Policies updated

The following policies have been updated:

Policy Meeting

May & June 2019

8.3 College Sponsored Student Travel

  (NEW “College Sponsored Student Travel Guiding Risk and Liability Practices and   Procedures” document created also)

• Added language around examples of travel experiences covered by the policy
• Replaced “chaperones” with “volunteers”
• Added items under “Related Documents”
• Updated “Contacts” list
• Updated “Definitions”, including “College Sponsored Student Travel” and “class trip”
• All items under “Procedures” were updated. Four common procedures were created to support all college sponsored student travel experiences.
• Updated “Forms” required for travel

 

12.9 Facility & Grounds Use Policy

• Add language to purpose statement:
  • The college makes its facilities available for public use as long as such use does not interfere with the primary purpose of education or compromise the safety and security of students, faculty or staff.
• Listed all related policies under College Policy section.
• Under Section IX-Definitions
  • Added including leased properties under #1 – Facilities & Grounds
  • Added #3 – Non-GRCC Space – off campus spaces regularly scheduled by GRCC for college activities.
• Under Section X – Procedures:
  • Combined 2b & c to state – GRCC events/meetings by approved GRCC groups/unit, including athletic and student events carried out by officially recognized teams, student clubs, organizations and programs.
  • New language for GRCC Co-sponsored events (now 2.c)
    • GRCC co-sponsored events with other academic organizations and/or community organizations. The GRCC department coordinating the event must identify a liaison to be on site for the entire event.
  • Added statement under External Groups and Organizations (now 2.d)
    • This includes community events which may require campus resources
  • Section 3 – Fees
    • Added language to 3.d – The college, at its discretion, may make facilities available for local non-profit agencies at a reduced rate.
  • Added Section 4 – Resources
    • Campus Catering – Food Services for campus events must be provided by approved college catering and banquet service providers. In the event these entities are unable to provide services, third party catering services may be considered. 
    • Parking – Event and guest parking is available in GRCC parking ramps for a fee. GRCC Parking Rates
    • Network – GRCC provides guest access to the WIFI network on campus.  Event specific network access may be requested.
    • AV/Media – Services are limited and may require third party providers.

 

 

11.4 Travel Policy

Section VII – added related document Policy 8.3 Student Travel policy and related documents.

Section VIII – added Director of Budget & Business Services

Section X

• Added verbiage to include faculty, adjunct faculty, athletic travel, and staff.
  • 1-3 combined into one statement
  • 4. becomes B.2. Added statement – All student travel must be arranged with College approved travel agent.
• • 1. Changed from Assistant to Finance VP to Assistant to Appropriate Dean or VP.
  • Added airfare greater than $500 and/or for employee groups of three or more must be scheduled by College Approved travel agent.
  • Added $500 limit for personal employee purchase of airfare.
  • Added statement for utilizing Purchasing process to facilitate travel related purchases and avoid advanced charges by employees.
  • Added reimbursement policy for expenses after travel is completed.

Section XI – changed Online Leave of Absence form to Leave of Absence Electronic Form.  Added with embedded link: Disability Accommodation Request Form

Expenditure Limits

• Clarified meal receipt requirement for travel within 25 miles of main campus.
• Added “Actual distance for mileage will be determined using mapquest.com address to address. When multiple routes are available, an average is taken.” As exact from Reimbursement policy.
• Clarified reasonable tip allowance of 20% for ground transportation and cab service. Removed bellhops as its allocation is in the meal per diem incidentals.

 

14.7 Use of College Vehicle

– Changing titles of persons listed under “Contacts”

 

 

6.4 Sexual Misconduct Policy Changes

III.A. Added “sexual misconduct” to policy statement to define that phrase.

III.B. Removed Consensual Relationship language.

III.C. Updated “Duty to report” section to clarify when duty to report is triggered.

III. D. Simplified “retaliation” definition language and clarified that retaliation protections apply to any party.

III. E. Added “intentionally, maliciously” to prohibition on false statements.

III. F. Clarified employees who are considered confidential employees- includes members of Crisis Assessment Team when acting in that role, and licensed mental health professionals who are employed in a counseling role for the college. Added reference to confidential resources: this may include off-campus options, including counseling/mental health support.

III. G. Clarified the connection between “Classroom Speech” and potential sexual harassment claim; emphasized appropriate considerations in making a determination of whether classroom speech violates this policy.

1. Added “applicants for employment” in “Who should Read This policy”.

IX.A. Defined “Complainant” in definition section; throughout policy, “victim” was changed to “Complainant”. “Victim” remains in the policy in Clery-definitions and in reference to Clery-specific requirements, as well as references to victim advocacy efforts.

IX.B. Updated consent definition to clarify that consent is in reference to any activity covered by this policy, not just sexual activity. Changed language about “physically helpless” to “physically incapacitated”.

IX.E. Updated definition of Employee to include all groups covered by Background check policy.

1. F. Defined “Respondent” to parallel definition of “Complainant”.
2. K. Clarified non-consensual elements in “Sexual Exploitation” definition and changed language prohibiting a party from “transmitting” STI/HIV to “exposing”.

X.A.2 Emphasize nature of educational programming (primary prevention programming and ongoing awareness campaigns) includes programming offered to new and returning students/employees.

X.B. Throughout “Investigation Procedures”, updated Title IX office location to Bostwick Office Suites.

X.B. Investigation Procedures: updated to clarify that either party can receive protective measures (also called supportive measures). Add information about potential transportation changes as protective measures, and clarify that college can instigate protective measures on its own. Provides Title IX Coordinator as contact person for requesting protective measures.

X.B.2 Updated Investigation Procedures to clarify resources offered (Stafford suggested we emphasize this here).

X.B.3. Updated Investigation Procedures to clarify that if Title IX coordinator proceeds with complaint after withdrawal of a complaint by Complainant, Title IX coordinator will notify complainant and explain decision to proceed.

X.B.4. Clarified options regarding confidentiality, including information about FERPA and opting out of disclosure of directory information.

X.B.5. Updated resources section to include YWCA legal resources available and MCEDSV’s Sexual Assault Hotline. Included additional guidance around preserving evidence. Added Visa/Immigration assistance as community resource.

X.B.6.b. Updated Investigations process to clarify timelines, per Clery, for each stage of investigation. Clarified that we’ll provide notice to parties of delays and reason for delay.

X.B.6.c. Updated Investigations process to clarify use of Advisors, per recent court decisions. Advisors may be used throughout investigations and will have role to cross-examine other party/other party’s witnesses at hearing stage. Advisor will be provided if party does not have one and wishes college to appoint one to serve. Clarifying language that Advisor is not legal representative.

X.B.6.d. Added clarifying language around various methods of initiating Title IX complaint, including anonymous options.

X.B.6. f Emphasized that both parties will have timely and equal access to evidence and information at all formal and informal proceedings and meetings.

X.B.6.h. Removed prohibition on using informal resolutions, such as mediated conversations, for sexual assault, per updated OCR guidance. The requirement that both parties agree remains.

X.B.7. c. Clarifying that both parties receive simultaneous notice of decisions at each stage, and that final decision will include explanation of how the standard of evidence was applied. Also clarifying that appeal information will be simultaneously provided.

X.B. 8.c. Added option for Respondent to elect to proceed straight to hearing process after a finding and receive sanction from hearing panel, if appropriate, instead of from Student Conduct. Also including clarification that doing so does not affect right to request hearing or appeal.

XIII. Updated policy history to reflect changes.

 

6.24 Drug & Alcohol Abuse and Prevention

• Added to the policy statement “Grand Rapids Community College prohibits the unlawful possession, use, and sale of alcoholic beverages and illegal drugs on campus. The GRCC Campus Police is responsible for the enforcement of state underage drinking laws and enforcement of Federal and State drug laws.”
• Replaced the Prevention and awareness section with, “In compliance with the Drug Free Schools and Communities Act, Grand Rapids Community College publishes information regarding the College’s educational programs related to drug and alcohol abuse prevention; sanctions for violations of federal, state, and local laws and College policy; a description of health risks associated with alcohol and other drug use; and a description of available treatment programs for GRCC students and employees. A complete description of these topics, as provided in the College’s annual notification to students and employees, is available online at: https://cms.grcc.edu/humanresources/drugandalcoholabuseresources“
• Change the revision cycle from every September to every June to align with the Annual Security Report deadline.

 

These changes are as a result of a current Annual Security Report review completed by D. Stafford and Associates.

For more information, visit the policy website.

Focus group on GRCC’s Transgender Equal Opportunity Policy

We’re hosting a focus group and listening session to discuss several policies and processes that are currently up for revision at GRCC. We’d love to hear students’ (current, future, or past) feedback on our processes around changing name, locker room access, and emails. We’d also love to hear input on any changes you’d like to see in the future: options for reporting name/pronoun on our application, alternative ways to communicate name/pronouns to instructors, and general ways we can be more inclusive of non-binary folks.

Please bring feedback and ideas on these topics, and join us for lunch at 11:30 a.m. on July 18 in the Bostwick Office Suites (underneath the Bostwick ramp) to share these ideas with GRCC. We’ll provide parking vouchers for the day and lunch, you bring ideas and questions on ways we can improve our processes at GRCC. If you have any questions or to RSVP, please contact Kimberly DeVries (she/her pronouns), Director of Equal Opportunity Compliance, at 616-234-2120 or kimberlydevries1@grcc.edu. Even if you weren’t able to RSVP in advance, please feel free to come on and attend! Email to let me know you’re coming if you can, but don’t let that stand in the way of attending, if you’re interested!

Policies updated

Please familiarize yourself with the with policy changes made when all policies are updated. For more information, visit the policy website. This month, there are several changes that we would like to highlight:

• Employee Reimbursement:
• Employees may purchase their own airfare up to a limit of $500. Airfare in excess of $500 must be purchased through the College approved travel agent.
• Airfare for student travel and employee groups of three (3) or more must be arranged with a College approved travel agent.
• The College will reimburse the cost of 2^nd class airfare, coach or main cabin seating.
• Travel permitted the day before and after conference, when necessary. Consideration must be given to having a balance between convenience for the employee and lowering costs for the College. 
• If you use bonus miles, you will not be reimbursed for the cost of the airfare.
• Baggage fees for one bag only will be reimbursed.
• If you drive your own car, you will be reimbursed for the lower of actual mileage or economy airfare.
• Reasonable tipping up to 20% for meals.

  

• FMLA:
  • If the College has enough information to determine that a period of incapacity of more than three consecutive days is for an FMLA qualifying reason, Human Resources will complete the appropriate documentation in its HRIS system, to designate leave as FMLA.

 

9.9 Naming Opportunities

• Added language in Section III, Paragraph E, subsection 1, “The naming of buildings in recognition of a donor or honoree implies a promise to that donor or honoree that the facility will be permanently maintained, or if change is unavoidable, that an alternative means of recognizing the donor or honoree will be found at that time.”
• Removed language in Section III, Paragraph E, subsection 1, “Should the building be demolished or sold, the designation shall be terminated.”

 

3.1 Institutional Review Board

No changes

 

11.1 Employee Reimbursement

 

Section VI – changed to include EBCOs & BCOs

Section VII – Added Employee Reimbursement Request Form and Employee Mileage Reimbursement Request form to Related Documents

Section VIII – changed policy owner to Director of Budget & Business Services

Section X

• Removed “if required” from leave of absence
• Added sentence regarding “six-month limitation”
• Clarified and condensed acceptable forms of supporting documentation to reimbursement requests.
• Removed current section and replaced with existing F.
• Added employee responsibility verbiage regarding uncompleted travel and reimbursements prior to.
• • a.i Added $500 limit for employee purchased airfare.
  • a.ii Clarified definition of reimbursable airfare and related expenses.
  • a.iii Added from section 1.a.vii sentence to include non-payment for coupons, sky miles, and/or complimentary tickets.
  • a.iv Removed last portion of section regarding example of acceptable travel days before and after conference.
  • a.vii Deleted and added to section 1.a.iii
  • b.i Clarified mileage reimbursement language
  • b.ii Defined mapquest as company recognized mileage site.
  • b.iv Added language regarding denial of extra travel day(s) allocation for driving in lieu of air travel.
  • b Clarified language of acceptable proofs of payment.
  • c Clarified language of non-reimbursable hotel room charges
  • d Clarified language of reasonable tips.
  • e Clarified language of in-room dining expenses
  • b Removed example of meal per diem calculation from policy. Referenced Reimbursement Procedures.
  • c Removed example of meal per diem calculation.
  • e Clarified language of reasonable tipping.
  • a. Removed

Section XI. – changed Online Leave of Absence form to Leave of Absence Electronic Form

 

14.16 Health & Safety Policy

• No changes recommended for this policy. It is general enough to stand the test of time but specific enough that the policy is still relevant.

 

6.14 FMLA 

• Section IV.C. – Added the words “domestic partner**” after “spouse*,” and added the following verbiage at the end of the section:

 

**Note: Effective January 1, 2016, the Domestic Partner program expands eligibility criteria for enrollment in specific Grand Rapids Community College’s benefit plans. Under the Family Medical Leave Act (FMLA) Domestic Partners will be treated the same as spouse.

 

• Section VIII Policy Owner – Removed the words “Coordinator for Adjunct Faculty & FMLA” and replaced with “Payroll & FMLA Coordinator”

 

• Section IX.A. – Removed the words “12 months” at the end of the first sentence and replaced with “fiscal year.”

 

• Section X.A. – Expanded definition of notification process

 

• Section X.B. – Added specifics regarding timelines

 

• Section X.E. – Condensed to broadly cover and define paid and unpaid leaves

 

• Section XI. Forms – added Disability Accommodation Request Form

New Policy 12.11 – Appliance Policy

New Policy 12.11: Appliance Policy – new policy created to address appliance procedures

APPLIANCE POLICY

I. Policy Section

• 12.0 Building and Sites

II. Policy Subsection

• 12.2 Appliance Policy

III. Policy Statement

• This policy and its supporting processes provide the standards and procedures governing the selection, acquisition, installation, use and removal of appliances at Grand Rapids Community College.

IV. Reason for the Policy

• The GRCC Facilities Department is responsible for facilitating the selection, acquisition, and installation/removal of all appliances on the GRCC campus. Appliances are reviewed and recommended that best meet the following criteria and standards:
  • Energy Efficiency (Energy Star certified appliances preferred where applicable)
  • Functionality
  • Durability
  • Warranty
  • Campus design consistency
  • Cost-effective
• This policy applies to all appliances used by GRCC faculty and staff, regardless of location or funding source. Appliances used in the Secchia Institute for Culinary Education and GRCC Food Service Providers (e.g. Creative Dining) are excluded from this policy.

V. Entities Affected by this Policy

• Employees
• Budget Control Officers

VI. Who Should Read this Policy

• Budget Control Officers
• All GRCC employees

VII. Related Documents

• 11.15 Purchasing Policy
• 11.7 Disposal of Surplus, Used and or Obsolete Furniture & Equipment Policy
• Procurement Card Agreement

VIII. Contacts

• Executive Director of Facilities
• Facilities Building Managers
• Director of Purchasing
• Procurement Specialist

IX. Definitions

• Appliances covered by this policy include the following items: Microwaves, stoves, refrigerator/freezers (w/o icemaker & water dispenser), dishwashers, coffee makers, and toasters. All other appliance purchases with college funding are prohibited.
• Personal and/or donated appliances (microwaves, coffee makers, and toasters only) are subject to Facilities Department inspection and approval prior to GRCC use. Please contact Abbot Kastanek, akastanek@grcc.edu, 616.234.2183 to arrange an inspection.

X. Procedures

1. The Facilities Department, in partnership with the Purchasing Department and the internal customer, is responsible for the selection process for all appliances.
2. Departments can purchase appliances with department funds, but all purchases must be processed through the Facilities Building Managers to insure uniform standard and quality. Departments and individuals should not contact third party vendors without Facilities and Purchasing endorsement.
3. Appliance purchases will be supported in building common areas where full and/or multiple departments gather for breaks, lunches, etc. Purchases will not be supported for individual departments where similar appliances are within close proximity. Any exceptions require the approval of the Purchasing Manager and Executive Director of Facilities.
4. In order to maintain an accurate inventory of appliances, the Facilities Department must be contacted for all appliance moves. Employees may not disconnect, re-position or otherwise move stationary appliance items.
5. Use of personal appliances, including portable electric heaters, must first be approved by the direct supervisor and the Executive Director of Facilities before the item may be used on campus. The Facilities Department will not be responsible for any related costs or maintenance.

XI. Forms

• Appliance Request Form

XII. Effective Date

• March, 2019 (New)

XIII. Policy History

• New policy needed to address appliance procedures.

XIV. Next Review/Revision Date

• March, 2023

 

Check the Policies Page for more information.

SLT Profile: Drug and Alcohol Abuse Prevention Oversight Team

The Drug and Alcohol Abuse Prevention oversight team monitors, evaluates, and makes recommendations for improvement for the Drug and Alcohol Abuse Prevention Program (DAAPP).

The DAAPP supports student and employee awareness, education, and coordinated programming for drug and alcohol prevention. This covers training, compliance notification, policy review, and programming based on an established timeline.

Over the last year we have:

• Completed and presented the DAAPP Biennial Review Report.
• Conducted the prevention program evaluation, including recommendations for changes.
• Offered programming at the fall and winter Welcome Week, and during the winter semester.
• Emailed compliance notification to students, faculty and staff.
• In the coming year we plan to:
• Use feedback to improve awareness and training for employees.
• Improve the notification open rate for students.
• Explore how to increase the program awareness offerings for students through an online solution.
• Leverage existing programs.

The team is comprised of Campus Police, I.T., Human Resources, Counseling and Career Development, Financial Aid, CRM Coordinator, IRP, Dean of Student Affairs Office, Student Life and Conduct, Office of General Counsel, and Faculty representatives.

Policies Updated

The following policies have been updated or added and recently approved:

December 2018 Policy Meeting

3.5 Tobacco Free Environment (recently changed after passage of Proposal 1)

• Changed references of “medical marijuana” to “marijuana in any form”
• Added Misconduct Policy under Related Documents

6.23 Misconduct

• Updated definitions to include “marijuana in any form”, due to Proposal 1 passage
• Added D and E to Procedures. (D) indicates that employees must cooperate for investigations and (E) adds prohibition of retaliation language.  These additions are consistent with our EO policy.

Policies Updated

The following policies have been updated or added and recently approved:

November 2018 Policy Meeting

9.5 Use of College Name, Seal and Emblem/Logo

– Updated policy statement to include reference to website for further clarification of accepted use

– Updated Entities Affected by this Policy and Who Should Read this Policy

 

10.5 Student Refunds

– Added “Attendance Policy” and “Attendance and Enrollment Reinstatement Agreement” (new document) to List of Related Documents

– Added “Failure to Initiate Attendance – Administrative Cancellation” to Procedures to further explain process when students are administratively cancelled from class(es), when students attend at least one course and when students who never attended are handled, in regards to refunds and responsibility for self-withdrawal and tuition/fees owed.

– Added “Attendance and Enrollment Reinstatement Agreement” (new document) to Forms

 

15.2 Web Accessibility

– Policy Statement:  deleted “Web content in existence prior to the passage of this policy will be evaluated for compliance with this policy and remediated going forward,” as this intention is already outlined in C. Remediation Processes, section d. In addition, this revised policy is intended to focus on newly created Web Content and the publishing processes thereof.

– Reason for the Policy:  added to include best practices in Web Content and promote the benefits thereof: “Grand Rapids Community College is actively committed to providing equal opportunity to persons with disabilities, including equal access to all GRCC Web Content. Accessible Web Content enhances the usability for all web users and ensures that as broad a population as possible is able to access and benefit from GRCC’s services. Implementing the requirements outlined in this policy also ensures grcc.edu is in line with best practices for user experience, which promotes student recruitment, retention, and success.”

– Related Documents:

Edited to remove redundancies:

— Changed: “B. Public Law 105-220, ‘Section 508 of the Rehabilitation Act of 1973, as amended in the Workforce Reinvestment Act of 1998’” to: “B. Americans with Disabilities Act of 1990, including 2008 Amendments”

— Changed: “C. Sections 503 and 504 of the Rehabilitation Act of 1973, as amended” to: “C. The Rehabilitation Act of 1973, notably Section 503, Section 504, and Section 508”

— Deleted: “E. Title 44, U.S.C., § 3501, ‘E-Government Act of 2002’”

— Changed: “F. Title 36, Code of Federal Regulations (CFR), Part 1194, ‘Electronic and Information Technology (EIT) Accessibility Standards’” to: “F. Title 36, Code of Federal Regulations (CFR), Part 1194, ‘Information and Communication Technology Standards and Guidelines’”

— Changed: “G. Title 48, CFR, 39.204, Federal Acquisition Regulations (FAR), ‘Acquisition of Information Technology’” to:  “Title 48, CFR, Part 309, ‘Acquisition of Information Technology’”

— Deleted: “H. Federal Acquisition Regulation, Final FAR Ruling 48, CFR Parts 2, 7, 10, 11, 12 and 39 (FAC 97-27; FAR Case 1999-607) “

Deleted: “I. Public Law 105-220, Workforce Investment Act of 1998, Amendment to Section 508 of the Rehabilitation Act (29 USC 794d)”

– Added to include specific, current policies that relate: “G. GRCC Policy 3.2: Non-Discrimination on Basis of Disability” and “H. GRCC Policy 6.2: Equal Opportunity and Non-Discrimination.”

– Changed: “J. GRCC-specific policies and directives”” to: “I. Other GRCC policies and directives.”

– Updated Contacts

– Updated Definitions

— Added: “D. Electronic Document: Any file attachment including but not limited to Portable Digital Files (PDFs); Word documents, PowerPoint presentations or spreadsheets; and Google Docs, Sheets, or Slides.”

— Added: “E. Remediation: The process of correcting non-compliant information. This includes making inaccessible documents or Web Content compliant by World Wide Web Consortium (W3C), Web Accessibility Initiative (WAI), Web Content Accessibility Guidelines (WCAG) 2.0, and Level AA standards.

— Added to replace the Web Monitor role and definition: “H. Web Team: Web Content Manager, Web Systems Architect, Director of Academic Applications,” and to identify the job titles of those serving on the Web Team. The responsibilities of the Web Team are outlined throughout the policy.

— Deleted: Web Monitor definition.

– Updated Procedures

A. Monitoring

– Section 1.:“The Web Monitor,” changed to “The Web Team”

– Section 2: “The Web Monitor” changed to “The Web Team”

– A part of section 3 was deleted as it was redundant of sections 1 and 2. Deleted: “The Web Monitor will consult with the Communications Department quarterly to review compliance, outline concerns, and develop/update a remediation action plan(s).”

– Section 3: “The Web Monitor and Communications Department,” was changed to “The Web Team,” as the Web Team has replaced the role of Web Monitor and includes a member of Communications.

– Section 4: “The Communications Department” was changed to “any member of the Web Team.”

B. Training and Accountability

– The approach to training has changed from providing in-person training to providing online training materials in an effort to better meet the training needs of a broad audience with varying skills. Therefore, this section was deleted: “a. The IT Department will coordinate and conduct Department Owner and Web Editor training – including new user and refresher courses – in collaboration with the Communications Department on a regular basis…”

– This paragraph was added to provide information about online training materials and include the work of the Accessibility Advocates: “a. The Web Team will coordinate and publish training material on the college website. The creation and dissemination of this material will engage, when appropriate, Accessibility Advocates, the Center for Teaching Excellence (CTE) or Human Resources Staff Development, with consultation provided by the Director of EO Compliance where necessary. Training material will focus on web accessibility, user experience best practices, common areas of concern, and tips and tools for creating accessible content. Online training material will be made available to all Department Owners and Web Editors.”

– Section c. was edited for clarity: “Accessibility Advocates will be trained on course- and faculty-specific concerns, including document accessibility. Accessibility Advocates will also be trained to assist individuals and conduct broader training sessions on general accessibility concerns.”

— “Accessibility Advocates will be trained in Blackboard” was removed as it is part of the general course- and faculty-specific concerns they will be trained on.

— Added “faculty-specific” to include matters in addition to course-specific concerns.

— Added “including document accessibility” to provide specificity.

C. Remediation Processes

– “Processes” was added to the section title to clarify that there is more than one process to remediate content.

– Section a. was moved to section d. “Web Monitor” was changed to “Web Team” in two instances.

– New sections (C. Remediation Processes a, b, c) were added to include new publishing and remediation processes that allow the Web Team to provide better support for Web Editors and Department Owners, as well as support best practices in accessibility and general user experience:

— Added: “a. Department Owners and Web Editors are encouraged to publish content found in Electronic Documents as web copy within webpages in an effort to promote accessibility, the search engine optimization of Web Content, and web user experience.”

— Added: “b. New documents will be uploaded to the website if:

— The Electronic Document is required to remain online by any accreditation organization, or local, state or federal laws or regulations.

— It is essential to department or college processes that the Electronic Document is made available for print from grcc.edu.

— If a newly created Electronic Document does not meet the outlined criteria, a Web Team member will work with the Department Owner or Web Editor to publish the content in an already existing or new webpage, webform or other online format.”

— Added: “c. Newly created Electronic Documents that meet the outlined criteria must submit a ticket to the IT Help Desk at least two weeks in advance of the requested online publication date for the material to be made accessible.”
– Sections b, c, and f were deleted as they are no longer relevant with revised Remediation Processes sections a, b, and c:

— Deleted section: “b. The Web Monitor, in collaboration with the Communications Department, will implement remediation action plans, create and enforce timelines, and monitor progress …”

— Deleted section: “c. The Department Owner or Web Editor will be directed to the Web Monitor and Communications Department for assistance in implementing the remediation action plan …”

— Deleted section: “f. If it is not possible to remediate GRCC Web Content in a timely manner, the Department Owners and Web Editors are responsible for providing alternative access to the information …”

– Section e. moved to section f. and is edited to read: “If Department Owners or Web Editors refuse to comply with the policy guidelines or remediation action plans, the Web Team, in consultation with the Director of EO Compliance, may implement a remediation action plan or remove the inaccessible content from the web.”

— Added: “policy guidelines.”

— Added “may implement a remediation action plan.”

— Added: “Inaccessible” to the phrase “remove the inaccessible content.”

— Changed: “Web Monitor and/or Communications Department” to “Web Team.”

— Deleted to avoid redundancy as this is included in Remediation Processes, section c.: “If this action is taken, information will be published in the appropriate location on available GRCC assistive services, such as email, fax or phone options until the remediation action plan can be completed.”
– Policy History:  added: This policy was modified in 2018 to clarify the roles and responsibilities of the Web Team, promote best practices in web accessibility, and clarify training resources.

11.3 Professional and Institutional Memberships

– Procedure #3:  Removed “required by employee’s contractual agreement shall be subject to the dollar limitation stated therein” and changed authorizers to include appropriate BCO and/or supervisor.

– Procedure #4:  Removed entire procedure and added “payment” to Procedure #3.

– Procedure #5:  Removed entire procedure due to redundancy.

– Procedure #6 becomes New Procedure #4:  Changed language to clarify who designates and selects employee or board member to represent the College in the membership.

Policies updated

The following policies have been updated or added and recently approved:

October 2018 Policy Meeting

3.0 Copyright

– III Policy Statement

• Opening paragraph, added computer software (installed and web-based) and audio for clarity
• Deleted “including those related to the Digital Millennium Copyright Act” as this language is not needed.

– IX Definitions

• Added “Creative Commons License: a public copyright license that allows the free distribution of a given work. http://subjectguides.grcc.edu/oerguide” to include language to support OER campus initiative.
• “Off-Air Recording: programs broadcast over channels normally received free (e.g. with a normal antenna). This does not include programs only received by cable, internet or satelli” The word “taping” was replaced with “recording” and “internet” was added for clarity.
• “Open Educational Resources (OER): any copyrightable work (traditionally excluding software which is described by other terms like “open source”) that is licensed in a manner that provides users with free and perpetual permission to engage in the use of such work. http://subjectguides.grcc.edu/oerguide” was added to support the campus OER initiative.
• “Public Domain: works not protected by copyright” was shortened for clarity. “or works created by the federal state government” was deleted.
• “Public Performance: performances open to the public or open to a group outside the normal circle or family of social acquaintance A film shown on campus and advertised to the public is a public performance and requires Public Performance Rights (PPR) licensing. Some recordings include PPR in the purchase or term license.” This statement was reworded for clarity.  “Performances” was added to the first sentence.  “Public Performance Rights (PPR)” was added to the second sentence.  “Recordings” replaced “videos and DVDs”, “PPR” replaced “public performance” and “or term license” was added.
• TEACH Act: the Technology, Education, and Copyright Harmonization (TEACH) Act is a distance education update of copyright law. The TEACH Act exemption is one of several options faculty and students have when using copyrighted works in their course materia The TEACH Act states it is not copyright infringement for teachers and students at an accredited, nonprofit educational institution to transmit performances and displays of copyrighted works as part of a course if certain conditions are met. If transmission cannot meet these conditions, use of the material will have to qualify as a Fair Use or teachers must obtain permission from the copyright holder(s).  The word “The” and “Act states” was added to the third sentence.  “Fair Use” now has upper-case letters.  All instances of “Fair Use” have been corrected in the document.

– X Procedures

• The entire “A” section “How to Verify Coverage under GRCC’s Annual Copyright License”… was deleted since the information is out of date, no longer valid, and updated procedures reside on the Library’s website.
• “Instructors may photocopy copyrighted materials without express permission within the Fair Use guidelines in Section III-E. To photocopy materials where copying is not Fair Use under the guidelines in III-E, permission must be obtained from the copyright owner.  Consult a Librarian for assistance using the Copyright Clearance Center available from within the Library Subject Guide (see Section VII-C).”   “Fair Use” now has upper-case letters, “should” was replaced with “must” and “or use the procedure given in X-A above” was deleted because the procedure was out of date and removed from the document.
• The entire Interlibrary Loan paragraph was deleted because the information is already on the library’s website and not needed for this policy.
• The entire Library Reserves paragraph was deleted because the information is already on the library’s website and not needed for this policy.
• Section C was renamed from “Audio/Visual” to “Media Content”
• The first paragraph was re-written to “The Copyright Act protects producers and distributors of motion pictures, audio recordings, and other emerging media content. GRCC adheres to national g”  “DVDs and videotapes” and “The fair use provision in the Act resulted in a consensus among producers, distributers, educators, and lawyers concerning the recording, retention, and use of television programs by nonprofit educational institutions” is information/explanation not needed for this policy, and therefore deleted.
• The entire section on Off-Air Recordings section was deleted because it is no longer practiced by Media Technologies.

– Rented or Purchased Media:

• This paragraph was significantly reworded for clarity: “The Copyright Law makes a distinction between classroom use and public performance. Legally obtained short films, feature films, or other recordings may be used in the classroom for instructional purposes.  For materials purchased, licensed or rented with the caveat “home use only”, contact your library liaison or media professional for additional information.”  Sentences were cleaned up and “Teachers may use”, “Teachers may even use programs”, and “in face-to-face teaching activities, but may not use such programs as part of a public performance without licensing” was deleted.  “Contact your library liaison or media professional for additional information” was added.
• The next paragraph was reworded for clarity and a significant amount was deleted. The paragraph now reads: “The use of college facilities or equipment to show media which was not legally obtained is forbidden.”  The remainder of the paragraph “Staff may not use c”, “they did”, “for classroom or public showings.   Videos rented from a local video store do not constitute legally obtained copies for public performance, but are permissible for classroom showings.  A videotape may be a compilation of several different videos, not including off-air recordings, or may contain a portion of another video; however, you may use it only two times within ten days, after which you must seek copyright permission to reuse the content.”  was all deleted due to it not making sense, doesn’t comply with laws that we’re aware of, and not needed for practice at GRCC.
• This paragraph was re-written for clarity: “Instructors must rent media for specific classroom purposes. Personal paid streaming services (ex. Netflix, Amazon Prime, Vimeo, etc.) may not be used without permission.  If a film is to be open to more than just registered students, faculty, and professional staff, it falls under the rules for public performance.”    The word “classroom” and “Personal paid streaming services (ex. Netflix, Amazon Prime, Vimeo, etc.) may not be used without permission” was added to address new streaming services in this policy.  “which allows for advertising to the public and an audience other than a face-to-face teaching situation” was removed as it is not needed in this paragraph.
• This paragraph was reworded to match the grammar/style of this document: “In an emergency, instructors may duplicate a video to replace a purchased copy that is lost or damaged. A replacement copy must be purchased. The Library purchases some films and videos with public performance rights.  Instructors should contact the Library to determine license status before planning a program.”  “You”, “which”, “You must, however, purchase a replacement copy in due course”, “with them” were all deleted and replaced with better phrasing which is stated above.
• Recording of Campus Events-Permissions: this paragraph was changed to “The College assumes permission to record presentations by registered students, faculty, and staff if the recording is on-campus. Written permission by the presenter or sponsor is required for presentations made by any other individual or group, regardless of the recording’s purpose. If a presentation by an outside individual or group contains copyrighted material, the guidelines below also apply.”  This paragraph had minor changes for clarity.  “if the recording is for classroom use only” was changed to “if the recording is on-campus” which addresses recordings are used in more places than just the classroom.
• Recording of Campus Events – Archival Was slightly changed.  “Instructors may produce an archival copy of non-classroom events using copyrighted materials if the presenter provided appropriate evidence that they obtained clearance from the copyright holder to use these materials.”  In the paragraph, “You” was changed to “Instructors” to match the style/grammar of the document.
• Audiovisual Production Work – Using pre-recorded Was corrected and cleaned up: “Instructors may use music only if they purchase rights to copyright music from the music publisher or copyright owner.”  “You” was changed to “Instructors” and “they” and ”a video synchronization license” was changed to “rights to copyrighted music”.
• “Copying Tapes” was changed to “Copying Media”

– Performed Music

• The first sentence “Music involves a number of different licensing issues” was deleted. “Procedures and policies for obtaining rights to use a musical composition are well established and it is usually clear who owns the copyright.  However, negotiations are normally necessary with several different parties to obtain rights for use as multimedia c” Was slightly altered: “rights” was changed to “copyright”.
• The note was changed: “NOTE: GRCC faculty, staff, and students should be aware that electronic sharing of copyrighted music files is an infringement of Copyright law and GRCC Policy.  Electronic sharing of copyrighted music files is inappropriate use of the College’s computers and network resources as defined by the College’s Acceptable Use Agreement (AUA).  A violation of the AUA may result in disciplinary action up to and including dismissa”  “In addition to being a violation of the Copyright law and GRCC Policy” was deleted and “Electronic sharing of copyright music files” replaced “it”.
• This paragraph was slightly changed to match the grammar/style of the document: “A Mechanical License is needed to make and distribute records, tapes, compact discs, digital media, or other material objects in which a recording of a musical composition is embodie This license is authorized from the composer of the work or publisher, not the performer.  A compulsory mechanical license is generally available under the U.S. Copyright Act.”  “You will need a “, “for the right” and “authorization only” were deleted and “is needed”, “digital media”, and “or publisher” was added.
• The next paragraph was significantly reworded and the term “synchronization license” was removed to make it much easier to read: “Permission must be obtained from copyright holders in order to use music in multimedia works. The number of seconds that can be used in a composition is limited, however, multimedia works are not sequential, therefore, compositions could be played multiple times within the composition.”  “You need a synchronization license to authorize the synchronization of a musical composition with visual images of a multimedia work.  No compulsory license is available for this right.  You must obtain rights  through a music-licensing agency.  Most synchronization licenses limit” was deleted.  “you could play a composition many times in a given use” was replaced with “therefore, composition could be played multiple times within the composition”.
• This paragraph was altered for clarity: “Public performances are controlled by the copyright holder of the musical composition. Producers of a multimedia product should make sure that licenses cover any copyrighted music included in their product, or obtain other license authority for any public performance of their work.”  We removed “Another exclusive right of the owner of a musical composition is to control public performance” and replaced it with: “Public performances are controlled by the copyright holder of the music composition.”
• The next paragraph: “You need a master recording license for the right to use a particular performance of a specific artist of the underlying composition. No compulsory license is available for this right.” was deleted because it’s not needed.  In the music department, we use live accompanists on campus, not recorded accompaniments.  We could not identify any other departments that would use copyrighted materials in this way.
• Replacement Copies: paragraph was shortened and now states: “The College expects that staff and faculty involved with performances will emphasize planning procedures to avoid use of emergency duplication on a routine basis.” The statement “It is GRCC policy that an immediate order for the purchase of replacement copies are on a one for one basis, and all reproduced copies of the music work are to be destroyed upon receipt of the order. Any other method of calculating the number of replacement orders, such as an inventory taken after the performance, is unacceptable.” was deleted as the music department already has a procedure for replacing lost/damaged scores and music parts.  This what-if scenario isn’t needed in this policy.

– Multimedia and Internet

• The first paragraph was slightly altered for clarity: “As with all copyrighted materials, the principles of Fair Use apply. Once these tests have been satisfied, additional guidelines with respect to allowances and restrictions must be met.”  The phrase “you must meet certain” was replaced with “must be met” in order better fit with the grammar/style of this document.
• The second paragraph was changed to: “The use of multimedia (sounds, images, text, data, e) within face-to-face teaching is normally subject to all the restrictions and covenants of the copyright law. There is a set of guidelines for the use of multimedia in presentations.  Online instructors should consult the Digital Millennium Copyright Act.  https://www.copyright.gov/legislation/dmca.pdf”  “although many organizations resist adoption” was deleted and “Online instructors should consult the Digital Millennium Copyright Act” was added.  Finally, we added a link to the Digital Millennium Copyright Act.
• The next paragraph had a short deletion (removing “found or posted”) making it easier to read: Copyright law applies to materials on the Internet to the same extent that it applies to material found in traditional for
• The next paragraph was edited for clarity and now includes the creative commons: “Copyright may protect a work even if published without a copyright notice unless accompanied with a public domain statement or Creative Commons license. Copyright applies automatically once an author fixes some aspect of a protectable work in a tangible medium (such as an Internet server).  Notice is not required; registration is required only if the work originates in the United States and if the author desires legal acti”  The phrase “unless accompanied with a public domain statement or Creative Commons license” was added.  Also, “applies” replaced “arises” and “once” replaces “as soon as”.
• The next paragraph was edited for language consistency: “The College considers any media displayed on the Internet as part of a web page and accessible outside the GRCC community a public performance except when defined as Fair Use. Written permission must be obtained to use copyrighted material on the Internet and the user must be able to produce a copy of that permission upon reque”  The phrase “You must obtain” was replaced with “must be obtained” later in the sentence.

– Use of Links on Internet Sites

• “Links are not protected under copyright” was added to section “A”.
• Section “C” was edited for clarity: “A list of links created by someone else may be copyrightable under a compilation copyright; therefore, a list of links may not be copied in its entirety to an Internet page. Instead, a link can be made to the existing Internet page.”  The phrase “make a link to that page with the list of links” was replaced by “a link can be made to the existing internet page” and the first sentence was reworded taking out “you” and matching it to the style/grammar of the document.
• Section “D” was added and states: “GRCC encourages ethical practices and discourages linking to illegal material.”

– Use of Images

• Section “A” was reworded in order to match the grammar/style of the document and now reads: “Scanned or downloaded images may not be used without written permission (see Use of Copyrighted Material, above), except as noted in Fair Use g” The phrase “Do not use” was later used as “may not be used”.
• Section “B” was reworded for clarity: “Images from the Internet should be considered copyrighted unless stated otherwise.” The previous sentence was clumsy and difficult to read.
• Section “C” was removed as this practice is no longer being followed. Therefore, “Accompany all photographs taken of individuals with a photography release” was deleted.
• Section “D” was reworded to fit the grammar/style of the document. We changed “You may link to an image on another site” to “Links may be made to images on other sites”.

– “Use of Video Clips” section was deleted because the information in this section is already present in several sections of the document.

Software

• “All software used on campus, whether in a classroom, lab, staff workstation or personal device while connected to a GRCC network is subject to the terms of the Acceptable Use Agreement. (https://grcc.edu/informationtechnology/acceptableuseagreement)” is added because it is new content and needs to be added to the policy.
• “All software; installed, web based, or used via external media device, that is used, accessed, installed or run from any campus computer or while connected to any GRCC owned network, must be reviewed by the Information Technology department prior to use.” is added because it is new content and needs to be added to the policy.

 

3.6 Records Management Policy

– Removed references to “State approved schedule”

– Added “Michigan Freedom of Information Act” and “Clery Records Compliance Process” to related documents

– Added “GRCC Records Retention and Destruction Schedule” to Forms

 

3.7 Contracting Authority Policy

– Added: “The requesting party shall be responsible for the substantive commitments in the agreement and for ensuring compliance with the signed agreement once approved.”

– Removed requirement to forward a copy to the General Counsel for retention in a master file.

– Added “The requesting party shall retain the original, fully executed agreement”

– Added ‘”for legal sufficiency” as the purpose for the General Counsel review

– Added directions for Workforce Training (Training Solutions) Agreements under “Procedures”

Policies updated

The following policies have been updated or added and recently approved:

September 2018 Policy Meeting

10.1 Tuition and Fees

• Definitions – updated legal residence and resident status definitions
• Rates – updated Veterans information and residency review
• Acceptable Documentation – updated documentation required for proof of residency
• Forms – Added Residency Review Form

15.1 Personally Identifiable Information

• IX. Definitions, A. Protected PII – removed 8. “date & place of birth”, in order to better correlate with the FERPA compliance offices PII policy and current laws/regulations.

14.17 Emergency Communication Policy (NEW), along with Emergency Communication Procedures document (NEW)

• Clery Act requires GRCC to abide by certain criteria in each required notice, so policy was written to encompass all emergency communication.

 

For more information, visit the policy website.

General Counsel office renamed Bostwick Office Suite

Looking for Institutional Research or the General Counsel office?  The office formerly known as the “Data Center” has officially been renamed the “Bostwick Office Suite.” Institutional Research and Planning is in the Bostwick Office Suite, too!

Just follow the sign!

Policies updated

June 2018 Policy Meeting

8.30 Student Code of Conduct (Policy)

• Updated VII. Related Documents

Student Code of Conduct (Separate Document)

Changes throughout:

• Use of gender neutral pronouns (they/them/theirs) in place of gendered pronouns (she/him/hers/his/etc.)
• Added links to all referenced policies
• Updated policy language to reflect current language, including Equal Opportunity and Non-Discrimination Policy, Sexual Misconduct, etc.
• Changed ‘learning experience’ to ‘learning environment’ to match current campus language
• Clarified and simplified language. Ex: Changed “Students attending GRCC” to “GRCC students”

Section 1

• Jurisdiction

— B. Added “and electronic communication,” “computer network,” and “or when otherwise representing GRCC.”

— C. Replaced “its community” with “the GRCC community”

— D. Changed “staff” to “employees”

— E. Added “which may have an impact on the GRCC Community”

• Definitions

— B. Added definition for advisor

— D. Changed definition of college officials from “administrative and executive officers and their designees” to “An employee designated to address a conduct-related issue.”

— E. Changed from “Any person who submits charges alleging a student violated the Student Code who believes they have been a victim of the misconduct” to Any person who formally alleges a violation of the Student Code.”

— G. Added definition for employee

— Deleted definition for Cyber Stalking – included in stalking

— Deleted definition for Cyber Bullying – included in bullying

— J. Changed from “All property owned, operated, maintained, controlled or leased by GRCC” to “All land, buildings, facilities or other grounds or structures, including adjacent streets and sidewalks, or any item in possession of or owned, used, loaned, leased, maintained or controlled by GRCC or funded by GRCC budgets, including computers and network systems, library materials, classrooms and laboratories used for GRCC purposes.”

— K. Added “dual enrolled and middle college students.”

• Student’s Rights and Responsibilities

— Rights

A. Added “in accordance with building access policies”

i. Changed “The right to be informed about” to “To have access to”

ii. Changed from “The right to consistent academic evaluation in relation to other students” to “Fair and consistent academic evaluation.”

— Responsibilities

* Added “and College policies” in place of “rules and regulations.”

* Removed (repetitive) “Additionally, students are to abide by all rules applicable to conduct in a classroom environment and at College sponsored activities. By enrolling in the College, students are automatically placed under the rules and regulations established by the College. Therefore it is the students’ responsibility to familiarize themselves with the rules and regulations affecting them.”

Section 2

• Academic Honesty (Changes approved by AGC Winter 2018)

— Cheating

— Plagiarism

— Fabrication

— Other Examples of Academic Dishonesty

— Consequences of Academic Dishonesty at GRCC

* Distinguished between classroom penalties and conduct sanctions

* Moved “The faculty member may make a referral…”

* Clarified “Appeals for academic dishonesty” process and included link.

• Classroom Conduct (Changes approved by AGC Winter 2018)

— Examples of Classroom Misconduct

* B. Removed “is not allowed under most circumstances. The use of personal laptop computers, phones, etc. may be acceptable in some classes, however they must be used only for note taking or activities in direct support of the course objectives.”

* C. Changed from “Entering the classroom late or leaving the classroom prior to the end of class is considered a disruption to the learning process and should be avoided unless exceptional circumstances arise” to “Entering the classroom late or leaving the classroom prior to the end of class may be considered a disruption to the learning environment.”

— Consequences of Classroom Misconduct at GRCC

* Changed “who commit acts of classroom misconduct” to “engaged in classroom misconduct”

* Distinguished between classroom penalties and conduct sanctions

* Moved “The faculty member may make a referral…”

* C. Removed “or conduct officer”

* Removed penalty “assignment of a failing grade for the course”

* Removed duplicated penalty “referral to the conduct office”

* Clarified “Appeals for Classroom Misconduct”

* Added “If the offense is egregious, threatening or repeated…”

* Clarified “Appeals for classroom misconduct” process and included link

— General Conduct

* Changed “…reserves the right to impose sanctions on students for personal actions which may not be expressly identified.” To “…reserves the right to deem other behavior inappropriate that is not expressly identified in these regulations.”

*  5. Demonstrations

** Changed second paragraph from “The College will not tolerate the deliberate material or substantial disruption of the classroom, work environment or movement of others, nor will it condone violence or physical interference with the facilities or functions of the campus. If protestors (or anti protestors) resort to the use of violence or physical interference, College officials may, without delay, invoke the use of legitimate authority to remove all violators.” To “The College will not tolerate disruption of the learning environment, work environment or movement of others, nor will it condone violence or physical interference with the facilities or functions of the campus. Campus Police may, without delay, stop any demonstration that violates this regulation.”

* Removed regulation for Gangs

* 11. + 12. Separated Illegal and Unauthorized Possession/Use of Alcohol and Drugs

*13 + 14. Separated Illegal and Unauthorized Possession/Use of Weapons

* 17. Misuse or Unauthorized Possession or Use or Theft of Public or Private Property

** Added theft to title

* 18. Obstruction/Abuse of Student Conduct Process

** A. Removed “a summons of”

** D. Removed “proper”

** F. Added “or anyone else involved in the conduct process”

** G. Removed “Influencing or attempting to influence another person to commit an abuse of the conduct process”

* 19. Refusal to Identify and/or Comply

** Added “an employee or College official”

* 20. Rioting

** Changed “disturbing the peace” to “disrupting the learning environment”

* 22. Sexual Misconduct

** Removed definitions, including sexual harassment. Did not mention any other examples of sexual misconduct. Referred to policy.

* Removed Stalking regulation

* 23. Threatening or Causing Physical or Other Harm to Any Person

** Combined “Threatening Behavior” and “Threatening or Causing Physical or Other Harm to any Person”

** A. Removed examples of threatening behavior and clarified language

** Note: Changed from “A student can be guilty of threatening behavior” to “A student could be found responsible for threatening behavior or comments”

* 24. Tobacco/E-Cigarette Free Environment

** Changed name to “Unauthorized Use of Tobacco, E-Cigarette or Vaporizer Pen” and added “vaporizer pen” to the list of items prohibited

** Changed “…all properties owned, operated, leased or maintained” to “all properties owned, leased or controlled by” and removed “including all Regional Centers, MTec properties, Learning Corner properties and the McCabe Marlowe House”

* 27. Violation of Local, State or Federal Laws

** Removed “including, but not limited to, laws governing alcoholic beverages, drugs, gambling, sex offenses, indecent conduct, arson, copyright, etc.”

** Changed “…without regard to the pendency of civil or criminal litigation in court” to “…without regard for civil or criminal litigation in court”

* Changed from: “Note: Students under 18 years of age who are involved in acts of violence, drugs, and alcohol or sexual assault violations may have their parents notified by the Student Conduct Administrator (or designee.)” to “Note: Students who are involved in violations of the Student Code of Conduct may have their parents notified by the Student Conduct Administrator (or designee.)”

Section 3

• Student Conduct Process and Procedures

— Changed “Any member (student or employee) of Grand Rapids Community College may file charges against a student for violations of the Student Code of Conduct” to “Any person may report potential violations of the Student Code of Conduct by a GRCC Student to the Student Conduct Administrator or designee.”

— Changed “When a student has been charged with misconduct or an infraction of the College rules” to “When a student has been charged with a violation of the Student Code of Conduct”

— Removed examples of Sexual Misconduct

— Changed “conference” to “meeting”

— Clarified evidentiary standard and preponderance of the evidence

— Changed “The student and/or group or organization (and a complainant who believes they were the victim of another student’s conduct)…” to “If a student and/or group or organization is found responsible for a violation of the Student Code of Conduct, the Student Conduct Administrator shall determine the sanction(s) to be imposed.  The student and/or group or organization will receive the determination and sanction(s) imposed, if any, in writing.  Complainants of violent crimes and/or sexual misconduct will receive a determination of findings and sanctions related to the complainant.”

— Removed “a second classroom misconduct removal”

— Retaliation

* Moved last sentence to middle of section.

• Sanctions

— Removed “/consequences”

— Changed “may be imposed by the College for general misconduct or incidence of Classroom Misconduct” to “may be imposed by the Conduct Administrator or designee for violations of the Student Code of Conduct”

— D. Added “or academic program”

— G. Removed “permanent,” clarified GRCC property

— Combined bullets into paragraph. Added language about what’s included in background checks.

— Interim Suspension

* Added appeal mechanism for interim suspensions

• Changed title to expand amnesty to any report of a code violation: “Amnesty for Reports of Sexual Misconduct or Student Code Violations.”

— Added drug use as a reason to grant amnesty

Section 4

• Hearing Committee Make-up

— Added “three (3) GRCC employees (a combination of faculty and staff members)” to clarify who serves on committee

• Rules and Regulations

— A. Removed after “expense” “and provided that at least 24 hours’ prior written notification is delivered to the Hearing Committee Chairperson.”

— C. Removed after “case file” “student’s unwillingness to answer questions regarding the incident will not be held against the student.”

— D. Changed language that the hearing recording will be retained with the case file” from “not until the appeal procedures have been completed.”

— E. Changed from “will attend” to “may attend.”

• Special Hearing Provisions for Sexual Misconduct, Discrimination and Other Complaints of a Sensitive Nature

— Changed “will always be relevant to a finding” to “may be relevant to a finding”

• Final Appeal

— Changed “mailed to the student by first class mail” to “emailed to the student’s GRCC email address”

Section 5

• Interpretation and Revision

3.2 Non-Discrimination on the Basis of Disability

• VII. Related Documents: Removed old links and consolidated information; added other relevant policies.
• IX 3. Essential Abilities and Technical Standards: Clarified language around skills students need, distinguishing them from learning outcomes.
• IX 4. Essential Job Functions: Added line that these are listed in job descriptions.
• 7. Visitors: Added definition for visitors to clarify throughout policy how visitors make accommodation requests, raise concerns, etc.
• X. Procedures: Added line indicating anyone having concerns about ability to comply with policy should contact Director of EO Compliance.
• X.A.2. Disability Accommodation (student): Clarified process for student requests, including noting that accommodations are not retroactive.
• X.A.3 Visitors: Added language clarifying what visitors should do to request accommodations.
• X.B.2 Students: Divided section into different potential student complaints, and added information to route those complaints appropriately, depending on the subject.
• XI. Forms: Updated DARF form and added Captioning Request form.
• XIII. Policy History: Updated with changes.
• XIV. Review Date: Added two-year review date.

11.15 Purchasing

• X.C.1.  retitled from “Emergency situations” to “Emergency & Critical situations”; revised to address critical purchases in addition to emergency purchases, revised to address the approval of critical purchases exceeding $100K in the absence of a monthly BOT meeting, President designee (F/A VP) approval eliminated and replaced with Chairperson consultation

For more information, visit the policy website.

Policies updated

The following policies have been updated or added and recently approved:

February and April 2018 Policy Meetings

9.10 Contributions to the College

• Updated web address for Donations of Material and Equipment form
• Clarified procedure for donors wishing to designate a gift to a specific department or division and acknowledgement of that gift.

11.19 Lobbying – no changes

11.20 Supplanting of Federal Funds – no changes

14.10 Service Animals

• IX.A: Definition of Service Animal: streamlined definition for readability and to comply more accurately with state of the law.
• IX.A: Miniature Horse requests: Clarified requests for Miniature Horses should be filtered through DSS for assessment per policy
• X.A: Registration for Service Animals: Added optional registration for service animals, including option of ID tag if desired.
• X.C: Student Code of Conduct: Added section providing disruptions could result in violation of Student Code.
• X.D: Permissible Questions: Clarified this section to make it more readable.
• X.E: Allergies: Added section indicating anyone in need of accommodation (including for allergy) would reach out to DSS or Director of EO Compliance for accommodations.
• X.F: Criteria for Removal: Added section (3), providing that animal may be removed for behavior indicating that animal is not sufficiently trained.

14.2 Firearms, Explosives or Weapons

1. Procedures – made “How to handle a situation where they see someone with a gun or other weapon” more concise.

11.7 Disposal of Surplus, Used or Obsolete Furniture & Equipment

• IX. – updated definition of “surplus, used and/or obsolete items”
• X.E. – added that IT is responsible for securely deleting data from computers

11.8 Investment – no changes

11.15 Purchasing

• III D. Board Authorization – updated quote amounts to reflect changes in federal law
• III G. – Added procedure for Competitive Proposals
• III N. Accessibility – added Director of EO Compliance contact information
• Updated websites throughout

For more information, visit the policy website.

GRCC In the News, 1-3-18

Medical assistant apprenticeship success catalyst for others in region

Dec. 29, 2017; MLive

GRAND RAPIDS, MI – The success of West Michigan’s Medical Assistant Registered Apprenticeship Program has gotten national attention and is the catalyst for developing other healthcare apprenticeships.

… The Medical Assistant apprenticeship emerged after Mercy Health officials reached out to representatives of Grand Rapids Community College to discuss how to meet the high demand for workers.

Upping the Entry Degree

Jan. 2, 2018; Inside Higher Ed

Community colleges across the country are examining possible new requirements for occupational therapy assistants to get more education, which could result in the elimination of occupational therapy programs on their campuses.

… At Grand Rapids Community College in Michigan, where about 25 students enroll annually in the institution’s occupational therapy assistant program, officials are against increasing the education requirements.

Exec predicts two-year construction boom

Dec. 22, 2017; Grand Rapids Business Journal

The construction boom still has a couple years left on it, based on Ben Wickstrom’s predictions. The president of Erhardt Construction said his company has a steady supply of work going to 2018 and even 2019.

… Erhardt, in collaboration with ABC/WMC, has worked with Grand Rapids Community College to develop training programs for the skilled trades. The company also is starting to branch out into Grand Rapids Public Schools.

Kalamazoo Township to swear in new police chief on Jan. 5

Dec. 28, 2017; MLive

KALAMAZOO TOWNSHIP, MI — Lt. Bryan Ergang will be sworn in as chief of the Kalamazoo Township Police Department on Jan. 5.

… He has an associate’s degree from Grand Rapids Community College, a bachelor’s degree from Siena Heights College, and a master’s degree in public administration from Western Michigan University. He is also a recent graduate of the prestigious FBI Nation Academy.

Kendra DeJonge, GRCC volleyball player earns national recognition

Dec. 28, 2017; The Rockford Squire

A freshman player on Grand Rapids Community College’s volleyball team has received national recognition.

Lakeview’s Vellanti wins MHSFCA Assistant Coach of the Year Award

Dec. 29, 2017; The Daily News (Greenville)

LAKEVIEW — Assistant coaches don’t volunteer their time to win awards and accolades, but that doesn’t mean they don’t enjoy them if and when they come about.

… A former Lakeview graduate, (Ryan) Vellanti went to college at Grand Rapids Community College and Aquinas College. He graduated college in 2000 and was promptly hired in 2001 at Lakeview as a teacher and a coach.

Liberty’s 4 newcomers add bulk to lines

Dec. 28, 2017; Salina Journal (Kan.)

The Salina Liberty beefed up the offensive and defensive lines with the signing of four newcomers for the 2018 season.

… (Dana) Harris, who’s 6-3, 318 pounds, is a Detroit native and played at Grand Rapids Community College (Mich.) and Youngstown State.

College honoring African-American leaders

Dec. 29, 2017; Grand Rapids Business Journal

A local college is honoring 12 African-American leaders for their “exceptional contributions” to the quality of life in Grand Rapids.

The Bob and Aleicia Woodrick Center for Equity and Inclusion at Grand Rapids Community College is hosting its 36th-annual Giants Awards and Banquet at 6 p.m. on Feb. 3 at DeVos Place in Grand Rapids, at 303 Monroe Ave. NW.

Neighborhoods: Grand Rapids

Dec. 19, 2017; pridesource.com

Named one of the Gayest Cities in America by The Advocate magazine in 2012, Grand Rapids became the 36th city in the state of Michigan to add protections for the LGBT community in its non-discrimination ordinance. This fair and equitable treatment has made Grand Rapids an even more inviting place for young, bright, creative-minded professionals.

… The city’s commitment to helping the LGBT community flourish is reflected in educational settings such as the Grand Rapids Community College which passed a transgender policy allowing students and staff to use the bathroom or locker room of the gender with which they identify. The inclusive Grand Valley State University was recently named one of the top 50 colleges or universities in the country when it comes to being LGBT-friendly.

Lance Werner: LJ’s 2018 Librarian of the Year

Jan. 2, 2018; Library Journal

If you ask Lance Werner, executive director of the Kent District Library (KDL), MI, what makes him a strong leader, an effective legislative advocate, and a champion of access for his patrons, his answer is simple: it’s all about forming relationships — with his staff, legislators, local business owners and CEOs, county commissioners, Michigan Library Association (MLA) administrators, LIS educators, patrons, and anyone else in a 100-mile radius. Ask him again, and he’ll bring up words such as kindness and empathy and that he loves his job.

… Local organizations, including the Literacy Center of West Michigan (LCWM), the Kent Intermediate School District, and Steelcase Corporation, have actively partnered with the library to help implement the program, as well as a collaboration between Grand Rapids Community College and KDL to provide all-ages STEAM (science, technology, engineering, the arts, and mathematics) programming.

Man sentenced in Hookah Lounge shooting that killed 22-year-old

Dec. 26, 2017; MLive

GRAND HAVEN, MI — The man convicted in the Sept. 2016 shooting death of 22-year-old Anthony Lamb will spend at least the next two decades in state prison.

… Lamb was a 2013 Holland V.R. Tech School graduate who went on to attend Grand Rapids Community College before getting a job at Port City Muskegon Casting, according to his obituary.

18 Grand Rapids Resolutions for 2018

Jan. 2, 2018; experiencegr.com (Grand Rapids Convention & Visitors Bureau website)

Happy New Year! As you think about the coming year and start vacation (or staycation) planning, Grand Rapids needs to be on your radar. With an endless calendar of events, live music all year long, and a dining scene that rivals cities twice our size, there’s something for everyone.

… 14.  Savor local cuisine during Restaurant Week GR
The foodie sensation, Restaurant Week GR, is a city-wide celebration of local restaurants, innovative cuisine, and homegrown produce. It’s the perfect time to try a new restaurant or visit an old favorite. And, as Grand Rapids isn’t one to skimp on food, our celebrated week of dining is actually 12 days long. If you needed another reason to check out even more Restaurant Week GR venues, this 12-day food celebration is all for a good cause. A portion of sales from every meal goes toward the Secchia Institute for Culinary Education Student Scholarship Fund at Grand Rapids Community College.

Classes resume in West Michigan

Jan. 2, 2018; WOOD Radio

Back to school! Most students will return to class on Monday next week, but some Lakeshore districts start on Thursday to accommodate the likelihood of more snow days. A few colleges and high schools start the spring semester later in January, and offer a very short program of concentrated instruction.

… Grand Rapids Community College: Classes begin Monday, January 8.

Medical Mile: a vision for change in Grand Rapids

Dec. 29, 2017; Grand Rapids Business Journal

Thirty years ago, Grand Rapids stood at a crossroads after more than a century as a manufacturing hub for the furniture and the auto industries, the city’s job sectors were changing. Thousands of manufacturing jobs were in decline or moving elsewhere, taking a once vibrant and dynamic economy with them. Our lively, postwar downtown filled with restaurants, shops and small businesses slowly was becoming a ghost town. There simply was not enough business to keep them open. Like many industrial cities in the late 20th century, Grand Rapids was a city in need of creative thought leaders who didn’t adhere to the status quo. Some feared we didn’t have what it would take to turn things around. They were wrong.

… Following the building of the institute, philanthropists, nonprofit entities and private-sector enterprises began showing renewed interest in the Michigan Street corridor, building academic institutions, hospitals and businesses. Together with Grand Valley State University, Spectrum Health, Mercy Health, Ferris State University, Grand Rapids Community College, Michigan State University and many others, we have created a powerful source for economic growth, collaboration and continued development in the heart of Grand Rapids.

(This is a guest column written by David Van Andel, chairman and CEO of the Van Andel Institute.)

Policies updated

The following policies have been updated or added and recently approved:

November and December 2017 Policy Meetings

12.10 Furniture Policy (NEW)

• Reason for new policy: Procedures to request/purchase furnishings and asset protection.
• Following faculty input, this policy was edited to include a reference that classroom ADA accommodation furniture is not to be removed from classrooms.

11.16 Tax Sheltered Annuities – no changes

14.3 Complaints Regarding Violations of Privacy (HIPAA) – no changes

4.1 Development & Issuance of College Administrative Policies

• Added “Director of EO Compliance” as a new role on the Policy Advisory Committee to assure policies and processes are consistent with GRCC ADA obligations.
• Removed references to obsolete “Policy Development Flow Chart”.
• Added language to remind policy owners to include reps from constituent employee groups that might be affected by the policy.  Removed language requiring a faculty member to be on each editorial review group.
• Added a requirement to provide a “bullet point” list of changes to an existing policy or the salient points of a new policy.

For more information, visit the policy website.

Policies updated

The following policies have been updated or added and recently approved:

October 2017 Policy Meeting

8.6 FERPA

• Policy statement: Added a statement regarding GRCC’s compliance with the law as required.
• Reason for the policy: Changed “afford” to “affords”. Under section C “authorized representatives” added.
  • Added section E: The right to opt out of disclosure of directory information
• Related Documents: Two documents added: Records Management Policy and FERPA Consent Form.
• Definitions:
  • Student: Mirrored the definition found in the Student Conduct Policy.
  • Dependent Student (IX.B): “For purposes of FERPA permitted disclosure, a dependent student meets the IRS definition of dependent; the student must be listed as a dependent on their parent’s IRS tax return.”
  • Student Record deleted.
  • Educational Record updated.
  • School Official: “Any of the following when acting in a student’s legitimate educational interest.”
    • Added individual(s) to the second statement.
    • Added volunteers to the fourth statement.
  • Legitimate educational interest updated: removed Dean of Institutional Research
• Procedures:
  • A:
    • 4 added, reference to best practices document available on Student Records page.
    • 5 added, official communications to GRCC email.
  • C: FERPA consent form link updated.
  • F: Reference to the procedures in the Personally Identifiable Information policy. Moved to section A.6 Guidelines for Faculty and Staff.

6.2 Equal Opportunity and Non-Discrimination Policy

• Changed title: removed “employment” to reflect broader goal of policy (formerly read “Equal Employment Opportunity and Non-Discrimination Policy)
• VIII (a): Changed Policy Owner to reflect accurate title for Director of EO Compliance
• IX (g): Clarified Political Affiliation language to reduce confusion
• IX (h): Clarified familial status language to include caregiving functions per EO guidance, reflecting general caregiving function to broader group of people and specifying origins of that protection
• X (b): Flipped order of timeline paragraphs to flow better; language still the same.
• X (c): Deleted language re: possible outcomes, as it is reflected below in “conclusion” section
• X (c): Added “interim measures” language to provide protection throughout process
• X (d)1: Added “corrective feedback” as possible outcome
• X (g): Added clarification that criminal acts will be reported first to Campus Police, who will report them to appropriate law enforcement as needed.
• X (h): Added language that we will comply with bargaining agreements in investigation process
• XIII and XIV: Added policy history explanation, and updated next review date
• Throughout policy: adjusting “he/she” language to “they”

For more information, visit the policy website.