Policies

The possession, use, or distribution of illicit drugs and alcohol by employees on the property of Cloud County Community College or as part of any of the activities of the College is strictly prohibited. Cloud County Community College maintains established alcohol and controlled substance abuse procedures for all employees. The President or his/her designee has the authority to establish these procedures.

C7 - PROCEDURES

Drug-Free Workplace

All employees of Cloud County Community College should be aware that unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited on the premises of Cloud County Community College.  Violation of this policy will result in the same corrective action as described in Policy C7.

Each employee of the College will be given a copy of this policy upon employment.

All college employees are hereby advised that they will be expected to abide by the terms of this policy and notify the Director of Human Resources of any criminal drug statute conviction for a violation occurring on the premises of Cloud County Community College no later than five (5) days after such conviction.

If the employee is involved with the administration of a federal grant, the College will notify the grant-awarding agency within ten (10) days after receiving the above-stated notice from an employee or otherwise receiving actual notice of such conviction.

Within thirty (30) days after said notice of such conviction, the College will take the same appropriate personnel action against such an employee as described in Policy C7.

The College will make a good faith effort to continue to maintain a drug-free workplace through implementation of the aforementioned policy.

These policies are not intended to be in violation of any state or federal statutes. If any portion of this policy is adjudged to be in violation of any statute(s), only that portion in violation will be considered invalid.

Reviewed: 12/7/2021

Cloud County Community College maintains established policies to address harassment, retaliation and discrimination.  The CCCC President or their designee has the authority to establish procedures for the reporting and investigation of alleged acts of harassment, retaliation and/or discrimination.  Incidents regarding sexual assault, domestic violence, dating violence, and stalking should be referred to the Title IX Coordinator (see Policy E17).  Persons found to have engaged in conduct prohibited by this policy shall be subject to disciplinary action up to and including termination.

The Board of Trustees of Cloud County Community College and the College are committed to providing a working and learning environment free from harassment, discrimination or retaliation. CCCC considers these unacceptable types of conduct and will not tolerate nor condone them.  Specifically, the College and its employees shall not participate in any harassment, retaliation or discrimination.

Examples of prohibited conduct include, but are not limited to the following:

• Sexual harassment, defined to include unwelcome sexual advances, request for sexual favors, and other verbal, physical or visual unwelcoming conduct of a sexual nature.
• Harassment or discrimination defined to include verbal, physical or other conduct of a nature which is offensive to a person.
• Retaliation against any person for filing a charge or complaint of prohibited conduct.

Prohibited harassment or discrimination (as defined in Policy C5) includes any conduct or behavior of an inappropriate nature where:

• Submission to the conduct is made either explicitly or implicitly a term or condition of employment, or
• Submission to or rejection of the conduct is used, threatened or suggested to be used as a basis of employment-related decisions, including but not limited to promotion, pay, discipline, work assignment or which affects other terms and conditions or employment, or
• Such conduct has the purpose or effect of substantially interfering with the learning environment or work performance or creating a hostile, intimidating or offensive atmosphere.
• Persons who believe they have suffered harassment, retaliation, or discrimination shall follow the Formal Complaint Process outlined in Policy E18.

Revised: 2/22/2022

Cloud County Community College maintains established Informal Resolution Procedures to address employee concerns with a condition of employment or when the employee feels a decision affecting them is unfair. The purpose is to resolve employee concerns at the lowest possible level for all employees.

Revised: 3/22/2022

C10 - PROCEDURES

Cloud County Community College employees shall receive family and medical leave as provided in the Family and Medical Leave Procedures and as established by the Family and Medical Leave Act. The President or their designee has the authority to establish these procedures.

Reviewed: 1/24/2018

C11 - PROCEDURES

Cloud County Community College maintains established Benefits procedures for Personnel. The President or their designee has the authority to establish these procedures.

Reviewed: 10/17/2023

C12 - PROCEDURES

Cloud County Community College may employ members of the same immediate family; however, no full-time or regular part-time employee shall report directly to a supervisor from the same immediate family. “Immediate family” is defined to mean spouse, child, legal dependent, parent, sibling, grandparent, in-law, and anyone who is permanently living in the household. The College’s Organizational Chart shall be utilized to determine if direct supervision exists.

If an employee becomes related during their employment or there is a change in position at the College that violates the provisions of this policy, the College reserves the right to review the situation on a case-by-case basis and make an appropriate employment adjustment.  If the college is unable to accommodate an employment adjustment, the College may require one employee to end employment.

Revised: 3/22/2022

Cloud County Community College will not employ persons under age 16 for any reason.

Cloud County Community College may employ individuals 16 and 17 years old but only in positions of a non-hazardous nature as defined by the Kansas Child Labor Law.

Revised: 2/22/2022

This policy applies to all employees who are required to obtain a commercial drivers license (CDL) as defined by the Omnibus Transportation Act of 1991. Cloud County Community College maintains procedures for CDL Drug/Alcohol Testing. The President or their designee has the authority to establish the procedures.

Revised/Reviewed: 2/27/2018

C17 - PROCEDURES

Cloud County Community College maintains procedures for Workers Compensation. The President or their designee has the authority to establish these procedures.

An employee who has been hurt on the job must inform his/her supervisor and/or the Office of Human Resources within 10 days of the injury. Cloud County Community College will participate in workers compensation as required by statute.

Revised/Reviewed: 9/27/2011

C19 - PROCEDURES

Cloud County Community College maintains established procedures for computer usage.  The President or their designee has the authority to establish these procedures.

Reviewed: 10/17/2023

C21 - PROCEDURES

Emeritus/Emerita Status is an honorary title awarded for distinguished service to Cloud County Community College.  The bestowal of Emeritus/Emerita Status is a distinctive honor, not a right.  Cloud County Community College maintains established procedures for Emeritus Status.  The President or their designee has the authority to establish these procedures.

Reviewed: 11/14/2023

C22 - PROCEDURES

Curriculum

The curriculum of the College is a comprehensive program consisting of all courses and/or programs and sequences of courses and/or programs, credit and non-credit, that meet the following criteria:

• Instructors are employed by the College;
• Course and/or program context is determined and/or adopted by the College;
• Is sponsored by the College;
• Student failure or success is determined and validated by the College;
• Evaluation is conducted by the College;
• As necessary, fulfills rules and regulations of the Kansas Board of Regents.

For purposes of defining the curriculum, the College's campus is defined as:

1. Being congruent with the service area as designated by the Kansas Board of Regents rules and regulations;
2. Other locations as approved by the Board of Trustees and/or the Kansas Board of Regents.

Student Classification

1. Freshman: Any student having fewer than 30 credit hours.
2. Sophomore: Any student having 30 or more credit hours.
3. Special students include the following:
   1. High school students taking college courses;
   2. Gifted students as defined by KSA 72-962 (g);
   3. Those not meeting specific requirements for admission.

The College uses the following grade point system for rating a student's academic performance:

Grading System

• Grades A, B, C, D, F and XF are computed in the Grade Point Average (G.P.A.).
• Grades of W, WA, P, NP, I and AU are not computed in the G.P.A.
• Established procedures will be maintained for withdrawal, administrative withdrawal, pass/no pass, incomplete and audit designations.
• Established procedures will be maintained for transfer of grade point average and repeating coursework.
• The President or their designee is authorized to establish criteria for the "President's Honor Roll" and "Honor Roll."

Changing of Grades

Grades earned by students are unalterable except those recorded as a result of an error in computing or data entry or due to an academic integrity violation. All grade changes must be initiated by the instructor of record. A change of grade form must be completed by the instructor with approval of the Division Dean and the Vice-President for Academic Affairs. This form can be obtained from the Office of Student Records. The grade change must be initiated within ten (10) business days of grades being posted. Once the form is completed and all signatures have been obtained, it must be turned into the Office of Student Records to be officially changed.

D3 - PROCEDURES

Cloud County Community College regards punctual attendance as integral to all courses. Students are expected to attend all classes as scheduled regardless of delivery format. For online learners, regular, systematic weekly participation is expected according to the tenets established on the course syllabus. Students who are absent are accountable for missed material and are responsible for arranging make-up work. Days in which students are late to class may be counted as absences. The college supports attendance policies that are stated in the course syllabus.

Reviewed: 9/20/2022

D4 - PROCEDURES

Cloud County Community College will maintain established procedures for enrollment and withdrawal regulations. The President or their designee has the authority to establish these procedures.  

Reviewed: 9/19/2023

D5 - PROCEDURES

In accordance with federal regulations, Kansas state statute, and Kansas Board of Regents policy, Cloud County Community College maintains established definitions and procedures for the awarding or credit through clock hour, credit hour, and alternative credit equivalencies.  The President or their designee has the authority to establish these procedures.

Reviewed: 9/19/2023

D6 - PROCEDURES

Cloud County Community College offers degrees approved by the Kansas Board of Regents that lead to the conferral of associate degrees and certificates. Associate degree requirements include successful completion of a minimum of 60 credit hours within a prescribed curriculum and a minimum of 2.00 grade point average.

All associate degree programs and certificates include general education course requirements.

Cloud County Community College maintains procedures for degree and certificate requirements. The President or their designee has the authority to establish these procedures.

Revised: 3/25/2024

D7 - PROCEDURES

Refund Policy

Refer to F6 Policy and Procedure

Revised/Reviewed: 12/1/2021

Revised: 9/14/2021

D10 - PROCEDURES

D11 - PROCEDURES

Copyright Policy

The most current copyright laws will be adhered to by all staff. Resources addressing copyright and fair use laws will be available in the library. Interpretation by the Vice President for Academic Affairs and Student Success will be final.

Fair Use of Audio and Audiovisual Tapes

Cloud County Community College instructors are responsible for determining fair use of audio and audiovisual material for classroom use and make-up work. The faculty person will be ultimately responsible for the content of the tape.

For audio and audiovisual materials stored in the library, the Director of Library Services will be expected to make fair use decisions and be responsible for compliance with legal guidelines.

Software

Revised: 10/24/2023

D12 - PROCEDURES

Cloud County Community College maintains established procedures for student transcripts and release of those transcripts. The President or their designee has the authority to establish these procedures.

Revised: 9/19/2023

D13 - PROCEDURES

Cloud County Community College maintains established procedures for determining satisfactory academic progress, students on academic probation and suspension and reinstatement of students. The President or their designee has the authority to establish procedures.

Revised: 10/12/2021

D14 - PROCEDURES

Cloud County Community College maintains established procedures for Academic Fresh Start. The President or their designee has the authority to establish these procedures.

Reviewed: 9/20/2022

D15 - PROCEDURES

Cloud County Community College maintains established definitions of and procedures for guaranteeing academic integrity and honesty. The President or their designee has the authority to establish these procedures.

Students are expected to adhere to such standards of honesty in all areas of academic pursuit. Students who compromise the integrity of the classroom are subject to disciplinary action on the part of the College.

1. Cheating is providing or receiving unauthorized help on an assignment, quiz, or examination. Cheating in any form is prohibited.
2. Plagiarism is intentionally or unintentionally using another's words or ideas as one's own without crediting the source. Plagiarism in any form is prohibited.
3. Unauthorized Collaboration is using unapproved resources including other students' or instructors'. Unauthorized collaboration in any form is prohibited.
4. Falsification is acting to deceive or falsely represent. Forgery or alteration of any documents pertaining to an academic record or school-related work is prohibited.

Students who violate any proscribed acts must accept the consequences and/or penalties for their action. Infractions of these rules may result in action by the instructor and/or disciplinary body of the College.

Students accused of any violation of these standards may defend or contest such accusations through established academic procedures. Students are assured of due process and the right to appeal from accusations or penalties.

Reviewed: 5/16/2023

D17 - PROCEDURES

D17 - Academic Integrity Log Form

Cloud County Community College maintains established procedures for development and evaluation of internet courses.  The President or their designee has the authority to establish these procedures.

Reviewed: 9/20/2022

D18 - PROCEDURES

Cloud County Community College maintains established procedures for resolution of academic complaints.  The President or their designee has the authority to establish these procedures.

Reviewed: 2/20/2024

D19 - PROCEDURES

D19 - Academic Due Process Complaint Form A

D19 - Academic Due Process Complaint Form B

Cloud County Community College will maintain established procedures for textbook selection for on-campus and off-campus classes.

The President or their designee has the authority to establish these procedures.

Revised: 2/15/2022

D20 - PROCEDURES

Cloud County Community College maintains established procedures for administrative withdrawals. The President or their designee has the authority to establish these procedures.

Reviewed: 4/12/2022

D21 - PROCEDURES

In accordance with Kansas Board of Regents policy and Higher Learning Commission Assumed Practice B, Cloud County Community College maintains established definitions and procedures for determining faculty qualifications. The President or their designee has the authority to establish these procedures.

Revised: 5/4/2020

D22 - PROCEDURES

In accordance with Kansas Board of Regents system-wide transfer policy, Cloud County Community College maintains established procedures for the transfer of course credits and the articulation of degree programs.  These procedures treat transfer students in the same manner academically as non-transfer students.  The President or their designee has the authority to establish these procedures.

Reviewed: 4/12/2022

Cloud County Community College maintains procedures based on best practices for course delivery formats including, but not limited to, face-to-face, distance, hybrid, web-enhanced, flipped, and guided study. The President or their designee has the authority to establish these procedures.

Reviewed: 3/8/2022

Cloud County Community College maintains a system of evaluation and assessment which is to be performed by employees as part of their job responsibilities. The purpose of assessment and evaluation is to document the teaching and learning taking place throughout the college following guidelines of the Higher Learning Commission and the Kansas Board of Regents.

Adopted: 2/23/2021

D25 - PROCEDURES

Cloud County Community College maintains established student discipline procedures in the Student Code of Conduct for all students. The President or their designee has the authority to establish these procedures.

Reviewed: 1/10/2024

E1 - Procedures

Cloud County Community College maintains established procedures for credit and non-credit courses. The President or their designee has the authority to establish these procedures.

Reviewed: 5/16/2023

E2 - Procedures

Cloud County Community College maintains established procedures for determining student residency.  The President or their designee has the authority to establish these procedures.

Reviewed: 5/16/2023

E3 Procedures

The possession, use or distribution of illicit drugs and alcohol by students or employees on the property of Cloud County Community College or as part of any of the activities of the College is strictly prohibited.  Cloud County Community College maintains established alcohol and controlled substance abuse procedures for all students or employees.  The President or their designee has the authority to establish these procedures.

Reviewed: 1/10/2024

E4 - Procedures

Cloud County Community College complies with all federally mandated laws concerning Family Education Rights and Privacy Act (FERPA) which protects the confidentiality of student information. Cloud County Community College maintains established procedures for student privacy rights. The President or their designee has the authority to establish these procedures.

Reviewed: 1/10/2024

E5 - Procedures

Cloud County Community College maintains established procedures for granting priority of placement into federally funded academic programs as defined by the Jobs for Veterans Act, Public Law 107-288. The President or their designee has the authority to establish these procedures.

Adopted: 10/5/2021

E6 - Procedures

Cloud County Community College maintains established procedures for mandatory health insurance for international students. The President or their designee has the authority to establish these procedures.

Adopted: 1/25/2022

E7 - Procedures

Cloud County Community College maintains procedures for intercollegiate athletic programs. Intercollegiate athletes are members of and are governed by both the National Junior College Athletic Association and the Kansas Jayhawk Community College Conference. The Athletic Department is overseen by the Director of Athletics whom is directly supervised by the President. The President or their designee has the authority to establish these procedures.

Reviewed: 8/15/2023

E8 - Procedures

Cloud County Community College provides identification cards for current faculty, staff and students. After presenting the card at the "gate," the holder will be admitted to regular season home athletic contests without charge. Admission to post-season athletic contests is controlled by the NJCAA.

Revised: 6/6/2022

Cloud County Community College maintains established procedures for chartered student organizations. The President or their designee has the authority to establish these procedures.

Reviewed: 11/2/2022

E10 Procedures

Cloud County Community College maintains established student travel procedures. The President or their designee has the authority to establish these procedures.

Reviewed: 3/29/2022

E11 - Procedures

Cloud County Community College maintains established procedures for work study student employees.  The President or their designee has the authority to establish these procedures. 

Revised: 5/24/2022

The Communicable Diseases Policy of Cloud County Community College was developed to ensure the good health and safety of all students. Communicable disease shall be defined as a disease of humans or animals resulting from an infection or an illness due to a specific agent or its toxic products which arises through transmission of that agent or its products from a reservoir to a susceptible host, either directly or indirectly. Cloud County Community College maintains established communicable disease procedures. The President or their designee has the authority to establish these procedures.

Communicable diseases shall include, but not be limited to:

· Chickenpox

· Conjunctivitis

· Coronavirus Disease

· Hepatitis A, B, and C

· Influenza

· Measles

· Meningitis

· Positive HIV antibody status

· Sexually Transmitted Diseases

· Tuberculosis

· Pertussis

Cloud County Community College maintains established communicable disease procedures. The President or his/her designee has the authority to establish these procedures.

The Communicable Diseases Procedures for employees are found in Policy C6.

Reviewed: 2/7/2023

E14 - Procedures

The Residence Life Office at Cloud County Community College is dedicated to providing safe, secure, and comfortable residence life facilities for students. Cloud County Community College maintains established Residence Life procedures in a Residence Life handbook. The President or their designee has the authority to establish these procedures.

Revised: 5/24/2022

E15 - Procedures

Cloud County Community College is committed to providing a workplace and educational environment, as well as other benefits, programs, and activities, that are free from discrimination and harassment based on a protected characteristic, and retaliation for discrimination and harassment based on a protected characteristic, and retaliation for engaging in a protected activity.

Cloud County Community College values and upholds the equal dignity of all members of its community and strives to balance the rights of the parties in the grievance process during what is often a difficult time for all involved.

To ensure compliance with federal, state, and local civil rights laws and regulations, and to affirm its commitment to promoting the goals of fairness and equity in all aspects of the education program or activity, Cloud County Community College has developed policies and procedures that provide a prompt, fair, and impartial process for those involved in an allegation of discrimination or harassment on the basis of a protected characteristic, and for allegations of retaliation.

Revised: 2/20/2024

E17 - Policy

The Cloud County Community College nonacademic appeals process is to be used for issues other than disciplinary or academic matters and provides you with protection against unwarranted infringement of your rights. A grievance may concern an alleged violation of college policies, infringement of your rights and other such problems dealing with other students, college staff and faculty and authorized college activities.  Failure to comply with these procedures shall be grounds for dismissal of any complaint or dispute and dismissal of the complaint shall be final.

The Board of Trustees (Board) encourages all complaints regarding Cloud County Community College (College) to be resolved at the lowest possible administrative level. Whenever a complaint is made directly to the Board as a whole or to a board member as an individual, it will be referred to the administration for study and possible resolution.

No complainant shall be subject to adverse employment or academic action in retaliation for any good faith report or statement concerning allegations of discrimination, harassment or retaliation.

The Director of Human Resources, Cloud County Community College, 2221 Campus Dr., Concordia, KS  66901, has been designated to coordinate compliance with nondiscrimination requirements contained in Federal and State law, including, but not limited to: Title VI of the Civil Rights Act of 1964, Title VII of the Civil Rights Act of 1964.  The Vice President for Student Affairs, Cloud County Community College, 2221 Campus Dr., Concordia, KS  66901, has been designated to coordinate compliance with requirements contained in Federal and State law, including, but not limited to: Section 504 of the Rehabilitation Act of 1973 and The Americans with Disabilities Act of 1990. The Title IX Coordinator, 2221 Campus Dr., Concordia, KS  66901, has been designated to coordinate compliance with requirements contained in Federal and State law, including, but not limited to: Title IX of the Education Amendments of 1972.  The appointments of the Hearing Officer and the Resolution Officer will be made at the beginning of each fiscal year and will be kept on file in the Office of Human Resources.

Information concerning the provisions of these Acts, and the rights provided thereunder, are available from the Compliance Coordinator, and a copy of this policy and any complaint forms shall be available on the college’s website.

Complaints about Discrimination or Discriminatory Harassment

Complaints of discrimination or discriminatory harassment (as defined in Policy C5) by an employee or student should be addressed to the Compliance Coordinator as set forth above.  Any employee who receives a complaint of discrimination or harassment from a student shall inform the student of the employee's obligation to report the complaint.  If the Compliance Coordinator is the alleged harasser, the complaint shall be reported to the President. Complaints by any other person alleging discrimination should be addressed to the Compliance Coordinator.

The following procedures will be followed to ensure an appropriate resolution of a grievance or complaint at the lowest possible level:

• The complainant should attempt to rectify the grievance with the supervisor of the area in which the alleged violation occurred within thirty (30) business days of the event. Every effort will be made to resolve the grievance at the lowest possible level and should be completed within ten (10) business days of receipt of the complaint. Where resolution is unsatisfactory to either party, the issue should be appealed in writing to the relevant Vice President. The Vice President must inform the complainant in writing of any decision made and the reason for that decision within five (5) business days.
• Complainant may seek review by the relevant Vice President by filing a written request within five (5) business days of unsuccessful resolution with the supervisor, this begins the formal resolution process.  The Vice President will review, make a determination, and submit a written response within five (5) business days.
• The complainant should briefly describe the alleged violation. If an employee becomes aware of a possible violation of this policy, they are expected to initiate a complaint even if the individual(s) involved do not want to initiate a complaint. Forms for filing written complaints are available in each Vice President’s office, the President’s office and the Compliance Coordinator's office.
• If appropriate, an investigation shall follow the filing of the complaint. If the complaint is against the President, the Board shall appoint an Investigating Officer.  In other instances, the investigation shall be conducted by the Compliance Coordinator or another individual appointed by the President. The investigation shall be informal but thorough. All involved persons, including the complainant and the person against whom the complaint is lodged, will be afforded an opportunity to submit written or oral evidence relevant to the complaint.
• If investigation results in a recommendation that a student be suspended or expelled, procedures outlined in board Policy E1 will be followed.
• If the investigation results in a recommendation that an employee be suspended without pay or terminated, procedures outlined in Board policy, the negotiated agreement and/or State or Federal law will be followed.
• Records relating to complaints filed and their resolution shall be forwarded to and maintained in a confidential manner by the Compliance Coordinator.

The complainant may appeal the determination of the complaint.  Appeals shall be heard by the President, a Hearing Officer appointed by the President, or by the Board itself, as determined by the President. The request to appeal the resolution shall be made within ten (10) business days after the date of the written resolution of the complaint at the lower level.  The President, Hearing Officer, or the Board shall review the evidence gathered by the investigator and the investigator's report, and shall afford the complainant and the person against whom the complaint is filed an opportunity to submit further evidence, orally or in writing, within ten (10) business days after the appeal is filed. The President, Hearing Officer or the Board will issue a written determination of the complaint's validity and a description of its resolution within ten (10) business days after the appeal is filed. If the Board is unable to meet within ten (10) business days, an extension will be granted and the Complainant will be notified in writing.  The extension will not go past the next scheduled Board meeting. 

Use of this complaint procedure is not a prerequisite to the pursuit of other remedies.  In addition to utilizing the college’s complaint process, the following outlets exist for seeking redress of grievances.

• Consumer protection and/or fraud complaints may be filed with the Kansas Attorney General’s Office.
• Discrimination complaints may be filed with the Kansas Human Rights Commission, Equal Employment Opportunity Commission and the Office for Civil Rights of the U.S. Department of Education.
• Complaints regarding State Authorization Reciprocity Agreement (SARA) courses delivered by SARA member community colleges may be filed by students enrolled in these courses with the Kansas Board of Regents office.
• Kansas Community Colleges are regionally accredited by the North Central Association of the Higher Learning Commission on Colleges and Universities (NCAHLC). Complaints regarding an institution’s ongoing ability to meet the Criteria of Accreditation may be filed by following the guidelines at https://www.hlcommission.org/HLC-Institutions/complaints.html.

Complaints About Policy

The college President shall report any unresolved complaint about policies to the Board at the next regularly scheduled board meeting.

Complaints About Facilities and Services

The college President shall report any unresolved complaint about facilities and services to the Board at the next regularly scheduled board meeting.

Complaints About Personnel

The college President shall report any unresolved complaint about personnel to the Board at the next regularly scheduled board meeting in executive session.

Policy E18 Complaint Form

Revised: 7/26/2022

Cloud County Community College maintains established procedures to accommodate students who must take a military leave of absence from a program of education in accordance with P.L. 117-328 (§ 3691A) and the Johnny Isakson and David P. Roe, M.D. Veterans Health Care and Benefits Improvement Act of 2020 (§ 1018).

Adopted: 3/25/2024

E19 - Procedures

Policy E19 Military Leave of Absence Student Form

The President or their designee has the authority to establish these procedures.

Adopted: 2/26/2024

Cloud County Community College maintains established procedures as they relate to the solicitation of funds.  The President or their designee has the authority to establish these procedures.

Reviewed: 11/14/2023

F1 - Procedures

Cloud County Community College maintains established procedures as they relate to gifts, bequests and grants. The President or their designee has the authority to establish these procedures.

Reviewed: 4/19/2023

F2 - Procedures

Cloud County Community College maintains established procedures for the use of College leased and owned buildings and grounds. The President or their designee has the authority to establish these procedures.

Reviewed: 11/14/2023

F3 - Procedures

Cloud County Community College maintains established incident management procedures outlined in the Incident Management Plan. The President or their designee has the authority to establish these procedures.

The Incident Management Plan is reviewed annually by the CCCC Incident Management Team.

Revised: 1/22/2024

Crisis Response Plan - Concordia

Crisis Response Plan - Geary County

Fiscal Year

The fiscal year of the College shall begin on the first day of July and end on the thirtieth day of June each year.

System of Accounts

The college shall maintain a system of accounts in compliance with State of Kansas regulations and in conformance with Kansas Association of Community College Business Officers Uniform System for Accounting and Reporting.

Annual Audit

The College shall engage the services of an independent certified public accounting firm to conduct an annual audit. The annual audit shall be in accordance with generally accepted accounting standards in the United States, standards applicable to financial audits contained in Government Auditing Standards and with guidance of Kansas Municipal Audit Guide. The College shall follow established bidding procedures for the selection of an independent accounting firm.

Reviewed: 12/12/2023

Tuition and Fees

The President will annually recommend to the Board of Trustees a tuition and fees schedule for students attending Cloud County Community College. The Board of Trustees shall annually set the tuition and fees schedule. The tuition and fees schedule shall be stated in all appropriate publications of the College. The Board of Trustees reserves the right to alter the tuition and fees schedule at any time without reference to published tuition and fees rates.

Refund of Tuition and General Fees

Return of Unearned Federal Financial Aid and Department of Defense Tuition Assistance

The College will follow federal guidelines in returning unearned federal student financial aid funds to the Department of Education and unearned tuition assistance funds to the Department of Defense.

F6 - Procedures

Cloud County Community College maintains established procedures as they relate to the purchase of goods and services. The President or their designee has the authority to establish these procedures.

Revised: 11/17/2020

F7 - Procedures

Vehicles

Cloud County Community College maintains a fleet of college vehicles for use by college employees and trustees in college related activities. Vehicles and transportation are the responsibility of the Vice President for Administrative Services. The Vice President for Administrative Services is responsible for:

1. Purchasing vehicles.
2. Disposal of vehicles.
3. Maintenance and upkeep of the current fleet.
4. Determining which vehicles are appropriate for various activities.
5. Maintaining approval forms for using vehicles.
6. Maintaining records of vehicle use

Recommendations for the purchase or disposal of vehicles in the fleet shall be presented to the Board of Trustees.

The Vice President for Administrative Services will also develop appropriate approval forms for using vehicles and shall maintain a record of the use of vehicles in the fleet.

Passengers in College Vehicles

When an employee is using a college vehicle, only other college employees and their immediate family (spouse and children) may accompany that employee.  This does not exclude others who have an official relationship with the College. 

Student Transportation

Students who are representing the College in any fashion will ride in college-approved transportation.

Revised: 4/25/2023

F8 - Procedures

Cloud County Community College maintains established procedures as they relate to traffic and parking on college property. The President or their designee has the authority to establish these procedures. 

Reviewed: 12/12/2023

F9 - Procedures

Cloud County Community College maintains established procedures as they relate to non-college use of equipment, furniture, and other property. The President or their designee has the authority to establish these procedures.

Reviewed: 2/20/24

F10 - Procedures

Cloud County Community College maintains established procedures as they relate to inventory and college property. The president or their designee has the authority to establish these procedures. 

Reviewed: 2/20/24

F11 - Procedures

Cloud County Community College prohibits the possession or use of firearms, explosives, or other weapons on any college campus, with certain limited exceptions which include the use of weapons as part of approved college programs, use of weapons by law enforcement personnel, and the lawful concealed carrying of handguns, as provided below.  This policy is in accordance with Kansas Board of Regents (“Board”) policy and state law K.S.A. 75-7c01, et seq.   This policy shall apply to all persons entering any College facility or leased facility, including students, employees, and campus visitors.

Although not a requirement, Cloud County Community College strongly encourages any individual who chooses to carry a concealed handgun on campus to obtain training from a Kansas certified licensed-to-carry instructor.

Each individual who lawfully possesses a weapon on any CCCC campus shall be wholly and solely responsible for carrying, storing, and using that weapon in a safe manner and in accordance with the law and college policy.  Nothing in this policy shall be interpreted to require individuals who lawfully possess a weapon to use it in defense of others.

Revised/Reviewed: 9/21/2021

F12 - Procedures

Insurance

Cloud County Community College maintains adequate insurance as it is available to protect the College, the Board, its employees and its leased and owned property. The College shall follow established bidding procedures for the selection of an insurance company.

Revised: 6/26/2012

Cloud County Community College maintains established procedures as they relate to institutional publications, college logo use, and college marketing. The President or their designee has the authority to establish these procedures.  These procedures are maintained in the Cloud County Community College Publications, Marketing, and Social Media Guidelines Handbook.

The College Marketing and Public Information Office is assigned the responsibility for the College’s external publications.  External publications are those used for recruitment of new students, those sent to the College’s various constituents as a medium for communication of official College information and those deemed “image” publications that enhance recognition and understanding of the College.

Revised: 2/23/2021

F14 - Procedures

Students are expected to settle accounts with the College as they become due and payable.  Students who have outstanding balances from any source will not be issued transcripts until such accounts have been settled. Students who have outstanding account balances from a previous semester, or who are not in good standing with their payment plan for the current semester will not be allowed to enroll in future courses.  Cloud County Community College maintains established procedures for the collection of outstanding accounts. The President or their designee has the authority to establish these procedures.

Reviewed: 4/20/2021

F17 - Procedures

Cloud County Community College maintains established procedures for conflict of interest. The President or their designee has the authority to establish these procedures.

Reviewed: 2/16/2021

F20 - Procedures

Cloud County Community College shall retain and preserve vital records of its business and operations to maintain a historical record of the College, to ensure current and future operations and to comply with its legal obligations. The College will retain such records for a length of time that is appropriate to their nature and as is required by law. The College maintains established procedures on records retention and management.  The President or their designee has the authority to establish these procedures.

Policy Custodian:  The Vice President for Administrative Services has the responsibility for the overall policy, applicable updates, and review.

Record Custodian:  Designated CCCC employee (in each designated area) with responsibility for the care and oversight of: storage, compliance, availability, and destruction of data.  The Record Custodian has been assigned by the Vice President of that department.

Purpose and Scope

To provide a framework for CCCC departments to implement a record retention schedule and basic definitions applicable to CCCC records.

Policy

Revised: 3/24/2020

F21 - Procedures (Records Management)

Policy Scope

This policy defines Cloud County Community College’s (college) Information Technology (IT) Security framework.  The policy is intended to ensure that the college’s systems and data are protected from threats to their confidentiality, integrity, and availability.  It is intended to assure ongoing compliance with federal regulations to include the Gramm-Leach Bliley Act and the Red Flags Rule.  The college relies on information technology assets to conduct and support operations and recognize the risk to the organization and brand posed by a security breach.  This policy:

1. Defines roles and responsibilities with respect to IT security.
2. Identifies the standards and best practices used by the college’s IT Security Program.
3. Lists the related college IT Security Policies which provide more detailed guidance on IT security.
4. Categorizes the different types of data used by the college.

This policy applies to all college administration, staff, faculty, contractors, and 3rd party service providers, including student employees.  Its scope includes all data stored on systems owned by the college as well as all college proprietary data stored on 3rd party systems.  Personally identifiable student data will only be given out as authorized by state and federal law and college policy.

Exceptions to Policy

Exceptions to any security policy (e.g. because a specific technology cannot support it, or it would be prohibitive to implement the control) will be evaluated based on risk, and must be approved by the Coordinator of Institutional Research, the Director of Information Technology, and the President.  Documentation of these exceptions and their rationale will be maintained by the Director of Information Technology.

Identity Theft and Red Flag

Cloud County Community College has established and implemented an Identity Theft and Red Flag Policy Program to help protect the employees, students and others who have a relationship with the college from the possibility of identity theft due to intentional or unintentional disclosure of college maintained protected information to unauthorized persons.  The plan, authorized by the President or their designee, includes procedures for identification and detection of red flags (“Red Flag” is a pattern, practice, or specific activity that indicates the possibility of identity theft), the elimination of red flags, and the review of procedures for new risks of identity theft.

Revised: 10/11/2022

F22 - Procedures

A tobacco –free workplace helps to create a safe and healthy environment for the students, guests, and personnel of Cloud County Community College.

Smoking, tobacco usage, and nicotine delivery devices, in all forms, are not allowed within College owned buildings, vehicles, or College leased or rented facilities, and public areas. Tobacco usage is defined as the burning, chewing, or any other method of inhaling or otherwise consuming any natural tobacco or tobacco-derived products.  Some examples include, but are not limited to: cigarettes (clove, bidis, kerteks), electronic cigarettes, cigars and cigarillos, vape pens, juuls, hookah-smoked products and oral tobacco (spit and spitless, smokeless, chew, snuff).

Nicotine Delivery Device means any device that can be used to deliver nicotine or nicotine salts to the person inhaling from the device.

Cloud County Community College supports students and personnel who want to quit by using tobacco cessation programs.  Tobacco cessation programs are available from the college group health insurance provider and from the local hospital.

F23 - Procedures

All banks located in Cloud County with home offices in Kansas are designated as official depositories of the College in accordance with KSA 9-1401 and KSA 9-1402. The Board of Trustees hereby authorizes the investment of temporary idle cash to be administered by the President or his designee. The College maintains procedures related to deposit of College funds. The President or their designee has authority to establish these procedures.

Reviewed: 2/16/2021

F24 - Procedures

The Cloud County Community College Foundation is a non-profit corporation incorporated in the State of Kansas and is exempt from Federal income taxes under IRS Section 501(c)(3). The Cloud County Community College Foundation’s tax-exempt mission is to develop, improve, advance, and support endeavors of Cloud County Community College.

The Cloud County Community College Foundation is governed by its Board of Directors, which is responsible for the oversight of the organization.

The Cloud County Community College Foundation is empowered to receive or reject gifts and/or contributions within the limits of its Articles of Incorporation and Bylaws. The Foundation adheres to the policies and procedures detailed in the Cloud County Community College Foundation Policies and Procedures Manual that is available in the Foundation office.

A Memorandum of Understanding between Cloud County Community College and the Cloud County Community College Foundation was approved by the Board of Trustees and the Foundation Board of Directors in September 2021 to define the relationship between the two entities and specify the primary ways in which the Foundation supports the College.

Adopted: 1/25/2022

Cloud County Community College maintains gift Naming Procedures for the recognition of major monetary and non-monetary gifts to the College.  The President or their designee has the authority to establish these procedures.

Revised: 2/15/2022

F26 - Procedures

Cloud County Community College maintains established procedures as they relate to the reporting of Child Abuse. The President or their designee has the authority to establish these procedures.

Reviewed: 9/21/2021

F27 - Procedures

This document provides the College’s policies, for conducting research and activities involving human subjects. Procedures and forms for research at CCCC can be found at the Institutional Review Board website:  https://www.cloud.edu/about/institutional-review-board/

Respect for Persons: Acknowledging individual autonomy and special protection for those individuals with diminished autonomy or vulnerabilities.

Beneficence: Do no harm, maximize benefits, and minimize risks.

Justice: Fairness in the distribution of risk and benefits.

Revised: 02/23/2021

F28 - Procedures

Cloud County Community College is committed to maintaining a safe and secure campus for all students, faculty, staff and visitors. The goal of the institution’s Security Department is to create a safe environment which students, faculty, staff, and visitors can learn, work, and participate in campus activities.

Cloud County Community College has established campus security procedures. The President or their designee has the authority to establish these procedures.

F29 -Procedures

Cloud County Community College maintains established procedures for Administrative Personnel. The President or their designee has the authority to establish these procedures.

Revised: 6/24/2014

AP2 - PROCEDURES

Cloud County Community College maintains established procedures for Salary and Payroll for Administrative Personnel. The President or their designee has the authority to establish these procedures.

Reviewed: 4/19/2023

AP3 - PROCEDURES

Cloud County Community College maintains established procedures for Leaves of Absence for Administrative Personnel. The President or their designee has the authority to establish these procedures.

Reviewed: 9/19/2023

AP5 - PROCEDURES

Retirement Age.  Retirement age will be consistent with state and federal law.

Eligibility: A full-time administrative employee is eligible for early retirement if the following criteria are satisfied by the time of the requested beginning date of early retirement:

1. Is a current, full-time administrative employee of the College;
2. Is not less than 60 years of age and has had fifteen (15) or more years of continuous employment service with the College; and
3. Is eligible and has applied for KPERS retirement.

Application: An eligible full-time administrative employee shall submit a written application for early retirement to the President on or before December 1 of the academic year at the end of which the administrative employee wishes to take early retirement.  The deadline of December 1 may be waived by the President.  The written application for early retirement shall include:

1. A statement of the applicant’s desire to take early retirement;
2. The anticipated date of early retirement;
3. The applicant’s birth date and age on the anticipated date of early retirement;
4. Years of continuous employment at the College at the anticipated date of early retirement.

Following final action on any application for early retirement, the Director of Human Resources shall notify the professional employee in writing within one month if the Board approved or disapproved the early retirement.

Persons approved for early retirement shall be provided single health insurance coverage, not to exceed $600 per month, until Medicare eligibility is reached unless such coverage is disallowed by the policies of the insurance carrier or a state or federal law or agency.

The early retiree shall be permitted to keep their spouse insured through the College health program at the early retiree’s expense until the early retiree’s spouse reaches eligibility for Medicare or the retired employee becomes covered or becomes eligible to be covered under a plan of another employer, unless such coverage is disallowed by federal or state law, the regulations of a governmental agency or the policies of the insurance carrier.

It is the policy of Cloud County Community College to provide a tuition and comprehensive fee benefit for all retired full-time administrative employees, including members of their immediate families, as defined in C12.

Terms and Conditions:

1. Each application for early retirement shall be given full consideration.  The Board of Trustees reserves the right to consider the financial status of the College, the instructional needs of the College, and other relevant matters when considering the application
2. An administrative employee who takes early retirement shall have the responsibility to keep the school informed of his or her current mailing address and telephone number.
3. Death of the retiree prior to the date of retirement nullifies the responsibility of the Board of Trustees.
4. Coverage under the College group health care plan will no longer be made available upon the retired employee becoming covered or becoming eligible to be covered under a plan of another employer.
5. If any provision of this early retirement plan is determined to be in violation of federal and state regulations, then that part of the plan shall terminate.  

Revised: 10/26/2021

Cloud County Community College maintains established procedures for Resignation, Termination and Nonrenewal of Administrative Personnel. The President or their designee has the authority to establish these procedures.

Reviewed: 2/21/2023

AP7 - PROCEDURES

Cloud County Community College maintains established procedures for Vacation and Holidays for Administrative Personnel. The President or their designee has the authority to establish these procedures.

Reviewed: 2/21/2023

AP8 - PROCEDURES

Cloud County Community College will conduct evaluations in accordance with Kansas Law and maintains established procedures for Evaluations of Administrative Personnel. The President or their designee has the authority to establish these procedures.

Reviewed: 2/21/2023

AP9 - PROCEDURES

Hiring Practices

For less than full-time administrative positions, the following procedures shall be met:

1. Positions may be filled internally by currently employed and qualified candidates at the discretion of President’s Council and approval of the Board of Trustees.
2. If not filled internally, openings must be advertised locally including, but not limited to, informing the college staff of the opening.
3. Supervisor (Vice-President, President, or designated personnel including committees) – Screen, interview, and recommend to the President one to three candidates. Peer input is encouraged.
4. The President shall review the recommendations and, as appropriate, make recommendations to the Board of Trustees. The President may or may not interview the candidates at his/her discretion.
5. The Board of Trustees, as appropriate, shall act to employ or, if appropriate, the President will authorize employment.

For full-time administrative positions, the following procedures shall be met:

1. Positions may be filled internally by currently employed and qualified candidates at the discretion of the President’s Council and approval of the Board of Trustees.
2. If not filled internally, openings must be advertised locally, including informing the college staff, and in at least three metropolitan areas within the region.
3. Supervisor (Vice-President, President, or designated personnel including committees) – Screen, interview, and recommend to the President one to three candidates. Peer input is encouraged.
4. The President shall review the recommendations and, as appropriate, make recommendations to the Board of Trustees. The President may or may not interview the candidates at their discretion.
5. The Board of Trustees, as appropriate, shall act to employ.

Revised: 5/14/2002

Cloud County Community College maintains established procedures for Support Staff Personnel and Classifications. The President or their designee has the authority to establish these procedures.

Reviewed: 4/19/2023

SS1 - Procedures

All full-time support staff personnel are hired through a process described in Hiring Procedures (Policy C2). This document is available from the Director of Human Resources

Reviewed: 7/19/2023

Cloud County Community College maintains established procedures for Support Staff Wages and Salaries. The President or their designee has the authority to establish these procedures.

Reviewed: 7/19/2023

SS3 - Procedures

Cloud County Community College maintains established procedures for Support Staff Benefits. The President or their designee has the authority to establish these procedures.

Revised: 9/19/2023

SS4 - Procedures

Cloud County Community College maintains established procedures for Support Staff Employee Relations. The President or their designee has the authority to establish these procedures

Reviewed: 7/19/2023

SS5 - Procedures

Cloud County Community College maintains established procedures for Support Staff Separation of Employment. The President or their designee has the authority to establish these procedures.

Adopted: 9/19/2023

SS6 - Procedures

Support staff employees will be evaluated by their immediate supervisors a minimum of one (1) time during each fiscal year.

Reviewed: 9/19/2023