Vermilion Community College
Employee Guidebook
2009 - 2010
Revised 8.1.09
TABLE OF CONTENTS
Provost's Message………………………………………………………………………………………………………………..3
Introduction…………………………………………………………………………………………………………………………4
College Profile………………………………………………………………………………………………………………………5
Overview of Minnesota State Government………………………………………………………………………………6
MnSCU and College Mission Statements
Minnesota State Colleges & Universities System Mission…………………………………………………………8
College Vision and Mission and Purpose ………………………………………………………………………………9
Guiding Principles…………………………………………………………………………………………………………… 10
Informational Documents
2009-2010 Academic Calendar……………………………………………………………………………………..……12
Final Exam Schedule: Fall 2009 ………………………………… ………………………………………………..…13
Final Exam Schedule: Spring 2010 …………………… ……………………………………………………………14
Meeting Schedule……………………………………………………………………………………………………………..15
2009-2010 Pay Periods…………………………………………………………………………………………………..…16
Building Hours and Holiday Closings…………………………………………………………………………………..17
Minnesota State Colleges and Universities (MnSCU) Board of Trustees……………………………………..18
Minnesota State Colleges and Universities (MnSCU) System…………………………………………………….18
Vermilion Community College Advisory Board and Foundation Board……………………………… …….19
Human Resources
Human Resources And Payroll Numbers …………………………………………………. … ……………21
Employee Orientation……………………………………………………………………………………………………21
Contacts and Website ..................................................................................................... 22
Position Descriptions ....................................................................................................... 22
Personnel Files and Data Privacy ...................................................................................... 22
Benefits ......................................................................................................................... 23
Employee Assistance Program ......................................................................................... 23
Family and Medical Leave Act (FMLA) ............................................................................... 24
Wages and Paychecks ..................................................................................................... 24
Union Membership .......................................................................................................... 24
Leave Requests: Sick Leave, Annual (or Personal) Leave, and College Business Leave ......... 24
Staff Development and Training ....................................................................................... 24
Statement of Dress ......................................................................................................... 25
Leave Usage Clarification ................................................................................................ 25
Tuition Waiver Benefit For Employees .............................................................................. 26
College, State, and System Policies Index ……………………………………………………………………… 28-32
Weather Emergencies & Evacuation Policy ................................................................... 32-38
Non- Discrimination in Employment and Education and Sexual Harassment and Sexual… ……39
Violence Policy………… …..…………………………………………………………………………………………40-44
Code of Conduct and Ethics ........................................................................................ 45-48
Possession or Carry of Firearms Policy (MnSCU Board Policy5.21)…………………………………….49
Tobacco Free Environment…………………………………………………………………………………………….49
Zero Tolerance of Workplace Violence .............................................................................. 50
Academic Affairs
Contact.......................................................................................................................... 52
New Faculty Mentors ...................................................................................................... 52
Assessment .................................................................................................................... 52
Course Outlines….…………………………………………………………………………………………………….…..52
Course Syllabi………………………………………………………………………………………………………………52
Student Evaluation/Assignments…………………………………………………………… ………………………52
Final Exams/Schedules…………………………………………………………………………………………… ……52
1
Student Attendance Policy…………………………………………………………………………………………….53
Student Discipline…………………………………………………………………………………………………..……53
Academic Dishonesty…………………………………………………………………………………..………………53
Confidentiality of Student Records…………………………………………………………………………………53
Posting of Office Hours…………………………………………………………………………………………………53
Meet and Confer………………………………………………………………………………………………………….53
Academic Affairs and Standards Council…………………………………………………………………………53
Fiscal Affairs
MnSCU Policy: 5.5.2 Purchasing……………………………………………………………………………….55-57
Access Policy ................................................................................................................. 57
Vehicle Regulations......................................................................................................... 58
Student Services
Contact and Website ....................................................................................................... 61
Leadership Council………………………………………………………………………………………………. …….61
Academic Advising .......................................................................................................... 61
Admissions..................................................................................................................... 61
Bookstore ...................................................................................................................... 61
Business Office ............................................................................................................... 61
Career Center................................................................................................................. 61
Computer Labs and Services............................................................................................ 62
Counseling Services ........................................................................................................ 62
Disability Services ........................................................................................................... 62
Enrollment Services ........................................................................................................ 62
Financial Aid .................................................................................................................. 62
Food Service .................................................................................................................. 63
Residence Life ................................................................................................................ 63
Library ........................................................................................................................... 63
Academic Resource Center .............................................................................................. 63
Placement Services ......................................................................................................... 63
Placement Testing (ASAP) ............................................................................................... 63
Records Office ................................................................................................................ 64
TRiO Student Support Services ........................................................................................ 64
Tours ............................................................................................................................ 64
Veteran Affairs ............................................................................................................... 64
Information Technology Services
Technology Staff ............................................................................................................ 66
Information Technology Systems Acceptable Use Policy ................................................ 66-68
Additional Services
Mail: Incoming and Outgoing.......................................................................................... 70
Keys .............................................................................................................................. 70
Maintenance Staff Contact............................................................................................... 70
Continuing Education Division
Contacts and Website ....................................................................................................... 71
Program Information ...................................................................................................... 72
New Employee Orientation/Mentors………………………………………………………………………………….74
Mentors' Checklist ………………………………………………………………………………..……………………75
New Employee Questionnaire………………………………………………………………………………… 76-77
Organizational Chart……………………………………………………………………………………………………………79
2
Provost’s Message
Welcome to the learning community of Vermilion Community College. As a new faculty or staff member, you
must have many unanswered questions that come with any new job. I hope this handbook answers your
questions. If not, the college is filled with friendly, helpful faculty and staff who will share their experiences
and knowledge with you. It is one thing that we do best - make students, faculty, and staff welcome to all
that is VCC here in Ely, Minnesota.
Take the time to familiarize yourself with our mission, vision, purposes, and guiding principles that can be
found on the web site. Our mission focuses on being an environmental college, and our purposes include the
comprehensiveness one would expect in a residential, comprehensive community college.
Joining VCC means that you are joining a college with a rich tradition of education and community service.
Ely Junior College was founded in 1922; of course the name has changed several times over the years, as
has the operational structure. But the commitment to quality teaching and learning has never wavered. We
are now one of five colleges of the Northeast Higher Education District (NHED): Vermilion Community
College, Mesabi Range Community and Technical College (Virginia and Eveleth), Itasca Community College
(Grand Rapids), Rainy River Community College (International Falls), and Hibbing Community College
(Hibbing). The district has one President, Dr. Sue Collins, and each college has a provost. We share some
services that allow good economies for each college: grant writing, customized training, and human services,
for example.
You’ll find that VCC has nurtured strong ties to our community, and we continue to value the role that we fill
as the cultural center of Ely. As an entrepreneurial college, our ties to the business community continue to
grow and develop. The Tech North Prep Center is an example of how we work with our local businesses to
encourage job growth and help bring technological advances to our region.
Students come first at VCC. We hope that you share that philosophy as you join us in helping to accomplish
our mission. With your help, we can bring the best possible educational experience to our students.
Welcome aboard!
Mary B. DuBois, Ed.D.
Provost
m.dubois@vcc.edu
3
Introduction
This handbook is written and issued by the administration at Vermilion Community College as an official
source of current operational policies and procedures. To minimize the number of regulations and
procedures, only those items are included which seem essential to good organization, communication, and
coordination. Each member of the staff, however, is expected to be familiar with the information in this
handbook.
The handbook should be regarded as a supplement to all professional staff contracts. Although an attempt
has been made not to repeat information in those contracts, the procedures and policies in this handbook are
to be considered in the context of the terms and official interpretations of the contracts. In the case of any
conflict between this handbook and the contracts, the terms of the contracts will prevail.
It is presumed that things will change. The handbook is intended to be dynamic and adaptive. In general,
changes in our policies and procedures will come in one or more of the following ways:
1.
Legislative changes in Minnesota statutes;
2.
Policy/procedure memoranda from the Department of Administration of the State of Minnesota;
3.
Changes in system-wide or specific institutional policy/procedures approved by MnSCU;
4.
Administrative changes made by the Chancellor's office;
5.
Changes developed at the initiative of the college administration with the approval of the Provost;
6.
Changes initiated by the Faculty Association in discussions with the administration and approved by the
Provost;
7.
When logical and appropriate, changes initiated by other personnel constituencies in discussions with
the administration and approved by the Provost;
8.
Changes that result from conflict with the terms of official interpretation of the terms of the contract or
from a successful grievance to that effect;
9.
Changes that result from additional negotiations between the individual unions and MnSCU.
This handbook is designed to facilitate deletions, modifications, or additions as they occur.
4
College Profile
Vermilion Community College is a member of the Northeast Higher Education District, which was formed by
the MnSCU Board of Trustees in September 1999. The College has changed names and affiliations over the
years in response to legislative mandates in an attempt to serve students and conserve resources; however,
it has been in continuous operation for nearly 80 years.
The college opened in 1922 as Ely Junior College and was originally part of the Ely Public Schools. Although
the institution became Ely State Junior College in 1964, the name was later changed to Vermilion State Junior
College, and in 1973, to Vermilion Community College.
In 1982, the college became a member institution in Arrowhead Community College, a multi-campus college
providing educational services throughout northeastern Minnesota. This regional college structure was
dissolved in the MnSCU reorganization of 1995.
Between 1996 and 1999, Vermilion Community College, along with Mesabi Range Community and Technical
College, joined to form the Laurentian Community and Technical College District, enabling the two colleges to
share senior administrative positions, programs and services. Laurentian was dissolved by the Board of
Trustees in September 1999, as part of the reorganization establishing the Northeast Higher Education
District.
The 1990 U.S. Census showed a sizeable decrease in the area’s population. The Minnesota State
Demographer’s Office projects the population to continue to decrease over the next 30 years. The population
density of Northeastern Minnesota is approximately 16 people per square mile, and the region is
overwhelmingly rural. Consequently, the majority of Vermilion’s students come from outside the immediate
commuting area, with approximately one-third coming from outside Minnesota. Students cite the main
reasons for attending Vermilion as program of study and cost.
Known as the “Boundary Waters College”, VCC is located in the heart of the Superior National Forest, on the
edge of the Boundary Waters Canoe Area Wilderness. Vermilion’s natural setting not only provides an
outdoor classroom but is fully utilized for instructional purposes as well. Many of VCC’s courses capitalize on
the wilderness environment. A full slate of student activities and athletics rounds out the Vermilion
experience.
Vermilion Community College provides rural access, partnership with business and industry, and unique
programs. The College has housing for 256 students which is always full each Fall Semester. Lack of
available housing in the area is a significant concern.
5
Overview of Minnesota State Government
Minnesota State government is organized into three branches:
Executive
Legislative
Judicial
The Minnesota State Colleges and Universities (MnSCU) is part of the Executive Branch.
Executive Branch
“The Administrators"
Purpose: to administer laws
that the legislature passes and
see that the business of state
government is run efficiently
and correctly.
Members:
 Six constitutional officers:
Governor, Lt. Governor,
Secretary of State, State
Auditor, State Treasurer,
Attorney General
 Department and agency
commissioners appointed
by the governor; 40,000+
state employees
Legislative Branch
“The Lawmakers”
Purpose: to make new laws,
and to change or abolish old
laws; set the state’s budget
and tax policies; propose
changes to state constitution;
elect U of M regents; oversee
state government.
Members: 201 total: 67
senators, 134 Representatives
6
Judicial Branch
“The Judges”
Purpose: to uphold the
constitution of the state and
nation; to interpret the laws.
Members:
 Supreme Court: one chief
justice and six associate
justices
 Court of Appeals: one
chief justice and fifteen
associate justices.
 District Court: ten judicial
districts, each with several
judges
 Conciliation Court: one
court in each county
MnSCU and College Mission Statements
7
Minnesota State Colleges & Universities System Mission
Minnesota State Colleges and Universities (MnSCU) provides accessible high-quality, future-oriented
education and community service through technical, pre-baccalaureate, baccalaureate, master’s, occupational
and continuing education programs.
Each State college and university has a distinct mission that is consistent with and supportive of the overall
mission of Minnesota State Colleges and Universities.
Minnesota State Colleges and Universities provides high-quality programs comprising:

Technical education programs, delivered principally by technical colleges, which prepare students for
skilled occupations that do not require a baccalaureate degree.

Pre-baccalaureate programs, delivered principally by community colleges, which offer lower division
instruction in academic programs, occupational programs in which all credits earned will be accepted for
transfer to a baccalaureate degree in the same field of study, and remedial studies.

Baccalaureate and graduate programs, delivered principally by state universities, which offer
undergraduate and graduate instruction through the master’s degree, including specialist certificates, in
the liberal arts and sciences and professional education.
8
College Vision
Vermilion Community College will be recognized as a vital two-year residential college that serves the
changing needs of its communities by providing a high quality comprehensive learning environment.
College Mission
Vermilion Community College educates people from all walks of life to become well-rounded, ethical citizens
prepared to work, live, and learn in a changing world, especially the natural world that surrounds us.
College Purpose
The purpose of Vermilion Community College is to provide:
1.
2.
3.
4.
5.
6.
7.
8.
Comprehensive courses and programs, including
a. General education,
b. Associate degree programs in the liberal arts and sciences that are transferable to four-year
colleges and universities, and
c. Collaborative programs with other high schools, colleges and universities.
Occupational preparation including associate in applied science programs,
diplomas and certificates enabling students to acquire skills and knowledge
leading to employment or transfer to four-year colleges and universities.
Programs and courses that allow developmental students to meet the demands of a
college education.
Continuing education, providing credit and non-credit classes and workshops for
professional advancement, retraining, and upgrading of skills.
Workforce training for business and industry addressing present and emerging
needs of employees and employers.
Collaborative partnerships with higher educational institutions, business, industry,
labor and governmental agencies that serve the educational and economic
development needs of the college’s service area.
Opportunities to enrich the personal, educational, physical, recreational and
cultural growth of students and the community, and to encourage students to
become ethical and responsible citizens.
Support services to all students, including those from diverse cultural, ethnic, economic, and
educational backgrounds, enabling them to pursue their educational objectives with as few barriers as
possible.
9
Guiding Principles
Excellence
We strive for excellence in our educational programs, student experiences,
partnerships, and services.
Responsiveness
We actively anticipate and respond to the changing needs
of our constituents.
Community
We encourage and support learning and civic involvement
that create strong connections between the college and
our communities.
Diversity
We recognize, respect, and learn from the diversity of our
campus community.
Culture
We respect our history, culture, and surroundings and use
them to create our unique learning environment.
Unity
We achieve our goals through open communication,
mutual support, and respect.
10
Informational Documents
11
2009-2010 Academic Calendar
FALL SEMESTER 2009
August 20-21
August 22-23
August 24
August 24
August 28
September 7
October 2
October 12-16
October 15 & 16
October 19
October 23
November 11
November 19
November 26 & 27
December 4
December 14, 15 & 16
December 17 - January 8
December 25
Faculty/Staff Duty Days – Offices Open
On-Campus Housing Move In Days
Fall Semester Begins - Orientation / Cornerstone Activity Day
Tuition Due Date
Last Day to Drop/Add
Labor Day – No Classes – Campus Closed
Last Day to Withdraw from First Half Semester Courses
Mid-Term Week
MEA Meetings – No Classes – Offices Open
Second Half of Semester Begins
Last Day for Pass/Fail Option
Veteran’s Day – No Classes – Campus Closed
Last Day to Withdraw from Full Semester Courses
Thanksgiving – No Classes – Campus Closed
Last Day to Withdraw from Second Half Semester Courses
Fall Semester Final Exams
Winter Break – No Classes - Offices Open
Holiday – Campus Closed
SPRING SEMESTER 2010
January 1
January 9
January 11
January 11
January 15
January 18
February 15
February 16
February 26
March 1-5
March 8 - 12
March 15
March 19
April 2
April 15
April 30
May 10, 11, 12
May 11
May 31
Holiday – Campus Closed
On - Campus Housing Move In Day
Spring Semester Classes Begin
Tuition Due Date
Last Day to Drop/Add
Martin Luther King Day – No Classes – Campus Closed
President’s Day – No Classes – Campus Closed
Duty Day – No Classes – Offices Open
Last Day to Withdraw from First Half Semester Courses
Mid-Term Week
Spring Break-No Classes-Office Open
Second Half of Semester Begins
Last Day for Pass/Fail Option
Duty Day – No Classes – Offices Open
Last Day to Withdraw from Full Semester Courses
Last Day to Withdraw from Second Half Semester Courses
Spring Semester Final Exams
Vermilion Graduation- VCC Gymnasium
Memorial Day – Campus Closed
12
Fall Semester 2009 Final Exam Schedule
Monday, December 14, 2009
FIRST Class Meeting Time and Days
9:00 a.m. – M W F
9:00 a.m.– T Th
3:00 p.m.– M W F
3:00 p.m.– T Th
2:00 p.m.– M W F
2:00 p.m.– T Th
Final Exam Times
8:00 - 9:30 a.m.
9:30 - 11:00 a.m.
11:00 a.m.- 12:30 p.m.
12:30 - 2:00 p.m.
2:00 - 3:30 p.m.
3:30 - 5:00 p.m.
Tuesday, December 15, 2009
FIRST Class Meeting Time and Days
1:00 p.m. – M W F
1:00 p.m. – T Th
8:00 a.m.– M W F
8:00 a.m.– T Th
11:00 a.m.– M W F
11:00 a.m.– T Th
Final Exam Times
8:00 - 9:30 a.m.
9:30 - 11:00 a.m.
11:00 a.m.- 12:30 p.m.
12:30 - 2:00 p.m.
2:00 - 3:30 p.m.
3:30 - 5:00 p.m.
Wednesday, December 16, 2009
FIRST Class Meeting Time and Days
10:00 a.m.– M W F
10:00 a.m.– T Th
12:00 noon – M W F
12:00 noon– T Th
4:00 p.m.– M W F
4:00 p.m.– T Th
Final Exam Times
8:00-9:30 a.m.
9:30-11:00 a.m.
11:00 a.m.-12:30 p.m.
12:30-2:00 p.m.
2:00-3:30 p.m.
3:30-5:00 p.m.
Notes:
Permission will NOT be given to take final exams in advance of scheduled times.
All exams will be conducted in the room where classes have been scheduled.
Classes must meet at the scheduled final exam time.
Final exams for classes that are scheduled after 5:00 p.m. will meet as follows:
 If class meets Mondays or Tuesdays, the final exam will be held Monday, December 14, 2009.
 If class meets Wednesdays or Thursdays, the final exam will be held Tuesday, December 15, 2009 at
its normal class time.
 Final exams for classes with "arranged" schedules will be offered during final exam week at a time
mutually agreed upon by the instructor and students.




13
Spring Semester 2010 Final Exam Schedule
Monday, May 10, 2010
FIRST Class Meeting Time and Days
11:00 a.m. M W F
11:00 a.m.
8:00 a.m.
8:00 a.m.
12:00
12:00
Final Exam Times
8:00 - 9:30 a.m.
T Th
MWF
T Th
MWF
T Th
9:30 - 11:00 a.m.
11:00 a.m. - 12:30 p.m.
12:30 - 2:00 p.m.
2:00 - 3:30 p.m.
3:30 - 5:00 p.m.
Tuesday, May 11, 2010
FIRST Class Meeting Time and Days
2:00 p.m.
2:00 p.m.
1:00 p.m.
1:00 p.m.
10:00 a.m.
10:00 a.m.
M
T
M
T
M
T
WF
Th
WF
Th
WF
Th
Final Exam Times
8:00 - 9:30 a.m.
9:30 - 11:00 a.m.
11:00 a.m.- 12:30 p.m.
12:30 - 2:00 p.m.
2:00 - 3:30 p.m.
3:30 - 5:00 p.m.
Wednesday, May 12, 2010
FIRST Class Meeting Time and Days
3:00
3:00
9:00
9:00
4:00
4:00
p.m.
p.m.
a.m.
a.m.
p.m.
p.m.
M
T
M
T
M
T
WF
Th
WF
Th
WF
Th
Final Exam Times
8:00-9:30 a.m.
9:30-11:00 a.m.
11:00 a.m.-12:30 p.m.
12:30-2:00 p.m.
2:00-3:30 p.m.
3:30-5:00 p.m.
Notes:
Permission will NOT be given to take final exams in advance of scheduled times.
All exams will be conducted in the room where classes have been scheduled.
Instructors will meet their classes at the scheduled final exam time.
Final exams for classes that are scheduled after 5:00 p.m. will meet as follows:
 If class meets Mondays or Tuesdays, the final exam will be held Monday, May 10, 2010 at its
normal class time.
 If class meets Wednesdays or Thursdays, the final exam will be held Wednesday, May12, 2010
at its normal class time.
 Final exams for classes with "arranged" schedules will be offered during final exam week at a time
mutually agreed upon by the instructor and students.




14
2009-2010 Meeting Schedule
Staff / Provost – Second Tuesday of every month
1:30 p.m., Lower Conference Room
Coffee an’ will be provided









Tuesday,
Tuesday,
Tuesday,
Tuesday,
Tuesday,
Tuesday,
Tuesday,
Tuesday,
Tuesday,
September 8, 2009
October 13, 2009
November 10, 2009
December 8, 2009
January 12, 2010
February 9, 2010
March 9, 2010
April 13, 2010
May 18, 2010 (Due to Graduation, Tues. 5/11/10)
Meet & Confer – Second Wednesday of every month
4:00 p.m., Lower Conference Room
Coffee an’ will be provided



Wednesday, September 9, 2009
Wednesday, October 14, 2009
Wednesday, November 18, 2009 (Due to Holiday, Wed. 11/11/09)



Wednesday,
Wednesday,
Wednesday,
Wednesday,
Wednesday,
Wednesday,



Note: The meeting November 18, 2009 will begin at 3:00 p.m.
December 9, 2009
January 13, 2010
February 10, 010
March 17, 2010 (Due to Spring Break, Wed. 3/10/10)
April 14, 2010
May 12, 2010
VCC Advisory Committee – Third Wednesday of every month
5:30 p.m., Lower Conference Room
Coffee an’ will be provided










Wednesday, September 16, 2009
Wednesday, October 21, 2009
Wednesday, November 18, 2009
Wednesday, December 16, 2009
Wednesday, January 20, 2010
Wednesday, February 17, 2010
Wednesday, March 17, 2010
Wednesday, April 21, 2010
Tuesday, May 11, 2010 - Graduation - Mark your calendars!
Wednesday, May 19, 2010 (Location TBD)
15
2009-2010 PAY PERIODS
BEGINNING
ENDING
06-24-09
07-07-09
07-17-09
07-08-09
07-21-09
07-31-09
07-22-09
08-04-09
08-14-09
08-05-09
08-18-09
08-28-09
08-19-09
09-01-09
09-11-09
09-02-09
09-15-09
09-25-09
09-16-09
09-29-09
10-09-09
09-30-09
10-13-09
10-23-09
10-14-09
10-27-09
11-06-09
10-28-09
11-10-09
11-20-09
11-11-09
11-24-09
12-04-09
11-25-09
12-08-09
12-18-09
12-09-09
12-22-09
12-31-09
12-23-09
01-05-10
01-15-10
01-06-10
01-19-10
01-29-10
01-20-10
02-02-10
02-12-10
02-03-10
02-16-10
02-26-10
02-17-10
03-02-10
03-12-10
03-03-10
03-16-10
03-26-10
03-17-10
03-30-10
04-09-10
03-31-10
04-13-10
04-23-10
04-14-10
04-27-10
05-07-10
04-28-10
05-11-10
05-21-10
05-12-10
05-25-10
06-04-10
05-26-10
06-08-10
06-18-10
06-09-10
06-22-10
07-02-10
16
DATE ISSUED
Building Hours and Holiday Closings
2009-2010
The following are the building hours for the College. Check the calendar for holiday building closings.
School Year Hours
Monday-Friday
7:00 a.m. – 10:00 p.m.
Saturday
8:00 a.m. – 4:30 p.m.
Sunday
Campus Closed
Summer Hours
Monday-Friday
7:00 a.m. – 4:30 p.m.
Saturday and Sunday
Campus Closed
17
Minnesota State Colleges and Universities (MnSCU) Board of Trustees
Will Antell
Duane Benson
Michael Boulton (Student)
Cheryl Dickson (Treasurer)
Ivan Dusek
Ruth Grendahl
Clarence Hightower
Robert H. Hoffman (Chair)
Carol Ley (Student)
Lew Moran
David Olson
David Paskach
Thomas Renier
Christopher Schultz (Student)
Ann Curme Shaw (Vice Chair)
Stillwater
Minneapolis
Porter
St. Paul
Willmar
Apple Valley
Minneapolis
Waseca
Alexandria
Minneapolis
St. Paul
Marshall
Duluth
St. Paul
Minneapolis
More Information on Board of Trustees is available on the Minnesota State Colleges and Universities
website (www.MnSCU.edu).
Minnesota State Colleges and Universities (MnSCU) System
James McCormick, Chancellor
Janice Fitzgerald, Deputy to Chancellor
Gail Olson, General Counsel
Linda Baer, Senior vice Chancellor for Academic and Student Affairs
Deena Allen, Associate Vice Chancellor for Academic Resources
Laura M. King, Vice Chancellor/Chief Financial Officer
Judy Borgen, Associate Vice Chancellor of Budget
Tim Stoddard, Associate Vice Chancellor for Financial Reporting
Ken Niemi, Vice Chancellor for Information Systems
Bill Tschida, Vice Chancellor for Human Resources
Linda Skallman, Associate Vice Chancellor for Personnel
Whitney Harris, EOD Executive Director
Michael Murphy, Associate Vice Chancellor for Strategic Partnerships
Allan Johnson, Associate Vice Chancellor for Facilities
Linda Kohl, Associate Vice Chancellor for Public Affairs
Mike Lopez, Associate Vice Chancellor for Student Affairs
Manual Lopez, Associate Vice Chancellor for Continuous Imp
Leslie Mercer, Associate Vice Chancellor for Research
18
2009 – 2010 Board Membership
Foundation Board
Dennis Cadari
Mary Ellen Gotchnik
Denise Jordan
Gil Knight
Jodi Martin
Phyllis Olson
Barbara Omerza
Bernard Popesh
Tim Riley
Emily Wahlberg
Ely
Ely
Ely
Ely
Ely
Ely
Ely
Ely
Ely
Ely
Advisory Board
Barry Bissonett
Bea Brophey
Tom Coombe
Butch Diesslin
Betty Erickson
Marge Forsberg
Linda Lee Hane
Douglas Hirdler
Jeff Sundell
Patty Trembath
Ely
Ely
Ely
Ely
Ely
Ely
Ely
Ely
Ely
Ely
19
Human Resources
20
2009-2010 HUMAN RESOURCES
AND PAYROLL NUMBERS
B.
HUMAN RESOURCES ISSUES
Labor contract questions and issues; benefits,
including insurance issues; leave eligibility;
retirement eligibility; Employee Assistance Program;
salary schedule placement; changes in rate of pay;
training & staff development.
YOUR HUMAN RESOURCES STAFF
Patti Delich, Director of Human Resources
(218) 749-7743 e-mail: p.delich@mr.mnscu.edu
Deb Buria-Falkowski, Personnel Aide, Sr
(218) 749-7767
e-mail: d.falkowski@mr.mnscu.edu
Sandy Sharp Nelson, Office Specialist
(218) 748-2413 e-mail: s.nelson@mr.mnscu.edu
C.
FAX : (218) 749-0321
PAYROLL ISSUES
Questions about the paycheck, including back pay and
dates of pay; W4 changes; lost checks; all deductions,
including savings bonds, Foundation deductions,
retirement deductions; duplicate W2s;
Contact: Juanita Sistad
(218) 262-7224
e-mail: juanitasistad@hibbing.edu
UNIONS
AFSCME 1-800-652-9791 or (651) 450-4990
MAPE
1-800-652-9721 or (651) 227-6457
(MN Association of Professional Employees)
MMA
1-800-642-2373 or (651) 222-3811
(Middle Management Association)
MSCF
1-800-652-9073 or (651) 227-9541
(MN State College Faculty) FAX: (651) 227-9541
================================================
D.
MSRS 1-800-657-5757 or (651) 296-2761
(218) 740-3157 Duluth Office
(Minnesota State Retirement Systems)
 Administers the Health Care Savings Plan
www.msrs.state.mn.us
PERA 1-800-652-9026 or (651) 296-7460
(Public Employees Retirement Assoc.)
TRA 1-800-657-3669 or (651) 296-2409
(Teachers Retirement Association)
FAX: (651) 297-5999
www.tra.state.mn.us
IRAP 1-800-682-8969 administered by TIAA-CREF
http://www.tiaa-cref.org
SRP (Supplemental Retirement Plan) administered by TIAA-CREF
1-800-682-8969
http://www.tiaa-cref.org
================================================
OPTIONAL RETIREMENT PLANS
Tax Sheltered Annuity Program
FAX: (218) 262-7269
ACCESS YOUR PAYSTUB AT:
……… .. www.state.mn.us/employee
Affinity Plus Credit Union (former SCCU)
(218) 326-4314 Grand Rapids
(218) 722-4004 Duluth
www.affinityplus.org
Make Direct Inquiries for Information to
These Expert Sources:
-----------------------------------------------------*Union Dues: Call your union
*Retirement Annuity: Your retirement fund provider
*Supplemental Retirement: TIAA-CREF
*Billing/covered services issues for health
or dental insurance: insurance carrier
Investments (403(b), etc): appropriate
advisor/company
Tax calculations/advice: accountant
Legal Advice: appropriate legal professional
RETIREMENT PLANS
403(b)
TIAA-CREF- 1-800-682-8969
http://www.tiaa-cref.org
457
Deferred Comp - administered by MSRS & ING
Duluth Office:
1-800-657-5757 or (218) 740-3151
www.mndcplan.com
Fax: 218-740-3174
HEALTH / DENTAL CARRIERS
BCBS MN Advantage 1-800-262-0819
State Dental Plan 1-800-553-9536
Blue Plus Dental 1-888-853-7553
Navitus (Prescriptions) 1-866-333-2757
Group Long-term Care from CNA 1-888-653-9600
www.mpel.org
Pre-tax Benefits (Eide Bailly Benefits)1-800-300-1672
Eidebailly.com/benefits
Worker’s Compensation - Administered by CorVel:
(612) 436-2542
1-866-399-8541
NURSELINE for 24 hr care & advice 1-800-622-9524
(Toll-free)
Prescription Drugs from Canada
www.advantage-meds.com
MN State Employee Assistance Program
EAP Counselor call: 651-259-3840 or
1-800-657-3719
21
Contacts
Patti Delich, Director of Human Resources
(218) 749-7743
e-mail: p.delich@mr.mnscu.edu
Deb Buria-Falkowski, Personnel Aide, Sr.
(218) 749-7767
e-mail: d.falkowski@mr.mnscu.edu
FAX : (218)749-0321
Please visit our home pages at the VCC Website at:
www.vcc.edu
Employee Orientation
Human Resources Visit. This includes information about the position for which the new employee is
hired and the exchange of information for payroll/personnel purposes. Topics such as benefits will be
explained at this meeting. A PowerPoint demonstration will be used to cover general information about
the college. Union contracts will be supplied when appropriate. An Employee Guidebook will be given
to the employee, which will include all of the policies and regulations of which employees must be
aware (e.g. College’s Sexual Harassment Policy, Drug and Alcohol Policy). Employees will also be
given the Human Resource Department business cards and will be encouraged to call with questions.
Introductory Tour of the College.
This will be conducted on the first work day, even though a
tour may have been given during the interview phase. The tour will be for the purpose of familiarizing
the new employee with the building layout and to meet other employees and will be conducted by a
member of the new employee’s unit.
Orientation Session. A formal orientation session will be presented each fall for new employees.
Presentations will be from all departments in the College, including Student Services, Library,
Continuing Education, union leaders, and others.
Mentoring. A mentor, or “buddy,” within the new employee’s unit will be identified. The mentor will
be available to answer questions regarding the daily routine, the job duties, or the college in general, as
well as other questions that may come up in the weeks and months ahead.
Position Descriptions
Position descriptions are written for each non-faculty position, and copies are retained by both the supervisor
and the employee. A copy is available in the personnel file at the Human Resources Office. The supervisor
and the employee should keep the position description updated as necessary. It will be reviewed at least
yearly or at the time of any performance reviews.
Personnel Files and Data Privacy
Personnel files are maintained at the Human Resources Office in Virginia. The files are available for
inspection by employees or by supervisors.
Contents of the personnel file may include:
 Initial employment data: including resumes, applications, and appointment documents leading to initial
employment
 Historical employment data
 Transcripts
22





Insurance applications: initial and changes
Documents regarding employment status
Performance evaluations
Disciplinary reports
Documents submitted by the employee for addition to the file
It is the employee’s responsibility to inform the Human Resources Office of demographic/ personal
information if it changes, such as change of name or address, marital status, birth of children, etc.
Data privacy laws protect specific information about employees. Information which is PRIVATE includes:
 Unemployment insurance documents
 Medical statements
 Performance evaluations
 Memos withholding annual pay increases for performance reasons
 Original reference check letters
 W2 forms
 Insurance coverage forms
Other information is PUBLIC, including:
 Name
 Salary
 Original application form
 Pension & benefit amounts
 Expense reimbursements
 Position descriptions
 Education and training
 Work background
 Salary increase memos
 Commendations
 Discipline letters, memos
 Status of any charges or complaints filed against an employee
Employment contracts also address personnel files.
Benefits
Employee benefits for eligible employees include insurance, retirement plan, paid vacation and sick leave,
paid holidays, tuition waivers, and other attractive additions to wages. Eligibility for benefits are generally set
through collective bargaining. Employees will find details of benefits available in the appropriate employment
contract. Questions regarding eligibility for and information about benefits can be addressed to the Human
Resources staff.
Employee Assistance Program
The Minnesota State Employee Assistance Program (EAP) was established because State employees and
agencies experience distress from time to time. Personal issues sometimes create job performance problems
for individuals, supervisors, and work groups. The State, as an employer, wants to provide the means for an
employee to get help easily, confidentially, and voluntarily. Since employees are the State’s most important
resource, both our State agencies and our employees benefit from the Employee Assistance Program.
There are EAP providers in the area that render confidential services to employees in need of counseling or
referral to social service agencies. Employees are encouraged to contact the provider directly or they can be
referred by their supervisor. The Human Resources Office can provide further information regarding current
area providers or program information.
23
Family and Medical Leave Act (FMLA)
The Family and Medical Leave Act (FMLA) went into effect on August 5, 1993. It is a federal law which
(broadly stated) provides eligible employees with paid or unpaid leave for up to 12 weeks in a 12-month
period for the birth or adoption of a child, for the care of a child, spouse, or parent who has a serious health
condition, and for serious illness of an employee. The law was updated in 2009 to include leave
up to 24 weeks in order caring for a family member injured while enlisted in the United States military. It also
entitles employees to job protection and employer-paid insurance during the period of a qualifying leave.
The State has established that the 12-month period coincides with the State’s fiscal year (July to June).
Attached to this Guidebook (Appendix A) is the Statewide Policy on FMLA. Further information can be
obtained at the Human Resources Office regarding eligibility and procedures to use FMLA.
Wages and Paychecks
Paychecks are issued every other Friday (bi-weekly) and direct deposit is the State’s mandatory method of
issuing wages. There are 26 paychecks in a 12-month period.
Paychecks for part-time faculty are issued based on the dates of the work performed and timely submission
of information to the Human Resources Office.
Check advices will be obtained by employees on the State’s website. They will not be mailed to employees’
home addresses. Questions regarding the paycheck or payroll information can be addressed to the Human
Resources Office.
Union Membership
Eligible employees of Vermilion Community College are represented by the following unions, each with its
collective bargaining contract. New employees will receive contracts of the appropriate bargaining unit.
 AFSCME (Local 4001)
 MAPE (Minnesota Association of Professional Employees)
 MMA (Middle Management Association)
 MSCF (Minnesota State College Faculty)
Leave Requests: Sick Leave, Annual (or Personal) Leave, and College Business Leave
Forms are available from the Provost's Office to request leave from regular duty. There is a form for sick
leave and annual/personal leave and another for college business leave. These forms are to be submitted
and APPROVED PRIOR to the date of leave (see contracts regarding submission of requests).
Regarding sick leave, written requests should be submitted in advance of the period of absence when
practicable; and when advance notice is not possible, employees shall notify their supervisor by telephone or
other means at the earliest convenience. Specific instructions regarding notification of illness should be
discussed with the supervisor.
College business leave is to be requested and authorized prior to taking it, using the written request form
available. Any expenses involved should be noted.
Staff Development and Training
Vermilion Community College encourages all employees in life-long learning and career development. It is
the College’s obligation to balance this philosophy with the expectation that students are our highest priority
and the responsibility to maintain a financially-sound institution.
Vermilion's staff development and training activities include a variety of learning opportunities:
 Technology Training and Development
24








Faculty Sabbaticals (contractual benefit)
Administrative Sabbaticals
Tuition Waivers (contractual benefit)
Project Release Time
Staff Duty Days
Conferences
Individual Career Planning
Retirement Seminars (not individual retirement counseling)
Questions about staff development can be addressed to the Human Resources Office.
Statement of Dress
At Vermilion Community College, we are very proud of our image as a high-quality educational institution in
both the local communities and the larger academic community.
Our image is formed, in part by the
impression employees make on students and the public. Personal appearance is a factor in creating an
impression. Changes in fashion and differences in job assignments make it difficult to create specific
guidelines; therefore, we ask that employees help us maintain our positive public image by making clothing
choices that are appropriate to their work environment.
Leave Usage Clarification - July 2005
College Business Leave: The Employee Guidebook briefly addresses this type of leave, “College business
leave is to be requested and authorized prior to taking it, using the written request form available. Any
expenses involved should be noted.” The College Business Absence Form states that “Whenever possible,
this request should be submitted at least one week in advance for institutional representation and ten days in
advance for staff development.”
The College Administration will make every effort to review and return requests in the shortest possible time
so plans for travel can be made. Special circumstances should be discussed with the supervisor when
divergence from the normal procedure may be necessary or time is at issue.
Communication between supervisor and employee is the best way for expressing the expectations in a
particular department. Conversations regarding the expectations would help to clarify things for all parties.
Sick Leave: An employee who calls in to notify the supervisor of illness or has a medical emergency which
necessitates leaving work is expected to fill out a request form immediately upon returning to work. Doctor
appointments and scheduled surgeries (for example)—planned leave--are to be submitted in advance. A
reasonable expectation of the definition of “advanced” should be a topic of discussion between supervisors
and employees. In some areas of the college where a replacement may need to be found, a longer period of
time may be required.
Annual Leave: Approval of this type of leave has been mostly “discretionary” on the part of the supervisor.
In some departments, it is important that supervisors know well in advance when vacations and time off are
planned. The AFSCME contract says four weeks notice should be given, though many supervisors do not
require that much notice. The MAPE contract says vacations should be scheduled at a “time agreeable to the
employee insofar as work unit staffing permits.”
Personal Leave: This type of leave is specific to faculty. The contracts do not address how to administer
approval for leave. Advance notice should be given for leave that is planned. The use of personal leave for
unforeseen events/emergencies should be called in to the supervisor.
25
These are the current expectations for employees requesting and using paid leave. Specific questions about
departmental expectations, supervisory discretion, and contractual differences should be addressed by
employees and their supervisors. Questions regarding paid leave usage or accrual can be addressed to Patti
Delich or Deb Buria-Falkowski in the human resources office. A reminder: leave records for employees are
maintained in the Provost’s Office.
Minnesota Colleges and Universities
TUITION WAIVER BENEFIT FOR EMPLOYEES
Please see:
https://webproc.mnscu.edu/esession/authentication.do?viewLoginForwardName=employeeLogin&campusId=
147&postAuthUrl=http%3A%2F%2Fwebproc.mnscu.edu%2Ftw%2Fwaiver%2Fsummary.do%3Bjsessionid%3
DD5C7FD3379490C4A9E2AD81F457C62EB%3Fcampusid%3D147 , or contact the Human Resources staff
with any questions regarding this benefit for specific employees.
26
College, State, and System Policies
27
Policy Index
Vermilion Community College
Updated October 2003
(1)
(2)
(3)
(4)
(5)
MnSCU Board Policy (Table of Contents)
Community Colleges Carry Forward Policies (List)
Technical Colleges Carry Forward Policies (List)
Minnesota Statutes 2003 (List)
Mn Statutes – Chapter 43A (Department of Employee Relations) (List)
Category
Academics
Title
Academic Assessment
Academic Forgiveness
Academic Honors
Academic Integrity Policy
Academic Standards
Admissions Policy
ASAP Retest Policy
Assessment Testing Policy
and Assessment Retest Policy
Awarding of College Credit
Continuing Education and Custom Training
Documented Activities
Course Test-out Policy
Drop, Add, and Withdrawal Policy
Final Exams
Finality of Grades
First Day No-Show Policy and Procedures
Grades for Developmental Courses
Grades Incl. Pass/Fail Grading Options
First Day No-show Policy and Procedures
Independent Study Policy
Minnesota Post Secondary Enrollment Options
MnSCU website
MnSCU website
MnSCU website
State of MN website
State of MN website
Date Adopted, Reviewed, or Updated
Source of Policy___
May 2002
College
October 2001
College
April 2002
College
July 2003
College
October 2001
College
July 2003
College
April 2002
College
July 2003
College
July 2003
College
October 2001
MnSCU Policy
October 2001
College
November 2000
October 2001
July 2003
April 2002
October 2001
April 2002
July 2003
October 2001
December 2002
July 2003
and October 2001
March 2001
July 2003
July 2003
November 2001
New Student Assessment Testing Policy
Pass/Fail Grading Options Policy
Satisfactory Academic Progress
Selection of Center for Teaching and Learning Leader
28
College
College
College
College
College
College
College
College
College
College
College
College
College
College
Tuition and Fees Payment Accounts Receivable Policy
Accounts Receivable Collection Timeline
July 2003
February 2004
College
College
Administration
Access Policy
Fraud and Dishonest Acts Policy
Purchasing Policy and Procedure
Posting on Bulletin Boards
Solicitations of Employees by Private Vendors
Use of Computer and Network Systems Policy
Vehicle Travel Policy
Weather and Emergency Evacuation Policy
January 2004
June 2002
July 2003
October 2001
October 2001
March 2004
July 2003
June 2003
College
MnSCU Policy
College
College
College
College
College
College
Facilities
Environmental Health and Safety
Tobacco-Free Environment
Space Management
October 2001
September 2003
July 2003
College
M.S. 4620
College
Human Resources Affirmative Action (Equal Opportunity Statement)
July 2003
(Entire AA Plan is available in several locations within the College)
Americans with Disabilities Act (ADA)
July 1990
Vermilion CC Policy Statement of Compliance
July 2003
Data Practices (State Government) Table of Contents
1974-2002 Updates
Note of Data Practices Access
2003 Update
Domestic Abuse in the Workplace Policy
1979 – 2002 Update
Election Day Activities
1981
Employee Right to Know (Act of 1983)
1983
Minnesota Statute 5206, included in manual:
o Definitions
o Purpose
o Harmful physical agents
o Infectious agents
o Training
Evaluation of Faculty by Provost
October 2001
Evaluation of Staff by Supervisors
August 2002
Health Privacy (HIPAA)
1996 & Jan 2003 Update
Hiring Procedures
October 2000
HIV/Aids Policy
July 2003
Non-Discrimination in Employment and
January 2003
29
College
Federal Law
College
M.S. Chapter 13-13C
College
M.S. 515B
M.S. 204C.04
Federal Law
College
College
Federal & State
College
College
College; MnScu
Education Policy
Student Services
1B.1 State and
Federal Law
MnSCU Policy
College Policy
College
College, MnSCU,
State
College
College
College
College
College
College
College
College
College
College
College
College
College; MnSCU
1B.1; State & Fed
College
Possession or Carry of Firearms
Procedures for Accessing Public Information
Sexual Harassment and Sexual Violence Policy
Zero Tolerance of Workplace Violence
June 2003
July 2003
January 2003
September 2003
Academic Excellence Scholarships Policy
Code of Conduct
Commuter Transportation Program
Complaint/Grievance Policy
Confidentiality of Students’ Records Policy
Crime Awareness and Campus Security
Disability Services Policy
Drug and Alcohol-Free Campus Policy
Evaluation of Student Life Program
HIV/Aids Policy
International Students
Judicial Process
Nondiscrimination in Employment and
Education Opportunity Policy
Possession or Carry of Firearms
April 2002
July 2003
October 2001
October 2001
October 2001
July 2003
July 2003
July 2003
October 2001
July 2003
October 2001
July 2003
January 2003
Refund of Tuition for Withdrawal from College
Sexual Harassment and Sexual Violence Policy
October 2001
January 2003
State Residency Requirements for Students
Student Accounts Receivable
Student Complaint/Grievance Policy
Student Government
Student Life and Student Activity Fee Policy
Student Stipends Policy
Student Use of Equipment
Textbook Assistance Policy
Unsubsidized Student Loan Policy
Use of Computer and Network Systems Policy
Weather Emergencies and Evacuation
October 2001
April 2002
October 2001
October 2001
October 2001
October 2001
College
College; MnSCU;
Federal and State Law
College
College
College
College
College
College
October 2001
October 2001
July 2003
June 2003
College
College
College
College
July 2003
30
Sources of Policy: College Policy; MnSCU Policy; Minnesota Statute; Federal Law
The State of Minnesota promotes a healthy, safe, and fair work environment. For that reason, laws and policies define appropriate
behavior and set guidelines for actions. Copies of the policies can be found on the VCC Human Resources website or by contacting the
Human Resources Office. Policies following this section of the Guidebook include The Weather Emergencies and College Closing Policy,
Nondiscrimination and Sexual Harassment and Violence Policy, Code of Conduct and Ethics, Possession or Carry of Firearms, Tobacco
Free Environment, and Zero Tolerance of Workplace Violence.
31
WEATHER EMERGENCIES & EVACUATION
Provost:
218-235-2170
Purpose: In accordance with MnSCU Policy 4.4 Weather/Emergency Closings (see attached), the following
procedure is followed when it becomes necessary to close the college or cancel academic or non-academic
activities, or delay the opening of the college due to inclement weather or other emergency conditions.
The procedures will also describe working conditions and the compensation status of employees during the
time the College is closed.
Definitions: Closing the College – Closing the College means to close all operations other than those
operations deemed essential to the protection of life and property. Closing the College results in the
cancellation of classes and student, faculty and staff activities and meetings. All general offices are closed.
Delayed Opening – Delayed opening refers to closing of all operations for a designated period of time other
than those operations deemed essential to the protection of life and property.
Cancellation of Classes and/or Activities – Cancellation of classes (off-campus or on-campus) means to
cancel one, several, or all classes in the absence of officially closing the entire College. Cancellation of nonacademic activities refers to cancellation of an event such as athletic events, theatrical productions,
concerts, or workshops.
Authority: In accordance with MnSCU Policy 4.4, the authority to close the college campus, cancel classes
or other activities when a weather or other emergency exists resides with the College Provost or Provost’s
designee. The closure of state agencies by the Commissioner of the Department of Employee
Relations does not supersede the authority of the College Provost; however, the Governor’s
orders in a particular situation supersedes the authority of the College Provost.
Procedure and Notification: Closing or Delayed Opening.
The decision to close or delay opening of
the College due to weather or other emergency is made by the Provost. Appropriate notification
will be made by Human Resources (responsibility: Patricia Delich, Director of Human Resources) to
Christine McGing (651-297-2720) at the MnSCU Public Affairs Office as the decision is made.
In times of weather or other emergency conditions, assessment of conditions shall be the responsibility of
the Provost. Evacuation Procedures are detailed at the end of this Section. The contact number is 218235-2170. The Provost shall contact personnel at the State Patrol College Headquarters (749-9626) prior to
making a decision regarding closing the College or delaying the opening.
The Provost (218-235-2170) will identify and inform essential personnel who must report to work during
times the college is closed or there is a delayed opening due to emergency procedures. In addition, the
Provost will develop procedures for notification of such personnel at these times. The following positions
are designated as essential for purposes of closing due to inclement weather or other emergencies:

Provost and Administrators assigned by Provost (as needed).

Switchboard Operator

Building Maintenance Foreman

General Repair Worker

General Maintenance Worker

Director of Residential Life

Assistant Director of Residential Life

Residence hall assistant (RA)

Food Service Coordinator

Food Service Worker
32
Notification of employees on duty and/or students that are on campus at the time the emergency closing is
determined: Provost or Dean of Students shall inform employees of the emergency at the time of closing.
Dean of Students will notify students through appropriate student support services and academic offices.
Both employees and students will be notified through announcements on the following radio stations:
WELY (365-4444), WEVE (218-741-5922), USA, WTBX, and WMFG (218-262-4545).
Determination of closing or delayed opening shall be made by 5 a.m. The Provost (218-235-2170) will be
responsible for contacting news media (WELY, USA, WEVE, WTBX, and WMFG—numbers listed above), and
television stations WDIO (218-727-6864), KBJR (218-727-8484), and KDLH (218-733-0303) regarding
closing and/or delayed opening information.
SPECIAL NEEDS - Vermilion Community College recognizes the special needs of deaf/ hard of hearing
individuals during the notification process of all employees and students due to closing or cancellation. It is
the intent of VCC to establish an individualized method of notification for each deaf/ hard of hearing
individuals employee and student. In case of an emergency all employees who are deaf or hard of hearing
will receive notification, if at work, by the supervisor or designated backup staff. Employees who are deaf or
hard of hearing may arrange for notification at home from their supervisor or designee. If an emergency
that affects the employee is called, the supervisor or designee may use the Minnesota Relay Service (1-800627-3529) to contact the employee using the TTY.
The following procedures will be taken to help insure the safe evacuation of employees and students in
weather or other emergency with the potential of injury or loss of life.
Procedure
Review
Evacuation routes planned from each classroom.
Yearly
Individualized evacuation route plan – posted in each Yearly
classroom.
Alarm system review-current alarm system has lights,
and sound alarm. System should alert all students / Yearly
employees with disabilities- sight impaired, deaf/ hard of
hearing and those with mobility impairments.
Individualized Plans/Students
Personnel assigned responsibilities of assisting with the Semester
evacuation of students with disabilities. Sight impaired
deaf/ hard of hearing and those with mobility impairments.
Individualized Plans/Employees
Personnel assigned responsibilities of assisting with the Yearly
evacuation of employees with disabilities. Sight impaired
deaf/ hard of hearing and those with mobility impairments.
33
Responsibility
assigned to
Facilities and
Equipment
Manager
218-235-2125
Faculty in Charge
Facilities and
Equipment
Manager
218-235-2125
Disabilities
Director
218-235-2119
Director of
Human
Resources
218-749-7743
Cancellation of Classes and/or Activities – The decision to cancel one, several or all classes (on and off
campus) in the absence of closing the college, will be made by the Provost. Special attention will be given
to night classes, many of whose students must travel considerable distance. Weather conditions shall be
given considerable weight.
MANAGEMENT RESPONSIBILITY: Management will inform employees and students of this procedure by the
following methods.






This procedure will be permanently posted on all bulletin boards.
Each supervisor/administrator shall route a copy of this procedure to each employee and describe
the procedure to employees during staff meetings and/or employee departmental briefings.
The Director of Human Resources will provide a copy of this procedure to the local representative
of each bargaining unit.
Residence Hall RAs and staff, clubs and organizations.
The Director of Human Resources shall provide each employee who is designated as “weather
essential” with a copy of this procedure.
A condensed version of this procedure will be published and will be included in the publications
provided to students by Student Services as well as in the Employee Guidebook.
WORK RESPONSIBILITIES WHEN THE COLLEGE IS CLOSED OR CLASSES AND NON-ACADEMIC ACTIVITIES
ARE CANCELLED:
Closing the College – When the college is closed due to an emergency, which threatens the health and
safety of individuals, employees not deemed vital to the safe operation of the college may be excused from
duty with full pay. With regard to such closure, the following additional guidelines will prevail.








When a campus is closed, college employees are excused from work with pay. A campus closure
applies to all employees without regard to labor contract. Weather or other emergency essential
employees who are not excused from work will be paid at their regular rate of pay.
Employees who reported to work and were sent home should not be paid for more than their
regular scheduled hours. Employees shall not be enriched through additional compensation,
including compensatory time, or increased benefits as a result of an emergency situation.
Employees who were required by their appointing authorities to remain at work should not be paid
for more than their regular (scheduled) hours or the actual number of hours worked inclusive of
any overtime.
Employees on approved sick or pre-arranged vacation leave shall not have such leave time restored
to their balances.
Employees on any approved leave with pay shall not be paid for this emergency leave time.
Employees who called in, on the day of an emergency, for vacation time, compensatory time or
leave without pay will be credited with emergency leave from the point of declaration of the
emergency to the end of the scheduled shift, if the appointing authority ceased operations during
their regular shift.
Employee uniform time reports should indicate the date and number of emergency hours utilized in
the remarks section of their uniform time report.
An employee’s absence with pay for emergency situations shall not exceed 16 hours during that
emergency unless the Provost has authorized a longer period.
Cancellation of Classes and/or Activities - When classes are cancelled but the college is not closed,
individual faculty shall take personal leave or make appropriate curricular adjustments (for example,
scheduling make-up classes, meetings, office hours, or other compensatory activities) as approved by their
supervisor.
34
When non-academic activities are cancelled, the activities shall be rescheduled when appropriate and
possible.
Inclement Weather When the College is Not Closed – Due to personal circumstances during inclement
weather, such as place of residence, employees might find it necessary to leave work early even though the
college has not been closed. Further, employees might be unable to get to work even though the college is
open. In such cases, emergency/personal leave or vacation leave may be granted or, if working conditions
permit, the time may be made up, at the discretion of the supervisor.
Emergency and Building Evacuation Procedures
The College has developed building evacuation procedures for use in the event of an emergency to ensure
the safe exit of all individuals. In addition the College develops individual plans to ensure the safe
evacuation for individuals with disabilities. If you have a disability that would be problematic in an
evacuation please contact the College Administration for accommodation in evacuations at the beginning of
the semester. If you live in a Residence Hall please contact the Director of Residence Life.
Procedure
Review
Individualized Plans
Personnel assigned responsibilities of assisting with the Semester
evacuation of students with disabilities. Sight impaired
deaf/ hard of hearing and those with mobility
impairments.
Individualized Plans
Personnel assigned responsibilities of assisting with the Semester
evacuation of students with disabilities that live in
Residence Hall. Sight impaired deaf/ hard of hearing
and those with mobility impairments.
Individualized Plans
Personnel assigned responsibilities of assisting with the
evacuation of employees with disabilities. Sight impaired Yearly
deaf/ hard of hearing and those with mobility
impairments.
35
Responsibility
assigned to:
Disabilities
Director
218-235-2119
Director of
Residence Life
218-235-2125
Director of
Human
Resources
218-749-7743
Emergency Procedures
Evacuation for Fire, Bomb Threats, Hazardous Materials, or any other incident that requires
evacuation:
 In the event of a bomb threat/hazardous materials: Employee notifies maintenance staff
via cell phone 235-1870 or 343-1711. Personnel will activate the Vermilion EVAX System and
911.
 In the event of fire: The alarm automatically sounds and directs immediate evacuation of the
building. Alarm system automatically contacts 911.
 Once alarm system is activated:
o Evacuate the building and proceed to a safe area at least 500 feet from the building.
o Faculty and staff assist in getting students out of the building. Special care should be
taken to assist students with disabilities. Maps are posted in classrooms and hallways
indicating the most direct exit route.
o Residence hall staff assists in evacuation of the residence hall.
o Identified Building Check Staff must check to determine building is fully evacuated
(Appendix B).
o Keep doors, streets, fire lanes, hydrant areas, and walkways clear for emergency
vehicles and personnel.
o Do not return to the building until notified of “all clear.”
o Report is filed immediately following incident and shared with appropriate personnel.
o A debriefing session will take place following the incident for all persons involved.
o The Core Crisis Management Team will meet to evaluate incident procedures.
Building Lockdown for Use of Weapons, Terrorist Threat, Severe Weather, or any other incident that
requires lockdown:
 In the event of a lockdown: Employee notifies maintenance staff of threat via cell phone
235-1870 or 343-1711. Personnel will activate the Vermilion EVAX System and 911. Keep all
students, faculty, and staff inside classrooms or offices, turn off lights, and lock all doors and
windows, if possible.
 In the event of severe weather/tornado: When city sirens and/or weather radios indicate
severe weather is in the immediate area, personnel will activate the Vermilion EVAX System.
(See Appendix C for severe weather safe areas)
o Tornado Watch: When a tornado watch is announced, this means that weather
conditions are favorable for strong winds, rain and possible tornado. Maintenance staff
will monitor local radio, weather radio and Internet weather sites for information about
current local conditions.
o Tornado Warning: When a tornado warning is issued by the National Weather Service, a
tornado has been sighted or has been indicated by radar. In Ely, the public warning
system (sirens) will sound as well as a public warning will be given over the radio (tune
to WELY, 94.5 FM/1450AM). In the event of a tornado warning, the college alarm
system will be activated by the lead maintenance staff as indicated in the “Emergency
Procedures” section of this manual.

Once alarm system is activated:
o Seek shelter behind desks/tables.
o Identified Building Check Staff check halls for students and bring them into a safe area.
o Residence Hall staff assists in bringing residents to safe areas. These staff members also
assist Northern Terrace occupants to safe areas.
o Care for injured persons until emergency personnel arrive.
o Remain in safe area until “all clear” signal is given.
o Report is filed immediately following incident and shared with appropriate personnel.
36
o
o
A debriefing session will take place following the incident for all persons involved.
The Core Crisis Management Team will meet to evaluate incident procedures.
Additional information for specific situations:
 Armed individual enters classroom:
o If possible notify somebody outside of room.
o Do as the gunman demands.
o Do not make sudden moves, ask permission to move.
o Never argue.
o Take your time.
o Keep students as calm as possible.
o Refrain from physical force unless someone’s life is in imminent danger.
o Talk with the gunman, learn as much as possible about he/she.
o Keep the gunman’s attention on you, not on your students.
o If more than one person is involved, concentrate on only one person.
o Be observant; mentally record a detailed description of the individual and the weapon.
o Identify distinctive features.
o Remember what objects the intruder touches and preserve these for law enforcement.
o Preserve the crime scene and do not disturb any possible evidence.
o If the gunman starts shooting, tell students to get down and lie on the floor or take cover
behind equipment or furniture.

Suspicious Package
Do not open, move, or touch anything suspicious, such as:
o Packages with wires, foils, and/or oily stains.
o Cut and paste labels.
o Package with a sloshing noise.
o Package with resistance upon opening.
o Package with a strong odor.
o Package with unusual shapes or bulges in combination with the above.
o Notify maintenance staff via cell phones 349-7350 or 343-1711.Call goes into 911 if
threat is determined.
o Evacuation procedures may be implemented if needed as emergency response.

Power Failure
o Stay where you are and remain calm.
o Wait for further instructions.
o If instructed to evacuate, do so in accordance with building evacuation procedures.

Accident or Illness
o In an emergency situation call 911 and seek assistance from others. Contact
administration.
o Do not attempt to move an injured or sick individual.
o Be careful to avoid contact with any body fluids such as blood, vomit, or saliva.
o Stay with the victim and reassure that help is on the way.
37
EMERGENCY PHONE NUMBERS
Immediate Help (Fire, Police, Rescue Squad)
9-1-1
Provost’s Assistant
(Daytime)
218-235-2169
College Provost
(Daytime)
(Evening)
218-235-2170
218-206-4322
Director of Residence and Facilities
218-235-2125
Ely Police Department
218-365-3222
Ely Fire Department
218-365-3227
Ely Community Hospital
218-365-3271
Duluth Clinic-ELY (medical appointments)
218-365-3151
38
1B.1 NONDISCRIMINATION IN EMPLOYMENT AND EDUCATION OPPORTUNITY POLICY
Updated November 2006
Part 1. Policy Statement. Vermilion Community College (VCC) is committed to a policy of
nondiscrimination in employment and education opportunity. No person shall be discriminated against in
the terms and conditions of employment, personnel practices, or access to and participation in, programs,
services, and activities with regard to race, sex, color, creed, religion, age, national origin, disability, marital
status, status with regard to public assistance, or sexual orientation. In addition, discrimination in
employment based on membership or activity in a local commission as defined by law is prohibited.
Harassment on the basis of race, sex, color, creed, religion, age, national origin, disability, marital status,
status with regard to public assistance, or sexual orientation is prohibited. Harassment may occur in a
variety of relationships, including faculty and student, supervisor and employee, student and student, staff
and student, employee and employee, and other relationships with persons having business at, or visiting
the educational or working environment.
This policy is directed at verbal or physical conduct that constitutes discrimination /harassment under state
and federal law and is not directed at the content of speech. In cases in which verbal statements and other
forms of expression are involved, VCC will give due consideration to an individual’s constitutionally
protected right to free speech and academic freedom. However, discrimination and harassment are not
within the protections of academic freedom or free speech.
VCC shall maintain and encourage full freedom, within the law, of expression, inquiry, teaching and
research. Academic freedom comes with a responsibility that all members of our education community
benefit from it without intimidation, exploitation or coercion.
This policy shall apply to all individuals affiliated with VCC, including but not limited to, its students,
employees, applicants, volunteers, and agents, and is intended to protect the rights and privacy of both the
complainant and respondent and other involved individuals, as well as to prevent retaliation or reprisal.
Individuals who violate this policy shall be subject to disciplinary or other corrective action.
This policy supersedes all existing college non-discrimination policies.
Part 2. Definitions.
Subpart A. Consensual Relationship. A sexual or romantic relationship between two persons who
voluntarily enter into such a relationship. Employees who are members of the same household should also
refer to the MnSCU Board of Trustees Nepotism policy 4.10.
Subpart B. Discrimination. Discrimination is defined as conduct that is directed at an individual because
of his or her protected class and that subjects the individual to different treatment by agents or employees
so as to interfere with or limit the ability of the individual to participate in, or benefit from, the services,
activities, or privileges provided by the system or colleges and universities or otherwise adversely affects
the individual's employment or education.
Subpart C. Discriminatory harassment. Discriminatory harassment is defined as verbal or physical
conduct that is directed at an individual because of his or her protected class, and that is sufficiently severe,
pervasive, or persistent so as to have the purpose or effect of creating a hostile work or educational
environment.
As required by law, Vermilion Community College has further defined sexual harassment as a form of sexual
discrimination which is prohibited by state and federal law. Sexual harassment is defined as unwelcome
sexual advances, requests for sexual favors, sexually motivated physical conduct, and other verbal or
physical conduct of a sexual nature when:
39
1. Submission to such conduct is made either explicitly or implicitly a term or condition of an
individual's employment or education, evaluation of a student's academic performance, or term or
condition of participation in student activities or in other events or activities sanctioned by the
college; or
2. Submission to or rejection of such conduct by an individual is used as the basis for employment or
academic decisions or other decisions about participation in student activities or other events or
activities sanctioned by the college; or
3. Such conduct has the purpose and effect of threatening an individual's employment; interfering with
an individual's work or academic performance; or creating an intimidating, hostile, or offensive work
or educational environment.
Subpart D. Employee. Vermilion Community College personnel include all faculty, staff, administrators,
teaching assistants, residence directors and student employees.
Subpart E. Protected Class. Protected class for the purpose of this policy means that discrimination and
harassment in employment and education are prohibited on the basis of: race, sex, color, creed, religion,
age, national origin, disability, marital status, status with regard to public assistance or sexual orientation.
In addition, membership or activity in a local human rights commission is a protected class in employment.
Subpart F. Retaliation. Retaliation includes, but is not limited to, intentionally engaging in any form of
intimidation, reprisal or harassment against an individual because he or she made a complaint under this
policy or assisted or participated in any manner in an investigation, or process under this policy, regardless
of whether a claim of discrimination or harassment is substantiated; or associated with a person or group of
persons who are disabled or are of a different race, color, creed, religion, sexual orientation or national
origin. Retaliation may occur whether or not there is a power or authority differential between the
individuals involved.
Subpart G. Sexual harassment and violence as sexual abuse. Under certain circumstances, sexual
harassment or violence may constitute sexual abuse according to Minnesota law. In such situations, the
college shall comply with the reporting requirements in Minnesota Statutes Section 626.556 (reporting of
maltreatment of minors) and Minnesota Statutes Section 626.557 (Vulnerable Adult Protection Act). Nothing
in this policy will prohibit the college from taking immediate action to protect victims of alleged sexual
abuse. Vermilion Community College Sexual Violence Policy addresses sexual violence.
Subpart H. Student. “Student” means an individual who is:
1. admitted, enrolled, registered to take or is taking one or more courses, classes, or seminars, credit
or noncredit, at the college; or
2. between terms of a continuing course of study at the college, such as summer break between
spring and fall academic terms; or
3. expelled or suspended from enrollment as a student at the college, during the pendency of any
adjudication of the student disciplinary action.
Part 3. Consensual Relationships. An employee of Vermilion Community College shall not enter into a
consensual relationship with a student or an employee over whom he or she exercises direct or otherwise
significant academic, administrative, supervisory, evaluative, counseling, or extracurricular authority or
influence. In the event a relationship already exists, the college shall develop a procedure to reassign
evaluative authority as may be possible to avoid violations of this policy. This prohibition does not limit the
right of an employee to make a recommendation on personnel matters concerning a family or household
member where the right to make recommendations on such personnel matters is explicitly provided for in
the applicable collective bargaining agreement or compensation plan.
Part 4. Retaliation. Retaliation as defined in this policy is prohibited by the college. Any individual subject
to this policy who intentionally engages in retaliation shall be subject to disciplinary or other corrective
action as appropriate.
40
Report/Complaints of Discrimination/Harassment Investigation and Resolution
atmosphere of inclusiveness and respect. Harassment and discrimination will not be tolerated. Any
member of the college community has the right to file a report/complaint if an incident(s) of discrimination
or harassment occurs. Vermilion Community College, a member of Minnesota State Colleges and
Universities (MnSCU) system, will follow MnSCU Procedure 1B.1.1. Reports/complaints will be handled in
accordance with this procedure.
For more information or to report suspected harassment or discrimination, contact:
Doug Furnstahl
218-235-2119
d.furnstahl@vcc.edu
Kristi L’Allier
218-235-2153
k.lallier@vcc.edu
1B.3 SEXUAL VIOLENCE POLICY
Updated April 2004
Part 1. Policy statement.
Sexual violence is an intolerable intrusion into the most personal and private rights of an individual, and is
prohibited at Vermilion Community College. VCC is committed to eliminating sexual violence in all forms
and will take appropriate remedial action against any individual found responsible for acts in violation of this
policy. Acts of sexual violence may also constitute violations of criminal or civil law, or other VCC or MnSCU
policies that may require separate proceedings. To further its commitment against sexual violence,
Vermilion Community College provides reporting options, internal mechanisms for dispute resolution, and
prevention training or other related services as appropriate.
Subpart A. Application of policy to students, employees, and others. This policy applies to all
Vermilion Community College students and employees and to others, as appropriate, where alleged
incidents of sexual violence have occurred on college property. Incidents of sexual violence alleged to have
been committed by a student at a location other than on college property are covered by this policy
pursuant to the factors listed in MnSCU Board Policy 3.6, Part 2 (Off Campus Conduct). Incidents of sexual
violence alleged to have been committed by a Vermilion Community College employee at a location other
than college property are covered by this policy.
Individuals alleged to have committed acts of sexual violence on college property who are not students or
employees are subject to appropriate actions by Vermilion Community College, including, but not limited to,
pursuing criminal or civil action against them.
Allegations of discrimination or harassment are governed by the Nondiscrimination in Employment and
Education Opportunity Policy.
Subpart B. Procedure. Vermilion Community College, a member of Minnesota State Colleges and
Universities (MnSCU) system, will follow MnSCU Procedure 1B.3.1 (Sexual Violence Procedure).
Part 2. Definitions.
The following definitions apply to this Policy and Procedure 1B.3.1.
Subpart A. Sexual violence. Sexual violence includes a continuum of conduct that includes sexual
assault, and non-forcible sex acts, as well as aiding acts of sexual violence.
Subpart B. Sexual assault. “Sexual assault” means an actual, attempted, or threatened sexual act with
another person without that person’s consent. Sexual assault is often a criminal act that can be prosecuted
41
under Minnesota law, as well as form the basis for discipline under Vermilion Community College student
conduct codes and employee disciplinary standards. Sexual assault includes but is not limited to:
1. Involvement without consent in any sexual act in which there is force, expressed or implied, or use
of duress or deception upon the victim. Forced sexual intercourse is included in this definition, as
are the acts commonly referred to as “date rape” or “acquaintance rape.” This definition also
includes the coercing, forcing, or attempting to coerce or force sexual intercourse or a sexual act on
another.
2. Involvement in any sexual act when the victim is unable to give consent.
3. The intentional touching or coercing, forcing, or attempting to coerce or force another to touch an
unwilling person’s intimate parts (defined as primary genital area, groin, inner thigh, buttocks, or
breast).
4. Offensive sexual behavior that is directed at another such as indecent exposure or voyeurism.
Subpart C. Consent. Consent is informed, freely given and mutually understood. If coercion, intimidation,
threats, and/or physical force are used, there is no consent. If the complainant is mentally or physically
incapacitated or impaired so that the complainant cannot understand the fact, nature, or extent of the
sexual situation, and the condition was known or would be known to a reasonable person, there is no
consent; this includes conditions due to alcohol or drug consumption, or being asleep or unconscious.
Whether the respondent has taken advantage of a position of influence over the complainant may be a
factor in determining consent.
Subpart D. Non-forcible sex acts. Non-forcible acts include unlawful sexual acts where consent is not
relevant, such as sexual contact with an individual under the statutory age of consent, as defined by
Minnesota law, or between persons who are related to each other within degrees wherein marriage is
prohibited by law.
Subpart E. College property. “College property” means the facilities and land owned, leased, or under
the primary control of Vermilion Community College.
Subpart F. Employee. “Employee” means any individual employed by Vermilion Community College,
including student workers.
Subpart G. Student. “Student” means an individual who is:
1. admitted, enrolled, registered to take or is taking one or more courses, classes, or seminars, credit
or noncredit, at the college; or
2. between terms of a continuing course of study at the college, such as summer break between
spring and fall academic terms; or
3. expelled or suspended from enrollment as a student at the college, during the pendency of any
adjudication of the student disciplinary action.
Part 3. Actions for Victims of Sexual Violence
1.
2.
3.
4.
5.
Get to a safe place.
Tell someone: family member, friend, counselor, advisor, someone at the college.
Do not shower, douche or wash your clothing; do not comb your hair.
Do not disturb any physical evidence at the scene.
Call the Sexual Assault Program, 218-749-4725 (Virginia) or 800-300-3102. Ask to speak to a
sexual assault advocate who can meet you at the hospital, the police station or sheriff’s office.
6. Go to the Ely Clinic, 300 West Conan Street, 218-365-7900, or other medical facility for an exam.
You will be checked for injuries, sexually transmitted diseases, HIV, and pregnancy. This is
important not only for your health, but also if you decide to press criminal charges. Having an
evidentiary exam does not obligate you to file a criminal report.
7. Victims of sexual assault are encouraged to report the crime to the local law enforcement (911).
42
8. Seek assistance from a counselor, therapist, advocate or support group. VCC counselor Cindy
AndersonBina, 218-235-2121, c.bina@vcc.edu, is a trained advocate for victims of sexual assault.
9. Contact Range Women’s Advocates, 218-749-5054, or 800-343-5054, if you are a victim of domestic
violence
Part 4. Reporting Sexual Violence
VCC encourages the reporting of any and all incidents of sexual violence to a law enforcement agency. VCC
will provide advocacy and support for any person who chooses to report a crime of sexual violence.
1. Victims of sexual violence have the right to file criminal charges.
2. A report of sexual violence that is made to the college will be reported to law enforcement only at
the request and with permission of the victim, except when the laws pertaining to minors and
vulnerable adults apply.
3. If you have experienced, or have questions about, sexual violence, you and/or a person of your
choice can see a contact person at the college for assistance:
Doug Furnstahl
218-235-2119
d.furnstahl@vcc.edu
Kristi L’Allier
218-235-2153
k.lallier@vcc.edu
4. You may also ask contact Patti Delich, Director of Human Resources, at 218-749-7743.
5. Victims of sexual violence are encouraged to seek assistance from a counselor, therapist, advocate
or support group.
Bill of Rights for Victims of Sexual Violence
1. Victims of sexual violence have the right to file criminal charges.
2. Within one working day of being requested to do so by the victim, the Harassment Officer will
notify appropriate law enforcement officials of an incident of sexual violence.
3. The victim has the right to participate in and be present in any disciplinary proceeding
concerning a sexual violence complaint. The victim’s attorney and/or other support person may
also be present at such proceedings.
4. Vermilion Community College will notify the victim of the outcome of any campus disciplinary
proceeding concerning a sexual violence complaint, consistent with laws relating to data
practices.
5. At the discretion of the law enforcement authorities, Vermilion Community College will be
complete and prompt in obtaining, securing, and maintaining evidence in connection with an
incident of sexual violence.
6. Vermilion Community College will preserve, for a victim or complainant, materials relevant to a
campus disciplinary proceeding.
7. At the victim’s request, Vermilion Community College will shield the victim from unwanted
contact with the alleged assailant. If such a request is made, all attempts will be made to
provide alternative classes or work opportunities.
8. You may contact the Office of the Crime Victims Ombudsman, 651-201-7310 or 800-247-0390, if
you feel that your rights have been violated or that you have been treated unfairly by the
criminal justice system.
9. You may contact the Minnesota Crime Victims Reparations Board, 651-201-7300 or 888-6228799, to determine if you are eligible for assistance with financial losses due to the crime.
43
Unresolved Questions or Grievances
Discrimination complaints not addressed or processed by means of this policy may be referred to:
Commissioner of Human Rights
Minnesota Department of Human Rights
190 East 5th Street; Suite 700
St. Paul, MN 55101
800-657-3704
www.humanrights.state.mn.us
Questions about sexual harassment and sexual violence can also be directed to:
Office of the Attorney General
102 State Capitol
St. Paul, MN 55155-1002
651-296-3353 or 1-800-657-3787
44
BOARD POLICY: Chapter 1 - System Organization and Administration
Section C - Code of Conduct & Ethics
1C.2 Fraudulent or Other Dishonest Acts
Part 1. Purpose. MnSCU is committed to creating an environment where fraudulent and other dishonest
acts are not tolerated. All MnSCU employees are responsible for complying with the State Code of Ethics
(Minnesota Statutes Section 43A.38), other state statutes and board policies that govern their conduct, and
ensuring that all resources entrusted to them are used ethically, prudently, and for their designated
purpose. In addition, to ensure that MnSCU resources are used appropriately, managers and supervisors
are responsible for educating employees about proper conduct, creating an environment that deters
dishonesty and maintaining internal controls that provide reasonable assurance of achieving management
objectives, and detecting dishonest acts. Furthermore, managers and supervisors must be cognizant of the
risks and exposures inherent in their area of responsibility and be aware of symptoms of fraudulent or
dishonest acts, should they occur. This policy establishes responsibilities for investigating potential incidents
of fraud or other dishonest acts, taking remedial actions, and reporting evidence to the Legislative Auditor
and other appropriate authorities.
Part 2. Applicability. This policy applies to all MnSCU trustees and, employees, including faculty (fulltime, adjunct and part-time faculty), administrative staff, and student employees. It also requires
employees to report the actions of other parties that may result in financial losses or possible criminal
conduct affecting MnSCU resources or information. These other parties include (1) students; (2) contractors
and vendors; (3) organizations affiliated with MnSCU, including foundations governed by MnSCU policy 8.3;
and (4) any other person or organization that uses MnSCU resources or information, with or without
authorization.
This policy does not apply to destruction or misappropriation of personal or private property. Those matters
shall be reported to appropriate college, university, or Office of the Chancellor officials and to law
enforcement officials when appropriate. Also, substantiated violations involving personal or private property
are subject to personnel action or discipline under the student conduct code.
This policy does not apply to allegations of academic misconduct. Those matters shall be referred to
appropriate college or university officials.
This policy also does not apply to allegations of discrimination or harassment. Those matters are governed
by MnSCU policy 1.B.1.
Part 3. Definitions.
Subpart A. Dishonest act. A dishonest act generally involves a deliberate act or failure to
act with the intention of obtaining an unauthorized benefit, destruction of property or
otherwise fraudulent behavior. Dishonest acts include, but are not limited to:

Theft or misappropriation of funds, long distance telephone services, supplies,
property, computer software, intellectual property, or other resources;

Forgery or alteration of documents;

Bribery or attempted bribery;

Unauthorized use of records or access to information systems, including unauthorized
sharing of computer security clearances;

Unauthorized alteration, manipulation, or destruction of computer files and data;

Falsification of reports to management or external agencies;
45

Conflicts of interest that pursue a personal benefit or advantage while compromising
the public interest;

Improper handling or reporting of financial transactions;

Authorizing or receiving compensation for goods not received or services not
performed;

Authorizing or receiving compensation for hours not worked;

Incurring obligations in excess of appropriation authority, and

Willful violation of laws, regulations or policies, or contractual obligations when
conducting MnSCU business.
Subpart B. Fraud Inquiry. A fraud inquiry is the initial process for examining complaints,
allegations, and other possible evidence of dishonest acts. The objective of a fraud inquiry is
to determine whether sufficient evidence exists to warrant a fraud investigation.
Subpart C. Fraud Investigation. A fraud investigation is the process of collecting and
examining evidence to determine whether a dishonest act involving possible criminal action
or significant financial loss has occurred.
Part 4. Responsibilities.
Subpart A. Compliance. Dishonest acts are prohibited pursuant to this policy and
applicable law. Employees found to have committed a dishonest act as defined by this policy
shall be subject to sanctions, restitution and other remedies as deemed appropriate by
MnSCU officials.
Subpart B. Employee reporting of suspected fraudulent or other dishonest acts.
An employee with a reasonable basis for believing fraudulent or other dishonest acts have
occurred has a responsibility to report the suspected act in a timely manner. Reports should
be made to the employee's immediate supervisor or manager, unless the employee suspects
that the supervisor or manager has participated in or condoned the act. In that case, the
employee should report the matter to the next highest level of supervision or management
or directly to the college, university, or Office of the Chancellor Director of Human
Resources. Employees are encouraged to report matters through their designated college,
university or Office of the Chancellor channels, but may report any matters directly to the
MnSCU Office of Internal Auditing. This policy shall not prohibit prompt notification to
appropriate authorities when an immediate threat to personal safety exists or other
circumstances justify such notice. Upon discovering evidence of possible fraudulent or
dishonest acts, employees should not confront individuals suspected of wrongdoing or
initiate fraud investigations on their own because such actions may compromise any ensuing
investigation. Employees shall not make statements or disclosures knowing they are false or
in reckless disregard of the truth.
Subpart C. Conducting a fraud inquiry. Presidents, the Chancellor, or the Executive Director of Internal
Auditing shall be responsible for conducting fraud inquiries to determine whether evidence of fraudulent or
other dishonest acts is substantiated and merits a fraud investigation or other remedy. Presidents or the
Chancellor may seek the assistance of the Office of Internal Auditing in conducting fraud inquiries. If a
fraud inquiry reveals evidence of
possible criminal action or significant financial loss, then a fraud investigation shall be
conducted pursuant to Part 4, Subpart D of this policy. If a fraud inquiry does not reveal
evidence of possible criminal actions or significant financial loss related to a dishonest act,
46
but substantiates a violation of state or federal law, MnSCU or college or university policies,
or other applicable requirements, the matter shall be referred to the appropriate campus or
Office of the Chancellor official for further action. Any incident that reveals possible
employee misconduct may be subject to a personnel investigation by the college, university,
or Office of the Chancellor, as appropriate, and subject to personnel action in accordance
with the provisions of the applicable collective bargaining agreement or other personnel plan.
Subpart D. Conducting a fraud investigation. If it is determined under Part 4, Subpart
C that a fraud inquiry merits a fraud investigation, the president or Chancellor shall report
the matter to the Office of Internal Auditing. The president or Chancellor shall consult with
the Executive Director of Internal Auditing to determine responsibilities for conducting the
fraud investigation. The MnSCU General Counsel, the Legislative Auditor, or other
administrative officials also shall be consulted, as appropriate and when required by this
policy.
Part 5. Remedial Actions. If a fraud investigation substantiates that a violation has occurred, the
following remedial actions against or by MnSCU employees shall be taken as appropriate:
Subpart A. Recovery of Losses. Appropriate action will be taken to recover assets lost as
a result of an act of dishonesty. Full recovery will constitute the value of benefits gained by
an employee or beneficiary other than MnSCU or the documented loss, whichever is larger,
and, if appropriate, the cost of investigation, recovery, or other costs. For misuse of longdistance telephone services, recoveries must include the fair market value of the service,
taxes, and interest. All reasonable means, consistent with state law, will be sought to recover
losses, including voluntary repayments, withholding from salary and wages, insurance
proceeds when applicable, and legal action when necessary. Significant financial losses shall
be reported to the Vice Chancellor - Chief Financial Officer. Dishonest acts that result in
significant loss or damage to electronic information or information systems shall be reported
to the MnSCU Chief Information Officer. The MnSCU General Counsel shall determine
whether the evidence available and the cost of recovery justify legal action to recover losses.
Subpart B. Referral to Law Enforcement. A college, university or Office of the
Chancellor shall consult with the MnSCU General Counsel prior to disclosing private or
confidential data on employees to law enforcement authorities pursuant to Minnesota
Statutes section 13.43, subd. 15.
Subpart C. Internal Control Deficiencies. The Office of Internal Auditing shall consider
whether evidence of possible fraudulent or other dishonest acts reveals areas or practices in
college, university, or system internal controls needing modification. The Office of Internal
Auditing shall recommend corrective actions to the president or chancellor, as appropriate,
and the Vice Chancellor - Chief Financial Officer. Internal Auditing shall follow-up on its
recommendations and report progress to the board of trustees consistent with procedures
for audit follow-up.
Subpart D. Employee Disciplinary Actions.
Employees found to have
participated in fraudulent or other dishonest acts, or any employee who hinders a fraud
inquiry or investigation by making a false or misleading statement, or any employee who
has knowledge of a dishonest act, but fails to report it according to this policy shall be
subject to disciplinary action. The appropriate campus official or Vice Chancellor for Human
Resources shall determine whether employee disciplinary action is warranted. The
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provisions of collective bargaining agreements shall be observed for any employee
disciplinary proceedings.
Part 6. Data Practices. Fraud inquiry or investigation data must be handled in accordance with the
Minnesota Government Data Practices Act and other applicable law.
Part 7. Whistleblower Protection. Employees who report suspected fraudulent or other dishonest acts
pursuant to Minnesota Statutes Section 181.932 shall be protected from retaliation. The identity of
information sources shall be protected when required by Minnesota Statutes Section 181.932 or
Minnesota Statutes Section 13.392.
Part 8. Other Policies. This policy shall not be construed to limit the ability to enforce any other
applicable policy or law not incorporated under this policy or to limit the remedies available for violations
that occur.
Part 9. Reporting to the Board of Trustees and the Legislative Auditor. The Executive Director of
Internal Auditing shall notify the Board of Trustees of any significant violations of law or board policies, as
required by board policy 1D, or any material departures from this policy.
The Executive Director of Internal Auditing is responsible for reporting evidence to the Office of the
Legislative Auditor as required by Minnesota Statutes Sections 10.47, 43A.39, and 609.456, Subdivision 2
and, if federal funds are involved, to the responsible federal authority. Employees who have reported
evidence according to the provisions of this policy will have fulfilled their statutory reporting obligations
for reporting to the Office of the Legislative Auditor.
Suspected theft or other wrong doing by employees of the State of Minnesota
(Vermilion Community College) should be reported to the following
individuals:
Mary B. DuBois – Provost
(218) 235-2170
Patricia Delich – Director of Human Resources
Virginia Campus
(218) 749-7743
The Minnesota State Colleges and Universities System
is an Equal Opportunity employer and educator.
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5.21 Possession or Carry of Firearms
Part 1. Purpose and Scope. The purpose of this policy is to establish restrictions on possession or carry
of firearms applicable to the Minnesota State Colleges and Universities System, in accordance with the
Minnesota Citizens' Personal Protection Act of 2003, Minnesota Statutes section 624.714, and other
applicable law.
Part 2. Definitions.
Subpart A. Employee. "Employee" means any individual employed by Minnesota State
Colleges and Universities, its colleges and universities and the Office of the Chancellor,
including student employees.
Subpart B. Firearm. "Firearm" means a gun, whether loaded or unloaded, that
discharges shot or a projectile by means of an explosive, a gas or compressed air.
Subpart C. Pistol. "Pistol" means a weapon as defined in Minnesota Statutes section
624.712, subd. 2.
Subpart D. Student. "Student" means an individual who is:
1. registered to take or is taking one or more courses, classes, or seminars, credit or
noncredit, at any System college or university; or
2. between terms of a continuing course of study at the college or university, such as
summer break between spring and fall academic terms; or
3. expelled or suspended from enrollment as a student at the college or university,
during the pendency of any adjudication of the student disciplinary action.
Subpart E. System property. "System property" means the facilities and land owned,
leased, or under the primary control of Minnesota State Colleges and Universities, its Board
of Trustees, Office of the Chancellor, colleges, and universities.
Subpart F. Visitor. "Visitor" means any person who is on System property, but does not
include (1) an employee of the Minnesota State Colleges and Universities acting in the
course and scope of their employment; or (2) a student, when that student is on System
property.
Part 3. General. No person is permitted to carry or possess a firearm on System property except as
provided in this policy.
Subpart A. Employees.
1. Prohibition. Employees are prohibited from possessing or carrying a firearm while
acting in the course and scope of their employment, either on or off System
property, regardless of whether the employee has a permit to carry a firearm,
except as otherwise provided in this policy.
2. Licensed peace officers. Subpart 3.A.1. does not apply to employees who are
licensed peace officers under Minnesota Statutes section 626.84, subd.1(c), when
assigned by the college or university to public safety duties.
3. Employee reporting responsibility. An employee with a reasonable basis for
believing an individual is in possession of or carrying a firearm in violation of this
policy has a responsibility to report the suspected act in a timely manner, unless
doing so would subject the employee or others to physical harm. Reports should be
made to the official designated in the applicable policy of the college, university or
Office of the Chancellor. This policy shall not prohibit prompt notification to
49 when an immediate threat to personal
appropriate law enforcement authorities
safety exists. Employees shall not make reports of a suspected violation knowing
they are false or in reckless disregard of the truth.
Tobacco Free Environment
Updated June 2004
All Vermilion Community College facilities and vehicles are tobacco free. Smoking or chewing tobacco is
prohibited at all times, and violations will be subject to disciplinary action up to and including suspension or
expulsion.
Smoking and chewing tobacco use must occur at least 25 feet away from any building in designated areas
only.
Vermilion Community College has two designated smoking areas:
1. East Entrance Courtyard
2. West Side Entrance Lower Natural Resources Building (NS Building)
Zero Tolerance of Workplace Violence
September 2003
It is the policy of Vermilion Community College to promote and maintain a workplace free from violence,
threats of violence, harassment, intimidation and other disruptive behavior.
Violence and threats of violence in our workplace will not be tolerated; all reports of violent behavior will be
taken seriously and will be dealt with appropriately. Vermilion Community College will work to provide a
safe workplace for employees and visitors to the workplace. Each employee and everyone with whom we
come into contact in our work will be treated with courtesy and respect. Vermilion Community College will:

Actively work to prevent and eliminate acts of work-related violence.

Respond promptly, positively and aggressively to deal with threats or acts of violence, including
timely involvement of law enforcement agencies when appropriate.

Treat seriously incidents of work-related threats or acts of violence, promptly investigate reports
of such actions, and take action as necessary to appropriately address each incident.

Take strong disciplinary action, up to and including discharge from employment, against
employees who are involved in the commission of work-related threats or acts of violence.

Support criminal prosecution of those who threaten or commit work-place violence against
College employees, or against visitors to our work environment.

Provide information and training for employees to foster a work environment that is safe,
respectful, and responsive to threats or acts of violence.
Vermilion Community College prohibits the possession of firearms and other dangerous
weapons in the workplace.
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Academic Affairs
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ACADEMIC AFFAIRS
Contact:
 Dr. Mary B. DuBois, Provost (218-235-2170)
New Faculty Mentors
The philosophy of the new faculty mentoring program is to make newly hired faculty feel welcome to the
college. Faculty mentors are volunteers from the new employee’s discipline. The mentors are committed
to being available to assist a colleague in becoming familiar with the facility, the staff, and the procedures
and will provide additional information when requested throughout the year. Check with your mentor or
Dr. Collins for further information on:
 Class lists and first day no-shows
 Course test-outs
 Credentials/Licensure
 Curriculum changes
 Deficiency Notices
 Drop/Adds
 Grades
 How to obtain supplies/equipment
 Interventions
 Pass/fail option for grades
 Request to be absent and leave forms
 Satisfactory progress of students
 Withdrawals
Assessment: Classroom assessment is used for both formative and evaluative purposes at VCC. Each
instructor must submit an assessment plan and conduct periodic assessments throughout the year.
Detailed requirements are provided by the College’s Assessment Program and its Coordinator, Sharon
Evensen.
Course Outlines: Each course has an outline explaining what the course must contain regarding content
and outcomes. Course outlines are the official college record of the curriculum and are stored on the
College’s shared website.
Course Syllabi: Each instructor is required to have a syllabus on file in the Administrative Office for each
course he/she is teaching no later than one week after the beginning of the term. Syllabi are revised at the
discretion of the faculty member and should be given to students at the first class meeting.
Student Evaluation/Assignments: Class related exams and assignments will be graded and/or assessed
in an appropriate manner and returned to the student in a reasonable length of time. In those cases where
an instructor deems it necessary, the instructor may retain the exam or assignment after student review.
When exams are not returned to students, it is recommended policy to retain them intact for a minimum of
one year beyond the term the grade was given.
Final Exams/Schedules: Each faculty member is expected to conduct some form of student evaluation
during the regular final exam time period. Final examinations are held according to a schedule that is
issued by the administration. (See pages 15 & 16) All students must take scheduled final examinations.
Any circumstances that require a special examination arrangement other than the exam specifically
scheduled must be arranged by a petition to the Provost prior to the tenth day before the end of the
semester. Only under extreme circumstances will students be allowed to change final exam dates.
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Student Attendance Policy: Regular attendance in all classes and labs is expected. All instructors hold
students responsible for the work of their courses but may differ in their treatment of absences. The
student must be informed of the attendance policy of the individual instructor. The attendance policy
should be included with an instructor’s course syllabus. A student who must be absent or is ill should
notify his/her instructor and make specific arrangements to complete the work missed. Students missing
class will be identified and reported to the advising staff using the Retention Intervention Plan form.
Student Discipline: A Code of Conduct is outlined in the Student Handbook. Violations must be dealt
with through proper procedures and suspensions and dismissal from a course or the college is determined
by the Dean of Students and Administrative Services with procedure for appeals followed as outlined in the
Student Handbook.
Academic Dishonesty: Faculty members are encouraged to report incidents of academic dishonesty to
the Provost. Forms to report such incidents are available through the faculty secretary’s office.
Confidentiality of Student Records: The Minnesota Data Practices Act and Sections 438-440 of the
Federal General Education Provisions Act list as private student data, not accessible to the public, “academic
information including transcripts, grades, and test results.” Papers carrying grades or test results identified
by students’ names are to be hand returned to students. All posting of grades or test results must also
guard student privacy. Student records kept in the Records Office are considered confidential information.
This information is available only upon approved request. See the advising staff for further details.
Posting of Office Hours: Faculty members are to maintain office hours for consultation with students.
Copies of faculty office hours are to be posted on their office doors at the beginning of each term.
Meet and Confer: There is a meet and confer process for faculty and administration to exchange views.
They meet on a regular basis according to a printed schedule.
Academic Affairs and Standards Council: The purpose of this Council is to provide direction to the
College administration in all matters of academic affairs, including course outlines, award requirements,
academic standards, course and program components, and the inventory of course and program offerings.
The Council consists of two-thirds faculty members and one-third administrators and/or other staff.
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Fiscal Affairs
54
Purchasing Procedures
MnSCU Board Policy 5.14.5 authorizes state colleges and universities to make purchases up to $50,000.
Minnesota State Colleges and Universities are required to follow the purchasing requirements as defined in
Minnesota Stature 471.345, Uniform Municipal Contract Law. Funds must be encumbered prior to
making an obligation through an authorized employee certifying that the accounting system shows
sufficient allotment or encumbrance balance cost center or appropriation to meet the obligation. An
expenditure or obligation authorized or incurred prior to encumbering funds is illegal and
ineligible for payment until made valid and is in violation of M.S. 16A.15, Subd. 3. An employee
authorizing or making the payment, or taking part in it, is liable to the state for the amount
paid. A knowing violation of MS 16A.15, Subd. 3 is just cause for the employee's removal. The state cannot
agree to indemnify third parties or hold them harmless (MS 10.17; Minn. Const. Art. XI, Sec. 1).
To purchase supplies, rentals, services, materials, equipment, etc. complete a Requisition for Purchase form
Non-Personnel Request Form (NPR. This form must include your six digit Cost Center, Vendor Name,
Vendor Number (if known), the Vendor address and phone number and a complete description of the item
or services being purchased. If you are using a new vendor you must include their Federal and State Tax
Identification Numbers. Include the State Contract number, if applicable. Complete the form by filling in the
quantity, prices and stock/item numbers of items you are ordering. Fill in the total at the bottom of
the form, obtain appropriate signatures, and forward to the Provost or Dean of Finance for
approval.
Bidding Procedures:
A.
B.
Purchase Limits
0 - $10,000
$10,000.01 - $25,000
B.
Minimum Bid Requirements
One quotation is required. Quotations may be
obtained by telephone or in written form via facsimile
(FAX), delivery service, or internet and must be dated.
Two or more written or faxed quotes are
required and must be attached to requisition form.
Quotations may be obtained by telephone or in written
form via facsimile (FAX), delivery service, or internet
and be dated.
A.
C.
$25,000.01 - $50,000
C.
Competitive sealed bids are required.
D.
>$50,000.01
D.
Requires system office approval. See Business
Office for assistance.
Exceptions:
Bookstore Resale Purchases
The bookstore is an auxiliary enterprise which recognizes sales revenue at the point of sale. Goods are
purchased wholesale for retail sales. The bookstore staff applies a fixed, industry standard markup to
purchased goods for resale. Bookstore goods purchased for resale are exempt from Bidding Procedures A,
B, and C above.
Food Service Resale Purchases
The food service is an auxiliary enterprise which generates sales revenues though financial aid
disbursements and cashier sales for meal plans and food purchases. The food service staff negotiates and
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sets food purchase prices at the beginning of the school year. Food purchased for resale is exempt from
Bidding Procedures A, B, and C above.
Purchases from Proprietary or Sole Source Vendors
Purchases are exempt from Bidding Procedures A, B, and C above for vendors which are proprietary and/or
specific to the area. Please document and fully explain orders that you claim to be "sole source." If
evidence is found to the contrary, such orders will be disallowed.
Interagency/Intra-agency Purchases
Purchases may be made without following Bidding Procedures A, B, C above for interagency purchases of
goods and services. These vendors may include, but are not limited to other MnSCU institutions and other
state governmental departments such as the DNR.
Minnesota State Contracts
If an item is available on State Contract, Bidding Procedures A, B, and C are not required. The contract
number must be written on the non-personnel requisition form. State Contracts are available on the
internet at http://www.swmcb.org/EPPG/3_3.asp. Please contact the Business Office for our campus access
code.
Targeted Vendors
Whenever practicable you are encouraged to use the services from a Certified Target Group (TG) or
Economically Disadvantaged (ED) vendor if one provides the desired commodity. A list of targeted vendors
is available at http://www.swmcb.org/EPPG/3_3.asp.
Pre-Payments/Pull Warrants
M.S. 16A.41. Subd. 1, prohibits the state from paying in advance. The state can only make prepayments for
software or software maintenance contracts for software or software maintenance contracts for stateowned or leased computer equipment, sole source maintenance agreements, exhibit space, subscription
fees for newspapers and magazines and the Library of Congress.
In the case where a payment needs to accompany the registration or order form, complete a requisition
form, attach registration or order documents, write PAYMENT TO ACCOMPANY ORDER on the requisition
and forward to the Accounting Technician in the Business Office.
On-Campus Meal/Refreshment Purchases
When the costs for food service are mainly for non-state employees complete a requisition form and obtain
a Purchase Order from Business Office.
If the costs for foodservice are mainly for State employees a “Request for Approval to Incur Special
Expenses” form is required in addition to the Requisition form. You can obtain this form from the Business
Office. The form requires a list of the attendees and a copy of the agenda for the meeting.
Reimbursement
Materials purchased at a conference should be shown on your employee expense form for reimbursement
with the original receipt attached.
Receipt of Goods
All goods received should be inspected and approved for by the recipient. The packing/shipping/receiving
document needs to be signed and dated by the recipient that the goods were received and the packing slip
forwarded to the Accounting Technician in the Business Office to match to the invoice. This document is
proof that the goods were received. See next item below.
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Payment of Obligations Incurred
Invoice is received and date stamped in Business Office. If receiving document is on file, payment is
processed. If receiving document is not on file the invoice will be sent to the recipient of the
goods/services. The invoice is to be signed and dated verifying that the goods have been received or
performed (date goods were received must be on invoice). Send the approved invoice back to the Business
Office within two days for payment processing. State Treasury disbursements are issued through the
Minnesota Department of Finance in Saint Paul. Local disbursements are made through the Business Office
Equipment Inventory:
Items over $2,000 ($500 if computer equipment) require a “Property of the State of Minnesota” sticker. The
purchaser is responsible for tagging and monitoring such equipment.
PURCHASE ORDER EXECUTION TIME




On all purchases DO NOT PLACE ORDERS until you have received notice from the Business Office
that an encumbrance/PO has been processed.
If the vendor you are using is a NEW vendor please allow Business Office 3 extra days to process
your order. Please provide the vendor name, phone number, address, federal and state
identification numbers to help expedite our obtaining a vendor number from the Department of
Finance.
Emergencies occurring outside of regular business hours are considered only if they will prevent
further costs, damage, or risk of injury. These require written documentation of the emergency.
Please include your name, the date, time, description of incident and steps to remedy the situation.
This documentation MUST be brought to the Business Office the NEXT business day accompanied
by a requisition form and the written documentation of the emergency situation.
If there are any discrepancies or concerns about your purchase the Business Office will contact you
in a timely manner.
Purchase Orders
1. When the NPR form is received by the account clerk, it will be stamped with a received date.
2. The requisition is reviewed, processed and a purchase order is printed and distributed. The original
copy of the purchase order, along with the pink copy of the NPR form, is returned to the originator. A
duplicate copy of the completed purchase order, along with white copy of the NPR form is given to the
Accounting Technician for filing. A duplicate copy of the purchase order, along with the yellow copy of
the NPR form is retained by the Account Clerk. The originator is responsible for ordering with the
vendor and mailing any verification of the purchase necessary for the vendor’s records.
3. Total Processing time: A maximum of 3 days (7 days with new vendor).
Access Fee Policy – Vermilion Community College
Effective January 1, 2004, Vermilion Community College, in accordance with MnSCU Board Policy 5.11.1,
Part 2, Subpart B, will charge all employees and students an access fee to generate revenue for parking lot
construction, maintenance, enforcement and improvements pursuant to MS 136F.67. Students shall pay
an amount that is equal to or less than the amount paid by the institution's employees for the same type
of parking.
Students are charged $1.00 per credit for the access fee, not to exceed $30.00 per annum or $15.00 per
semester. All full-time employees will be charged $30.00 annually for access fees. Part time faculty will
be charged $1.00 per credit up to $30.00, and non-faculty part time employees will be charged the
employees FTE for the year times $30.00. Annually indicates a fiscal year (July 1-June 30). Unpaid
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accounts will be turned over to the Minnesota College Enterprises (a Division of the Minnesota State
Department of Revenue) for collection.
Questions regarding this policy should be directed to the college's Dean of Finance and College Services.
College Vehicle Regulations
Authorized Drivers:
Authorized drivers are state employees; contract employees if authorization to drive a state vehicle is
specifically cited in their contract; students who have been granted permission by college administration;
and drivers for certain disabled employees with the permission of that employee and the approval of his/her
supervisor. All drivers must have in their possession a current and valid driver’s license and a copy of that
license must be given to the scheduler of vehicles. Keys will not be issued until a copy of the driver’s
license is on file.
Procedures and Regulations:
A passenger manifest needs to be completed for each vehicle so that the college is aware of who is
traveling and where they are traveling to in case of an incident or if the college needs to reach one of the
travelers in case of an emergency. Driver’s will be provided with a form to fill out prior to leaving campus.
The form can be then dropped in the return key slot of the boiler building. A copy of the form can also be
obtained from administration prior to the trip and turned in with the travel request form. Faculty may print
their class list and use it as the manifest for class trips and note any students who do not travel.
Effective immediately, Vehicle Use Agreements must be completed and on file for any faculty, staff or
student worker traveling on college business. Anyone traveling on college business who is approved to use
their personal vehicle must also provide administration with a copy of their current insurance coverage.
Keys are to be picked up from the scheduler of vehicles. Unless directed otherwise, the keys are to be
returned immediately after the scheduled use to the scheduler of vehicles or, if the college is locked, to the
key slot below the administrative offices (across from the maintenance building).
1. Vehicles are not to be returned with less than half a tank of gas. The fuel card in the key chain is to be
used to pay for gas, and any receipts are to be turned in with the keys. (Place in the pocket with the
fuel card.) You will be asked for a driver number and odometer reading. The number to use is the
vehicle number, found on the back of the vehicle as well as the card.
2. Record mileage, destination, and your department cost center legibly on the log in the vehicle. Please
keep the clip-board and pencil in the vehicle.
3. ALL passengers and drivers must wear seat belts in state vehicles.
4. Only authorized persons are permitted to ride in state-owned vehicles. Authorized persons include state
employees, other persons participating in state programs or functions, or individuals assisting disabled
employees with prior approval as described above. Family members are not allowed in state vehicles.
5. Smoking is not allowed in state vehicles.
6. All doors on the vehicle are to be left locked and windows closed. Keys are not to be left in the vehicle.
58
7. The interior of the vehicle should be left clean. Although it should not be necessary, any trash should
be removed from the vehicle prior to use, as well as after use.
8. Drive slowly and carefully on winter roads. Large vans require longer stopping distances.
9. All traffic rules and regulations must be followed. The driver is responsible for any tickets, which might
accrue from a violation.
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Student Services
60
Student Services
Contact
Jeff Nelson
Phone: 218-235-2193
LEADERSHIP COUNCIL: Cindy Anderson Bina, Nadine Forsman, Kristi L’Allier, Doug Furnstahl,
Dave Marshall, Annette Horvat and Jeff Nelson
Website: http://www.vcc.edu
Visit the VCC homepage for more information on any services.
The Student Handbook is accessible through the homepage.
Directory of Student Services
VCC's Student Services and activities programs are designed to meet the unique needs of
students and to provide an environment of growth. Following are the services provided.
Academic Advising:
Phone: 218-235-2119 or 235-2122
Office: CC108 CC108B
Monday-Friday 8 a.m.-4:30 p.m.
Advising is an integral part of student success at VCC. All students have the opportunity to discuss
educational, personal, and career interests and goals with counselors or advisors. Other advising
services include assistance with course selection, transfer, study skills, goal setting, and motivation.
Admissions:
Phone: 218-235-2191
Office: PE130
Monday-Friday 8 a.m.-4:30 p.m.
Student admission to VCC is managed through the Enrollment Services Office. Applications for
admission, on-campus housing, college tours, and other college information can be obtained from this
department.
Bookstore:
Phone: 218-235-2112
Office: CC103
Monday-Friday 9:30 a.m. – 2:30 p.m.
The VCC Bookstore stocks books required to complete coursework. New and used books, plus a wide
variety of sundry items are available to meet student’s school and personal needs.
Business Office:
Phone: 218-235-2155
Office: CS105
Monday-Friday 8 a.m.-4:30 p.m.
Tuition and fees due to the VCC are paid at the Business Office. All financial aid awards are issued
through this office.
Career Center:
Phone: 218-235-2122
Office: PE141
Monday-Friday 8 a.m.-4:30 p.m.
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All VCC students are encouraged to use the services of the Career Center. A library of two- and fouryear college catalogs is available, as well as information on transfer requirements, academic planning,
careers exploration, and job search techniques. A file of current job and internship opportunities is
also available. Job internships will be posted jointly by financial aid and counseling.
Computer Labs and Services:
Phone: 218-235-2161 Pager: 1-800-418-9732
Office: CC101A, CC101B, CC107
Monday-Friday 7 a.m.-9 p.m. Weekend hours posted.
VCC provides state-of-the-art computer facilities, both for classroom instruction and student
applications. The computer labs offer a broad spectrum of current software for student use as well as
full Internet access and E-mail capabilities. Lab monitors are on duty to offer assistance, and
extended hours allow students to complete class assignments on a timely basis.
Counseling Services:
Phone: 218-235-2175 or 235-2121
Office: CC108A CS106A
Monday-Friday, 8 a.m.-4:30 p.m. Academic Year Only
Counselors are available by appointment or on a drop-in basis to discuss academic, career, and
personal concerns. Interest and personality tests are available and will be administered upon request.
Information about transfer is also available through our counseling services
Disability Services:
Phone: 218-235-2177
Office: CC108
Monday-Friday, 8 a.m.-4:30 p.m.
VCC is committed to meeting the special needs of students and staff with disabilities. VCC complies
fully with the provisions of Section 504 of the Rehabilitation Act of 1973, and the Americans with
Disabilities Act, which mandate equal access for physically and learning disabled persons in
educational programs.
Accommodations and support for students with disabilities are available through the Disability Services
Offices and the Student Support Services Program. Services include assistance with application and
registration procedures, career and academic counseling, auxiliary aids and adaptive equipment,
classroom and testing accommodations, advocacy, accessibility information, and referrals to
community agencies. It is the responsibility of the student to request services or accommodations
and to provide documentation of the learning or physical disability. All information is kept
confidential.
Enrollment Services:
Phone: 218-235- 2193
Office: PE130
Monday-Friday, 8 a.m.-4:30 p.m.
College tours, application forms, and up-to-date information on college programs, requirements, and
enrollment procedures are available through this office.
Financial Aid:
Phone: 218-235- 2159 or 235- 2153
Office: CS101
Monday-Friday, 8 a.m.-4:30 p.m.
The Financial Aid Office assists full-time and part-time students in obtaining financial assistance in the
form of grants, scholarships, loans, and student employment in order to ensure their ability to access
education.
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Food Service:
Phone: 218- 235-2117 or 218-365-7266
Office: CC105
Monday-Friday, 7 a.m.-7 p.m.
A cafeteria service for snacks, breakfasts, and lunches is available to students, staff, and guests at all
campuses. Vending machines for soft drinks and confectioneries are also readily available at the
colleges.
Residence Life:
Phone: 218-235-2125 or 218-235- 2123
Office: CC204
Monday-Friday, 8 a.m.-5 p.m.
VCC has on-campus housing that is available to all students. The housing facility provides a
comfortable, private environment at a reasonable cost and is operated by trained staff under the
direction of the Director of Residence life.
Library:
Phone: 218-235-2158
Office: CS102
Academic Year Hours: Monday-Thursday, 8 a.m.- 9 p.m.; Friday, 8 a.m. – 3 p.m.
Sunday, 4-8 p.m.
The library is a vital part of the college instructional program. The librarian cooperates with classroom
instructors to assure that VCC students develop skills in information literacy appropriate to their career
and professional goals. An extensive collection of books, periodicals, audiovisual materials, and
electronic resources are available for student, staff, and community use. The VCC collection is
accessed from locations both on and off campus via the Internet allowing for identification and
borrowing of materials from more than eighty libraries statewide.
Academic Resource Center:
Phone: 218-235-2110
Office: CC102
Hours are posted.
VCC's Academic Resource Center offers many services to assist students with the challenges of
college. Help is offered for improving study habits, test-taking skills, and time management. Trained
peer tutors are available at no expense to students to assist with specific subject areas. Computers
and learning software are available for self-paced instruction. Technology to assist students with
disabilities can be accessed through the Academic Resource Center.
Placement Services:
Phone: 218-235-2122
Office: CC108 CC108B
Monday-Friday, 8 a.m.-4:30 p.m .
VCC has developed a placement service to aid occupational graduates in finding full-time positions.
Registrants will be aided in obtaining employment upon graduation from technical programs and upon
reactivation of their files in later job placements. Services offered include job search and resume
writing assistance, mock interviews, distribution of available job opportunities and more.
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Placement Testing (ASAP):
Phone: 218-235-2119
Office: PE140 PE141
Monday-Friday, 8 a.m.-4:30 p.m.
An assessment is administered to all students enrolling for more than seven credits, and it is used to
determine placement in English, reading, and math courses. Upon request one-week prior to testing,
accommodations can be provided to students with physical or learning disabilities.
Records Office:
Phone: 218-235-2154
Office: CS101E
Monday-Friday, 8 a.m.-4:30 p.m.
The Records Office maintains student academic records and grade reports. Students may obtain
transcripts, registration materials, and academic petition forms through this office.
TRiO Student Support Services:
Phone: 218-235-2176
Office: CS106
Monday-Friday, 8 a.m.-4:30 p.m.
The SSS program provides eligible students with a variety of services, including academic, career, and
personal support services, free tutoring, support groups, and cultural activities. Participants in the
SSS program are eligible to receive free credits by enrolling in a variety of courses and workshops.
Program participants must meet eligibility criteria and must apply for acceptance into the program by
contacting the SSS Project REACH Director.
Tours:
Phone: 218-235-2191
Office: PE130
Monday-Friday, 8 a.m.-4:30 p.m. Other tours by appointment
Visitors are always welcome at Vermilion Community College, and tours can be arranged by
contacting the Enrollment Services Office. College visits are hosted by students and staff members
who will acquaint you with the College, answer questions, and arrange for appointments with faculty
and staff upon request.
Veteran Affairs:
Phone: 218-235-2154
Office: CS101E
Monday-Friday, 8 a.m. -4:30 p.m.
Information on veterans’ personal, financial, and educational questions may be obtained in the
Records Office.
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Information Technology Services
65
Technology Staff
Contact the staff listed below for technical or software problems with your computer.
See your supervisor if you have questions or issues regarding your technical needs or training.
Harlan Tjader
Office
Pager
Cell
h.tjader@vcc.edu
Information Technology Specialist
(218) 235-2107
1-888-976-4138
343-4440
Information Technology Systems Acceptable Use Policy
OBJECTIVE
VCC recognizes that use of information technology is increasingly important to sharing college information,
researching classroom topics and personal communication. VCC has created this policy to protect all
college and community users of our information system.
SCOPE
VCC acceptable use policy applies to all college owned equipment (i.e., computer labs, housing computers,
and library terminals), the college owned electronic connections and all users of this equipment.
RESPONSIBILITIES
VCC’s Student Handbook addresses the proper use of computing resources. Specifically, the Handbook
prohibits the following behavior:






Intentionally, recklessly or negligently placing any person under mental duress or causing any person to
be in fear of physical danger through verbal abuse, harassment (including repeated phone calls), sexual
harassment, hazing, intimidation, threats or other conduct which threatens or endangers that person’s
emotional, mental or physical well-being.
Unauthorized or fraudulent use of college facilities, telephone system, mail system or computer system
or use of any of the above for any illegal act or any act prohibited by the Handbook.
Deliberate destruction of, damage to, malicious use of, or abuse of any college property, wherever
located, or the deliberate destruction of, damage to or malicious use of public or private property on
college premises.
Gambling for money or other things of value on campus or at college-sponsored activities except as
permitted by law.
Actions which unreasonably interfere, obstruct or prevent the regular and essential operations of the
college or infringe upon the rights of others to freely participate in its programs and services. This may
include, but is not limited to, intentionally and substantially interfering with the freedom of expression of
others; participating in a campus demonstration which disrupts the normal operations of the college,
intentionally obstructing or interfering with the freedom of pedestrian or vehicular movement on
campus.
Violation of published college policies, rules or regulations including, but not limited to smoking,
solicitation, distribution of literature, sexual harassment, residence hall agreements, and amplification
and loud speaker use, which can be found elsewhere in the student handbook.
Privacy
Although the college does not routinely monitor all messages, it does have the authority, at any time, to
inspect the contents of any college equipment, files or mail on its system for any legitimate business, legal
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or disciplinary purpose. Reasons for review include, but are not limited to: reasonable suspicion of a
violation of a rule or law or college policy; investigation of system problems; litigation or anticipated
litigation; or a need to perform work when an employee is not available.
Employee users of the college's e-mail system must understand that most communications created,
received or backed-up on the system are considered to be public documents and thus, may be subject to
request for public disclosure. Employees should bear in mind that this construction may apply even to emails that contain, for example, personal remarks.
Users must respect the integrity and security of the system. A user’s account and password are the keys to
the e-mail network and users are advised that they are responsible for the security of their respective
account and password. There are major risks when a user’s account and password are known to others.
By law certain data is not available to the public, such as personnel or non-directory education data (“not
public data”). If e-mail is used to transmit such data, it should be clearly labeled as not public. Designating
messages in this manner may reduce the possibility that the recipient will disclose the data to unintended
third parties, but users must take appropriate care to protect not public data and disclose it only to persons
who are legally entitled to access. Users who illegally disclose not public data will be subject to discipline.
Principals of Acceptable Use
Access to and the responsible use of modern information resources are essential to the pursuit and
achievement of excellence at VCC. The college encourages appropriate use of e-mail to enhance
productivity through the efficient exchange of information for research. Use of these resources must be
consistent with these goals. As responsible members of the VCC community, everyone is expected to act in
accord with the following general principles based on the acceptable low as well as common sense,
common decency and civility applied to the networked computing environment:
1. Messages sent as electronic mail should meet the same standards for distribution or display as if they
were tangible documents or instruments. Identify yourself clearly and accurately in all electronic
communications. Concealing or misrepresenting your name or affiliation to dissociate yourself from
responsibility for your actions is never appropriate. Alteration of the course of electronic mail, message
or posting is unethical and may be grounds for discipline. One test of appropriateness would be to
never “say” anything via e-mail that you would not be willing to say directly to a person;
2. Be sensitive to the inherent limitation of shared network resources. No computer security system can
absolutely prevent a determined person from accessing stored information, and VCC cannot guarantee
the privacy or confidentiality of electronic documents;
3. Respect the rights of others. Do not send abusive, threatening, or harassing materials. Civil discourse
is at the heart of a college community free of intimidation and harassment and is based upon a respect
for individuals as well as a desire to learn from others. While debate on controversial issues is
inevitable and essential, you may not use the college's electronic communication system in a manner
that violates the college's policies or applicable laws against discrimination or harassment including
policy and laws against sexual harassment. The same standards or conduct expected of students,
faculty and staff regarding the use of telephones, libraries and other institutional resources apply to the
use of e-mail. You will be held no less accountable for your actions in situations involving e-mail than
you would be in dealing with other media;
4. It is unacceptable to use the college's system to engage in wasteful and disruptive practices, such as
creating or sending “chain letters,” “broadcast” messages or unwanted material, “flaming” or
overloading a system. This effort is consistent with existing practices governing other forms of
communication on campus including telephone calls, bulletin board postings, the mass distribution of
flyers and the use of intra-campus mail services;
5. In accordance with the Minnesota Department of Employee Relations Administrative Procedure No. 32,
and Minnesota Statute Section 43A, 38, Subd. 4, political transmissions are prohibited. This would
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include transmissions which advocate the election of particular candidates for public office at the
federal, state or local level. This also prohibits sending of messages which contain religious positions or
activities. Also banned are those messages that advocate support of or opposition to any particular
referendum proposal that will be decided by the voters during a general or special election affecting the
public at large. Those using e-mail for legitimate educational purposes should be careful to abide by
the statute cited above. Other examples of inappropriate personal use of the system include, but are
not limited to, wagering, fund-raising for any purpose unless college sanctioned, or promotion of
religious positions or activities;
6. E-mail and other network resources may not be used for commercial purposes or for personal financial
gain. To do so would be a violation of Minnesota state law. This does not preclude the use of email to
assist in the investigation and support of vendors’ products, such as the discussion of a product’s
relative advantages and disadvantages by users of the product, the distribution of information or
technical support material by request or vendor responses to questions about their products, al long as
the responses are not in the nature of a solicitation;
7. You are expected to abide by the security restrictions on all systems and information to which you have
access. Activities that interfere with or disrupt network users, equipment or services, including the
intentional distribution of viruses or seeking unauthorized access to machines on the network, are
prohibited.
Conduct which involves the use of information resources to violate a college policy or regulation or state or
federal law, or to violate another’s rights, is a serious abuse subject to limitation of your privileges and
appropriate disciplinary and/or legal action. This college is not responsible for transmissions which are
libelous or defamatory, but will appropriately investigate and address these unwanted transmissions with
the message sender.
If unsolicited or unwanted Internet transmissions are received, or if problems or issues arise regarding VCC
e-mail, you should contact the appropriate systems administrator.
E-mail managers and network system administrators should not monitor or access the contents of
electronic files except as noted in this policy.
Complaints by any user receiving electronic transmissions through any e-mail server may be submitted to
the Computer Support Services leadworker
The Affirmative Action Office will be notified of complaints regarding the transmission of discriminatory
material. The Computer Support Services leadworker will work with Campus Security and/or other
appropriate offices to investigate the complaint to make a determination of its validity. In the case of an
employee investigation, if a violation did occur, the Campus Security Director shall inform the employee’s
immediate supervisor, in consultation with other college offices, shall impose proper action in a form and
process consistent with public employee laws and collective bargaining agreements.
These policies are subject to change.
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Additional Services
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Mail: Incoming and Outgoing
The Provost's Office is responsible for sorting and distributing incoming mail and processing
outgoing mail.
Keys
The Facilities and Equipment Manager is responsible for key issuance, security, and records.
Keys to assigned desks and files are assigned to users. In most cases, individual door keys are
assigned based on obvious or demonstrated need for access.
Keys are checked out and attested to by each employee at the beginning of the service period. The
transaction is noted on the Key Record. Keys must be returned during interruptions in employee
service.
No college employee is authorized to furnish or lend a key to a non-employee or student without the
approval of the Provost.
Maintenance Staff
Maintenance staff can be contacted at the following numbers:
Telephone:
Cell phone:
235-2179 (Maintenance Office)
343-1711 (Facilities and Equipment Manager)
343-1870 (General Maintenance)
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Continuing Education Division
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CONTACTS:
Gloria Bowen
Director of Custom Training
Assistant Director of Elderhostel
218-235-2163
g.bowen@vcc.edu
Chris Hegenbarth
Director of Elderhostel
218-235-2164
c.hegenbarth@vcc.edu
Web Page:
www.vcc.edu (Click on Continuing Education)
We are located near the library in CS 104.
Mission Statement: The Continuing Education Division at Vermilion Community College offers
educational opportunities and training to individuals and groups in our community and beyond. This
division fulfills individual, community, and business requests for instruction, and promotes life-long learning
opportunities. Academically sound instruction is delivered on our campus, at requested locations, and
through distance learning formats.

Custom Training: The Custom Training Department supports business and industry through
training contracts. To meet the diverse training needs of businesses, customized workshops and
seminars are arranged at times convenient to the client on campus or at the work site. Course
topics may range from job skill training and successful management styles, to CPR training for the
workplace. A variety of certification, licensure, and continuing education units (CEUs) for
professionals are also available through open enrollment courses. Intense, interactive and to the
point, our delivery methods are designed to get information to busy people efficiently and
effectively.

Training Facilities: In addition to the usual classroom, lecture hall, theater, and laboratory space
available at colleges, Vermilion is also fortunate to have the Outdoor Learning Center. Complete
with a waterfront, classroom, dining room, and overnight lodging, this facility is perfect for courses
and trainings with an outdoor focus. A drinking water treatment training facility, fondly known as
the SWAMP (Safe Water for All Minnesota People) is available for specialized drinking water operator
training.

Vermilion Institutes: A variety of Vermilion Institutes are offered year-round. These programs
include job related training such as the Forest Protection Officer Training, outdoor educational
opportunities for high school teachers, and athletic camps for high school students seeking to
improve their skills in a particular sport.

Elderhostel: Elderhostel programs are short-term academic sessions hosted by educational
institutions around the world. Combining the best traditions in education and hosteling, Elderhostel
programs are educational adventures for older adults (55 years of age or older). Vermilion hosts
around 20 Elderhostel programs each year, and each includes food, lodging, educational sessions,
and field trips. Programs often cover topics of the ecology of wolves, birds, wildlife, wildflowers, or
the northern forest. Or, participants can chose a program that has a more active focus, such as
dogsledding, cross-country skiing, hiking, or canoeing. Regional issues are also important areas of
study and programs offered can include the history of iron ore mining, Ojibwe heritage, Voyageur
history, shipwrecks on Lake Superior, and visits to the Boundary Waters Canoe Area Wilderness. In
cooperation with the International Wolf Center, our Intergenerational Wolf Discovery Elderhostel
program is offered several times during the summer.
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New Employee Orientation/Mentors
73
New Employee Orientation and Mentors
A mentor is a peer employee who will help in the orientation of a new employee and may assist in the
training of the new employee. A mentor is either assigned by the supervisor or the supervisor will ask for a
volunteer among a group of peers.
The specific duties of the mentor are outlined in the mentor’s checklist following this document. The
mentor is responsible for the completion of the duties on the mentor’s checklist as well as helping train the
new employee if requested to do so by the supervisor. The mentor will also arrange for a campus tour with
the new employee. Mentors will be responsible for submitting their completed checklist within two weeks
of the employee’s starting date.
The ultimate responsibility for the completion of a new employee’s orientation rests with the supervisor,
who may or not be the mentor. Training in the new position may require a longer period of time than the
orientation process takes. The supervisor should be aware of any problems or conflicts emerging during
the orientation period.
This schedule will normally serve to orient the new employee.
Prior to first day of work
PREPARE FOR NEW EMPLOYEE
(i.e. Office space prepared, phones and computers made
available.)
First day of work
Welcome and Introduction
Day 2 through Day 10
(includes the tour and introductions to college staff)
Orientation and Training – ongoing
(supervisor and mentor)
Day 10
Submit checklist to Human Resources Office (Mentor’s
checklist)
After 3 months
Formal Orientation Evaluation
Employee fills this out and submits to Human Resources
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MENTOR'S CHECKLIST
NEW EMPLOYEE ORIENTATION
VERMILION COMMUNITY COLLEGE
Employee’s Name_________________________ Date of Hire: _______________________
Job Title __________________________________________________________________
FIRST DAY:
_____
Explain that orientation for new employees is a process that should be ongoing through the
first months of employment and that questions are very welcome. Discuss the orientation
timelines.
_______
Make introductions in the department that the new employee is joining, as well as
introductions in the administrative offices and other departments as you do an informal tour
of the buildings.
_______
Visit the Human Resources Office to meet the staff and process the necessary paperwork to
be put on payroll, including explanation about reporting time (if appropriate). Benefits will
be discussed and information disseminated at this meeting.
_______
Explain mailing procedures, where mail boxes are located, how one gets office supplies, use
of the college library and other facilities (for example, weight room or gym) where restrooms
and drinking fountains are located, and where parking is allowed.
_______
If applicable, discuss how the employee accesses clerical support.
_______
Answer questions the employee has or make notes to get the answers.
_______
Supervisor should discuss office rules and procedures regarding lunch or other breaks, hours
of work, and procedures that are specific to the department with the new employee.
_______
Obtain keys from the administration office as appropriate for offices or classrooms.
FIRST TWO WEEKS:
_______
Continue with introductions and orientation to the various departments of the college,
including the Bookstore, Maintenance, Student Services, Business Office, Gymnasium area,
and Library.
_______
Introduction to technology staff, with information on how to access assistance.
_______
NEW FACULTY MEMBERS: Should become acquainted with services for students as well as
academic issues. Talk with Bookstore staff regarding procedure for ordering textbooks and
obtaining office supplies.
_______
NEW FACULTY MEMBERS: Meet with instructional administrator regarding assignment,
evaluations, duty day activities, and other pertinent issues.
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_______
Explanation of campus committees and process for participating on any of those committees.
NEW EMPLOYEE QUESTIONNAIRE
EMPLOYEE ORIENTATION - Vermilion Community College
Employee’s Name ___________________________________________________
Date of Hire _______________Job Title _________________________________
The New Employee Orientation Evaluation Questionnaire is designed to measure the employee’s
comprehension in such areas as performance standards, job scope, conditions of employment, and other
pertinent job-related information. It also asks for the employee’s suggestions for improving job training
and other aspects of the overall orientation process that they may feel are inadequate.
PLEASE COMPLETE THIS FORM AND RETURN IT TO THE HUMAN RESOURCES OFFICE AFTER THREE
MONTHS OF EMPLOYMENT. FEEDBACK WILL BE NOTED AND DISSEMINATED TO SUPERVISORS AND
MENTORS AS APPROPRIATE.
1. The purpose of my position is
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
2. The most important part of my job is
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
3. I report to _____________________________who reports to ________________________________.
4. My performance will be measured by
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
5. Things I’d like to know more about
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
6. Information about my employment condition, benefits, payroll, and personnel issues was:
Very thorough _______Satisfactory _______ Adequate ________ Poor ________
Comments:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
7. How would you rate your supervisor’s contribution to your orientation?
Good ________
Fair ________ Poor ________
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Explain
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
8.
How would you rate your mentor’s contributions to your orientation?
Good ________
Fair ________ Poor ________
Explain
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
9. Which section of the orientation program do you feel is most important for meeting the needs of your
job? (check one)
______ College History
______ Meetings with supervisor
______ Discussion with human resources on benefits & employment
conditions
______ Association with mentor
______ Campus tour
10.
Having completed the orientation process, do you think it prepared you to:
Handle problem situations
Yes ____
Understand your supervisor’s problems
Yes ____
Understand the parameters of your position Yes ____
Locate sources of information with which to Yes ____
accomplish your tasks
Know your co-workers and be familiar with Yes ____
what they do
Understand the conditions of your employment Yes ____
11.
No
No
No
No
_____
_____
_____
_____
No _____
No _____
Is there a particular area in which you still feel unsure of yourself or would like further orientation or
training? (use back for more space, if necessary)
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
77
Organizational Chart
78
President
Northeast Higher Education District
Provost
Vermilion Community College
College Foundation Board
Executive Director
College Advisory Board
Human Resources
Director of
Facilities &
Auxiliaries
Business Manager
Business Office
Auxiliary Enterprises
Bookstore
Food Service
Housing
Residential Life
Facilities
Student Life
Faculty
Counseling
Instructional Support
Concurrent Enrollment
PSEO
Athletics
Athletics
Continuing Education
Custom Training
Vermilion Institutes
Elderhostel
Information
Technology
Services
Director of
Enrollment and
Student Services
Enrollment Management
Advising
Financial Aid
Registration
Student Assessment
Placement
Grant Funded Student Services Programs
Marketing/Public Relations
Academic Resource Center