution and the institution offering courses (if different).
Definitions
Employee: Any full-time or Salary Schedule H-35 employee of any System institution and the
Alabama Department of Postsecondary Education. This program will not include temporary or
part-time employees (other than Salary Schedule H-35 employees), or persons serving as
independent contractors to any of the System institutions or to the Alabama Department of
Postsecondary Education.
Dependent: The spouse of any full-time employee, the unmarried, natural or adopted children of
any full-time employee, residing in the household of the employee or the employee's former
spouse; the unmarried stepchildren of any full-time employee, residing in the household of the
employee; a legal ward (a minor child placed by the court under the care of a guardian).
Eligibility
A. Requirements
Employees: Employees must have been employed by a System Institution or the Alabama
Department of Postsecondary Education for one full academic year or at least 12 months,
whichever is less restrictive, prior to the first scheduled day of class for the term for which the
employee is applying. Employee eligibility will remain in effect for the duration of their
[49]
employment in The Alabama College System or the Alabama Department of Postsecondary
Education.
B. Termination of Eligibility
1. Employees: Eligibility terminates if the employee discontinues full-time employment at the
respective institution for any reason except on an approved leave of absence.
2. Dependents: Dependents will be ineligible when said employee becomes ineligible, except
that dependents of any employee who has 25 years of more of continuous service in The
Alabama College System or the Alabama Department of Postsecondary Education upon
retirement from The Alabama College System or the Alabama Department of Postsecondary
Education are eligible to participate in the program for a five-year period commencing with
the date of the employee's retirement.
Amount of Assistance, Limitations, Conditions, and Auditing
A. Tuition Cost
All eligible employees and their dependents will be allowed a waiver of one-third of the normallycharged tuition after the first year (full academic year or 12-month period) of employment; a
waiver of two-thirds tuition after the second year of employment; and a waiver of full tuition after
the third year of employment (partial tuition adjustments are to be rounded down to the nearest
dollar). Salary Schedule H-35 employees will be allowed a waiver calculated at a prorated rate
of full-time employment. Expenses for supplies, books, and fees other than tuition will not be
waived. Each institution will be allowed to count the credit hours generated by these enrollees.
B. Limitation
There is no limitation as to the number of credit hours taken, other than the regular academic
limitations that apply at the respective institutions. All students will be required to abide by the
academic policies that are in effect at the institution they are attending.
Dependents: Dependents will be eligible when said employee is eligible, and to the same
degree to which the employee is eligible, except as herein modified.
C. Conditions
To be eligible for tuition waiver, the student-employee or dependent must maintain at least a "C"
(2.0 on a 4.0 scale) in the courses for which he/she receives tuition assistance. Failure of the
student-employee or dependent to meet this grade requirement will result in the employee or
dependent's having to pay tuition for courses taken until his/her average grade is "C" or better.
The student-employee or dependent can then again be eligible when his/her cumulative grade
point average is brought back up to the "C" requirement.
D. Auditing
The student-employee or dependent will be allowed to audit one course (up to five credit hours)
per term at no cost. The student-employee or dependent must meet all attendance
requirements, class participation, and assignments as required of credit-enrolled students
except the final examination is not required. Failure to comply with these requirements will result
[50]
in the student-employee or dependent becoming ineligible for further participation as an audit
student in credit hour-producing courses reported for funding purposes.
E. Repeating Class
Tuition costs for courses repeated will be the responsibility of the student-employee or
dependent and consideration under the tuition assistance program will be disallowed. Tuition
assistance will be disallowed for repeating a class for which the grade of "W" was originally
received.
F. Records Transmittal
The student-employee or dependent must re-certify eligibility, as specified in Condition IV.C.
above, prior to registering for a new term by providing verification of course completion to:
1. The Academic or Technical Dean at the institution of attendance; and/or
2. The Academic or Technical Dean at the institution of employment who will forward it to the
President for the student-employee's or dependents permanent file.
G. Work Week
Participation in this program is in addition to the employee's full-time work week, and should not
be considered when computing the employee's time for financial compensation. However, in
certain cases the employee's work schedule may be adjusted to permit course attendance.
Adjustments to an employee's weekly work schedule must be recommended by the employee's
supervisor and/or Dean, and approved by the President.
Re-certification
The student-employee/dependent must re-certify eligibility prior to registering for a new
semester. To re-certify, the student employee/dependent must submit an unofficial transcript
with any new application for a tuition waiver. The Dean of Academic Services or Dean of
Technical Services will review the transcript to ensure that courses are not repeated and the
GPA requirement is met.
Approval
The Dean of Academic Services or Dean of Technical Services and the Dean of Human
Resources must approve the application for the employee/dependent.
Procedures
1. The application and guidelines for application are on the intranet site.
2. The application should be submitted in at least one week in advance of registration to the
Assistant Director of Financial Aid.
3. The Dean of Human Resources will verify eligibility of the employee.
4. The appropriate Dean will verify the employee/dependent meets the academic requirements
as stated above.
5. The original tuition waiver form is returned to the Assistant Director of Financial Aid and
forwarded to the Business Office to be entered into Banner.
[51]
606
Holidays (ASBE 609.01)
Normal business operations at Shelton State Community College will be suspended on holidays
that are approved by the President. Because dates of holidays vary from year to year, the
Office of Human Resources posts the annual schedule each year. Official holidays for the
College are as follows:
•
•
•
•
•
•
•
•
•
•
•
607
Labor Day
Veteran's Day
Thanksgiving Day
Friday following Thanksgiving Day
Christmas Eve
Christmas Day
New Year's Day
Independence Day
Martin Luther King/Robert E. Lee Birthday
Memorial Day
Five additional days designated by the President in the official annual calendar
Leave Policies (ASBE 610.01)
Leaves with Pay
Leave request forms are available in the Office of Human Resources and should be submitted
as far in advance of the need for leave as possible whether paid or unpaid. Time spent on any
unpaid leave will not affect tenure status nor will it be counted in computing the amount of time
worked during a given academic year.
Annual Leave/Vacation
Eligibility and the annual leave accrual rate are based on an employee’s salary schedule
placement and years of experience. The number of "years of experience" shall be
established and certified based on verified documentation provided to the College by the
respective eligible employee within thirty (30) days of first employment.
Department heads and immediate supervisors are responsible for scheduling and
approving annual leave prior to the leave being taken. Additionally, department heads
and supervisors are responsible for assuring that leave taken by eligible employees in
their area of responsibility is reported timely and accurately on the basis of the approved
Request for Leave.
A leave year for earning, accrual and use of leave by College employees is September 1
through August 31 (except for military leave which is based on a calendar year). Annual
leave is not transferable. A maximum of 60 days of annual leave may be carried forward
into each September. While annual leave may exceed 60 days during a year; annual
leave exceeding 60 days earned but not taken by September 1, is forfeited.
[52]
Sick Leave
Regular full time and regular part time staff who have sufficient accruals of sick leave,
based on hours reported on timesheets, will be paid for authorized absences due to
sickness or injury.
Sick leave does not require prior approval although whenever
possible, immediate supervisors should receive prior notification or notification at the
earliest opportunity, of the need to take sick leave, the reason for the absence and the
expected date of return. A sick leave form should be submitted immediately upon the
employee’s return to work. After five (5) days of absence due to illness, within a thirty
(30) calendar-day period an employee will be required, at the employee’s expense, to
furnish a medical certificate by a qualified physician acceptable to the College.
Employees may accumulate an unlimited number of sick leave days while actively
employed at the College. Any unused balance of sick leave accumulated at the end of
the leave year will be carried forward to the next succeeding year. Transfer of sick leave
from other approved state institutions in Alabama will be accepted for new employees
without a break in service and with the appropriate documentation.
Employees are prohibited from using sick leave for any purpose other than those that
qualify as a legitimate sick leave reason. Any employee that submits a leave form
indicating sick leave, for any reason other than those authorized, may be subject to
disciplinary action.
Administrative Leave
Full-time employees may take pre-approved administrative leave with pay when
summoned to perform jury duty. On days when documented jury duty is performed, fulltime employees are released from their normal work schedule. Employees do not
receive paid administrative leave to attend trials in which they are plaintiffs or
defendants, or in which they are testifying for a fee as expert witnesses. Administrative
leave may also be granted for an employee at the President’s discretion.
Emergency Leave
In situations where annual and sick leave have been exhausted, the President or an
immediate supervisor may approve emergency leave for an eligible employee, upon
written request, up to a maximum of three (non-consecutive) days per leave year.
Emergency leave with pay is non-cumulative and will not be paid on termination,
retirement or resignation of employment.
Military Leave
All full-time employees are eligible for paid military leave of up to 168 hours per calendar
year in the event of being called to active duty. A copy of the military order and a Leave
Request Form must be submitted to the appropriate supervisor and dean for approval.
Additionally, the employee must comply with the current provisions of the law in regards
to ‘return to work’ notification.
[53]
Personal Leave
Personal leave requires prior approval from the qualified employee's supervisor and
dean but a reason is not required. If the personal leave will cause an instructor to miss
any instructional duties, the faculty member must attach to the request a proposal to
assure appropriate service to the students and institution.
Unused personal leave will be automatically converted at the end of the leave year
(August 31) to sick leave. Personal leave is not cumulative and will not be paid on
resignation, retirement or termination of employment.
Professional Leave
Short-term professional leave is defined to include appropriate activities sponsored by
professional associations and organizations that promote educational development.
Full-time personnel may be granted a professional leave with pay, for up to ten days per
year, pre-approved by the College President. Expenses for such activities are
contingent upon availability of funds and are paid through established travel procedures.
Professional leave with pay, other than to attend conferences, workshops, classes, etc.,
may be granted to a qualified employee when federal or other non-institutional funds are
available for such purposes. An employee granted such leave with pay must return to
the College for a minimum employment period of two years or repay the monies
received while on leave.
Leaves without Pay (ASBE 611.01)
Maternity Leave
A full-time employee of the College is entitled to a maximum of one (1) year of maternity
leave without pay. An employee may also chose to use accrued sick leave for maternity
leave or request to be paid for earned sick leave in addition to taking up to one year of
unpaid maternity leave. Accumulation of sick leave will continue while the employee is
on paid sick leave but will not continue while the employee is on unpaid maternity leave.
An employee who resigns instead of taking unpaid maternity leave or accrued sick leave
will not be paid for accumulated sick leave. The tenure status of persons on maternity
leave will be not affected.
Personal Leave of Absence
The Chancellor may grant up to one year of personal leave without pay to a full-time
employee on the written request and approval of the President. Employees approved for
personal leave of absence without pay must use all accrued personal and annual leave
prior to the start date of the personal leave of absence.
Professional Leave of Absence
All full-time employees may be granted up to a maximum of one year of professional
leave without pay. Approval for professional leave is granted by the Chancellor if, in the
[54]
judgment of the College’s President, the purposes of the institution and objectives of the
department are not hampered by such leave.
Emergency Leave of Absence
Leave for emergency reasons may be granted without pay for up to a maximum of one
year on written recommendation by the President and approval by the Chancellor.
608
Family and Medical Leave Act (FMLA)
Purpose - The Family and Medical Leave Act (FMLA) of 1993 was passed to balance demands
of the work place with needs of families; promote stability and economic security of families; and
promote national interests in preserving family integrity. The Act seeks to minimize the potential
for employment discrimination based on gender by ensuring generally that leave is available for
eligible medical reasons (including maternity-related disability), for certain compelling family
reasons (see leave criteria below); and to promote the goal of equal opportunity for women and
men.
Definitions:
Parent: A biological or adoptive parent or an individual who stood in loco parentis (a person
who is in the position or place of a parent) to an employee when the employee was a child.
Child: A son or daughter under eighteen (18) years of age or eighteen (18) years of age or
older and incapable of self-care because of mental or physical disability who is: a biological
child; an adopted child; a foster child (one for whom the employee performs the duties of a
parent as if it were the employee’s child); a stepchild (a child of the employee’s current spouse
from a former marriage); a legal ward (a minor child placed by the court under the care of a
guardian); a child of an employee standing in loco parentis.
Serious Health Condition: An illness, injury, impairment, or physical or mental condition that
involves either any period of incapacity or treatment connected with inpatient care (an overnight
stay) in a hospital, hospice, or residential medical-care facility, and any period of incapacity or
subsequent treatment in connection with such inpatient care; or continuing treatment by a health
care provider which includes any period of incapacity (inability to work, attend school, or perform
other regular daily activities) due to: (a) a health condition lasting more than three consecutive
days, and any subsequent treatment or period of incapacity relating to the same condition that
also includes treatment two or more times by or under the supervision of a health care provider;
or one treatment by a health care provider with a continuing regimen or treatment; or (b)
pregnancy or prenatal care; or (c) a chronic serious health condition which continues over an
extended period of time, requires periodic visits to a health care provider, and may involve
occasional episodes of incapacity; or (d) a permanent or long-term condition for which treatment
may not be effective; or (e) any absences to receive multiple treatments for restorative surgery
or for a condition which would likely result in a period of incapacity of more than three days if not
treated.
Health Care Provider: Doctors of medicine or osteopathy authorized to practice medicine or
surgery by the state in which the doctors practice; or podiatrists, dentists, clinical psychologists,
optometrists, and chiropractors authorized to practice, and performing within the scope of their
practice under state law; or nurse practitioners, nurse-midwives, and clinical social workers
authorized to practice, and performing within the scope of their practice as defined under state
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law; or any health care provider recognized by the College or the College’s group health plan
benefits manager.
Eligibility Criteria - To be eligible for FMLA benefits, a College employee must have been
employed by the College for a total of twelve (12) months from the date on which any FMLA
leave is to begin and must have worked at least 1,250 hours over the previous 12 month period.
These guidelines generally do not cover temporary employees.
FMLA Leave Year - The twelve (12) month period used to calculate eligibility and to be used as
a leave year under the FMLA will be the same as that used by the College to determine annual
and sick leave (September 1 through August 31).
Eligible employees are entitled to Family Medical Leave for one or more of the following
reasons:
 For the birth of a child and to care for the child after birth, provided the leave is taken within
a twelve (12) month period following birth;
 For the employee to care for a child placed with the employee for adoption or foster care,
provided the leave is taken within a twelve (12) month period following placement;
 For the employee to care for the employee’s child, spouse, or parent, where that child,
spouse, or parent has a serious health condition; or
 Because the employee has a serious health condition that makes the employee unable to
perform the essential functions of his or her position. A husband and wife who are eligible
for FMLA leave and employed by the College are permitted to take only a combined total of
twelve (12) weeks of unpaid Family Medical Leave during the FMLA leave year (September
1-August 31). Employees taking other types of leaves of absence without pay, other than
Family Medical Leave, and employees not eligible to take Family Medical Leave are subject
to the applicable leave policies of the State Board of Education. Under these policies,
employees must pay for health benefits coverage while on unpaid leave.
Intermittent or Reduced Schedule Family Medical Leave – The FMLA permits employees to
take leave on an intermittent basis or to work a reduced schedule under certain circumstances.
Intermittent or reduced schedule FMLA leave may be taken:
• When medically necessary to care for a seriously ill family member or because of the
employee’s serious health condition.
• To care for a newborn or newly placed adopted or foster child only with the approval of the
President.
Substitution of Paid Leave for Family Medical Leave – The College may require the
substitution of accrued paid annual or personal leave for any of the situations covered by
FMLA. The substitution of accrued paid sick leave is limited by the policies governing the use of
sick leave as stated in Section II of this Handbook.
609
Failure to Report for Duty and Unauthorized Leave
Excused absences from work require the use of appropriate accrued leave or an approved
leave of absence (LOA). Absences that occur, without using accrued leave or an approved
LOA, are considered unauthorized and a failure to report for duty.
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It is the employee’s responsibility to certify on their leave form that they have sufficient leave
available to cover the absence. Employees will not be paid for unauthorized leave. Employees
uncertain about their available leave should contact the Payroll Office.
610
Sick Leave Bank
Shelton State Community College maintains a Sick Leave Bank (SLB) through which member
employees can voluntarily "pool" their sick leave as self-insurance against short term or
catastrophic illness. All employees of the College are encouraged to join the SLB. To become
a member of the SLB an employee must submit an application for membership to the Office of
Human Resources and then deposit five (5) sick leave days (or equivalent) into the SLB. The
five sick leave days on deposit may be withdrawn upon resignation from the SLB.
611
Teacher Retirement Systems (ASBE 606.06)
All full time employees at Shelton State Community College are required to participate in the
Alabama Teachers Retirement System (TRS). Part-time employees, who work at least twenty
hours per week, are also mandated to participate in TRS as a Shelton State employee. Parttime employees working less than nineteen hours per week (i.e., adjunct faculty) who are
already participating in TRS through other school systems or institutions are also required to
participate in TRS while working at Shelton State Community College.
Employees must contribute five percent (5%) of their salary to provide for their retirement
benefits.
Deferred Compensation Plan (RSA-1)
Shelton State employees may participate in RSA-1, a deferred compensation plan that provides
access to tax deferred savings for retirement. This plan is not eligible for matching funds.
Employees interested in this plan should contact the Office of Human Resources at 205-3912272 or the Retirement Systems of Alabama (RSA) at www.rsa-al.gov or 1-800-214-2158.
700 GRIEVANCE PROCEDURES
701 Title IX Grievance Procedures
The Education Amendments of 1972 added Title IX to the federal civil rights laws,
forbidding a “funding recipient” from discriminating on the basis of sex in educational programs
or activities. The United States Supreme Court has ruled that sexual harassment is a form of
sex discrimination that violates Title IX. Title IX requires the College to provide a procedure for
handling complaints that involve sexual harassment of students. To comply with these federal
laws, Alabama State Board of Education Policy No. 620.01 specifies the procedures to be
followed.
Procedures:
1. The original and two copies of Grievance Form A must be filed with complainant’s Dean or
Department or Division Chair within 30 calendar days following the date of alleged
violation(s) of the Title IX regulation. The alleged violation(s) must be clearly and specifically
stated (complainant is advised to keep a copy of all forms used in steps 1-6 for his or her
files).
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1. Complainant’s Dean or Department or Division Chair will immediately notify the
President and the Title IX Coordinator of receipt of Grievance Form A. The Dean or
Department or Division Chair will have 30 calendar days following date of receipt of
Grievance Form A to investigate and study complainant’s allegations, hold a formal
hearing, and make a written report of findings to complainant. Form A must be used for the
report. Copies of Form A must be provided to the Title IX Coordinator and the President.
Complainant’s copy must be mailed to his/her home address by certified mail, return receipt
requested.
2. Complainant must, within 15 calendar days following receipt of Dean or Department or Division
Chair’s report, file with the President and Title IX Coordinator a written notice of acceptance or
appeal of the report. If a notice of appeal is filed, appeal Form B must be used. Complainant
must state clearly and specifically on Form B the objections to the findings and/or decision
of the Dean, Department or Division Chair. Copies of Form B must be provided the Title IX
Coordinator and the President. If complainant fails to file notice of appeal by 5:00 p.m. on
the 15th calendar day following receipt of Dean or Department or Division Chair’s report, the
right to further appeal will be forfeited.
3. The President will have 30 calendar days following date of receipt of complainant’s notice of
appeal to investigate and study complainant’s allegations, the report of the Dean or
Department or Division Chair, and make a written report of findings to complainant. Form B
must be used for the report. Copies of Form B must be provided the Title IX Coordinator and
the Chancellor. Complainant’s copy must be mailed to his/her home address by certified
mail, return receipt requested.
4. Complainant must, within 15 calendar days following receipt of President’s report, file with the
President and Title IX Coordinator a written notice of acceptance or appeal of the report. If
notice of appeal is filed, appeal Form C must be used. Complainant must state clearly and
specifically on Form C the objections to the findings and/or decisions of the President. Copies
of Form C must be provided the Title IX Coordinator and the Chancellor. If complainant fails
to file notice of appeal by 5:00 p.m. on the 15th calendar day following receipt of the
President's report, the right to further appeal will be forfeited.
5. The Chancellor will have 30 calendar days following the date of receipt of complainant’s
notice of appeal to investigate and study complainant’s allegations and the report of the
President, hold a formal hearing, and make written report of findings to complainant. Form C
must be used for the report. Copies of Form C must be provided the Title IX Coordinator.
Complainant’s copy must be mailed to his/her home address by certified mail, return receipt
requested. NOTE: If the last day for filing notice of appeal falls on either Saturday, Sunday,
or a legal holiday, complainant will have until 5:00 p.m. the first working day following the 15th
calendar day to file.
800
GENERAL PERSONNEL POLICIES AND PROCEDURES
801
Annual Employee Evaluation and Job Description Review (ASBE 607.01)
An annual performance evaluation is required of all tenured (permanent status) employees.
Probationary employees are to be evaluated biannually. The annual evaluation cycle will begin
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in January upon notice from the Office of Human Resources. As part of the evaluation process,
supervisors must annually review, revise as needed, and sign the annual review line on the
employee’s job description.
Electronic copies of revised job descriptions should be approved by the appropriate dean or
administrator and emailed to the Office of Human Resources to be saved on the file server for
future use/reference. Only approved job descriptions will be accepted.
802
Changes in an Employee’s Personal Information
Any change in an employee’s personal information such as an address or telephone change,
change in emergency contact information, change in marital status, name change, or any
addition or change in the number of employee dependents should be immediately reported to
Payroll. Such changes may affect employee benefits and require notification to the benefit
carrier within a thirty (30) day timeframe of the life event. It is very important for the College to
maintain accurate information on each employee as well as to be able to communicate with
employees regarding important matters.
803
Employee Assistance Program (EAP)
The Employee Assistance Program (EAP) provides resources, services and information to
assist employees in dealing with problems that affect their lives, families and/or job
performance. The EAP, a service of the Druid City Hospital Health System, offers free and
confidential assessment, short term counseling and referral services. Substance abuse, parentchild and marital relationship and financial counseling are among the many services provided
through the EAP. Every employee’s right to privacy is protected within state and federal
guidelines. Additional information about EAP is available from the Office of Human Resources.
804
Employment Files (ASBE 616.01)
The Office of Human Resources maintains a personnel file on every current employee. Any
employee, or any person designated in writing by the employee, upon written request, may
review the contents of the employee’s personnel file and receive copies of any documents
contained in the file. Employees are encouraged to contact the Office of Human Resources to
schedule a time to conduct an annual review of their personnel file.
805
New Employee Orientation
The College requires all new employees to attend an orientation session within the first thirty
(30) days of employment. This orientation provides newly hired employees with the rules,
policies and procedures to be successful at SSCC. New employees are to report to the Office
of Human Resources on their first day of employment to complete the necessary paperwork for
system access, enroll in benefits and/or to complete and/or to schedule further orientation.
Additionally, there may be a departmental, division, or office orientation to familiarize new
employees with specific internal practices and procedures.
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806
On-The-Job Injuries/Illnesses (ASBE 610.02)
Colleges within the Alabama Community College System (ACCS) are self-insured and do not
carry Workers Compensation Insurance for on-the-job injuries. A job-related injury or illness
that occurs to an employee during authorized working hours while performing assigned duties
should be reported on an accident/injury report form, within 24-hours, to the appropriate Dean or
the President's Office. Forms may be obtained from campus security and/or the Office of
Human Resources.
Incidents that occur during rest breaks or lunch periods, accidents resulting from carelessness
or violation of published safety rules, and injuries caused by inappropriate behavior of an
employee(s) may be deemed as not being job related. Eligibility for salary and benefits under
this policy is contingent upon proper notification by the injured employee to the President or
appropriate dean/director within twenty-four (24) hours after the occurrence of the injury or
within a reasonable period of time if the injured employee is incapacitated or unable to submit
the accident/injury report within the 24 hour period. When the employee is not clinically able to
provide such notice, notification may be provided by a representative of the employee with
knowledge of the incident and employee’s condition, as soon as practical.
Based on a careful review of the facts, the President of the College will make the determination
about compensability. The College may require medical certification from the employee’s
physician. The President/designee may, within their discretion, require a second opinion from
another physician at the expense of the College. A physician’s statement is necessary if an
employee is requesting payment for an absence of more than three (3) working days or if the
injury is attributed to job related stress.
It is the employee’s responsibility to request approval for payment of salary and benefits using
the appropriate forms available from the Office of Human Resources.
807
Professional Appearance (Casual and Team-wear Days)
As a Shelton State employee, you will be known for your professionalism and service attitude
and this should be reflected in your appearance. “Business casual” is the preferred style of
dress for the College and employees must use good judgment in determining what is
appropriate to wear to work. Employees should consider their level of customer and public
contact and the types of meetings they are scheduled to attend when determining appropriate
attire.
Specific attire that is unacceptable includes: T-shirts with politically-motivated endorsements,
offensive slogans or pictures, torn clothing, loose footwear, bare feet, and excessively revealing
attire such as short shorts, halter tops, or see-through clothing.
Fridays have been designated as Casual Day and every Monday as Team-wear Day by the
President of the College. On Fridays, employees can dress in comfortable, casual attire, as long
as it is neat, clean, in good taste, and projects a positive image of the College. On Mondays,
employees are encouraged to wear appropriate attire that displays the designation “Shelton
State Community College.” Team-wear Day is an opportunity to express our school spirit and
support of the College.
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808
Tenure
Upon completion of thirty six (36) months of full-time employment, an employee qualifies for
permanent employment status (tenure). Tenure is with the institution where the thirty six (36)
months of employment was performed. Tenure is not transferable (1) between institutions or
agencies within the Alabama Community College System or (2) from institutions or agencies
outside the Alabama Community College System.
When an employee achieves tenure, the President of the College will notify the employee in
writing. Until permanent employment status (tenure) is achieved, the employee remains on a
probationary status.
900 INSTRUCTIONAL POLICIES AND PROCEDURES
901
Faculty Summer Employment
Academic and Technical Divisions
The Chancellor has established guidelines for summer employment. The Academic and
Technical Services Divisions of the College have developed a faculty summer employment
policy that has been approved by the Chancellor and is in accordance with the following
guidelines:
1. When full-time summer employment for all faculty members is not possible due to
decreased workload (in case of non-teaching faculty), enrollment or lack of a sufficient
number of classes (for teaching faculty), full-time summer employment will be rotated. The
list for rotation will order the faculty by seniority within a discipline. Once a faculty member
teaches a full-time summer semester, he or she will rotate to the bottom of each seniority
chart on which he or she is listed.
2. A seniority chart is to be established for each discipline. A faculty member qualified in more
than one discipline has a position in the seniority chart for each discipline for which he/she is
qualified. However, a faculty member may not claim seniority in a field in which the faculty
member is not normally assigned regular duties. A faculty member who is qualified to
perform in a discipline in which he/she is not normally assigned regular duties has first
priority on full-time and reduced load summer employment if the faculty member who has
regularly assigned duties in that discipline chooses not to work.
3. A faculty member's seniority for summer employment is determined by the date of his/her
first full-time employment contract. If more than one faculty member in one discipline is hired
on the same date, the faculty members hired on the same date will be listed on the seniority
chart by a one-time random draw. This seniority chart will be used only to determine
summer employment.
4. If a faculty member chooses not to teach at the time of his/her priority, his/her position on
the seniority chart(s) is not affected.
5. Full-time faculty members who do not get full-time summer employment should be given first
priority for employment with a reduced load.
6. During the summer semester, the minimum number of students for a class shall be twenty
(20). This standard, however, is recognized as flexible. Exceptions may be made in cases of
sequential courses, upper-level courses, courses needed for students to graduate and other
cases with extenuating circumstances.
7. Faculty members must declare their intent for summer employment no later than March 15.
8. This policy is subject to change if the Alabama State Board of Education changes its policies
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concerning minimum teaching loads.
Definition of Terms:
For the purposes of this policy, the following definitions apply:
Faculty Workday: seven (7) hours
Full class load: A full class load is a minimum work schedule of thirty-five (35) hours per week,
including a class load of twelve to thirteen (12-13) credit hours. Exceptions to this minimum
workload must be recommended by the appropriate dean and approved by the President.
Full-time faculty: a member of the faculty whose salary is calculated using Salary Schedule D.
Full-time employment: employment to teach a full-load for the nine-month academic year, thus
earning the total salary amount listed for a given rank and step on Salary Schedule D.
Explanatory Notes:
It is possible for a full-time faculty member to have less than full-time employment. Common
occurrences include, but are not limited to, the following:
Example 1: An individual hired as a full-time faculty member to teach a full class load for only
one term or semester.
Example 2: An individual hired as a full-time faculty member for the nine-month academic year,
but who teaches less than a full class load each semester.
Policy Statement
At Shelton State Community College, full-time employment is for the nine-month academic year
only. Employment for the summer term (or semesters) is optional both with the College and with
the instructor. Because summer employment is optional, a full-time faculty member may be
allowed to work less than fifty-four (54) days and/or less than a full class load (12-13credit
hours).
A full-time faculty member who wishes to work less than fifty-four (54) days during a summer
semester and/or less than a normal teaching load (less than 12-13 hours) must submit a written
request to do so. The summer employment request must include the proposed teaching
assignment, the proposed office hour schedule, and a detailed plan to handle instructional
support activities such as faculty advising duties, planning and evaluation requirements, etc.
Summer employment requests must be submitted by March 15.
This summer employment request described above must be submitted to the appropriate
division chair or department head. The request must be approved by the division chair or
department head, by the Associate Academic or Technical Dean, by the Dean of Instruction,
and the President before a contract for summer employment based on the request will be
issued. Full-time faculty choosing to work less than fifty-four (54) days will be paid on a daily
rate basis for each workday on duty. Salary will be calculated in whole workdays only, i.e., the
total number of hours worked should be divisible by seven (7). The faculty must work at least
one-half the number of workdays scheduled in a calendar month to receive sick leave and
retirement credit. Faculty who work less than a normal teaching load (less than 12-13 hours) will
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be paid on a prorated basis: the faculty load will be a proportion based on 13 credit hours as a
full load. For example, a faculty member teaching three (3) credit hour classes would have a
contract based on 9/13 of a full load.
902
Division Chairs
State Board of Education policy provides that the President may designate a chairperson of a
department or division having three or more faculty members with the chairperson being
counted as one. Board policy provides further that a supplement of $400 per month shall be
paid to division or department chairpersons. Division chairs also receive a one-class reduction
in instructional loads.
At Shelton State, the following local policies also pertain to division chairs:
1. The term of office for a division chair is three years.
2. The division chair may serve unlimited consecutive semesters if the respective division chair,
appropriate Dean, and President agree.
3. The chairperson appointment process is initiated in April of the third year of a term.
4. The new term for the chairperson becomes effective with the beginning of the summer term
following the appointment process.
5. The following personnel will be surveyed to determine their chairperson for the next three
years:
a. All personnel on salary schedule “D” with the exception of personnel with one-year
temporary appointments
b. Full-time personnel on salary schedule “C” who have primary teaching responsibilities in
an area
6. The appointment process is as follows:
a. The appropriate personnel will be surveyed to determine a recommendation from the
division to the division dean;
b. Upon receiving the recommendation from the division, the Dean of Academic Services
or Dean of Technical Services will either accept or reject the division’s recommendation;
c. The Dean of Academic Services or Dean of Technical Services will make a
recommendation to the President to either accept or reject the division’s
recommendation;
d. The President may either accept or reject the Dean of Academic Services’ or Dean of
Technical Services’ recommendation.
7. Should the President reject the candidate submitted by the Dean of Academic Services or
Dean of Technical Services, the division will submit an alternate recommendation.
8. Division chairpersons may resign or be removed by the Dean of Academic Services or Dean
of Technical Services or the President anytime during the three-year term.
9. The same appointment procedures will be used for filling a vacated division chairperson
position as if the candidate were to serve a full three-year term.
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10. A division chairperson who assumes office during a three-year term is appointed for the
remainder of that term only. He/she is then eligible for reappointment for additional terms. At the
request of the President, divisions may be re-organized and new elections held which follow the
procedures outlined above.
903
Academic Freedom (ASBE 719.01)
Shelton State Community College supports the concept of academic freedom. In the
development of knowledge, research endeavors, and creative activities, college faculty and
students must be free to cultivate a spirit of inquiry and scholarly criticism.
Faculty members are entitled to freedom in the classroom in discussing discipline related
subjects. Faculty and students must be able to examine ideas in an atmosphere of freedom and
confidence. At no time shall the principle of academic freedom prevent the institution from taking
proper efforts to assure the best possible instruction for all students in accordance with the
mission and objectives of the institution.
The College views its instructors as intelligent and informed citizens. Therefore, he/she should
be free to conduct his/her classes as he/she determines and to discuss any question,
regardless of controversy, if it relates to his/her subject. He/she should recognize, however, that
the public might judge his/her profession and the institution by their public statements.
Instructors should at all times be accurate, should exercise appropriate discretion and restraint,
should show respect for the opinions of others, and should make every effort to indicate that
they are not speaking for the institution.
Source: Alabama State Board of Education Policy 719.01 and the Statement on Academic
Freedom issued by the American Association of University Professors (AAUP) and the
Association of American Colleges (AAC).
904
Teaching Load (Full-time Faculty)
For the fall and spring semesters, the normal teaching load at Shelton State Community College
is fifteen (15) to sixteen (16) semester hours, or the equivalent as determined by the approval of
the Dean of Instruction and the President. For the summer term, the normal teaching load at
Shelton State Community College is twelve (12) to thirteen (13) semester hours, or the
equivalent as determined by the dean and with the approval of the President.
Teaching Overloads (Extra Service)
With the approval of the President, a full-time instructor may be employed to teach a maximum
overload of one course and/or lab per semester. Full-time technical program instructors may be
employed to teach a maximum of fifteen (15) additional contact hours per week for pay if
approved by the President. The overload course must be taught outside the normal thirty-five
hour work week of the instructor, and the pay must be at the prevailing part-time salary rate. For
pay purposes, an overload will be calculated when an instructor teaches more than five classes
and exceeds fifteen (15) credit hours, or more than four classes and exceeds sixteen (16) hours
for fall and spring semesters. For the summer semester, an overload will be calculated when an
instructor teaches more than four classes and exceeds twelve (12) credit hours, or more than
four classes and exceeds thirteen (13) credit hours, or more than three classes and exceeds
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twelve (12) credit hours. Overloads with pay will only be approved for instructors who teach
beyond the full-time load or the equivalent as determined by the President.
Requests to teach an overload must be approved by the division chair and the Dean of
Academic Services or Dean of Technical Services prior to the submission of the request to the
President for approval. Proposed faculty overloads not in accordance with these standards must
be approved by the Chancellor.
Release Time Guidelines
•
•
•
•
•
•
One class of release time to be defined as one three (3) credit hour class.
Release time granted to complete a project assigned to a particular class will be no greater
than the number of credit hours for that class.
A memo from the dean stating the nature and number of hours of release time, signed by
the President, will be attached to the instructor’s work schedule.
Release time is credited to the 15-16 credit hour teaching load.
Release time is not an overload assignment.
The instructor’s official work schedule will show release time.
905
Class Enrollment
Institutional Policy Number 210-15 and 210-16 sets minimum enrollment standards and
guidelines for the academic and technical divisions of the College, respectively. The minimum
class enrollment standard for the academic division is twenty (20) students per class and fifteen
(15) students per class for the technical division. Exceptions are considered on a case-by-case
basis and must be approved by the President. Institutional Policy Number 210-19 sets prorating
of pay guidelines for instructors who teach approved classes with less than the minimum
enrollment standards cited above.
Office Hours
Each semester, an instructor must establish an official work schedule. Faculty members shall
submit their work schedules electronically by using the approved scheduling program no later
than the end of the fifth class day of each semester.
Faculty work schedules must be approved by the division chairperson and the Dean of
Academic Services or Dean of Technical Services. Approved faculty work schedules must be
posted each semester in a location readily available to students. A faculty work schedule must
conform to the following guidelines:
1. Contain a minimum of thirty-five (35) hours each week. These hours must be
classroom/laboratory teaching, "O" office hours, and "S" Student hours. “S” hours are to be
spent in advising students. Work on teams, action groups, etc., is conducted during "O"
hours. Faculty Office hours of Student hours are opportunities for faculty members to be
available for consultation with students, faculty, and staff; therefore, except for unusual
circumstances, faculty members should be in their office with the door open. If a faculty
member is away at a meeting or on a brief errand, a note on the door will enable others to
know the time of expected return.
2. Lunch and/or other breaks, i.e., time off the clock, cannot be included within the thirty-five
(35) hours;
3. Faculty duty may be scheduled beginning at 7:30 a.m., Monday through Friday, and ending
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4.
5.
6.
7.
8.
at 8:00 p.m. Monday through Thursday or 12:00 p.m. on Friday. An exception enables
faculty who teach evening classes or labs to schedule a 15 minute office hour (O) after the
class or lab. Clinical instruction in nursing and respiratory technology has been approved as
an exception to this guideline.
At least, three (3) hours must be scheduled on each of the five (5) workdays;
A minimum of one (1) "S" hour must be scheduled for each class an instructor is assigned to
teach;
No more than six (6) consecutive hours of student contact may be scheduled. For the
purpose of this guideline, classroom teaching hours, laboratory teaching hours, "S" hours,
and “O” hours are considered student contact. After six (6) consecutive hours of student
contact, a faculty member must schedule at least one half hour off the clock. Clinical
instruction in nursing and respiratory care technology has been approved as an exception to
this guideline. Other exceptions are considered on an individual basis at the request of the
division chair and require the approval of the Dean of Academic Services or Dean of
Technical Services. (Example: summer laboratory courses)
No more than thirty (30) hours per week of instructional student contact may be scheduled.
For the purpose of this guideline, classroom teaching hours and laboratory teaching hours
are considered student contact.
If an instructor is approved to teach an extra-service (overload) class, that class and student
hour (S) must be scheduled outside the thirty-five (35) hours of the regular weekly work
schedule;
906
Course Syllabi
The instructor must provide a written syllabus for the course to each student enrolled. The
syllabus must provide all the details necessary for the student to know the full range of
requirements in a class including how the grade is derived and must follow the official syllabus
model. The model syllabus can be obtained from the College website, www.sheltonstate.edu.
Go to Faculty/Staff, Faculty Resources.
Each semester faculty members will electronically submit the syllabus for each course to his/her
division chair and the faculty clerk. The division chair will keep a file of the syllabi in the division.
The syllabus serves as a written “contract” between the instructor and the student and will be
the reference for any grade inquiry or grade appeal. College policies and procedures related to
students are found in the Student Handbook section of the College.
Catalog and on the College website under “Standard College Policies.” The individual course
syllabus provides details for the student regarding how the general college policies are applied
in the particular class.
The “Standard College Policies” found on the College’s website summarizes college policies for
all classes taught at the college. It is revised annually at the beginning of the fall semester and
is distributed to every student as the student completes the vehicle registration/waiver process.
The SSCC Standard College Policies is also available on the college webpage, the inside
webpage and the faculty resource page.
Class Meetings
It is College policy that every class will begin and end on time. It is the instructor’s responsibility
to ensure that classes meet at every scheduled time from the first day of classes through the
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final examination for the full period. The official policy of the College stipulates that there are no
regularly scheduled breaks in any of the class periods.
First Class Meeting: The first day of class is an essential instructional day; classes should be
held for the entire class period.
Final Examination Class Meeting: If there is a Final Examination in a class, it must be given
according to the college final examination schedule. In the event that there is no final
examination, the class will meet for a scheduled meaningful learning experience during the final
examination period. Any exception to this policy must be approved in advance by the division
chair and the Dean of Academic Services or Dean of Technical Services.
907
Classroom Supervision
Instructors should supervise classrooms to ensure that a positive learning environment exists at
all times. It is the instructor’s responsibility to assure that the college policies regarding student
conduct are followed in the class. In the event that there is a problem with student conduct, the
instructor will inform the student(s) that their conduct is not in compliance with college policy. If
the student(s) continue noncompliance with college policy, the instructor will inform the Dean of
Student Services in writing at the first opportunity after the class ends. In extreme situations, the
instructor may find it necessary to dismiss the class due to the disruption.
Individual students may not be dismissed from the class.
In the interest of maintaining an environment conducive to learning, it is college policy that there
will be no drinking, eating, cell phone use, digital pager use, and/or tobacco use in the
classrooms at any time. This policy must be strictly enforced by the instructor.
At the conclusion of the class, instructors should leave the classroom in good order and, unless
there is a class immediately following, should turn off the lights *and all computers, monitors,
and printers.
908
Class Rolls
Instructors should print a class roster prior to the first day of class for each class meeting during
the drop/add period. Any student that is not on the official class roster should be instructed to
officially register for the class prior to the next class meeting. Once the drop/add period is over,
any student that is not on the class roster in the BANNER student information system should not
be allowed to return to class without a clearance form authorized by the Office of Enrollment
Services.
An Official Class Roll: Class rolls are obtained by the instructor by accessing BANNER. These
should be verified prior to each class meeting.
Financial Aid Attendance Verification: Students receiving Federal Financial Aid assistance
must attend class in order to receive aid. After the drop/add period has ended, instructors must
verify attendance for students who receive aid. Those students are indicated on class rolls and
attendance must be verified within BANNER within the class roster for each class. Students
should be marked as non-attendance if the student has never attended the class.
Students who are not on the official roll but who are attending class should be directed to the
Office of Enrollment Services immediately after class to clear their enrollment status.
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Instructors are not to add these students’ names to the roll until a clearance slip is sent from the
Office of Enrollment Services.
No other class rolls will be distributed. Instructors may access the BANNER system at any time
regarding the enrollment status of any student or to update the status of their rolls during the
semester; they may also inquire in the Office of Enrollment Services.
Two important Notes:
a. Students who are not on the Official Class Roll will not receive credit for taking the class
(and should not be allowed to attend the class). Class rosters within the BANNER
student database represent those students who are officially registered for that particular
class. Students not listed on the class roster may not attend class.
b. Students must officially withdraw from any class in which they are registered. In certain
circumstances students may be administratively withdrawn from classes.
Student Withdrawals from Classes
Once classes begin for the respective term, students who wish to withdraw from a class or
completely withdraw from school must officially withdraw on or before the date designated as
the last day to withdraw for the semester. The last day to withdraw from any class is defined in
the College’s Academic Calendar and there will be NO withdrawals after this date. A student
who withdraws prior to the published date will receive a grade of “W” regardless of the grade
average at the time of the withdrawal, and the “W” will be recorded on the student’s transcript.
Students who remain in the class after the last day to withdraw will receive the grade earned for
the class. No withdrawals will be taken over the telephone or by email. Failure to attend class
does not constitute official withdrawal. Students are unable to completely withdraw from all
classes online and are required to meet with an advisor/navigator prior to withdrawing
completely from Shelton State. Students who wish to withdraw from some, but not all, classes in
a given term are encouraged to meet with an advisor/ navigator. Students who are Pell
recipients or receive veteran’s benefits must speak with a representative from the Office of
Financial Aid before withdrawing from classes. Grant awards can be reduced or cancelled if
students do not complete classes successfully. Withdrawing from any course has the potential
to impact current and future financial aid opportunities.
Student Attendance
Instructors must record attendance for every class or lab meeting.
Final Examinations
Final examinations must be given at the time scheduled. The division chair and the Dean of
Academic Services or Dean of Technical Services must approve in advance any deviation from
the published final examination schedule. In the event that a final examination is not given in a
class, the class will meet at the scheduled examination time for a scheduled meaningful learning
experience.
909
Final Grades
Final grades are electronically submitted. Instructions are sent to faculty from the Office of
Enrollment Services detailing the procedure. Instructors are responsible for following the
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procedure and posting their final grades before the deadlines. Each student on the electronic
roll must be assigned a grade. If a student has been attending the class and that student’s
name does not appear on the final electronic grade sheet for posting, the instructor must
immediately contact the Office of Enrollment Services. Grades of “I” should be given only in
exceptional circumstances and by arrangement between the student and the instructor.
Permission to assign a grade of “I” requires:
1) a written plan to remove the “I” on file with the division chair, and 2) permission of the division
chair. Students who miss the final examination with no prior notice to the instructor will receive a
grade of zero on the final examination. The final grade will be computed and posted by the
deadline. A change of grade may be filed if circumstances warrant. Details about grades and
related marks are in the college catalog
Posting of Grades: Because students may promptly access their grades electronically, and
because of the imperatives of student privacy as required by the Family Educational Rights and
Privacy Act (FERPA), it is the policy at Shelton State Community College that students’ grades
will not be posted, sent by email, postcard, or given over the telephone. Instructors may wish to
allow students to leave a stamped self-addressed envelope and/or to inform students of their
office hours during the last days of the term for private conferences.
Grade Books: At the conclusion of each semester, instructors shall keep on file complete
records for each class taught. A complete record consists of the syllabus, all grade records, all
attendance records, a record copy of each test and major assignment, and the students’ final
examinations. These are to be kept for three years, after which they may be discarded in
accordance with policies and procedures for college records. At the conclusion of the semester,
Division Chairs will collect complete records for all classes taught by adjunct instructors.
Textbooks loaned to adjunct instructors must also be returned to the division chair.
910
Textbook Procedures
Textbook Selection Procedures
Each division will have a textbook selection committee that is appointed by the division chair.
The textbook selection committee will be composed of fulltime and adjunct faculty members in
each subject area of the division. The textbook selection committee will select instructional
materials for adoption according to the following criteria:
1.
2.
3.
4.
Appropriate for the objectives of the course
Current with best scholarship in the field
Appeals to a variety of learning styles
Enables incorporation of technology appropriate to the course
5. Represents a good value for the student
If the text leads to personal profit for any instructor at the college, that instructor may not serve
on the textbook selection committee. In the event that the division chair would profit from the
selection of a textbook, the appropriate dean will appoint the textbook selection committee.
The textbook selection committee will make recommendations to the division chair who will
place the textbook and/or other instructional materials on the official textbook adoption list in
accordance with scheduled deadlines and procedures.
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Official Textbook and/or Instructional Materials List
Each semester the official textbook and/or instructional materials adoption list is submitted to
the division chairs for the following semester. Division chairs will update the list to reflect
decisions of the textbook selection committees and will return the corrected list to the
appropriate dean. Textbooks or other materials may be designated “required” or “optional.”
Other notes or addenda may be added to guide the vendors and the students regarding the
intended use of the text or materials in the class. The deans will communicate the revised
textbook and/or instructional materials list to the vendors, including the college bookstore. The
deans are the college’s designated liaisons with textbook vendors. All communications with
vendors will be through the deans or their designees. All instructors will use the textbooks and
instructional materials that are on the approved textbook list. Instructors’ concerns regarding
textbooks or instructional materials should be presented to the division chair or to the
designated textbook committee for the course.
Faculty Resource Center
The Faculty Resource Center provides support for all full-time and adjunct faculty regarding the
use of advanced technology and resources in the classroom. Support is available to assist with
the design, development, implementation and maintenance of web technologies; the production
of audio and video materials for online and internet instructional use; and for the utilization of
software, graphics, publications, photos, html files, templates, etc. needed to create instructional
materials. The Faculty Resource Center may be reached at 391-3978. Additionally, the Faculty
Clerk is available to both full-time and adjunct faculty for clerical assistance and may be reached
at 205.391.5856.
911
Sale of Complimentary Textbooks
The Alabama Ethics Commission has issued an advisory opinion "that faculty members may not
sell for personal profit complimentary copies of textbooks furnished to them by textbook
publishers for possible use in the classroom." At Shelton State Community College, it is
suggested that faculty members donate complimentary copies of textbooks to the library or to a
charity book drive, often sponsored by a student organization on campus.
912
Distance Education Support
The College has designated full-time faculty members to assist full-time or adjunct faculty as
they develop and teach online courses or incorporate web components into their traditionally
delivered classes. Instructors in distance education courses at Shelton State Community
College teach the same competencies as courses offered on campus; the difference is in the
delivery. Instead of attending a class where an instructor provides a lecture and leads a
classroom discussion, distance courses are delivered over the Internet. Using computer
technology, distance education may open the opportunity for higher education to many students
for whom time, geography, family, or career commitments preclude enrollment in traditionally
scheduled classes.
913
Computer Resources
Laptop computers and digital projectors are generally available for instructional or training
purposes in the libraries on the Martin and Fredd campuses. Faculty or staff members should
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contact the appropriate library to determine availability and/or to reserve the required
equipment.
914
Web Based Resources
The Faculty Resource Page at is available to all faculty and contains current information that
fulltime and adjunct faculty need regarding the Standard College Policies, the Model Syllabus,
and other essential information for instruction. The College web page www.sheltonstate.edu
also has a link to the Catalog and Student Handbook.
Full-time and adjunct instructors are provided with College email addresses and are expected to
check them for messages from their students or from other College personnel. Important
messages are sent from the Dean’s office to faculty via email. Assistance with accessing the
web-based resources of the College may be acquired through the Faculty Resource Center at
391-3978.
915
Unofficial Web Pages
Faculty members are encouraged to create unofficial faculty web pages. Faculty members may
put their syllabi, assignments, or any relevant instructional information on their website.
Assistance may be obtained in creating or maintaining the faculty website by consulting with the
Faculty Resource Center staff. Since these web pages are created by the faculty member and
are not checked for compliance with the college web page policies, the faculty member is
responsible for their content. These web pages must adhere to copyright and trademark laws;
they must not violate the Alabama Ethics Act or any other local, state, or federal laws, and must
be strictly related to the educational mission of the College. In addition, to the average person
applying contemporary community standards, the dominant theme of any Website shall not
appeal to prurient interest.
All unofficial Websites must be in compliance with all appropriate College policies, guidelines,
rules, and procedures, such as the College’s commercial solicitation policy and the Student
Handbook. Further, it is expected that the content of such Websites will not be in conflict with
the policies and guidelines outlined herein.
Shelton State Community College will not undertake to edit or pre-approve unofficial Websites
or review their content. However, any pages discovered in violation of these policies and
guidelines shall be subject to immediate removal from the College’s network.
The welcome page of an unofficial page Website must carry in a visible, readable form the
following disclaimer:
“The views, opinions, and conclusions expressed in this page are those of the author or
organization and not necessarily those of Shelton State Community College or its
officers or the Alabama State Board of Education. The content of this page is solely the
responsibility of its author or organization and has not been reviewed or approved by
Shelton State Community College.”
Each page in the site must include a link to its preceding page and to the disclaimer above.
According to the “Responsible Use” requirements of Institutional Policy 210-18: Computer
Resource Use, unofficial Websites may not be used for commercial purposes or for personal
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financial gain or benefit unless such use or gain is specifically allowed by law. Advertising may
be published on the website of The Office of Student Media in accordance with the College’s
established advertising and solicitation policy.
916
Absence from Class
Instructors who must miss class for any reason are to call 391-2903 to arrange for their
class(es) to be cancelled. They should provide information about the class to be cancelled, the
room number, and any information that the students need, for example, tests or assignments
that require re-scheduling. Calls for early morning classes should be made by 7 a.m. if possible.
In addition, the instructor should also call their division chair to inform them of their absence.
Upon returning to work, appropriate leave forms should be filled out according to college
policies and procedures. If the absence is due to illness, the proper leave request form must be
turned in to the division chairperson within three days after the instructor returns to work.
Personal leave or professional leave require approval prior to the absence. Leave forms are
available on the inside web page and the faculty resource web page.
917
Field Trips
Definition
A field trip is any educationally related activity or event (either optional or mandatory), which
requires students to travel off campus to an instructional site other than designated in the
Schedule of Classes. This definition excludes nursing/allied health clinical activities and other
alternate teaching sites that must be utilized to accomplish the minimum objectives
(competencies) of a course, (e.g. visits to other libraries required in library science, evening field
observations required of astronomy classes).
Procedures
A field trip requires prior approval of the division chair and the Dean of Academic Services or
Dean of Technical Services, and the Dean of Student Services. The expenses of field trips are
charged to departmental budgets. Usual minimum expenses are those for a College vehicle and
for a certified driver of that vehicle. These expenditures must be approved by the division chair
prior to the proposed field trip. For additional information, instructors are encouraged to pick up
a field trip information packet from the Office of the Dean of Student Services. All required forms
in the field trip informational packet must be completed and submitted to the appropriate dean(s)
for approval.
918
Catalog Review and Curriculum Development
A central responsibility of the college faculty is to assist the administration in its efforts to assure
that the curriculum of the institution--its course offerings and programs of study--is of the highest
quality and that it is effectively articulated with the needs of the students and the needs of the
community.
Curriculum Assessment Action Team
Shelton State has identified student learning outcomes (SLO) for each course in the curriculum.
The College also has identified how each SLO will be assessed. This assessment is based on
assignments that are consistent for each class section of the course. These assignments are
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evaluated on a common rubric. Data from the assessment of these assignments is collected
and analyzed and used as the basis for implementing improvement in the teaching/learning
associated with the course. The Curriculum Assessment Team has oversight of this entire
process, including approval of the SLOs and assessment methods.
Curriculum Action Team
The Action Team on Curriculum is explicitly designated as the official vehicle through which
such faculty assistance, its advice and counsel, are channeled and communicated. Faculty or
staff who wish to propose a revision to the curriculum are 103 asked to gather relevant
information and submit the proposal to the Chair of the Action Team on Curriculum. The
members of the Action Team analyze these suggestions and recommendations and accept
those that are deemed suitable. All curriculum changes must comply with the policies of the
Alabama State Board of Education. Of particular note in this regard is the Alabama Community
College System Course Directory. This document contains standard numbers, titles and
descriptions for all general education courses offered in the Alabama Community College
System. The Directory also contains standard numbers, titles, and descriptions in a number of
other disciplines. Any proposed change in the curriculum, which involves a new
discipline/program, must be submitted for approval, over the President's signature, to the
Chancellor. Before taking action on the proposed change, the Chancellor will send each request
to the Department of Postsecondary Education Directory Revision Committee for its analysis
and recommendation. At the conclusion of its deliberations, the Action Team on Curriculum
either rejects or recommends the proposed curriculum change. Each of the deans in
Instructional Services serves as ex officio members of the Action Team on Curriculum. Upon
approval of a majority of the voting members, the Chair of the Curriculum Action Team forwards
the approved curriculum revision to the Dean of Academic Services or Dean of Technical
Services for final review before it is submitted to the President. Upon approval of the President
and, when appropriate, the Chancellor, the curriculum is established. Any proposed change in
the curriculum, which involves a new program or new courses in a discipline included within The
Directory, if required, must be submitted for approval, over the President's signature, to the
Chancellor.
The Catalog Action Group
The Catalog Action Group meets periodically to continuously review the catalog for biannual
publication. All revisions from the Action Group on Curriculum, Instruction, and Learning
Resources are forwarded to the Catalog Action Group by the Dean of Academic Services or
Dean of Technical Services. Other revisions are solicited and received in a college wide review
of the catalog. When necessary, the Catalog Action Group circulates addenda which update the
catalog between biannual editions.
919
Proposal of New Courses and Programs
General Guidelines
Proposal of new courses or programs is the responsibility of the Dean of Academic Services or
Dean of Technical Services. Faculty members who wish to propose new programs or courses
are encouraged to discuss the proposals with the appropriate dean. The Action Group on
Curriculum, Instruction, and Learning Resources reviews the proposal.
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Proposal Format
In proposing a new course for inclusion in the curriculum, the following should be included in the
proposal:
1. A brief outline that includes the objectives of the course.
2. An explanation of how the proposed course is consistent with the purpose and
objectives of the program it supports.
3. An estimate of the number of students anticipated for the course and a description of the
potential sources for the course.
4. A description of what will be required to implement the course, including the following:
a. Description of the facilities required.
b. A budget needed to support the course.
1. Equipment required
2. Durable supplies and teaching aids
3. Expendable supplies
c. Credit hours, lecture hours, and laboratory hours.
d. Number and qualification of faculty needed to teach the course.
e. The prerequisites of the course.
5. An indication of whether existing library holdings are adequate for the course. If not, a
list must be submitted including the cost of the additional holdings needed.
6. An indication of how the course will affect other programs.
7. Certification from each department chairperson as to the impact the change will have on
the respective department.
8. The Dean of Academic Services and the Dean of Technical Services will provide
additional information, including deadlines for submitting proposals for review by the
Action Group on Curriculum, Instruction, and Learning Resources.
920
Faculty Performance Evaluation
Faculty Performance Evaluation occurs annually during the spring semester. The criteria and
procedures are posted and can be acquired from the inside web page and the faculty resource
webpage.
During the spring semester, each instructor will complete instruments for 1) the Self-Evaluation,
2) the Accomplishments for the present academic year, and 3) the Goals for the coming
academic year. The Division Chair or supervisor reviews the current job description with the
instructor and completes the evaluation form for each instructor in his/her division. The Division
Chair or supervisor meets at an appointed time to discuss the self-evaluation, the supervisor
evaluation, the accomplishments for the current academic year, and the goals for the coming
academic year. The instructor being evaluated has the opportunity to agree or disagree with the
evaluation results and may file any comments or objections in writing with the report.
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921
Student Opinion Surveys
During fall and spring semesters, a "Student Opinion Survey" will be administered in all credit
classes at the College. Copies of the results of these surveys will be electronically sent to each
instructor and to the division chair and will be retained for a period of time as determined by the
institution.
The division chair and the Dean of Academic Services or Dean of Technical Services will review
the results of these surveys and will discuss the results with each individual instructor for the
purpose of improvement of instruction. In addition, if all parties agree that the surveys indicate
areas where the faculty member may make improvement, the deans and the instructor will
recommend those steps, which will be taken to achieve the desired improvement.
The results of the Student Opinion Survey and a written statement regarding steps of
improvement to be taken will be included in the instructor's goals for the coming academic year.
922
Course Evaluation
Course evaluation is ongoing at the college and takes several forms. The results of Student
Opinion Surveys are analyzed and evaluated for course evaluation. The Director of Institutional
Research regularly reports data on enrollment reports, grade distribution, student withdrawals,
as well as research projects for specific purposes. The data is then shared with the Dean of
Academic Services or Dean of Technical Services, appropriate division chairs, and faculty for
analysis. In addition, transfer students’ records are followed to ascertain subsequent success at
four year institutions. Technical students’ success is ascertained by use of employer surveys.
Surveys at graduation also provide data for evaluation of the college’s instruction and services.
923
Classroom Observations
Faculty and administrators are encouraged to arrange informal classroom visits in order to be
more aware of the learning environment at the college. In addition, Division Chairs and the
Dean of Academic Services or Dean of Technical Services may visit the classrooms of
individual instructors on a periodic basis. This formal observation is done according to the
following procedures:
The purpose and emphasis of formal classroom observation is to effect improvement in
instruction. Classroom observation activities also are a component of the process of evaluation
of faculty.
Procedures
1. Classes will be observed either by the deans, associate/assistant dean or division
chairs.
2. In most cases, faculty will receive prior notification of the observation. Unscheduled
observations may occur, however, and are not prohibited by this policy.
3. The official observing the class will remain in the classroom for the full class period.
He/she will make observations on anything that she/he thinks noteworthy, including both
the behavior of the faculty member conducting the class and the behavior of the
students in the class.
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4. The official observing the class will prepare a written report in which he/she describes
her/his observations and the suggestions and recommendations that he/she developed
from those recommendations. This report will be regarded as preliminary.
5. The official observing the class will include in his/her written report some observation
about how the instructor performed in the specific class being 106 observed relative to
the following items:
a. Class Structure
i.
ii.
iii.
iv.
v.
Starts class on time
Reviews previous day’s content
Gives overview of day’s course content
Summarizes course content covered
Directs student preparation for next class
b. Methods
i. Provides well-designed materials
ii. Employs non-lecture learning activities
iii. Encourages class discussion/participation/questions from a variety of
students
iv. Employs other tools/instructional aids
v. Delivers a well-planned lecture
c. Teacher Student Interaction
i. Solicits student input/questions
ii. Provides help to students who request it
iii. Demonstrates awareness of individual student learning needs
d. Content
i.
ii.
iii.
iv.
v.
Appears knowledgeable
Appears well-organized
Eplains concepts clearly
Elates concepts to students’ experiences
Selects learning experiences appropriate to level of learning
e. Laboratory
i. Maintains effective laboratory
ii. Develops and maintains adequate resource materials
iii. Relates laboratory to course description
iv. Relates laboratory to lecture
v. Provides frequent and appropriate feedback
vi. Communicates appropriate safety protocols
vii. Models proper laboratory technique
viii. Directs student clean-up of laboratory equipment and workspace
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6. The official observing the class will schedule a conference with the faculty member to
review the teaching observation. Based on that conference a report will be prepared.
7. The faculty member will be asked to sign the final report. He/she may sign that she/he
agrees with the report or that he/she does not agree with the report.
8. If the faculty member does not agree with the report, he/she may file a written
response (rebuttal) to the report. This response (rebuttal) should be filed within seven (7)
working days after the final report on the observation has been signed.
9. If recommendations for improvement are included in the final report, the official
observing the class may request specific follow-up measures to document the
achievements of those recommendations.
10. All documents relating to classroom observation of faculty will be placed in the
faculty member's Faculty Annual Performance Evaluation.
11. Division chairs will be informed of the results and allowed to view the documents with
respect to classroom observation conducted by the dean or associate/assistant dean for
faculty in the disciplines supervised by the division chair.
924
Faculty Involvement in Budget Development
Each year faculty is asked to submit budget requests for the forthcoming year.
The division/department chairs use these requests for formulating the departmental budget
requests. Division/department requests are forwarded to the Dean of Academic Services or
Dean of Technical Services to complete the development of the instructional budget.
925
Professional Development Plan and Report
The results of the annual evaluation including job description review, self-evaluation, supervisor
evaluation, accomplishments for the present year, setting of goals for the coming year, results of
student opinion surveys, and classroom observations comprise the comprehensive professional
development plan for the instructor.
926
Division Awards Program for Faculty
The College wishes to recognize faculty members who enhance the reputation of the College
through demonstrated excellence in leadership, service, and scholarship.
Each year, academic divisions may nominate individual faculty members for department
awards. The criteria for nomination are:
1. Individuals must be employed by the College a minimum of ten (10) years
2. Individuals must have demonstrated excellence in:
a. Leadership – to include regional/national recognition
b. Service – to include outstanding contributions that fulfill the mission of the
College
c. Scholarship – to include contributions to any field of study at the College,
The Division should submit their award recommendation(s) to the Honors
Action Group for review. A recommendation is then sent to the
President’s Council for approval. The decision of the President’s Council
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is final. The deadline for submitting recommendations is January 15 of
each year. Should January 15 fall on a weekend, the deadline will be the
first workday thereafter.
927
Policy for Instructional Coordinators
It is the intent of the College to place all permanent full-time teaching positions on the D
(Faculty) Salary Schedule as specified by the Alabama State Board of Education.
This is to be done in compliance with credential requirements for teaching positions as
established by the Alabama Department of Postsecondary Education and the Alabama State
Board of Education.
The College, however, reserves the right to place instructors with unique responsibilities on the
Coordinator's Salary Schedules, C-1, C-2, or C-3. Training for Business and Industry may place
instructors on one of the three coordinator's schedules as deemed appropriate. Instructional
Coordinators normally have responsibilities in coordinating and implementing program
curriculum, assigning classroom/lab facilities in addition to teaching responsibilities.
Assignments will include duties and responsibilities during non-traditional times and off-campus
sites. Instructional Coordinators will follow work schedules and annual calendars as assigned by
their supervisor.
Instructional Coordinators may have educational and experience credentials specified by the
Alabama Department of Postsecondary Education, the Alabama State Board of Education and
the President of the College.
1000 GENERAL POLICIES AND PROCEDURES
1001
Bookstore
Shelton State Community College contracts with a bookstore vendor to operate a
comprehensive bookstore serving the mission, goals, and objectives of the College population.
Textbooks, supplies, and tools required for institutional programs are made available for
purchase to students.
The bookstore is located on the Martin campus in the Atrium and operates from 7:30 a.m. to
6:00 p.m., Monday through Thursday and from 8:00 a.m. to noon on Friday.
1002
Budgeting (ASBE 304.01)
Faculty, staff, and administration participate in the preparation of a detailed annual budget.
Each year, Business Services distributes historical budget reports to Deans, Directors, and/or
Department Heads. These reports are used by each department to analyze previous years’
actual expenses, taking into account the upcoming year’s needs. Deans must approve by
signing all budget request sheets for their areas. A written justification with Dean’s approval is
also required if an overall increase from the current year’s budget is requested. Reports and
new year requests will then be returned to Business Services.
The College’s Chief Financial Officer is responsible for preparing the institution’s annual budget
based on available funding and priorities of the institution. Budgets will be entered from the
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requests submitted by departments. The Chief Financial Officer will meet with the President to
review requested budget amounts and overall needs of the College. At the President’s
direction, it may be necessary to adjust requested amounts.
After receiving final approval from the President, the Chief Financial Officer submits the budget
to the Department of Postsecondary Education for review and approval. The budget is
submitted electronically in the prescribed format on a date set by the Department of
Postsecondary Education. The budgets are reviewed, analyzed, and processed by the Fiscal
Services Division of the Department of Postsecondary Education, before being presented by the
Chancellor to the State Board of Education for approval. Business Services is responsible for
entering the approved budget amounts into the accounting system and maintaining budgetary
control.
As expenses occur during the year, they are charged to the appropriate budget. Deans and
designated employees can review their budgets and activity in the College’s accounting system.
College Presidents are authorized by State Board of Education policy to amend their institution’s
budget by transferring funds within functional areas, such as instruction, academic support,
student services, etc. When expenditures exceed the overall total requested resulting in a
material change, a budget amendment must be submitted to the Department of Postsecondary
Education for Chancellor approval.
1003
College Communications
The College disseminates information to employees through a variety of means: internet,
mailboxes, telephones, voice mail, email, and college publications.
Internet: The College maintains a public access website at www.sheltonstate.edu and a
restricted access internal web page for employees at http://Intranet.sheltonstate.edu. You must
have a password to use the internal web page. For more information on access to the internal
web page call the help desk at Extension 3939.
Mailboxes: Mailboxes are provided on the Martin Campus and the Fredd Campus for each
employee, or in some cases, offices. The boxes on the Martin Campus require a key that is
issued by the Manager of Shipping and Property Control. Mailboxes should be checked
frequently as campus mail is one of the means of communication for official college business.
Telephones: Shelton State has access to the State ATTNET System for official College
business long distance calls. Employees should see their supervisor regarding access to a
telephone with ATTNET. Employees are not allowed to make personal calls on ATTNET.
Voice Mail: Employee telephones are connected to the college's management information
system by a feature that allows voice mail communication. Avaya as the system is called, is an
efficient cost-saving avenue of communication.
Email Introduction: Shelton State Community College provides its employees with systems to
send and receive electronic mail (email) so they can work more productively. Email gives
employees a useful way to exchange ideas, share files, and keep in touch with colleagues,
whether they are located in the next room or thousands of miles away.
[79]
The College’s email system is a valuable business and communication asset. The messages
sent and received on the email system, like memos, letters, or other documents created by
employees in the course of their workday, are the property of Shelton State Community College.
This policy explains rules governing the appropriate use of email and sets out Shelton State
Community College’s rights to access messages on the email system.
Access to Employee Email: Employees and students should not have any expectation of
privacy with respect to messages or files sent, received, or stored on Shelton State Community
College’s email systems. Email messages and files, like other types of correspondence and
institutional documents, can be accessed and read by authorized employees or authorized
individuals outside the company. Authorized access to employee email by other employees or
outside individuals includes, but is not limited to, the following:
1. Access by the system’s administrative staff during the course of system maintenance or
administration;
2. Access approved by the employee's supervisor, Dean, or other officer of Shelton State
Community College when there is an urgent business or operational reason to access the
employee's email mailbox—for example, if an employee is absent from the office and the
supervisor has reason to believe that information relevant to the day's business is located in the
employee's email mailbox;
3. Access approved by the student’s Dean or the employee's supervisor and Dean, the Dean of
Human Resources, or an officer of Shelton State Community College when there is reason to
believe the employee is using email in violation of College policies;
4. Access approved by the Human Resources Department in response to the College’s receipt
of a court order or request from law enforcement officials for disclosure of an employee's email
messages.
Email should not be used to communicate sensitive or confidential information. Employees and
students should anticipate that an email message might be disclosed to or read by individuals
other than the intended recipient(s), since messages can be easily forwarded to other
individuals. In addition, while the College endeavors to maintain the reliability of its email
system, employees should be aware that a variety of human and system errors have the
potential to cause inadvertent or accidental disclosures of email messages.
Passwords: Each user accesses the email system by means of a log-in name and password.
1. Passwords are intended to keep unauthorized individuals from accessing messages stored
on the system. From a system’s perspective and from the perspective of an email recipient,
passwords also establish the identity of the person sending an email message. The failure to
keep passwords confidential can allow unauthorized individuals to read, modify, or delete email
messages; circulate email forgeries; and download or manipulate files on other systems.
2. The practice of using passwords should not lead employees to expect privacy with respect to
messages sent or received.
3. Users are encouraged to choose new passwords every six months. Passwords must be at
least eight characters in length and should never consist of a proper name or a common word.
Passwords should never be given out over the phone, included in email messages, posted, or
kept within public view.
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Personal Use: The College allows incidental personal use of its email system subject to the
following conditions and restrictions:
Personal use should be infrequent and must not:
 Involve any prohibited activity;
 Interfere with the productivity of the employee or his or her co-workers;
 Consume system resources or storage capacity on an ongoing basis;
or
 Involve large file transfers or otherwise deplete system resources available for business
purposes.
a) Using email to participate in any newsgroup, mailing list, bulletin board, or other type
of discussion forum that is not job-related is not incidental personal use and is strictly
prohibited.
b) Employees and students should not have any expectations of privacy with respect to
personal email sent or received on the College’s email system. Employees and
students should delete personal messages as soon as they are read or replied to.
Employees should not store copies of the personal messages they have sent.
Because email is not private, employees and students should avoid sending
personal messages that are sensitive or confidential.
Prohibited Activities: Employees and students are strictly prohibited from sending email or
otherwise using the email system in connection with any of the following activities:
 Engaging in illegal, fraudulent, or malicious activities;
 Engaging in activities on behalf of organizations with no professional or business
affiliation with Shelton State Community College;
 Sending or storing offensive, obscene, or defamatory material;
 Annoying or harassing other individuals;
 Sending uninvited email of a personal nature;
 Using another individual's account or identity without explicit authorization;
 Attempting to test, circumvent, or defeat security or auditing systems, without prior
authorization;
 Permitting any unauthorized individual to access Shelton State Community College’s
email system; or
 Distributing or storing chain letters, jokes, solicitations or offers to buy or sell goods, or
other non-business material of a trivial or frivolous nature.
Confidential Information: All employees are expected and required to protect confidential
information. Confidential information should never be transmitted or forwarded to outside
individuals or companies not authorized to receive the information. Employees must exercise
greater care when transmitting confidential information when using email than with other
communication means because email makes it easier to redistribute or misdirect information to
unauthorized individuals.
Shelton State Community College also requires its employees to use email in a way that
respects the confidential and proprietary information of others. Employees and students are
prohibited from copying or distributing copyrighted material—for example, software, database
files, documentation, or articles—using the email system.
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Email is an inappropriate method of communicating certain types of confidential information.
Employees should consult their supervisor and the system’s administrator before emailing
highly sensitive or confidential information.
Storage Policy: The College strongly discourages the storage of a large number of email
messages. Retention of messages takes up a large amount of space on the email server and
can slow down system performance. In addition, because email messages can contain
confidential information, it is desirable to limit the number, distribution, and availability of such
messages.
a) Deletion by users: As a general rule, if a message does not require a specific action
or response, it should be deleted after it is read. If the content of the message needs to
be saved for more than two weeks, it should be archived to a local hard disk or printed
out and saved to an appropriate file. Employees should review their messages weekly
and delete those that are not needed.
b) Deletion by system administrator: The system administrator reserves the right to
enforce the following retention rules:
• All inbox messages automatically are deleted after 30 days.
• All message log entries (copies of sent messages) are deleted after 30 days.
• All private folder messages are deleted after 180 days.
• All bulletin board messages are deleted when they are no longer required or
appropriate.
• Messages requiring longer retention must be archived by the individual user.
Encryption: Encrypting email messages or attached files sent, stored, or received on the
College’s email system is prohibited except where explicitly authorized. Employees and
students are prohibited from using or installing any encryption software without prior permission
from the College’s Office of Administrative Computing Support. Employees with a business
need to encrypt messages should submit a written request to the systems administrator, with a
copy sent to their supervisor.
Email Lists and Distribution: Bulk distribution of email to all employees, significant numbers of
employees of the College, or to students must be approved by the appropriate division dean
prior to distribution. Email lists should be used sparingly and only for official College business or
job related activities. Use of bulk email for commercial, personal, private, or other noninstitutional purposes is prohibited.
1004
Copy Centers
The Martin Campus Copy Center is located in room number 2637 in the Faculty Suite on the
Second Floor. On the Fredd Campus, copier access is available through the Administrative Office
in the Main Building. Copying is restricted to material that is directly related to classroom
instruction or the operation of College departments. Departmental budgets are charged for all
copies made. Copy center hours are 7:30 a.m. to 5:30 p.m. Monday through Thursday and 8:00
a.m. to 12:00 p.m. on Friday. The Martin Campus Copy Center direct line is 205.391.2341.
Please call 205.391.2655 for copying assistance on the Fredd Campus.
[82]
1005
Equipment Inventory
In accordance with regulations of the State of Alabama, State Board of Education Policy
Guidelines, Shelton State Community College is required to implement and maintain the
objectives of these procedures and track and account for all College capital assets. The
inventory process is used to maintain campus records and required the cooperation of College
personnel to ensure accuracy of inventory records. Departments are accountable for all fixed
assets assigned to their department. This policy applies to faculty and staff with responsibility
for purchasing, maintaining or disposing of fixed assets, including Deans, Department Heads,
and central administrative offices.
It is necessary for Shelton State Community College (the “College”) to safeguard and maintain
its fixed assets in order to receive the maximum benefit from those assets, to comply with
College and Federal requirements regarding the use and disposition of Fixed Assets, and to
properly account for its Fixed Assets for financial reporting purposes.
The College capitalizes purchases of tangible personal property greater than $5,000 with a
useful life greater than one year. Property not meeting these requirements will not be recorded
in Banner as a Fixed Asset and will be expensed in the current accounting period. All capital
equipment must be identified with a fixed asset tag, which is provided by Business Services. A
Fixed Asset Inventory Form and an asset tag is sent to the Manager of Shipping and Property
Control who contacts the requestor of the property and arranges a time to tag the item.
Definition
Shelton State Community College utilizes the following definition of equipment: Equipment is
tangible property, with an acquisition cost of $5,000 or more, and a useful life of more than one
(1) year. The total cost of the equipment may include tax, installation charges, and freight.
Procedure
Acquisition of Equipment
The purchase of equipment and property is conducted according to the College’s Purchasing
Policies and Guidelines. Property should be used for the purpose originally intended.
In addition, the following criteria should be met:


The purchase of equipment and property should be necessary and allowable.
The College should avoid purchasing duplicate items whenever possible and feasible.
Use, Security, Maintenance, and Inventory of Equipment
Departments who have custody of property are responsible for ensuring its proper use,
protection, maintenance, and security and are encouraged to:
1. Development guidelines and implement procedures (consistent with College-wide
guidelines) on acceptable acquisition, use, disposal, transfer, and physical security
measures.
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2. Delegate responsibility for departmental equipment inventory control to appropriate
individuals (custodian). The custodian is responsible for fixed assets and
3. Review periodic reports of capital equipment inventory for accuracy and completeness.
4. Immediately report theft to Campus Security, notify the Manager of Shipping and
Property Control of the theft, and complete a police report and Property Disposal Form.
Departments should make adequate provisions for the physical security of any equipment in its
possession. Areas containing equipment should be locked after business hours or at other times
when not in use. Special precautions should be taken for portable items and those of particularly
high value.
Maintenance of Equipment
Adequate maintenance procedures need to be implemented to keep equipment in good working
condition. Proper care and preventative maintenance of equipment will ensure a long and useful
life. Accordingly, it is important to maintain equipment according to the manufacturer’s
recommendations and standards.
Tagging and Identification
An internal identification number will be allocated to the equipment; this number is also provided
on the property tag. The property tag should be affixed to a visible part of the equipment.
Detailed equipment information will be documented and entered into Banner. Equipment will
remain in Banner and identified as SSCC owned as long as it remains in the possession or
control of Shelton State Community College.
Property tags listing unique identification numbers should only be removed from equipment
when the item is sold, donated, transferred or otherwise disposed and removed from the
College. All tagging and removal of tags for fixed assets will be performed under the direction of
the Manager of Shipping and Property Control.
Inventory
In order to maintain an accurate list of equipment, and meet standards of compliance in property
management, an inventory needs to be maintained. Accordingly, when equipment is received,
the following information will be requested and captured in Banner:

Description of the item

Manufacturer

Serial number

Model number

Other identifying number (when applicable)

Source of funding

Purchase Order number

Vendor

Acquisition date
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
Location of property

Unit acquisition cost
Procedures for Asset Management
Inventory reports are sent to the Deans or Directors who have assets assigned to their areas.
This usually takes place during the first few weeks of September every year. Upon receipt of
this report, Deans, Directors, or their designee(s) are responsible for conducting a physical
inventory of all fixed asset items that are on their respective asset listing. The designee
(custodian) is also responsible for reporting any other items found within their departments that
are not reflected on the assets list. The certified inventory report is signed by the respective
custodian and is due back to the Manager of Shipping and Property Control usually within four
weeks from the time the inventory report is received (end of September). A “spot check” of
inventory will be made by the Manager of Shipping and Property Control twice each year.
Transfer of Equipment
When equipment or property is moved within or between departments, a Fixed Asset Transfer
Form will need to be completed. This form should be signed and submitted to the Manager of
Shipping and Property Control so changes may be tracked in the Banner System. Property
Transfer
Form
is
located
here:
http://intranet.sheltonstate.edu/BusinessServices/Public%20Forms/Forms/AllItems.aspx.
Disposal of Equipment
For both capital and non-capital property purchased with College funds, the management and
control of such equipment extends to its final disposition. For property that is no longer needed
by the initial department, it is College policy to manage the recirculation or disposition of the
surplus property by notifying the Manager of Shipping and Property Control.
Unauthorized removal, disposal or expropriation of College owned or donated property,
regardless of value, constitutes a breach of College policy. It is the responsibility of the
department having ownership and/or custody of the property to complete a Property Disposal
Form for proper disposal of the property. The Manager of Shipping and Property Control will
arrange for the property to be picked up from the department. The Banner system will be
updated to reflect these changes after the appropriate paperwork has been submitted.
Property Disposal From is located here:
http://intranet.sheltonstate.edu/BusinessServices/Public%20Forms/Forms/AllItems.aspx .
Reasons why equipment and/or property would be removed and disposed of, including, but not
limited to:
Trade-ins to vendors for newer equipment
Obsolete
Donating equipment
Disposing of (recycling or scrapping) equipment that has no further value (i.e. no longer in
working condition and/or past its useful life)
[85]
Forms
The Property Disposal and Fixed Asset Transfer Forms are located on the SSCC Intranet.
http://intranet.sheltonstate.edu/BusinessServices/Public%20Forms/Forms/AllItems.aspx
Sensitive Items
The President, along with Deans, Directors, and department heads can identify sensitive
inventory items. These items will be tagged and inventoried as per college-wide policy and
practice.
Fixed Assets – Equipment Purchased with Federal Funds
All equipment purchased with Federal Funds must comply with the regulations set for the in the
Education Department General Administrative Regulations (EDGAR), 34 CFR §74.34. A
Property Disposal Form is required for disposal of equipment purchased with Federal Funds
and must be sent to the Manager of Shipping and Property Control.
§74.34 Equipment
(a) Title to equipment acquired by a recipient with Federal funds shall vest in the
recipient, subject to conditions of this section.
(b) The recipient may not use equipment acquired with Federal funds to provide services
to non-Federal outside organizations for a fee that is less than private companies charge
for equivalent services, unless specifically authorized by Federal statute, for as long as
the Federal Government retains an interest in the equipment.
(c) The recipient shall use the equipment in the project or program for which it was
acquired as long as needed, whether or not the project or program continues to be
supported by Federal funds and may not encumber the property without approval of the
Secretary. When no longer needed for the original project or program, the recipient shall
use the equipment in connection with its other federally-sponsored activities, in the
following order of priority:
(1) Activities sponsored by the Federal awarding agency which funded the
original project; and then
(2) Activities sponsored by other Federal awarding agencies.
(d) During the time that equipment is used on the project or program for which it was
acquired, the recipient shall make it available for use on other projects or programs if
other use will not interfere with the work on the project or program for which the
equipment was originally acquired. First preference for other use shall be given to other
projects or programs sponsored by the Federal awarding agency that financed the
equipment; second preference shall be given to projects or programs sponsored by
other Federal awarding agencies. If the equipment is owned by the Federal Government,
use on other activities not sponsored by the Federal Government shall be permissible if
authorized by the Federal awarding agency. User charges shall be treated as program
income.
[86]
(e) When acquiring replacement equipment, the recipient may use the equipment to be
replaced as trade-in or sell the equipment and use the proceeds to offset the costs of the
replacement equipment subject to the approval of the Secretary.
(f) The recipient's property management standards for equipment acquired with Federal
funds and federally-owned equipment shall include all of the following:
(1) Equipment records shall be maintained accurately and shall include the
following information:
(i) A description of the equipment.
(ii) Manufacturer's serial number, model number, Federal stock number,
national stock number, or other identification number.
(iii) Source of the equipment, including the award number.
(iv) Whether title vests in the recipient or the Federal Government.
(v) Acquisition date (or date received, if the equipment was furnished by
the Federal Government) and cost.
(vi) Information from which one can calculate the percentage of Federal
participation in the cost of the equipment (not applicable to equipment
furnished by the Federal Government).
(vii) Location and condition of the equipment and the date the information
was reported.
(viii) Unit acquisition cost.
(ix) Ultimate disposition data, including date of disposal and sales price or
the method used to determine current fair market value where a recipient
compensates ED for its share.
(2) Equipment owned by the Federal Government must be identified to indicate
Federal ownership.
(3) A physical inventory of equipment must be taken and the results reconciled
with the equipment records at least once every two years. Any differences
between quantities determined by the physical inspection and those shown in the
accounting records must be investigated to determine the causes of the
difference. The recipient shall, in connection with the inventory, verify the
existence, current utilization, and continued need for the equipment.
(4) A control system must be in effect to insure adequate safeguards to prevent
loss, damage, or theft of the equipment. Any loss, damage, or theft of equipment
shall be investigated and fully documented; if the equipment was owned by the
Federal Government, the recipient shall promptly notify the Secretary.
[87]
(5) Adequate maintenance procedures must be implemented to keep the
equipment in good condition.
(6) Where the recipient is authorized or required to sell the equipment, proper
sales procedures must be established which provide for competition to the extent
practicable and result in the highest possible return.
(g) When the recipient no longer needs the equipment, the equipment may be used for
other activities in accordance with the following standards:
(1) For equipment with a current per unit fair market value of $5000 or more, the
recipient may retain the equipment for other uses provided that compensation is
made to ED or its successor. The amount of compensation shall be computed by
applying the percentage of Federal participation in the cost of the original project
or program to the current fair market value of the equipment.
(2) If the recipient has no need for the equipment, the recipient shall request
disposition instructions from the Secretary. The Secretary shall determine
whether the equipment can be used to meet ED requirements. If no requirement
exists within ED, the availability of the equipment shall be reported to the General
Services Administration by the Secretary to determine whether a requirement for
the equipment exists in other Federal agencies. The Secretary issues
instructions to the recipient no later than 120 calendar days after the recipient's
request and the following procedures govern:
(i) If so instructed or if disposition instructions are not issued within 120
calendar days after the recipient's request, the recipient shall sell the
equipment and reimburse ED an amount computed by applying to the
sales proceeds the percentage of Federal participation in the cost of the
original project or program. However, the recipient shall be permitted to
deduct and retain from the Federal share $500 or ten percent of the
proceeds, whichever is less, for the recipient's selling and handling
expenses.
(ii) If the recipient is instructed to ship the equipment elsewhere, the
recipient is reimbursed by ED by an amount which is computed by
applying the percentage of the recipient's participation in the cost of the
original project or program to the current fair market value of the
equipment, plus any reasonable shipping or interim storage costs
incurred.
(iii) If the recipient is instructed to otherwise dispose of the equipment, the
recipient is reimbursed by ED for costs incurred in its disposition.
(iv) The Secretary may reserve the right to transfer the title to the Federal
Government or to a third party named by the Federal Government when
the third party is otherwise eligible under existing statutes. This transfer
shall be subject to the following standards:
[88]
(A) The equipment must be appropriately identified in the award or
otherwise made known to the recipient in writing.
(B) The Secretary issues disposition instructions within 120
calendar days after receipt of a final inventory. The final inventory
must list all equipment acquired with grant funds and federallyowned equipment. If the Secretary does not issue disposition
instructions within the 120 calendar day period, the recipient shall
apply the standards of this section, as appropriate.
(C) When the Secretary exercises the right to take title, the
equipment is subject to the provisions for federally-owned
equipment.
(Approved by the Office of Management and Budget under control number 1880-0513)
(Authority: 20 U.S.C. 1221e-3, 3474; OMB Circular A-110)
[59 FR 34724, July 6, 1994, as amended at 60 FR 6660, Feb. 3, 1995]
A Disposal of Equipment form is completed by the instructor/staff who wishes to remove
obsolete and worn out items from the department. After approval by the appropriate
dean/director, the form is submitted to the Property Manager where the item is removed from
the department and stored until a property sale is held. The College follows Act No. 437
"Disposal of Tangible Personal Property" and the State Board of Education Policy, August 15,
1968. After the public sale, equipment items are deducted from the department's inventory total.
Transfer of equipment between two departments within the institution requires an
Interdepartmental Transfer Form. This form is used to update the departmental inventories.
1006
Institutional Policy Development
There are times or circumstances that may require the development of an institutional policy to
address a specific need or issue. Such a policy may be developed in addition to other policies
that are already included in the Employee Handbook, the Catalog, and Student Handbook, and
other publications. These policies will be developed according to the standard institutional policy
format currently in use by the College.
The procedure for developing or revising an institutional policy is as follows:
1. Faculty and staff, students, Action Teams/Groups, community members, or others may
initiate the process to add new policies or revise existing institutional policies. The
President has the authority to act independently to initiate new policy or revise existing
policy.
2. Proposals for a new policy or revision of an existing policy are submitted through the
appropriate dean. The Dean is responsible for submitting the proposal to the President
for consideration and approval.
3. The President will determine if the proposed new policy or revised policy is needed. If
needed, the rough draft will be referred by the President to the Dean of Human
Resources.
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4. If the President initiates the new or revised policy, he/she will give sufficient information
and guidance to allow the Dean of Human Resources to develop a working draft of the
policy.
5. The Dean of Human Resources will convert the rough draft (or the information provided
by the President) into the College’s standard format for institutional policies.
6. The draft of the proposed new policy or revised policy will then be distributed to the
deans and the President for review. Changes/revisions should be submitted to the
Director of Human Resources.
7. The final version of the proposed policy will be sent to the President for approval and
signature.
8. Once approved, the new or revised policy will be posted to the inside web page and
included in the next update of the Employee Handbook.
9. The signed originals of the policy will be maintained in the Office of Human Resources.
1007
SOAR Institute, Learning Center, and Career Center
The SOAR Institute (Student Opportunities for Achievement and Resources) on the Martin
Campus offers pro-grams and services to develop and strengthen the skills students need to be
academically successful. SOAR provides free tutoring in mathematics, English, and other
subjects. SOAR Tutoring Services is a nationally certified program. SOAR has computers
available with Internet and common software access. These services are offered on a first
come, first served basis. Another component of SOAR includes navigators who are specially
trained advisors who assist students who place into one or more developmental classes. The
SOAR Institute is located on the Martin Campus in Room 2456. Food, drink, and cell phone
usage are prohibited. For more information, contact the SOAR Institute at 205.391.2984 or
email soarinstitute@sheltonstate.edu.
Learning Center
The Learning Center in room 117 on the C.A. Fredd Campus allows students the opportunity to
take advantage of limited tutoring serves as well as secure access to computers with Internet
and common software and other multimedia programs. Food, drink, and cell phone usage are
prohibited. For more information, contact The Learning Center at 205.391.2618 or email
learningcenter@sheltonstate.edu.
Career Center
Shelton State Community College believes success begins with individuals exploring career
possibilities and preparing for the job search process. The Shelton State Career Services
Center has offices on both the Martin and Fredd campuses. The Career Center provides
assessments that assist participating students in identifying personal interests, abilities, and
work values, which will help to set educational/career goals and to develop an effective plan to
achieve those goals. In addition to career advising, the Center, which serves as a liaison for
current students, alumni, and West Alabama business and industry, offers job search
assistance. Examples of services include: labor market information, co-op opportunities,
employer profiles, resume’ preparation, mock interviews, on-campus interviews, information on
current job openings, an annual career fair, and an annual business dining etiquette workshop.
The Center welcomes the opportunity to provide career advising, training opportunities, and
current job information. For more information, contact the Career Services Center at
205.391.5874 or email careerservices@sheltonstate.edu.
[90]
1008
Library Services
Shelton State maintains two campus libraries to serve all students and employees, regardless of
the program with which they are affiliated. The Susan Phifer Cork and the Karen Phifer Brooks
Main Library, located on the Martin Campus on Old Greensboro Road, houses over 37,000
books and carries over 300 current periodical subscriptions. Its holdings provide support for
both technical and academic programs. The Lewis Library on the C.A. Fredd Campus houses
approximately 1,000 books to support the programs based on that campus. In addition, the
Lewis Library provides a small, basic reference collection and over 20 current periodical
subscriptions.
Both libraries are open Monday through Friday when classes are in session. The specific hours
for each library are posted. Additional information about the libraries is available at
www.sheltonstate.edu/library.
Circulation Privileges: Employees and students may use either campus library. Books can be
checked out for three weeks. Periodicals may be used by students only in the library.
Employees may check out periodicals for brief periods. Overdue fines are charged to students
but not to employees. Replacement costs, however, apply to anyone who loses or damages an
item borrowed from the library.
Audiovisual Services: All library materials, print and non-print, are included in the libraries’
electronic catalog. A printed list of audiovisual holdings is available upon request from the
Audiovisual Services staff.
Use of audiovisual materials must be scheduled in advance to ensure availability. Delivery of
audiovisual materials can be scheduled through Library Staff on either campus. Full information,
e.g., title of audiovisual, equipment needed, room number, date, and time, are required.
Specific policies and procedures for audiovisual materials and services are available in both
libraries. Employees are cautioned that copyright regulations limit the use of videos
produced for the home market (and made available through local video stores).
Classroom use does not necessarily constitute Fair Use under copyright regulations.
Ordering New Library/AV Materials: The Library Faculty seeks the suggestions and
assistance of the faculty in selecting materials for the library. The faculty may use book request
forms (available in the library), or provide a list of titles or catalog with order information.
Periodical requests should be directed to the Director of Library Services.
Reserve Circulation: At the request of faculty, library materials (books, articles, practice test,
geological specimen, etc.) may be placed on limited circulation. All items are removed from
reserve at the end of each semester unless written notification is received from the faculty
member.
Library Instruction: A formal program of library instruction is provided through two creditbearing courses: LBS 101 (Library Skills) and LBS 102 (Research Skills). In addition, librarians
may be scheduled to visit a class or provide special discipline-related instruction. To arrange for
classroom visits, faculty members should contact a Librarian.
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Gifts to the Library: Shelton State Community College has an established policy for receiving
donations of any kind. Within the parameters of that policy, the library welcomes gifts of books,
periodicals, and instructional materials. However, these gifts should add value to the collection
and carry no conditions of use or disposition. Although the library does not make evaluations for
tax purposes, a voucher listing all contributions will be provided for the donor.
Other Libraries Available to Shelton State Employees: Shelton State maintains reciprocal
library agreements with Stillman College and The University of Alabama, allowing employees to
have faculty privileges at these libraries. A current library card is required to activate these
privileges. No card or identification is required for in-house use of these libraries.
1009
Live Work Procedures (ASBE 710.01)
Live Work is a part of the instructional activities for technical programs and will be performed
only when it is an appropriate part of the curriculum being taught. Work can be done for eligible
persons only and must be approved by the Dean of Technical Services prior to beginning the
project.
The Work Order procedure requires a Work Order Eligibility Form, a Request for Approval of InHouse Work Order, a four-part work order (WO) printed in sets of four on NCR paper that
includes a white, yellow, pink, and gold copy, and a Work Oder Register.
Procedures:
1) Issuing and Paying Work Orders:
a) The instructor will complete the Eligibility Form, including the estimated cost
of the work, and send the client to the Cashier’s Office to pay the amount
required.
b) The appropriate Business Services employee will complete the top portion and
partial payment section of the WO using the Eligibility Form information.
c) The employee will keep the gold copy and the Eligibility Form posting the
information in the WO register and will return the white, pink, and yellow copies
to the instructor.
d) Once the work has been completed, the instructor will have the client go to
the Cashier’s Office, if necessary, to pay any balance due. The client will be
provided with a receipt. The instructor will give the pink WO copy to the client,
release the work, and retain the yellow copy.
e) The Business Services employee will verify the work order total, the
percentage, and sales tax, if applicable. The white copy of the WO and the
Eligibility Form are stapled together and filed in numerical order.
2)
Internal Reviews
Periodically, the unpaid/outstanding/uncompleted WO’s listed in the Work Order
Register (WOR) will be reviewed. Each instructor will be contacted regarding
outstanding work orders. The College’s Chief Financial Officer will discuss any
issues with the Dean of Technical Services.
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3)
Purchasing for Live Work
Purchases for work orders will be made using an itemized purchase order. The
instructor will complete a purchase order and reference the work order number.
The account number should include the 7660 account code (Purchases for
Resale). An example of an account number would be 1100-2401-7660-10.
When the purchase order is received, the PO number should be recorded on the
work order.
At the time materials are received, the following steps should be taken:
1) The instructor must sign the invoice.
2) The work order number is to be recorded on the invoice.
3) The invoice should be forwarded to Accounts Payable for payment.
1010
Notary Public
Notary public services are available to employees in the conduct of official College business. On
the Martin Campus, there are notaries in the following offices: Business Office, Events,
Financial Aid, Human Resources, Auxiliary Services, Student Services, Academic Services, and
Technical Services. On the Fredd Campus, notary services are available in the Title III Office.
1011
Petty Cash
The use of petty cash in excess of $25 is unauthorized. Under extenuating circumstances, a
petty cash purchase exceeding $25 may be pre-approved by the President. All reimbursements
for petty cash require the completion of a Petty Cash Form that must be approved by the
appropriate Dean or administrator. An original signed receipt or invoice for the expenditure
must accompany the Petty Cash Form.
Generally, Petty Cash Forms that are approved and submitted prior to Payroll’s communicated
deadline will be reimbursed via direct deposit as of the last day of the current month. All forms
received after Payroll’s deadline will be reimbursed at the end of the following month.
1012
Purchasing (ASBE 504.01)
Purchasing shall be in compliance with the bid law, Alabama Code 1975, Section 41; Chapter
16; Article 3, Public Law 95-907 that allows participation by small businesses; and Executive
Orders 11246 and 12138 concerning equal employment opportunity and affirmative action.
Purchase requirements related to federal grants and contracts will comply with OMB Circular A133. The purchasing procedure includes the use of Purchase Orders, the Receiving
Department, Accounts Payable audit of invoices, and approval for payment before issuing
disbursements. Additional purchasing related information may be found at the following
websites:
http://purchasing.alabama.gov/ - Rules and Regulations for Alabama Bid Law, Active Statewide
Contracts, Frequently Asked Questions, etc.
https://www.accs.cc/ - Under “Vendors,” click Active RFPS, RFBS, or RFQS link. Department of
Postsecondary Joint Purchasing Agreements can be found here.
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http://examiners.alabama.gov/ - Click “Purchasing Co-Ops” for links to Purchasing Cooperatives
pre-approved by the Alabama Department of Examiners of Public Accounts.
1013
Purchase Orders
Purchase Orders (POs) are required for all purchases of supplies, equipment, repairs, leases,
contractual services, and other institutional purchases. The Purchase Order (PO) is prepared
online in the College’s accounting system and follows the designated electronic approval
queues.
When completing a PO, items to be purchased must be listed separately with the description
clearly stated. General descriptions such as “electrical supplies” or “office supplies” should not
be used. The unit price for each item should be listed and will be extended to the total column.
The total of all items will be summed at the bottom of the screen.
Department heads and Deans are responsible for reviewing POs for available budget and
determining whether purchases are needed and justifiable for the requesting area. All POs will
be reviewed for legal issues, budget compliance, bid requirements, and proper account coding
by designated approvers in the approval process. Once a PO has received all approvals, a
copy will be returned to the requestor.
1014
USE OF COLLEGE FACILITIES (ASBE 507.01 and 512.01)
The College allows the temporary use of its facilities when available and when use does not
conflict or interfere with normal, day-to-day operations and activities. Activities must be
compatible with the philosophy, mission, functions, and objectives of Shelton State. For more
information, contact the Office of Event Management at 205.391.2330.
1015
Travel (ASBE 316.01)
Shelton State Community College will reimburse employees for expenses incurred during
approved travel. Forms for use in requesting travel approval may be found under the “Human
Resources Forms” link on the Shelton State Community College Intranet. Approval should be
received prior to any travel.
In-State
All travel in the State of Alabama is subject to the following rules and regulations:
1) Per diem allowance for in-state travel is used in lieu of subsistence as follows:
a) Travel of 6-12 hours = $11.25 (taxable)
b) Travel of 12 plus hours, but not overnight = $30.00 (taxable)
c) Overnight travel = $75.00 per day (not taxable)
2) The traveler must enter the hours of departure from base and the hour of return to base.
Employees should use as the base of departure or return, the College campus or their home,
whichever is closer to the destination point.
3) Taxes are not reimbursable for any In-State travel.
4) Notary signature/seal is no longer required for travel reimbursement.
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5) Reimbursement at the mileage rate allowed by the Internal Revenue Code for income tax
deductions will be made to employees traveling by private car at state expense. The mileage
rate is set in accordance with Act 99-362, effective October 1, 1999, which sets the mileage rate
at the amount allowed by the Internal Revenue Code for income tax deductions. Current
mileage rates can be found in the “Travel Documents” folder under the “Human Resources
Forms” link on the Shelton State Community College intranet.
6) If there is an interruption of travel or deviation from the direct route, due to the traveler’s
personal convenience or through the taking of leave, the per diem in lieu of subsistence allowed
would not exceed that which would have been incurred on uninterrupted travel by the most
economical, usually traveled route.
7) Under no circumstances will per diem be allowed to an employee at his/her official station or
base.
8) For employees traveling in a private automobile, total mileage should be provided using an
online mapping service, such as MapQuest. If travel involves more than one city, the route
taken must be indicated. For example, Montgomery-Tuscaloosa-Birmingham-Montgomery.
9) The following expenses require a receipt for reimbursement. For in-state travel, these are the
only reimbursable expenses other than per diem and mileage:
a) Parking
b) Registration
10) All reimbursement requests must be submitted within two months of travel date to be
honored.
11) An approved Travel Request Form must be attached to each travel reimbursement form.
Travel reimbursement forms (Statements of Official Travel) should be submitted promptly for
budgetary reasons. Generally, travel reimbursement forms that are complete, approved, and
submitted prior to Payroll’s communicated deadline will be reimbursed via direct deposit as of
the last business day of the current month. All forms received after Payroll’s deadline will be
reimbursed at the end of the following month.
Out-of-State
Out-of-state travel is subject to the following rules and regulations:
1) Out-of-state travel must be pre-approved by the President. When possible, a request for
out-of-state travel should be submitted to the President at least one month prior to the date of
the anticipated trip. The approved travel request form must be attached to the travel
reimbursement (Statement of Official Travel) request when submitted.
2) Documentation stating the purpose and nature of the program involved should be attached
to the travel request and reimbursement forms. Examples are registration information,
conference agendas, etc. A statement of justification may also be required.
3) Travel that was approved, but not taken should be cancelled.
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4) Persons traveling in the service of the State outside the State of Alabama shall be allowed
their actual and necessary expenses (meal reimbursement is determined as set forth in number
5 below) in addition to their actual expenses for transportation provided such travel shall have
first been duly authorized by the President.
5) For meal reimbursement, the daily cap on meals as established by the State of Alabama
Comptroller shall be presumed to be necessary and reasonable. To determine the daily meal
cap, enter the city and state of your destination as instructed at this link:
http://comptroller.alabama.gov/pages/MIE.aspx. The individual meal caps are provided, but the
“MandIE Total” is your daily cap. This total cap includes all taxes and tips associated with your
meals. If a meal is provided by a conference or other host, the dollar amount of that individual
meal shall be deducted from your daily cap. A daily meal cost that exceeds the total daily cap
limit will not be reimbursed without written justification by the traveler that explains why the cost
is necessary and reasonable, and is approved by the President. This documentation must be
retained with the travel reimbursement request. A copy of the meal cap calculation must also
be submitted with each travel approval form and travel reimbursement request.
6) Reimbursement for travel on an authorized out-of-state trip of 200 miles or more, for an
employee by private automobile will be the prevailing plane fare rate, tourist’s class, and not the
federal mileage rate as determined by the Internal Revenue Code. If an employee desires to
use his or her private automobile on such out-of-state travel and to claim tourist class plane
fare, he or she must take annual leave for travel time to and from the destination that is beyond
the time that would be required for commercial air travel.
7) All out-of-state travel will be of tourist class when commercial transportation is employed.
When completing the travel approval form, documentation showing the current tourist class rate
must be attached.
8) Itemized receipts for each reimbursement are required. Each receipt must include the
following information:
a)
b)
c)
d)
Itemized purchases
Amounts
Date
Name of business
9) Other itemized receipts requirements are as follows:
a) Expenses on the receipt are for you personally. If traveling with someone, it is
preferred to have separate, itemized receipts.
b) Do not highlight, staple, or tape receipts.
c) No alcohol will be reimbursed.
d) No excessive charges will be reimbursed.
e) A maximum of 20% on tips will be allowed – overage will not be reimbursed.
f) Valet, movie rentals, deliveries, etc. will not be reimbursed.
g) Room service surcharge is not reimbursable; however, the cost of the food and
appropriate tip are reimbursable.
h) Travel receipts are required for all commercial travel incurred on the trip, such as
taxi, shuttle, and airfare (except when pre-paid by the institution).
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10) All reimbursement requests must be submitted within two months of the travel date to be
honored.
1016
Policy for Communicable Diseases
This policy defines communicable diseases and outlines the management procedures in
the workplace for employees having communicable diseases.
1. Communicable diseases include, but are not limited to measles, influenza, viral hepatitisA (infectious hepatitis), viral hepatitis-B (serum hepatitis), a human immunodeficiency
virus (HIV Infection), AIDS, AIDS-Related Complex (ARC), leprosy, and tuberculosis.
For the purposes of this policy the term HIV Infection will include AIDS, AIDS-Related
Complex (ARC), and a positive test for the antibody to human immunodeficiency
viruses.
2. The College's decisions involving persons who have communicable diseases shall be
based on current and well-informed medical judgments concerning the disease, the risks
of transmitting the illness to others, the symptoms and special circumstances of each
individual who has a communicable disease, and a careful weighing of the identified risks
and the available alternatives for responding to a student or employee with a
communicable disease.
3. The College will not discriminate in employment against any employee solely on
the grounds that the employee has a communicable disease. Members of the faculty,
administration, or staff of the college will not be denied access to college facilities or
campus activities solely on the ground that they have a communicable disease. The
college reserves the right to exclude a person with a communicable disease from college
facilities, programs, and functions if the college makes a medically-based determination
that the restriction is necessary for the welfare of the person who has the communicable
disease and/or the welfare of the other members of the college community.
4. The College will comply with all pertinent statutes and regulations, which protect the
privacy of each person in the college community who has a communicable disease. The
college will ensure that procedural safeguards sufficient to maintain the strictest confidence
about persons who have HIV infection are in effect in all offices of the college.
5. The College will develop and maintain a comprehensive education program about HIV
infection for members of the college community. The program will address current
medical opinions about the nature of HIV infection and its symptoms, methods of
transmission, type of behavior, which increase the risk of transmission of the disease,
and preventive measure for avoiding infection by the HIV virus.
1017
Wellness Center
Employee Wellness: Shelton State Community College encourages all employees to maintain
a healthy lifestyle and offers a variety of wellness and health education activities to prevent
illness, reduce health care costs, and improve health. The College’s Wellness Center not only
serves students but members of the faculty and staff as well. Special courses and programs
include Total Wellness, General Conditioning, Weight Training, Wellness Cuisine, Stress
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Management and Prevention and Care of Back Injuries. All employees are encouraged to
participate in wellness activities.
Health Education: The College maintains a health education section in the library containing a
wide range of videos and written materials on topics such as nutrition, exercise, prevention of
disease and injury, and common illnesses and health conditions. Employees are encouraged to
consult these materials or check them out for use at home. The Wellness Center also sponsors
a health fair once a year with health information booths and free health screenings, including
blood pressure, cholesterol, and body fat analysis.
Health Classes: The Wellness Center offers health classes on site, covering topics such as
weight loss and nutrition, smoking cessation, stress reduction, cardiopulmonary resuscitation,
back care, diabetes management, and prenatal care.
Exercise Facilities: The College’s Wellness Center provides credit classes from 8 a.m. to 9
p.m., Monday through Thursday, and Fridays from 8 a.m. to 12 p.m. excluding holidays. Special
wellness classes are available to faculty and staff through the Continuing Education
Department. Previously sedentary employees who wish to begin using the Wellness Center
must consult their physician first to ensure that they have no underlying health risks. Employees
and dependents that use the equipment and facilities do so with qualified instructors and proper
supervision. Emergency procedures in case of accident or illness are posted prominently. The
Wellness Center staff makes every effort to keep exercise equipment clean and in good repair,
and asks users to report broken equipment immediately to the Wellness Director. Individuals
who use the Wellness Center’s equipment in an inappropriate or dangerous manner will be
prohibited from using the facility. Special hours and rates are offered to faculty, staff, and
administrators of the College through the Continuing Education Department. College employees
are restricted from using the Wellness Center during their regularly scheduled workday. The
Center is located on the first floor of the West Concourse. For more information, contact the
Director of the Wellness Center at 205.391.2994.
2000 SAFETY AND SECURITY POLICIES AND PROCEDURES
2001
General Policy Statement
In accordance with State Board Policy 510.01, the College shall provide a safe environment for
students, faculty, staff and other campus visitors. A person who is not a student, officer, or
employee of the College may be directed by an official of the College to leave the campus or a
College facility if the person:
•
•
•
•
Is not authorized by employment or by status as a student of the College to be on campus
or at any other facility owned, operated, or controlled by the College.
Does not have legitimate business on the campus or at a College facility.
Does not have any other authorization, license, or invitation to enter or remain at the
College facility.
Is committing any act tending to interfere with the normal, orderly, peaceful, or efficient
conduct of activities on campus or at a College facility.
If the person fails to leave campus when requested to do so, trespass charges may be made by
the College through the appropriate local law enforcement agency or court.
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2002
Active Shooter and/or Armed Intruder
If you see a person on campus with a gun, knife, other type of weapon, or if you witness a
violent crime of any nature, flee the area if you feel it is safe to do so and seek shelter
immediately. Call 911 to report the incident and provide as many details as possible to local law
enforcement. “Run, Hide, Fight” protocols are designed to increase the possibilities of surviving
a violent encounter.
In the event of a violent act by an assailant such as a shooting or stabbing on college property,
SSCC will attempt to send a campus wide emergency notification alert via CampusCast as
quickly as possible. This alert message will be brief in length but may contain directions such as
“Lockdown: Gunman on Campus”, “Shelter in Place” “Run, Hide, Fight” or something very
similar. Follow these directives immediately and completely. Alert messages do not take the
place of sound judgment in any emergency. The College may also use the SSCC website,
social media, local media and other notification options.
When and where possible, the College’s emergency notification system (CampusCast) will be
used to convey important emergency and critical updates to system subscribers. It should be
noted that there can be delays in gathering all facets of the emergency/incident and as such,
several minutes can lapse by the time an actual emergency alert can be sent out. Follow up
alerts are often sent with additional information, including additional directions to include the
“Continue Sheltering in Place” or “All Clear” directives.
Do not wait on an alert! Students, employees, and visitors on campus should take the following
actions:
Classrooms: unless you feel it is safe to run away and flee the immediate area of danger,
remain in place and lock classroom doors or barricade doors with tables, chairs, or other items if
possible. Move away from windows and doors. Await instructions only from clearly identified law
enforcement officers, security officers, college administrators, emergency first responders, and
CampusCast.
Hallways and sidewalks: seek shelter in an occupied classroom or other safe location. Await
instructions from clearly identified emergency first responders or college administrators.
Open areas: flee the area using vehicles and other sturdy objects as protection. If unable to flee
the area, lie flat and stay close to the ground.
If you are in the path of the shooter: flee the area and seek shelter in a lockable/barricaded area
or get behind sturdy cover as quickly as possible. Try to remain in groups so that evacuation is
easier. In all cases, remain in place if safe until you are evacuated by law enforcement or other
emergency first responders.
Local law enforcement will engage the shooter directly; enforce the lockdown and secure the
campus. Follow all instructions of any law enforcement officer and keep your hands visible at
all times for law enforcement personnel to clearly see you are not a threat.
DO NOT CONFRONT A SHOOTER/ASSAILANT OR ATTEMPT TO STOP THEM UNLESS
YOU FEEL YOUR LIFE IS IN IMMENENT DANGER, EVEN IF THE ASSAILANT IS
SOMEONE YOU KNOW.
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TIVEOOTER and/or ARMED INTRUDER
2003 Animals and Pets on Campus (ASBE 517.01)
In accordance with ASBE Policy #517.01, no animal or pet may be brought on campus.
Exceptions to this policy include guide dogs for the disabled, laboratory animals, and
animals to be used for previously approved instructional or special programs.
2004
Assistance for Disabled Motor Vehicles
Reasonable assistance will be provided to drivers whose motor vehicle is disabled on campus.
After the driver of the vehicle prepares and signs the appropriate vehicle assistance form, an
officer will provide a battery boost or other appropriate assistance.
2005
Bomb Threat
DO NOT TREAT A BOMB THREAT AS A JOKE.
1. Report
If you receive a telephone call reporting a bomb threat, get as much information as
possible and report the threat immediately by calling 911. Law enforcement and other
emergency first responders, in conjunction with College personnel, will coordinate an
integrated response and search of any buildings or grounds.
2. Evacuate
When told to evacuate, everyone must leave the building immediately without exception.
USE the fire evacuation plan for exiting quickly. Stay with your class or other organized
group as you exit the building.
3. Count
Once outside, stay with your class/group to insure that each member is present and
accounted for to the fullest extent possible.
4. Stay Away
Stay at least 300 feet away from the building in a safe area. Do not return to the building
for any reason until instructed to do so by law enforcement officers of campus
administration. Red rally point signs are located throughout the parking lots and grassy
areas of the campuses.
2006
Campus Awareness and Campus Security Act of 1990, As Amended By the Higher
Education Opportunity Act Of 2008
The information contained in this disclosure document is provided by Shelton State Community
College in compliance with The Campus Awareness and Campus Security Act of 1990, as
amended by the Higher Education Opportunity Act of 2008 (20 U.S.C. and 1092(f), 34 C.F.R.
and 668.41) Inquiries regarding the information contained herein should be directed to the Dean
of Auxiliary Services; Shelton State Community College; 9900 Old Greensboro Road,
Tuscaloosa, AL 35405; phone number 391.2617.
A. It is the policy of Shelton State Community College that any criminal act, threat of violence,
injury, destruction of college or personal property, traffic accident, or other situation which occurs
on either campus, or any other site operated by Shelton State Community College, and which
may constitute an emergency, a danger to the health, safety, or property of any person, or a
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threat to the public order be reported immediately by calling 911. Whenever possible, follow-up
notification calls and all non-life-threatening calls should be made to the appropriate Campus
Security Office. The direct number to the Martin Campus Security office is 205.391.2377. The
direct number to the Fredd Campus Security Office is 205.391.2646. The Dean of Auxiliary
Services may also be contacted at 205.391.2617 or 205.391.2225.
B. All witnesses to any situation, which fit into any of the above-described categories, shall
make themselves available to make written statements and otherwise assist College officials
and law enforcement officers in the investigation. It shall be an offense subject to appropriate
disciplinary action for any Shelton State Community College employee or student to file a false
report of, knowingly make a false statement about, or interfere with the investigation of, any
situation of the nature described in this section.
C.
It shall be the duty of the College, when its designated official or officials are made aware
of any situation of a nature described above, to immediately take all reasonable action to
prevent or minimize any harm or threat of harm to the employees, students, and/or visitors of
Shelton State Community College. Furthermore, it shall be the duty of the said official(s) to notify
the appropriate law enforcement agency in the event of an act of a criminal nature, or of any
other nature (for example, a traffic accident) which would ordinarily involve law enforcement
officials. Additionally, it shall be the duty of the said official(s) to contact the appropriate fire
department, emergency medical agency, or other authority or agency which is due to be notified
of the respective incident.
D.
Shelton State Community College offers day and evening classes on each campus.
Security Officers are on the Martin Campus from 6:30 a.m. until 11:00 p.m., Monday through
Thursday, 6:30 a.m. until 5:00 p.m. Friday, and 7:00 a.m. until 4:00 p.m. Saturday. Fredd
Campus Security Officers are on duty from 7:00 a.m. until 10:00 p.m. Monday through
Thursday, and 7:00 a.m. until noon on Friday. There are no Saturday hours of operation on the
Fredd Campus. Both Campuses are closed on Sunday.
E.
The fire and burglar alarm systems are activated on both campuses at closing
times. The systems includes door alarms and motion detectors and is monitored 24/7 by offsite security alarm servicing centers. Appropriate fire and law enforcement notifications occur
when the sensors are activated.
F.
Surveillance cameras operate on each campus and are recorded 24/7. Recorded
surveillance is maintained for approximately 45 days.
G.
Shelton State Community College’s security officers do not have arrest authority. As
College employees, they enforce the student conduct code and are alert to violations of local,
state, and national laws. Any violations of this nature are reported to local law enforcement
agencies. Local law enforcement officers also work on-campus during open hours of
operation. Their purpose is to provide a strong and visible police presence and to assist
Security Officers in maintaining a safe and secure teaching and learning environment for
employees, students, and visitors. These law enforcement officers possess full arrest
authority as authorized under the Alabama Peace Officer Standards and Training
Commission (APOSTC). All Security and law enforcement functions operate under the
supervision of the Dean of Auxiliary Services.
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H.
Emergency preparedness related topics are presented to freshmen students while
attending orientation classes. They are informed about security procedures, emergency
preparedness, safe practices, emergency notifications, sexual misconduct policies, and other
vital informational topics related to campus safety and awareness. Employees receive
training on similar topics in informational sessions and professional development formats.
All emergency preparedness topical information is also maintained on the College website
under the “Emergency Preparedness” section.
I.
Shelton State Community College gathers information for the preparation and
submission of the College’s Annual Campus Security and Fire Safety Report (ASR). The ASR is
reviewed and updated annually as one cohesive document per the requirements of federal law
(see below). The data is uploaded by SSCC to a Department of Education website by October
1st each year for the previous three calendar years. The Dean of Auxiliary Services Office at
SSCC gathers and compiles the required information from College Campus Security authorities
(see description below) and applicable law enforcement agencies and submits the College’s
ASR by October 1st of each year. The ASR, along with other crime prevention, safety and
reporting
information,
can
be
found
on
the
SSCC
website:
http://www.sheltonstate.edu/discover_sscc/emergency_preparedness.aspx.
SSCC understands the importance of the Annual Campus Security and Fire Safety Report and
works diligently to make the report and related materials available to all students and
employees. These materials are available on the website and a paper copy can be provided
when requested from the Dean of Auxiliary Services. Students and current employees are
informed of this report and other related emergency preparedness information through fall term
convocations, faculty and staff meetings, orientations, and mass emails during each semester.
Prospective students and employees are made aware of the report either through the
enrollment materials for prospective students, or through the application materials for
prospective employees. College staff who are involved with new/prospective students or
employees are made aware of the report and related information and help to ensure that it is
publicized as required.
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20
USC § 1092(f)) is the landmark federal law, originally known as the Campus Security Act, that
requires colleges and universities across the United States to disclose information about crime
on and around their campuses. The "Clery Act" is named in memory of 19 year old Lehigh
University freshman Jeanne Ann Clery who was raped and murdered while asleep in her
residence hall room on April 5, 1986. The law is tied to an institution's participation in federal
student financial aid programs and it applies to most institutions of higher education both public
and private. The Act is enforced by the United States Department of Education.
The Clery Act requires colleges and universities to complete the following:

Publish an Annual Security Report (ASR) by October 1, documenting three calendar
years of select campus crime statistics, including security policies and procedures; and
information on the basic rights guaranteed to victims of sexual assault; and starting in 2015,
domestic violence, dating violence and stalking as well. The law requires that schools make the
report available to all current students and employees, and prospective students and employees
must be notified of its existence and given a copy upon request. Schools may comply with this
requirement via the internet if required recipients are notified and provided exact information
regarding the online location of the report.
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
Maintain a public crime log. Institutions with a police or security department are required
to maintain a public crime log documenting the "nature, date, time, and general location of each
crime" and its disposition, if known. Incidents must be entered into the log within two business
days. The log should be accessible to the public during normal business hours, remain open for
60 days, and, subsequently, be made available within two business days upon request.

Disclose and provide to the U.S. Department of Education, crime statistics for incidents
that occur on campus, in unobstructed public areas immediately adjacent to or running through
the campus and at certain non-campus facilities, including Greek housing and remote
classrooms. The statistics must be gathered from campus police or security, local law
enforcement and other school officials who have "significant responsibility for student and
campus activities.” The Clery Act requires reporting of crimes in seven major categories, some
with significant sub-categories and conditions:
I.
II.
III.
IV.
V.
Criminal Homicide
A. Murder and Non-negligent manslaughter
B. Negligent manslaughter
Sex Offenses
A. Forcible
A. Non-Forcible
B. Robbery
Aggravated Assault
A. Burglary, which means the occurrence of the following:
B. There is evidence of unlawful entry (trespass), may be either forcible or not
involve force.
C. Unlawful entry must be of a structure - having four walls, a roof, and a door.
D. There is evidence that the entry was made in order to commit a felony or theft.
Motor Vehicle Theft
Arson
Schools are also required to report statistics for the following categories of arrests or referrals
for campus disciplinary action (if an arrest was not made):
1.
Liquor Law Violations
2.
Drug Law Violations
3.
Illegal Weapons Possession
Hate crimes must be reported by category of prejudice, including race, gender, religion, national
origin, sexual orientation, gender identity, ethnicity, and/or disability. Statistics are also required
for four additional crime categories if the crime committed is classified as a hate crime:
1.
2.
3.
4.
Larceny/Theft
Simple Assault
Intimidation
Destruction/Damage/Vandalism of Property
Starting with the 2015 ASR, the statistics for the following incidents must be reported:
1.
Domestic Violence
2.
Dating Violence
3.
Stalking
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
Issue timely warnings about Clery Act crimes which pose a serious or ongoing threat to
students and employees. Institutions must provide timely warnings in a manner likely to reach
all members of the campus community. Timely warnings are limited to those crimes and
incidents an institution is required to report and include in its ASR. There are differences
between what constitutes a timely warning and an emergency notification; however, both
systems are in place to safeguard students and campus employees.

Devise an emergency response, notification and testing policy. Institutions are required
to inform the campus community about a “significant emergency or dangerous situation
involving an immediate threat to the health or safety of students or employees occurring on the
campus." An emergency response expands the definition of timely warning as it includes both
Clery Act crimes and other types of emergencies (i.e., a fire or infectious disease outbreak).
Colleges and universities with and without on campus residential facilities must have emergency
response and evacuation procedures in place.

Institutions are mandated to disclose a summary of these procedures in their ASR.
Additionally, compliance requires one test of the emergency response procedures annually and
policies for publicizing those procedures in conjunction with the annual test.

Compile and report fire data to the federal government and publish an annual fire safety
report. Similar to the ASR and the current crime log, institutions with on-campus housing must
report fires that occur in on-campus housing, generate both an annual fire report and maintain a
fire log that is accessible to the public. If specifically identified as such, the fire report can be
combined with the annual crime report, and the fire log can be combined with the crime log
(SSCC Security combines the reports and logs).

Enact policies and procedures to handle reports of missing students. This requirement is
intended to minimize delays and confusion during the initial stages of a missing student
investigation. Institutions must designate one or more positions or organizations to which
reports of a student living in on-campus housing can be filed if it’s believed that student has
been missing for 24 hours.
All records concerning the completion of the Annual Campus Security and Fire Report (crime
reports, daily incident summaries, referrals for disciplinary action, copies of timely warnings,
etc.) are maintained by the Dean of Auxiliary Services for SSCC, as required by the Clery Act.
On March 7, 2013, President Obama signed a bill that strengthened and reauthorized the
Violence Against Women Act. Included in the bill was the Campus Sexual Violence Elimination
Act (Campus SaVE), which amends the Jeanne Clery Act and affords additional rights to
campus victims of sexual violence, dating violence, domestic violence, and stalking. It requires
colleges and universities to compile statistics for dating violence, domestic violence, and
stalking (starting in January of 2014), and begin reporting the numbers in 2015. It also requires
the College to provide policy statements addressing domestic/dating violence and stalking in
addition to sexual violence, to have programs available addressing the prevention of and
response to these crimes, and to establish the definitions that the College will use for classifying
these offenses.
The programs, policy statements and definitions are included in this year’s report. As noted
above, the statistics for these crimes will not be included until the 2015 ASR.
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The crime and fire statistics for SSCC are provided at the end of the Annual Campus Security
and Fire Safety Report.
2007
Campus Security Contact Information
All life threatening or serious emergencies dial 911.
Martin Campus
Fredd Campus
205.391.2377
205.391.2646
Emergency phone boxes are located throughout both campuses and are in place to help
contact Security Offices.
Dean of Auxiliary Services
205.391.2225 or 205.391.2617
2008
Campus Security and Law Enforcement Duties
SSCC has Security Officers who assist in maintaining a safe and secure teaching and learning
environment on both campuses. Security Offices are located on the second floor behind the
Library on the Martin Campus and in the Main Building of the Fredd Campus. Security Officers
do not have arrest authority but work collectively with local law enforcement in protecting the
campus community. Campus Security can be reached by dialing the respective campus
Security Office. The direct line to the Martin Campus is 205.391.2377 and the direct line to the
Fredd Campus 205.391.2646. Tuscaloosa Police Officers are also employed to provide a strong
law enforcement presence on both campuses. TPD routinely patrols the buildings and parking
lots of the College.
SSCC works directly with other federal, state, county and local law
enforcement and emergency response units as necessary.
The SSCC Security Department and contracted local law enforcement officers are currently
supervised by the Dean of Auxiliary Services. SSCC maintains a strong cooperative working
relationship with the Tuscaloosa Police Department and the Tuscaloosa Fire/Rescue
Department and will request assistance from these agencies as needed.
2009
Children on Campus Policy
The College provides opportunities to provide supervised learning and enrichment activities and
visits for minor children, including dependents of employees and students. We also recognize
that such activities and visits require special care to ensure the safety and welfare of every
child. All College activities with the express purpose of providing educational opportunities for
children, such as dance programs, the theatre, summer enrichment programs, athletic camps,
and other official events sponsored by the College, must provide for adequate supervision and
safety of participating children.
1. To ensure safety, minor children should always be under the appropriate control and
supervision of an adult. Children must not be left unattended or unsupervised at any
time.
2. Children should not accompany students to class, tutoring sessions, etc.
[105]
2010
Crime Statistics
Statistics and security policies, collated in accordance to the guidelines established in the Clery
Act (20 USC §1092(f)), are published and distributed annually to all current students and
employees, and to any applicant for enrollment or employment at the college. A copy will also
be provided to anyone, upon request to the Dean of Auxiliary Services, in person or by
telephone at 205.391.2225 or email ttaylor@sheltonstate.edu.
All Clery Act compliance related data, to include emergency preparedness related policies and
procedures
can
be
accessed
at
http://www.sheltonstate.edu/discover_sscc/emergency_preparedness.aspx
2011
Emergency Action Plan
The Shelton State Community College Emergency Action Plan (SSCC-EAP) has the primary
goal of working to ensure a safe and secure teaching and learning environment for students,
employees and visitors. As such, any effective emergency action plan requires substantial
levels of commitment from all members of the greater college community. While obvious
emergency first responders such as security officers, law enforcement officers,
firefighters/paramedics, and many others are critical to this plan; the importance of an informed
college staff and student body should also be important components.
Adherence to the SSCC-EAP is mandatory and any serious violations may result in the
violator’s immediate removal by law enforcement officers accompanied by any appropriate
criminal charges. The College also retains the right to take any necessary disciplinary actions
against students who may have violated the Student Code of Conduct.
2012
False Information
Making a false statement to a Law Enforcement Officer, Security Officer, making a threat, or
calling in a hoax fire or bomb threat is a crime and will result in appropriate criminal charges.
Students will also face college disciplinary action under the SSCC Student Code of Conduct.
Your safety and that of others are of paramount importance to Shelton State Community
College. Please cooperate in making the greater college community a safer teaching and
learning environment for everyone.
NCY NUMBERS
2013 Fire
When a fire is discovered in any building on campus, take the following steps immediately:
1. Warn others. Sound the fire alarm immediately. The fire alarm consists of pull alarm boxes
that are easily activated.
2. Once activated, the fire alarm audible claxton will sound and the strobe lights will flash.
3. Leave the building by using the nearest safe stairwell. Close all classroom/office doors as
you exit the building.
4. Once outside, proceed to a clear area that is at least 300 feet away from the affected
building.
5. Rally points in parking lots are indicated by red signage.
6. Stay with your class/group to insure that each member is present and accounted for to the
fullest extent safely possible.
[106]
7. Keep streets, fire lanes, hydrant areas, and walkways clear for the emergency vehicles and
personnel.
8. DO NOT approach working firefighters or other emergency responders.
9. DO NOT return to an evacuated building unless told to do so by CampusCast, emergency
personnel, or a college official.
10. Always treat every fire alarm as an actual alarm and vacate the building unless notified by
college officials or emergency responders. B T
HREAT
2014 Fredd Campus Evacuation Rally Points and Safe Staging Areas:
1.
2.
3.
Red rally point signs indicate designated staging areas in the closest parking lots.
Grassy Area near MLK Blvd. on Front Lawn of Main Building
Grassy Area behind East End of program areas near the Maintenance building.
2015
Full Campus Evacuation
In the event of an emergency that requires the evacuation of one or both campuses, if time
allows, you will be advised of the evacuation directive over the CampusCast college emergency
notification system. Other methods of communication may be used as well or in place of
CampusCast, such as local media, social media, or verbal directives. Follow all instructions
from CampusCast, emergency personnel, law enforcement officers, and College Officials.
Evacuation routes will depend on location of the emergency and transportation may or may not
be provided out of the area.
Martin Campus Evacuation Rally Points and Safe Staging Areas:
1.
2.
3.
Red rally point signs indicate designated staging areas in the closest parking lots.
Grassy areas directly across the East Parking Lot near Old Highway 69 Gate entrances
Far Western Lower Parking Lots near the Athletics Fields
2016
Issuance of Badge and Pistol of Retiring Campus Police (ASBE 606.07)
All Post Certified Campus Police at system institutions shall receive their pistol and badge
without cost upon retirement from service in accordance with act number 2002-519 and
Teachers’ Retirement System Provisions.
2017 Key Issuance and Building Access/Control
Introduction
Colleges and universities must take physical and logistical measures to ensure that safe and
conducive teaching and learning environments are securely maintained. Ease of facility access
must be equally coupled with on-site restrictions that strengthen intended security measures.
College employees have an integral role in helping fulfill these measures.
Policy
Shelton State Community College shall maintain a door locking system for the protection of its
community members, facilities, property, and information stored in multiple formats. All locks,
keys, and access codes are the sole property of Shelton State Community College and will be
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issued to employees based on their need for access. The college reserves the right to change
locks, keys, and access codes as needed.
No one may change a lock core, locking mechanism, or place a lock on a college facility, interior
or exterior door/window/gate, or transfer their approved assigned keys to another employee,
without the express permission of the Dean of Auxiliary Services, the respective employee’s
supervising dean, their direct supervisor, or approved designees.
All keys must be returned to Shelton State Community College upon termination of employment.
Employees who change/move offices (internally within the college campuses) must return their
current inventory of keys before new office keys will be issued.
Terms

Base Line Key level: The lowest level of key in a keying system. These keys open only
individual doors.

Keys above the base line key level: Keys that open a group of doors.

Director/Supervisor: The person in charge of a particular department who has ultimate
responsibility for that department, i.e., chair, dean, department head or supervisor.
Issuance of Keys
1. Shelton State Community College employees will be issued keys based upon their
approved need for access. Employee key requests shall be submitted to the Manager of
Shipping and Property Control, using the approved SSCC Key Request form, which can
be found on the Shelton State Community College Intranet website. The appropriate
Director must provide written authorization on each key request. The full name of the
person to whom the key will be issued, (requester) must be provided. The Manager of
Shipping and Property Control must authorize all key requests in writing. Electronic
signatures will not be allowed on key request forms. Key request forms cannot be
submitted electronically.
2. Key request procedure is as follows:
a. The SSCC Key Request form is available on the Shelton State Community
College Intranet website. SSCC Key Request Form can be found here:
http://intranet.sheltonstate.edu/BusinessServices/Public%20Forms/Forms/AllItem
s.aspx
b. The requester must read and sign the Key Request form before it is submitted to
the Manager of Shipping and Property Control.
c. The completed form must be hand-delivered or sent by inter-campus mail to Judy
Johnson.
d. The requester will be notified by email (unless otherwise specifically requested)
when the keys requested are ready, normally within 5 working days from the time
the request arrives.
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e. The requester must come to Judy Johnson’s Office (Room #1953 On the Martin
Campus), provide a picture ID and sign for the keys requested.
3. Outside contractors who are operating on a multi-year contract with SSCC may be
issued keys for the duration of their contract. The Manager of Shipping and Property
Control will determine which keys are issued, and must provide written authorization.
Outside contractors are subject to the same key issuance requirements as SSCC
employees.
4. Students will not be issued any keys and should never have key access.
5. Outside contractors who are not operating under a multi-year contract with SSCC, and
who need keys to perform work on campus will sign out keys from the Manager of
Shipping and Property Control. The Dean of Auxiliary Services or his/her designee must
preauthorize all key sign outs to outside contractors.
6. Base line keys for academic or administrative facilities can be signed out to staff for
reasons of employment duties or other legitimate purposes. Keys for sign-out to staff
must be requested by the faculty/staff member responsible for that staff member.
Faculty/staff requesting keys for sign-out to staff will be responsible for complete,
accurate record keeping, distribution, proper use, and return of these keys. These
faculty/staff members will be responsible for lost key charges and re-keying charges, as
listed on the Key Request form.
7. Adjunct faculty will not routinely be issued office or building keys without approval by the
Dean of Auxiliary Services.
8. Extra keys will not be issued to faculty or staff.
9. The Dean of Auxiliary Services will review all requests for keys above the base line key
level. Overall campus security shall be the primary consideration in making the decision
to grant a request for keys above the change key level. The following questions will also
be considered:
a. Can the access needs of the requesting party be accommodated, and facility
security better served, by issuing a base line key, (or keys) instead of a key
above the base line key level?
b. Do the reasons supporting the request adequately justify the security concerns
caused by the issuing of a key above the base line key level?
Lost or Stolen Keys - SSCC Employees
1. All lost or stolen keys must be reported to the Manager of Shipping and Property Control
SSCC as soon as possible.
2. Requests to replace lost or stolen keys must conform to the requirements listed under
"Issuance of Keys".
3. The request to replace lost or stolen keys shall be accompanied by a written explanation
describing the facts surrounding the loss, particularly the location of the loss, what
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identifying marks were on the keys, and what doors the keys open. Based on the factors
involved, the Dean of Auxiliary Services or his/her designee will make a decision to
replace the keys or have the locks re-keyed. The individual whose keys were lost shall
assume the cost of replacement keys. The department shall assume the cost of rekeying.
4. The fees for key replacement is $75.00 per key lost. The key replacement fee may be
higher if the lost key was above a base line level.
Lost Keys - Non-College Personnel
1. Non-college personnel, (outside contractors, vendors) who lose keys they have signed
out, shall assume the cost of replacement keys and the associated cost of any re-keying
required as a direct result of the loss.
Return of Keys
1. At the end of their employment with the college, all employees must return their SSCC
issued keys to the Human Resources Department, or to Judy Johnson. The keys must
be forwarded to Judy Johnson, Manager of Shipping and Property Control, to update key
database inventory records and to add the returned keys back into the key inventory.
2. The name of the person(s) to whom the keys were issued must be supplied in writing to
Judy Johnson when keys are returned.
3. Failure to return issued keys will result in the appropriate key replacement fee being
deducted from the employee’s final paycheck.
Loaning of Keys
College employees are not authorized to loan or transfer issued keys or access codes.
Accessing Buildings When Without Keys Or Code
1. Any employee who needs to enter a locked campus building or office for work duties
before, or after lock-up, and is without his/her key or code, must request access from
Campus Security(Martin Campus 205.391.2377 or Fredd Campus 205.391.2646).
Employees must be prepared to identify themselves to Security or other College officials.
2. Access to high security areas will require prior written permission from the Supervisor or
Director of the appropriate department.
Accessing Buildings After Lock-Up
1. The hours after lock-up when students/employees may have access to a building will be
determined by the necessity to keep unused/unnecessary areas of the building from
being accessed. Those requesting after-hours access will consult with Security and the
Dean of Auxiliary Services to review the current after lock-up hours practices and
procedures prior to receiving access.
[110]
2. The College reserves the right to restrict or deny access based on safety and security
procedures.
Records Management
The Manager of Shipping and Property Control shall maintain a database containing
records of all keys and codes issued for SSCC facilities. The Manager of Shipping and
Property Control will also maintain all records of key requests.
Maintenance of Locking Systems
Maintenance, installation, repair/replacement of key locking systems is the responsibility
of the Maintenance Department and function under the supervision of the Dean of
Auxiliary Services. All requests for repairs and replacements of locking systems must be
made in writing prior to processing.
Review This policy will be subject to annual review.
2018
Lost and Found Procedures
Any items found should be turned in to the appropriate Campus Security Office immediately. It
is the policy of Shelton State to secure found property for no less than 60 days in order to give
the owner of the property ample time to claim it. Since the College is not responsible for
personal property, it is recommended that all personal items be locked in a car or secured when
not in use. An identifying mark should be placed on all textbooks, notebooks, calculators, cell
phones, and other equipment.
2019
Medical Emergencies
Please dial 911 and report all medical emergencies. If time permits, also contact the
appropriate Campus Security Office. A person suspected of being seriously ill or injured
(broken bones or unconscious) should not be moved until emergency first responders arrive,
unless the victim is in danger of further infjury from the emergency situation or incident. Any
costs associated with transporting students to the hospital, hospitalization, or treatment, is the
responsibility of the student.
2020
Minor Accidents, Sickness, and Injury
Shelton State Community College does not employ emergency medical personnel. Some
technical programs and others areas may have minor first-aid treatment that is available for
cuts, scrapes, splinters, etc.
However, in case of sickness or injury of a more severe nature, contact Campus Security
Offices or call 911 directly. Expenses for all medical treatment, to include rescue/ambulatory
transportation related costs to hospitals for treatment, are the responsibility of each individual
student, employee, or campus guest. INJURY
[111]
2021
Missing Students
SSCC does not operate any residential dormitories and as such, no students live on campus.
Students and employees who may have direct/indirect knowledge regarding a missing student
should contact the Tuscaloosa Police Department at 205.349.2121 or the Dean of Auxiliary
Services at 205.391.2617 and provide any information that might aid in locating the missing
student or could clarify the whereabouts of the student.
The importance of reporting crime, suspected crime and unusual or suspicious activity to the
SSCC Campus Security cannot be over emphasized. The reports provide a basis for making
timely warnings when a crime may present a threat to other members of the campus community
and also assist the college in providing a full disclosure in the annual crime statistics report. In
addition, such action by a victim or witness will assist in making the campus environment a safer
place for the entire community. “If you see something; say something” protocols are promoted.
2022
Parking, Traffic, and Campus Access Policy
In order for Shelton state to provide students, employees, and visitors with a safe and secure
environment, campus traffic, parking, and access regulations have been prepared for anyone
operating vehicles on or accessing College property. It is the responsibility of all who access
College property, including motor vehicle operators, to know and/or obtain copies of these
regulations. For additional information concerning Shelton’s traffic, parking, and access
regulations, visit www.sheltonstate.edu .
All employees and students who park motor vehicles on campus must obtain and display a
current parking hangtag. Hangtags may be requested at the Cashier’s Office on the martin
campus and the main building office on the Fredd campus. Hangtags must be visible while the
vehicle is parked on campus. All ordinances of the city of Tuscaloosa, Alabama related to traffic,
which are not in conflict with or inconsistent with these regulations, are made part thereof and
are enforceable as provided herein.
2023
Physical Plant Related Facility Problems
Electrical/Light Fixture, Plumbing Failure
 Stay clear of the problem area
 Turn off water and switch off lights if safely possible to do so
 Notify the appropriate Campus Security Office
Gas Leaks
 STOP all operations.
 DO NOT touch light switch or electrical equipment as this act can cause an explosion.
 EVACUATE the building.
 NOTIFY the appropriate Campus Security Office.
o Ventilation Problems/Smoke or foul odors detected in the ventilation system
 EVACUATE the building.
 NOTIFY the appropriate Campus Security Office.
Martin Campus
205.391.2377
Fredd Campus
205.391.2646
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Emergency phone boxes are located throughout both campuses and are in place to help
contact Security Offices.
Dean of Auxiliary Services
205.391.2225 or 205.391.2617
2024
Reporting Crime and Emergencies
Crime or other emergency in progress: Students, employees and others are encouraged to
report all criminal activity and emergencies occurring on campus. A report may be filed with the
appropriate Campus Security Office, a Tuscaloosa Police Department Officer, or the Dean of
Auxiliary Services. Direct 911 calls are routed to the Tuscaloosa Police Department Dispatch
Call Center. Reports of a past crime or incident may be made to the following law enforcement
authorities:
Crimes may also be reported to Campus Security Authorities as defined by the Campus
Security Policy and Campus Crime Statistics Act. These authorities include officials who have
significant responsibility for student and campus activities such as the Dean of Auxiliary
Services, Dean of Students, athletic coaches, counselors and various faculty advisors.
2025
Responding to Criminal Activity and Emergencies
SSCC will immediately send a Campus Security Officer or a Police Officer to all reported oncampus incidents and criminal activity. The Tuscaloosa Fire Rescue Department responds to
reports of fire or medical emergencies.
2026
Response to a Sexual Assault
Sexual assault is a criminal act which subjects the perpetrator to criminal and civil penalties in
state and federal courts. Besides the sanctions that can be imposed in court, Shelton State
Community College will respond administratively if a sexual assault or other criminal offense
involves a student or employee as the offender. Students and employees are subject to
applicable Student Code of Conduct policies and disciplinary procedures, including policies
prohibiting sexual harassment. Sanctions may include suspension or expulsion for student
offenders or termination of employment for employees. Victims may commence a disciplinary
action by submitting a written, signed statement detailing the incident to the Dean of Student
Services or the Dean of Auxiliary Services. SSCC has a comprehensive sexual misconduct
policy and procedures in place for sexual assault misconduct and sexual assault incidents.
2027
Safety and Security Information Report
Under the Campus SaVE Act, an addendum to the Clery Act, SSCC will provide annual
statistics on incidents of campus crimes, including incidents of sexual misconduct occurring on
campus and reported to campus authorities and/or local police. Additionally, SSCC will comply
with all mandatory reporting requirements including a broader range of sexual misconduct
incidents occurring on campus including domestic violence, dating violence, and stalking.
Nothing in this policy should be interpreted as precluding enforcement of the laws and
regulation of the United States of America, the State of Alabama, any locality in the state of
Alabama, or the College’s Student Code of Conduct.
[113]
2028
Security and Access to College Facilities
Shelton State Community College strives to maintain a safe and secure campus environment
for students, staff and visitors. Offices, laboratories and classrooms are secured when not in
use and officers who discover defective doors and locks, interior/exterior lighting problems, or
other safety hazards, routinely report the situation to the appropriate college department for
action. To further improve safety, the college encourages all campus community members to
take an active role and immediately report any observation of a suspected crime, unusual
or suspicious activity, emergency, or hazardous condition to the appropriate Campus Security
Office, the Dean of Auxiliary Services (205.391.2225) if merited, by dialing 911. The slogan “If
you see something; say something” is promoted at the College.
The college does not own, maintain or control: a) dormitories or other residential facilities; b) off
campus facilities for recognized student organizations; and c) non-campus buildings or
properties that are used for educational purposes. As no on-campus housing exists at SSCC,
fire safety reporting data will be limited to actual fire alarms and fire related incidents that will be
recorded to the daily activity log maintained by the Security Offices. The SSCC fire alarm
system is tested and routinely receives maintenance each year or as needed.
2029
Security Assistance Service
SSCC Security Officers or on site local law enforcement officers can escort students, faculty
and staff of the College while returning to their vehicles. A request may be made to the
appropriate Campus Security Office. An officer will respond and accompany you to a vehicle or
the bus stop closest to the campus.
PHYSICAL PLANT (FACILITY PROBLEMS)
2030 Severe Weather or Tornados

Students should monitor local weather updates for possible changing conditions that
might prompt severe weather warnings such as a tornado warning, flashflood warning,
severe thunderstorm warning, winter weather warnings, etc.
 Move orderly and quietly out of classrooms, labs and offices into safer interior hallways
on the lowest floor. Make sure to stay well away from doors, windows, and glass. In the
buildings without hallways, move to the interior of the building away from items that may
fall or be thrown about your proximity.
 Close all classroom and office doors, and encourage others to leave with you.
 Remain in the first floor hallway or interior room until contacted by CampusCast, college
officials or emergency personnel.
 Report anyone missing or injured to a college official or emergency personnel
immediately.
 Security and law enforcement may use the fire alarm system to notify the Martin
Campus for a tornado warning. The audible claxton will sound for 15-20 seconds and the
strobe lights will flash.
 Security, law enforcement and other college officials at the Fredd Campus will attempt to
contact each building via phone calls, bullhorns, or in person.
 CampusCast emergency notifications may be used to notify the college community as
merited.
ER OR TORNADO
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Overview
Since the college cannot anticipate any and all emergencies, we have developed four distinct
action plans for potential hazards. When are where possible, the College’s emergency
notification system (CampusCast) will be used to convey important emergency and critical
updates to system subscribers.
1.
Evacuate Building
Using the building fire evacuation procedures, evacuate the building to the nearest safe exit.
Stay in a group and remain 300 feet or more from the building to allow emergency personnel to
work. Follow CampusCast directives if alerts are given.
2.
Evacuate the Campus or Larger Area
Using the full campus evacuation procedures in this plan; follow instructions of emergency
personnel and college officials for either a personal evacuation on foot, by private car or an
assisted evacuation by the college. Flexibility is critical in a full evacuation as routes may be
altered to the type and scope of the emergency. Follow CampusCast directives if alerts are
given.
3.
Lockdown of Campus
In the event of an armed intruder or shooting on the campus, the College supports the “Run,
Hide, Fight” protocol promoted by the State of Alabama. College officials will lock down its
facilities using the procedure in this plan. It is critical that you follow every instruction to
maximize the safety of everyone and ideally denying the gunman or assailant access to victims
and hostages. Even if you know the gunman by name, you should not intervene unless you feel
that your life is in danger. Classrooms, departments, suites and other areas will be secured,
locked down, barricaded, and blocked to the fullest extent possible. Follow CampusCast
directives if alerts are given.
4.
Shelter from Severe Weather




5.
When notified of a severe weather event, follow weather procedures and official
instructions.
This notification may be made by the audible claxton of the fire alarm system, by
notification via college officials, security officers or law enforcement officers, and/or by
the CampusCast emergency notification system.
Move orderly and quietly out of classrooms, labs and offices into safer interior hallways
on the lowest floor. Make sure to stay well away from doors, windows, and glass. In the
buildings without hallways, move to the interior of the building away from items that may
fall or be thrown about.
Close all classroom and office doors, and encourage others to leave with you.
Severe Weather Related Closings
Occasionally, the College does have to cancel or alter official hours of operation due to severe
weather. The President receives updated weather information from the Dean of Auxiliary
Services before making the final decision to alter the hours of operation. Should the decision be
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made to alter the hours of operation due to severe or threatening weather, the Dean of Auxiliary
Services and the Director of Media and Communication will use the CampusCast emergency
notification system to notify currently enrolled students and employees as quickly as possible.
Updates will be placed on the college website and social media. Local radio and TV stations will
also be notified of any schedule changes due to severe weather.
6.
Loss of Power or Other Utilities
Occasionally, the College will suffer a loss of power. When this occurs, the emergency lights will
come on. College officials will determine the extent and duration of the power loss and decide
whether to dismiss classes at the respective campuses. Do not dismiss class until notified to do
so by College officials. Please call the appropriate campus security office for further information.
Follow-up calls may also be made to the Dean of Auxiliary Services. For long-term power or
other utility outages, the College will attempt to use the CampusCast emergency notification
system to notify the college community of updates and possible timeframes for the disruption.
Timely Warnings and Immediate Warnings for Emergency Notifications
Shelton State Community College utilizes a state-of-the-art emergency notification system
called CampusCast. This system will allow students and staff to receive rapid notification should
an emergency occur on our campus. Test alerts are sent to CampusCast users at a minimum of
6 times per year (twice each term of the academic year). Users can receive alerts via email,
text messaging, land-line and/or cell phone. Standard charges for incoming calls and text
messages apply (Please check with phone service provider regarding questions about any
charges).
During the first two weeks of each semester, an email will be sent to the email account identified
in myShelton (Banner) with login information.
Failure to log in and edit contact preferences may prohibit the student or staff member from
receiving accurate and timely CampusCast alert notifications.
To log into CampusCast Dashboard, please go to http://www.mycampuscast.net/login.aspx.
The first time accessing CampusCast, students and staff will be asked to change their
password. Usernames may also be changed.
To add a new contact phone number, simply select the "Contact Type" that needs to be added,
type in the phone number, add an optional comment, and check whether this number is to be
used in an emergency situation only. Once information has been checked for accuracy, users
should click the "Add" button. Users can add as many numbers as needed (home phone, cell
phone, parent's phone, etc.). Once users have added all their needed information, CampusCast
editing process is complete. If any contact information changes, users should remember to log
into CampusCast Dashboard and update their information.
If you have any questions or problems, please submit a Help Desk ticket. Select CampusCast
Rapid Notification in the System drop down menu on the CampusCast main page.
To opt out of the system and no longer receive updates, please submit an email with name, cell
number, and email address to Dean Tommy Taylor, ttaylor@sheltonstate.edu.
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Visitors to Campus Policy
Visitors should be able to demonstrate a valid purpose for being on campus and are expected to
abide by all policies of the institution. Only enrolled Shelton State students are permitted to
attend classes.
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Voluntary Confidential Reporting
SSCC will take a report that will allow a victim or witness to report crime on a voluntary and
confidential basis. Call the appropriate Campus Security Office (Martin Campus 205.391.2377
and Fredd Campus 205.391.2646) and ask to speak to a Security Officer or a Police Officer.
2033
Weapons Policy
Purpose:
Shelton State Community College seeks to maintain a welcoming, safe teaching and learning
environment for students, employees, and visitors, and adopts this policy for possession of
dangerous weapons and firearms on campus and at college-based events.
Policy Statement, Application, and Enforcement:
No person shall keep, use, possess, display, or carry any rifle, shotgun, handgun, knife, bow
and arrow, or other lethal or dangerous weapon or device capable of casting a projectile by air,
gas, or explosion, or mechanical means on any property or in any building owned or operated
by Shelton State Community College. Realistic facsimiles of weapons are also not allowed.
This policy does not apply to law enforcement officials legally authorized to carry such weapons
who are officially enrolled in classes or who are acting in the performance of their duties or an
instructional program in which firearms are required equipment.
Student violations may be addressed in accordance with the Code of Student Conduct as well
as other applicable policies and may include sanctions, up to and including expulsion.
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