Policy highlights

Highlights for Facility Use Policy (new):

• This is a new Policy
• The “Facility Use and Fee Structure” document  was never a policy;  the process for approval for use and related fee structures was not consistent across campus facilities
• The previous “Facility Use and Fee Structure” document has not been reviewed/updated since December 2001.
• Proposed policy establishes facility use intent, prioritizes use hierarchy and establishes expectations for fees
• This policy will apply to all campus facilities.
• GRCC’s fee structure must still be reviewed and updated.
• A fees and procedures document will still need to be developed.

Highlights of Recommended Changes to Policy 10.1, Tuition and Fees (revised)

• A provision for a separate dual enrollment rate was incorporated into the revised policy (item #4)
• The statement around universal fees was clarified (item #5)
• The statement indicating that any student that is not a United States Citizen will be charged out of state tuition was eliminated, and the section describing acceptable documentation to prove residency was expanded.
• The policy statement has been expanded to reference job training and construction trades.

GRCC policy highlights

Acceptable Use of Technology Policy Highlights

• “This policy is not intended to abridge academic freedom or the constitutional guarantees of freedom of speech or freedom of expression.”
• New revision date and change in revision cycle from two years to four years.

Acceptable Use Agreement Highlights revised to read as follows:

• “All users accessing GRCCnet as well as the Internet are responsible for adhering to codes of conduct, rules, laws and regulations governing the use of computer and telecommunication resources.  Examples include but not limited to laws of libel, privacy, copyright, trademark, obscenity, child pornography, the Electronic Communication Privacy Act and the computer Fraud and Abuse Act.”
• Simplified to reduce redundancy throughout.
• Added: “This policy is not intended to abridge academic freedom or the constitutional guarantees of freedom of speech or freedom of expression.”
• Changed the “Acceptance and Acknowledgement” to: “I understand that any violation of this agreement will result in disciplinary action which may include but is not limited to the following: written discipline, revocation of the user’s accounts, termination of employment, suspension, or expulsion from GRCC and/or legal action taken by GRCC. Permanent revocations may result from recommendations by the Information Technology department of GRCC or other authorities which may be called upon to investigate computer and/or network abuse. Disciplinary action, as documented in GRCC Policies and Procedures and the GRCC Student Code of Conduct, will be determined solely by GRCC according to the nature of the violation.”

GRCC policy highlights

Acceptable Use of Technology Policy Highlights

• “This policy is not intended to abridge academic freedom or the constitutional guarantees of freedom of speech or freedom of expression.”
• New revision date and change in revision cycle from two years to four years.

Acceptable Use Agreement Highlights revised to read as follows:

• “All users accessing GRCCnet as well as the Internet are responsible for adhering to codes of conduct, rules, laws and regulations governing the use of computer and telecommunication resources.  Examples include but not limited to laws of libel, privacy, copyright, trademark, obscenity, child pornography, the Electronic Communication Privacy Act and the computer Fraud and Abuse Act.”
• Simplified to reduce redundancy throughout.
• Added: “This policy is not intended to abridge academic freedom or the constitutional guarantees of freedom of speech or freedom of expression.”
• Changed the “Acceptance and Acknowledgement” to: “I understand that any violation of this agreement will result in disciplinary action which may include but is not limited to the following: written discipline, revocation of the user’s accounts, termination of employment, suspension, or expulsion from GRCC and/or legal action taken by GRCC. Permanent revocations may result from recommendations by the Information Technology department of GRCC or other authorities which may be called upon to investigate computer and/or network abuse. Disciplinary action, as documented in GRCC Policies and Procedures and the GRCC Student Code of Conduct, will be determined solely by GRCC according to the nature of the violation.”

GRCC policy highlights

Acceptable Use of Technology Policy Highlights

• “This policy is not intended to abridge academic freedom or the constitutional guarantees of freedom of speech or freedom of expression.”
• New revision date and change in revision cycle from two years to four years.

Acceptable Use Agreement Highlights revised to read as follows:

• “All users accessing GRCCnet as well as the Internet are responsible for adhering to codes of conduct, rules, laws and regulations governing the use of computer and telecommunication resources.  Examples include but not limited to laws of libel, privacy, copyright, trademark, obscenity, child pornography, the Electronic Communication Privacy Act and the computer Fraud and Abuse Act.”
• Simplified to reduce redundancy throughout.
• Added: “This policy is not intended to abridge academic freedom or the constitutional guarantees of freedom of speech or freedom of expression.”
• Changed the “Acceptance and Acknowledgement” to: “I understand that any violation of this agreement will result in disciplinary action which may include but is not limited to the following: written discipline, revocation of the user’s accounts, termination of employment, suspension, or expulsion from GRCC and/or legal action taken by GRCC. Permanent revocations may result from recommendations by the Information Technology department of GRCC or other authorities which may be called upon to investigate computer and/or network abuse. Disciplinary action, as documented in GRCC Policies and Procedures and the GRCC Student Code of Conduct, will be determined solely by GRCC according to the nature of the violation.”

 

New Records Management Policy

Highlights for the Records Management Policy:

• New Policy
• A records retention and destruction schedule is being developed and we hope to have State approval, as required by law, by July 1, 2013.
• This policy will make employees aware of the need to systematically retain and destroy college records and their individual responsibilities as custodians of college records.

Building access policy gets changes

Building Access Policy – Revised.  Summary of changes

• Includes definitions of standard and extended access (along with the process to get extended access). The changes are directly related to Department Heads, Directors, Executive Directors, and Associate Deans being responsible for initiating and/or authorizing access.
• Standard Access: All staff and faculty will have access to GRCC buildings during standard hours of operation. Standard hours are considered 6 A.M. to 10 P.M. Monday through Thursday, and 6 A.M. to 9 P.M. on Fridays. Weekend and later weekday hours will exist for all regularly scheduled classes and approved scheduled events.
• Extended Access: Employees may request access for Saturdays and Sundays from 8 A.M. to 9 P.M. by completing the “Extended Access Request Form”.  The form MUST be approved by the employee’s Executive Director or Associate Dean and submitted to Campus Police.
• Extended access is intended for faculty and administrative staff for class preparation and other administrative duties.
• Extended access must be requested/renewed at the beginning of each academic year, but new requests can be processed throughout the year as the need arises.
• Department Heads, Program Directors and Immediate Supervisors will be responsible for initiating the access process for their employees as the “Requesting Party” on the Access Request Form.
• Campus Police must receive a signed access request form authorized by the Executive Director or Associate Dean, before a key is issued, or RaiderCard Access is granted.

Changes made to building access policy

Building Access Policy – Revised.  Summary of changes

• Includes definitions of standard and extended access (along with the process to get extended access). The changes are directly related to Department Heads, Directors, Executive Directors, and Associate Deans being responsible for initiating and/or authorizing access.
• Standard Access: All staff and faculty will have access to GRCC buildings during standard hours of operation. Standard hours are considered 6 A.M. to 10 P.M. Monday through Thursday, and 6 A.M. to 9 P.M. on Fridays. Weekend and later weekday hours will exist for all regularly scheduled classes and approved scheduled events.
• Extended Access: Employees may request access for Saturdays and Sundays from 8 A.M. to 9 P.M. by completing the “Extended Access Request Form”.  The form MUST be approved by the employee’s Executive Director or Associate Dean and submitted to Campus Police.
• Extended access is intended for faculty and administrative staff for class preparation and other administrative duties.
• Extended access must be requested/renewed at the beginning of each academic year, but new requests can be processed throughout the year as the need arises.
• Department Heads, Program Directors and Immediate Supervisors will be responsible for initiating the access process for their employees as the “Requesting Party” on the Access Request Form.
• Campus Police must receive a signed access request form authorized by the Executive Director or Associate Dean, before a key is issued, or RaiderCard Access is granted.

Building access policy sees changes

Building Access Policy – Revised.  Summary of changes

• Includes definitions of standard and extended access (along with the process to get extended access). The changes are directly related to Department Heads, Directors, Executive Directors, and Associate Deans being responsible for initiating and/or authorizing access.
• Standard Access: All staff and faculty will have access to GRCC buildings during standard hours of operation. Standard hours are considered 6 A.M. to 10 P.M. Monday through Thursday, and 6 A.M. to 9 P.M. on Fridays. Weekend and later weekday hours will exist for all regularly scheduled classes and approved scheduled events.
• Extended Access: Employees may request access for Saturdays and Sundays from 8 A.M. to 9 P.M. by completing the “Extended Access Request Form”.  The form MUST be approved by the employee’s Executive Director or Associate Dean and submitted to Campus Police.
• Extended access is intended for faculty and administrative staff for class preparation and other administrative duties.
• Extended access must be requested/renewed at the beginning of each academic year, but new requests can be processed throughout the year as the need arises.
• Department Heads, Program Directors and Immediate Supervisors will be responsible for initiating the access process for their employees as the “Requesting Party” on the Access Request Form.
• Campus Police must receive a signed access request form authorized by the Executive Director or Associate Dean, before a key is issued, or RaiderCard Access is granted.

Policy changes and updates

New:  Web Accessibility Policy:

• GRCC’s web accessibility policy provides students, faculty, and staff a clear definition of what web accessibility is and why it is necessary.
• This policy mandates that all of GRCC’s web content should meet W3C WAI’s Web Content Accessibility Guidelines 2.0, Level AA conformance.
• The Americans with Disabilities Act (ADA) and the 1998 amendment to the Rehabilitation Act of 1973 (Section 508) requires GRCC to provide individuals with disabilities access to information that is comparable to the access and experience available to others.

Revised:  FERPA Policy:

• Policy was modified to new policy format (The policy was last updated in 1991)
• Made changes to conform to new FERPA regulations that have gone into effect since the policy was last updated.
• Provided definitions to various key phrases
• “Directory Information Stop Card” was changed to the current “FERPA Release Form”.  Also, old policy states; “The Card must be filed by February 1 of the year in which the student intends to graduate” this was eliminate as students may file a FERPA Release Form at any time.
• Enhanced the scope of what GRCC will consider “Directory Information” from what was stated in the ‘old’ policy.
• Added under “Reason for Policy” student rights with respect to education records.
• Added changes to the policy on Authorized Representatives and the definition of an education program
• Added Guidelines for Faculty and Staff
• Added information on Subpoenas

Revised:  Title IV Loan School Code of Conduct:

• Added policy owner
• Made minor formatting corrections
• Added to a 4 year review cycle

GRCC In the News, 1-9-13

Federal complaint prompts action on GRCC’s compliance with disability law

January 9, 2013; MLive

GRAND RAPIDS, MI — Grand Rapids Community College is working to strengthen its compliance with federal disability regulations after a student told civil rights advocates that parts of the schools website were inaccessible for the blind.

Policy Update: Utilizing FOIA to Request Information on Behalf of GRCC and Student Medical Withdrawal

Please review the following new GRCC Policies:

Utilizing the Freedom of Information Act to Request Information on Behalf of the College:

• New Policy
• Addresses situations when the FOIA is used by an individual in his/her capacity as an employee of GRCC to request information from other public institutions.
• Designates the Office of the General Counsel as the single point of contact to send and receive FOIA requests on behalf of GRCC.

Student Medical Withdrawal:

• New Policy
• Provides notice to students regarding criteria for requesting medical withdrawal from classes
• Provides guidance to administration regarding circumstances when medical withdrawals will be considered.
• Provides consistent criteria for granting medical withdrawals to ensure integrity of academic transcripts.

Policy Update: Reporting Child Abuse and Neglect, Personally Identifiable Information, Freedom of Information Act, and Prior Learning Assessment

The following policies were recently approved by Cabinet or AGC:

Reporting Child Abuse and Neglect Policy  (new)

• This is a new policy developed because GRCC faculty and staff  have increasing contacts with minors through our Middle College program and other GRCC programs and services.
• State law defines “mandated reporters” of abuse and neglect. This policy will require all faculty and staff to report suspected abuse.
• Provides contact information for making reports.
• Provides information on how to identify abuse and neglect

Personally Identifiable Information Policy (PII) (New)

• This is a new policy that has been developed to reduce risk when handling confidential data
• Provides students and employees and contractors with information on how to avoid risky business practices when working with PII
• Policy supports compliance with PCI-DSS, HIPAA, FERPA and GLBA
• Policy defines public and protected PII
• Encourages identification and modification of current risky business practices with help from the Information Security Department
• This will be the first policy in a new policy section:  Information Technology

Freedom of Information Act Policy (revised)

• Corrected format
• Clarified language throughout policy
• Moved paragraph regarding cooperation with federal agencies from Section IV Entities Affected by this Policy to Section XI Procedures

Prior Learning Assessment Policy (new)

• Recognize respect for skills and knowledge acquired outside traditional classroom settings
• Award academic credit for college level learning which leads to degrees
• Comply with Higher Learning Commission Criteria: Academic Programs-Quality, Resources and Support (3-1.g)

The new policies have been added to the website.

New and Updated GRCC Policies

The following policies were recently approved by Cabinet or AGC:

Reporting Child Abuse and Neglect Policy  (new)

• This is a new policy developed because GRCC faculty and staff  have increasing contacts with minors through our Middle College program and other GRCC programs and services.
• State law defines “mandated reporters” of abuse and neglect. This policy will require all faculty and staff to report suspected abuse.
• Provides contact information for making reports.
• Provides information on how to identify abuse and neglect

Personally Identifiable Information Policy (PII) (New)

• This is a new policy that has been developed to reduce risk when handling confidential data
• Provides students and employees and contractors with information on how to avoid risky business practices when working with PII
• Policy supports compliance with PCI-DSS, HIPAA, FERPA and GLBA
• Policy defines public and protected PII
• Encourages identification and modification of current risky business practices with help from the Information Security Department
• This will be the first policy in a new policy section:  Information Technology

Freedom of Information Act Policy (revised)

• Corrected format
• Clarified language throughout policy
• Moved paragraph regarding cooperation with federal agencies from Section IV Entities Affected by this Policy to Section XI Procedures

Prior Learning Assessment Policy (new)

• Recognize respect for skills and knowledge acquired outside traditional classroom settings
• Award academic credit for college level learning which leads to degrees
• Comply with Higher Learning Commission Criteria: Academic Programs-Quality, Resources and Support (3-1.g)

The new policies have been added to the website.

New and Updated GRCC Policies

The following policies were recently approved by Cabinet or AGC:

Reporting Child Abuse and Neglect Policy  (new)

• This is a new policy developed because GRCC faculty and staff  have increasing contacts with minors through our Middle College program and other GRCC programs and services.
• State law defines “mandated reporters” of abuse and neglect. This policy will require all faculty and staff to report suspected abuse.
• Provides contact information for making reports.
• Provides information on how to identify abuse and neglect

Personally Identifiable Information Policy (PII) (New)

• This is a new policy that has been developed to reduce risk when handling confidential data
• Provides students and employees and contractors with information on how to avoid risky business practices when working with PII
• Policy supports compliance with PCI-DSS, HIPAA, FERPA and GLBA
• Policy defines public and protected PII
• Encourages identification and modification of current risky business practices with help from the Information Security Department
• This will be the first policy in a new policy section:  Information Technology

Freedom of Information Act Policy (revised)

• Corrected format
• Clarified language throughout policy
• Moved paragraph regarding cooperation with federal agencies from Section IV Entities Affected by this Policy to Section XI Procedures

Prior Learning Assessment Policy

• Recognize respect for skills and knowledge acquired outside traditional classroom settings
• Award academic credit for college level learning which leads to degrees
• Comply with Higher Learning Commission Criteria: Academic Programs-Quality, Resources and Support (3-1.g)

The new policies have been added to the website.

College Park Plaza Now Unoccupied – New offices for IRP, Communications and General Counsel

Foundation, Institutional Research and Planning, General Counsel and Communications are completing their move today to their new locations on DeVos Campus.  IRP and General Counsel are moving to Mable Engle, and Communications is moving to the first floor of the Admin Building.

Tomorrow College Park Plaza will be completely vacated and contractors will move in. Note that the College Park Plaza parking ramps, both the guest ramp off of Lyon St. and the employee ramp off of Division Ave., will be closed and unavailable for employee or guest use.