Guilford Technical Community

College

Management Manual
and
College Wide Rules

December 2023
 TABLE OF CONTENTS
DECEMBER 2023

INTRODUCTION
BYLAWS OF THE TRUSTEES OF GUILFORD TECHNICAL COMMUNITY COLLEGE
COLLEGE ORGANIZATION

I. CAMPUS FACILITIES
I-1.1 USE OF FACILITIES AND GROUNDS
I-1.1.1 USE OF FACILITIES BY COLLEGE-AFFILIATED AND OUTSIDE GROUPS
I-1.1.2 PARKING
I-1.1.3 SMOKING AND TOBACCO USE
I-1.1.4 SOLICITATION ON CAMPUS
I-1.1.5 FREE SPEECH AND PUBLIC ASSEMBLY
I-1.1.6 SPEAKERS, NON-CLASSROOM GUESTS
I-1.1.7 LAKE AND SHORE AREA USE
I-1.1.8 SKATEBOARDING AND OTHER CONVEYANCES
I-1.1.9 NAMING OF FACILITIES AND OTHER TRIBUTES
I-1.1.10 PUBLIC COMPLAINT
I-1.1.11 COLLEGE CLOSURE/DELAY
I-1.1.12 EMERGENCY CLOSING

I-2.1 CAMPUS SAFETY

I-2.1.1 CAMPUS POLICE AUTHORITY AND RESPONSIBILITY TO REPORT
CRIMINAL ACTIVITY
I-2.1.2 USE OF TASER ELECTRONIC CONTROL DEVICES
I-2.1.3 DRUG-FREE WORKPLACE
I-2.1.4 ANTI-VIOLENCE AND THREAT ASSESSMENT
I-2.1.5 ACCIDENTS/SAFETY
I-2.1.6 SEXUAL HARASSMENT, SEXUAL VIOLENCE, AND ANTI-HARASSMENT
I-2.1.7 ALCOHOL AND CONTROLLED SUBSTANCE USE
I-2.1.8 STUDENT CAMPUS ASSESSMENT RESPONSE AND EVALUATION (CARE)
TEAM

II. SECURITY, CONFIDENTIALITY, AND INTEGRITY OF INFORMATION

II-1.1 INFORMATION SECURITY AND CONFIDENTIALITY
II-2.1 PUBLIC INFORMATION
II-2.1.1 CODE OF ETHICS
II-2.1.2 INFORMATION TECHNOLOGY ACCEPTABLE USE
II-2.1.3 SOCIAL MEDIA
II-2.1.4 MARKETING AND COMMUNICATIONS
II-2.1.5 PUBLIC RECORDS
II-2.1.6 INTELLECTUAL PROPERTY
II-2.1.7 COPYRIGHT
II-2.1.8 RECORDS, RETENTION, AND DISPOSITION
II-2.1.9 VIDEO SURVEILLANCE
II-3.1 PRIVATE INFORMATION
II-3.1.1 USE OF PRIVATE INFORMATION
II-3.1.2 PERSONAL INFORMATION PROTECTION POLICY
II-3.1.3 IDENTITY THEFT PREVENTION PROGRAM

III. POLICIES AFFECTING THE DELIVERY OF PROGRAMS

III-1.1 THE INSTRUCTIONAL PROCESS
III-1.1.1 ACADEMIC FREEDOM AND RESPONSIBILITY POLICY
III-1.1.2 CREDIT HOURS AND COURSEWORK
III-1.1.3 OUTCOMES-BASED EDUCATION
III-1.1.4 SELF-SUPPORTING CLASSES
III-1.1.5 EXTENSION PROGRAMS OFFERED TO CAPTIVE OR CO-OPTED GROUPS
III-1.1.6 FEDERAL LOAN DEFAULT MANAGEMENT PLAN
III-1.1.7 FINANCIAL AID, COORDINATION OF
III-1.1.8 GRADUATION AND COMMENCEMENT EXERCISES
III-1.1.9 PROGRAM AND SERVICE REVIEW
III-1.1.10 ANNUAL PROGRAM AND SERVICE AREA PLANNING
III-1.1.11 SACSCOC COMPLIANCE SUBSTANTIVE CHANGE
III-1.1.12 BOARD OF TRUSTEES SELF-EVALUATION
III-1.1.13 ART ON CAMPUS

III-2.1 OTHER CAMPUS ISSUES

III-2.1.1 ADVERTISING, EXTERNAL
III-2.1.2 BOARD POLICY DEVELOPMENT AND REVIEW
III-2.1.3 TELEPHONE USE
III-2.1.4 DISEASE, INFECTIOUS OR COMMUNICABLE
III-2.1.5 FUNDRAISING
III-2.1.6 ACCOUNTABILITY AND INTEGRITY PLAN FOR CONTINUING
EDUCATION CLASSES
III-2.1.7 INVESTMENT
III-2.1.8 CHILDREN ON CAMPUS
III-2.1.9 ANIMALS ON CAMPUS
III-2.1.10 RETURNED CHECKS
III-2.1.11 SPONSORSHIP OF INDIVIDUALS TO ATTEND COMMUNITY EVENTS
III-2.1.12 USE OF HUMAN SUBJECTS
III-2.1.13 INCONSISTENT PUBLICATIONS
III-2.1.14 TUITION AND FEES
III-2.1.15 FISCAL AND MANAGEMENT PRACTICES
III-2.1.16 SCANNED SIGNATURES AND SIGNATURE STAMPS
III-2.1.17 USE OF VENDING FUNDS
IV. POLICIES AFFECTING STUDENT LIFE
IV-1.1 ACADEMIC ISSUES
IV-1.1.1 ADMISSIONS
IV-1.1.2 APPEAL OF DENIAL OF ADMISSION OR READMISSION
IV-1.1.3 STUDENT ACADEMIC INTEGRITY
IV-1.1.4 GRADE ASSIGNMENT AND GPA
IV-1.1.5 MINIMUM GRADE POINT AVERAGE POLICY
IV-1.1.7 HONOR ROLL(S)
IV-1.1.8 STUDENT COMPLAINT
IV-1.1.9 HEALTH PROGRAM STUDENT SCREENING REQUIREMENTS AND
APPEAL PROCESS

IV-2.1 ACADEMIC DIFFICULTIES

IV-2.1.1 ATTENDANCE
IV-2.1.2 EARLY ALERT
IV-2.1.5 READMISSION
IV-2.1.6 CREDIT FOR PRIOR LEARNING
IV-2.1.8 GRADUATE GUARANTEE
IV-2.1.9 DISABILITY ACCESS
IV-2.1.11 ABILITY TO BENEFIT
IV-2.1.12 ACADEMIC STATUS: WARNING, SUPERVISION, PROBATION AND
SUSPENSION

IV-3.1 NON-ACADEMIC ISSUES

IV-3.1.1 STUDENT CODE OF CONDUCT
IV-3.1.2 IDENTIFICATION CARD, STUDENTS
IV-3.1.3 DRESS CODE, STUDENTS
IV-3.1.5 HOUSING
IV-3.1.6 RIGHT TO PRIVACY
IV-3.1.9 TUITION AND FEES DEFERMENT
IV-3.1.11 TUITION, REGISTRATION FEES, LOCAL FEES AND SELF-SUPPORTING
FEES REFUND

V. POLICIES AFFECTING EMPLOYEES

V-1.1.1 EMPLOYMENT
V-1.1.2 INITIAL PROBATIONARY EMPLOYMENT
V-1.1.3 EMPLOYMENT PREFERENCE FOR VETERANS and THEIR
SPOUSES/SURVIVING SPOUSES
V-1.1.4 LETTERS OF APPOINTMENT AND NEW HIRE OFFER FORMS
V-1.1.5 CLASSIFICATIONS OF POSITIONS
V-1.1.6 BACKGROUND CHECKS
V-1.1.7 CHANGE IN EMPLOYMENT STATUS
V-1.1.8 SECONDARY EMPLOYMENT
V-1.1.9 CONFLICT OF INTEREST
V-1.1.10 EQUAL OPPORTUNITY
V-1.1.11 NONTENURE
V-1.1.12 NEPOTISM/EMPLOYMENT OF RELATIVES
V-1.1.13 VOLUNTEERS

V-2.1 SEPARATION
V-2.1.1 NON-RENEWAL OF APPOINTMENT
V-2.1.2 PERFORMANCE IMPROVEMENT AND DISCIPLINARY ACTION
INCLUDING TERMINATION
V-2.1.3 DUE PROCESS FOR EMPLOYMENT TERMINATION
V-2.1.4 REDUCTION IN FORCE
V-2.1.5 FURLOUGHS
V-2.1.6 PAY IN LIEU OF NOTICE

V-3.1 COMPENSATION
V-3.1.1 OFFICIAL HOLIDAYS
V-3.1.2 COMPENSATION
V-3.1.3 OVERTIME/COMPENSATORY TIME
V-3.1.4 SUBSTITUTE COMPENSATION
V-3.1.5 LONGEVITY PAY
V-3.1.6 PROFESSIONAL DEVELOPMENT
V-3.1.7 OTHER BENEFITS
V-3.1.8 VEHICLE USE AND MILEAGE REIMBURSEMENT
V-3.1.9 RETIREMENT BENEFIT CAP

V-4.1 LEAVE
V-4.1.1 ANNUAL LEAVE, FACULTY PERSONAL LEAVE, PERSONAL
OBSERVANCE LEAVE, BONUS LEAVE
V-4.1.2 SICK LEAVE
V-4.1.3 BEREAVEMENT LEAVE
V-4.1.4 REQUIRED COURT ATTENDANCE
V-4.1.5 MILITARY AND NATIONAL EMERGENCY LEAVE
V-4.1.6 FAMILY AND MEDICAL LEAVE ACT
V-4.1.7 VOLUNTARY SHARED LEAVE (VSL)
V-4.1.8 UNPAID LEAVE
V-4.1.9 EXTENDED LEAVE
V-4.1.10 UNEXCUSED ABSENCE
V-4.1.11 PAID PARENTAL LEAVE

V-5.1 EMPLOYEE RIGHTS AND RESPONSIBILITIES

V-5.1.1 DRESS CODE, EMPLOYEES
V-5.1.2 EMPLOYEE GRIEVANCE
V-5.1.3 EMPLOYEE PERFORMANCE APPRAISALS
V-5.1.4 PERSONNEL RECORDS, PUBLIC ACCESS TO
V-5.1.5 POLITICAL ACTIVITIES OF EMPLOYEES
V-5.1.6 ANTI-HARASSMENT
V-5.1.7 WORK SCHEDULES, NON-FACULTY
V-5.1.8 WORK SCHEDULES, FACULTY
V-5.1.9 REPORTING FRAUD AND IMPROPER ACTIVITIES
V-5.1.10 LAPTOPS/COMPUTER SYSTEMS, USE OF

COLLEGE WIDE RULES DECEMBER 2023

APPENDIX I SCHEDULE OF LOCAL FEES – JULY 2023
APPENDIX III MOU BETWEEN NCCCS AND THE UNIVERSITY OF NORTH CAROLINA
INTRODUCTION

Purpose of the Manual:

The purpose of the GTCC Management Manual is to provide all employees of Guilford
Technical Community College with a reference manual containing the official bylaws and
policies established by the Board of Trustees of Guilford Technical Community College and the
associated administrative procedures in an accessible, understandable format. In the interest of
brevity, an attempt has been made to include only that information which will be used under
normal operating circumstances within the college. For special situations, it is recommended
that the appropriate department be contacted. The Management Manual should serve as a
reference and guide to action for college personnel, students and members of the public. The
policies contained in the Management Manual are not meant to be contracts, and are unilaterally
subject to change without notice.

The material in this manual ranges from Board of Trustees bylaws and policies, to administrative
policies and procedures, to policies and procedures necessitated by state or federal laws and
regulations. Consequently, for some policies and procedures, it is difficult, if not impossible, to
implement modifications or obtain approval for exceptions. Except in the case of exigent
circumstances impacting public safety, approval for exceptions to policies and procedures should
be obtained in advance of taking action that does not comply with policies. Exceptions to
administrative policies and procedures will be considered when the justification is documented
and is processed for approval through the normal channels of organizational units, including
approval from the appropriate vice president of the area responsible for the policy or procedure.
Final approval for exceptions resides with the president.

GTCC employees may submit a new or revised policy, procedure, or college-wide rule according
to the guidelines contained in Management Manual policy III-2.1.2 Board Policy Development
and Review.

Vision: To be consistently recognized as a national leader in student success and workforce

development

Mission
People
• We empower every student to achieve their educational and/or career goals in a dynamic,
diverse, and inclusive environment.
• We enable every employee to do great work and engage in a dynamic, diverse, and inclusive
environment.

Pathways
• We continuously improve the student experience and success through enhanced guidance,
communication, and support.

Partnerships
• We promote economic development by providing a highly skilled workforce for new and
existing employers.
• We partner with K-12 schools and four-year institutions to increase students’ success and
progression towards their educational and career goals.

o Collaboration - Working together with all constituents to fulfill the College’s mission
o Learning – Providing quality educational experiences across all programs and services
o Accessibility – Identifying and eliminating barriers to successful educational outcomes
o Excellence – Striving for distinction in everything we do
o Integrity – Ensuring that our words and actions work together for the betterment of society
o Inclusion – Promoting respect and equity and recognizing differences as strengths

Goal 1: Improve and measure student access, success, progress, and completion
1. Serve an increasing number of citizens of Guilford County to positively impact educational
attainment and economic development
2. Provide clear pathways that lead to workforce credentials and job placement
3. Provide clear pathways that lead to successful college transfer student performance
4. Develop and expand pathways and strategies to attract, enroll and graduate students in high
demand programs that provide a sustainable income and match local and regional workforce
needs
5. Expand or enhance multiple learning models to meet the needs of a diverse learning
population and reduce achievement gaps
6. Expand or enhance academic support strategies to meet the needs of a diverse learning
population and reduce achievement gaps
7. Simplify college processes to mitigate obstacles to access and completion
8. Expand strategies and practices that support student financial stability

Goal 2: Employ technology effectively to enhance the student, faculty, and staff experience
1. Develop and implement a visionary technology planning process with procedures and tools
that provides for and supports the college’s technology requirements and use of technology
by students, faculty, and staff
2. Support innovation by providing meaningful professional development that promotes
technology integration in classroom and instructional support practices and best practices in
IT operations
3. Support innovation by providing and leveraging instructional technology that leads to greater
student learning and outcomes

Goal 3: Secure additional funding through strategic pursuit of grants, gifts, and
entrepreneurial endeavors
1. Pursue grant funding that aligns with our strategic plan
2. Collaborate with the GTCC Foundation to promote advocacy and financial support from
alumni, individuals, and institutional donors
3. Expand or develop alternative streams of funding

Goal 4: Identify and meet employer and community needs in the region
1. Provide effective workforce training in support of regional industry clusters
2. Expand job opportunities and aspire to ensure job placement meets workforce needs in
collaboration with local economic development initiatives
3. Provide cultural, personal, and professional enrichment programs for the community

Goal 5: Provide learning opportunities in a safe, convenient, and inviting atmosphere

1. Provide an infrastructure that oversees, supports, sustains, and monitors college regulatory
compliance and other needs for emergency preparedness and campus safety
2. Assess facility assets to enhance strategic redeployment of existing space, program access,
and future growth
3. Foster student / employee engagement in sustainable facilities, campus beautification, college
pride
4. Promote a campus culture of inclusion and belonging

Goal 6: Cultivate a workplace culture of inclusion that welcomes, develops, supports, and
empowers employees
1. Foster a college culture that supports employee diversity and inclusion through recruitment
and retention
2. Foster a college culture that supports employee morale and performance
3. Provide best-in-class professional development for all employees
4. Develop institutional leaders who serve as liaisons with our diverse community

Goal 7: Enhance a culture of evaluation and continuous improvement using data, proven
practices, measurement, and evaluative decision-making
1. Improve data fidelity, collection, and analyses
2. Provide broad access to student and institutional data through improved inquiry tools and
training
3. Promote the use of data across the institution to improve policies and practices

Revised 06/18/1998
Revised 06/19/2003
Revised 02/2014
Revised 03/12/2015
Revised 04/17/2017
Revised 02/28/2019
Revised 06/18/2020
Revised 02/25/2021
Revised 11/03/2022
 BYLAWS OF THE TRUSTEES OF
GUILFORD TECHNICAL COMMUNITY COLLEGE

ARTICLE I

Definitions
Section 1. Definitions. In these Bylaws, the following terms have the following meanings:
a) "Act" means Chapter 115D of the North Carolina General
Statutes, as amended from time to time.
b) “Board” or “Board of Trustees” means The Trustees of Guilford
Technical Community College, a body corporate established
under the Act, and is sometimes referred to herein as the
“College.”
c) “President” means the person appointed by the Board of Trustees
to act as chief administrative officer of the College.
d) “State Board” means the State Board of Community Colleges
established by the Act.
e) “Trustee” means a member of the Board of Trustees.

ARTICLE II

Board of Trustees
Section 1. Membership. The members of the Board of Trustees shall be selected from time
to time as provided in §115D-12 of the Act, and shall serve for terms of four years or as
otherwise provided by law. The president of the Student Government Association shall serve as
an ex officio, nonvoting member of the Board of Trustees.

Section 2. Powers and Duties. The Board of Trustees shall have all of the powers and duties
provided in §115D-20 and other provisions of the Act, such other powers as are delegated to it
by the State Board and such other powers as are necessary or incidental to the exercise of such
specified powers. The Board of Trustees shall exercise its control of the College through the
President. The Board of Trustees shall collectively formulate policy and leave policy
administration to the President and the College staff.

Section 3. Removal and Vacancies. Members of the Board of Trustees may be removed as
provided in §115D-19 of the Act. The Board of Trustees may declare vacant the office of any
Trustee who does not attend three consecutive, scheduled meetings without justifiable excuse.
The Board of Trustees may also declare vacant the office of a Trustee who, without justifiable
excuse, does not participate within six months of appointment in a trustee orientation and
education session sponsored by the North Carolina Association of Community College Trustees.
The Board of Trustees shall notify the appropriate appointing authority of any vacancy, however
occurring. Vacancies, however arising, shall be filled as provided in §115D-12 of the Act.
Section 4. Compensation and Expenses. Members of the Board of Trustees shall not be
compensated for services they render as Trustees, but shall be entitled to receive reimbursement,
according to the regulations adopted by the State Board, for the reasonable cost of travel, meals
and lodging while performing their duties as Trustees.

Section 5. Office of Record. The Board of Trustees’ office of record shall be maintained in
the office of the President in Medlin Campus Center on the Jamestown Campus of the College
unless the Board of Trustees otherwise elects.

Section 6. Indemnification. The Board of Trustees may, in its sole discretion, indemnify and
hold harmless its current and former Trustees, President, other officers of the College, members
of the staff and other employees of the College against liability and expenses, including
reasonable attorneys’ fees, arising out of their status or activities in any such capacity provided
such liability and expenses do not arise by reason of actions that at the time taken were clearly in
conflict with the best interests of the College.

Section 7. College Employment. Current voting members of the Board of Trustees may not
apply for open positions nor be employed by the college in a part-time or full-time position or
under any other contractual arrangement.

ARTICLE III

Meetings of the Board of Trustees

Section 1. Regular Meetings. Each board of trustees shall meet as often as may be necessary
for the conduct of the business of the institution but shall meet at least six times a year in
accordance with General Statutes § 115D-18. Work sessions (sometimes called “retreats”) of the
Board of Trustees shall be deemed regular meetings of the Board of Trustees and included in the
schedule of regular meetings. Regular meetings may be held within or outside Guilford County
as the Board of Trustees directs. The schedule of regular meetings adopted by the Board of
Trustees shall be kept on file with the Secretary and in the office of the President, as required by
General Statutes §143.318.12(a).

Section 2. Notice of Regular Meetings. Notice of regular meetings of the Board of Trustees
shall be given as the Board of Trustees may direct. The place of all regular meetings of the
Board shall be the Board Room in Medlin Campus Center on the Jamestown Campus of the
College, unless the notice of the meeting shall otherwise specify. If the Board of Trustees holds
any meeting at any time or place other than a time or place shown on the schedule of regular
meetings provided for in Section 1 of this Article III, public notice of the time and place of such
meeting shall be given as provided in General Statutes §143-318.12(b). Unless the Board of
Trustees otherwise directs, notices of regular meetings of the Board of Trustees need not
describe the purpose of the meetings.

Section 3. Special Meetings. Special meetings of the Board of Trustees may be held at any
date, time and place within Guilford County upon the call of the Chairman of the Board of
Trustees or the President of the College. Special meetings of the Board of Trustees may be held
outside Guilford County only if approved by the Board of Trustees.

Section 4. Notice of Special Meetings. The person or persons calling a special meeting of
the Board of Trustees shall, at least forty-eight (48) hours before the meeting, give or cause to be
given to the Trustees notice of the date, purpose, time and place thereof by any usual means of
oral or written communication, including without limitation, in person, by telephone, facsimile
transmission, mail, electronic mail or other form of wire or wireless communication. Notice of a
special meeting given by mail shall be effective only if mailed at least four (4) days before the
date of the meeting. Notices of special meetings shall also be given in accordance with General
Statutes §143-318.12(b).

Section 5. Emergency Meetings. Emergency meetings of the Board of Trustees may be

held at any date, time and place within Guilford County upon the call of the Chairman of the
Board or the President of the College provided that public notice of such emergency meetings is
given in accordance with General Statutes §143-318.12(b).

Section 6. Notice of Emergency Meetings. Notice of emergency meetings of the Board of

Trustees may be given in person, by telephone, facsimile transmission, electronic mail or other
form of wire or wireless communication. Unless the Board of Trustees otherwise directs, notices
of emergency meetings of the Board of Trustees need not describe the purpose of the meetings.

Section 7. Adjourned Meetings. Notice of an adjourned meeting of the Board of Trustees

need not be given if the date, time and place are fixed at the adjourned meeting and if the period
of adjournment does not exceed ten (10) days in any one adjournment.

Section 8. Waiver of Notice. A Trustee may waive any notice required by these Bylaws or
the Board of Trustees before or after the date and time stated in the notice. The waiver must be
in writing, signed by the Trustee entitled to the notice and filed with the records of the Board of
Trustees, except that a Trustee’s attendance at or participation in a meeting waives any required
notice of the meeting to the Trustee, unless the Trustee at the beginning of the meeting (or
promptly upon the Trustee’s arrival) objects to holding the meeting or transacting business at the
meeting, and does not thereafter vote for or assent to action taken at the meeting.

Section 9. Quorum. A majority of the Trustees then holding office shall constitute a quorum
for the transaction of business at any meeting of the Board of Trustees.

Section 10. Manner of Acting. The act of a majority of the Trustees present at a meeting at
which a quorum is present shall be the act of the Board of Trustees. Roberts Rules of Order shall
apply at meetings of the Board of Trustees unless the Board of Trustees otherwise elects to act.

Section 11. Presumption of Assent. A Trustee who is present at a meeting of the Board of
Trustees when action is taken shall be deemed to have assented to the action taken unless the
Trustee objects at the beginning of the meeting (or promptly upon the Trustee’s arrival) to
holding the meeting or transacting business at the meeting, or unless the Trustee’s dissent or
abstention from the action shall be entered into the minutes of the meeting or unless the Trustee
shall file written notice of dissent or abstention to such action with the presiding officer of the
meeting before the adjournment thereof or with the Secretary promptly after adjournment of the
meeting. Such right of dissent or abstention shall not apply to a Trustee who voted in favor of
the action taken.

Section 12. Participation other than in Person. The Board of Trustees may permit any, but not
all, Trustees to participate in any meeting by, or conduct the meeting through the use of, any
means of communication by which all Trustees participating and all other persons attending the
meeting may simultaneously hear each other during the meeting. A Trustee participating in a
meeting by this means is deemed to be present in person at the meeting.

Section 13. Open Meetings Law. All meetings of the Board of Trustees and its committees shall
be conducted in compliance with the applicable provisions of Chapter 143, Article 33C, of the
North Carolina General Statutes.

Section 14. Presentations to the Board of Trustees by Others. The Board of Trustees will
permit third parties to make presentations to the Board of Trustees that are relevant to the
responsibilities of the Board of Trustees or the mission of the College. Third parties who desire
to make a presentation to the Board of Trustees shall request the opportunity to make the
presentation to the Board of Trustees in writing addressed to the Chairman of the Board of
Trustees or the President of the College, and state in such writing the subject of the presentation.
If the Chairman of the Board of Trustees deems the proposed presentation relevant to the
responsibilities of the Board of Trustees or the mission of the College, the Chairman of the
Board of Trustees or his or her designee shall inform the third party of the date of the meeting of
the Board of Trustees for the presentation. The presentation to the Board shall be limited to three
(3) minutes unless the Chairman of the Board of Trustees determines in his or her discretion that
a longer time for the presentation is warranted. If the third party requests the opportunity to
make any additional presentation to the Board of Trustees on the same subject after the first
presentation, the third party shall state in his or her written request why the additional
presentation is requested, and the Chairman of the Board of Trustees shall determine in his or her
discretion whether such additional presentation is warranted.

ARTICLE IV

Officers of the Board of Trustees

Section 1. Officers of the Board. The officers of the Board of Trustees shall consist of a
Chair, a Vice-Chair and a Secretary, who shall be elected by the Board of Trustees from its
members prior to and effective as of July 1 of each year or at such other time as the Board of
Trustees may determine. The Board of Trustees may also appoint a Recording Secretary who
need not be a member of the Board of Trustees and shall not be deemed an officer of the Board
of Trustees. The Board of Trustees may also elect such other officers of the Board of Trustees as
it deems necessary or desirable from time to time.

Section 2. Terms. All officers of the Board of Trustees shall be elected for terms of one
year, and may serve in any one office for a maximum of three (3) consecutive years. Any officer
who holds a particular office for the maximum number of three (3) consecutive years shall be
eligible to hold the same office again after a period of one (1) year has elapsed. Unless
otherwise directed by the Board of Trustees, there shall be no limit on the time a Recording
Secretary may serve in that capacity.

Section 3. Election. The Chair of the Board of Trustees shall appoint a nominating
committee to prepare and submit to the Board of Trustees a list of nominees as officers of the
Board of Trustees not later than June 30 of each year, to be elected at the first meeting held on or
after July 1 in accordance with General Statutes § 115D-18. The officers of the Board of
Trustees shall serve from the time of their election until the following June 30 or until such later
date as their successors are elected.

Section 4. Vacancies in Offices. If any officer of the Board of Trustees resigns or otherwise
ceases to serve as an officer, the Board of Trustees may fill the vacancy. The Board of Trustees
may also remove an officer at any time, with or without cause.

Section 5. Chair. The Chair shall preside at all meetings of the Board of Trustees and the
Executive Committee, and shall appoint the members of each committee except the Executive
Committee, and shall serve as an ex-officio, voting member of each committee of the Board of
Trustees. The Chair shall also perform all other functions delegated to the Chair by the Board of
Trustees.

Section 6. Vice-Chair. The Vice-Chair of the Board shall preside at all meetings of the
Board of Trustees and the Executive Committee in the absence of the Chair, and shall perform
all functions of the Chair during the absence or disability of the Chair. The Vice-Chair shall also
discharge such other functions as are delegated to the Vice-Chair by the Board of Trustees or the
Chair.

Section 7. Secretary. The Secretary shall oversee the keeping and attest to the accuracy of
minutes of meetings of the Board of Trustees, the Executive Committee and other committees of
the Board of Trustees, and shall maintain all official records and documents of the Board of
Trustees and its committees at the office of the President or such other place on the Jamestown
Campus of the College as the Board of Trustees may direct.

Section 8. Recording Secretary. The Recording Secretary shall, subject to the supervision of
the Secretary, keep minutes and maintain records of all meetings and actions of the Board of
Trustees, the Executive Committee and other committees of the Board of Trustees. The
Recording Secretary shall also perform such other functions and duties as may be assigned by
the Board of Trustees, the Chair, the President or the Secretary from time to time.

Section 9. President of the College.

(a) Though he or she shall not be an officer of the Board of Trustees, the Board of
Trustees shall elect from time to time, subject to approval of the State Board,
a President of the College, who shall be the chief administrative officer of the
College, shall perform such duties and functions as may be assigned to him or
her from time to time by the Board of Trustees and shall have full authority
and responsibility for the administration, management, operation and
 development of the College under policies, rules and regulations adopted by
the Board of Trustees and within budgets approved by the Board of Trustees.
The Board of Trustees shall annually evaluate the President. The President
shall serve at the pleasure of the Board of Trustees according to the terms of
his contract of employment with the Board of Trustees. The President shall
attend and participate in, without the right to vote, all meetings of the Board of
Trustees, except where his absence is requested or required by a majority of
the Trustees in attendance at such meetings.

(b) The President may designate or employ from time to time, subject to
supervision by the Board of Trustees, such vice presidents and other personnel
of the College as the President may deem necessary or desirable for the proper
administration, management, operation and development of the College. Such
persons shall not be officers of the Board of Trustees.

Section 10. Execution of Contracts, Etc. The Chair of the Board of Trustees, any other officer
of the Board of Trustees, any Trustee, the President or any other person designated by the Board
of Trustees or by any committee of the Board of Trustees acting on the authority of the Board of
Trustees, may execute contracts and other documents on the authority of and by and in the name
of the Board of Trustees.

ARTICLE V

Committees of the Board of Trustees

Section 1. Committees. Unless the Board of Trustees shall otherwise direct, there shall be
five (5) standing committees of the Board of Trustees, to wit, the Executive Committee, the
Finance Committee, the Facilities Committee, the Personnel and Policy Committee and the
Curriculum Committee. The Board of Trustees may also establish such other standing
committees and such ad hoc committees as it deems necessary or desirable from time to time.
The Chair of the Board of Trustees shall appoint members of all standing committees (except the
Executive Committee) and other committees at least annually, and may designate the chair of
such committees or leave it to the committees to elect their chair. Unless the committee
otherwise directs, the President and his designee(s) may attend meetings of each committee.
Each committee shall have two or more members, who shall be appointed by the Chair of the
Board of Trustees and shall serve at the pleasure of the Board of Trustees. The provisions of
these Bylaws that govern meetings, notice, quorum and voting requirements of the Board of
Trustees shall also apply to such committees and their members. If authorized by the Board of
Trustees, each committee may exercise the authority of the Board of Trustees as specified by the
Board of Trustees from time to time, except as to the following matters, which are accepted from
the authority of any committee and reserved to the Board of Trustees:
(1) Appointment, compensation and termination of the President.
(2) Election of officers of the Board of Trustees.
(3) Amendment of these Bylaws.
(4) Indemnification pursuant to Article II, Section 6, of these Bylaws.
The Board of Trustees may also establish and appoint committees, whether of Trustees or others,
who shall not have the authority to act for the Board of Trustees.

Section 2. Executive Committee. The Board of Trustees shall appoint an Executive

Committee of the Board of Trustees consisting of the Chair of the Board, the Vice-Chair of the
Board, the Secretary, the immediate past Chair of the Board and such other members of the
Board, if any, as may be determined by the Board of Trustees. The Chair of the Board of
Trustees shall serve as Chair of the Executive Committee.

The responsibilities of the Executive Committee shall include exercising all of the powers,
duties, privileges and prerogatives of the Board of Trustees during intervals between meetings of
the Board of Trustees (a) with respect to those matters the Board of Trustees authorizes the
Executive Committee to act for the Board of Trustees and (b) with respect to all those other
matters the Executive Committee determines require action before the next regular meeting of
the Board of Trustees and when a special or emergency meeting of the Board of Trustees is not
feasible under the circumstances, except for the matters set forth in this Article V, Section 1,
above, that are reserved to the Board of Trustees. All actions of the Executive Committee taken
in accordance with this Section 2 shall be reported to the Board of Trustees by the Chair of the
Board of Trustees or another member of the Executive Committee at the next regular or special
meeting of the Board of Trustees, and the action of the Executive Committee thus taken shall be
the action of the Board of Trustees and shall be final. The Executive Committee shall meet at
the call of the Chair of the Board of Trustees or the President. Other members of the Board of
Trustees may attend meetings of the Executive Committee, but only members of the Executive
Committee shall be entitled to vote at such meetings.

Section 3. Authority of Committees. If the Board of Trustees authorizes a committee other

than the Executive Committee to act on a matter referred to the committee on behalf of the Board
of Trustees, the Chair of the committee shall report at the next regular or special meeting of the
Board of Trustees on the action taken by the committee, and the action of the committee thus
taken shall be the action of the Board of Trustees and shall be final. If the Board of Trustees
does not authorize a committee to act on a matter on behalf of the Board of Trustees, any
committee action shall be reported to the Board of Trustees as a recommendation for
consideration and action by the Board of Trustees. Each ad hoc committee shall cease to exist
upon presentation of its final report.

Section 4. Finance Committee. The Finance Committee shall consist of not less than four
(4) members of the Board of Trustees. The Finance Committee shall monitor and supervise the
College’s fiscal affairs and recommend fiscal policy to the Board of Trustees and the College’s
senior staff. The Finance Committee shall also review and recommend for Board approval
annual budgets, financial reports of expenditures and audit reports, and perform such other
responsibilities as may be assigned by the Board of Trustees. If authorized by the Board of
Trustees, the Finance Committee may approve annual budgets for the Board of Trustees. The
Finance Committee shall also designate from time to time persons having authority to sign
checks and other orders for the payment of funds of the College. The Chair of the Finance
Committee or his or her designated member of the Finance Committee shall attend exit
conferences with State financial auditors.
Unless the Board of Trustees otherwise directs, the members of the Finance Committee of the
Board of Trustees shall serve as the Investment Committee required by General Statutes §115D-
58.6(g), shall make investment decisions in accordance with guidelines approved by the Board of
Trustees for investments of cash held by the Board of Trustees as authorized by General Statutes
§115D-58.6(d1), shall monitor the performance of such investments, and shall make regular
reports regarding investment results to the Board of Trustees.

Section 5. Facilities Committee. The Facilities Committee shall consist of not less than four
(4) members of the Board of Trustees, and shall monitor and supervise all matters affecting the
College’s facilities and plan improvements and enhancements to such facilities and recommend
facilities policy to the Board of Trustees and the College’s senior staff. The Facilities Committee
shall have the power to approve designers and award bids for major construction projects.

Section 6. Curriculum Committee. The Curriculum Committee shall consist of not less than
four (4) members of the Board of Trustees, and shall monitor and supervise the College’s
curriculum, curriculum changes, student life, student affairs and all matters related thereto. The
Curriculum Committee shall also approve, modify or discontinue curriculum programs.

Section 7. Personnel and Policy Committee. The Personnel and Policy Committee shall
consist of not less than four (4) members of the Board of Trustees, and shall monitor the
appointment of all instructional, administrative and non-teaching staff members, personnel
policies and the annual evaluation of the President. The Personnel and Policy Committee shall
also recommend to the Board of Trustees changes in the Management Manual of the Board of
Trustees.

ARTICLE VI

Policies and Regulations

Section 1. General Provisions. The Board of Trustees may adopt and amend such policies,
rules and regulations for the operation of the College as may be authorized by law and as may be
required in the judgment of the Trustees for the effective discharge of the Board of Trustees’
duties and responsibilities and the effective operation of the College.

Section 2. Notification and Publication. The President shall be responsible for providing
each member of the Board of Trustees, employees of the College, students and the general public
access to these Bylaws and all policies, rules and regulations of the College. Such documents
shall also be available for public inspection by interested persons at reasonable times during
regular business hours of the College as required by law.

Section 3. Conflicting Authority. In the event of conflict between these Bylaws, the
College’s charter or the laws of the State of North Carolina, the laws of the State of North
Carolina shall have primary precedence, and the charter of the College shall have secondary
preference.
 ARTICLE VII

Adoption and Amendments

Section 1. Adoption. These Bylaws shall be deemed adopted upon the affirmative vote of a
majority of all Trustees then serving on the Board of Trustees. The adoption of these Bylaws
shall repeal all bylaws formerly adopted by any Board of Trustees.

Section 2. Amendments. Amendments of these Bylaws may be proposed at any meeting of

the Board of Trustees. Such proposed amendments shall be referred to the Personnel and Policy
Committee for review and presentation at a subsequent meeting of the Board of Trustees.
Amendments shall be effective upon the affirmative vote of a majority of all Trustees then
serving on the Board of Trustees. The Secretary shall maintain a record of all amendments of
these Bylaws.

Adopted 06/21/2007

Revised 08/2820/2008

Revised 02/16/2012
Section 4 of Article V was amended to provide that the finance Committee shall
act as the Investment Committee required by General Statutes Section 1115D-
58.6(g).

Revised 03/12/2015

Revised 08/29/2019
Section 1 of Article III was amended to comply with the minimum number of
meetings in accordance with General Statutes § 115D-18.
Section 3 of Article IV was amended to comply with the earliest date officers
may be elected in accordance with General Statutes § 115D-18.

Revised 02/18/2020
Section 7 of Article II was added by affirmative vote of a majority of the
trustees at the Official Board Meeting on February 18, 2020.

Revised 06/15/2023
Section 2 and Section 4 of Article III were amended to update the name of the
Board Room and comply with noticing requirements in General Statutes § 143-
318.12.
COLLEGE ORGANIZATION

I. Board of Trustees
The Board of Trustees is a body corporate with powers to enable it to acquire, hold, and
transfer real and personal property; to enter into contracts; to institute and defend legal
actions and suits; and to exercise such other rights and privileges as may be necessary for the
management and administration of the college. The Board must act in accordance with the
provisions of the Community College Laws of North Carolina (G.S. 115D) and the policies
of the State Board of Community Colleges.

II. Administration
The president serves as the Chief Administrative Officer of the college, reporting directly to
the Board of Trustees. The president is responsible for the administration of the total
operation of the college within the policies adopted by the Board of Trustees, the State Board
of Community Colleges and the General Assembly of North Carolina.

III. Organizational Structure

The organizational structure of the college is the responsibility of the president, who may
adjust it as and when he or she sees fit.

The chain of command and decision making for the college to support the president is senior
vice president of Instruction (second in command), vice president of Business and Finance
(third in command), and vice president of Operations and Facilities (fourth in command).

Reporting directly to the president are the senior vice president of Instruction, vice president
of Business and Finance, vice president of College Advancement, vice president of
Operations and Facilities, vice president of Student Services, vice president of Workforce
and Continuing Education, and associate vice president of Human Resources.

A. Vice presidents report to the president. Each is responsible for providing central
administration to a major area of the college to include all campuses/approved off-site
locations. Responsibilities include planning, budgeting, operation and evaluation of all
functions under their direction.
B. Non-academic deans and directors report to a vice president. They are responsible for the
planning, budgeting, operation and evaluation of all functions under their direction.
C. Academic deans and directors report to the senior vice president of Instruction and are
responsible for planning, budgeting, operation and evaluation of a division of the college
under their direction. They provide central administration to assigned curriculum classes
on all campuses/approved off-site locations.
D. Department chairs report to an academic dean and are responsible for contributing to the
planning, budgeting, operation and evaluation of a unit of the college they are
elected/appointed to serve.
IV. Councils and Committees
Many of the oversight, review and planning activities of the college are performed through
the work of established councils, standing committees, special purpose committees, ad hoc
committees, and affiliated associations as detailed below. The groups provide advice,
counsel, and recommendations to the president and other college leaders on issues critical to
the college.

Membership on councils and committees is determined by the president or designee on the

advice of the vice presidents or the Faculty and Staff Association presidents, as indicated.
The primary criteria shall be to ensure that each committee has the expertise required, each
committee is representative of all college groups with a direct interest in its area of
responsibility, and each committee is diverse as to race, gender and ethnicity. The president
and vice presidents shall consider nominations from interested groups and self-nominations
when selecting the committee. The membership of each committee shall be publicized to the
campus community and shall be available in the President's Office.

Meetings are convened by the administrative officer or the chair of the committee. Copies of
the minutes of each meeting, including those in attendance, and an annual summary of
committee activities and/or recommendations and member participation are forwarded to the
president and vice presidents for review. Participation on a committee to which an employee
is assigned is considered part of the job duties, and shall be considered in the Employee
Performance Appraisal (EPA).

Councils provide communication links throughout GTCC for both information and
operations. Councils meet on a regular basis.

College Leadership Team

The College Leadership Team meets weekly or at the pleasure of the president. Its purpose
is to provide visionary leadership, clear communication, and consistent coordination, which
sets the direction for accomplishing the college mission and goals. This council is scheduled
to meet every Monday, unless otherwise specified.

President’s Council
President’s Council advises the president and College Leadership Team on policies,
procedures, and operational decisions of the college. The council functions as an advisory
body that discusses the college’s issues in an open environment that informs college
decision-making. This council meets the last Tuesday of each month. The mission of
President’s Council is to serve as leaders who support college decisions and motivate
employees to accomplish the college’s strategic goals.

Expectations of President’s Council members:

• Undertake college-wide projects as needed to accomplish the college’s strategic plan
• Engage in leadership and management development activities to benefit the entire college
• Provide feedback to the president and College Leadership Team from employees in your
area
• Communicate information from the President’s Council to employees in your area
Membership
Members of College Leadership Team
Associate Vice Presidents
All Academic Deans
Campus Police Chief
Campus Dean
Dean, Adult Education
Director, Accounting and Reporting
Director, Aviation Programs
Director, Center for Academic Engagement
Director, Conference Center
Director, Counseling & Disability Access
Director, eLearning
Director, Employee Development & Engagement
Director, Financial Aid
Director, GTCC Foundation
Director, Institutional Research
Director, Institutional Support & Special Projects
Director, Instructional Support, Service & Special Projects
Director, K-12 Partnerships
Director, Marketing and Communications
Director, Payroll Services
Director, Physical Plant
Director, Purchasing & Contract Administration
Director, Staffing and Human Resources Operations
Manager, Applications Development
Manager Information Security
Manager, ITS Systems
Senior Executive Administrative Assistant to the President and Board of Trustees

Standing Committees
College standing committees are formed to address specific areas of interest to the college
community. Memberships are set for each committee according to the committee's scope,
impact and the expertise needed, taking into account employees' assigned duties and
individual interests. Committees provide advisory recommendations to designated
administrative officers. Recommendations may involve the initiation of or modification to
college philosophy, procedures, practices, or board policies.

The following summary provides the administrative officer(s) responsible for each standing
committee, membership (by position or function), and purpose of the committee.

1. ADA/Accessibility Committee –Vice President of Student Services

The ADA/Accessibility committee will provide college-wide leadership and support in
maintaining a diverse and inclusive campus community, and to ensure continued
compliance with federal, state, and local disability legislative mandates.
 ADA/Accessibility Membership
Vice President of Student Services or designee
ADA/504 Compliance Officer, Chair
disAbility Access Services Staff
disAbility Access Student Representatives (2)
Assessment/Testing Coordinator
Academic Dean Representative
Dean/Director Representative
Department Chair Representative
Program Director Representative
CIO or designee
Human Resources Representative
Campus Police Chief or designee
Director of Risk Management Services or designee
eLearning Representative
Faculty Representatives (2)
Continuing Education Representative
Library Representative
Webmaster
Adult Education Representative
Physical Plant Representative
Business & Finance Representative
Business Office Representative
Online Academic Achievement Specialist
Greensboro Campus Representative
High Point Campus Representative

2. Art on Campus Committee – Chief Academic Officer

This committee shall oversee the process by which works of art are selected, exhibited,
and maintained. GTCC’s Art on Campus policy specifies that artwork may be loaned,
donated or purchased by the college to be displayed temporarily, on a rotating basis, or
permanently, at any GTCC campus location.

The duties of this committee include but are not limited to:
• Review and recommend art acquisitions and de-acquisitions of the GTCC permanent
collection.
• Recommend appropriate installation of art on campus including consulting
appropriate department and/or administrator of proposed exhibit areas.
• Review and approve temporary art exhibits, except in areas designated for
faculty/staff to use for this purpose such as Art Galleries, Arts teaching facilities,
personal or division offices. All exhibited artwork must comply with all ADA
regulations as they apply to exhibition spaces, and safety regulations, as well as
applicable regulatory codes adhered to by the college. Aesthetics of safety barriers
for artwork should be considered in the decision-making process.
• Consult with Facilities staff as needed related to the placement, maintenance, and
storage of works of art.
 • Encourage and support the display and acquisition of student and alumni artwork.

The Art on Campus Committee shall review works of art offered to the college and
recommend acceptance or rejection, excluding the Visual Arts Department collection.
The Art on Campus Committee has final approval and acceptance of recommended art
acquisitions. The Dean, in consultation with the Art on Campus committee and other
appropriate staff, shall recommend for execution appropriate contracts to acquire each
approved work of art with the goal of acquiring work that is unrestricted and may be
used by the college at its discretion and without limitations.

A committee shall be appointed by the Dean of the Business, Creative and Performing
Arts division and composed of up to 9 members including administrators, faculty, staff,
and the Dean with the goal of broad campus representation.

Membership
Dean, Business, Creative and Performing Arts, Chair
Inventory Clerk
Foundation Representative
Operations & Facilities Representative
Risk Manager
Visual Arts Faculty Representative (4)

3. Center for Teaching and Learning Committee – Chief Academic Officer

The Center for Teaching and Learning is designed to be an institutional resource to
advance faculty development and, ultimately, student achievement by supporting the
integration of innovative teaching methodologies. This will be accomplished through
the work of the CTL committee, whose purpose is to help the Center provide programs
and services that emphasize the knowledge, techniques, and issues related to teaching
and learning. This committee plans to meet the third Wednesday of each month.

Membership
Voting Members:
Faculty Representative, Aviation Programs
Faculty Rep, Business, Creative and Performing Arts (2)
Faculty Representative, Health Sciences (2)
Faculty Rep, Humanities and Social Sciences (2)
Faculty Representative, Human Services and Public Safety (2)
Faculty Representative, Industrial, Construction, Transportation Technologies (2)
Faculty Representative, Science, Technology, Engineering and Math (2)
Faculty Representative, Workforce and Continuing Education
eLearning Representative

Non-voting Members:
Director of Employee Development & Engagement or designee
Academic Dean/Director Representative
4. Curriculum Committee - Chief Academic Officer
The role of the Curriculum Committee is to ensure the integrity and consistency of
curricula through review of all proposals for the following: new programs, new courses
and changes to existing programs including adding/deleting courses, modifying pre-
and co-requisites revising course level student learning outcomes, or fourth sentences
(local) of course descriptions, adding to the elective list or modifying semester layout.

The committee also makes recommendations for the establishment or revision of

college policies on academic standards. Its objectives are to assure that changes are
educationally sound, to avoid unnecessary duplication of effort, and to reflect the
constructive advice of a cross section of faculty, staff, and administration in its
recommendations. While the committee seeks input from staff and faculty on
curriculum issues, in accordance with the SACSCOC Comprehensive Standard that
“The Institution places primary responsibility for the content, quality, and effectiveness
of its curriculum with its faculty”, only faculty members have voting authority. This
committee meets on the third Wednesday of each month.

Membership
Voting Members:
Chief Academic Officer
Faculty Representative, Aviation Programs
Faculty Representatives, Business, Creative and Performing Arts (2)
Faculty Representatives, Health Sciences (2)
Faculty Representatives, Human Services and Public Safety (2)
Faculty Representatives, Humanities and Social Sciences (2)
Faculty Representatives, Industrial, Construction, Transportation Technologies (2)
Faculty Reps, Science, Technology, Engineering and Math (2)

Non-Voting Members:
Director, Instructional Support Services and Special Projects
Director, Student Success and Retention Services
Director, eLearning
Director, Financial Aid or designee
Coordinator, Curriculum and Catalog Maintenance
Library Representative
Registrar or designee

5. eLearning Committee – Chief Academic Officer

The role of the eLearning Committee is to support quality instruction for online and
hybrid courses, promote innovation and student success through the use of online tools
and work with areas across the college to find ways to support our students at a
distance. This committee meets monthly on the third Friday of each month.

Membership
Voting Members:
eLearning, Student Services Representative
 eLearning Faculty Representative, Aviation Programs
eLearning Faculty Representative, Business, Creative and Performing Arts (2)
eLearning Faculty Representative, Health Sciences (2)
eLearning Faculty Representative, Humanities and Social Sciences (2)
eLearning Faculty Representative, Human Services and Public Safety (2)
eLearning Faculty Rep, Industrial, Construction, Transportation Technologies (2)
eLearning Faculty Rep, Science, Technology, Eng and Math (2)
Center for Academic Engagement Representative
Library Services Representative
Workforce & Continuing Education Faculty Representative

Non-Voting Members:
Director, eLearning

6. Enrollment Management Committee – Vice President of Student Services

Enrollment management is an institution-wide, systematic, comprehensive, research-
driven system designed to locate, attract, and retain students. The committee will
discuss, develop, monitor, and evaluate all aspects relating to the recruitment,
enrollment, retention, registration, advising, completion, graduation, and support of
GTCC students on all campuses. This committee is advisory to the president and is
charged with achieving the institution’s desired enrollment/retention goals.

Membership
Vice President of Student Services, Co-chair
Director, Instructional Support Services and Special Projects or designee
Senior Vice President of Instruction
Registrar
Workforce & Continuing Education Representative
Associate Vice President of Student Services
Vice President, College Advancement
Dean, Adult Education
Director, Admissions
Director, Student Success and Retention Services
Director of Center for Academic Engagement
Director, Financial Aid
Director of Institutional Research, or designee
Director, eLearning or designee
Business Office Representative
Chief Information Officer or designee
Faculty Association President or designee
Academic Dean Representative, Humanities and Social Sciences
Assistant Registrar
Academic Dean Representative
Program Director Representative
Department Chair Representative
Staff Representative
7. Gender Equity and Title IX Compliance Committee- Vice President of Student Services
This committee will maintain broad representation from across the college to
establish annual goals for Title IX education and outreach initiatives on all
campuses to include the following sub-committee assignments.

• Review and recommend revision to pertinent college policies and procedures to

include an organization chart for positions involving Title IX responsibilities;
• Expand/revise list of investigators and ensure proper training;
• Revamp Title IX database (Maxient) and ensure data integrity, proper
security access, and re-training occurs;
• Update, improve, and recommend someone to maintain Title IX webpage;
• Provide recommendation and materials for required training to employees and
students and ensure training occurs. Provide data and feedback on training
activities; and
• Review and recommend athletic program’s compliance with Title IX.
• Conduct biennial Campus Climate Survey on awareness/sensitivity to sexual
harassment, sexual misconduct, and gender discrimination education efforts for
faculty, staff, and students, and;
• Generate annual report on results for each goal attainment/outcomes, survey
results/assessment, as well as general observations on effectiveness of Title IX
education and outreach activities on all campuses.

Membership
Vice President of Student Services/Title IX Coordinator
Vice President of Business & Finance Designee
Deputy Title IX Coordinator (Students)
Backup Deputy Title IX Coordinator (Students)
Deputy Title IX Coordinator (Employees and 3rd Parties)
Backup Deputy Title IX Coordinator (Employees and 3rd Parties)
Operations & Facilities Representative
Workforce & Continuing Education Representative
Early Middle College High School Liaison
Faculty Association President
Athletics Staff Representative
Student Life Office Representative

8. Global Education and Literacy Committee - Chief Academic Officer

The role of the Global Education and Literacy Committee is to develop and support
sound educational strategies that improve global literacy and awareness in order to
prepare students for the ever changing, interdependent, diverse, and dynamic world in
which they live.
 Membership
Voting Members:
Faculty Representatives, 2 from each division (except one rep from Aviation
Programs, 2 Co-chairs, Returning World View Representative, Global Scholars
Representative will represent their respective divisions)
Faculty Representative, Adult Education
Library Services Representative
International Student Advisor
Student Services Representative
Staff Association Representative
Employee Development & Engagement Representative
Center for Academic Engagement Representative

Non-Voting Members:
Associate Vice President of Instruction

9. Learning Evidence Committee - Chief Academic Officer

The role of the Learning Evidence Committee is to develop, maintain, and expand a
comprehensive assessment model for program and general education outcomes as well
as collect and analyze assessment data each semester. Additionally, the Learning
Evidence Committee is also responsible for coordinating and facilitating assessment
workshops each semester. This committee meets on the 4th Friday of each month.

Membership
Voting Members:
Faculty Representative, Workforce & Continuing Education
Faculty (13) - Two representatives will be selected from each academic division,
except only one representative from Aviation Programs. Selected faculty co-chairs
will facilitate the work of the committee

Non-Voting Members:
Director, Instructional Support Services and Special Projects
Center for Academic Engagement Representative
Library Services Representative

10. Multiculturalism and Inclusion Committee – Vice President of Student Services/

Director of Employee Development & Engagement

Multiculturalism and Inclusion are essential to institutional, faculty/staff, and student

success. The committee’s primary purpose is to make recommendations of policy,
process and practice with regard to multiculturalism, diversity and inclusion. The
committee is a working group with a broad focus on matters such as student success,
employee engagement, and campus climate. The committee will meet monthly on the
first Thursday.
 Membership
Vice President of Student Services or designee, Co-chair
Director of Employee Development & Engagement, Co-chair
Associate Vice President, Human Resources
Human Resources Representative
Global Literacy Representative
Faculty Association President or designee
Staff Association President
Campus Police Representative
Greensboro Campus/ Adult Education Representative
High Point Campus Representative
Director, Center for Academic Engagement
Student Services Representative
DAS Representative
Library Representative
eLearning Representative
International Student Advisor
Director, Student Success and Retention Services or designee
Faculty Representative from each Instructional Division
Student Government Association President
Workforce & Continuing Education Representative
Student Representative from Cameron, High Point, Greensboro, and Jamestown (4)

11. Risk Management/Health and Safety Committee – Vice President, Operations &
Facilities
This committee will provide a means to continually enhance campus safety by
completion of campus safety objectives assigned annually by the College Leadership
Team. Members act as liaisons to raise safety awareness among the campus
community. The committee provides an annual report to the president regarding
completion of objectives and recommendations for consideration by College
Leadership Team. The committee may also provide recommendations to enhance
campus safety that are not directly related to annual objectives. This committee meets
quarterly or as needed.

Membership
Manager, Business Continuity and Emergency Preparedness, Chair
Campus Police Chief
Risk Manager
Campus Dean
Associate Vice President of Instruction
Director, Marketing & Communications
Physical Plant Director
Finance Compliance Specialist
Other as needed
 12. The Student Campus Assessment Response and Evaluation (CARE) Team – Associate
Vice President of Student Services

The college’s individual emergency response offices—Campus Police, Community

Standards, Title IX, Counseling, and the Titan Link Office—provide comprehensive
services guided by existing policies. Examples of these policies include I-2.1.4 Anti-
violence and Threat Assessment; I-2.1.5 Accidents/Safety; I-2.1.6 Sexual Harassment,
Sexual Violence, and Anti-Harassment; and IV-3.1.1 Student Code of Conduct. This
student CARE team policy does not supersede those policies, but rather establishes
criteria for how the offices will work together to develop combined response plans that
draw from multiple existing policies on a case-by-case basis.

Membership
Campus Police Chief or a regular designee
Director, Student Conduct and Community Standards
Titan Link Director or designee
Counseling Center Director or designee
Rotating academic dean to represent Curriculum and Instruction
Financial Aid Representative

13. Threat Assessment Team - Vice President, Operations & Facilities

The Threat Assessment Team provides a means to assess situations when a student or
employee makes comments or displays behavior suggesting that the individual might be
at risk of causing harm to himself or others and to help prevent situations of safety
concern, either before or after a violation has occurred, from becoming more serious.

Membership
Members of the Threat Assessment Team will be appointed by the. Selection of
members will be based on unique skills, knowledge, and experience essential to
completion of the Committee’s annual objectives. The president will appoint a chair
from the team members.

For student threats, the team will consist of the vice president of Student Services or
designee, a representative of Campus Police, a representative from Instruction, a
representative from Counseling and the campus dean, if other than Jamestown Campus.
As need arises, other personnel may be added.

For employee threats, the team will include the Chief Human Resources Officer (or
designee if the director is not available), a representative of Campus Police, the
employee's immediate supervisor and other supervisors within the chain as needed. A
representative from Counseling and the dean of the campus involved.

• Appeals, Review and Hearings Committees

1. Employee Relations Committee – Chief Human Resources Officer

 This committee will meet as needed to hear employee grievances and to conduct
hearings pursuant to V-5.1.2 Employee Grievance policy and V-2.1.3 Due Process for
Employment Termination policy. All committee members must be in good standing,
not under disciplinary review and shall have been employed by the college for at least
3 years. Committee membership will reflect college diversity, including exempt and
non-exempt staff representation, and faculty representation.

The committee’s chair, vice chair, and members will be appointed by the Chief Human
Resources Officer. Individuals appointed to this standing committee will serve two-
year terms, which will be staggered for continuity. Committee members will receive
an orientation as to the responsibility of the committee.

Upon request of the president (or designee), the chair of the committee will designate
members from the committee to hear employee grievances and to conduct hearings.
The members designated to hear grievances and to conduct hearings will be
determined by the circumstances of the specific case, as provided in V-5.1.2 Employee
Grievance policy and V-2.1.3 Due Process for Employment Termination policy.

2. Student Conduct Appeal Committee – Director, Student Conduct & Community

Standards
This committee will hear appeals of the decisions of the Director, Student Conduct &
Community Standards. The committee is further described in the IV-3.1.1 Student
Conduct policy.

Membership
Faculty (4)
Staff (2)
Students (3), appointed by the Student Government Association with the approval of
the Vice President of Student Services or designee
Workforce and Continuing Education Representative

Non-voting Member
Director, Student Conduct and Community Standards, ex officio, Chair
Campus Dean, ex officio

3. Traffic Appeals Committee –Vice President, Business & Finance

This committee will serve as a hearing body for students and employees who wish to
appeal traffic citations issued by Campus Police. The committee will have final
authority in upholding or rescinding traffic citations.

Traffic Committee Membership

Vice President, Business and Finance designee
Faculty Association Representative
Staff Association Representative
Student Government Association Representative (2)
Faculty Representative
 Staff Representative

• Specific Purpose Committees

Specific purpose committees are formed to plan and prepare for single annual events or
projects, or to oversee limited, specialized functions. Memberships are set for each
committee according to the committee's scope and impact, the expertise needed, and
employees' interests. Committees plan all aspects of the annual event or project,
including, but not limited to, such issues as site, procedures to be followed, timeframe,
invitees, and honorees, as appropriate to the specific event/project. Recommendations are
subject to the approval of the assigned administrative officer and the president.

Membership on specific committees is determined by the president after consideration of

the roster of names submitted by the assigned administrative officer. The primary criteria
shall be to ensure that each committee has the expertise required, each committee is
representative of all college groups with a direct interest in its area of responsibility, and
each committee is diverse as to race, gender and ethnicity. The membership of each
committee shall be publicized to the campus community and shall be available in the
President's Office.

Meetings are convened by the administrative officer or the chair of the committee. Copies
of the minutes of each meeting and an annual summary of committee activities and/or
recommendations are forwarded to the president and vice presidents for review.

The following describes the purpose of each specific purpose committee, and lists the
administrative officer responsible.

1. Calendar Committee - Chief Academic Officer or designee. This committee plans the
annual academic calendar for the college.

Membership
Director, Instructional Support Services and Special Projects
Registrar
Curriculum Faculty Representative, College Transfer
Curriculum Faculty Representative, Career Technical Ed
Continuing Education Representative
Middle College Liaison
Financial Aid Representative
Business Office Representative
Campus Store Representative

2. Employee of the Month Selection Committee – Chief Human Resources Officer

This committee reviews nominations, and selects an employee of the month as outlined
in the Employee of the Month Award Procedures, College Wide Rule. Each member
will serve for 2 years.
 Membership
Under Review

3. Graduation Committee –Vice President of Student Services or designee

This committee plans the annual graduation celebration.

Membership
Vice President of Student Services
Associate Vice President of Student Services, Co-chair
Campus Dean, Co-chair
Branch Campus Representative
Curriculum Faculty Representative (4)
Student Services Representative (3)
Campus Store Representative
Operations & Facilities Representative (2)
Campus Police Representative (2)
President’s Office Representative
Middle College Liaison
Student Life Representative
Counseling Representative
Instruction Representative (2)
Registrar
Assistant Registrar
International Student Representative
Dean/Director Representative
Continuing Education Representative
Director, Marketing & Communications

4. Scholarship Committee –Vice President of Student Services or designee

This committee selects eligible recipients and alternates for GTCC Foundation, state,
and outside funded scholarships from a list of nominees compiled by the Scholarship
Coordinator.

Scholarship Committee Membership

Financial Aid Representative, Chair
Student Services Representative
Foundation Representative
Business Office Representative
Faculty Representative
Faculty Association Representative
Staff Association Representative
Workforce & Continuing Education Representative

5. Student Excellence Committee –Senior Vice President of Instruction or designee

This committee identifies and organizes an annual program to recognize outstanding
academic and leadership achievement among GTCC students.
 Membership
Faculty Representative, one from each division
Dean Representative
Senior Vice President of Instruction, Executive Administrative Assistant
Student Services Representative (2)
Conference Center Director

6. Technology Governance Committee – Vice President of Business & Finance

The primary purpose of the Technology Governance Committee is to provide timely
advice and recommendations to the College Leadership Team on how to effectively
allocate information technology resources in alignment with the overall goals and
strategic direction of the college.

Membership
Committee Chair
Chief Information Officer
Curriculum Faculty Representative
eLearning Representative
Business Office Representative
Director, Instructional Support Services and Special Projects
Continuing Education Representative
Other Campus Representative
ITS Representative
Academic Dean Representative/Director Rep
Operations & Facilities Representative
Student Services Representative
Marketing Communications Representative
ADA Representative
Innovative Projects Coordinator, ITS
Business & Finance Representative
Human Resources Representative
Business Continuity & Emergency Preparedness Representative

• Ad Hoc Committees are formed for a single task or project. These committees have a
definite life span and dissolve when the task or project is complete. Such committees
may have short or long duration, large or small memberships, large or narrow scope.
Examples include the Self-Study Committee or committees formed to study college
issues. Ad Hoc committees make recommendations to college administrators or to
standing committees.

Ad Hoc Committees may be named by the president, vice presidents or administrative

officers of standing committees. Membership should be determined to ensure that the
committee has the expertise needed, is representative of those areas of the college directly
affected by the issue being studied, and to the extent practical, has racial, ethnic and
gender diversity.
 Staff meetings and work unit meetings are conducted on a regular basis within divisions
or departments of the college and are concerned with the functioning of the specific work
unit. These groups may be referred to as "council" or "committee". These groups are
official college committees or councils, but, due to their specificity to the work unit and
its day to day operation, for the purposes of this manual, they are not listed.

• Affiliated Associations are groups that function to represent critical college

constituencies, concerns, and interests. Members of these affiliated organizations are
included on appropriate college councils and committees as described above to ensure
shared governance on items of mutual concern. They may also make recommendations
as a group to the president or designee.
a. Faculty Association
b. Staff Association
c. Student Government Association

Adopted 12/1997 Revised 04/26/2010 Revised 02/26/2020

Revised 08/1998 Revised 09/2012 Revised 08/12/2020
Revised 01/2001 Revised 01/2013 Revised 07/19/2021
Revised 04/2003 Revised 02/2014 Revised 09/16/2021
Revised 07/2003 Revised 08/1999 Revised 08/15/2022
Revised 10/2003 Revised 06/2014 Revised 01/09/2023
Revised 03/2004 Revised 06/2014 Revised 08/28/2023
Revised 08/2004 Revised 07/27/2015
Revised 01/2007 Revised 10/06/2016
Revised 05/2007 Revised 08/31/2017
Revised 07/2007 Revised 11/08/2018
Revised 05/2008 Revised 09/30/2019
I. CAMPUS FACILITIES

I-1.1 Use of Facilities and Grounds

I-1.1.1 Use of Facilities by College-Affiliated and Outside Groups

Guilford Technical Community College's buildings and allied facilities are available to
responsible groups when such use is determined to be beneficial to the citizens of Guilford
County and/or GTCC, and when it will not interfere with or be detrimental to the ongoing
mission, educational programs, operations, or facilities of the college.

Non-affiliated groups may not use the facilities for profit-making purposes except as specified
under G. S. 66-58(c) and G. S. 115D-20(12). UNC Institutions may have access to GTCC
facilities as specified in the Memorandum of Understanding between the North Carolina
Community College System and the University of North Carolina [APPENDIX III]. Private
businesses that loan or donate instructional equipment may use college facilities on a limited
basis to demonstrate the equipment to customers or potential customers in accordance with State
Board of Community College Code SBCCC 02C.0503.

Attendance at any event may not be restricted on the basis of race, sex, color, religious
affiliation, national origin, or disability.

When required, charges for the use of the facilities shall be made according to the schedule of
fees outlined in the procedural guidelines of this policy.

Procedure

Overview
For inquiries (including cost and availability information) regarding The Conference Center at
GTCC or the Clubhouse at Cameron Campus, located on the Donald W. Cameron Campus,
please contact The Conference Center directly at 336-819-2052 or [email protected]. You may
also submit a proposal request online at www.conferencecentergtcc.com.

For all other general meeting and Instructional spaces, the following procedures will apply.

While curriculum and continuing education classes have priority over general college spaces,
other groups are welcome to use GTCC facilities. The hierarchy of priority for facilities usage
are as follows:
1) Credit/FTE-earning classes (curriculum and continuing education)
2) GTCC internal events include Board of Trustee or GTCC Foundation events, faculty/staff
meetings, and student/club events.
3) GTCC-sponsored events and meetings are events in which GTCC participates and is with
an entity in which GTCC has an organizational membership. GTCC sponsored events do
not include events for entities in which a GTCC employee has an individual membership
as a general member or board member.
4) Local, state, NCCCS Office, and federal agency government events
 5) Non-affiliated groups are other for-profit/non-profit enterprises not included in items #1
to #4 above. These groups may use campus facilities for educational programs, such as
seminars, courses, meetings and trainings. These are groups that are defined by having a
mutually beneficial relationship with GTCC, whose work supports or enhances the
mission of the college, and does not conflict with a GTCC program.
• The event must not generate reasonable concern for the safety of people or property.
• Entities in groups #3 and #4 above may use campus facilities without charge for up to
four occurrences within GTCC’s fiscal year.
• Non-affiliated groups may use campus facilities up to three occurrences per GTCC’s
fiscal year for a fee.
• An occurrence is a single day, whether consecutive or non-consecutive, where the
facility is used regardless of the number of hours used.
• Attendance may not exceed 100 people per event, except for when booking Koury
Auditorium, which can accommodate up to 300 people.
6) Catering and other food services are not allowed for GTCC-sponsored, local, state, and
federal government, and non-affiliated group events.

1. Any group or organization using GTCC facilities shall save the Board, the individual
members thereof, and any other employees, free and without harm, from any loss, damage,
liability, or expense that may arise during, or be caused in any way by, such occupancy for
use of the college property. In the event damage to college property is incurred as a result
of the use of the facility by any group, the using group shall be assessed an amount which
shall cover the damage and related costs. The using group obligates itself to maintain order
and decorum to ensure that all participants obey applicable federal law, state law, and local
ordinances to prevent use of any tobacco products (including vaping) on any GTCC
property; and to prohibit use of alcoholic beverages or of any controlled substances in the
buildings or on the grounds unless specifically authorized according to Management
Manual policy I-2.1.7 Alcohol and Controlled Substance Use.

2. Future use of GTCC facilities by any group is contingent upon the group protecting the
college's property, ensuring complete safety of the participants, and observing fire and
other safety ordinances. If the facility is misused, the Conference Center director will
advise the group in writing of such misuse and direct appropriate corrective action. Misuse
may result in prohibition from any future use of the college's facilities by that group.

3. For the activities specified below, groups may use certain institutional facilities at no
charge. Charges may be levied to cover expenses for services such as set-up, added
security, or unusual clean-up. These activities include:
a. All GTCC sponsored activities and Internal Events
b. Public service activities (i.e., voting polls, blood drive, mass inoculations, etc.)
c. City, county, state, and federal agency meetings or functions if no admission is charged

4. Groups may use college facilities for the following purposes and charge a participant fee as
outlined below.
a. All non-affiliated groups for non-profit generating events. A de minimis fee up to $35,
such as the cost of materials provided to participants is permissible and is not considered
 profit generating. Any groups charging participants over $35, will not be approved.
b. Public service activities that are not GTCC sponsored, where registration or admission is
charged or collections received
c. City, county, state, and federal agency meetings or functions when admission is charged
and the events are not GTCC sponsored

5. Private businesses that loan or donate instructional equipment to the college may be
permitted limited use of college facilities to demonstrate the equipment to their customers or
potential customers. All donations must go through the college’s Foundation Office.
a. Businesses may be permitted this limited use for up to three years following the
donation, unless the president or designee approves a different time period.
b. Demonstrations of donated instructional equipment must be scheduled during the normal
operating hours of the college, must not disrupt or interrupt instructional classes, and
must be approved by the vice president of the appropriate program. Appointments must
be made at least two weeks in advance. A representative of the college must be present
at all times during the demonstration.

6. Room reservations shall be made in the order requested. The college reserves the right to
change the assigned room or cancel a reservation if an emergency or urgent need justifies
such a change. Every reasonable effort will be made to suitably accommodate the affected
group should such a situation arise. GTCC sponsored activities and Internal Meetings will
not be booked for more than four meetings in advance, unless approved by the Conference
Center director.

7. Restrictions for Use of Facilities

a. GTCC reserves the right to deny access to college property to any individual or group
where it may be perceived that their presence poses a potential risk of violence,
disruption, or negative publicity for the college. Please see I-1.1.5 Free Speech and
Public Assembly policy.
b. Ordinarily use will be permitted only during normal college operating hours. Normal
operating hours will vary from term to term and during winter and summer sessions.
The college reserves the right to deny use when any activity is deemed to be too labor
intensive for the college to support.
c. Basic wireless internet is available for use via the college’s guest network. Due to
security concerns, non-college owned computers/laptops or other computing devices that
do not have wireless capability will not be allowed on the college’s network.
d. College facilities cannot be used by any candidate to promote their political campaign.
Allowing a candidate to use the facilities to solicit signatures for a petition is not
permitted. This restriction shall not prevent the college from inviting candidates to
speak at a non-partisan event held at a college facility, provided that all candidates are
invited to the event, and provided further that the format and content of the program is
presented in a neutral manner, and the college expressly states that it neither supports
nor opposes any candidate.
 e. Outside groups using college facilities may not use them for fund-raising, in a
commercial venture, for personal use, or for personal financial gain. Any use of college
facilities as a setting for still pictures, portraits, videos or movies that are not part of the
college’s instructional or marketing programs, must be expressly approved by the
president or their designee.
f. Groups using college facilities may not assume or imply that permission to use college
facilities represents college endorsement or sponsorship of the group, its purpose or
activities. The college reserves the right to require a disclaimer be placed on all
advertisements related to the use of its facilities. The disclaimer shall read: “Guilford
Technical Community College is not affiliated with, and does not necessarily endorse
the opinions, beliefs, statements, writings, or philosophies expressed by this activity or
its participants.”
g. Groups using college facilities may not refuse college officials entry to facilities in
which the group’s activity is being held.
h. Groups using college facilities may not limit, restrict, disrupt, or in any way inhibit the
normal programs of the college or other college-sponsored activities.
i. Groups using college facilities shall not utilize, contract, proprietary, or volunteer traffic
control or event security personnel (whether licensed or unlicensed) at events on any
college property. Members of protective details (other than sworn law enforcement
personnel with territorial jurisdiction on college property) accompanying speakers,
performers, or other guests may not possess firearms or other weapons on college
property.
j. Groups may not tape or in any way adhere signage to walls, doors, or other painted
surfaces. Permission must be granted by the vice president, Operations & Facilities (or
designee) prior to hanging any signage. Once permission is granted, signage must be
hung as directed by college staff.
k. GTCC is open to people of all faiths and practices, however the Establishment Clause of
the First Amendment prevents GTCC from supporting a particular religion or religious
practice. As a state supported and public institution, GTCC is limited by legal
obligations and can therefore not designate facilities for the specific purpose of prayer or
religious observance.

8. The following fees shall be charged for use of college facilities on all GTCC campuses
(excluding The Conference Center at GTCC and The Clubhouse at Cameron Campus):

a. Facility Single Session Use

All Campuses
Auditoriums (except Koury Auditorium) $225
Classroom $75
Conference Room $150
Parking Lots, Courtyards, and/or Grounds (per area) $250

Greensboro Campus:
Adult Education, W1 News and Record Room 221 $225
Campus Center, W4 Student Rotunda, Room 100 $250
 Continuing Education, W2 Room 152 (A, B, C) $75 per room

High Point Campus:

Amphitheater $500
Community Room (H4, Room 203) $225

Jamestown Campus:
Koury Auditorium $750
Laboratory $300
Medlin Meeting Rooms (All 2700 rooms) $675
Medlin Meeting Rooms 2701, 2702, or 2703 $225 per room

Note: The showroom in the Center for Advanced Manufacturing

is reserved for college-sponsored events only until further notice
Time needed for set-up and breakdown constitutes an additional hour of labor billing at
the current hourly rate.

b. Audiovisual Equipment
The college supplies the AV equipment listed below depending upon availability of
equipment and technician.
• Projector system and/or podium with built-in microphone - $50.00 per day
• Dedicated technician working the event - current hourly rate (upon availability)

If a group intends to use any other equipment, rental is available from local vendors. It is
required that any arrangements for outside rentals/vendors be communicated with the
events scheduler at least two weeks prior to the event. Such equipment is the
responsibility of the requesting party, using one of the college’s preferred vendors. It is
also required that all rental equipment is removed from the facility at the conclusion of
the event. Fees are due at the time the room is scheduled and no later than one week
before the scheduled event. GTCC may cancel the event if payment is not received by
the due date.

A cancellation notice or changes of a scheduled event must be provided at least three

business days prior to the event to be eligible for a refund. Any changes requested within
three business days prior to the event will be subject to availability and resources.

c. In cases where the requested use of the facilities does not clearly fit the uses specified in
section 3 or section 4, the Conference Center director shall determine an appropriate fee
assessment.

d. If the presence of any GTCC employees (technicians, campus police) is necessary under
this policy for a meeting which occurs after their normal working hours, the college will
charge the using group a fee sufficient to reimburse the college for overtime/
compensatory time and benefits for such personnel. The Conference Center director may
waive the fee if it is in the best interest of GTCC.
9. The official representative of a requesting group must submit an online request through the
event scheduling software Ad Astra, which is accessible from the college’s homepage
(www.gtcc.edu)/Community Engagement/Events and Conferences. Businesses must
electronically attest to reading the policy using the link provided on the request form and
agreeing to the terms and conditions including costs for using college facilities and
personnel.

10. If arrangements are initiated through any college personnel, that person shall ensure that the
online request is properly completed. The completed request should be submitted at least one
week prior to the date of requested use and two weeks prior if meals (GTCC Internal groups
only), multiple facilities, special set-up or audiovisual equipment are needed.

11. The events coordinator will review all campus requests immediately to determine
appropriateness and raise any questions about the group's request. The events coordinator
will forward those questions to the Conference Center director. The Conference Center
director will inform the President's Office or other appropriate offices about any requested
event with a questionable intended purpose and/or audience which generates reasonable
concern for the safety of people or property.

12. The events coordinator will notify the group of the event’s approval status in writing. If the
group is not approved, the reason for disapproval will be included in the written response

13. Ad Astra requests will be electronically routed to Campus Police, custodial services, and any
other office necessary to make special physical arrangements for the event.

14. The events coordinator will send approved groups the following information:
a. A confirmation of the room assigned, day, date, and time of the event;
b. A fee assessment, followed by an invoice from the Business Office, if applicable

15. Weekend Meetings

a. Saturday Meetings - GTCC-sponsored meetings may be scheduled on Saturday between
the hours of 8:00 a.m. and 4:00 p.m. All other groups will be scheduled on a limited
basis with approval of the Conference Center director. Placement will depend on which
buildings are open and heated/cooled. Special charges will be levied for services needed
and not normally available on Saturdays. The Conference Center director may waive
such charges if it is in the best interest of GTCC.
b. Sunday Meetings - Sunday meetings will be scheduled on a very limited basis subject to
the approval of the Conference Center director.
c. A member of the GTCC Campus Police staff is required to be on duty to supervise an
activity when the facility is closed. A group using the facility at such times will be
charged for any required personnel according to section 8(d) of this policy.

Adopted 12/12/1996
Revised 06/30/1999
Revised 02/20/2003
Revised 04/19/2007
Revised 10/19/2017
Revised 08/29/2019 (policy)
Revised 09/30/2019 (Procedure)
Revised 09/08/2020 (Procedure)
Revised 09/19/2022 (Procedure)
Revised 11/09/2022 (Procedure)
I-1.1.2 Parking
Guilford Technical Community College maintains parking regulations for the safety and benefit
of its employees, students, and visitors. GTCC governs its citations, traffic control, and fines
according to N.C. General Statutes Chapter 115D-21 (as modified by S.L. 2012-142) and
Chapter 20-219.11. A current GTCC parking permit is required for each vehicle parked on
campus by GTCC employees and students.

Procedure
1. Parking permits are issued as follows:
a. The President's Office issues parking permits to all trustees and foundation directors.
b. The GTCC Human Resources Office will issue an employee permit to all employees and
will be valid until the end of employment. Upon request, an employee may be issued one
additional permit for a second vehicle.
c. Full-time regular employees will be issued permanent hang-tag style permits.
d. Part-time or temporary faculty/staff will be issued permits valid for one year and
renewable each year.
e. Department heads may pick up permits for their part-time personnel but will be
responsible for seeing that the parking registration cards are completed and returned to
Campus Police, as the numbers on these permits will be initially checked out to the
department head.
f. Student permits will be issued to students on an annual basis at all GTCC campuses.
• Permits are available at any Campus Police or Cashier Office.
• GTCC curriculum students will pay a campus access, parking and security fee each
semester. Continuing education students will pay a fee for each course. Students
must present proof of enrollment in order to obtain the required permit. Permits are
valid on all GTCC campuses.
• Student workers are not eligible for an employee parking permit.
g. Visitors may obtain parking permits from several offices on campus including
Cosmetology, Dental Services, the Testing Center, and any GTCC Campus Police Office.
h. Special permits are issued by Campus Police to address special temporary parking needs
of individuals.
i. In addition to a regular parking permit, students or employees may apply for a special
permit for a low emission vehicle (LEV) or for a car or van being used as a carpool
vehicle. Special parking for such vehicles is available at all LEED certified buildings at
GTCC campuses. Permits for the Jamestown and Cameron Campus are issued at
Campus Police. Permits for the High Point Campus and the Greensboro Campus are
issued from the Campus Dean’s Office. Permits are valid only for the specific vehicle
identified on the permit request form. Student permits are valid for one year only.
Faculty/staff permits are valid for as long as the vehicle owner is an employee and still
driving a vehicle in one of these categories.

Applicants for a LEV permit must have a vehicle with a 40+ rating on the American
Council for an Energy Efficient Economy (ACEEE) annual rating guide. Campus Police
will verify the rating when an application is made. LEV permits are good only for spaces
marked as reserved and are available on a first come basis.
 Applicants for the carpool/vanpool parking permit must provide additional information
on the request form about each participant in the pool. Even if a vehicle has a carpool
permit, it may not be parked in a special space unless there are two or more occupants
upon arrival on campus. Carpool/vanpool permits are valid only in appropriately marked
spaces which are available on a first come basis.

Campus police monitor those special spaces, and violators may be cited.

2. Hang-tag style permits must be hung on the rearview mirror of all vehicles. For
motorcycles/mopeds/ bicycles, the permit must be placed on a handle bar so that the permit
number is readily visible.

3. Parking permits are not transferable from one vehicle to another. Employee parking
privileges do not extend to family members and friends.

4. A new permit is required if a parking permit is destroyed, damaged, or lost. Purchased

permits will be issued, free of charge, with proof of original payment.

5. Assigned parking permits issued to a regular faculty/staff member must be turned in along
with keys, employee ID, etc. upon termination of employment.

6. A current parking permit is honored at all GTCC campuses.

7. Reserved parking spaces are only available for the handicapped, faculty, staff, cosmetology
patrons, dental patrons, and special permits.

8. Maps detailing GTCC campus parking locations and parking regulations may be obtained
from any GTCC Campus Police Office or on the GTCC website.

9. Penalties for parking violations.

a. The following parking violations will result in a fine of $25.00. If an individual has more
than three unpaid citations, their vehicle may be towed at their expense.
• Failure to properly display a special Cosmetology or Dental parking permit when
parked in those designated spaces
• Parking in any area posted "No Parking Anytime-Fire Zone".
• Occupying any portion of more than one space.
• Obstructing sidewalk or walkway.
• Parking on grass.
• Parking in a posted faculty/staff space without the appropriate permit.
• Parking the wrong direction in a "One Way" posted zone.
• Parking in a reserved parking lot and/or space without the appropriate permit.
• Blocking a lane of traffic.
• Blocking a building entrance.
• Parking on the shoulder of the road.
• Over parking in a posted time zone.
• Parking in a LEV space without appropriate placard or two or more people in carpool.
 • Parking in a carpool space without appropriate placard and two or more people per
vehicle
• Driving in the wrong direction.
• Straddling lines painted on roadway or parking lot surfaces.
b. The following parking violations will result in immediate towing and vehicle
impoundment for each offense. Vehicle owners are responsible for payment of all
associated towing and impoundment fees.
• Parking within 15' of a fire hydrant.
• Unattended vehicle in a loading zone.
• Parking in a designated tow zone; ex., handicapped and patron parking spaces.
• Other violations which affect the safe conduct of traffic.
d. Unauthorized parking in a "Handicapped Only" zone can result in a court-imposed fine
up to $250.00 fine and immediate towing and vehicle impoundment for each offense.
e. At the time a vehicle is towed, an attempt will be made to inform the owner of the place
where they can reclaim the vehicle and the conditions, which must be met when they do
so. If the person is not available at the time, Campus Police personnel will notify the
owner by telephone or mail. The notification will include information about appeals of
impoundment. All appeals for impoundment and towing will be heard by a Guilford
County magistrate, as required by N.C. General Statute 20-219.11.
f. Students with any unpaid citation fines will have grades and transcripts withheld and will
not be permitted to register for future terms until the indebtedness is satisfied.
Additionally, vehicles will be towed if a student has more than 3 unpaid citations. If a
student receives 6 or more citations (whether paid or unpaid) within a 12-month window,
parking privileges will be suspended. If a student’s vehicle is towed or parking privileges
are suspended, the student will be referred to the Disciplinary Officer.
g. The supervisor of any full or part-time faculty or staff members with unpaid fines will
receive an email notification at the end of the month. Normal disciplinary actions shall
be taken by this supervisor which may involve oral or written warnings or further action,
up to and including termination for failure to follow college procedures. The supervisor
will work with the Chief human resources officer as needed. Additionally, vehicles will
be towed if an employee has more than 3 unpaid citations. If an employee receives 3 or
more citations (whether paid or unpaid) within a 12-month window, parking privileges
will be suspended for a period to be determined by the Chief of Campus Police. Parking
permits issued to the employee must be surrendered to Campus Police upon request.
h. Payments may be taken or mailed to: GTCC Cashier’s Office, P.O. Box 309, Drawer R,
Jamestown, NC 27282. A copy of the citation should be presented when payment of the
fine is made.
i. Debts for unpaid citations shall be submitted to the North Carolina Department of
Revenue’s Set-off Debt program for garnishment of State tax refunds which may be due
to the violator. Other collection efforts, including submission of the debt to a collection
agency or reduction of other payments that may be due to the violator, shall also apply as
appropriate.
j. Persons wishing to appeal a citation may do so in writing to the GTCC Traffic Appeals
Committee. Forms to be used for the appeal are available at any Campus Police Office.

10. When necessary, certain areas may be designated for temporary overflow parking by the
 Chief of Campus Police.

Adopted 08/17/1995 Revised 09/13/2000 Revised 08/13/2018 (Procedure)

Revised 07/12/1999 Revised 02/23/2009
Revised 07/20/2000 Revised 10/01/2013
I-1.1.3 Smoking and Tobacco Use
Tobacco use will not be permitted at any time at any Guilford Technical Community College
facility. E-cigarettes, other smoking devices, vaping devices, and smoking-related paraphernalia
are included in this tobacco ban. Minimal use of tobacco will be permitted for specific
educational purposes which have prior approval from the college. Students who violate the
policy are subject to disciplinary action as provided for in the IV-3.1.1 Student Code of Conduct
policy. Faculty and staff who violate the policy are subject to disciplinary action according to
the V-2.1.2 Performance Improvement and Disciplinary Action Including Termination policy.

Procedure
1. All members of the college community are responsible for monitoring adherence to this
policy. Community members who witness a violation are expected to report it to the
Community Standards Office or to Campus Police.

2. Individuals suspected of violating this policy will be referred to their supervisor (for
faculty/staff) or Community Standards Office (for students) for disciplinary action. Visitors
caught violating the policy will be informed of the GTCC no tobacco policy and asked to
cease use of the tobacco product.

3. Disciplinary action: Students who are determined to have violated this policy will receive
appropriate sanctions from the Community Standards Office at the conclusion of an
investigation as mandated in the IV-3.1.1 Student Code of Conduct policy. Employees
violating the policy will be subject to probation for the first offense. Employees are subject
to dismissal for the second offense.

4. To secure approval to use items for educational purposes which would otherwise be banned
under this policy, the instructor of a class or leader of a recognized group must submit a
request in writing to the appropriate vice president. Requests must be submitted at least seven
business days (excluding official holidays and weekends) before the intended use, and must
include the following items:
• Instructor’s or leader’s name,
• Rationale for use of the items,
• How the items will be used,
• Proposed schedule for using the items, and
• Any other relevant information.

The appropriate vice president will answer the request, in writing, within four business days
(excluding official holidays and weekends) of its receipt.

Adopted 12/1997
Revised 06/16/2005
Revised 10/18/2007 (effective 08/2008)
Revised 10/14/2010 (effective 01/2011)
Revised 06/19/2014
Revised 10/15/2020
I-1.1.4 Solicitation on Campus
Guilford Technical Community College promotes the efficiency of the public services it
performs. Solicitation as used in this policy is defined as contact for the purpose of:
• Soliciting funds
• Sales or activity that may result in sales
• Distributing marketing materials
• Compiling data for assessment purposes (see also III-2.1.12 Use of Human Subjects)
• Recruitment of members or support for an organization or cause (see also I-1.1.5 Free
Speech and Public Assembly)

Procedure
1. General provisions:
a. No solicitation or advertisement may be posted on GTCC property or college electronic
media until approved by the appropriate administrator responsible for the area where the
notice is to be posted.
b. No solicitation or advertisement may be posted on vehicles parked on GTCC property.

2. Solicitations by the General Public:

a. An individual wishing to solicit on the premises of any GTCC campus must complete a
Solicitation and Visitor Reservation Form obtainable from the coordinator, Guest
Services/Events or The Conference Center at GTCC.
b. The vice president, Business & Finance, reviews the request. If approved, the individual
is given a signed copy of the Solicitation and Visitor Reservation Form and assigned a
location from which they may solicit.
c. A copy of the Solicitation and Visitor Reservation Form will be sent to the Chief of
Campus Police and shall be kept on file through the date of expiration.
d. A copy of the Solicitation and Visitor Reservation Form will be sent to the College
Advancement Office for information.

3. Solicitations by Students:
Student clubs may host off-campus entities on campus if:
a. The club fills out the Activity/Solicitation form located on the website at
https://form.jotform.com/202723517979162
b. The vice president of Student Services reviews and either denies or approves the request.
Approved requests for solicitations are forwarded to the Chief of Police, and to the
College Advancement Office.
c. A member of the hosting club is present with their off-campus entity
d. The representative(s) from the off-campus entity agree to and abide by all GTCC
policies, and local, state, and federal laws.
e. A student, or student organization wishing to solicit monetary or in-kind donations from
corporate, foundation, organization, and individual donors beyond employees and
students, the solicitor must contact the Foundation Office to approve a list of proposed
contacts in advance of solicitation and adhere to the III-2.1.5 Fundraising policy to
ensure solicitations are in accordance with fundraising guidelines.

4. Solicitations by Employees:
 a. Solicitation or distribution by GTCC employees in working areas during work time is
prohibited. However, the institution may sponsor solicitations (such as United Way)
during work time.
b. An employee wishing to solicit monetary or in-kind donations from corporate,
foundation, organization, and individual donors beyond employees and students, the
solicitor must contact the Foundation Office to approve a list of proposed contacts in
advance of solicitation and adhere to the III-2.1.5 Fundraising policy to ensure
solicitations are in accordance with fundraising guidelines.
c. An employee wishing to solicit from fellow GTCC employees or students must complete
a Solicitation and Visitor Reservation Form obtainable from the coordinator, Guest
Services/Events or The Conference Center at GTCC.
d. The vice president, Business & Finance, records the information and reviews the
request. If approved, the individual is given a signed copy of the Solicitation and Visitor
Reservation Form and assigned a location from which they may solicit.
e. The written permission to solicit must be presented upon request.
f. A copy of the Solicitation and Visitor Reservation Form will be sent to the Chief of
Campus Police and shall be kept on file through the date of expiration.
g. A copy of the Solicitation and Visitor Reservation Form will be sent to the College
Advancement Office and to the GTCC Foundation Office for information.

Adopted 06/20/1996
Revised 02/19/1998
Revised 02/15/2010
Revised 04/19/2018
Revised 08/30/2021 (procedures by CLT)
Revised 12/14/2023
I-1.1.5 Free Speech and Public Assembly
Guilford Technical Community College encourages its community to exercise the right to
freedom of speech granted by the First Amendment to the Constitution of the United States of
America. The college will protect the rights of freedom of speech, petition, expression, and
peaceful assembly. The right to restrict the time, place, and manner of expression is specifically
reserved for the college. Any acts that are disruptive to normal operations of the college
including but not limited to instruction or college business, or actions that interfere with the
rights of others will not be tolerated. Faculty, staff, and students engaging in disruptive activity
may be subject to disciplinary action. Any participant in a disruptive activity may face criminal
charges.

Procedure
1. The college hereby designates the following areas as Free Speech/Expression areas:
Jamestown Campus Grass area adjacent to the Campus Store at the rear entrance of
Medlin Campus Center
Greensboro Campus Grass Area on North Side of Greensboro Campus Center
High Point Campus Grass Area between H2 and H3
Aviation Center I Grass Area on Southwest Side of T. H. Davis Center

These areas shall be available for use by both members of the college community and
members of the general public. However, events sponsored by members of the college
community shall have first priority in using the Free Speech/Expression areas. The college
reserves the right to relocate any assembly to ensure that the activity does not interfere with
the normal operation of the college or interfere with the rights of others.

2. Individuals or groups wishing to exercise their free speech right in a public manner must
submit a written and signed request to the vice president of College Advancement at least
three working days prior to the desired date. The following information must be included in
this written request:

a. Name of the person or organization submitting the request

b. Address, email, and phone number
c. Campus requested
d. Date and times requested
e. List of planned activities (i.e., speech, signs, distribution of literature)
f. Anticipated number of participants and attendance
g. Signature of requestor

The vice president of College Advancement will review all free speech requests and notify
the requestor of the area, date and time that they can utilize the designated Free Speech area.
Approvals are for one day only for a maximum of three continuous hours, between 8:00 a.m.
and 5:00 p.m. with up to two visits per year (one per semester) for groups that are not part of
the college community. The vice president of College Advancement will notify the vice
president of Operations and Facilities, the Chief of Campus Police and vice president of
Student Services of any approved Free Speech event, and will describe any additional space
limitations or boundaries for the event.
3. The following guidelines shall govern Free Speech and Public Assembly activities:
a. Amplification Systems: Because amplification systems pose a significant potential for
disruption of college operation, public address and amplification systems may not be
used. This includes, but is not limited to, megaphones and PA systems.
b. The Right to Dissent: The right to dissent is the complement of the right to speak, but
these rights need not occupy the same forum at the same time. The speaker is entitled to
communicate their message to the audience during their allotted time, and the audience is
entitled to hear the message and see the speaker during that time.
c. A dissenter must not substantially interfere with the speaker's ability to communicate or
the audiences’ ability to hear and see the speaker. Likewise, the audience must respect
the right to dissent.
d. Tabling: Groups wishing to present information in a table display must remain present at
their table at all times during the event and may not approach individuals to encourage
their participation. Printed information, posters or other giveaways are permitted, but
must not be disruptive to normal operations of the college.
e. Picketing and Distribution of Literature: Picketing in an orderly manner or distributing
literature within the free speech area is acceptable when approved during the request
process as coordinated and approved by the vice president of College Advancement.
Picketing is not permitted inside college buildings.
f. Symbolic Protest: During a presentation, displaying a sign, gesturing, wearing symbolic
clothing, or otherwise protesting silently is permissible so long as the symbolic protest
does not unduly interfere with the ability of the person or entity reserving an area for free
speech/expression to express themselves.
g. Marches: Campus marches are permitted on campus only with the approval of the vice
president of College Advancement in coordination with the Chief of Campus Police.

In order to ensure the safety of participants and bystanders and to minimize the disruption
of college classes and daily operations, this request must specify the desired march route
and estimated total/maximum number of participants.

Pickets/marchers must march in single file, not abreast. Minor children, six years of age
or younger, may walk abreast or be carried by their parent or guardian.

Pickets shall not at any time nor in any way obstruct, interfere with, or block persons
entering or exiting vehicles; persons crossing streets or otherwise using the public way;
the entrance or exit of any building or access to property abutting the street or sidewalk;
or pedestrian or vehicular traffic.

4. Those who exercise free speech as a part of this policy must conduct themselves in an
appropriate manner.
a. Those who exercise free speech as a part of this policy must not:
i. Threaten passers-by
ii. Interfere with, impede, or cause blockage of the flow of vehicular or pedestrian
traffic.
 iii. Interfere with or disrupt any other lawful activity in the same general location at
the same time.
iv. Commit any act likely to create an imminent safety or health hazard.
v. Post materials on any walls, windows, doors, sidewalks, trees, light poles, etc., or
any other college equipment except in areas designated by the vice president of
College Advancement.
vi. Carry signs or placards that exceed three feet by three feet promoting the
objective of the activity. They must not contain obscene language or words that
would tend to incite violence.
b. Public speech or activities likely to incite or produce imminent lawless action or that are,
under current legal standards, either defamatory or obscene are prohibited. Violations of
the GTCC Management Manual IV-3.1.1 Student Code of Conduct policy are prohibited.
c. Individuals who damage or destroy college property shall be held responsible for such
damage or destruction. This includes lawns, shrubs, trees, etc.
d. All applicable college regulations, state, and federal laws and municipal ordinances apply
when engaging in activities on college property. Failure to do so may result in immediate
removal from college property and other appropriate action by college officials and/or
police.

5. Persons engaged in Free Speech or Public Assembly activities shall not physically interfere
in the use of the sidewalk or address obscene, indecent, or threatening language to or at
individuals to provoke them or lead to a breach of the peace.

Whenever free passage is obstructed by a crowd, the persons composing such crowd shall
disperse when directed by college officials, security, or police. Failure to do so may result in
disciplinary action and/or criminal prosecution.

6. In cases where a student(s) is considered to have violated the rules set forth in this policy, the
procedures of the IV-3.1.1 Student Code of Conduct policy will be followed.

7. Official school publications.

The student newspaper and the literary magazine are the official, school-sponsored
publications of GTCC, and have been established as forums for student expression and
uninhibited, robust, free, and open discussion of issues. Each publication provides a full
opportunity for students to inquire, question, and exchange ideas. Content should reflect all
areas of student interest and may include topics about which there may be dissent or
controversy. Student journalists have the right to determine the content of official student
publications within the limitations of this policy.
a. Students who work on official student publications determine the content of those
publications and are responsible for that content. These students should:
i. Determine the content of the student publication.
ii. Strive to produce a publication based upon professional standards of accuracy,
objectivity, and fair play.
iii. Review material to improve sentence structure, grammar, spelling, and
punctuation.
iv. Check and verify all facts and verify the accuracy of quotations.
 v. In the case of editorials or letters to the editor concerning controversial issues,
determine the need for rebuttal comments and opinions and provide space for
them if appropriate.
b. Prohibited Material
i. Students cannot publish or distribute material that is obscene. Obscene is defined as
material that meets all three of the following requirements:
a) The average person, applying contemporary community standards, would find
that the publication, taken as a whole, appeals to a person's prurient interest
in sex.
b) The publication depicts or describes, in a patently offensive way, sexual
conduct including sexual acts, masturbation, and lewd exhibition of the
genitals.
c) The work, taken as a whole, lacks serious literary, artistic, political, or
scientific value.
d) Indecent or vulgar language is not obscene.
ii. Students cannot publish or distribute libelous material. Libelous statements are
probably false and unprivileged statements that do demonstrated injury to an
individual's or business's reputation in the community. If the allegedly libeled party
is a "public figure" (a person who either seeks the public's attention or is well
known because of personal achievements) or "public official" (a person who holds
an elected or appointed public office), then school officials must show that the false
statement was published "with actual malice," i.e., that the student journalists knew
that the statement was false or that they published it with reckless disregard for the
truth without trying to verify the truthfulness of the statement. When an allegedly
libelous statement concerns a private individual, school officials must show that the
false statement was published willfully or negligently, i.e., the student journalist
who wrote or published the statement has failed to exercise reasonably prudent care.
iii. Under the "fair comment rule," a student is free to express an opinion on a matter of
public interest.
iv. Students cannot publish or distribute material that will cause "a material and
substantial disruption of school activities." Disruption is defined as student rioting;
unlawful seizures of property; destruction of property; or substantial student
participation in a school boycott, sit-in, walk-out, or other related form of activity.
Material such as racial, religious, or ethnic slurs, however distasteful, are not in and
of themselves disruptive under these guidelines.
v. Material that stimulates heated discussion or debate does not constitute the type of
disruption prohibited.
vi. School officials must protect advocates of unpopular viewpoints.
vii. In determining whether a student publication is disruptive, consideration must be
given to the context of this distribution as well as the content of the material.
viii. "School activity" means educational student activity sponsored by the school and
includes, by way of example and not by way of limitation, classroom work, library
activities, physical education classes, official assemblies and other similar
gatherings, school athletic contests, band concerts, and school plays.
c. Legal advice
i. If, in the opinion of the student editor, student editorial staff, or staff/faculty
 advisor, material proposed for publications may be “obscene,” “libelous” or would
cause an “immediate, material and substantial disruption of school activities,” the
free legal services of the Student Press Law Center (202-785-5450) may be
consulted. The services of the college’s general counsel may also be utilized with
the approval of the advisor and the appropriate administrator.
ii. The final decision of whether the material is to be published will be left to the
student editor or student editorial staff.

8. Non-school sponsored publications

a. School officials may not ban the distribution of non-school sponsored publications on
school grounds. However, students who violate any rule listed under 7.b. above may be
disciplined after distribution. School officials may regulate the time, place, and manner
of distribution.
i. Non-school sponsored publications will have the same rights of distribution as
official school publications.
ii. "Distribution" means dissemination of a publication to students at a time and place
of normal school activity, or immediately prior or subsequent thereto, by means of
handing out free copies of the publication in areas of the school which are generally
frequented by students.
b. School officials cannot:
i. Prohibit the distribution of anonymous literature or require that literature bear the
name of the sponsoring organization or author
ii. Ban the distribution of literature because it contains advertising. See III-2.1.1
Advertising, External policy.
iii. Ban the sale of literature. See I-1.1.4 Solicitation on Campus policy.
iv. Create regulations that discriminate against non-school sponsored publications or
interfere with the effective distribution of sponsored or non-sponsored publications

9. Protected speech
a. School officials cannot:
i. Ban speech solely because it is controversial, takes extreme, "fringe" or minority
opinions, or is distasteful, unpopular, or unpleasant.
ii. Ban the publication or distribution of material relating to sexual issues including,
but not limited to, virginity, birth control, and sexually transmitted diseases
(including AIDS).
iii. Censor or punish the occasional use of indecent, vulgar, or so-called "four-letter"
words in student publications.
iv. Prohibit criticism of the policies, practices, or performance of faculty, school
officials, the school itself, or of any public officials.
v. Cut off funds to official student publications because of disagreement over editorial
policy.

10. Advisor job security.

The advisor is not a censor. No employee who advises a student publication will be fired,
transferred, or removed from the advisor-ship by reason of their refusal to exercise editorial
control over the student publication or to otherwise suppress the protected free expression of
 student journalists.

11. Prior restraint.

No student publication, whether non-school-sponsored or official, will be reviewed by
school administrators prior to distribution or withheld from distribution. The school
assumes no liability for the content of any student publication and urges all student
journalists to recognize that with editorial control comes responsibility, including the
responsibility to follow professional journalism standards.

12. Circulation.
These guidelines will be included in the student rights and responsibilities publication and
available to all students.

13. Student engagement with the college’s social media

a. The college’s social media presence allows students to publicly engage in information
sharing with and about the college.
b. Information that students share online that is directly linked to the college (e.g. via
hashtag, via a comment on a GTCC Facebook page, or using a GTCC email account)
shall be considered non-college sponsored student media and eligible for review
under Sections 4 and 8 of this policy.

14. Students’ private expression and social media

a. The college recognizes students’ right to operate private media accounts, social or
otherwise.
b. When creating content for their private accounts, students shall not claim to be
speaking on behalf of the college or to represent the college for any legal or political
purpose. Such claims may be investigated under the IV-3.1.1 Student Code of Conduct
policy as false statements.
c. For the purposes of determining harassment, stalking, or retaliation GTCC students’
social media messages to or about other GTCC students can be used as evidence in a
student conduct investigation.

Adopted 08/20/2009
Revised 06/15/2023
Revised 11/13/2023 (procedure)
I-1.1.6 Speakers, Non-Classroom Guests
Individuals may be invited to speak at Guilford Technical Community College under the
conditions set forth in the procedural guidelines of this policy. The guest speaker may answer
questions from the floor relating to the content of the presentation. The college reserves the right
to designate a location for the program or presentation.

Procedure
1. Outside speakers are not permitted to speak on campus unless the speaker has been invited
by a member of the faculty, staff, or approved student club/organization, and as provided for
under these guidelines.

2. Individual students shall request guest speakers through instructors or approved campus
clubs/organizations.

3. The college reserves the right to deny a particular speaker or program on campus if it appears
that such a speaker or program will constitute a danger to the college’s orderly operation or if
there is a reasonable apprehension of imminent danger to students, college personnel and/or
the essential functions and purposes of the college by the advocacy of such actions as:
a. Willful destruction or seizure of the college’s buildings or other property.
b. Disruption or impairment, by force or otherwise, of the college’s regularly scheduled
classes or other educational functions.
c. Disruption of physical access to college real property or facilities at any time.
d. Physical harm, coercion, intimidation, or other invasion of lawful rights of the college’s
officials, faculty, students or visitors.
e. Other campus disorders of a violent nature.
f. Violations of any federal, state, or local laws.

In determining the existence of a danger, the college may consider all relevant factors,
including whether the proposed speaker or program has, within the past five years, incited
violence reasonably believed to have resulted in personal injury or destruction of property at
any institution or event, or has willfully caused the forcible disruption of regularly scheduled
classes or other educational functions at any institution or event.

4. A club/organization sponsoring a speaker shall be responsible for all expenses incurred.

5. When a student group proposes to invite a speaker, the following process must be followed:
a. A Club Activity Form must be completed and submitted to the Student Life Office a
minimum of two weeks prior to the date of the event. The event must be approved by the
Director of Student Life. The request shall include the following, but need not include the
content of the intended speech.
• Name of sponsoring organization.
• Signature of faculty/staff advisor.
• Proposed date, time, and location of meeting.
• Expected size of audience.
• Topic and brief explanation of subject matter.
 b. A written response from the director of Student Life should be received within five
business days after submission of the request. As deemed necessary, any special
conditions of acceptance will be cited in the response. Any request not acted upon within
this time will be deemed granted.
c. If the request is granted, the sponsoring group shall extend an invitation to the speaker,
informing them in writing of any special conditions of acceptance and that institution
policy requires guest speakers to agree to answer questions from the floor relating to the
content of the presentation.
d. If the speaker accepts the invitation, the sponsoring group shall immediately inform the
director of Student Life who will notify the associate vice president, Student Services, in
writing. The associate vice president, Student Services will notify the president (or
designee).
e. If the request is denied any sponsoring organization and/or faculty/staff advisor may
make written application within three business days to the president (or designee), who
shall review the request and grant or deny it. The decision shall be final.

6. When a faculty or staff member or organization proposes to invite a speaker to address a

general meeting of the faculty and staff, the following process must be followed:
a. A request in writing shall be submitted by the faculty or staff member sponsoring the
proposed speaker to the requesting faculty or staff member’s division vice president vice
president not later than twenty business days prior to the date of the proposed
engagement. This request is necessary only for speakers invited to address a general
meeting of the faculty and staff. It does not apply to faculty or staff clubs, associations,
or groups.
b. The request shall include the following, but need not include the content of the intended
speech.
• Name of faculty/staff member or group
• Signature of sponsor
• Proposed date, time, and location of meeting
• Expected size of audience
• Topic and brief explanation of subject matter
• Identity of speaker
c. A written response from the requesting faculty or staff member’s division vice president
should be received within five business days after submission of this request. As deemed
necessary, any conditions of acceptance will be cited in the response. Any request not
acted upon within this time will be deemed granted.
d. If the request is granted, the sponsoring faculty/staff member shall extend an invitation to
the speaker, informing them in writing of any special conditions of acceptance and that
institutional policy requires guest speakers to agree to answer questions from the floor
relating to the content of the presentation.
e. If the speaker accepts the invitation, the sponsoring faculty/staff member shall
immediately inform their supervising vice president in writing. That vice president will
notify the president (or designee).
f. If the request is denied, the sponsor of the proposed speaker may make written
application within three business days to the president (or designee), who shall review the
request and grant or deny it. The decision shall be final.
Adopted 10/17/1996 Revised 09/11/2017
Revised 09/28/2009
 I-1.1.7 Lake and Shore Area Use
As detailed in the accompanying procedure, the Guilford Technical Community College lake
and shore areas at the Jamestown Campus are open to the general public for limited
recreational purposes from dawn to dusk daily. No recreational wading, swimming, fishing,
or boating is permitted. Lake and shore areas at all other campuses are not available to the
general public at any time. Use by the general public may be preempted for approved college
uses.

Anyone may request use of the lake according to procedures associated with this policy.

Procedure
1. Only the lake and shore areas on the Jamestown Campus are open to the general public.

2. Requests for group use from instructors or leaders of recognized campus groups:
a. The instructor of a class or the leader of a recognized campus group wishing to use
the lakes and shore areas must submit a request in writing to the vice president,
Operations and Facilities for permission to use the lake. Requests must be submitted
at least two weeks (excluding official holidays) before the intended use of the lakes
and shore areas. The request must include:
• Instructor’s or leader’s name
• Title of class or group name
• Class or group meeting time
• Number of students in the class or people in the group
• Purpose of using the lake
• Nature of use intended
• Proposed schedule for using the lake
b. The vice president of Operations and Facilities or designee will answer the
request in writing within one week (excluding official holidays) of its receipt.

3. All other requests should be sent to the Campus Police Office. The vice president of
Operations and Facilities or designee will answer the request in writing within one week
of receipt (excluding official holidays and days the campus is closed). Requestors must
sign a Waiver of Liability and a Campus Lake and Shore Area Use Agreement for
approval to be granted. These are available at the Jamestown Campus Police Office.
Once approved, the requestor will receive a copy of the Agreement that will serve as a
use permit and a copy of the Lake and Shore Area Use policy.

Adopted 08/17/1995
Revised 06/15/2006
Revised 10/20/2016
Revised 08/13/2018 (Procedure)
Revised 06/15/2023, effective September 1, 2023
I-1.1.8 Skateboarding and Other Conveyances
Skateboarding is prohibited on all GTCC campuses because of potential risks to the
skateboarder, pedestrians, motorists and other individuals on campus.

Other wheeled conveyances such as sneaker skates, roller blades, bicycles, scooters, hover
boards or any similar items of any type or brand name must not be used in a way that endangers
the person using them, other people, or property. They may not be used at any time inside
buildings, on sidewalks, steps or ramps that are being used by pedestrians, on benches or tables,
and/or in any way that might destroy property or landscaping.

Procedure
1. Any skateboarders, and individuals using other wheeled conveyances as described above
either inside a building or in a dangerous or destructive manner, will be reported to the
Campus Police Officer on duty. The officer shall contact the violator of this policy and:
a. Warn the violator to cease and desist the action;
b. If the violator fails to cease and desist, the officer shall require the violator to leave the
campus;
c. If the violator fails to leave campus as ordered, the officer shall invoke NC General
Statute 14-159.13 Second Degree Trespassing and take the person into custody.

2. An employee who fails to comply with any part of this policy shall be subject to disciplinary
action. Such disciplinary action may include, but is not limited to probation, suspension or
termination.

3. A student who fails to comply with any part of this policy shall be subject to disciplinary
action in accordance with the Student Conduct procedure. Disciplinary action may include a
written reprimand, being dropped from class, receiving a failing grade on a test or course,
probation, suspension from the college, dismissal from the college, and/or prosecution.

Adopted 08/16/2002
Reviewed 01/22/2014
Revised 02/18/2016
I-1.1.9 Naming of Facilities and Other Tributes
Final authority for naming facilities (or any specialized campus center or activity) rests with the
Board of Trustees.

The character and use of the facility to be named or the purpose of the naming tribute should be
considered when a name is chosen. Individuals for whom facilities or tributes are named should,
as a rule, be alumni, college personnel, trustees, major donors, or other distinguished persons,
whether living or deceased who have had a significant positive impact on the college over an
extended period of years. Duplication of names should be avoided; no facility should be named
for a person whose surname has already been assigned to another facility.

The word "facility" as used above applies to buildings, conference rooms, streets, courts, athletic
fields, and other named places. Other tributes include curriculum programs, workforce/
continuing education programs, an event or series of events, or other designated special funds.
Use of the words "individual" and "person" above need not preclude the naming of facilities for
families, groups, organizations, foundations, or corporations.

Procedure
1. The naming of buildings and other tributes involves the public identity of the college at a
significant level. Building names and other tributes, therefore, should be reserved for
honoring people who have made significant contributions to the community and/or the
college. The naming of facilities and other tributes are generally understood by the public
not only to be an honor, but also to recognize generous donations. Buildings and all other
facilities may be named to honor a person or group whether or not a donation is involved.

2. The Foundation Board and other individuals or groups may submit recommendations for
naming facilities to the college president. The college president and/or the Board of
Trustees reserve the right to consider any and all factors regarding the naming tribute as
circumstances warrant.

3. A background check will be required on a donor (living or deceased) or designee for all
major gifts. The donor (donor’s executor) or designee shall be required to sign an
authorization allowing the background check.

4. The Board of Trustees reserves the right to withdraw the privilege of name association with
Guilford Technical Community College should future circumstances warrant.

5. Unless otherwise stipulated at the time of gift acceptance, the college will continue to use
the name so long as the facility or other tribute remains in use and serves its original
function. When the use of the facility or other tribute is changed such that it must be
demolished/discontinued or substantially repurposed, renovated or rebuilt, the college may,
at the discretion of the Board of Trustees, discontinue the use of the name, retain the use of
the name, or name another comparable room or facility.

6. Facility names and tributes will be adopted by vote of the full Board of Trustees at a
regular meeting.
7. The Foundation Board may indicate to potential major donors that naming of a facility or
tribute in their honor will be recommended to the Board of Trustees in recognition of their
gifts, particularly when the gifts make possible the building, improvement, furnishing or
equipping of the facility or the initiation, expansion or improvement of a tribute. However,
the Board of Trustees retains the sole authority to determine how all facilities and tributes
are named, and that should be made clear to donors.

8. The Foundation Board may recommend targets for the levels of gifts. The Board of
Trustees may approve the recommended targets to indicate that naming a particular facility
in recognition of a gift at that level would be considered by the Board of Trustees.

Adopted 08/21/1997
Reviewed 02/19/1998
Reviewed 04/18/2013 (Board Reviewed)
Revised 02/18/2020
I-1.1.10 Public Complaint
Guilford Technical Community College strives to respond to public complaints to the greatest
extent possible. College personnel will work diligently to answer questions, clarify information,
and resolve problems. If informal efforts to solve problems do not satisfy the complainant,
members of the public may submit formal complaints to campus deans, vice presidents, or the
president.

Procedure
1. A formal public complaint must be placed in writing and may be submitted to a campus
dean, a vice president, or the president. Students with complaints must follow the
established IV-1.1.8 Student Complaint policy. Vendors with formal complaints/protests
must comply with the provisions of 01 NCACO5B.1519 Protest Procedures.

2. Upon receipt of a formal public complaint, the vice president or campus dean will forward a
copy of the complaint to the President’s Office.

3. The president, vice president, or campus dean will direct an investigation to begin within
five working days from the date the complaint is received.
a. Formal complaints will be forwarded to the appropriate administrator for review and
investigation. They will be monitored as necessary to ensure timely response.
b. The administrator will conduct an investigation, and compile findings and develop
recommendations.
c. A written report summarizing the investigation/recommendations will be presented to the
administrator to whom the complaint was filed and to the President's Office.
d. Changes in policies and/or procedures may be made as necessary based on the legitimacy
of the complaints and the feasibility of the remedy.

4. The campus dean, vice president, or president receiving the complaint will inform the
complainant of the process and/or outcome of the investigation within ten working days
from the date the complaint is received.

5. The President’s Office will maintain a log of public complaints and all associated
documentation.

Adopted 10/25/2003
Revised 06/19/2014
I-1.1.11 College Closure/Delay
The following procedures will apply in the event of emergency and inclement weather
circumstances that required the college to close or to delay opening.

Procedure
1. Curriculum:
When the college is closed, delayed, or dismissed, curriculum classes will shift to an online
delivery method. Faculty will outline college closure/delay procedures in the course syllabi
for their courses.
a. Missed face-to-face instruction:
1) Faculty will post make-up activities through the online environment.
2) Faculty will document out-of-class activities on the roster via Web Attendance.
b. Missed final exams:
1) Faculty may choose to give the exam through an online delivery method, modify
the exam into a new assignment, or give an incomplete grade and place the test in
the Assessment Center.
c. Missed labs, clinical, or software assignments:
1) When impossible to provide instruction through an online environment, faculty
may choose alternative options:
• Establish alternative face-to-face options. Note: This can cause serious
hardships for working students.
• Create other learning experiences that can be delivered online and meet
the objectives of the student learning outcomes.
d. Missed instructional time prior to the census date:
1) For classes that have met or will meet at least once before the census date,
the original census date and schedule for the course will be observed.
2) For classes not having an opportunity to meet before the census date, the
class schedule will be revised and the census date will be recalculated.

2. Workforce/Continuing Education (WCE)

When the college is closed, delayed, or dismissed, Continuing Education classes will follow
the make-up procedures below. Faculty will outline college closure/delay procedures during
class orientation on the first day of class. WCE classes scheduled to meet online may
continue to meet on their normal schedule if the college is closed or delayed due to inclement
weather or assign out-of-class assignments online or through a virtual format to make-up
class time.

Making up missed class time within WCE:

1) The WCE individual instructor and program coordinator will establish procedures to
guide decisions as to how, when, and where missed classes will be made up due to a
college closure or delay.
2) Students who are unable to complete the designated make-up class time/assignment
will be counted as absent on the class attendance roster.
3) Those WCE training programs approved by regulatory agencies will adhere to those
agency guidelines for making up hours of instruction in conjunction with GTCC
procedures.
 4) In the event that classes are delayed, WCE classes beginning prior to the delayed
college opening time and ending at least one (1) hour or more after the delayed college
opening time, will meet for class. For example, if the college delays and opens at
10:00 AM, a 9:00 AM class will meet at 10:00 AM if there is one (1) hour or more of
remaining class time. Therefore, in many instances, the class may be able to make up
some or all of the time that same day. If more make-up time is needed, determine an
alternative day/time for the class to meet, or provide an out-of-class assignment if
permitted. This procedure would apply to both day and evening WCE classes.

3. Adult Education
a. Adult Education classes scheduled to meet online may continue to meet on their
normal schedule if the college is closed or delayed due to inclement weather.
b. For Adult Education face-to-face classes that generate contact hours, hours are not
made up for a delayed opening or early dismissal.
c. For Adult Education face to face classes with a census date that generate membership
hours, hours may be made up by adding additional meeting time(s) to the schedule,
and/or giving students an online assignment in a program that is approved to track
student time for Adult Education by NCCCS.
d. In the event that classes are delayed, Adult Education classes beginning prior to the
delayed college opening time and ending at least one (1) hour after the delayed opening
time will meet for class. For example, if the college delays and opens at 10:00 AM, a
9:00 AM class will meet at 10:00 AM if there is one (1) hour or more of remaining
class time.
e. In the event the college dismisses classes early, Adult Education students will
be dismissed at the designated time.
f. Off-site classes follow the same schedule as on-site classes.

4. The president shall designate a cadre of individuals who are responsible for notifying
personnel on campus and the media of the president’s (or designee's) decision concerning the
closing/delayed opening of the college. The cadre shall also have responsibility for carrying
out the college closing/delay plan.
a. Designated employees who are part of the college closing/delay cadre will report to
work during a college closing/delay as part of their regularly assigned duties unless
advised to the contrary by the president (or designee). Other selected employees may
be called in to work with the approval of a member of the cadre. Non-cadre employees,
with the exception of Operations and Facilities staff working during inclement weather,
may be compensated with annual leave at the president's discretion. (See V-5.1.7 Work
Schedules Non-Faculty, V-5.1.8 Work Schedules Faculty, and V-4.1.1Annual Leave,
Faculty Personal Leave, Personal Observance Leave, Bonus Leave).
b. The cadre will report to work at a specified time and implement their pre-arranged
procedures. They will work through the completion of their work schedule or until
given permission to leave for the day by the president (or designee).

5. To close the college

a. The president (or designee) determines that the college is to be closed and uses
appropriate means of communication to inform the college community of this
 decision.
b. The president (or designee) will update the phone message, the GTCC website, and
the media as quickly as possible. Other communication methods such as e-mail and
electronic alert systems may also be used.
c. The president (or designee) will give the announcement to selected radio and
television stations in Greensboro, High Point and Winston-Salem in time to be aired
at or before 6:00 AM for day classes and 3:00 PM for evening classes
d. Students will not report to classes. Unless announced to the contrary, employees will
not report to work without express permission from a member of the cadre.

6. For early dismissal

a. The president (or designee) decides classes will be dismissed and uses appropriate
means of communication to inform the college community of this decision. The
president (or designee) will update the phone message, the GTCC website, and the
media as quickly as possible. Other communication methods such as e-mail and
electronic alert systems may also be used.
b. Instructors will continue with class until the designated time for dismissal.
c. If necessary, the campus grounds team will address the campus access based on a pre-
determined work plan.
d. All employees will work until the designated time for dismissal. Campus police and
cadre members will work as needed and until dismissed by the president or designee.

7. To delay college opening

a. The president (or designee) decides when college opening will be delayed.
b. The president (or designee) will update the phone message, the GTCC website, and the
media as quickly as possible. Other communication methods such as e-mail and
electronic alert systems may also be used.
c. The president (or designee gives the announcement to selected radio and television
stations in Greensboro, High Point and Winston-Salem in time to be aired at or before
6:00 AM for day classes. There will be no delayed opening of evening classes.
Evening classes will be cancelled or held as scheduled.
d. The announcement through the media will indicate the hour at which the college will
open Curriculum classes that are scheduled to begin prior to the designated opening will
not meet with the following exception: Curriculum clinics, labs, and internships
scheduled to begin before the delayed college opening time and who have 50 minutes or
more of class time remaining, will meet (i.e. Biology labs), with staff and students
reporting at the announced time.

8. If the president (or designee) requires employees to report to work, i.e. actually come to
campus, (or continue to work) when the college is closed, employees shall:
a. Report to work as soon as practicable. The college expects each employee to,
whenever possible and without risk to personal safety, make reasonable efforts using
their best judgment to report to work in inclement weather situations. If weather
conditions delay/prevent an employee from reporting to work, the employee should
notify their immediate supervisor as soon as possible.
b. Operations and Facilities employees required to report to campus for work on days
 impacted by inclement weather will be compensated with accrual of annual leave at a
rate of 1.0 hour/hour worked. If the inclement weather day falls on a regularly scheduled
holiday the annual leave accrual rate will increase to 1.5 hours/hour worked.
c. Work through the completion of their regularly scheduled workday or until given
permission to leave for the day (or evening) by the president (or designee).
d. Notify the department/academic dean or supervisor if they cannot report to work.
e. If the president or his designee requires employees to work at home when the college is
closed they do not receive additional leave, however, they should notify payroll with the
hours worked so that their hours are properly accounted for as work hours not Inclement
Weather hours.

9. Employees on annual or sick leave will not be charged leave for the time the college is
closed. However, if employees are required or requested to report to work and do not do so,
or are late reporting to work, they will be charged annual leave or other appropriate leave.

10. Employees who may need or wish to come to the campus must call a cadre member for
consent. The cadre member will notify Campus Police of this approval. Without prior
notification, campus police may deny access because the college is officially closed.
Cadre members consist of the following: President, Senior Vice President of Instruction,
Vice President, Business & Finance, Vice President, Operations and Facilities, Vice
President, Student Services, Vice President, Workforce & Continuing Education, Vice
President, College Advancement, Associate Vice President, Instruction, Associate Vice
President, Business & Finance, Associate Vice President/Chief Information Officer, Chief,
Campus Police, Campus Dean, Conference Center Director, Director, Aviation Systems
Technologies, Public Information Consultant,
Administrative Support as assigned.

Adopted 02/15/1996
Revised 10/1998
Revised 11/1999
Revised 12/2003
Revised 10/2004
Revised 10/2012
Revised 04/18/2013
Revised 04/18/2019 (Procedure)
Revised 03/08/2022 (Procedure)
I-1.1.12 Emergency Closing
This policy pertains to catastrophic emergencies involving evacuation and/or closure of any/all
Guilford Technical Community College facilities. When an emergency closing of the college or
any of its facilities occurs, the college may provide paid time off, subject to available funds, for
regular and time-limited employees who are required to evacuate a location or worksite as a
result of emergency conditions as determined by emergency/public safety officials or the college
president or their designee. The college should make every effort to relocate employees to a safe
worksite in lieu of work stoppage. If relocation is not a viable option, employees may be paid
for lost time from work during the period of time designated as an emergency closing subject to
available funds.

During an emergency closing, some employees may be designated as mandatory or essential

employees. During an emergency closing, these employees may be required to report to work as
determined by the college president or their designee. These employees may be awarded
additional compensation (subject to available funding), additional annual leave, additional
recognition, or a combination of these as determined by the college president or their designee.
This provision applies to all employees who are exempt and non-exempt under the Fair Labor
Standards Act (FLSA). This provision does not include temporary employees.

See I-1.1.11 College Closure/Delay policy for conditions and procedures related to college
closure, but that do not warrant an “emergency closing”.

See III-2.1.4 Disease, Infectious or Communicable policy for conditions and procedures related
to preventing the spread of serious communicable diseases on the college’s campuses.

Procedure
1. Emergency conditions are conditions that are determined to be hazardous to life or safety of
both the general public as well as employees at a specific location or worksite by
emergency/public safety officials or the college president in consultation with the college’s
Chief safety officer or designee. Examples of emergency evacuations include catastrophic
life threating natural disasters such as hurricanes, tornados, earthquakes, and floods.
Evacuation may also result from fire, bomb threats, prolonged disruption of power and/or
water, contamination by hazardous agents, terrorist acts, pandemics, or any other conditions
that are specifically determined to be hazardous to the life and safety of the college and/or
community.

2. The declaration of a “State of Emergency” by the Governor does not affect the college
president’s (or designee’s) authority and responsibility for making emergency closing
decisions and implementing emergency response plans based on the nature of the
disaster/emergency; however, during disaster/emergency conditions, the Governor or
emergency/public safety officials may order mandatory evacuations of geographic areas of
the State impacted by the disaster, order mandatory closure of roads, or order mandatory
curfews. In the case of State ordered mandatory evacuations, the emergency closing policy
will apply to all worksites in the designated area.
3. Adverse weather conditions typically do not result in an emergency closing at a work
location or worksite. Emergency closings are site-specific and dependent upon the
determination of an emergency/public safety official, or the college president (designee) that
the location is not safe for individuals to remain at the work location. See I-1.1.11 College
Closure/Delay policy.

4. The college shall predetermine to the extent possible which employees will be required to
work during an emergency closing based on the potential nature of the emergency. These
positions/employees shall be designated as “essential”. Each unit shall develop an
emergency response plan which identifies specific processes and procedures for responding
to emergency situations maintains a current listing of essential processes and personnel to
carry out those processes.

5. Employees designated as “essential” will be notified by their supervisor.

6. Essential employees are required to report for, or remain at work, in emergency situations.

7. Closing announcements do not apply to essential employees unless they are instructed
otherwise.

8. Individuals designated as essential employees may be subject to disciplinary action, up to and

including termination of employment, for willful failure to report for or remain at work.
Each situation will be reviewed on a case-by-case basis to determine appropriate action.

9. If possible, the college president should reassign employees to alternative worksites within
the same commuting area in order to avoid work stoppage. If the emergency conditions are
expected to continue for a prolonged period of time, the president should consider alternative
work arrangement such as flexible work schedules and teleworking if applicable.

10. The following shall apply when the college is closed due to emergency conditions:
a. Employees who are not required to work at an alternate site or as essential personnel,
shall not be required to charge leave or make up the time.
b. Essential employees required to work during the emergency may be awarded additional
compensation (subject to available funding), additional annual leave, additional
recognition, or a combination of these. This provision applies to all employees who are
exempt and non-exempt under the Fair Labor Standards Act (FLSA). This provision
does not include temporary employees under any circumstances.
c. If additional employees, not previously designated as essential, are needed for situations
such as cleanup and recovery during the time the college remains closed, the president
shall compensate them in the same manner as designated for essential employees.
d. Non-essential employees who are reassigned to a different work location to avoid work
stoppage, or who are approved to work under alternative work arrangements, shall be
paid for their regular salary for all hours worked but will not be granted ETO.
 e. Employees who are on prearranged vacation or sick leave will charge leave to the
appropriate account.

11. Overtime provisions during a “state of emergency” includes:

a. Employees subject to the FLSA (non-exempt employees) shall receive compensatory
time for all hours worked over 40 hours in accordance with the V-3.1.3
Overtime/Compensatory Time policy.
b. Exempt employees may be granted compensatory time for all hours worked over 40
hours or,
c. when the Governor declares a “state of emergency”, the president may choose to pay
overtime at straight-time rates to FLSA exempt employees when the following
conditions occur:
1) A gubernatorial declaration of a “State of Emergency”
2) Management requires employees to work overtime for purposes of response and/or
recovery during the emergency, and
3) Funds are available to pay overtime
4) The college shall distribute any overtime pay consistently with a pre-defined
standard that treats all employees equitably

Adopted 04/16/2020
I-2.1 Campus Safety

I-2.1.1 Campus Police Authority and Responsibility to Report Criminal Activity

The college maintains a Campus Police department for security and law enforcement on its
campuses. The GTCC Campus Police department employs both sworn and non-sworn
personnel. The sworn officers possess the power of arrest and the authority to enforce all state
laws and college regulations on all of GTCC's property and on all roads and highways that run
through or adjacent to the campuses. The Campus Police department enjoys a close working
relationship with local law enforcement agencies, including the Greensboro Police department,
Guilford County Sheriff's department, High Point Police department, NC A and T State
University Police department, UNC-Greensboro Police department and the Piedmont Triad
International Airport Police.

The college will make timely warning reports to members of the campus community regarding
the occurrence of criminal offenses as required by 20 United States Code section 1092(f), the
“Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.”

All students, employees, and others on campus have a duty to report incidents of criminal
activity to Campus Police or another college official as soon as possible after they are observed.

Procedure
1. Campus Police are present on the Jamestown Campus 24 hours a day, seven days a week,
365 days a year, and on the Aviation, Greensboro, High Point, and Cameron Campuses
during building operation hours. Campus buildings are locked and alarmed at the end of
each day and reopened at the beginning of the next day. When alarms are activated, Campus
Police officers respond. Pending the arrival of a Campus Police officer, the nearest law
enforcement agency may be notified to respond.

2. Campus Police will compile the statistics on criminal activity for each campus of GTCC as
required by law. Campus Police will regularly report the statistics by October 1 each year to
the appropriate federal agencies as required by law, and to the president, all vice presidents,
campus deans, the associate vice president, College Advancement, and Chief human
resources officer monthly.

3. The annual statistics on criminal activity for each campus of GTCC for the most recent three
calendar years will be available for public viewing in the Campus Police Offices, Admissions
Office, the Human Resources Office, the college website and on the US Department of
Education website.

4. A notice of the availability of these statistics will be published annually in the Student
Handbook and on the college website.

5. Any college official to whom criminal activity is reported shall report the activity to Campus
Police as soon as possible. (See Emergency Procedures in the College Wide Rules section of
the Management Manual.)
Adopted 10/02/2001 Revised 08/12/2016 (titles only)
Revised 02/20/2014 Revised 07/30/2018 (procedure)
I-2.1.2 Use of Taser Electronic Control Devices
The college’s campus police are authorized to utilize Taser electronic control devices against
dangerous or violent persons as reasonably necessary in the performance of their lawful duties
for the college. Provided, however, that the campus police shall not utilize Taser electronic
control devices to deny or violate anyone’s constitutional rights under the North Carolina State
Constitution or the Constitution of the United States of America.

Procedure
1. The Chief of Campus Police oversees the use of Taser electronic control devices and proper
discharge by campus police of their responsibilities in the use of such devices.

2. The Chief of Campus Police shall develop and implement appropriate directives and
procedures for training and qualifying campus police officers in the lawful and proper use of
Taser electronic control devices.

3. Copies of such directives and procedures shall be reviewed periodically by the president.

4. The Chief of Campus Police shall report to the president every incident involving the
employment of a taser by a campus police officer.

Adopted 04/21/2011
Revised 09/26/2022
I-2.1.3 Drug Free Workplace
The unlawful manufacture, distribution, dispensation, possession, or use of a controlled
substance in the college's workplace is prohibited. The workplace is defined as an official
college location and/or any location at which an employee or student is engaged in work or
college activities on behalf of the college.

Any employee or student violating this policy will be subject to disciplinary action up to and
including termination or dismissal.

Procedure
1. Any employee who sells or manufactures a controlled substance while on the job or on
college premises will be subject to immediate dismissal.

2. Any employee, who uses, gives or in any way transfers a controlled substance to another
person while on the job or on college premises will be subject to disciplinary action up to and
including dismissal.

3. The term "controlled substance" means any drug listed in Title 21 United States Code
Controlled Substances Act, Subchapter I, Section 812 and other federal regulations.
Generally, these are drugs which have a high potential for abuse. Such drugs include, but are
not limited to, methamphetamines, heroin, marijuana, cocaine, PCP, and "crack." They also
include "legal drugs" which are not prescribed by a licensed physician.

4. Each employee is required by law to inform their supervisor or the president in writing
within five (5) days after they are convicted for violation of any federal or state criminal drug
statute where such violation occurred on the college's premises. A conviction means a
finding of guilt (including a plea of nolo contendere) or the imposition of a sentence by a
judge or jury in any federal or state court.

5. If an employee is convicted of violating any criminal drug statute while at the workplace,
they will be subject to disciplinary action up to and including termination. This action may
include, but is not limited to, probation, suspension, termination, or the required successful
completion of a drug abuse program sponsored by an approved private or governmental
institution as a precondition for continued employment.

6. The Drug-Free Schools and Communities Act of 1989, Public law 101-226, requires Guilford
Technical Community College to certify that it has adopted and implemented a program to
prevent the possession, use or distribution of illicit drugs and alcohol by students and
employees. Therefore:
a. Each year the Chief Human Resources Officer or designee will distribute to all
employees and the vice president of Student Services or designee will distribute to each
student who is taking one or more classes for academic credit, except for continuing
education credits, a written notice that describes:
 b. The standards of conduct that clearly "prohibit, at a minimum, the unlawful possession,
use, or distribution of illicit drugs and alcohol by students and employees on its property
or as part of any of its activities";
c. The applicable legal sanctions under federal, state, or local law for the unlawful
possession or distribution of illicit drugs and alcohol;
d. The health risks associated with the use of illicit drugs and the abuse of alcohol;
e. The drug and alcohol programs (counseling, treatment, rehabilitation, and re-entry) that
are available to employees or students; and
f. The disciplinary sanctions the college will impose on students and employees for
violations of the standards of conduct and a description of those sanctions, up to and
including expulsion or termination of employment and referral for prosecution.
g. The vice president of Student Services or designee will conduct a biennial program
review to determine its effectiveness and implement changes to the program if needed,
and to ensure that disciplinary sanctions are consistently enforced.

Adopted 04/18/1996
Revised 02/20/2014
I-2.1.4 Anti-violence and Threat Assessment
Guilford Technical Community College is committed to providing a safe learning and working
environment for all students, faculty, staff, visitors and volunteers. This policy applies to
situations, including electronic and online communications, involving acts of harassment or
abusive behavior, assaults, threats or other acts of violence by any student, employee, or other
person on a GTCC campus or at any sponsored or supervised college activity, whether on or off
campus or online.

Acts of violence, threats of violence, harassment, or acts of intimidation (i.e. statements or

physical acts which put a reasonable person in fear of harm to themselves or another), with or
without the presence of a weapon, will not be tolerated at GTCC. Violations of this policy shall
result in appropriate disciplinary action, including suspension, expulsion, separation or criminal
charges.

Procedure
1. Purpose
The purpose of this procedure is to provide an effective and efficient process to report and
address concerns that someone may pose a threat to their own safety or to the safety of
another and to establish a process for identifying, assessing and managing individuals who
may pose a credible threat of violence to themselves or others.

2. Prohibited Conduct and Sanctions

Violence includes, but is not limited to, intimidation, threats, physical attack, domestic and
dating violence, stalking or property damage, cyber-attacks and includes acts of violence
committed by or against college employees, students, contractual workers, temporary
employment agency workers, customers, relatives, acquaintances, or other third parties on
college facilities.
Prohibited conduct includes, but is not limited to:
• Intentionally injuring another person physically;
• Engaging in verbal or physical behavior that creates a reasonable fear of injury to an
identifiable person or a particular group of people;
• Intentionally engaging in verbal or physical behavior that subjects an identifiable
individual to extreme emotional distress;
• Engaging in threatening or violent behavior based on race, ethnicity, gender, sexual
orientation or other protected status;
• Defacing or damaging property;
• Threatening to injure an individual or a particular group of people or to damage property;
• Committing injurious or threatening acts related to sexual assault, stalking, dating or
domestic violence or sexual harassment;
• Possession of and/or brandishing a weapon or firearm; and
• Retaliating against any individual who, in good faith, reports a violation of this policy or
seeks help in addressing concerns arising under this policy.

Inappropriate verbal behavior also includes use of any method of communication such as
email, comments posted on websites, or other paper or electronic media.
 A violation of this policy shall be considered unacceptable conduct and subject to the
disciplinary actions under the appropriate faculty, staff, and student policies, up to
and including dismissal.

Individuals who violate this policy may also be subject to arrest for trespass and/or violation
of the appropriate state criminal statutes, and/or may be barred from campus.

3. Reporting Incidents
The college has multiple reporting mechanisms in place for reporting threatening behavior
and concerns depending on the immediacy of the issue and time of incident.

Immediate Danger - Call GTCC Campus Police at 336-819-2046 or ext. 50911

Acts or immediate threats of violence must be reported immediately. Examples of imminent

threats or danger include but are not limited to:
• Brandishing firearms or other weapons
• Suicide threats or recent attempts at suicide
• Physical threats or aggression toward another person
• Verbal or written threats to kill or harm someone
• Possession of drugs or alcohol or under the influence of drugs or alcohol

Concerning behaviors that are troubling but do not require an immediate response -
At any time, you may call GTCC Campus Police at 336-819-2046 or ext. 50911 or;
If the situation occurs during the day and involves a student, you can call the Chief
Disciplinary Officer at 336-334-4822, ext. 50572 or;
If the situation occurs during the day and involves an employee, you can call the Chief
Human Resources Officer at 336-334-4822, ext. 50279

Examples of concerning behaviors that should be reported but may not require an immediate
response include but are not limited to:
• Evidence of suicidal thought expressed through writing, papers or conversation
• Angry outbursts or intense and abnormal reactions to events
• Preoccupation with violent themes, death or destruction
• Stalking behaviors
• Evidence of hopelessness or despair
• Threats or inappropriate emails
• References to harming others or planning a violent event

Members of the campus community have responsibility to report any comments or behaviors
that raise concern regarding potential for violence to Campus Police or to the Chief
Disciplinary Officer or Chief Human Resources Officer as described above. The conduct
giving rise to the concern need not be directly witnessed by the individual making the report.

All concerns will be appropriately documented on an Incident Report Form and entered into
the Maxient database.
 GTCC prohibits retaliation against persons who in good faith report direct or indirect threats
or acts of violence, intimidation or harassment, or concern for campus safety or for an
individual’s safety, or who cooperated in an inquiry. The college also prohibits the filing of
false reports and knowingly providing false or misleading information in an investigation.
Disciplinary action may result from either of these acts in violation of this policy.

4. Threat Assessment Team Purpose and Scope

The president is responsible for appointing a Threat Assessment Team and its chair per
college policy. The team seeks to improve the safety and security of the campus through a
multidisciplinary approach to identifying, managing, and monitoring persons and situations
that may pose a threat to members of the college community. The team is committed to early
intervention to prevent violence and provide support and resources to persons referred to the
team that may need help. The team also fosters a culture of reporting threats across the
campus and provides meaningful and relevant training for faculty and staff at the college.

5. Review of Credible Threats of Violence

An incident report may be referred to the chair of the Threat Assessment Committee from
any of the three reporting entities (Chief of Police, Chief Disciplinary Officer or Chief
Human Resources Officer). Once a case is received, the chair or, in the chair’s absence, the
reporting entity, will decide whether to convene the team to discuss, investigate, assess, and
determine an action plan. The Threat Assessment Team is empowered to take necessary
action that is consistent with college policy and applicable law. The team aims to intervene
early to provide support and referral as needed and impose sanctions only when prudent for
the safety of a person or the community.

In cases where individuals are suspected to be engaged in criminal activity or are immediate
safety concerns, they may be immediately removed from campus by Campus Police.

Depending on the severity of the circumstances, employees may be suspended from

employment and directed not to return to the campus pending further notice.

Interim action may also be taken to prohibit a student from returning to campus until an
investigation is completed.

Students and employees shall fully cooperate with the Threat Assessment Team and its
investigation. A student's failure to cooperate with the Threat Assessment Team in any way
may subject the student to immediate involuntary withdrawal from all college activities.
Requirements for cooperation and consequences for failure to cooperate shall be stated in
written communication to the student.

An employee's failure to cooperate with the Threat Assessment Team's investigation will
result in appropriate disciplinary action, up to and including termination of employment.

6. Action Plan and/or Sanctions

Once the Threat Assessment Team has concluded its investigation, the Team will issue a
written recommendation which may include any of the following:
 • Interventions and referrals to other staff, departments, and resources within the college as
needed
• Referral to the Chief Disciplinary Officer in the case of a student or the Chief Human
Resources Officer, in the case of an employee, to initiate disciplinary proceedings. In
cases where the Threat Assessment Team recommends suspension or dismissal from the
college, formal disciplinary processes will be initiated in accordance with the GTCC
Code of Conduct.
• Referral to outside law enforcement officials
• Referral to outside mental health agencies
• Voluntary mental health assessment
• Mandatory mental health assessment and counseling as a condition of the student’s
continued enrollment at the college or as a condition of the student’s subsequent
enrollment or return to the college or an employee continued employment at the college.
• Voluntary withdrawal or separation from the college
• Continuing monitoring, referral and follow-up as needed

7. Records Retention and Confidentiality

The confidentiality of all reports, including student and employee information, will be
preserved to the greatest extent possible, understanding that the college has an obligation to
conduct an inquiry and in appropriate cases to share information to protect the safety of the
campus community and others.

All Incident Reports documenting a behavior of concern related to a threat assessment will be
maintained by the Office of the Chief Disciplinary Officer within the Maxient database.

All Incident Reports of a criminal nature relating to a threat assessment will be maintained by
Campus Police.

Adopted 06/16/2011
Revised 02/28/2014
Revised 10/20/2016
Revised 10/31/2016 (procedure)
I-2.1.5 Accidents/Safety
Accidents and all other incidents relating to the safety of all individuals on GTCC campuses and
the protection of property shall be reported without delay to Campus Police.

Preventive safety measures are the responsibility of all faculty and staff members. Faculty and
staff shall continuously monitor their working areas to detect existing or potentially unsafe work
practices and/or conditions. Such work practices or conditions will be promptly reported to the
risk manager.

Procedure
1. Accidents or Illnesses
a. With a life-threatening injury or illness, call 911 immediately. Call Campus Police at
336-819-2046 or extension 50911 after calling 911.
b. Any person involved in or observing a non-life-threatening accident resulting in personal
injury, including minor injuries, or damage to property must report the accident
immediately to Campus Police. When immediate reporting is not practical, Campus
Police shall be notified as soon as possible.
c. Employee procedures for reporting of accidents or illnesses are located in the Emergency
Procedures college-wide rule. Questions may be addressed to the risk manager or
Human Resources Office.
d. Student procedures for reporting of accidents are available on the college website and at
the campus police, campus store, and cashier offices on each campus. The risk manager
submits student accident claims and assists students with questions regarding coverage.

2. Safety
a. Campus Police officers will conduct on-going safety inspections during their required
patrols throughout their assigned campuses. Upon discovery of a safety hazard, the
Campus Police officer will:
• Make on site corrections if possible and appropriate.
• Notify a supervisor if immediate correction requires support assistance.
• Record and submit all necessary documentation to the risk manager for review and
corrective measures.
b. The risk manager will:
• Ensure that the departments or support elements designated to take corrective action
are notified promptly.
• Direct follow up inquiries as necessary.
• Provide regular, on-going building inspection reports to the vice president, Operations
and Facilities.
c. The Chief of Campus Police and the risk manager will ensure the distribution of all
required safety and incident reports.

3. The Risk Management/Health and Safety Committee provides a means to continually

enhance campus safety by completion of campus safety objectives assigned annually by the
President’s Council. Members act as liaisons to raise safety awareness among the campus
community. The committee provides an annual report to the president regarding completion
of objectives and recommendations for consideration by President’s Council. The committee
 may provide recommendations to enhance campus safety that are not directly related to
annual objectives. Additionally, committee members and employees who make safety
suggestions or complaints shall have the same protection provided employees under the
Retaliatory Employment Discrimination Act at Article 21, Chapter 95 of the NC General
Statutes.

4. Supervisors are responsible for ensuring their employees:

a. Have a current job description that identifies all required job specific safety-related
training;
b. Are adequately trained based on the requirements of their respective job descriptions; and
c. Are capable of carrying out their assigned roles as they pertain to accidents and safety.
This includes identifying individuals in positions that require training specific to the
College’s Exposure Control Plan, All Hazards Emergency Plan, and any other training as
identified in the College Training Matrix, or as may be otherwise required by external
entities.

Adopted 08/17/1995
Revised 11/26/2001
Revised 01/14/2002
Revised 06/19/2014
Revised 08/13/2018 (procedure)
I-2.1.6 Sexual Harassment, Sexual Violence, and Anti-Harassment
Guilford Technical Community College is committed to providing an educational and
working environment that is free from unlawful discrimination and harassment for faculty,
staff, students, and third parties. This commitment extends to prospective employees
(applicants) and students as well. See V-1.1.1 Employment, V-1.1.10 Equal Opportunity, and
V-5.1.6 Anti-Harassment policies.

In accordance with Title IX of the Education Amendments of 1972, 20 U.S.C.1681 et seq,

GTCC does not discriminate on the basis of sex in employment and in the educational
programs and activities that it operates.

Sexual harassment is also prohibited. Sexual harassment means conduct on the basis of sex
that satisfies one or more of the following:
1. An employee conditioning the provision of an aid, benefit, or service on an
individual’s participation in unwelcome sexual conduct;

2. Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and

objectively offensive that it effectively denies a person equal access to an education
program or activity; or

3. “Sexual assault” as defined in 20 U.S.C. 1092(f)(6)(A)(v), “dating violence” as defined in

34 U.S.C. 12291(a)(10), “domestic violence” as defined in 34 U.S.C. 12291(a)(8), or
“stalking” as defined in 34 U.S.C. 12291(a)(30).

Retaliation against anyone who brings forward a complaint or report in good faith pursuant
to this policy is strictly prohibited. Anyone responsible for retaliation, or threats of
retaliation will be subject to disciplinary action by GTCC, up to and including removal or
termination from the college.

Reports of sexual discrimination or harassment, or of retaliation as described herein, should be

brought to the attention of the Title IX Coordinator.

Procedure

Definitions Per Federal Title IX Requirements

1. Complainant – An individual who is alleged to be the victim of conduct that could
constitute sexual harassment or other unwanted sex-based behavior.

2. Respondent – An individual who has been reported to be the perpetrator of conduct

that could constitute sexual harassment or other unwanted sex-based behavior.

3. Formal Complaint – A document filed by a complainant, which must contain the

physical or digital signature of the complainant, or the Title IX Coordinator alleging
sexual harassment or other unwanted sex-based behavior against a respondent and
requesting that the college investigate the matter. At the time of filing, the complainant
must be participating in or attempting to participate in the college’s educational
 programs or other college activities. When the Title IX Coordinator signs a formal
complaint, (see additional information below),
the Title IX Coordinator does not assume the role of the complainant or a reporting party
and must continue to comply with requirements to be free from conflict and bias in the
subsequent investigation/adjudication process.

4. Reporting Person – any person who makes a report to the title IX coordinator or deputy
Title IX coordinator about prohibited conduct and is seeking resources or support in
response to sexual misconduct. A reporter can be a third party.

5. Supportive Measures – Individualized services that are reasonably available, non-

punitive, non-disciplinary, and not unreasonably burdensome to any parties in the case
and that are also designed to ensure equal educational access, to protect the safety of all
parties or the college’s educational environment, or to deter sexual harassment. The Title
IX Coordinator will confer with the parties and apply supportive measures without fee or
charge to either party that are reasonable in light of known circumstances. Supportive
measures are available to the complainant and respondent and shall be offered at any time
at the request of either party or as deemed warranted by the Title IX Coordinator to
ensure equal educational access and safety once the college receives notice of a possible
Title IX matter. A formal complaint need not be intended or received in order for
supportive measures to be requested or offered. Supportive measures may include, but
are not limited to, counseling, extensions of deadlines or other course-related
adjustments, modifications of work or class schedules, campus escort services, mutual
restrictions on contact between the parties, changes in work or housing locations, leaves
of absence, increased security and monitoring of certain areas of the campus, and other
similar measures. The college must maintain as confidential any supportive measures
provided to the complainant or respondent, to the extent that maintaining such
confidentiality would not impair the ability of the recipient to provide the supportive
measures.

6. Sexual Harassment – Sexual Harassment may take many forms. It is defined under
Title IX as conduct on the basis of sex that meets one of the following:
a. Quid pro quo harassment – An employee conditioning the provision of an aid,
benefit, or service on an individual’s participation in unwelcome sexual conduct;
b. Hostile Environment harassment – Unwelcome conduct determined by a
reasonable person to be so severe, pervasive, and objectively offensive that it
effectively denies a person equal access to an education program or other college
activity;
c. Sexual assault- An offense that meets the definition of rape, fondling, incest or
statutory rape as used in the FBI's Uniform Crime Reporting system. A sex offense is
any sexual act directed against another person, without the consent of the victim,
including instances where the victim is incapable of giving consent, defined by the
Clery Act (20 U.S.C. 1092(f)(6)(A)(v));
d. Dating violence - defined by the Violence Against Women Act (“VAWA”) (34
U.S.C. 12291(a)(10)) – Crimes of violence against a person with whom the person
has or had a social relationship, a romantic, or intimate relationship; Dating violence
 includes, but is not limited to, sexual or physical abuse or the threat of such abuse.
Dating violence does not include acts covered under the definition of domestic
violence.
e. Domestic violence - defined by VAWA (34 U.S.C. 12291(a)(8)) - Crimes of violence
against a current or former spouse or intimate partner, a person with whom the
student shares a child in common, a person with whom the student cohabitates or has
cohabitated as a spouse, a person similarly situated to the student as a spouse, a
person who is related to the student such as a parent, child or person who is related to
the student as a grandparent or grandchild;
f. Stalking – defined by VAWA (34 U.S.C. 12291(a)(30)) - Engaging in a course of
conduct directed at a specific person that would cause a reasonable person to: (a) fear
for their safety or the safety of others; or (b) suffer substantial emotional distress.
Stalking behaviors may include persistent patterns of leaving or sending the victim
unwanted items or presents; following or lying in wait for the victim; damaging or
threatening to damage the victim's property; defaming the victim's character, or
harassing the victim via the Internet through social media, email, or unwelcome
contacts via telephone or text message, or by other electronic means such as posting
personal information or spreading rumors.

7. Consent – The explicit approval to engage in sexual activity demonstrated by clear

actions or words. This decision must be made freely and actively by all participants.
Consent cannot be inferred from the absence of a “no”; a clear “yes,” verbal or otherwise,
is necessary. Silence, passivity or lack of active resistance does not imply consent. In
addition, previous participation in sexual activity does not indicate current consent to
participate in sexual activity. Consent to one form of sexual activity does not imply
consent to other forms of sexual activity. Consent must be ongoing throughout a sexual
encounter and can be revoked at any time.

Consent has not been obtained in situations where the individual: a) is forced,
pressured, manipulated or has reasonable fear that they will be injured if they do not
submit to the act; b) is incapable of giving consent or is prevented from resisting due to
physical or mental incapacity (including being under the influence of drugs or alcohol);
or c) has a mental or physical disability that inhibits their ability to give consent to
sexual activity. Anyone engaging in sexual activity without clear consent is in violation
of this policy.

8. Retaliation - Intimidation, threatening, coercing or discriminating against any individual

for the purpose of interfering with any right or privilege secured by Title IX or this
policy of the college, or because the individual has made a report or complaint, testified,
assisted, or participated or refused to participate in any manner in an investigation,
proceeding or hearing.

9. Title IX Coordinator – The college employee charged with primary responsibility for
compliance with the college’s Title IX policy and procedures. The college also has
Deputy Title IX Coordinators who report to the Title IX Coordinator. See page 6 of this
policy for a list of, and contact information for, the Title IX Coordinator and Deputy
 Coordinators.

10. Confidential Resources – Information shared with a confidential official will not be
disclosed to anyone else, including the college, except under very limited circumstances.
Any individual may choose to seek support from confidential professionals on and off
campus, including licensed professional counselors, medical health providers, clergy, and
rape crisis counselors. See pages 6 and 7 of this policy for a list of some of the available
resources.

11. Location Criteria – Title IX applies to people in the United States within educational
programs or activities of institutions that receive Federal financial assistance.
Educational programs and activities include locations, events, or circumstances over
which the college exercises substantial control over both the respondent and the context
in which the unwanted behavior occurred, and also includes any building owned or
controlled by a student organization that is officially recognized by the college. Students
who experience sexual harassment or unwanted sex-based behavior that comes from a
member of the college but that is outside of an educational program or activity may
request support services from the college and may still choose to file a police report or a
non-Title IX conduct complaint.

12. Formal Grievance Process – The process by which formal, signed complaints are
investigated and adjudicated in live hearings. See pages 8 through 14 of this policy
for additional information.

13. Informal Resolution Process – An alternative process for resolving complaints that
involves mediation and facilitated discussion. The Informal Resolution Process does not
involve a formal investigation or live hearing. Remedial measures are available in the
Informal Resolution process, but disciplinary measures require that the parties undergo
the formal grievance process. All parties and the college must agree to engage in the
Informal Resolution process in writing in order for it to occur. The process will be
mediated by an impartial informal resolution facilitator. Either party (complainant or
respondent) may withdraw consent to participate in the Informal Resolution Process at
any time. In that event, the matter will revert to the formal investigation and hearing
process. The Informal Resolution process is not available in cases where the respondent is
an employee.

14. Training materials – All participants in the Title IX process are appropriately training
for their roles pursuant to the standard set forth in the Title IX regulation promulgated
by the
U.S. Department of Education. Training materials are posted on the college’s website.

15. Mandatory Reporter – An employee of the College who is required to share knowledge
or reports of harassment and discrimination with the Title IX Coordinator or Deputy
Title IX Coordinators. Reporters must include in their report all known information (i.e.
name, date, time and location of incident). The following individuals are the College’s
Mandatory Reporters:
 a. All Vice Presidents, Associate Vice Presidents, Deans, Department Chairs,
Directors, Coordinators, and supervisors, including work-study supervisors;
b. All Human Resources staff;
c. Head Athletic coaches;
d. All Campus Police officers.
e. All other employees of the College who are not confidential employees are
encouraged to promptly report any incident of sexual harassment to the Title IX
Coordinator and provide all known information. Any employee with questions about
their reporting obligations should contact the Title IX Coordinator.

16. Confidential Employee - (1) Any employee of the College who is a licensed medical,
clinical, or mental health, or other healthcare professional [e.g., physicians, nurses,
physicians’ assistants, psychologists, psychiatrists, professional counselors and social
workers, and those performing services under their supervision], when performing the
duties of that professional role; (2) A pastoral counselor who is a person associated with
a religious order or denomination and is recognized by that religious order or
denomination as someone who provides confidential counseling and is functioning
within the scope of that recognition. Confidential Employees who are employees of the
College or contracted with the College and providing services and support in their
official capacity are not required to report except when legally obligated to in cases
where the information presented poses a significant threat to the safety of an individual
or the campus community.

17. Inculpatory Evidence – evidence that shows or tends to show a person’s involvement
in an act or evidence that can establish guilt.

18. Exculpatory Evidence – evidence favorable to the respondent that exonerates or

tends to exonerate the respondent of guilt.

Additional Definitions
Recognizing the ability to designate certain behaviors as eligible for investigation under this
policy beyond the basic requirements of Federal Title IX guidance, the college has chosen to
respond to any allegations of sexual exploitation using this policy. Sexual exploitation is
defined as sexual voyeurism; invasion of sexual privacy; knowingly making unwelcome
disclosures of an individual’s sexual orientation, gender identity, or gender expression;
recording in any way a sex act or related activity for which there was a reasonable expectation
of privacy without the consent of the participants; prostituting another person or engaging in
sex trafficking; engaging in sexual activity while knowingly infected with a sexually
transmitted disease/infection (STD/STI) without informing the sexual partners; causing or
attempting to cause incapacitation for the purpose of compromising the ability to consent to
sexual activity or to make a person more vulnerable to non-consensual sexual activity; or
misappropriation of another person’s online identity for dating or sexual purposes; extortion
based on sexual material.

Roles Within the Process

The Title IX Coordinator oversees the Title IX process at the college. The Title IX Coordinator
receives complaints, ensures participants are notified of their rights, coordinates the provision
of supportive services, assigns investigators, advisors and adjudicators, monitors deadlines,
assists with hearing logistics, communicates regularly with participants, and monitors sanction
compliance.

The Title IX Coordinator must be free from bias or conflict of interest. The Title IX
Coordinator may not serve in any other role in the process. They may not, for example,
investigate, adjudicate or act as a hearing advisor with respect to any complaint.

The Title IX Committee is a group of twelve full-time college employees, approved annually
by the President’s Leadership Team, who have volunteered to be available to serve as
adjudicators, advisors and hearing officers. All members of the committee must be trained
on Title IX policies and procedures prior to participating in the Title IX process and shall
receive on going Title IX-related training throughout their membership on the committee.

The Title IX Coordinator will assign volunteers from the Title IX Committee to serve as
hearing officers on three-person hearing committees or as appeal officers as needed. An
employee may only serve in one of these roles per case. Committee members assigned to
hear a case or an appeal must be unbiased and free from conflicts of interest.

The Title IX Investigators are employees from across the college who have received
appropriate training. In many instances, the Title IX Coordinator will determine on a case-by-
case basis whether or not there is a need for more than one investigator to be assigned to
investigate a case.

Hearing Advisors may be selected by the parties or appointed by the college. In many
instances they are trained members of the Title IX committee. Parties must have hearing
advisors with them during Title IX hearings. These advisors may be, but are not required to
be, attorneys.

Parties are required to inform the college at least five instructional weekdays before a hearing
if they will provide their own advisor and, if so, the advisor’s name and relationship to the
party. If a party does not identify an advisor, the college will provide a trained advisor at no
cost to the party. Advisors may not speak on behalf of a party except when cross-examining
witnesses during a formal hearing or responding to a question directed specifically to the
advisor by the chair of the hearing committee.

Scope
1. Employees engaging in sexual violence, harassment or retaliation are subject to
disciplinary action up to and including dismissal (V-2.1.2 Performance Improvement
and Disciplinary Action Including Termination policy). Students engaging in sexual
violence, harassment or retaliation are in violation of the college’s IV-3.1.1 Student
Conduct policy. This type of behavior will result in sanctions against the student up to
and including suspension or expulsion. Disciplinary action by the college does not
preclude the possibility of criminal charges.
2. All students, employees, and others on campus are encouraged to report incidents, or
knowledge of incidents, of sexual violence or harassment to the Title IX Coordinator.
College employees designated as a mandatory reporter must promptly report incidents,
or knowledge of incidents, of sexual violence or harassment to the Title IX
Coordinator. If the Title IX Coordinator is implicated or otherwise has a conflict of
interest, the report may be made to a Deputy Title IX Coordinator. Contact information
for the Title IX Coordinator and the Deputy Title IX Coordinators is on page 6 of this
policy.

3. The college will respond to formal complaints of sexual violence, harassment or

retaliation by taking timely action to investigate and adjudicate the complaint. Sanctions
and remedial actions will be designed to eliminate established sexual violence,
harassment or retaliation, prevent its recurrence, and address its effects. Students,
employees, and others on campus may also choose to report incidents of sexual violence
or harassment, including dating violence, domestic violence, or stalking, to law
enforcement.

The college’s internal investigation and the criminal investigation processes can occur
simultaneously. The two processes have different procedures, burdens of proof and
possible outcomes. The criminal process requires proof beyond a reasonable doubt and
sanctions include community service and jail time, among other things. The college’s
process requires proof by a preponderance of the evidence and sanctions may impact
enrollment or employment status.

4. The college will follow its Title IX grievance process (described below) before imposing
any disciplinary sanction against a respondent. Supportive measures are not disciplinary
or punitive in nature and may continue to be provided beyond the final outcome.

5. The college recognizes that not all behavior reported as sexual harassment under Title IX
will meet the definitions outlined in this Title IX policy. The college’s Title IX
Coordinator will ensure that an initial review of a reported incident of discrimination or
harassment is conducted within five (5) instructional weekdays of receiving a Title IX
complaint to determine which of the college’s policies apply. Non-Title IX administrators
such as Student Conduct and Community Standards employees will likewise evaluate
complaints submitted to them to determine if they contain sex-based concerns that may
fall under title IX authority prior to opening a general conduct case. If so, the Title IX
Coordinator will be alerted.

Matters not meeting the definitions of sex discrimination or harassment are not within
the scope of Title IX jurisdiction may be covered by the IV-3.1.1 Student Code of
Conduct policy.

Reporting
The first step in addressing an inappropriate sex-based situation is to report it. You may
report conduct that you witness even if you are not victimized by it yourself. However, at
the time of the complaint, the complainant (victim) must be participating in or attempting to
participate in the college’s education programs or activities. The report may be made in
person, by telephone, in writing, by e-mail, or via other electronic means. It can be signed or
made anonymously.
Individuals are encouraged to contact:

Title IX Deputy Title IX Deputy Title IX Coordinator

Coordinator Coordinator for Students: for Employees:
Dr. Ann Proudfit Kirby Moore Cheryl Bryant-Shanks
Vice President Associate Vice President Associate Vice President,
Student Services Student Services Human Resources/ CHRO
Jamestown Campus
Jamestown Campus Jamestown Campus Medlin Campus Center, Suite
Medlin Campus Center, Medlin Campus Center, 4300
Suite 4600 Suite 4600 Phone: (336) 334-4822 ext.
Phone: (336) 334-4822 ext. Phone: (336) 334-4822 ext. 50279
50680 50565 Email: [email protected]
[email protected] Email: [email protected]

Individuals can report an inappropriate sex-based situation online at:

https://cm.maxient.com/reportingform.php?GuilfordTechCC&layout_id=5

Students can file a formal Title IX complaint at:

https://cm.maxient.com/reportingform.php?GuilfordTechCC&layout_id=6

Reports may also be made to Campus Police’s 24-hour direct line: (336) 819-2046

Reports may be filed with off-campus law enforcement agencies in addition to or instead of
the Title IX Coordinator, the Deputy Coordinators or on-campus law enforcement.

Any report involving a minor will be shared with external child protective service
(http://www.ncdhhs.gov/dss/). Local off-campus law enforcement agencies are listed
below:

Guilford County Sheriff’s Greensboro Police High Point Police

Office 400 West Department 300 West Department 1009 Leonard
Washington Street Washington Street Avenue
Greensboro, NC 27401 Greensboro, NC High Point, NC 27260
Phone: 336-641-3694 27401 Phone: (336) 883-3224
Email: [email protected] Phone: (336) 373-2287

Students and employees are encouraged to report incidents to local campus authorities for
prompt action. However, individuals may also contact the U.S. Department of Education’s
Office for Civil Rights (the federal agency that oversees Title IX compliance) to make a
report:
Office for Civil Rights, District of Columbia Office
U.S. Department of
Education 400 Maryland
Avenue, S.W. Washington,
DC 20202-1475

Telephone: (202) 453-6020

Facsimile: (202) 453-
6021 Email:
[email protected]

Supporting
The trained college professionals designated below can provide counseling, information, and
support in a confidential setting. These confidential resources (as defined in the Definitions
section of this policy) will not share information about an individual (including whether that
individual has received services) without the individual’s express permission, unless there is
a legal obligation to reveal such information (e.g., suspected abuse or neglect of a minor).
These professionals are also available to help an individual make a report to the college or
Campus Police:

Counseling and Disability Access Services Student Support Services — Campus

Coordinators
Medlin Campus Center, Greensboro Campus
Suite 3800 Jamestown Office: 132 Continuing Ed. Center
Campus (336) 334-4822 ext. 53059
(336) 334-4822 ext. 50038
[email protected] High Point Campus
Office: H1-133
(336) 334-4822 ext. 50536

Non-campus resources are also available to support students who have become involved with
Title IX behaviors. Live links to these resources are available through the college’s Title IX
webpage. Printed information follows:

Family Services of the Piedmont, https://www.fspcares.org/domestic-

violence-sexual-assault/ Crisis Hotline (336) 273-7273

Greensboro Office High Point Main Office -

Washington Street Office Slane Jamestown (Ragsdale
Building 315 East Center 1401 YMCA)
Washington Street Long Street 902 Bonner Drive
Greensboro, NC High Point, NC 27262-2541 Jamestown, NC 27282
 27401 (336) 889-6161 (336) 889-6161
(336) 387-6161

Rape, Abuse and Incest National Network, https://rainn.org/

Telephone: 800-656-HOPE (4673) available 24/7
Cone Health,
http://www.conehealth.com/services/sexual-assault/
Sexual Assault Nurse Examiners (SANE) are
located at:
Moses Cone Hospital MedCenter High Point Wesley Long Hospital
1200 North Elm Street 2630 Willard Dairy Road 501 N. Elam Avenue
Greensboro, NC 27401 High Point, NC Greensboro, NC 27403
Phone: (336) 832-7000 27265 Phone: (336) 832-1000
Phone:(336) 884-3777
Atrium Health /Wake Forest High Point Medical Center
601 N Elm St, High Point, NC 27262
Phone: (336) 878-6000

City of Greensboro Police Department, http://www.greensboro-nc.gov/index.aspx?page=1991

North Carolina Council for Women – Sexual Assault Programs

Directory (Statewide)
http://www.councilforwomen.nc.gov/displayprograms-sa.aspx

National Sexual Violence Resource Center https://www.nsvrc.org/

Best Practices for Victims
Victims of a sexual assault should take the following steps:
1. Go to a safe place as soon as possible.

2. On any GTCC Campus call 336-819-2046 (or extension 50911 from a campus phone)
for police assistance. If you are off campus, call 9-1-1 for police assistance.

3. Stay on the phone with the dispatcher as long as you are needed.

4. The preservation of physical evidence may be critical for successful prosecution of

the offender.
a. Do not change your clothes. If you do, put the clothing you were wearing in
separate paper bags (not plastic) and take them to the hospital. This clothing may
be used as evidence for prosecution. If you wear the clothes to the hospital, bring
a change of clothes with you.
b. Do not clean your body or your clothes. Preserve all physical evidence. Do not wash,
bathe, douche, comb your hair, or use the toilet if you can help it. Washing might be
the first thing you want to do, but don’t. You literally might be washing away
 valuable evidence. Wait until after you have a medical examination.
c. Do not alter or disturb the place where the assault occurred.

5. You may ask for a victim advocate to be present during the report taking. GTCC
has a trained group of staff members who will support you and can assist you in
accessing medical and counseling services, and reporting the incident to the
appropriate local law enforcement authorities. Contact the Title IX Coordinator for
additional information.

6. You have the right to file a Title IX complaint with the college’s Title IX
Coordinator in addition to filing a criminal complaint.

Securing an Advisor
Parties may choose their own Advisors. The College does not endorse any attorney or legal
team. If a student does not secure an advisor, the college will appoint one.

Respondents may wish to contact organizations such as:

• Legal Aid of North Carolina (https://www.legalaidnc.org/)
• FACE (http://www.facecampusequality.org)
• SAVE (http://www.saveservices.org)

Complainants may wish to contact organizations such as:

• Legal Aid of North Carolina (https://www.legalaidnc.org/)
• The Victim Rights Law Center (http://www.victimrights.org)
• The National Center for Victims of Crime (http://www.victimsofcrime.org)
• The Time’s Up Legal Defense Fund (https://nwlc.org/times-up-legal-defense-fund)

Investigation Process
1. Upon receiving a Title IX report, the Title IX Coordinator will review it and may conduct
an initial intake meeting with the complainant to confirm that it meets the definitions
contained in this policy. If the complaint is not anonymous, it should be signed by the
complainant. If the complaint is anonymous, or if the complainant chooses not to sign it,
the complainant’s wishes should be respected unless the Title IX Coordinator determines
that signing a formal complaint to initiate an investigation over the wishes of the
complainant is not clearly unreasonable in light of the known circumstances. If the Title IX
Coordinator makes this determination, they should document the reasoning in the case file.
If the report is not signed and the Title IX Coordinator determines that grounds do not exist
for the Title IX Coordinator to sign it, then the report will be maintained for informational
purposes.

2. Upon receipt of a report with an identifiable complainant, the Title IX Coordinator must
promptly contact the complainant confidentially to discuss the availability of supportive
measures with or without the filing of a formal complaint, consider the complainant’s
wishes with respect to supportive measures, and explain the process for filing a formal
complaint versus pursuing an informal resolution. Supportive measures may include but
are not limited to: (a) no contact orders; (b) staggered meal times; (c) temporary changes
 in academic schedules or living arrangements to avoid contacts; (d) remote learning
options; (e) counseling; (f) extensions of deadlines or other course related adjustments; (g)
campus escort services; (h) leaves of absence; and (i) increased security and monitoring of
areas of campus. The Title IX Coordinator is responsible for coordinating the effective
implementation of supportive measures.

3. Separately, the Title IX Coordinator may confer with other senior college administrators
to determine whether or not health and safety concerns exist that should be addressed.
Nothing in this policy and accompanying procedures precludes the college from removing
a respondent from the college’s education program or activity on an emergency basis,
provided that the college undertakes an individualized safety and risk analysis, determines
that an immediate threat to the physical health or safety of any student or other individual
arising from the allegations of sexual harassment justifies removal, and provides the
respondent with notice and an opportunity to challenge the decision immediately
following the removal. In addition, the college may place a non-student employee
respondent on administrative leave during the pendency of a grievance process.

4. Note that, except as stated above with respect to removal on an emergency basis or on
administrative leave, the college must follow the formal investigation and grievance
process before imposing disciplinary sanctions or other actions not considered supportive
measure against a respondent.

5. The Title IX Coordinator will use information from the initial intake meeting to
determine how to move forward:
a. With a full Title IX investigation and hearing (with the Title IX Coordinator
signing the report in lieu of a complainant if needed);
b. By remanding the case for non-Title IX investigation under the college’s
general Student Code of Conduct;
c. By referring the matter for informal resolution (except this option is not available
unless both parties’ consent and is never available if the respondent is an
employee and the complainant is a student); or
d. By dismissing the complaint. In this event, the Title IX coordinator will
provide written notice to both parties explaining the rationale for the
dismissal.

6. If the Title IX Coordinator determines that a Title IX investigation is warranted, then the
Title IX Coordinator will send written notice of the allegations to both parties and advise
that an investigation will take place. Title IX investigators will be instructed to initiate an
investigation within ten instructional weekdays. The investigative process will include but
is not limited to: (a) conducting interviews with the Complainant, the Respondent, and
witnesses; (b) visiting and documenting relevant sites; (c) collecting and preserving
relevant evidence; and (d) identifying sources of expert information. Evidence collected,
as well as a draft of the investigative report prepared by the Title IX investigators, will be
provided to the parties who will then have ten instructional workdays to respond in
writing. These responses will be added to the draft report to constitute the final report of
the initial investigation. Once the final report is compiled the Title IX Coordinator will
 schedule the live hearing at least ten instructional workdays in the future and will provide
a copy of the final report to the parties.

7. A party’s medical records may not be collected without the express written consent of
the party.

8. No “gag” orders will be imposed, and the parties will have equal opportunity to
present witnesses and other evidence.

9. The Title IX Coordinator or the Deputy Coordinators will work with the investigators
to send the parties written notices of investigative interviews or meetings, as well as of
any hearing.

10. Should the complainant opt for the formal grievance process, they may opt out of that
process and elect the Informal Resolution process at any time, as long as the respondent
agrees to this election and the Title IX Coordinator does not conclude that it is
unreasonable under the circumstances.

11. The college may, in its discretion, dismiss a complaint or allegations in a complaint if the
complainant informs the Title IX Coordinator in writing that the complainant wishes to
withdraw some or all of the allegations in the complaint; or if the respondent is no longer a
student or employee; or if specific circumstances prevent the college from gathering
sufficient evidence to reach a determination.

Hearing Process
1. Upon receipt of the full investigative report the Title IX Coordinator will identify three
members of the Title IX committee who do not have a conflict of interest with respect to
the matter to serve as voting members of the hearing committee. The three hearing
officers will select a chair.

2. A hearing will be scheduled between ten and fifteen instructional weekdays from the Title
IX Coordinator’s assignment of the case to the hearing committee. Student participants
and their advisors will be notified in writing of the names of the hearing committee
members and the hearing date. Parties will be notified of the requirement to state in
writing any bias objections with their basis at least two instructional weekdays prior to
the hearing’s scheduled date. The Title IX Coordinator will provide the parties and
members of the hearing committee with copies of both the evidence collected and the
investigative report at least ten instructional weekdays prior to the hearing date. Parties
will be given the opportunity to attend a pre-hearing conference that will included but is
not limited to the following topics:
(a) purpose of the hearing; (b) hearing logistics; (c) summary of allegations; (d)
summary of evidence; (e) rights and responsibilities of the parties and advisors; and (f)
confirming attendance at the live hearing. Attendance at the pre-hearing conference is
optional.

3. If a party does not have an advisor present at the live hearing, the college will provide,
 without fee or charge to that party, an advisor of the college’s choice. The advisor may
be, but is not required to be, an attorney. The advisor’s purpose is to conduct cross-
examination on behalf of the party. No party is permitted to conduct cross-examination
themselves. Cross-examination may only be done by the advisor or by a member of the
hearing committee. Other than with respect to cross examination, however, an advisor is
not permitted to speak to the Committee during the hearing unless it is to answer a direct
question from the chair of the hearing committee.

4. If a party or witness does not submit to cross-examination at the live hearing, the hearing
committee may still rely on any statement of that party or witness in reaching a
determination regarding responsibility. The hearing committee may not draw a negative
inference about the determination regarding responsibility based solely on a party’s or
witness’s absence from the live hearing or refusal to answer cross-examination or other
questions.

5. Only relevant cross-examination and other questions may be asked of a party or witness.
Before the party or witness answers any question, the chair must first determine whether
the question is relevant and explain a decision to exclude a question that is not relevant.
In so doing, the chair may request, but is not required to, hear the positions of the
advisors with respect to the relevance of any cross-examination question and from the
parties themselves with respect to the relevance of any other evidence.

6. Live hearings may be conducted with all parties physically present in the same
geographic location or, at the request of any party or in the college’s discretion, any or
all parties, witnesses, and other participants may appear at the live hearing in separate
rooms, virtually.

7. The hearing committee members are adjudicators, not investigators. They may review
evidence, ask questions, and draw conclusions to make a finding, but they may not
independently introduce or gather evidence. If in the course of a hearing the hearing
committee members determine that they cannot make a reliable finding due to missing
evidence, the chair may suspend the hearing and ask the Title IX Coordinator to secure
the missing evidence via the investigators for a rescheduled meeting with the same
hearing committee members.

8. The chair of the hearing committee will convene and provide order to the hearing. They
will make determinations as to relevance and admissibility of testimony and evidence.
Evidence of the complainant’s prior sexual history is not relevant and should not be
admitted unless it is offered to prove: (a) someone else, other than the respondent,
committed the misconduct; or (b) it is evidence that may prove consent.

9. The respondent is presumed to be not responsible for the alleged conduct

until a determination regarding responsibility is made at the conclusion of
the hearing.

10. A verbatim record will be made of the hearing.

11. The result of a completed hearing will be a majority vote by the committee members
regarding violations of the college’s Title IX policy and any resulting sanctions as they
are defined in the Student Code of Conduct. The standard of evidence used will be
preponderance of the evidence which means the evidence must show that it was more
likely than not that the respondent did engage in sexually harassing behavior. The Title
IX Coordinator will provide the decision to all respondents and complainants and notify
them of their appeal rights. Students whose complaints are dismissed without a full
investigation will also have the right to appeal this decision. Appeals must be submitted
in writing within five instructional workdays of receipt of the hearing committee’s
decision.

12. The decision of the hearing committee shall be based on a review of all the relevant
evidence, inculpatory and exculpatory, and shall avoid credibility determinations based
solely on a person’s status as a complainant or a respondent. The decision should be
reduced to writing and should include findings of fact, conclusions about what occurred
and how it implicates college policy, the rationale for those conclusions as to the result
with respect to each allegation, and any remedial measures afforded or sanctions imposed
on either party. If the respondent is found responsible, remedies should be offered to
maintain the complainant’s equal access to education and may include the continuation
or addition of supportive measures.

13. At this stage disciplinary sanctions may also be imposed on the respondent. Sanctions
will vary based on the circumstances but could range from a warning, to mandatory
training, to suspension or expulsion from the college. Nothing herein is intended to
limit the ability of the college to impose a sanction that addresses the particularities of
the misconduct.

Appeals
1. Parties may only appeal a finding of responsibility for a Title IX violation. This
condition having been met, parties will then have four eligible grounds for appeal:
a. Procedural irregularity that affected the outcome of the matter;
b. New evidence that was not reasonably available at the time the determination
regarding responsibility or dismissal was made, that could affect the outcome of the
matter;
c. The Title IX Coordinator, investigators, or hearing committee members had a
conflict of interest or bias for or against complainants or respondents generally, or
the individual complainant or respondent specifically, that affected the outcome of
the matter; or
d. The sanctions are not commensurate with the violation.

2. Should the Title IX Coordinator receive a timely appeal of responsibility on the basis of
one of the four eligible grounds, one new member of the Title IX committee pool will
be identified to serve as the appeal officer.

3. An appeal hearing will be scheduled within fifteen instructional weekdays from the
 Title IX Coordinator’s receipt of the appeal. Student participants and their advisors will
be notified of the details in writing at least ten instructional weekdays in advance of the
appeal hearing. At least five instructional workdays before the hearing, all parties,
advisors and the hearing officers will be provided with a “record on appeal,” consisting
of all evidence considered in the adjudicatory hearing, as well as a verbatim recording
of the hearing. The appeal will not include an opportunity for live cross examination by
the advisors, who may still be present as observers at the wishes of their student
participants.

4. Appeal officers will only consider evidence of bias, evidence that the college’s
procedures were not followed, or appellants’ new evidence presented as part of
establishing their grounds for appeal, i.e. they will not re-hear portions of the original
case.

5. A decision by the appeal officer will determine the result as to whether to grant the
appeal in full, to grant it in part, or to deny it. The standard of evidence used will be
preponderance of the evidence. The decision must be reduced to writing and include the
rationale. The Title IX Coordinator who initially received the report will notify all
respondents and complainants of this final outcome.

6. In rare cases where new evidence is the basis for the appeal, the appeal officer may
adjourn the case and remand it to the investigators to make additional fact findings to
assist in a determination. Any evidence and a summary of any additional findings will
be provided to the parties and to the appeal officer at least five instructional workdays
before the appeals hearing reconvenes.

7. There shall only be one hearing and one appeal hearing per case. If more than one
student wishes to appeal the outcome of a hearing, the Title IX Coordinator will collect
all appeal requests and provide them to the appeal officer for simultaneous
consideration at the appeal hearing. Committee officers may thus grant one appeal and
deny another with the same decision.

8. The time frames provided in these procedures are a guide intended to assist all
participants to reach a prompt conclusion to the matter. They are not intended,
however, to cause the participants to act precipitously and may be adjusted with short
term extensions upon a showing of good cause and with mutual agreement of the
parties and the college.

Education
All college officials who participate on the Title IX Committee or who otherwise have
responsibility for administering this college’s policies and procedures with respect to Title IX
will be appropriate trained. Training materials are available for public view on the college’s
website.

The Student Services Office shall offer annually educational programs dealing with sexual
offenses and drug and alcohol education. Members of the GTCC counseling staff will be
trained to provide initial support and referral for ongoing services to victims of sexual
offenses.

Actual Notice
Any college employee who becomes aware of an incident of sexual violence or harassment
should report the alleged activity to the Title IX Coordinator. College employees designated
as a mandatory reporter must report incidents, or knowledge of incidents, of sexual violence
or harassment to the Title IX Coordinator. However, the college will not be considered to
have actual knowledge of a complaint unless it is reported to the Title IX Coordinator, a
Deputy Title IX Coordinator, mandatory reporter, or a college official with authority to
institute corrective measures on the college’s behalf.

A prospective complainant should be aware that merely informing a member of the faculty or
staff, of a concern may not be sufficient to trigger actual notice on the part of the college.

There are many options for resolution of a complaint, and a complainant is encouraged to
make a report even if that individual is not seeking disciplinary action against the respondent.
The college will respect the complainant’s stated preferences in determining whether to
initiate an investigation and formal grievance process, as long as doing so would not be
clearly unreasonable in light of the known circumstances. Support and resources will always
be available to the parties involved regardless of the chosen course of action.

Retaliation
No person may intimidate, threaten, coerce or discriminate against any individual for the
purpose of interfering with any right or privilege secured by Title IX, or this policy, or because
the individual has made a report or complaint, testified, assisted, or participated in, or refused
to participate in any manner in an investigation, proceeding or hearing.

Retaliation against anyone who brings forward a complaint pursuant to this policy is strictly
prohibited. Anyone responsible for retaliation, or who threatens retaliation, will be subject to
disciplinary action up to and including termination of employment or removal from the
college. Complaints alleging retaliation may be filed in accordance with these procedures.
The exercise of rights provided by the First Amendment does not constitute retaliation.
However, all individuals should be cognizant of, and are charged with knowledge of, the
limits of First Amendment protection. Anyone who makes a materially false statement in
bad faith with respect to a complaint will be charged with a student conduct violation. Such
a charge does not constitute retaliation.

Record-keeping
The college will maintain for a period of seven years records of (1) each investigation,
determination, recorded hearing, disciplinary sanctions and remedies; (2) any appeal and the
result; (3) any informal resolution and the result; (4) all training materials used to train the
Title IX Committee members; (5) the basis for its conclusion that its response was not
deliberately indifferent (the measures taken to restore or preserve equal access to the
college’s education program or activity); (6) if supportive measures are not offered,
documentation regarding the reasons why such a response was not clearly unreasonable in
light of the known circumstances.

Adopted 10/02/2001
Revised 10/20/2011
Revised 06/16/2016
Revised 07/17/2017 (contact name update)
Revised 04/30/2018 (contact name update)
Revised 06/17/2019 (contact name update)
Revised 03/05/2020 (location update)
Revised 08/31/2020
Revised 03/10/2021 (contact update)
Revised 01/31/2022 (procedure)
Revised 06/06/2022 (procedure)
Revised 04/10/2023 (procedure)
I-2.1.7 Alcohol and Controlled Substance Use
No person shall manufacture, distribute, dispense, sell, possess or use alcoholic beverages or
controlled substances on the premises of Guilford Technical Community College (GTCC) except
as otherwise provided in this policy. No person shall manufacture, distribute, dispense, sell or
illegally possess or illegally use alcoholic beverages or controlled substances at any location
while engaged in activities on behalf of GTCC.

“Alcoholic beverage” means any beverage containing at least one-half of one percent (0.5%) by
volume, including beer, malt beverages, unfortified wine, fortified wine, spirituous liquor and
mixed beverages and any other beverages regulated by the North Carolina ABC Commission
(NCABC) under Chapter 18B of the North Carolina General Statutes.

“Controlled substances” means any drug included in 21 CFR Part 1308, Article V of Chapter 90
of the North Carolina General Statutes or any other drugs or substances regulated under any
federal or state laws or regulations, including but not limited to heroin, cocaine,
methamphetamine and all of its derivatives, marijuana, PCP, and crack, and otherwise legal
drugs when possessed or used by persons without a prescription.

Subject to compliance with the procedures set forth below, the above prohibitions shall not apply
to the following circumstances:

1. Use of alcoholic beverages at special events on GTCC property that have been specifically
approved in advance by the president or designee and comply with applicable laws and the
requirements outlined in Paragraph 4 of the Procedure section below. The president shall
have the authority to limit the types of alcohol served.

2. Use of alcoholic beverages or controlled substances for approved educational purposes on the
premises of GTCC or at other locations on behalf of GTCC when the activity complies with
the applicable laws.

3. Possession and use of legal drugs by a person with a valid prescription for such drugs.
However, if the legal prescription is being improperly used, or if it has side effects that cause
the user to become impaired, GTCC may take appropriate protective measures.

Procedure
1. An employee who violates this policy and/or any alcoholic beverage or controlled substance
laws while in the workplace, on GTCC property or acting on behalf of GTCC shall be subject
to disciplinary action determined to be appropriate in GTCC’s discretion based on the
circumstances. Disciplinary actions may include, but are not limited to, probation,
suspension, termination, referral for prosecution or the required successful completion of a
drug or alcohol treatment program sponsored by an approved private or governmental
institution as a precondition for continued employment.

2. Any student who violates this policy shall be subject to disciplinary action determined to be
appropriate in GTCC’s discretion based on the circumstances and consistent with GTCC’s
Student Conduct procedure. Disciplinary actions may include, but are not limited to, a
 written reprimand, being dropped from a class, receiving a failing grade on a test or course,
probation, suspension from GTCC, dismissal from GTCC, referral for prosecution, or
required successful completion of a drug or alcohol treatment program sponsored by an
approved private or governmental institution as a precondition for continued enrollment at
GTCC.

3. Use of Alcoholic Beverages or Controlled Substances for Educational Purposes:

To secure approval to use alcoholic beverages or controlled substances for educational
purposes, the instructor of a class or leader of a recognized group must submit a request in
writing to the appropriate vice president for permission to use any alcoholic beverage or
controlled substance as an aid in the effective presentation of subject matter. This
presentation must comply with applicable laws. Requests must be submitted at least seven
business days (excluding official holidays and weekends) before its intended use, and must
include the following items:
• Instructor’s or leader’s name
• Title of class and meeting time,
• Number of students in the class
• Substance and quantity to be used,
• Rationale for use of the items,
• How the items will be used,
• Proposed schedule for using the items, and
• Any other relevant information.

The appropriate vice president will answer the request, in writing, within four business days
(excluding official holidays and weekends) of its receipt.

All alcoholic beverages and controlled substances approved for educational purposes on
GTCC premises or other locations on behalf of GTCC must be stored under lock and key at
all times when not being used for approved events.

Students approved to use alcoholic beverages for educational programs must be 21 years of
age or older. Students younger than 21 years old are not permitted to ingest alcoholic
beverages. Students younger than 21 are permitted to remain in the classroom, separated
from the table or area where alcoholic beverages are in use, and may only observe classroom
activities and listen to instruction.

4. Use of Alcoholic Beverages at Special Events

a. Special events at which the use of alcoholic beverages may be approved under this policy
are as follows:
• Events sponsored by GTCC, faculty, staff or college organizations; or
• Events sponsored by external individuals or organizations that GTCC, in its
discretion, determines are appropriate to be held on GTCC property.
b. The sale of alcoholic beverages is prohibited at any event on campus. “Sale” means any
transfer, trade, exchange or barter in any manner or by any means for consideration
including but not limited to required fees or the purchase of tickets for admission to an
event at which alcoholic beverages will be served. Donations may not be required or
 solicited in connection with the event. State, County or Institutional funds may not be
used for the purchase of alcoholic beverages at events.
c. Every event at which alcoholic beverages will be served must have a designated sponsor
that is either an individual who is at least twenty-one years of age or a bona fide
organization or association. The sponsor of each event must designate an on-site event
supervisor (who must be an individual who is at least twenty-one years of age) to be
responsible, on behalf of the sponsor, for the supervision of the serving and consumption
of alcoholic beverages throughout the event, and for assuring that all pertinent state and
local laws governing the possession and consumption of alcoholic beverages are
observed. If the alcoholic beverages at the event are to be provided by a catering service,
the on-site event supervisor must be a representative of the catering service.
d. A Campus Alcoholic Beverage Use Agreement, Waiver of Liability Form and a Campus
Activity Reservation Form must be submitted by the sponsor and the event supervisor at
least 15 days prior to the event to the Events Scheduler for review, clarifications, and
notification of other departments as needed. The Events Scheduler will route the request
to the appropriate approvers. Once all pertinent information is gathered, approval will be
granted only if GTCC is satisfied that the requirements of this policy and the law have
been met. Only the president or designee can authorize changes from the standard
agreements. If the event is approved, the sponsor must submit a certificate of insurance
evidencing liability coverage, including liquor liability coverage, of at least $1 million
and naming GTCC as an additional insured no later than five business days prior to the
event. Failure to do so shall result in event cancellation.
e. The sponsor and the event supervisor are responsible for ensuring that the event and the
service of alcoholic beverages in connection with the event are in full compliance with
applicable portions of NCGS 18-B and the following requirements:
• The service of alcoholic beverages at the event will be limited to a total of not more
than two hours, and must stop at least one hour prior to the official end of the event.
• Alcoholic beverages may not be served to anyone who is or appears to be intoxicated.
• Consumption of alcoholic beverages is limited to persons twenty-one years of age or
older. No one under the age of twenty-one will be served alcoholic beverages.
• If the event is open to the public or student population, signage must be posted that
states that “No alcoholic beverages shall be served to or consumed by anyone under
the age of 21”.
• Food and non-alcoholic beverages must be provided in sufficient quantities for the
number of attendees at the event.
• The sponsor must obtain (or ensure that its caterer obtains) the applicable permits
from the NCABC and submit a copy of such permits to the appropriate GTCC office
at least five business days prior to the event.
• Alcoholic beverages must remain in the areas specifically approved for the event.
• GTCC Campus Police officers must staff the event for its duration if the event is open
to the community or general student population. Sponsors of the event will pay a fee
established by the college to offset the cost of those police or security services.
• The use of trained personnel to serve alcoholic beverages or impose additional
precautions in GTCC’s discretion.
f. Failure to adhere to applicable laws, GTCC’s policies and procedures or the terms of the
Campus Alcoholic Beverage Use Agreement or the Campus Activity Reservation Form
 may result in termination of the event, denial of future requests, possible criminal or civil
prosecution, and/or disciplinary action by GTCC. Depending on the nature and severity
of the violation, additional sanctions may be enacted.

5. While on GTCC property or at a GTCC-sanctioned event, a person who is believed to be

impaired by alcohol, a controlled substance, or prescription medication (either from side
effects or improper use) should be referred to the Campus Police department for action. It is
the policy of the GTCC Campus Police department to handle such individuals on GTCC
property with discretion depending upon the circumstances encountered. This includes the
arrest of such individuals who are in violation of North Carolina General Statutes.

Adopted 08/17/1995
Revised 10/25/2003
Revised 08/2006
Revised 01/13/2014 (procedure)
Revised 08/13/2018 (procedure)
I-2.1.8 Student Campus Assessment Response and Evaluation (CARE) Team
Guilford Technical Community College strives to provide a safe learning environment that
includes procedures for communication, assessment, and intervention for concerning behaviors
exhibited by students. As such, the college will maintain a standing student CARE team that
combines the attention and effort of multiple departments and offices. The purpose is to address
student issues that do not rise to the level of the threat assessment team yet still exceed the scope
of any one department or office.

Procedure
1. Purpose
The college’s individual emergency response offices—Campus Police, Community
Standards, Title IX, Counseling, and the Titan Link Office—provide comprehensive services
guided by existing policies. Examples of these policies include I-2.1.4 Anti-violence and
Threat Assessment; I-2.1.5 Accidents/Safety; I-2.1.6 Sexual Harassment, Sexual Violence,
and Anti-Harassment; and IV-3.1.1 Student Code of Conduct. This student CARE team
policy does not supersede those policies, but rather establishes criteria for how the offices
will work together to develop combined response plans that draw from multiple existing
policies on a case-by-case basis.

Actions that fall within the CARE team’s scope include receiving and responding to reports
of concerning behavior from individual offices when those offices determine that their
internal processes do not adequately address a situation. Examples of this concerning
behavior include the following items:
• disturbing written content in academic exercises
• written or artistic expression of unusual violence, morbidity, social isolation, or despair
• deterioration in quality or quantity of work
• direct statements indicating distress
• significant changes in mood
• angry or hostile outbursts, yelling, or aggressive comments
• deterioration in physical appearance or personal hygiene
• erratic or disjointed thinking, an inability to focus
• concerns related to substance use or abuse

Actions that do not fall within the CARE team’s scope include the following items:
• effecting permanent student removal
• being the repository of student records
• communicating threats or time-sensitive alerts to the community
• applying disciplinary measures to students

2. Membership
The CARE team will be made up of individuals who represent the offices expected to have
relevant input on every student case that is brought to the team. Membership includes the
following positions:
• the Campus Police Chief or a regular designee
• the Community Standards Director
 • the Titan Link Director or a regular designee
• the Counseling Center Director or a regular designee
• a rotating academic dean or equivalent position to represent Curriculum and Instruction
• the student-facing Title IX Coordinator (currently the Associate Vice President of
Student Services)

At the discretion of these members of the team, representatives from additional offices will
be called to provide input on specific student cases. CARE team members will participate in
and provide internal and external training opportunities as appropriate.

3. Case Referral and Triage

a. General Referral
Any person may refer a student situation to the CARE team via the reporting form on the
Student Life page of the college’s public website: https://www.gtcc.edu/student-life/.
Additional access to this form may be provided through the sign-in portal at the CARE
team members’ discretion. A person’s use of this online form does not guarantee that the
CARE team will convene to address the reported issue. The receiving team members may
agree that an urgent matter must immediately be sent to the threat assessment team or that
one of the individual offices can adequately address a lower-level concern using internal
protocols. In such cases the CARE team recipients of the form will make this referral and
the reporting party will be notified as appropriate. The CARE team members also
anticipate receiving case referrals from the threat assessment team once higher-level
threats have either been resolved or determined not to exist.

b. Referral from Within the Team

CARE team members who need to refer a concern to the team are asked to do so using
the same electronic reporting form regardless of what direct communications they may
send in preparation. This guarantees that the electronic record of the case is created
appropriately from the start.

c. Risk Assessment and Immediate Retrieval

Responding to high-level emergencies and imminent threats is outside of the CARE
team’s scope. Reports submitted to the CARE team which are judged by the recipients to
constitute such situations will be referred to the threat assessment team immediately upon
retrieval. All incoming reports will be assessed within at least two business days for risk
and for immediate reassignment to an appropriate support area. Appropriate CARE team
members will receive reports pertaining to their offices on a case-by-case basis. The
Community Standards Office shall have responsibility for acknowledging receipt of
reports and for managing initial communication between team members to assess and
respond to perceived risk. This may include outreach to reporting parties by phone, email,
or video chat to ask follow up questions or to clarify points in the report.

The offices represented on the CARE team are free to use any risk assessment method of
their choice to make internal risk assessments. In the absence of a recommended method
on a case-by-case basis, or when different individual office assessments suggest
conflicting threat levels, the CARE team shall use the National Association for
 behavioral Intervention and Threat Assessment (NaBITA) risk assessment rubric in
evaluating imminent risk. Upon initial review of a report, if the consensus of the involved
team members is that the student is at an elevated risk level then they will determine
which office should take over the case to facilitate an appropriate wellness check before
reporting back to the team for lower-level work. Such a wellness check would be
conducted per the individual office’s existing procedures.

If the consensus of CARE team is that the student is at a critical risk level then they will
refer the case to the college’s threat assessment team. Regular case work as described in
section 4 of this policy will take place for students who are determined by group
consensus to be at mild or moderate risk per NaBITA criteria. Regular case work may
also take place for students who are determined to be at higher risk but who have been
evaluated by the threat assessment team and found not to be suitable candidates for
removal. Students who are determined not to be at any risk under the NaBITA rubric
following an initial outreach effort will not require case work.

4. Case Work
a. Action Planning and Assignment
When members who receive the initial report agree that regular case work can begin they
will start by deciding which office shall hold the case and shall be responsible for follow
up deadlines. The Community Standards Director shall hold cases by default if no other
determination is made. The team members may agree to receive a report and to take no
action upon it—to treat it as a notification report to be logged and correlated against any
future reports for the same student.

Once the case is open and assigned to an office that representative will solicit written
input on the case from all of the involved offices and from any members of the expanded
team deemed relevant by the members. This input will be due before the close of business
two instructional weekdays later and the representative will compile and share it with all
participants before the close of business in an additional three instructional weekdays. As
part of that communication the representative may suggest a course of action for the
group to approve by email or the representative may request a live meeting to discuss
options.

Live meetings will take place ad hoc by any combination of methods required for
participation (in-person, video conference, telephone, etc.). The purpose of a live meeting
will be to determine what the action plan for the student should be. An action plan will
include a series of discrete steps to be taken. Each step will have an assigned employee to
facilitate it, a designation of whether it will be mandatory or optional for the student to
participate in, a deadline for addressing, and a defined follow up or reporting pathway for
sharing the results with the group. Action plans may include ending the work of the team
and referring a case back to an individual office at that representative’s request and with
general agreement by the other members participating.

b. Follow Up Coordination
 Follow up work on an action plan may take place by email, by phone, or through
additional ad hoc live meetings at the discretion of the members who are managing the
steps in the action plan. The college’s existing Maxient case management software will
be used to maintain case notes and to remind the members of deadlines for individual
action plan items.

c. Case Closure
The CARE team is tasked with avoiding maintenance of perpetually open cases; cases
and action plans should address specific, discrete concerns with an end goal of getting
students off the NaBITA risk scale. It may be that referral to an individual office for
longer-term assistance under that office’s protocols is a final step in an action plan.

Once the involved members of the team agree that no further action steps can be taken for
a student case, the representative who has managed that case will close it in the electronic
records system. Subsequent reports about the same student shall be judged on their merits
to determine whether to reopen the existing case or create a new case.

d. Reasonable Expectation of Student Participation

CARE team members shall have a reasonable expectation that students will participate in
the CARE process once a report has been received. This expectation will include calling
on students to attend an intake or assessment meeting with a team member. Students who
fail to comply with such a mandated action, and who cannot show good cause for this
failure, may be referred to the Community Standards Office under part 1.t of the Student
Code of Conduct (IV-3.1.1): Failure to comply with the instructions or directions of
college employees acting in the performance of their duties. Students do not have to
accept referrals or agree to participate in suggested activities following an intake meeting;
it is only the refusal to engage in communication with the CARE team overall that may
result in referral to Community Standards.

Team members may have more specific powers to compel student action as specified by
the offices they represent and will not be restricted in their actions by team action plans
when they believe their other responsibilities take priority.

e. Third Party Notification

Notification of third parties (e.g. parents, spouses or partners, and employers) may be
appropriate on a case-by-case basis. If such notification is suggested it will be discussed
as an action plan item per part 3a of this policy. In all such cases input from the Registrar
is anticipated to help guarantee compliance with FERPA. For minors enrolled in a CCP
or other specialty program the involvement of the principal or program director is also
anticipated.

5. Referral to the Threat Assessment Team

CARE team members may refer student cases to the threat assessment team for possible
temporary student removal. Referrals shall only be considered for students determined to be
at elevated or critical risk under the NaBITA rubric.
Adopted 03/03/2022
II. SECURITY, CONFIDENTIALITY, AND INTEGRITY OF INFORMATION

II-1.1 Information Security and Confidentiality

Guilford Technical Community College collects and stores varied types of data in order to
facilitate the college’s business. As a responsible organization, and to comply with state and
federal statutes, the college recognizes that data should be treated as any other valuable asset: it
should be protected from accidental or unauthorized use, theft, modification, or destruction; data
should be secured from the time of collection until the time of disposal; access to stored data
should be secure and at the minimum level necessary for effective job performance. Those with
access to college data must abide by college policies that prevent unauthorized disclosure of
restricted information. This policy covers both electronic and non-electronic data. Violators of
this policy may be prosecuted and will be subject to disciplinary action that may include
termination of employment. All exceptions to this policy must be approved by the president or
designee.

It is the intent of the college to comply with all applicable laws (such as but not limited to
FERPA, HIPAA, Gramm-Leach-Bliley, the NC Identity Theft Prevention Act) that specify
information security requirements. Each department head is responsible for periodically
reviewing the procedures for handling information in their area of responsibility, and for taking
remedial action where necessary to ensure that data is handled in a secure manner. Information
security is the responsibility of every employee, and the college holds each employee
accountable for the security of any data accessed in the course of work.

Procedure
1. The Chief Information Officer (CIO) shall be responsible for the overall coordination and
oversight of information security. The CIO will work in coordination with the president, the
Privacy Compliance Officer(s), and department heads throughout the college, as well as
serve as a resource for questions and information.

2. Procedures for Electronic Data

a. Data owners. The college information system, Colleague, is split into modules by work
functions for greater security. Each module and screen have a data owner(s). The
Human Resource module data owner(s) are the Chief Human Resources Officer and the
Chief Financial Officer. The data owner(s) for the student module are the vice president
of Student Services or designee. The finance module data owner is the Chief Financial
Officer. Access to the core module is restricted to the Information Technology Services
(ITS) department personnel. Data owners or authorized designees must approve any
access to data or screens in their area of responsibility.
b. Authorization for access to data should not exceed the minimum level required for each
user to carry out their role at the college effectively. To facilitate this, security classes are
set up in consultation with data owners that specify the screens and processes individuals
may access. Each employee must have an individual account for which specific access
has been approved by the data owners.
• New employees. Employees who need a new account must complete the Request for
User Setup form. Completion of the form includes certification that the employee
agrees to abide by the college’s private information policy and knows the
 consequences for not following it. The form must be approved by the appropriate
data owner and sent to the ITS department, for creation.
• Temporary employees. Part-time or temporary employees may be given accounts if
deemed necessary by their supervisor and the module's data owner. The procedure is
the same as for a new employee. The supervisor of a part-time or temporary
employee is responsible for notifying ITS when the individual is no longer
employed. Accounts for these employees are often set up with an automatic ending
date after which the account is not accessible.
• ITS will maintain all access requests and make them available to auditors as
necessary
c. Changing access rights. If a change in access for an individual employee is required due
to a change in their job responsibilities, the supervisor must fill out the Change in Access
form, have it signed by the appropriate data owner, and send it to ITS. ITS will make the
needed changes and retain the request for auditor review.
d. Employees may not retain access past the time it is necessary.
• Separated employees. When an employee separates from the college, ITS will be
notified by the Human Resources department. ITS will delete the individual’s
account.
• Inactive accounts. If an individual has not used their account for ninety days, it will
be disabled. The individual may reapply for an account in accordance with procedure
2.
• Temporary employees. Supervisors of temporary employees are responsible for
notifying IIRTS when the individual is no longer employed.
e. Annual accountability. Each year, two types of written accountability are required. Each
account holder must sign a statement reaffirming knowledge of the Information Security
and Confidentiality Policy. All data owners must revalidate the security classes for each
individual granted access to data under their responsibility. These annual
acknowledgements will be maintained for auditor review.
f. It is the responsibility of the ITS department to provide a safe and secure environment for
computing. In order to do so, ITS provides equipment and procedures that comply with
security standards such as the State of NC Security Standards, the IIPS security standards
and the PCI security standards.
g. Software patches for the Colleague system are provided by the North Carolina
Community College System Office, ITS division. When the college receives a patch, it is
loaded into the test account and users of screens and processes affected by the patch are
notified. A one-week period is provided to test processes and screens after the patch. If
no problem is discovered during testing, the patch is then loaded to the live account the
following week. A log of all software patches is maintained by ITS for auditor review.
h. Data on the Colleague system are backed up on a regular basis. A full system backup is
performed weekly. Incremental data backups are done daily for data changed or entered
that day. In addition, work is replicated to an off-site disaster recovery site and data
snapshots are taken hourly. A copy of the backup tape is kept off-campus for business
continuity purposes. Files are periodically restored from tape to test the effectiveness of
the backups.
i. In the event of a data security breach, ITS will notify the proper parties and follow the
procedures in the Data Incident Response plan.
j. College equipment and peripherals used to store or access data must be disposed of
securely. All such equipment must be turned in to ITS for disposal. ITS insures that data
on such equipment are unrecoverable before final disposal. Media such as floppy disks,
CD’s, jump drives, tapes, etc. must be physically destroyed before disposal in such a way
that data are not retrievable.
k. Data must also be secured once it leaves the college's computer systems, and any
exception to the below directives must be approved by the area vice president.
• Files containing identifiable data can only be downloaded to a college-owned
computer for the time needed to perform the task for which the data was
extracted. Once the data is no longer needed, it must be deleted.
• Sensitive college data must never be downloaded to personal laptops that are not
college equipment.
• Laptops and media such as jump drives, CD’s, etc. containing identifying personal
data or other sensitive college data must be secured under lock and key when not in
use.
• College data shall not be sent by employees to servers or computers that are not
college property, unless such servers are maintained by a company that is under
contract with the college and which maintains a secure environment, or an
organization that the college is legally required to report data to.
• College employees shall not send college data, particularly personal identifying data,
through email to individuals outside the college.
l. Employees who have knowledge of college security setups and configurations such as
passwords, IP addressing schemes, firewalls, VLAN schemes, etc., are prohibited from
sharing such information with students, non-GTCC personnel, or any unauthorized
GTCC employees. Attempts to break security setups or hack into college systems are
prohibited. Violators of this policy may be prosecuted and will be subject to disciplinary
action that may include termination of employment.
m. All accounts must have individual logons and password protection.
n. Screens that display college data must not be left up while the user is not at their
station. Individual Colleague sessions are monitored for activity. After fifteen minutes
of inactivity, the session is terminated.
o. Files downloaded to the college shall be screened for computer viruses, Trojan horses,
worms or other destructive programs. Virus detection programs and practices shall be
implemented throughout the college, along with a training program on virus prevention
and remediation. In order to prevent viruses from being introduced into the college
network, only ITS employees shall add any software or hardware to the system.
p. Only employees, supporting state organizations, or third-party entities who have signed
and agreed to a local remote access agreement, will be given remote access to the
college’s network. Only VPN, SSH, SSL or industry standard clients with equal or
greater security/encryption as the college’s security/encryption shall be utilized to access
the college’s network or servers from a remote location. Employees are prohibited from
using unapproved software to access college computers from remote locations. This
includes access to office computers as well as servers.
q. Originators of telephone calls, telex/cables, facsimile transmissions, email, computer
transactions, or any other telecommunications transmission should be aware of the
possibility of compromise of confidentiality, integrity, or inappropriate availability of the
 information transmitted. They should determine whether the information requires
additional special protection and handling.
r. If an employee uses confidential information from another college or agency, they shall
observe and maintain the confidentiality conditions imposed by the providing college or
agency.
s. The college will provide an ongoing program of network user education for the purpose
of making all participants in the campus community aware of their important roles in
providing a unified defense against deliberate or inadvertent exploitation of the
network. Particular attention should be paid to “social engineering” where a user can be
duped into revealing login names and/or passwords to unauthorized entities by telephone,
fax, email or in person.
t. Enforcement. Non-compliance with the security architecture and this information
protection policy are subject to management review and action that conforms to college
disciplinary policies and any and all relevant legal actions.
u. ITS will publicize warnings and updates of current acute threats such as new viruses,
worms, Trojans, etc. to the campus community.

3. Procedures for Non-Electronic Data

a. The college collects data on paper forms. All forms must be reviewed by the issuing
department to ensure that all data collected is required. Personal identifying data such as
social security numbers or credit card information must not be collected without a
specific requirement to do so, and a statement must be included on each form that
includes personal identifying data.
b. Paper forms containing personal identifying data must be secured in locked containers
such as file cabinets when not in use.
c. When data is no longer needed, it must be disposed of securely. The college complies
with state records retention policies. GTCC contracts with a vendor, certified by the
National Association for Information Disposal (NAID) to provide secure disposal of
paper. Employees should use the document container boxes found in various locations
on college property to dispose of their paper forms, or dispose of them using an approved
shredder.

Related Policies
II-3.1.2 Personal Information Protection Policy
IV-3.1.6 Right to Privacy

Adopted 10/25/2003
Revised 02/15/2007
Revised 12/15/2011
Revised 08/12/2016 (titles only)
Revised 03/11/2020 (procedure)
II-2.1 Public Information

II-2.1.1 Code of Ethics

Guilford Technical Community College is committed to maintaining the highest professional
standards in all of its academic and administrative operations; promoting ethical practices among
its administrators, faculty, staff, and students; and ensuring a level of accountability appropriate
for a public institution. Individuals are expected to observe all federal, state, and local laws
including those pertaining to equal opportunity, nondiscrimination, and harassment.

Personal interactions among members of the college community and between members of the
college community and those outside the college community should be characterized by
truthfulness, openness to new ideas, civility, and consideration for the rights of others. Each
member of the college should respect the rights of others to freedom of thought, opinion, speech,
and association.

Individuals shall present information accurately, comply with policies to the best of their
abilities, and use the institution’s resources appropriately. Each employee is responsible for
avoiding real or apparent conflicts of interest; ensuring that authority is exercised within a
framework of accountability; and ensuring that information is managed in accordance with
relevant public record and privacy statutes.

Procedure
1. Individuals who have a concern about the conduct of a particular individual or the propriety
of a given situation should consult with the supervisor of the individual in question, with the
supervisor of the area in which the situation in question occurred, or notify their own
supervisors. College policy V-5.1.9 Reporting Fraud and Improper Activities provides
protection from retaliation for individuals who report such conduct in good faith and
disciplinary action for those guilty of malicious reporting.

2. Concerns about ethical practices may also be reported anonymously to the State Auditor’s
Fraud and Abuse Hotline by calling 1-800-730-8477.

3. A number of other college policies establish ethical guidelines or standards for appropriate
professional conduct for particular educational or administrative functions. These policies
include, but are not limited to: I-1.1.1 Use of Facilities by College-Affiliated and Outside
Groups, I-2.1.3 Drug-Free Workplace, I-2.1.6 Sexual Harassment, Sexual Violence, and
Anti-Harassment; Public Information policies: II-2.1.6 Intellectual Property, II-2.1.7
Copyright, III-1.1.1 Academic Freedom and Responsibility, III-2.1.12 Use of Human
Subjects, IV-3.1.1 Student Conduct, IV-3.1.6 Right to Privacy, V-1.1.8 Secondary
Employment, V-1.1.9 Conflict of Interest, V-1.1.10 Equal Opportunity, and V-1.1.12
Nepotism/Employment of Relatives. College rules also apply, including, but not limited to:
Acceptance of Honoraria, Gifts, and Favors, Audio Visual Equipment Procedures, and
Selling/Disposition of Desk, Review, Sample and Complimentary Instructional Materials.

Approved 06/15/2006 Revised 02/08/2021 (procedure)

Revised 01/29/2018 (procedure)
II-2.1.2 Information Technology Acceptable Use
Information technology is provided for Guilford Technical Community College students to
support their educational needs and for GTCC faculty and staff to support their professional
activities. All GTCC users are responsible for using information technology in an effective,
efficient, ethical and lawful manner. Access to information technology is a privilege, not a right,
and as such, can be withdrawn from those who use it irresponsibly.

Procedure
The purpose of this procedure is to outline the acceptable use of the college's information
resources, as well as the expected behavior of all users on the network. The computing, digital
technology and digital information resources at Guilford Technical Community College are
reserved for the educational, instructional, research and administrative computing needs of the
faculty, students, staff, and other individuals authorized by the college. As a user of these
information resources, you may have access to valuable information resources, to sensitive
and critical data, and to internal and external networks. The use of technology shall be
consistent with local, state, and federal laws and in accordance with GTCC policies and
procedures.

Applicability
This policy applies to all users of information resources owned or managed by the college.
Individuals covered by the policy include (but are not limited to) full-time employees, part-time
employees, students, contractors, interns, partners, external individuals, and organizations.

Policy statement
GTCC strives to provide the most secure environment possible for its employees and students,
while simultaneously allowing them adequate ability to perform their expected job(s) or
academic studies. This policy is compliant with the requirements of several federal and state
laws and regulations that apply to educational institutions and institutions that process payment
information, including, (but not limited to): Gramm-Leach-Bliley Act (GLBA), Payment Card
Industry (PCI), Federal Trade Commission (FTC) and Family Educational Rights and Privacy
Act (FERPA). This policy will outline what activity is deemed acceptable and unacceptable on
any Guilford Tech network or computer system.

Acceptable Use
• Users shall use only the information resources that they are authorized to access, including
(but not limited to) resources needed to perform your educational, research or instructional
functions.
• Users shall adhere to the college's password policy and the applicable provisions in this
policy to protect their accounts and to secure resources against unauthorized use or access.
• Users are individually responsible for appropriate use of all information resources assigned to
them and to which they are given access.
• Users shall comply with the policies and guidelines for any specific set of information
resources to which they have been granted access. When other applicable policies are more
restrictive than this policy, the more restrictive policy takes precedence.
• With appropriate authorization, users may connect laptops and other non-college-owned
devices to the open wireless network and smart classroom lecterns specifically designed for
this purpose. Authorization can be given by the faculty or staff member present, ITS or other
individuals in charge of the room.
• Users shall immediately report any actual, suspected, or perceived weakness in any
information resource to ITS. A weakness may include unexpected network behavior, ability
to access sensitive information or PII, or security threats.
• Users must report any suspected violation of this policy, including theft or unauthorized
disclosure of information.
• All requests for information resource access, maintenance, relocation, or provisioning/de-
provisioning must be directed to ITS.
• All user accounts are required by ITS systems to be enforced by multi-factor authentication
(MFA). Users (faculty/staff, students, contractors, etc.) are required to initially setup and
continually ensure the validity of MFA methods.
• Acceptable uses include (but are not limited to):
1) Official college business
2) Instructional and student research
3) Independent study
4) Professional development
5) Service representing the college or community
6) Reasonable non-commercial personal use
7) GTCC hosted conferences or meetings

Unacceptable Use
• Use of Guilford Tech's computing services and facilities for political purposes, personal
private gain or for other activities in violation of the college's student or employee handbook
is prohibited. However, personal private gain does not apply if the primary intention of the
work being performed is related to the college or has an educational purpose.
• Use of the college's information resources to create, access or transmit inappropriate material,
including (but not limited to) material that is obscene, illegal, offensive, defamatory or
harassing, as well as material that shows aversion, denigration or hostility toward any
protected class, including (but not limited to) race, color, sex, pregnancy, national origin,
disability, genetic information, age, religion, marital status, sexual orientation, gender
identity, political beliefs, veteran status, or any other characteristic or classification protected
by laws.
• Users shall not attempt to access or provide resources or assistance to others to access
information resources, restricted portions of the network, an operating system, security
software or other administrative applications, without appropriate authorization by the
system owner or administrator.
• Users shall not provide resources or other forms of assistance to others to allow any
unauthorized person to access information resources. Sharing of account information,
including passwords, is strictly prohibited. Additionally, students (excluding student
employees) may not share or otherwise access employee workstations, as these may have
 access to secured networks or sensitive data.
• Users shall not engage in any activity that could degrade the performance of information
resources, deprive an authorized user access to information resources, obtain extra resources
beyond those allocated, or circumvent college computer security measures.
• Users shall not utilize unauthorized file-sharing programs or services that incorporate file
sharing, including (but not limited to) Dropbox, Box, Google Drive, Amazon S3 storage or
other services to store sensitive information or PII without approval by ITS. The college has
no control over these services and cannot guarantee the confidentiality, integrity, or
availability of the data.
• Users shall not waste, monopolize, interfere with, or misuse the information resources by, for
example, requesting an excessive number of copies from a printer, playing games, or
participating in chain letters or Ponzi schemes.
• Users shall not access or damage any portion of the college's information resources or other
college property, such as college records, or use information resources for illegal activities.
• Users may not connect personal or non-college-owned equipment to the secure password-
protected campus network unless given specific authorization by the Vice President of
Operations and Facilities.

Unacceptable uses include, but are not limited to:

1) Any purpose which is illegal, unethical, intentionally dishonest, purposefully
hurtful, inconsistent with the college mission.
2) Harassment, libel, slander, cyberbullying behavior
3) Fraudulent or intentional misleading statements
4) Undermining computer, network or technology security settings
5) Unauthorized access to GTCC technology systems
6) Using another user’s login credentials, using password cracking programs, packet
sniffers, port scanners or similar.
7) Using college technology for personal, private or commercial business purposes not part
of official college business.
8) Violation of software and maintenance license agreements
9) Downloading unlicensed material or violating copyright limitations of information. See
Management Manual policies II-2.1.6 Intellectual Property and II-2.1.7 Copyright.
10) Viewing, sending, posting, downloading, or intentionally accessing pornographic,
sexually explicit, offensive material, or material that does not support the values of
employee and student good behavior.

Confidentiality
GTCC has a monitored technology infrastructure. Internet activity, electronic mail,
computer logs and computer files are monitored. All network, computing, and
communications activities are subject to e-discovery and forensic investigation purposes.
The college cannot guarantee the un-monitored privacy of electronic communications.
a. Employee access to information resources are reviewed annually. Colleague access is
reviewed annually to ensure access is in alignment with the employee’s responsibilities.
Student workers will not have access to personal or confidential Colleague records
 without formal approval by their supervisor who will ensure data protection.
b. GTCC users must not store, transmit, or email information defined as protected
personally identifiable information (PII), HIPAA, FERPA or similarly protected data
using non-GTCC owned technology. This includes using non-GTCC computers, laptops,
tablets, smart phones, desktops, scanning devices, multi-function printing devices
(MFDs), internet sites, and external storage devices such as thumb drives, external drives
or flash memory devices.
c. Colleague, Self Service, Canvas, and ImageNow are secure and should be used to
digitize paper records and present/record information. (Example: entering student
grades using Canvas or Self Service is acceptable and secure).

Privacy and personal rights

Users do not have an expectation of privacy regarding their use of the college's information
resources, and by accessing and using the information resources, users expressly consent to the
college's monitoring of, access to and use of information regarding their use of the college's
information resources. All information transmitted on or from, received or accessed by or
residing on the information resources is monitored by the college through ordinary course of
business. Information contained on the information resources and in college accounts, including
(but not limited to) email, files, and other documents, may be subject to inspection under the
Public Records Law of the State of North Carolina.

The college monitors access to these information resources and reserves the right, without prior
notice to users, to access the information resources and to use any, and all, information retrieved
from the information resources.

Computer files, electronic mail and accounts on college networks are not the private property
of the user, and the user has no reasonable expectation of privacy. The college president, vice
presidents, or the Chief Information Officer or designee may monitor use:
a. To protect the integrity, security or functionality of the network or other computing
resources
b. To protect the college from liability
c. When there is reasonable cause to believe that the user has violated this Internet
Acceptable Use policy
d. When there appears to be unusual or unusually excessive activity as indicated by
monitoring general usage patterns
e. When requested by supervisors or the Chief Human Resources Officer
f. When required by law

Mass Email
Internal emails sent to officially administered mass email lists must directly relate to and
facilitate the teaching, learning and service missions of the college and be relevant to the list
members.

Non-completion of annual Security Awareness Training

Security Awareness Training is conducted throughout the school year (August - May) for all
faculty and staff members. This training is essential to be compliant with PCI, GBLA, FERPA
and other regulations; in addition to being an important part of our overall cyber risk reduction
program.

Users who fail to complete the Security Awareness Training by the assigned due date will have
their account locked and will need to contact the Service Desk to have their account unlocked.
The user will then have two weeks to complete the annual Security Awareness Training, or their
account will be locked again, and their supervisor will need to contact the Service Desk to have
the account unlocked. The intent is to encourage all users to accomplish their training in a timely
fashion and to reduce risk to the college.

If the user still fails to complete the Security Awareness Training, the following actions will be
initiated:
• In conjunction with the supervisor, HR representative and ITS Security Team, the user will
be placed on an HR Performance Improvement Plan (PIP).
• Any future failure would be handled in accordance with the established PIP.

Repeat phishing campaign failures:

All faculty and staff members are subject to continuous simulated phishing campaigns. The
purpose is to help users successfully identify attempts to gain access or gain account credentials
through phishing emails. Failures consist of (but are not limited to) clicking a malicious link or
opening an attachment in the phishing email. Users who fail the phishing campaign simulations
three (3) times per school year (August – May) will undergo remedial training and will have
disciplinary actions imposed on them. The following actions will be initiated:
First failure: The user receives an email advising them that they clicked on a simulated phishing
campaign and a brief message of items to look out for in the future. The email will include a link
that directs them to the assigned training. For users who fail to complete the training by the
assigned due date, their managers will be notified, stating they have an additional two (2) weeks
to complete the training. If the user still doesn’t complete the training within the additional two
(2) weeks, they will have their account locked and will need to contact the Service Desk to have
their account unlocked. Training will then need to be completed within two (2) business days.
The user’s manager and HR will be notified.

Second failure: The user and his/her manager receive an email advising them that the user failed
the simulated phishing campaign. The email will include a link that directs them to the assigned
training; and notification that the user is required to complete training within the assigned due
date, or their account will be locked. For users who fail to complete the training by the assigned
due date, their managers will again be notified, stating the user has an additional two (2) weeks
to complete the training. If the user still doesn’t complete the training within the additional two
(2) weeks, they will have their account locked and will need to contact the Service Desk to have
their account unlocked. Training will then need to be completed within two (2) business days.
The user’s manager and HR will be notified.

Third failure:
• In conjunction with the supervisor, HR representative and ITS Security Team, the user will
be placed on an HR Performance Improvement Plan (PIP).
• Any future failure would be handled in accordance with the established PIP.
Incidental Use – What does this mean?
Guilford Tech acknowledges that there are a vast number of resources available to employees,
often outside the realm of being directly work-related. Therefore, Guilford Tech allows
employees and students the benefit of utilizing the college's infrastructure for incidental personal
use, with the following constraints:
• Incidental use of electronic mail, internet access, fax machines, copiers and any other
information technology resources is restricted to college-approved users and does not extend
to family members. The practice of sharing credentials for access is strictly prohibited.
• Incidental use that would result in a direct cost to the college, create the potential for legal
action against or liability to the college or cause embarrassment to the college is strictly
prohibited.
• Incidental use that interferes with the satisfactory performance of an employee's work duties
is strictly prohibited.
• Incidental use must not violate any other college policies or procedures or any applicable
laws or regulations, must not violate any provision in this policy and must not be used with
the intention of personal private gain.

• Incidental use is considered a privilege and benefit of employees and students. If it is

determined that it is being used to the detriment of the college or other individuals, incidental
use privileges and access to the network and information resources may be revoked at any
time in the college's sole discretion. Additionally, should the college equipment be used to
develop intellectual property, the college will retain rights and ownership of a portion of that
intellectual property, consistent with the college's copyright infringement and intellectual
property policy, North Carolina Community College System regulations, state and federal
law. See Management Manual policies II-2.1.6 Intellectual Property and II-2.1.7 Copyright.

Legal and regulatory considerations

Users of Guilford Tech's resources are expected to abide by all applicable laws, regulations,
statutes, and ordinances and shall:
• Abide by all applicable copyright laws and licensing requirements. The college may have
entered into legal agreements, contracts, or licensing terms with providers of software and
network resources, which require individuals using them to comply with those agreements.
• Not use, copy, or distribute copyrighted works, including (but not limited to) web-page
graphics, sound files, film clips, trademarks, software, and logos, unless you have a legal
right to use, copy, distribute or otherwise exploit the copyrighted work.

Compliance
Individuals found to be in violation of this policy or engaging in any conduct that violates
applicable law shall be subject to disciplinary action, including restriction or possible loss of
privileges, suspension, termination, or referral to law enforcement.

Students violating this policy are subject to disciplinary actions as set forth in the Student Code
of Conduct.
The vice president of Operations and Facilities shall verify compliance with this policy through
various methods, including (but not limited to) business tool reports, internal and external audits
and feedback to the policy owner. Additionally, this policy will be reviewed as a part of annual
compliance submissions as well as internal and external audits.

Any exception to this policy must be approved by the College Leadership Team in advance.

All Users have the responsibility to stay up to date on any changes to this policy as well as other
college policies.

Adopted 06/20/1996
Revised 07/12/1999
Revised 07/11/2003
Revised 08/12/2016 (titles only)
Revised 02/13/2017 (procedure)
Revised 06/20/2022 (procedure)
Revised 11/02/2023
II-2.1.3 Social Media
Guilford Technical Community College (the “college”) may establish official college social
media networking sites to facilitate information sharing and collaboration. Social media
communications tools may be used for official college business such as marketing to potential
students; communicating with prospective and current students, alumni, and employees;
educating the public about the college and its mission, programs and events; and for emergency
communications. The associate vice president, College Advancement shall coordinate with the
Chief information officer to establish and maintain appropriate college procedures governing use
of social media by college employees, independent contractors, and students (collectively,
“College Community Members”) and shall ensure that these procedures are readily accessible by
such College Community Members.

Procedure
These procedures apply to all use of social media by College Community Members, including
officially-recognized GTCC social networking sites as well as personal sites reflecting College
Community Members’ opinions and viewpoints. Examples of social networking sites and
services, used both professionally and personally, include but are not limited to blogs, forums,
Facebook, Twitter, LinkedIn, Instagram, Flickr and YouTube.

1. Establishment of Social Media Accounts on Behalf of the College

The Marketing and Communications Department will establish and maintain the college’s
official social media sites. Any College Community Member who wishes to create a social
media account on behalf of the college or use any established GTCC-owned social media
account, must be approved and trained. To obtain approval and training, contact the associate
vice president, College Advancement or the public information officer. Establishment of
social media sites must follow these steps:
a. College employees may request a social media account by filling out the Social Media
Application and Social Media Checklist documents. Submit all paperwork to the associate
vice president, College Advancement and the public information officer for review.
b. College Community Members who are approved to use a college social media account
will be required to successfully complete Social Media Training through the Office of
Marketing and Communications before full authorization is granted.
c. All new registered accounts will undergo a 60-day trial period in which the Office of
Marketing and Communications will monitor the account to ensure that the account is
active, content is current and posted regularly and adheres to the college’s Social Media
Best Practices (located on the college’s Marketing and Communications web page), as
well as the II-2.1.3 Social Media Policy and Procedures. The Office of Marketing and
Communications may periodically monitor the account following the trial period to
ensure compliance with this policy.
d. The Office of Marketing and Communications reserves the right to delete, unpublish, or
deactivate an officially-recognized GTCC social networking site if: the site has been
inactive for more than 180 days (including the 60-day trial period); or if the account’s
administrator does not adhere to the social media guidelines, policies and procedures.
e. Any employee who creates a social media account on behalf of the college without prior
approval from the Office of Marketing and Communications will be required to terminate
the account immediately. Failure to do so will result in disciplinary action.
 f. If an administrator of a college social media account ceases employment with the college,
it is that employee’s responsibility to notify the associate vice president, College
Advancement or public information officer of this change so they can be removed from
the account. In the event that an administrator has been terminated from their position, it
is the responsibility of the Chief Human Resources Officer to notify the associate vice
president, College Advancement, public information officer and webmaster.
g. When student organizations use college‐sponsored social media for communication, the
employee administrator of said account will be responsible for monitoring the account on
a daily basis to compliance with this policy.
h. College Community Members are personally and solely responsible for any legal liability
arising from or relating to their use of social networking services and sites in violation of
this policy. Each College Community Member agrees to release the college from liability
and also to indemnify the college for any and all claims brought against the college
arising from or related to such College Community Member’s violation of this policy.
i. Any officially-recognized GTCC social media account is subject to collection and
preservation policies of the state.
j. Any offers or contests conducted through social media must comply with all applicable
laws and be preapproved by both the associate vice president, College Advancement and
the appropriate vice president.

2. Personal Social Media Sites

a. Information publicly published on social networking sites by College Community
Members shall comply with all existing college policies (See Management Manual policy
IV-3.1.1 Student Code of Conduct). Any discussion of confidential college issues is
prohibited.
b. Social media activities shall not interfere with a College Community Member’s work
commitment. Community College Members should access personal social networking
sites and services on non‐working time with their own personal computing equipment
and should do so in a responsible and professional manner.
c. Because use of the college’s official logos or graphics can create the impression that the
college officially sanctions the communication, College Community Members may not
use the college’s official logos or graphics without the prior written consent of the
associate vice president, College Advancement.
d. College Community Members should not claim or imply that they are speaking on behalf
of the college unless they have received express authority from the college’s senior
administration to be a spokesperson for the college.
e. Information posted on personal social media sites that identifies an affiliation with the
college should include a disclaimer like “the views expressed are mine alone and do not
necessarily reflect the views of GTCC."

3. Social Media in the Classroom

a. If using social media as an educational tool in the classroom, faculty must clearly identify
how the medium will be used and what will be required.
b. Students and/or parents must have the option to opt out and an alternative must be
provided for students who may not be comfortable creating a social media account. It is
 the responsibility of the faculty to provide a consent form that includes an opt-out option
for students.
c. If a student is under 18, parental consent will need to be obtained for a student to create a
social media account.
d. Social media accounts used as an educational tool must be authorized in advance by an
academic dean prior to applying for an officially-recognized GTCC social media account
through the Office of Marketing and Communications.

Adopted 02/16/2012
Revised 05/05/2017
Revised 03/10/2021 (titles)
II-2.1.4 Marketing and Communications
The preparation and release of GTCC news, features, advertising copy, publications and other
communications distributed to the public via any communications medium (print, broadcast, and
electronic) will be coordinated by the Office of Marketing and Communications. No college
employee should communicate official news or information without receiving prior approval
from the Office of Marketing and Communications or direct authorization from the president.
Inquiries from the media are to be referred to the Office of Marketing and Communications to
determine the appropriate employee to respond on behalf of the college.

Procedure
The Office of Marketing and Communications shall coordinate media coverage, including the
writing and distribution of news releases to the media; the design, development, placement and
purchase of advertising; release of information to the media, or to the public, on Board or major
administrative actions; and manage the college’s social media sites.
1. Press Releases
1) All pertinent data about general news items shall be submitted in writing to the Office of
Marketing and Communications.
2) Publicity requests for scheduled events shall be submitted to the Office of Marketing and
Communications at least one month before the scheduled event.

2. Advertising
1) The Office of Marketing and Communications will be responsible for all advertising,
except classified advertising for job openings (handled by the Human Resources office).
2) The Office of Marketing and Communications plans the advertising budget for GTCC for
the year. In the event additional funds become available, requests for unplanned
advertising will be handled on a case-by-case basis. Requests for advertising require the
approval of the president or the appropriate vice president, and the Office of Marketing
and Communications.

3. Printing/Other Publications
1) The Office of Marketing and Communications produces a variety of internal and external
publications including course schedule(s), view book, curriculum program brochures,
President's Report, and other materials. Requests for publications require the approval the
president or appropriate vice president, and the Office of Marketing and
Communications.
2) All copy for the project should be submitted to the Office of Marketing and
Communications at least four (4) weeks before the anticipated printing date. Producers
of such projects must adhere to all appropriate bid procedures, which are handled by the
Purchasing Office.
3) Institutional identification (including Affirmative Action/Equal Opportunity Institution
designation, as appropriate) will be designed into all materials.

4. Any person, age eighteen or older, on college property or attending a college-sponsored

event, may be photographed and their image may be shared through any forms of marketing
 and communication mediums (advertisements, marketing materials, feature stories, website,
social media, etc.). This includes all employees of the college.
a. The Office of Marketing and Communications will ensure that signs are posted on
campuses and at all events with wording about the photography policy – Signs should be
posted in high visibility areas on campus, in targeted areas at the Conference Center, and
at all college-sponsored events. Wording should include that attendees are, by their
attendance, giving permission for their likeness, name, etc. to be used in publications and
marketing materials.
b. Conference Center and other facilities rental contracts should include the same/similar
wording as college policy so that clients are informed and aware of the photography
policy prior to each event.
c. During the enrollment/admissions process, the photography policy will be communicated
by the vice president of Student Services to curriculum students, and by the vice
president of Workforce and Continuing Education to continuing education students.
d. Faculty will include the following language on all syllabi:
“Course lectures may be audio/video recorded and made available to other students in
this course. As part of your participation in this course, you may be recorded. If you do
not wish to be recorded, please contact [instructor/email address] the first week of class
(or as soon as you enroll in the course, whichever is latest) to discuss if alternative
arrangements can be made. If you are under the age of eighteen, please inform your
instructor of this.”
e. Students identified as under the age of eighteen will need their parent or guardian to sign
a photo release form prior to being photographed, and the signed form sent to the Office
of Marketing and Communications.

5. Media Coverage of College Activities

a. As a public, tax-supported community college, Guilford Technical Community College
complies with public information law and works with news media to provide coverage of
news about the college. Occasionally, media representatives may visit GTCC classrooms
to interview and photograph students. The college welcomes these opportunities while
respecting the rights of students who may not wish to be interviewed or photographed.
Students may be excused from classroom activities, without question, while photographs
or video images that include students are being recorded.
b. The Office of Marketing and Communications shall coordinate media contacts on behalf
of the college.
c. The associate vice president, College Advancement or their designee is the official
contact person for information concerning college events and campus-wide activities.
d. Employees should answer questions from the media only when requested to do so by the
Office of Marketing and Communications, or president. The employee will promptly
inform the Office of Marketing and Communications of the information shared with the
media representative.
e. If an employee prefers not to answer media questions or believes they do not have
sufficient information to do so, they should inform the Office of Marketing and
Communications, who will identify another appropriate respondent.
 f. Employees who receive media inquiries regarding political activity should refer to the
policy and procedures in the Management Manual V-5.1.5 Political Activities of
Employees.

Adopted 08/17/1995
Revised 12/12/2013
Revised 04/20/2017
Revised 10/15/2020
II-2.1.5 Public Records
Guilford Technical Community College will provide access to, and copies of, records and
documents in accordance with, and subject to, Chapter 132 of the North Carolina General
Statutes and other applicable State and Federal laws. The president may designate individuals
authorized to provide access to, and copies of, such records and documents. The fees charged
for providing copies of records and documents shall not exceed the actual cost to the college for
making such copies. The fees for certifying copies of such records and documents shall be as
provided by law. See Chapter 132 of the North Carolina General Statutes for the State’s Public
Records law as specific questions about what constitute public records arise.

Procedure
1. Requests for college records shall be complied with as promptly as possible. Records
protected by laws pertaining to student privacy, confidentiality of employee records and
other confidentiality laws will not be provided. (See policies outlined in Section II-2.1,
Public Information and Section II-3.1, Private Information).

2. The person requesting access to or copies of public records and documents cannot be
required to state the purpose or motive for the request.

3. Requests for college records and documents shall be referred to the President’s Office and
vice president of Business and Finance to provide access to, and copies of, such records and
documents. The President’s Office must be notified of all requests for public records and
shall maintain a log of all such requests.

4. If copying the records and documents involves four or more pages, or if the copy is to be
supplied on an electronic storage device, the requestor may be required to pay the cost of
making the copies. The electronic storage device shall be supplied at actual cost-plus cost of
producing the records or documents as permitted by law. Payment shall be made at the time
the copies are delivered.

5. No request to inspect, examine or obtain copies of public records can be denied on the
grounds that confidential information is comingled with the requested non-confidential
information. If it is necessary to separate confidential from non-confidential information in
order to permit the inspection, examination or copying of the public records, the college shall
bear the cost of such separation.

Adopted 06/20/1996
Revised 01/13/2020 (procedure)
II-2.1.6 Intellectual Property
Guilford Technical Community College adopts the following document as its Intellectual
Property policy. The president and/or designees of the president have the authority to make
changes in the provisions of Section 6. Administration of Intellectual Property without further
action of the Board of Trustees.

SECTION 1. INTRODUCTION
This document establishes a policy for Guilford Technical Community College (“GTCC”) with
respect to intellectual property developed by faculty, staff, and students. The goals of this policy
are:
• To provide appropriate incentive to creative intellectual effort by faculty, staff, and students;
• To establish principles for determining the interests of GTCC, authors, inventors, and
sponsors in regard to original works of authorship, inventions, and/or discoveries;
• To enable GTCC to determine the significance of original works of authorship, inventions,
and/or discoveries that may be brought to the point of commercial utilization; and
• To recognize the right of the author or inventor to financial benefits in the original works of
authorship, inventions, and/or discoveries.

SECTION 2. COPYRIGHTS
The GTCC policy with regard to copyrightable works is intended to foster the traditional
freedoms of GTCC faculty, staff, and students in matters of publication, through a fair and
reasonable balance of the equities among authors, sponsors, and GTCC. At the same time, the
policy is intended to ensure that copyrightable materials in which GTCC has a legitimate interest
are utilized in a manner consistent with the public interest.

A. Definition of Copyrightable Material

Copyrightable materials include original works of authorship for which property rights are
protected under federal copyright legislation such as books, manuscripts, artistic works,
movies, television programs, software, music, and multimedia materials.

B. Copyright Use
GTCC supports the responsible, good faith exercise of fair use rights, as codified in 17
U.S.C. § 107, by faculty, librarians, and staff in furtherance of their teaching, research,
service, and other educational activities. (Copyright Law of the United States of America and
related laws contained in Title 17 of the United States Code.)

GTCC shall:
1. Inform and educate the GTCC community about fair use and the application of the four
fair use factors as set forth in 17 U.S.C. § 107 and as interpreted in applicable case law.
The four factors are:
a. The character and purpose of the proposed use.
b. The nature of the work to be used.
c. The amount and substantiality of the portion to be used.
d. The effect on the market or potential market for the work.

2. Develop and make available resources concerning copyright laws in general and the
 application of fair use in specific situations.

3. Ensure that employees and students have access to assistance in making fair use
determinations.

C. Ownership
1. Works by faculty
a. Non-Directed Works
A “non-directed work” is a pedagogical, scholarly, literary, or aesthetic (artistic) work
originated by a faculty employee resulting from an effort that is not specifically
funded or created at the direction of GTCC. Such works may include textbooks,
manuscripts, scholarly works, fixed lecture notes, distance learning materials not
falling into one of the other categories of this policy, works of art or design, musical
scores, poems, films, videos, audio recordings, or other works of the kind that have
historically been deemed in academic communities to be the property of the author.

Except as otherwise provided in Section 2 of this policy, non-directed works shall be

owned by the author (the word “author” as used in this policy also includes the plural
where there is more than one author or contributor) of the work. (See Section 2(C)(2)
below for the definition of “work for hire;” under the Copyright Act GTCC is deemed
the “Author” of a work for hire.) If GTCC is to be involved in commercializing a
non-directed work, the work’s author shall assign the work to GTCC. In cases of
ownership by the author of a non-directed work, GTCC, where practical, shall be
granted a non-exclusive, nontransferable, royalty-free license to reproduce, distribute,
publicly perform, publicly display, or make derivative works of the work for its own
educational or research use (hereinafter referred to as a “Shop Right”).

b. Non-Directed Works Involving Exceptional Use of GTCC Resources

“Exceptional use of GTCC resources” means GTCC support of non-directed works
with resources of a degree or nature not routinely made available to faculty in a given
area. The following are some examples of that are presumed to be exceptional use:
1) Waiver of fees normally required to use specialized GTCC facilities (e.g.,
equipment, production facilities, service laboratories, special computing
resources, studios) where those facilities are used in creation of the work;
2) GTCC grants or gifts in support of the work’s creation;
3) Reduction in levels of teaching, service or other GTCC employment
responsibilities (e.g., course load, student advising, division/department meetings,
office hours, administrative tasks) granted solely for the purpose of facilitating
creation of a specified work or works; and
4) Use of GTCC personnel, laboratory space, equipment, or supplies not routinely
made available to faculty or employees.

Exceptional use does not normally include routine use of GTCC personnel, office
space, laboratories, desktop computers, libraries, telephones, and information
resources in a manner that (i) does not interfere with or delay use for GTCC business
purposes, and (ii) does not result in substantial direct costs to GTCC.
 Non-directed works involving exceptional use of GTCC resources shall be owned by
GTCC. However, upon approval by the Intellectual Property Committee, GTCC may
release or transfer its rights to the work’s author, with GTCC retaining (1) a Shop
Right, and/or (2) the right to require reimbursement and/or income sharing from the
author to GTCC if the work produces income for the author. The parties may also
negotiate for joint ownership of such works, with the approval of the Intellectual
Property Committee.

c. Directed Works
“Directed works” include works that are specifically funded or created at the direction of
GTCC (including, but not limited to, works for hire by faculty or other employees).

Directed works shall be owned by GTCC. The work’s author, where practical, shall be
granted a Shop Right. GTCC may release or transfer its authorship rights to the work’s
author under a written agreement negotiated between the author and GTCC, usually with
GTCC retaining (1) a Shop Right, and/or (2) the right to require reimbursement and/or
income sharing from the work’s author to GTCC if the work produces income for the
author. The parties may also negotiate for joint ownership of such works, with the
approval of the Intellectual Property Committee.

d. Sponsored or Externally Contracted Works

A “sponsored or externally contracted work” is any type of copyrighted work developed
using funds supplied under a contract, grant, or other arrangement between GTCC and
third parties.

For a sponsored or externally contracted work created under an agreement that expressly
requires copyright ownership by GTCC, the author of the work must disclose the work to
GTCC. Provided there is no conflict with a sponsored agreement, GTCC may release or
transfer its rights to the work’s author under an agreement negotiated between the author
and GTCC, usually with GTCC retaining (1) a Shop Right, and/or (2) the right to require
reimbursement and/or income sharing from the work’s author to GTCC if the work
produces income for the author; or the parties may also negotiate for joint ownership of
such works, with the approval of the Intellectual Property Committee. For a sponsored or
externally contracted work created under an agreement that does not expressly require
copyright ownership by GTCC or a third party, the author of the work shall own the
work, subject to required disclosure to GTCC. In case of ownership by the work’s
author, GTCC, if practical, shall be assigned a Shop Right.

2. Works by GTCC Staff

For purposes of this policy, a staff member that engages in academic instruction shall be
Considered “Faculty” with regards to works created within the scope of the staff
member’s employment and relating to the provision of academic instruction by such staff
member. (See Section 2(C)(2) above).
 Most works by GTCC staff members are considered to be “Works for Hire.” A “work
made for hire” is:
• A work prepared by an employee within the scope of their employment, including
without limitation a work created in the context of carrying out administrative duties
for GTCC; or
• A work specially ordered or commissioned for use as a contribution to a collective
work, as a part of a motion picture or other audiovisual work, as a translation, as a
supplementary work, as a compilation, as an instructional text, as a test, as answer
material for a test, or as an atlas, if the parties expressly agree in a written instrument
signed by them that the work shall be considered a work made for hire.
• Works for hire made by GTCC staff shall be owned by GTCC. In special cases,
however, GTCC may enter into a written agreement in advance that the employee
shall own the copyright. In addition, the Intellectual Property Committee may waive
GTCC ownership.

3. Works by Independent Contractors

Works by independent contractors shall be owned in accordance with the contract under
which the work was created. GTCC shall ensure that there is a written contract for work by
an independent contractor specifying GTCC ownership.

4. Works by Students
“Student works” are papers, computer programs, theses, dissertations, artistic and musical
works, and other creative works made by students in the instructional process. For purposes
of this policy, the term “students” includes teaching, graduate, and research assistants.

Except as provided below, student works shall be owned by the author, and GTCC, where
practical, shall be granted a Shop Right.

1) Sponsored or Externally Contracted Works: Ownership shall be in accordance with

Section 2(C)(1)(d) of this policy on sponsored or externally contracted works made by
faculty or other GTCC employees.
2) Works for Hire: Student works created by students in the course of their employment
with GTCC shall be considered to fall within the scope of Work for Hire in accordance
with Section 2(C)(2) of this policy on works for hire made by GTCC staff.

D. Distribution of Income
Commercialization of Employee or Student Owned Works by GTCC: If a GTCC employee
or student wants GTCC assistance to commercialize a work for which they own the
copyright, they must contact the Intellectual Property Committee. If the Intellectual Property
Committee agrees to assist in commercialization, the author must assign copyright in the
work to GTCC. The assignment agreement shall contain provisions outlining the
commercialization responsibilities of GTCC and a mechanism for the sharing of commercial
proceeds with the author. The author receives sixty (60%) percent of the net proceeds from
the commercialization of the work and GTCC receives forty (40%) percent.
 Commercialization of GTCC Owned Works: GTCC may commercialize works owned by
GTCC. If a work created by a faculty member is owned by GTCC due to exceptional use of
GTCC resources and is commercialized by GTCC, GTCC receives sixty (60%) percent of the
proceeds and the author receives forty (40%) percent of the net proceeds.

Commercialization of Jointly Owned Works: Works that are jointly owned by GTCC and
the author may be commercialized in accordance with a written agreement negotiated by the
parties and the division of proceeds will be specified in that agreement.

E. Works Subject to Protection by Both Copyright and Patent Laws

In cases where an invention or creation is subject to protection under both patent law and
copyright law, if GTCC elects to retain title to its patent rights, then the inventor/author(s)
shall assign the copyrights to GTCC and the inventor/author(s) shall be compensated in
accordance with the royalty provisions of this policy regarding patent revenue sharing.

F. Videotaping and Related Classroom Technology

Any courses that are videotaped, recorded, or transmitted using any media are GTCC
property and may not be further distributed without permission from the Intellectual Property
Committee. All videotaped courses shall carry an appropriate copyright notice.

G. Copyright Registration
The responsibility for determining the need for copyright registration of a GTCC owned
work shall rest with the Intellectual Property Committee.

H. Use of GTCC Name in Copyright Notice

In general, all GTCC owned works should bear appropriate copyright notice. Such copyright
notice should be composed and affixed in accordance with United States copyright law, as
follows:

Copyright (year) GTCC. All Rights Reserved. The date in the notice should be the year in
which the work was created, with separate dates included for years in which any changes are
made to the work.

SECTION 3. INVENTIONS
A. Patent Ownership
GTCC shall own all rights and title in all inventions and discoveries of GTCC faculty, staff
and students that are: (1) conceived or first actually reduced to practice as a part of or as a
result of GTCC research or activities within the scope of the inventor’s employment by
GTCC, or (2) that involve the use of GTCC time, facilities, staff, materials or funds
administered by GTCC. Inventions that are made by faculty, staff, and students entirely on
their own time and without the use of GTCC facilities, equipment, staff, supplies, resources,
or trade secret information, shall remain the exclusive property of the inventor.

In the event there is a question as to whether GTCC has an ownership claim to an invention,
the invention should be disclosed according to Section 3(B) below. Such disclosure is
without prejudice to the inventor’s ownership claim. In determining ownership interest in an
 invention, GTCC may determine that GTCC has no property interest in an invention because
its conception and reduction to practice were unrelated to the inventor’s duties as a GTCC
employee or involved only insignificant use of GTCC resources (such as office space or
libraries normally available to all faculty and staff). The inventor will receive a written
statement confirming GTCC’s property interest. If a student makes an invention that is, or
may be, subject to GTCC ownership in accordance with this policy, the student shall disclose
the invention to GTCC as provided in Section 3(B) below, and GTCC, together with the
student, shall determine an equitable resolution of ownership rights.

B. Disclosure
GTCC faculty, staff, and students are required to report all inventions and discoveries in
which GTCC may have an interest to GTCC’s Intellectual Property Committee (a
“Disclosure Report”), at which time the possibility of exploring patenting should be
considered. Students should first discuss an invention with their instructor, who shall assist
them in further discussion with GTCC.

In order to preserve rights in unpatented inventions, it shall be the duty of the inventor, or of
the supervisor if the inventor is not available, to report to the Intellectual Property
Committee any publication, submission of manuscript for publication, sale, public use, or
plans for sale or public use, of an invention, if a Disclosure Report has previously been filed
with respect to the invention. If an invention is disclosed to any person who is not
employed by GTCC or not working in cooperation with GTCC upon that invention, a record
shall be kept of the date and extent of the disclosure, the name and address of the person to
whom the disclosure was made, and the purpose of the disclosure. The inventor shall
promptly notify the Intellectual Property Committee of the acceptance for publication of any
manuscript describing the invention or any sale or public use made or planned by the
inventor.

In those cases in which GTCC has obtained a patent without obligation to any sponsor that
supplied funds under a contract, grant, or other arrangement for the development of the
underlying invention, and no arrangement has been made for commercial development of
the invention within a reasonable period from the date of the issuance of the patent, the
inventor(s) may request in writing a release of GTCC’s patent rights. The Intellectual
Property Committee will promptly either grant the request or will advise the inventor of
GTCC’s plans for the development of the invention.

As to any invention in which GTCC has determined that GTCC has an interest, the inventor,
upon request, shall execute promptly all contracts, assignments, waivers or other legal
documents necessary to vest in GTCC or its assignees any or all rights to the invention,
including complete assignment of any patent or patent applications relating to the invention.
GTCC personnel may neither (a) sign patent agreements with outside persons or
organizations which may affect GTCC’s rights and interests as stated in this policy or as
provided in any grant or contract funding the invention, nor (b) without prior written
authorization use the name of GTCC in connection with any invention.

C. Revenue Sharing
 GTCC shall share revenue which it receives from patents or inventions with the inventors.
As noted above, specific provisions of grants or contracts may govern rights and revenue
distribution regarding inventions made in connection with sponsored research;
consequently, revenues GTCC receives from such inventions may be subject to payments of
royalty shares to sponsors or contractors. Moreover, GTCC may contract with outside
persons or organizations to obtain, manage, and defend patents, and any royalty shares of
expenses contractually committed to such persons or organizations may be deducted before
revenues accrue to GTCC.

The revenues (net, if applicable per the preceding paragraph) which GTCC receives from a
patent or invention will be applied first to reimburse GTCC for any incremental expenses
incurred by it in obtaining and maintaining patents and/or in marketing, licensing and
defending patents or licensable inventions. After provision for such expenses, the inventor’s
share of such revenues shall be as follows: 50% of the first $500,000 of the net revenue and
35% of net revenue thereafter. In the case of co-inventors, each such percentage share shall
be subdivided equally among them, unless GTCC in its sole discretion determines a
different share to be appropriate. Applicable laws, regulations or provisions of grants or
contracts may, however, require that a lesser share be paid to the inventor.

D. Inventor Request for a Determination of GTCC Rights

If the inventor believes that the invention was made outside the general scope of their
GTCC duties or entirely on the inventor’s own time and without the use of GTCC resources,
and does not choose to assign the rights in the invention to GTCC, they shall, in the
invention disclosure, request that the Intellectual Property Committee determine the
respective rights of GTCC and the inventor in the invention and shall include information on
the following points:
1) The circumstances under which the invention was made and developed;
2) The employee’s or student’s official duties at the time of the making of the invention;
3) Whether they requests a waiver or release of any GTCC claims or acknowledgment that
GTCC has no claim;
4) Whether they want a patent application to be prosecuted by GTCC, if it should be
determined that an assignment of the invention to GTCC is not required under this policy;
and
5) The extent to which they would be willing voluntarily to assign domestic and foreign
rights in the invention to GTCC if it should be determined that an assignment of the
invention to GTCC is not required under this policy.

E. Responsibilities of GTCC Personnel

Employees engaged in external consulting work or business are responsible for ensuring that
agreements emanating from such work are not in conflict with this policy or with GTCC’s
contractual commitments. Such employees should make their GTCC obligations known to
others with whom they make such agreements and should provide other parties to such
agreements with a statement of this policy.
SECTION 4. TRADEMARKS AND SERVICE MARKS
Trademarks and service marks (collectively “trademarks”) include any word, name, symbol,
sounds or device used by a person or entity in commerce to distinguish its goods/services from
those of others and to identify the source of those goods/services. Trademarks used for goods or
services distributed by GTCC shall be owned by GTCC. Examples include, but are not limited
to, names and symbols used in conjunction with computer programs or GTCC activities and
events. The ownership of a trademark is determined by the identity of the entity that uses the
trademark. It follows that the fact that a member of the faculty, staff or student creates a
trademark used by GTCC does not confer any ownership rights in the faculty member, staff or
student. The Intellectual Property Committee should be consulted about registration, protection,
and use of marks.

SECTION 5. PROPRIETARY INFORMATION

Proprietary information arising out of GTCC work (e.g. Actual and proposed terms of
agreements, financial arrangements, or confidential business information) shall be owned by
GTCC. Trade secret is a legal term referring to any business or technical information, whether
or not copyrightable or patentable, which derives commercial value from not being generally
known or readily ascertainable and is the subject of reasonable efforts to maintain its secrecy.
Trade secrets are proprietary information.

SECTION 6. ADMINISTRATION OF INTELLECTUAL PROPERTY

A. Organization
The vice president of Instruction is responsible for the administration of intellectual property
matters at GTCC. GTCC may contract with outside agents for certain technology transfer
services, including marketing and licensing of GTCC owned copyrights and inventions.
The vice president of Instruction is authorized to negotiate with reputable agencies or firms
to secure arrangements for intellectual property management, including evaluation of
invention disclosures, filing of patent, trademark, and copyright applications, and licensing
and administration of intellectual property.

B. Intellectual Property Committee

The president shall appoint an Intellectual Property Committee (IPC) consisting of no fewer
than three members. The senior vice president of Instruction shall serve as chairman of the
Committee, and the vice president of Workforce and Continuing Education and at least one
faculty member shall serve on the Committee. The Committee shall be responsible for the
following:
1) Review and recommend to the Board of Trustees changes to these procedures.
2) Decide upon appropriate disposition of intellectual property disclosures.
3) Resolve questions of intellectual property ownership.
4) Recommend the expenditure of royalties.
5) Make such recommendations as are deemed appropriate to encourage disclosure and
assure prompt and effective handling, evaluation, and prosecution of invention
opportunities and to protect the interests of GTCC and the public.
 The president of GTCC shall have the right to review and overrule any decision of the
Intellectual Property Committee. Any interested party may appeal a decision of the
Intellectual Property Committee to the president of GTCC.

Adopted 10/23/1997
Revised 02/19/2004
Revised 10/18/2007
Revised 07/15/2016 (titles)
Revised 04/18/2019 (titles)
II-2.1.7 Copyright
All college-sponsored instruction, activities, events, publications, theatrical, or musical
performance must be in compliance with federal copyright law (Title 17, U.S. Code).
Employees of the college are individually responsible for identifying and obtaining information
about copyright requirements, which relate to the performance of their duties, and for
conforming to them. Employees who do not adhere to copyright requirements are acting beyond
the scope of their employment, and may be subject to disciplinary action or dismissal. In order
to assist employees in complying with the copyright law, the college maintains guidelines and
procedures on the copyright law and its application.

Procedure
1. Definition - "COPYRIGHT is a form of protection provided by the laws of the United States
(Title 17, U.S. Code) to the authors of “original works of authorship” that are fixed in a
tangible form of expression. Copyright protection in the United States exists automatically
from the moment the original work of authorship is fixed."

2. The college provides guidelines to assist employees in complying with copyright law. The
guidelines summarize explanatory materials available to the public that discuss the
application of fair use principles in greater detail. They do not purport to provide legal
advice, but only aid in identifying reasonable conduct in accordance with the principle of fair
use. They do not insure that a court would interpret a particular use as acceptable. No
liability is assumed by GTCC for the opinions and information presented.

3. Guidelines to assist employees in complying with copyright law are available on the campus
network and from appropriate areas (bookstore, college printing and supplies, library, and
organizational development for the following applications. Forms included in the guidelines
must be used as the guidelines indicate.
• Bookstore – Indemnity Agreement
• College Printing and Supplies
• Library - Interlibrary Loan/Reserve Requests
• Multimedia fair use
• Music and theatrical performance

Many of the decisions which instructors and others make in regarding and/or reproduction of
material must be made by the individual, without practical means for review. Therefore,
each employee is responsible for adhering to copyright law and for seeking appropriate legal
advice when questions arise.

4. Fair Use:
a. Copyright law begins with the premise that the copyright owner has exclusive right to
many uses of a protected work, notably rights to reproduce, distribute, make derivative
works, and publicly display or perform the work. Key statues make specific allowance
for concerns such as distance learning, backup copies of software, and some
reproductions made by libraries. The best-known and most important exception to
owners’ right is fair use, which is not an infringement of copyright. Section 107 of the
Copyright Act of 1976 cites four factors to be considered in determining fair use:
 1) The purpose and character of the use, whether such use is of a commercial nature or
is for nonprofit educational purposes.
2) The nature of the copyrighted work (such as whether published or unpublished,
fiction or nonfiction, commercial audiovisual or printed work, consumable or not
consumable).
3) The amount and substantiality of the portion used in relation to the copyrighted work
as a whole. Both length (amount) of the excerpt and how important the excerpt is to
summarizing the creative essence of the work are important.
4) The effect of the use upon the potential market for or value of the copyrighted work.

Since all four of the factors may enter in to any determination by a court of whether fair
use has been violated, there is no binding formula as to what will always apply. Examples
of court deliberations and conclusions are available from many sources. GTCC
guidelines summarize some of these examples, and cannot be definitive.
b. A fifth factor added in 1994 is around "Transformative Use". A work derived from
copyrighted material can be considered transformative if it uses the source material in
new or unexpected ways.

5. See II-2.1.2 Internet Acceptable Use policy.

Adopted 08/21/1997
Revised 07/12/1999
Revised 10/12/2020 (procedure)
II-2.1.8 Records Retention and Disposition
Pursuant to G.S. §121-5 and G.S. §132-8, Guilford Technical Community College shall destroy,
transfer or dispose of records in the manner and the times specified in the Records Retention and
Disposition Schedule as published and maintained by the North Carolina Department of Natural
and Cultural Resources, Division of Archives and Records.

Procedure
NC General Statutes, Chapter 132, defines “public record(s)” as all documents, papers, letters,
maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-
processing records, artifacts, or other documentary materials, regardless of physical form or
characteristics, made or received pursuant to law or ordinance in connection with the transaction
of college business. Computer files of any kind, including drafts and e-mail, are public records.
Even if your records are not the official or final version, your records are public records. Not all
records have high historical, legal, or fiscal value, but they all must be destroyed in accordance
with the provisions of Records Retention and Disposition Schedule.

All GTCC employees should be familiar with the Schedule and any other applicable guidelines
for their department. The Schedule is the tool that GTCC employees shall use when managing
the records in their offices. The Schedule lists records created and maintained by community
colleges, and gives an assessment of a record’s value by indicating when (and if) those records
should be destroyed.

Storage of Records
Public records are public property. Though we encourage departments to find places to store
records that do not take up too much valuable office space, the selected space should be dry,
secure, and free from pests and mold. Your office must ensure that records stored away from
your main office area are well protected from natural and man-made problems while remaining
readily available to your staff and to fulfill public information requests (see II-2.1.4 Marketing
Public Information and II-2.1.5 Public Records).

Deviations from Designated Retention Schedule

Where the method recording information changes (for example, to an electronic system), the
retention periods governing the records listed within the Schedule still apply, provided the
records document the same function.

Certain records possess only brief administrative, fiscal, legal, research, and reference value.
These records are designated by retention periods which allow them to be destroyed when
“reference value ends.” Such records are typically restricted to those documenting routine
operations. A minimum retention period should be established and documented in writing to the
area vice president by each office, department, or program for any items containing the phrase
“destroy in office when reference value ends” in the disposition instructions of the Schedule.

Disposition of Records not Listed in the Schedule

Public records, including electronic records, not listed in the Schedule are not authorized to be
destroyed. Be sure to check the Schedule’s index and utilize the search function on the PDF
version of the Schedule to facilitate the location of records. If you still cannot locate your
records on the Schedule, contact the college records officer who will work with you to amend the
Schedule so that you may destroy records appropriately.

Before retaining any records longer than specified in the Schedule, a department should provide
justification for the need to retain records longer than required to their respective vice president.
The area vice president should provide written authorization to the department that they concur
(or not) with the request.

Electronic Records
The term “electronic record” is defined as any record that is created, received, maintained or
stored on GTCC local workstations, central servers, or external servers. Examples include, but
are not limited to:
a. Electronic mail (email)
b. Document images
c. Instant messages
d. Social media content
e. Website content
f. Word processing documents and spreadsheets
g. Databases

For departments with a document imaging program, department managers are responsible for
periodically auditing imaged records for accuracy, readability, and reproduction capabilities
before the original documents are destroyed. When an employee leaves a department or GTCC,
the department head is responsible for ensuring that any public records in the separating
employee's possession are properly transferred to the new custodian. The department head is
responsible for contacting Information Technology Services to arrange for the transfer of the
electronic records to the new custodian before the accounts are scheduled to be deleted.

Work-related electronic messages are GTCC records and must be treated as such. Each
electronic message user must take responsibility for retaining GTCC records as directed in
official records retention and disposition schedules. Electronic messages that do not meet the
definition of a public record, e.g., personal electronic messages, or junk electronic messages,
may be deleted at any time.

In addition to any copies maintained as GTCC records, all faculty and staff email is routed
through an email archiving service prior to delivery to the user's inbox. All outgoing email also
passes through this archiving service prior to being routed to the Internet. The archiving service
makes a copy of every email that is sent to and from the user’s email account and stores it in the
archive. The archive will retain all faculty and staff non-spam email for a minimum of five years.
Users have read access to the email in their account and may restore deleted messages from the
archive. Deleting email from a user's inbox does not delete the email from the archive.

Electronic message servers are NOT intended for long-term record retention. Electronic
messages and any associated attachment(s) with retention periods greater than three (3) years are
to be printed and filed in similar fashion to paper records according to official records retention
and disposition schedules. The electronic message should be kept with any attachment(s). The
printed copy of the electronic message must contain the following header information:
a. Who sent message
b. Who message was sent to
c. Date and time message was sent
d. Subject

When email is used as a transport mechanism for other record types, it is possible, based on the
content, for the retention and disposition periods of the email and the transported record(s) to
differ. In this case, the longest retention period shall apply.

File names for electronic records should be clear to everyone in the department in which the file
was created, as well as other employees at the college. File names should be distinguishable
from files with similar subjects as well as different versions of the same file. Best practices
include:
a. Avoid using special characters in file names. Examples: \ / : * ? “ < > | [ ] and $ , .
b. Use underscores instead of periods or spaces.
c. Err on the side of brevity (generally 25 characters or less).
d. File names should include all necessary descriptive information independent of where it
is stored.
e. Include dates in file names and format them consistently.
f. To more easily manage drafts and revisions, include a version number on these
documents.
g. Be consistent.

Decisions about naming conventions for electronic files should be made at the department or
division level. All college employees must ensure files are named appropriately to assist in the
proper management and long-term retention of electronic records.

Electronic content developed by users of social computing tools are public records under G.S.
§132 Public Records. These tools must be used in a way that is in compliance with the Public
Records Law, ensure transparency, and maintain security of GTCC networks. Users of social
media accounts are responsible for appropriately using social computing tools and maintaining
the content generated by such tools.

Information Technology Services performs backups on a regular schedule of the electronic files
stored on central servers for disaster recovery. These backups are to be used for system
restoration purposes only. The ITS system administrator is not the legal custodian of messages or
records which may be included in such backups.

Authorization to Destroy Paper Records

Before a department may destroy any paper record that has not met its required retention period
and keep only a digital surrogate of that record, an Authorization to Destroy Paper Records must
be properly executed, destruction of the paper records will be documented on the college’s
destructions log, and a quality control audit must be performed. Digital surrogates will be
retained for the entirety of the required retention period.
Destruction of Records
1. Pursuant to 07 NCAC 04M .0510, paper records shall be shredded or torn so as to destroy the
record content of the documents or materials concerned.

2. Electronic records are to be destroyed such that the data and metadata are overwritten,
deleted, and unlinked so the data and metadata may not be practicably reconstructed.

3. Confidential records of any format are to be destroyed such that the data, metadata, and
physical media are destroyed in such a manner that the information cannot be read or
reconstructed under any means.

Preservation of Permanently Valuable Records

Public records with permanent value shall be preserved in the custody of the college or of the NC
State Archives. If you discover old records and cannot determine the rightful custodian, please
contact the college records officer who will help examine the records and assess their
value/disposition.

Failure to destroy, transfer or dispose of records in the manner and the times specified in the
Schedule, removal of a public record from the office where it is usually kept, or the alteration,
defacement, mutilation or destruction of such a record may result in being found guilty of a Class
3 misdemeanor and subject to fines.

Audits, Litigation, and Other Official Action

No record involved in a pending audit, investigation, legal, or other official action may be
destroyed before that audit or action is resolved. Routine document destruction shall not be
resumed without the written approval of legal counsel or the college president or designee.
Records custodians must also ensure that for a claim or litigation that appears to be reasonably
foreseeable or anticipated but not yet initiated, any records relevant to such a claim or litigation
are preserved and not destroyed until officially released. Following the conclusion of said
action, the records may be destroyed if they have met the retention period in the schedule.
Otherwise, they should be kept for the remaining time period.

Adopted 10/16/2017
Revised 04/09/2018
Revised 05/29/2018 (To include NCDNCR revisions)
03/01/2019 Approved by NCDNCR
II-2.1.9 Video Surveillance
Guilford Technical Community College (GTCC) is committed to enhancing the quality of life of
the campus community by integrating the best practices of safety and security with technology.
A critical component of a comprehensive security plan is the utilization of a security and safety
camera system (Camera(s)). The surveillance of public areas is intended to deter crime and assist
in protecting the safety and property of GTCC and its community. It is our intent to address
safety and security needs while respecting and preserving individual privacy and dignity;
safeguard general compliance with GTCC policies and procedure; and to safeguard the
protection of individual privacy rights in accordance with GTCC's core values and state and
federal laws, this policy is adopted to formalize procedures for the installation of Cameras, their
operation and handling, viewing, retention, dissemination, and destruction of Surveillance
Footage (Policy).

Procedure
1. General
a. Information, surveillance footage, video recordings, audio recordings, and images
(collectively “Surveillance Footage”) may not be accessed, used, or disclosed except as
outlined in this Policy.
b. Cameras shall be used in a professional, ethical and legal manner. The use of Cameras
shall avoid unnecessary intrusions upon academic freedom and an individual’s reasonable
expectation of privacy.
c. Cameras shall be used in a manner consistent with GTCC policies including, but not
limited to, those that cover nondiscrimination, sexual harassment, privacy, and freedom
of expression.
d. GTCC will provide notice of the use of Cameras and this Policy at employee orientation
and include it in the student handbook. GTCC will also provide notice to faculty, staff,
employees, students and the general public through the general use of signage throughout
the GTCC campus and/or facilities.
e. GTCC Campus Police, in conjunction with Operations and Facilities, has the authority to
select, coordinate, operate, manage, and administer all Cameras pursuant to this Policy.
f. The Chief of the GTCC Campus Police, or designee, will review all external requests to
release Surveillance Footage obtained through the use of Cameras.
g. Violations of this Policy including, but not limited to, failure to avoid prohibited activity
or obtain required approvals, will be addressed in accordance with applicable GTCC
policies and procedures.

2. Location and Operation of Cameras

a. Cameras may be installed and operated in public and/or common areas.
b. In addition, Cameras may be installed in GTCC restricted access areas where faculty,
staff, employees, students or the general public do not have a reasonable expectation of
privacy.
c. Cameras will be located so that personal privacy and dignity is protected to the maximum
extent possible.
d. Cameras may operate seven (7) days a week, twenty-four (24) hours a day.
 e. Cameras have the ability for live observation, two-way communications, and to record
video and audio.
f. Cameras shall not be used in areas where GTCC faculty, staff, employees, students or the
general public have a reasonable expectation of privacy in accordance with accepted
social norms including, but not limited to:
• Bathrooms;
• Lactation rooms;
• Locker rooms;
• Showers; and
• Changing facilities

3. Observation and Recording

a. Cameras will be used for live observation and video recording.
b. Cameras may be used for audio recording after GTCC Campus Police initiates
communications with individuals observed via the Cameras and GTCC Campus Police
disclose that audio will be recorded.

4. Access and Monitoring

a. All recording and monitoring of activities of individuals or groups by Cameras will be
conducted in a manner consistent with this Policy, GTCC policies and procedures, state
and federal laws, and will not be based on the subjects' personal characteristics, including
age, color, disability, gender, national origin, race, religion, sexual orientation, or other
protected characteristics.
b. Only individuals so authorized by GTCC Campus Police or the vice president,
Operations and Facilities, are permitted access, observation, or maintenance to Cameras
and Surveillance Footage as reasonably necessary to perform the functions of their
positions.

5. Appropriate Use and Confidentiality

a. All individuals are prohibited from using or disseminating Surveillance Footage acquired
from Cameras, except for approved purposes.
b. All information, observations, and Surveillance Footage created by the use of Cameras
are considered confidential and can only be used for official GTCC and law enforcement
purposes upon the approval of the Chief of the GTCC Campus Police or designee.
c. Personnel with access to Cameras and Footage are expected to know and follow this
Policy.

6. Retention, Storage, and Destruction

a. Surveillance Footage will be stored for a minimum of thirty (30) days in a secure manner
that is configured to prevent unauthorized access, use, modification, duplication, or
destruction, and accessible in a manner in accordance with this Policy.
b. Surveillance Footage may be erased or destroyed after thirty (30) days unless otherwise
required to be maintained in accordance with this Policy.
c. Surveillance Footage that may be necessary for the evaluation of violations of the GTCC
College Rules and Policies, GTCC administrative proceedings, or may become evidence
in civil or criminal proceedings shall be kept indefinitely unless instructed otherwise by
legal counsel.
d. Destroy all remaining records after 1 year.
e. The destruction of Surveillance Footage must be conducted by the destruction or erasure
of electronic media, footage, or images so that the information cannot practicably be read
or reconstructed.

Adopted 09/01/2022
II-3.1 Private Information

II-3.1.1 Use of Private Information

Individuals using Guilford Technical Community College’s computer resources may have the
ability to access sensitive information about students and college employees. The college takes
seriously the privacy of such information. All users, when signing onto the system, must
acknowledge responsibility to use such privileged information ethically and for academic or
college business purposes only.

Data that is subject to privacy rules may not be moved to an off-campus server, nor may
employees access the data on a college server from off-campus unless authorized by the Chief
Information Officer. Individuals not employed by the college or under a college contract
requiring such action are not allowed to access college data without specific prior approval.

Employees who have knowledge of campus security setups and configurations such as
passwords, IP addressing schemes, etc., are prohibited from sharing such information with
students or non-GTCC employees, with the exception of vendors working with the college on
specific projects. Attempts to break security setups or hack into systems are prohibited.

Violators may be prosecuted and will be subject to disciplinary action that may include
termination of employment.

Adopted 12/12/2002
Revised 02/17/2005
II-3.1.2 Personal Information Protection
Guilford Technical Community College maintains electronic and written personal information
which is essential to performing college business. The college has both rights and obligations to
manage, protect, secure, and control personal identifying information. Personal identifying
information includes but is not limited to an individual’s name combined with any confidential
distinguishing information and/or numbers such as social security numbers, bank account
numbers, credit cards numbers, driver’s license numbers, and personal identification numbers
(PINs). Every employee, student and affiliate (including but not limited to contractors,
temporary staff, consultants, volunteers, and vendors) of GTCC should protect this personal
information when collecting, using, transferring, storing, and disposing of it.

Procedure
1. Every student, employee and affiliate of GTCC should have access to a copy of this policy.
a. All employees should be made aware of the personal information protection policy and
their related responsibilities.
b. The Chief Human Resources Officer and the Chief Information Officer will serve as the
privacy compliance officers (PCOs) and be responsible for the following:
1) Ensuring that all employees have access to training on protecting personal
information,
2) Requiring mandatory new hire and annual training for all employees,
3) Monitoring how the college protects personal information,
4) Answering questions about appropriate disposal methods, and
5) Ensuring that appropriate government agencies and affected individuals are notified
of breaches.
c. The vice president of Student Services is responsible for notifying students of personal
information protection practices related to students.
d. Each primary college contact is responsible for informing each affiliate of the personal
information protection policy.

2. All documents requesting personal identifying information will contain a statement

explaining the intended use of that information.

3. Anyone who does not protect personal identifying information will be subject to disciplinary
action that may include termination of employment and/or prosecution.

4. Each employee, student and affiliate of GTCC is responsible for immediately notifying their
immediate supervisor about any perceived policy violations whether observed or
intentionally or unintentionally committed.
a. The immediate supervisor will then complete a personal information protection incident
reporting form and submit it to a privacy compliance officer.
b. Anyone perceiving a violation by their immediate supervisor or primary contact should
report it to the next level of supervision.
c. An individual reporting a perceived abuse will not be punished for reporting the incident
as long as the claim is not determined to be malicious in nature.
d. A privacy compliance officer will ensure that appropriate governmental agencies and
affected individuals are notified as soon as possible following a security breach.
5. Personal information must be disposed of in a manner that ensures confidentiality and
prevents the personal information from being recovered or reconstructed when it is no longer
needed and is no longer required to be maintained by law or under GTCC’s record retention
procedures.

6. GTCC will adhere to all related policies, procedures, and mandates including but not limited
to the GTCC Management Manual and the NC Identity Theft Prevention Act. The
management manual contains the following related policies and procedures:
a. II-3.1.1Use of Private Information
b. II-1.1 Information Security and Confidentiality
c. III-2.1.4 Disease, Infectuous and Communicable
d. IV-3.1.6 Right to Privacy

Adopted 10/26/2006
Revised 06/19/2014
II-3.1.3 Identity Theft Prevention Program
In compliance with the Federal Fair and Accurate Credit Transactions Act of 2003 (FACTA),
Section 114, and rules promulgated by the Federal Trade Commission to address identity theft,
GTCC will implement procedures to protect students and college employees from damages
associated with the compromise of sensitive personal information. The college will identify
patterns, practices, or specific activities (red flags) associated with new and existing accounts
which indicate the possibility of identity theft; take measures to prevent identity theft; and
respond to identity theft should it occur.

The Board of Trustees directs the president to be responsible for the oversight, implementation,
and administration of this Identity Theft Prevention Program. The continuing education of both
employees and students shall be implemented regarding the importance of properly protecting
personal information, and document any experiences which demonstrate a need for change in
either policy or procedures.

Procedure
1. For purposes of this policy, the following definitions apply:
a. Creditor—Any organization which regularly extends, renews, or continues credit; or
arranges for someone else to extend, renew, or continue credit; or is the assignee of a
creditor involved in the decision to extend, renew, or continue credit.
b. Credit—Deferral of payment of a debt incurred for the purchase of goods or services,
including educational services.
c. Covered account—An account with a creditor used by individuals, families, or
households which involves multiple payments to that creditor.
d. Identifying information—Information which alone, or in combination with other
information, can be used to identify a specific individual. Identifying information may
include name, social security number, date of birth, driver’s license number,
identification card number, employer or taxpayer identification number, biometric data,
unique electronic identification numbers (including student number in Colleague),
address or routing code, or certain electronic account identifiers associated with
telephonic communications.
e. Identity theft—A fraud attempted or committed using identifying information of another
person without proper authority.
f. Red flag—A pattern, practice, or specific activity which indicates the possibility of
identity theft.
g. Sensitive information—Personal information belonging to any student, employee, or
other person with whom the college is affiliated.
h. Service provider—Person or organization providing a service directly to the college
related to covered accounts.

2. Activities of Guilford Technical Community College which require compliance with the red
flag rules include maintaining accounts for students from which the student can authorize
payments for goods and services.

3. The following red flags will be monitored as possible signals of identity theft:
 a. Alerts, notifications, or other warnings received from the attorney general’s office,
consumer reporting agencies, service providers, fraud detection services, or other entities
used to collect data.
b. The presentation of suspicious documents to college officials (e.g., identification
documents that appear to have been altered or forged, documents which contain a
photograph or physical description not consistent with the appearance of the customer
presenting the identification, etc.).
c. Notice from students or employees, victims of identity theft, law enforcement authorities,
or other persons regarding possible identity theft in connection with covered accounts
held by the college.
d. Unusual requests with missing or inconsistent information that seek access to information
from an account that has been inactive for a prolonged period of time.
e. An unusual number of students with the same bank account number used to set up direct
deposit.
f. Identifying information presented that is inconsistent with other information the student
provides (example: inconsistent birth dates).
g. Identifying information presented that is inconsistent with other sources of information
(for instance, an address not matching an address on a loan application).
h. Identifying information presented that is the same as information shown on other records
that were found to be fraudulent or are consistent with fraudulent activity.
i. Social security number presented that is the same as one given by another student.
j. The address or telephone number provided is the same as the address or telephone
number submitted by an unusually large number of other persons opening accounts.
k. Notice to the college that an account has unauthorized activity (example: student notifies
Campus Store that charges to their financial aid account are not theirs).
l. Notice to the college that the bank account attached to the student record is incorrect or
not authorized.
m. Notice to the college that mail has been stolen or misappropriated.

4. The following methods will be used to obtain and verify the identity of persons to detect red
flags:
a. Existing college policies regarding the protection of personal information, both written
and electronic, will continue to be enforced. The college will ensure employees have
initial and on-going training on issues of protecting personal information and preventing
identity theft. The Chief Human Resources Officer and the Chief Information Officer, as
directed in related college policies, will ensure this training is current and provide general
and on-going monitoring of the college’s procedures to protect personal information.
b. Procedures will be in place to verify a person’s identity when issuing a student
identification card, using two of the following acceptable forms of identification (all
documents must be unexpired and at least one must be a photo ID).
a. State issued driver’s license or ID card with photo
b. U.S. Passport
c. Federal, state, or local government issued card with photo
 d. Social Security Card
e. U.S. Coast Guard Merchant Mariner card
f. Voter Registration Card
g. Native American tribal document
h. U.S. Military card or draft record
i. Canadian issued driver’s license
j. Military dependent’s ID card
k. Permanent Resident Card or Alien Registration Receipt card (Form I-551)
l. U.S. Citizen ID Card (Form I-197)
m. Foreign passport containing a temporary I-551 stamp on a machine-readable
immigrant visa
n. Employment Authorization Document with photo (Form I-766)
c. Procedures will be in place to verify a person’s identity when processing any activity to
all accounts using a student identification card and when a person does not provide
proper identification, the college will not permit access to an account.
d. Third party agencies that handle student or employee accounts on behalf of the college
will verify that they have processes in place to protect the sensitive data of their
customers.
e. Employees and students shall be encouraged to report any perceived failure to properly
protect personal identification data.

5. The college will have a plan of action for responding to red flag alerts, including the
following:
a. College personnel will ask for validation or supplemental identification before carrying
out a transaction through which identity theft could occur when a student’s or employee’s
identity is in question.
b. Access to information will be denied or accounts disabled pending further investigation
and resolution of suspicious activity.
c. The college shall follow its existing policies related to privacy and protection of personal
information; shall report thefts that could compromise sensitive data; shall notify victims
and proper authorities of possible identity theft; and shall disseminate to appropriate
media information concerning an improper disclosure of sensitive information.
d. Receipt of notifications of possible red flag activity from students, employees, or outside
agencies will be disseminated to appropriate college officials designated by the President.

7. The president or designated staff shall annually brief the Board of Trustees and recommend
any changes in this policy or related college policies.

8. Related Policies include:

a. II-1.1 Information Security and Confidentiality
b. II-3.1.1 Use of Private Information
c. II-3.1.2 Personal Information Protection
d. IV-3.1.6 Right to Privacy
Adopted 04/23/2009
Revised 08/31/2023 (policy), 06/26/2023 (procedure)
III. POLICIES AFFECTING THE DELIVERY OF PROGRAMS

III-1.1 The Instructional Process

III-1.1.1 Academic Freedom and Responsibility

Guilford Technical Community College is committed to the objective of educating its students.
Since academic freedom is essential to the pursuit of this goal, the college encourages, supports
and protects all staff members (teaching and non-teaching) in their academic pursuits—teaching,
performing academic research, discussion and publication. Academic Freedom carries with its
duties correlative with that freedom. Each staff member is free from restraints and penalties that
would restrict responsible academic endeavors.

It is the staff member’s responsibility to present material objectively. Within a course,

discussions and assignments should relate to the material designated by the course outline.
Under other conditions, discussion and assignments should be in accordance with the college’s
mission, philosophy and goals.

Each staff member has the right to perform research and to publish the results of this research.
This right is subject to restraint only if it imposes upon the first priority of each member at
Guilford Technical Community College, which is to maintain excellence in job performance.

As a citizen of the community, the staff member is free from institutional censorship and
discipline in the exercise of the freedom to speak and write as a private citizen. The staff
member must recognize that as an employee of Guilford Technical Community College, the
public may assume that one speaks for the college; therefore, each employee is responsible for
alerting the public that they are not serving as a college spokesperson.

Further, Guilford Technical Community College provides books and other learning resources
which reflect the needs of its educational programs and includes materials with all points of view
for the information, interest and enlightenment of the community the Learning Resource Center
serves. Materials are selected using the best knowledge and criteria of the staff members of the
college.

1. Employees
a. An employee who decides to perform academic research during the established work
schedule must inform their immediate supervisor in writing. The notice should precede
the beginning of the research.
b. The notification should include:
• Name of employee
• Summary of proposed project
• Expected length of the project
• In oral or written public expression, the employee must indicate in a definite manner
that one is speaking/writing as a private citizen.
2. Learning Resources
In the fulfillment of the responsibility to provide information and enlightenment, censorship
will be challenged.
a. The director, Library or designated staff member will notify the appropriate vice
president of any attempts to abridge this freedom.
b. The vice president will insure that this freedom is not abridged.

3. Rules
a. Academic research conducted by an employee during the established work schedule must
not impose upon teaching, student, or institutional obligations.
b. Such research must relate to the employee’s responsibilities as specified by the job
description.
c. All instructional faculty must maintain the relevance of lecture content and course
requirements as specified by the course outline. Supplementary learning resources must
be directly related to the course as a whole.

Approved 11/20/1980
Revised 11/01/1991
III-1.1.2 Credit Hours and Coursework
Guilford Technical Community College (GTCC) uses directives from the State Board of
Community Colleges Code 1G SBCCC100.1 Definitions, 1D SBCCC 400.97 Courses and
Standard for Curriculum Programs and from Federal Regulations 34 CFR 600.2 to define credit
hour and determine the amount and level of credit awarded for courses. A credit hour reflects
the amount of work required to achieve identified learning outcomes and is validated by student
achievement of those outcomes. The credit awarded is the same for courses regardless of
instructional delivery method. In addition, GTCC complies with the directives from the North
Carolina Community College Combined Course Library.

Procedure
According to the State Board of Community Colleges Code (SBCCC), semester hours are
defined as follows:

1. Credit of one semester hour is awarded for each 16 hours of "class work." Classwork
consists of lecture and other classroom instruction. Classwork is under the supervision of an
instructor.

2. Credit of one semester hour is awarded for each 32 hours of "experiential laboratory
work." Experiential laboratory work means instruction given to a student by an instructor to
increase the student's knowledge and skills without immediate student application.

3. Credit of one semester hour is awarded for each 48 hours of "faculty directed laboratory
work." Faculty directed laboratory work involves structured and coordinated demonstration
by an instructor with immediate student application.

4. Credit of one semester hour is awarded for each 48 hours of "clinical practice." Clinical
practice is a structured, faculty-directed learning experience in a health sciences program
which develops job proficiency. Clinical practice requires significant preparation,
coordination, and scheduling by the faculty and is under the supervision of an instructor or
preceptor who is qualified for the particular program.

5. Credit of one semester hour is awarded for each 160 hours of "work experience" such as
cooperative education, practicums, and internships. Work experience involves the
development of job skills by providing the student with employment that is directly related
to, and coordinated with, the educational program. Student activity in work experience is
planned and coordinated by a college representative, and the employer is responsible for the
control and supervision of the student on the job.
In addition, GTCC awards the same semester credit hours for distance learning courses as for
traditional seated courses. Distance learning courses are created with instructional materials
and student work/assignments comparable in amount to courses offered via traditional
methods.

Adopted 02/20/2014
Revised 10/16/2023 (procedure)
III-1.1.3 Outcomes-Based Education
Guilford Technical Community College is dedicated to utilizing an outcomes-based educational
approach to validate and improve the educational experience. Through involvement of the
faculty and staff, advisory committees, professional organizations, and community
representatives, knowledge and skill-based outcomes are identified for each program. In
addition, employability skills are embedded in courses to encourage students to exhibit
professionalism in their interactions with college employees and current/future employers.

The faculty designs the general education and program curriculum and course offerings using the
identified outcomes as a focus. Embedded assessments are utilized to determine student
achievement of the defined outcomes thus providing a framework for continuous program
improvement in accordance with established procedures.

Procedure
1. General Education Outcomes:
a. The faculty has identified general education outcomes essential for the success of
students pursuing a degree or certificate greater than one year in length. The number of
general education outcomes that must be met is determined based on the
degree/certificate type.
b. There are three core competencies of general education outcomes: information literacy
and communication, critical thinking, and personal and social responsibility.
c. The faculty designs the program curriculum and course offerings using the identified
outcomes as a focus.
d. Outcomes are assessed at the course level using an embedded method thus providing
evidence that students are meeting general education outcomes prior to graduation.
e. All stated outcomes will be assessed on an ongoing basis, not to exceed three years.
f. All associated assessment data and associated program revisions will be documented in a
college-wide process.

2. Program Level Outcomes:

a. Through a DACUM process, national or state skills standards, or other means, the faculty
has identified a set of program level outcomes for graduates of each curriculum program.
b. Course outcomes are developed to support the attainment of established program level
outcomes. This linkage is evidenced in the curriculum mapping developed by each
program faculty.
c. Program level outcomes are assessed through testing by external agencies as required for
licensing or certification, through portfolio review, exit exams, or through other
embedded methods thus providing evidence that students are meeting program level
outcomes prior to graduation.
d. All stated outcomes will be assessed on an ongoing basis, not to exceed three years.
e. All associated assessment data and associated program revisions will be documented in a
college-wide process.

Adopted 10/15/1998 Revised 10/23/2023 (procedure)

Revised 12/12/2013
III-1.1.4 Self-Supporting Classes
Guilford Technical Community College will offer self-supporting classes pursuant to State
Board of Community Colleges Code 1E SBCCC 600.1 when the administration has determined
that there is a need and where such classes are appropriate and consistent with the mission of
GTCC.

Procedure
1. In accordance with State Board of Community Colleges Code 1E SBCCC 600.1, the college
will determine direct and indirect costs as follows:
a. Direct costs are those costs directly assignable to the class:
• Instructor(s) salary, including salary-related benefits, travel, course development
costs, etc.,
• Instructional supplies and materials,
• Rental of building, and other directly assignable costs,
• Advertising and associated costs.
• Equipment associated with the instruction for a self-supporting class,
• Refreshments, and meals may be included as a direct cost if disclosed to potential
students prior to the start of the course section, and
• Other costs necessary for and directly assignable to a class or costs which are directly
assignable to self-supporting classes (could include administrative and clerical costs if
verified as directly assignable).
b. Indirect costs are the costs for activities supporting the offering of classes but cannot be
directly and exclusively assigned to a self-supporting class or the self-supporting
program. If indirect costs (see examples below) can be directly and exclusively assigned
to a self-supporting class or self-supporting program, the costs can be considered direct
costs.

Examples of indirect cost include:

• Utilities, custodial, and security,
• Administrative, technical and clerical support,
• Student services

2. Proposals for self-supporting classes shall define the direct and indirect costs using the above
rules, and shall be approved by the appropriate vice president.
a. Permission to offer the class shall be based on the justification of the need for the class
and the cost estimates with special consideration given to whether it is in the college’s
best interest to offer the course as self-supporting versus FTE generating.
b. Self-supporting fee receipts shall be used to support the direct and indirect costs of the
self-supporting course sections. The college shall not use state funds for direct costs of
self-supporting course sections. If a full-time faculty member teaches a self-supporting
course section, the college shall either 1) pro-rate the faculty salary based on the time
allocated between state-funded and self-supporting course sections in the faculty
member’s course load, or 2) reimburse State funds an amount equal to the number of
instructional hours associated with the self-supporting course section multiplied by the
instructor’s hourly rate of pay.
 c. Curriculum Self-Supporting Fee Rates: The college shall determine self-supporting fees
for curriculum courses using one of the following two methods of calculation:
• Pro-rata Share Method - The amount charged to each student shall approximate the
pro-rata share of the direct and indirect costs associated with providing self-
supporting instruction. A markup of the college's approved federal indirect cost rate
(ICR) or 25%, whichever is greater, should be applied to the direct costs of providing
the self-supporting activity. The amount charged to the student shall be calculated
based on the total estimated costs of an individual course section divided by the
number of students expected to enroll in the course.
• Transparent Rate Method—The college shall charge each student an amount
consistent with the curriculum tuition rate based on residency status. The transparent
rate method shall only be used if the receipts generated through this method can
adequately support the direct and indirect costs of the self-supporting instruction.
• Continuing Education Self-supporting Fee Rates: The college shall set self-supporting
fees for continuing education course sections at a level at or below the local market
rate for the type of continuing education instruction provided.
• Costs shall be defined as directed in the above procedures, with a markup as
determined by current market conditions, but no more than the college's approved
federal indirect cost rate (ICR) or 25%, whichever is greater, unless approved by the
president or designee.
• Any course section initially designated as self-supporting cannot be changed to a
state-funded designation after the college collects any receipts for the course section.

3. Deposit and Use of Self-supporting Fees - The college shall deposit self-supporting fee
receipts in an institutional unrestricted general ledger account(s). The Business Office
annually will determine the amount of excess funds generated by self-supporting classes.
Proposals for the use of these funds shall be submitted through the college's planning
process. In accordance with State Board of Community Colleges Code 1E SBCCC600.4, if
self-supporting receipts (all categories; e.g., curriculum, community service, etc.) exceed
expenditures for the fiscal year, a percentage of excess receipts shall remain in the fund
where the fees originated, as determined by the president.

Adopted 06/17/1999
Revised 04/15/2010
Revised 06/17/2004
Revised 12/12/2013
Revised 06/21/2007
Revised 06/19/2014
III-1.1.5 Extension Programs Offered to Captive or Co-Opted Groups
Offering courses to students in captive or co-opted settings is a valid component of the mission
of GTCC. State Board of Community Colleges Code 1D SBCCC 700.98(a), includes "inmates
in a correctional facility; clients of sheltered workshops, nursing and domiciliary care facilities,
centers for individuals with intellectual disabilities, substance abuse rehabilitation centers; and
in-patients of psychiatric hospitals.") The college shall ensure that courses taught to students in
these agencies are appropriate educational experiences based on the needs and capabilities of the
students. Program offerings may be work-related or non-work-related and may include basic
skills, community service, occupational extension and/or curriculum courses.

Procedure
1. GTCC will require each agency with jurisdiction over a group of captive or co-opted students
to sign a Memorandum of Understanding which states that the agency will ensure that
students enrolled in classes will be capable of participating in and benefiting from the
educational experiences to be offered.

2. Any enrollments of students in captive or co-opted settings will be with the full knowledge of
the students.

3. Courses offered will not supersede the normal operating functions and activities of the
agency which are mandated by licensing authorities.

4. The appropriate vice president or designee will monitor programs offered in captive or co-
opted settings to ensure that appropriate educational experiences are provided.

5. Students will be allowed to repeat courses only with the instructor's and/or program director's
permission and in accordance with State Board policy.

Adopted 08/17/1995
Revised 12/03/2020
III-1.1.6 Federal Loan Default Management Plan
In accordance with recommendations from the William D. Ford Federal Direct Loan (Direct
Loan) programs, Guilford Technical Community College has adopted a default prevention and
management plan. The purpose of this plan is to reduce defaults, promote student and college
success, help preserve the integrity of the college’s loan programs, and reduce costs to taxpayers.

Procedure
1. Default prevention and management activities employed by the college, include but are not
limited to the following:
• Entrance Counseling
• Financial Literacy for Borrowers
• Communication Across Campus
• Exit Counseling
• Timely and Accurate Enrollment Reporting
• Utilization of NSLDS Reports (SCHPR1 & DELQ01)
• Delinquency borrower contact
• Annual Review of the Loan Record Detail Report (LRDR)
• Review of Defaulted Loan Data to identify the characteristics of GTCC’s defaulters
• Implement Targeted Interventions based on data review

2. First time borrowers of Direct Loan program loans will receive entrance counseling to
include information regarding:
• The obligations and responsibilities of borrowing
• The importance of repaying the loan in a timely manner
• A description of the consequences of delinquency and default
• Sample monthly repayment amounts based on the student’s total loan amounts borrowed
• Financial literacy information

3. The Financial Aid Office will counsel students who are at risk for default of their loans
whenever possible. Counseling of at-risk students will focus on the impediments to success
and solutions to resolve these matters.

4. Information related to the prevention and management of loan defaults will be communicated
to all relevant offices across the college. This information will include, but not be limited to,
students’ academic progress and enrollment status.

5. The Director of Financial Aid has appointed the Loan Coordinator to serve as the primary
Default Prevention and Management Coordinator.

6. The Financial Aid Office will provide exit counseling, that will provide a refresher of
information received in entrance counseling and re-emphasize the consequences of default to
students with federal loans.
7. The Records Office will provide accurate and timely enrollment reports to the Department of
Education to ensure that students receive their full grace period, and ensure that contacts
from the loan servicer occur in the appropriate timing and sequence.

8. GTCC will partner with a third party to provide outreach to students in their grace period, in
repayment, and in default. The Loan Coordinator will manage this communication process
with the third party.

9. The Financial Aid Office will participate in Early Stage Delinquency Assistance activities to
assist students who have withdrawn or graduated, to prepare for entry into loan repayment
and thereby decrease the chances of later loan defaults.

10. The Financial Aid Office will participate in Late Stage Delinquency Assistance (LSDA)
activities by working with servicers and third-party vendors to identify delinquent and hard
to reach students, or those who have not been contacted at all to assist them with their
repayment options and obligations.

11. The Financial Aid Office will review the defaulted loan data found in the cohort default rates
(CDR) annually to identify defaulter characteristics and to determine who is defaulting and
why. The college will use this information to improve its default prevention and management
plan. It is the college’s responsibility to challenge incorrect data, request an adjustment, or
submit an appeal of inaccurate data.

Adopted 10/20/2011
Revised 01/23/2023 (procedure)
III-1.1.7 Financial Aid, Coordination of
All donations or inquiries about donations to the college for student assistance must be directed
to the Guilford Technical Community College Foundation. In addition, the Financial Aid Office
will process funds from sponsors who choose to select their own scholarship recipients.

Procedure
1. "Student assistance" refers to any private aid provided for tuition, fees, books, supplies,
student living expenses, book loans, emergency loans, and/or student employment or other
similar purposes. This aid is broadly referred to as a scholarship.

2. A "scholarship donor" is an individual, group, or business who gives a contribution to the

college for student assistance and allows the scholarship committee of the college to select
the recipient based on qualifying criteria which has been determined by the donor.

3. A "scholarship sponsor" is an individual, group, or business who offers financial assistance

to a specific student that they designate or who requires that they control the selection of the
student with the assistance of the Financial Aid Office.

4. Donations to the college for student assistance should be handled as follows:

a. Faculty or staff members will forward calls or inquiries from potential donors to the
GTCC Foundation Office.
b. The GTCC Foundation will counsel the potential donors about the ways they can give to
provide student assistance and will establish the necessary qualifying criteria of the
scholarship working with the donor and will explain the scholarship award process used
by the college.
c. The GTCC Foundation will notify the Financial Aid Office when the donor's contribution
is received. The GTCC Foundation will acknowledge the gift in writing with a copy
forwarded to the faculty or staff member who referred the donor to the GTCC
Foundation.
d. The Financial Aid Office will incorporate the availability of the new scholarship into its
financial aid publications.
e. Once the recipient is selected, the Financial Aid Office will notify the recipient and the
GTCC Foundation. The GTCC Foundation will notify the donor. Student recipients will
be required to write thank you letters to the donor before any funds are released.

5. Student assistance provided by sponsors should be handled as follows:

a. All checks received by faculty or staff members written to preselected students and/or to
the college for the benefit of preselected students from sponsors will be forwarded to the
Cashier’s office for deposit who will forward a copy to the Financial Aid Office for
processing. Processing includes checking records to insure compliance with federal and
state financial aid eligibility, authorizing student charges against the scholarship or
authorizing a check to be written and disbursed from the Finance Office in accordance
with the sponsor's wishes.
b. If requested, the Financial Aid Office will assist those sponsors who want to use their
own selection process by advertising the availability of the scholarship, getting faculty or
staff recommendations, and providing a pool of applicants for them to consider.
 c. A list of sponsors will be forwarded to the GTCC Foundation for acknowledgement and
future solicitation.

Approved 10/17/1996
Revised 12/12/2013
Reviewed 02/21/2022
III-1.1.8 Graduation and Commencement Exercises
Commencement exercises shall be held to honor students who successfully complete a degree,
diploma, certificate or credential. All of these students are encouraged to participate in
commencement. Students will wear academic attire.

All regular full-time exempt employees, to include thirty-hour (30) employees, in pay status
during the semester of graduation are required to participate in commencement exercises. Full-
time exempt employees not in pay status during the semester of graduation are encouraged to
attend the exercises. All employees will wear professional attire including those wearing
academic regalia.

Procedure
1. Employees who cannot attend commencement, must obtain prior approval from the
president (or designee), by submitting a written request detailing the reason(s) for their
expected absence to their immediate supervisor no later than fourteen calendar days prior to
the event. The supervisor will send the request through appropriate channels to the president
or the president's designee.

2. The president (or designee) will review the request and grant or deny it.

3. GTCC will provide employees with their initial cap, gown and hood for commencement
exercises.

4. Students are encouraged to submit a graduation application form to the Records Office. The
Records Office will process graduation applications and provide a list of potential graduates
to the bookstore to validate academic regalia requests and marketing to create the
commencement program. Printed copies of earned credentials will be provided to students
who have submitted a graduation application.

5. Students who complete graduation requirements for a degree, diploma, or certificate, but do
not complete a graduation application form will be graduated and notified of the program
completion(s).

Adopted 08/17/1995
Revised 02/17/2011
Revised 10/15/2020
Revised 06/15/2023
III-1.1.9 Program and Service Review
Guilford Technical Community College will monitor the quality and viability of all its programs
and services. All instructional and continuing education programs and all service areas shall be
reviewed on a three-year cycle established by the president or designee. Information Summary
Reports outlining the critical outcomes of the review cycle shall be provided to the Board of
Trustees.

Instructional programs shall meet standards for performance set by the State Board of
Community Colleges and such other criteria deemed appropriate by the college. Programs that
do not meet the standards will be subject to further and/or more frequent review to document
temporary or permanent conditions, which shall be taken into account to justify continuation of
the program. If further review fails to provide a justification for the program or to lead to
improvement so that the program meets the standards, the program shall be terminated.

Procedure
1. Program reviews will be conducted on an established 3-year cycle by a program review team
consisting of all staff of the program area to be reviewed. The review team for instructional
areas must include faculty and may include advisory committee members. A member of the
planning and research staff will act as consultant to each team.

2. The college will determine and the president will approve the key performance indicators to
be used within the Program Review process. These indicators will include those required by
the North Carolina State Board of Community Colleges.

3. The faculty/staff in each program and service area may develop a list of additional program-
specific performance indicators to add to the list of key performance indicators. These
performance indicators will be defined, and methods of measuring each indicator will be
developed. If approved by the appropriate vice president, they will be reported as part of the
program and service review process in the program/service review and planning unit report.

4. The program review team will assess the instructional program's achievement of its
performance indicators as defined and document its findings and recommendations in the
program review and planning unit report.

5. Annual summary reports to the Board of Trustees shall be prepared by area vice presidents or
other appropriate lead administrator.

6. Program/service reviews will be reported to the advisory committee of the program/service

area (where applicable).

7. The faculty/staff in each program and service area will use the results of the program or
service review to develop and implement annual program or service improvement objectives.
These will be included in the planning unit report as part of the planning process. See III-
1.1.10 Annual Program and Service Area Planning.
8. In cases where programs/services have indicators that fall below established thresholds, an
Action Plan shall be developed for improvement. In these cases, the programs/services will
be evaluated at least annually to document results of the Action Plan. Only when all
indicators fall above established thresholds, does the program/service area re-enter the 3-year
review cycle.

9. The appropriate vice president will review all program and service area reviews and
improvement objectives. Summaries of the reviews will be provided to the Board of
Trustees.

10. The end-of-year status report will indicate progress toward achievement of the objectives.

Adopted 12/14/1995
Revised 04/11/2002
Revised 02/19/2004
Revised 04/18/2013
Reviewed 10/16/2023
III-1.1.10 Annual Program and Service Area Planning
All GTCC employees shall be involved in an annual planning process covering program and
service areas of the institution. The process shall support the goals of the college and the
president’s initiatives; respond to any planning mandates of the General Assembly and the State
Board of Community Colleges; and, where appropriate, address System identified goals and
objectives. The process should include the evaluation of progress toward goals, outcomes
assessment, awareness of trends, determination of the effects of technological change, and
strategic positioning. The process shall require that decisions and plans be based on data and
evaluation; that the needs of students and the community be recognized and considered; and that
every employee shall have an opportunity to participate. The result of the planning process shall
be the college’s Institutional Effectiveness Plan.

Procedure
1. Planning groups, units, and subunits following the organizational chart shall be designated.
All planning units will belong to a planning group, usually headed by the area vice president.
Each instructional department will be a planning subunit, and each instructional division will
be a planning unit. Subunits may be designated by the planning unit head with the approval
of the planning group head. The Institutional Research (IR) Office will publish a list of
planning units and groups.

2. The IR Office will publish an annual calendar for planning.

3. Each program and service area planning unit of the college is responsible for participating in
development of the college plan.
a. Each planning unit or subunit should meet in the fall to review a planning template with
data provided by the IR Office and data gathered by the unit. Data should include the
results of the most recent program/service review. For instructional programs, academic
assessment data should also be evaluated.
b. Units should discuss trends in their related industry (ies), their professional area,
instructional methodologies, and educational administration.
c. Units should discuss their role in carrying out the president’s initiatives and in addressing
the institutional goals of the college; responding to any applicable planning mandates of
the General Assembly and the State Board of Community Colleges; and, where
appropriate, addressing System-identified goals and objectives.
d. From these discussions, desirable innovations and/or improvements should emerge,
which can be developed into planning objectives.
e. Each planning unit completes a template that provides a format for including data
collected at the unit level, and for reporting objectives, strategies, persons responsible and
estimated budget requirements.

4. All unit plans are compiled and coordinated at the planning group level. The plans are
reviewed for overlap and duplication. The plans are reviewed to ensure that the group’s
leadership can support each action and/or budget request.
5. Plans are submitted to the IR Office, which prepares the objectives for prioritization. The IR
Office is responsible for maintaining the completed plans and for compiling the end-of-year
progress report on plan objectives.

6. Objectives that involve technology are reviewed by the Information Technology Committee
and prioritized based on the committee’s judgment of the most effective and efficient use of
technology.

7. The heads of each planning group present their objectives and budget requests to the
Institutional Effectiveness Council (IEC), which then prioritizes the objectives for the
college.

8. The IEC priorities shall be used by the president and administrative leadership to guide
budget decisions, as funding constraints and actual conditions allow.

Adopted 10/02/2001
Revised 07/30/2013
Reviewed 10/16/2023
III-1.1.11 SACSCOC Compliance Substantive Change
Guilford Technical Community College (GTCC) is committed to ensuring compliance with all
policies of the Southern Association of Colleges and Schools Commission on Colleges
(SACSCOC) including the substantive change policies and procedures. In addition, the GTCC
Board of Trustees endorses the policies and procedures that GTCC has adopted to ensure
compliance.

Procedure
1. General Compliance Procedure - The president appoints an Accreditation Liaison Officer
who works to ensure the college remains in compliance with all SACSCOC policies
(Standard 14.2) through the following activities:
a. Ensuring that compliance with accreditation requirements is incorporated into the
planning and evaluation process of the institution.
b. Notifying the Commission in advance of substantive changes and program developments
in accord with the substantive change policies of the Commission.
c. Familiarizing faculty, staff, and students with the Commission's accrediting policies and
procedures, and with particular sections of the accrediting standards and Commission
policies that have application to certain aspects of the campus (e.g., library, continuing
education) especially when such documents are adopted or revised.
d. Serving as a contact person for Commission staff. This includes encouraging institutional
staff to route routine inquiries about the Principles of Accreditation and accreditation
policies and processes through the Accreditation Liaison, who will contact Commission
staff, if necessary, and ensuring that email from the Commission office does not get
trapped in the institution’s spam filter.
e. Coordinating the preparation of the annual profiles and any other reports requested by the
Commission.
f. Serving as a resource person during the decennial review process and helping prepare for
and coordinating reaffirmation and other accrediting visits.
g. Ensuring that electronic institutional data collected by the Commission is accurate and
timely.
h. Maintaining a file of all accreditation materials, such as, reports related to the decennial
review; accreditation committee reports; accreditation manuals, standards, and policies;
schedules of all visits; and correspondence from accrediting offices.

2. Substantive Change Reporting Procedure (Effective 9/2014):

a. The SACSCOC liaison will regularly work with appropriate college personnel and
committees to determine which changes need to be reported according to SACSCOC
Policy and Comprehensive Standard 14.2 and which require approval prior to
implementation.
b. If a change is to be reported, the SACSCOC liaison and appropriate personnel will
develop the required materials for submission (i.e. letters, prospectus, etc.)
c. Substantive change documents will be reviewed and approved by the president prior to
submission to SACSCOC.
d. A log of all changes and correspondence with SACSCOC will be kept in the office of the
SACSCOC Accreditation Liaison Officer.
Adopted 06/21/2012 Revised 07/02/2014
Revised 01/14/2014
Revised 02/20/2014
III-1.1.12 Board of Trustees Self-Evaluation
The Guilford Technical Community College Board of Trustees will define and evaluate its
responsibilities, expectations, and performance. This process will be on a two-year cycle. In the
first year, the Board of Trustees will define its responsibilities and expectations, evaluate its
performance, and identify any needed improvements. In the second year, the Board of Trustees
will implement any improvements as needed and evaluate the impact of improvements, if
implemented.

Procedure
1. The Board of Trustees self-evaluation will be administered through the Curriculum,
Personnel and Policy Committee.

2. In the fall semester of the first year:

a. The Committee is responsible for developing the evaluation process and tool to be
presented to the Board for approval.
b. The evaluation will reflect that the Board of Trustees is a critical element in the success
of the college, and be developed to fundamentally ask the questions, “How are we doing?
What are we doing? Are we as effective as a board as we can be?”
c. In addition, the Committee will work with college staff to ensure that the evaluation
process and reporting complies with the college’s accreditation agency’s principles and
requirements.

3. Spring semester of the first year:

a. Upon Board approval of the evaluation process and tool, each trustee shall participate in
the evaluation early in the Spring semester of the first year. The Senior Executive
Assistant to the President and Board of Trustees will compile the responses and prepare a
summary to be reviewed by the Board of Trustees at the Spring Board Retreat or other
Board meeting.
b. The responses and summary form the basis for a Board self-evaluation discussion at the
Spring Board retreat, or other Board meeting.

4. At the Spring Board Retreat of the first year, the Curriculum, Personnel and Policy
Committee will provide a summary to the full Board and lead a discussion of the results. The
summary may be provided to Board members prior to the retreat.
• The result of the discussion will be the identification of improvement initiatives the
Board will pursue during year two of the evaluation process. The number and type of
improvement initiatives, if any, are left to the Board’s discretion. Initial plans for
implementation should also be discussed.

5. In the Fall of the second year, any improvement initiatives should be implemented. The
Board members and/or college staff responsible for implementation will report the
initiative’s status to the full Board at the Board’s Fall retreat.

6. In the Spring of the second year, any improvement initiatives should be completed and their
status reported to the full Board at the Spring Board Retreat.
 a. Completed improvement initiatives may be adopted by the full Board as regular practices
by amending the Bylaws or any relevant policies and procedures. Alternatively, the
Board may decide not to adopt the initiative.
b. If the initiative is incomplete, the Board can decide to continue its implementation and
evaluate its effectiveness later or end the initiative.

7. The Board will begin its next improvement cycle after the two-year rotation.

Adopted 04/19/2018
Revised 11/023/2023
III-1.1.13 Art on Campus
Artwork may be loaned, donated or purchased by the college to be displayed temporarily, on a
rotating basis, or permanently, at any GTCC campus location. Works of art donated to or purchased
by the college will maintain: an accurate provenance, preservation, restoration and archival
storage. Insurance coverage for the GTCC Permanent Collection shall be provided subject to
standard policy exclusions, limitations and conditions. Artists or owners of the artwork on loan for
exhibition will have to comply with the waiver of liability provided by GTCC.

Procedure
1. The purpose of this policy is to:
• Maximize the visibility of artwork on GTCC campuses
• Ensure the quality and diversity of exhibited artwork
• Establish the process for art exhibitions on campus, including the application process and
a waiver of liability.
• Create and maintain accurate provenance
• Establish an archival preservation and storage procedure

2. GTCC Permanent Collection

The collection serves as an educational resource for use by faculty, students and the
community at large. Works of art are viewed, studied, and analyzed in a variety of contexts.
They provide a stimulus to creative artists, and faculty utilize them to reinforce an
interdisciplinary approach to teaching and learning.

3. This policy applies to all artwork owned by, loaned to, displayed or stored by the college in
established gallery spaces in Gerrald Hall, Jamestown Campus; and common areas on all
campuses such as but not limited to building entryways, halls, meeting rooms, the library,
and outdoor spaces. Student artwork in a juried exhibition is included in the scope of this
policy. Student artwork displayed in association with a course is not included. Artwork in
division/department, or individual office spaces, or artwork used during course instruction is
not within the scope of this policy.

4. The college defines visual art as works that include but are not limited to printmaking,
drawing, book and paper art, painting, sculpture, ceramics, textiles, photography, installation
art, digital art and mixed media.

5. The college defines loaned art as art that is located on campus temporarily. Donated art is art
that is donated to the college to keep on a permanent basis.

Placement Criteria
Committee-approved works of art must be located in areas that are accessible and visible to the
college community and visitors to the campuses. The placement of committee-approved work
should be done in consultation with Facilities department staff and must also take into account
the location of the site, environmental conditions, maintenance requirements, quality, security of
the art and, in the case of a commission, whether the artist can complete the work within the
strictures of a contractually established timetable, budget, and other considerations. The site for
the work must comply with all ADA and safety regulations as well as applicable regulatory
codes adhered to by the college. Aesthetics of safety barriers for art work should be considered.
Concerns or complaints about placement of artwork will be reviewed by the Art on Campus
Committee either in person or in writing with the goal of resolving the issue informally. If the
individual(s) is not satisfied with the outcome, an appeal may be made to the college president
who has final authority.

The executive sponsor of the Art on Campus Committee must make the president aware of any
potential concerns or complaints prior to placing any committee-approved works of art.

Ownership, Relocation, and De-acquisition

The goal of art acquisitions is for the ownership of works of art to be vested in the college.
However, the college may relocate, sell, or transfer ownership. Acquisition of artwork must be
first approved by the Art on Campus Committee, and then must be submitted to the college
Foundation for approval, along with any conditions on ownership to be specified in the
donation/gift agreement. A master list of all artworks owned by the college and valued over
$5,000 will be maintained in the Business Office (Inventory Control) and be inventoried in
accordance with current procedures.

Conservation, Restoration, and Storage

The Art on Campus committee will review and recommend appropriate conservation,
restoration, and archival storage of artwork in consultation with Facilities department staff.

Temporary Artwork
Temporary art displays in art facilities and art classrooms are the responsibility of the Visual Art
department and may be scheduled and exhibited to meet the academic needs of the art programs.
All other temporary artwork or collection displays must be sponsored by an entity on campus
such as a department, division, program, and student and/or staff group. A contact person from
the sponsoring entity will consult with the Art on Campus committee by attending a committee
meeting at the conceptual stage of the display. The Art on Campus Committee with make a
recommendation to the president for the display of temporary artwork. The president has final
approval for the display of temporary artwork. Once approved, a loan agreement or contract will
be created and signed by the executive sponsor of the Art on Campus Committee and the lender
for all artwork that is loaned to the college for temporary display. The sponsoring entity is
responsible for creating an inventory of loaned artwork and its associated value and for the return
of the work to the lender at the end of the loan period. The sponsoring entity is also responsible
for all installation/deinstallation and storage of artwork. The Operations and Facilities
department staff will provide assistance as needed.

Loan Agreement and Insurance

The college assumes no responsibility for loaned work displayed in college venues or special
exhibitions and the loaning artist will sign the attached waiver. The value of the object loaned
shall be provided at the time of creation and signing of the loan agreement to assist with the
valuation of the object in the event of loss or damage.

Adopted 01/12/2023, procedure approved 05/25/2023

III-2.1 Other Campus Issues

III-2.1.1 Advertising, External

All Guilford Technical Community College publications which generate funds from the sale of
external advertising are subject to regulations established by GTCC.

Procedure
1. A "GTCC publication" is defined as any newspaper, pamphlet, report, brochure, or other
document bearing the name of Guilford Technical Community College and supported in
whole or in part by college personnel and/or students.

2. Any GTCC employee, student or organization seeking funds through the sale of advertising
space in a GTCC publication must submit a written request for approval of the solicitation to
the appropriate campus vice president. The request must fully and specifically list and justify
the needs for such external support; that is, that GTCC funds are not available for this
purpose through either student activities or institutional printing/advertising budgets.

3. All forms to be used to contract for advertising must have prior content approval by the vice
president, Business and Finance in consultation with GTCC's legal counsel.

4. All advertising contracts procured on behalf of GTCC must be signed by the president or
their designee.

5. Funds generated from the sale of advertising shall be deposited, maintained and dispersed
through normal institutional financial channels. An account must be established for this
purpose through the Finance Office.

6. Funds generated from advertising may be dispersed only for those purposes expressly stated
and approved in the needs document reviewed by the GTCC vice presidents, following
procedures established by the Finance Office.

Adopted 08/17/1995
Reviewed 10/07/2013
III-2.1.2 Board Policy Development and Review
The Board of Trustees will follow an established procedure for development and review of
official policies.

Procedure
1) Adding or Revising Policies
a. A draft of the proposed new/revised policy and procedure using standard editing (bold
new wording and strikethrough words to be changed or removed) should be presented to
a member of the College Leadership Team.
b. The proposed new or revised policy will be circulated to the College Leadership Team
for comments and additional edits.
c. The College Leadership Team recommends that policy items move forward to the Board
of Trustees for their approval. The College Leadership Team approves new or revised
procedures.
d. The proposed policy, incorporating any approved amendments, is submitted to the Board
of Trustees for approval.
e. The Board will decide regarding adoption of the proposed or revised policy. It can
approve the policy, refer it for consideration at a future date, or send it back to the
College Leadership Team for further revision.
f. Once the policy is approved by the Board of Trustees it is added to the Management
Manual and an email containing the revised or new policies is sent to notify the college
community of the update.

2) Adding or Revising Administrative Procedures and College Wide Rules

a. Proposals to add, delete or change administrative procedures and college rules must be
made in writing using standard editing (bold new wording and strikethrough words to be
changed or removed) to the College Leadership Team.
b. The member may place it on the agenda for the College Leadership Team’s action.
College Leadership Team members may ask for additional input from other campus
groups, depending upon the scope and impact of the procedure.
c. If approved by the College Leadership Team, the new/revised procedure will be placed in
the College Wide Rules section of the Management Manual and announced via an email.

Adopted 02/15/1996
Revised 07/30/2003
Revised 10/01/2013
Revised 08/12/2016 (procedure)
Revised 07/11/2022 (procedure)
III-2.1.3 Telephone Use
College telephones, standard and cellular, are maintained primarily for official use.
Consequently, personal calls by members of faculty and staff should be kept to a minimum. Any
charges incurred for personal long-distance calls and personal use of cell phones, in excess of
allowable personal calls as defined in procedures, are the responsibility of the caller.

Telephones are available for student use and will be maintained at various locations on campus.
Please note that these phones have local dialing capacity only. The use of personal
communications devices must be restricted to locations and times when college functions and
classes are not disturbed.

Procedure
1. College telephones provide direct access from college offices to all campuses for all
employees. GTCC is a member of the state telephone communications network.

2. The president or designee may identify positions that require personal communications
devices (cell phones, etc.) to conduct job responsibilities, and supply employees with these
devices. Employees in these positions may use the assigned device in the same manner and
with the same requirements that any standard college-owned telephone may be used.
a. Mobile telephone calls to conduct official college business should only be used when
more economical means of telephoning are not reasonably available.
b. Employees issued a cell phone are responsible for the safekeeping of the phone and may
be charged for the cost to replace a lost or stolen phone. In the event a cell phone is lost
or stolen, the employee must notify Campus Police and their supervisor immediately so
that the phone can be deactivated.
c. An employee separating from college employment must return all assigned personal
communications devices to their supervisor or the Purchasing Manager.

3. Allowable personal calls: An employee who is in travel status for two or more consecutive
days in a week is allowed one personal long-distance call for each two days for which
reimbursement to the employee may not exceed $3.00 for each in-state call or $5.00 for each
out-of-state call. Reimbursement must be made from non-state sources. Because mobile
phone charges are based on measured use, no personal calls should be made on college
mobile phones except in emergency cases determined by the college.

Any charges incurred for personal long-distance calls beyond those allowable on standard
phones and all charges incurred for personal reasons on college cell phones are the
responsibility of the caller. Employees who incur charges for personal calls on college
phones will be required to reimburse the college. Failure to do so will be grounds for
disciplinary action up to and including dismissal.
a. Monthly computerized printouts indicating long distance use from each telephone
extension, cell phone, and radio are audited, and are available to users upon request.
Charges for long distance and cell phone calls will be indicated.
b. Employees assigned a college cell phone should be aware that their plans may include a
cap on minutes or data usage. If the employee exceeds these caps, it is their
responsibility to cover additional charges.
4. Student use of regular phones in college offices should be confined to extreme emergencies
only. Staff in each office area may require that students turn off personal communications
devices, which may otherwise be disruptive to staff and others in the area. Appropriate
notices may be posted in the office area.

5. Neither faculty members nor students will be interrupted during their classes for telephone
calls, except those of an emergency nature. Accordingly, faculty may require that students
turn off personal communications devices during class.

6. Problems or questions may be addressed to the ITS Department.

Adopted 10/17/1996
Revised 04/11/2002
Revised 12/16/2004
Revised 07/03/2012
Revised 07/11/2022 (procedure)
III-2.1.4 Disease, Infectious or Communicable
Guilford Technical Community College places a high priority on the need to prevent the spread
of serious communicable diseases on its campuses. It is the intention of the college to promote
the health and safety of its faculty, staff and students. The college will follow established
medical and regulatory guidelines for preventing the spread of communicable diseases. The
college will not discriminate against any applicant, employee or student who has or is suspected
of having a communicable disease.

Procedure
1. As long as the employee is able to satisfactorily perform the essential functions of the job,
and there is no medical evidence indicating that the employee's condition is a threat to the
health or safety of the individual, co-workers, students or the public, an employee shall not
be denied continued employment. As long as the applicant/student is able to satisfactorily
perform in the curriculum and there is no medical evidence indicating that their condition is a
threat to the health or safety of the individual, employees, other students or the public, they
shall not be denied admission to the campus or classes based on whether or not they are
infected or a known carrier of a communicable disease. The college will consider the
educational or employment status of individuals with a known communicable disease or
suspected communicable disease on an individual basis following procedures outlined by the
president (or designee).

2. All medical records shall be strictly confidential and kept separate from employees'
personnel files in accordance with the requirements of the Americans with Disabilities Act as
amended. In addition, students' medical records shall be strictly confidential and kept
separate from students' academic files in accordance with the requirements of the Americans
with Disabilities Act as amended. Any release of information in a confidential medical file
shall be in accordance with the applicable law and regulations.

3. Communicable disease is defined as an illness due to an infectious agent or its toxic products
which is transmitted directly or indirectly to a person from an infected person or animal
through the agency of an intermediate animal, host or vector (an agent that acts as a carrier),
or through the inanimate environment. Outbreak is defined as an occurrence of a case or
cases of a disease in a locale in excess of the usual number of cases of the disease.

4. Quarantine authority is defined as the authority to limit the freedom of movement or action
of persons or animals which have been exposed to or are reasonably suspected of having
been exposed to communicable disease or communicable condition for a period of time as
may be necessary to prevent the spread of that disease. The term also means the authority to
limit the freedom of movement or action of persons who have not received immunizations
against a communicable disease listed in NC G.S. 130A-152 when the local health director
determines that such immunizations are required to control an outbreak of that disease (NC
G. S. 130-A-133).
5. Communicable disease shall include, but not be limited to:
• Bronchitis
• Chickenpox
• Conjunctivitis
• Hepatitis A
• Infectious Mononucleosis
• Influenza
• Measles
• Meningitis
• Pneumonia
• Tuberculosis
• Upper Respiratory Infections
• Whooping Cough
• COVID-19

Note: The most recent list of reportable diseases as compiled by the State Health
Commission is found in the Administrative Code 10A NCAC 41A.0101. The list is
constantly updated as new diseases emerge.

6. Exposure to AIDS, HIV infection, Hepatitis, and Ebola Virus Disease (EVD) are dealt with
in more specific detail in the document, Exposure Control Plan, Bloodborne Pathogens and
Other Potentially Infectious Materials, as well as in individual department/division plans
which are on file in the departments and in Human Resources.

7. Persons who know, or have reasonable basis for believing, that they are infected with a
communicable disease are expected to seek expert advice about their health circumstances
and are obligated, ethically and legally, to conduct themselves in a responsible manner
toward the employees and students of the college, patients served in clinical programs, and
other members of the community. If necessary, all other faculty, staff, students, and
employees of contractors or contracted services are urged to share information related to the
medical condition in question on a confidential basis with the Chief Human Resources
Officer (or designee) or the vice president of Student Services (or designee) accordingly, so
that the college can respond appropriately to their health and educational needs. If these
individuals are not available, the Risk Manager should be contacted.

8. In situations where exclusion, restriction or reassignment may be warranted for the health
and safety of the individual or the health or safety of other members of the college or public,
if practicable, the following individuals may be asked, to provide input or recommendations
in evaluating such issues as may arise: the individual's personal physician, local health
director (or designee), a physician with expertise managing communicable disease cases, the
faculty member, supervisor or department chairperson, the college attorney, the Chief Human
Resources Officer (or designee), or vice president of Student Services (or designee). All
issues concerning persons infected with communicable diseases will be considered on an
individual basis. In the event that a decision or determination is made concerning exclusion,
restriction or reassignment of enrollment or employment of the student or employee, the
Chief Human Resources Officer (or designee), or vice president of Student Services (or
 designee) shall meet with the employee or student, explain its decision, the basis for the
decision, and attempt to reach a mutual agreement. In the event that an employee or student
disagrees with the decision of the college, they shall follow the respective general complaint
and appeal procedure. In exigent circumstances regarding exposure control of a
communicable illness, an individual may be quarantined in place until appropriate emergency
response and transport is arranged.

9. During a communicable disease outbreak, any of the following may occur:

a. closing of the college, or parts of the college, by order of the Governor,
b. closing of the college, or parts of the college, by order of the State or Local Public
Health Director,
c. closing of the college, or parts of the college, by agreement between the State or Local
Public Health Director and the college president (or designee), (Note: The college
president or their designee may close the college, or any part of the college,
immediately, pending final communication with Public Health officials.)
d. decision by the college president (or designee) that an employee(s) should stay away
from the workplace until symptoms are gone,
e. isolation of an ill or symptomatic employee(s) by the State or Local Public Health
Director pursuant to G.S. 130A-2(3a), or
f. quarantine of an exposed or potentially ill employee(s) by the State or Local Public
Health Director pursuant to G.S. 130A-2(7a).

10. In communicable disease emergencies, in order to minimize transmission from person to

person, the college may invoke social distancing. Social distancing is designed to limit the
spread of a disease by reducing the opportunities for close contact between people. It can be
accomplished by administrative and engineering controls. Examples include:
a. reducing face-to-face exposure by using conference calls and video conferencing;
b. avoiding unnecessary travel;
c. canceling meetings, workshops, training sessions and other scheduled events;
d. requiring employees to work from home to reduce exposure in the workplace;
e. establishing flexible working hours to avoid mass transportation, at least during peak
hours;
f. installing protective barriers between work stations or increasing space between
workers;
g. reinforcing hand washing and requiring the use of protective supplies or equipment such
as gloves, hand sanitizers, and masks (provided by the college);
h. scheduling employees in shifts;
i. controlling access to buildings, and
j. requiring asymptomatic individuals traveling to affected countries/areas not to return to
work until one incubation period has passed after returning home.

The college may choose to practice social distancing by use of alternate worksites or
teleworking. The college president (or designee) is authorized to establish immediate
telework arrangements. Employees required to work shall receive regular pay.
11. Each area head shall predetermine and designate mandatory operations and designate the
employees required to staff these operations. Mandatory employees may take leave if they
are quarantined or ill, if they are required to care for a member of the immediate family who
is quarantined or ill, or if they are the parent (or guardian) who is required to stay home with
underage children because of the closure of a day care facility, public school, or eldercare
facility.

The college shall maintain a list of mandatory employees by position, including current
employee name and contact information. The area head shall develop an alternative plan for
personnel in case the mandatory personnel are unable to work. Alternative workers may
include current employees who are not designated as mandatory, but who possess the skills
to fill in for mandatory employees.

Employees designated as mandatory personnel shall be notified of such designation and the
requirement to report for, or remain at, work in emergency situations. If mandatory
personnel are required to remain at the worksite for an extended period of time, the college
will provide adequate housing and food.

The mandatory employee list may be modified based upon each particular emergency
situation.

Depending upon the particular emergency situation, the college may designate essential
employees as a subgroup within the mandatory employee designation. Essential employees
will staff essential operations when such staffing is implemented by the college president.
Unless otherwise noted, this procedure applies to essential employees in the same manner as
mandatory employees.

Individuals designated as mandatory employees may be subject to disciplinary action, up to

and including termination of employment, for willful failure to report for or remain at work.
Each situation will be reviewed on a case-by-case basis to determine appropriate action.

12. When the college is closed or when management determines that only mandatory employees
are required to report to work, the mandatory employees may be awarded additional
compensation (subject to available funding), additional annual leave, additional recognition,
or a combination of these. This provision applies to all employees who are exempt and non-
exempt under the Fair Labor Standards Act (FLSA). This provision does not include
temporary employees under any circumstances.

13. Employees who have symptoms of a communicable disease and are required to stay home or
who are ill with the communicable disease should be cautioned not to return to work until
they are sure that they are fully recovered. The college may require certification of fitness
for work from a health care provider.

If quarantined, it is the employees’ responsibility to provide the college with a written

verification from a Public Health official.
14. When an employee is quarantined, the employee shall be granted paid leave until the
specified period of time ends or the employee becomes ill with the communicable disease,
whichever comes first.

If college management believes that an employee has symptoms associated with a

communicable disease, management may require the employee not to report to work and to
use any available compensatory leave, sick leave, vacation leave, or bonus leave.

All efforts should be made to allow non-essential employees to work from an alternative
location. When this is not possible, and the college is closed, or when the college president
determines that only mandatory employees are required to report to work, the non-mandatory
employees who are not required to work from an alternative location shall be paid without
use of leave as long as they abide by the GTCC Telework Agreement or other agreement for
alternative work locations and maintain contact with their supervisor.

Employees who are on prearranged vacation or sick leave shall charge leave to the
appropriate account until the end of the scheduled days off. Also, employees on unpaid leave
shall continue on unpaid leave until the scheduled unpaid leave period ends.

If the employee becomes ill and it is determined to be work related in accordance with the
Workers’ Compensation Act, the Workers’ Compensation policy applies. If the employee is
isolated or becomes ill as a result of off-the-job exposure, V-4-1-2 Sick Leave policy applies.
The provisions of the V-4.1.6 Family and Medical Leave Act policy and the V-4-1-2 Sick
Leave policy also apply.

Should an employee not have sufficient sick leave available, the supervisor may work with
the employee to advance a reasonable amount of leave or make arrangements for the
employee to make up the time if the college determines that the work situation will allow it.
Time must be made up within 12 months from the occurrence of the absence unless modified
by the college president. If it is not made up within 12 months, the appropriate leave shall be
charged, or unpaid leave must be taken, or the last paycheck of the fiscal year will be
adjusted to make up for the outstanding leave balance. These remedies may be waived by
the college president.

15. When the college is open but an employee, who is a parent (or guardian), is required to stay
home with a child (as defined in the FMLA) because of the closure of a day care facility or a
public school, the non-mandatory employee may, with approval of the supervisor, be allowed
to work from home or elect to:
a. use vacation leave,
b. use bonus leave,
c. use sick leave,
d. use compensatory leave,
e. after all available leave is exhausted, request unpaid leave, or
f. request an advance of leave as covered in item #14 above.

This also applies to eldercare.

16. The president (or designee) may assign employees where they are most needed and
compensate them accordingly for the duration of the emergency.

17. Should a communicable disease outbreak reach a pandemic stage, the president or their
designee shall regularly monitor the situation by communicating with local and state health
officials and by reviewing media sources. Should an outbreak reach a pandemic level within
the state or a county contiguous to Guilford, Randolph, Davidson, Forsyth, Rockingham or
Alamance counties the president or their designee will provide current information to
students and employees on preventing the spread of the outbreak. Should the outbreak reach
a pandemic level within the service area the president or their designee, after consulting with
local health officials, may close the college temporarily or exercise quarantine authority if
they feel it is in the best interest of the college and community, and deemed necessary by
state or local health/and/or law enforcement officials. Persons who are infected with a
communicable disease, or know of someone in the college community who is, should contact
college officials immediately. Students should contact the associate vice president of Student
Services, and employees should contact the Chief Human Resources Officer who will then
notify the Risk Manager.

18. All incidents involving exposure to communicable diseases should be reported to the vice
president of Student Services or the Chief Human Resources Officer, who will then notify
the Risk Manager and the local health department as soon as possible.

19. The college will conduct an ongoing education program, which will be included in new
employee/student orientation and will inform faculty, staff, and students about communicable
diseases, warning signs, and protective measures.

20. Faculty, staff, students, and employees of contractors or contracted services are encouraged
to maintain current immunizations as a preventive measure.

Adopted 08/22/1996
Revised 12/17/2009
Revised 03/12/2015
Revised 03/24/2020 (procedure)
III-2.1.5 Fundraising
Access to Guilford Technical Community College’s programs and the excellence of the
educational experience at GTCC are greatly enhanced by the receipt of donations whether
monetary, in-kind, or comprised of other personal or real property from citizens, philanthropic
institutions, public agencies, and businesses. The GTCC Foundation is the major fundraising
vehicle for the college. All staff and faculty members are encouraged to promote the efforts of
the college to secure gifts.

Procedure
The GTCC Foundation (“Foundation”) is responsible for coordinating all fundraising efforts.
The Foundation currently works closely with many advisory committees, individuals, and
college groups on writing grants, targeting, and approaching likely donors of both cash and in-
kind gifts. College faculty and staff who know of opportunities for gifts are encouraged to share
this information with the Foundation.

The Foundation will serve as a clearinghouse for solicitation information about potential
corporate, foundation, organization, and individual donors. Any approaches to these sources
must be coordinated through the Foundation. The information collected by the Foundation is
intended to avoid duplicated requests by other college groups for small donations, whether
monetary, in-kind, or other property gifts, when a substantial gift is possible or in progress and to
help the college avoid duplication of fundraising efforts to the same sources.

The involvement of the Foundation is not to inhibit advisory committees and/or individuals,
especially faculty members who may have contacts in industry, from taking advantage of
opportunities to secure in-kind gifts or from planning and implementing fundraising efforts. The
purposes are to ensure that all solicitations are orderly and do not represent multiple requests to
the same source from several college groups and to ensure that gifts are appropriate, properly
acknowledged, and recorded.

The Foundation must be consulted prior to acceptance of gifts of substantial value or if there are
questions about a gift’s appropriateness, value, method of donation, tax documentation, or other
related issue.

1. Monetary gifts should be directed to the GTCC Foundation, Inc. GTCC personnel must
inform the Foundation Office BEFORE they solicit monetary gifts for the college.

2. Gifts of equipment, supplies, or materials must fulfill a genuine need verified by the
department and academic dean (or campus dean or vice president as appropriate to constitute
two supervisory levels). The college is not obligated to accept any gift because it is offered,
and cannot accept gifts that do not have a use. Equipment must be in working order or
salvageable for useful parts. GTCC does not assign a monetary value to the donation for use
by the donor for tax purposes. That is the responsibility of the donor. (The tax value may
differ from the inventory value of the gift to the college.)
a. If the donor contacts the faculty member, department chair, or academic dean directly,
the person contacted is responsible for completing a GTCC Donations Form verifying the
value of the donated item(s) to the college and documenting the source of the donation.
 b. The GTCC Donations Form is submitted to the Foundation Office, which records the gift
and prepares an acknowledgment. GTCC cannot accept and acknowledge any gifts of
equipment, supplies, and/or materials that are of no use to the college.
c. If donors contact other personnel in the college, they should be referred to the
Foundation. The Foundation will see that appropriate faculty members, department
chairs, and academic deans are notified and that the GTCC Donations Form is completed.
d. The Foundation refers all completed and recorded GTCC donations forms to the Business
Office for information and entry into inventory, as appropriate.

3. GTCC clubs, associations, and other organized on-campus groups will be limited to raising
money from GTCC students, employees and people who come to the campus for services,
unless specifically approved by the Foundation to solicit others. The fundraising activities
should not be advertised to the general public without prior approval from the Foundation.
See the I-1.1.4 Solicitation on Campus policy for the procedures to be followed.

4. GTCC students, faculty, and staff value good citizenship and helping those in need. The
college supports fundraising for these purposes through United Way, individual, and team
participation in events such as Multiple Sclerosis and Juvenile Diabetes Walks, and other
charity fundraisers. The solicitation process (I-1.1.4 Solicitation on Campus) must be
followed to ensure that fundraising is orderly and appropriate.

5. GTCC and its students have many needs, including support of scholarships, equipment, other
student support programs, program start-up costs, and professional development. The
Foundation fundraising campaigns are planned with these needs in mind. College groups
also should be encouraged to consider these needs first when planning their fundraising
activities. Groups interested in general community service should be encouraged to
contribute time and talents as an alternative to raising money.

6. Groups sponsoring for-profit companies to sell goods and share profits to benefit college
causes should require terms favorable to the college. Such companies should be willing to
share at least 50 percent of gross profit with the college in exchange for space and access to
the campus community.

7. For the appropriate procedures on grant applications and management of grants, see college
wide rule External Grants: Development of Proposals and Management of Projects.

Adopted 02/19/1998
Reviewed 10/07/2013
Revised 02/12/2018 (procedure)
III-2.1.6 Accountability and Integrity Plan for Continuing Education Classes
Guilford Technical Community College’s Board of Trustees shall adopt a Continuing Education
Accountability and Integrity Plan and shall review the plan at least once every three years in
accordance with the State Board of Community Colleges Code, 1D SBCCC 300.04.
Procedure:
GTCC Continuing Education Accountability and Integrity Plan:

1. The purpose of the Accountability and Integrity Plan is to define a system of checks and
balances to prevent and detect errors or irregularities when reporting hours for FTE purposes
and establish a framework for defining program quality and improvement procedures.

2. Class visitation - Each term the college will conduct class visitations to ensure courses are
meeting as scheduled and providing a quality educational experience. A sampling of classes
will be selected across the entire continuing education offering to include those taught in the
following formats: sections offered with waiver eligibility; sections delivered through
distance learning technologies; sections held at off-campus (non-college) facilities; and
sections with irregular or non-traditional schedules (1D SBCCC 300.4.a.2). The
selection/frequency of classes for visitation will occur as follows:
a. On-campus courses - Courses taught in a face-to-face format will be visited each
semester. A randomly chosen sample of 15% of all on-campus courses will be selected
for visitation. There shall be no mandatory visitation of courses that meet 12 hours or less
nor classes offered on a self-support basis.
b. Off-campus courses (including distance learning) - Courses taught in off-campus
locations (including through distance education) will be visited each semester. A
randomly chosen sample of 20% of off-campus courses will be selected for visitation.
Continuing Education courses taught in an on-line format shall be visited electronically.
c. Courses that have waiver eligibility and sections with irregular or non-traditional
schedules will be visited each semester. A randomly chosen sample of 10% of courses
will be selected for visitation by program director for the course.
d. Class visitation will be a shared responsibility between the immediate supervisor of the
continuing education area and the vice president of Workforce and Continuing Education
(WCE). The vice president of WCE will randomly visit 10% of the off-campus/distance
education courses each semester.
e. At the end of the semester, the vice president of WCE compiles the visitation reports and
uploads them into the electronic database system, Watermark.

3. Course Standards- All GTCC continuing education courses follow guidelines as established
in 1D SBCCC 300.5 to insure accuracy and integrity.
a. Master Course Schedule - GTCC maintains a master schedule, including days, time, and
location for all Continuing Education class offerings, including the physical address to
off-campus class locations within the student information system. The vice president
and/or their designee(s) shall approve the scheduled offering of all Continuing Education
Courses each term. Courses and scheduled offerings should be submitted to the
Continuing Education Registrar based upon a calendar established each term. All class
schedules are to be approved by the vice president, or the appropriate designee in
 advanced of publication. Failure to get prior approval may result in the course not being
counted for FTE purposes.
b. Course Approval Process - All courses are approved in accordance with processes
outlined for the NCCCS Combined Course Library and will have established student-
learning outcomes listed in the syllabus.
c. Course Articulation for Academic Credit - In accordance with 1D SBCC 300.5.e.,
colleges may articulate academic credit for course work taken on a non-credit basis.
Credit will only be given for courses that have been pre-approved for articulation from a
list of OE courses that (1) carry a recognized third-party credential; or (2) have an
equivalent program of study in for credit offerings based on student learning outcomes
and (3) are taught by faculty judged qualified by SACSCOC and college standards. For
those Occupational Extension (OE) courses where academic credit can be awarded, one
Continuing Education Unit (CEU) is equivalent to ten contact hours of participation in
class. For credit to be awarded, it must first be pre-approved by the senior vice president
of Instruction or a designee.
d. Workforce Continuing Education Career and College Promise Pathways - GTCC may
offer structured non-credit pathway opportunities to high school students that lead to a
State of industry-recognized credential as outlined in 1D SBCCC 300.4.d. Each pathway
must be pre-approved and have established review processes that include student success
metrics, employer engagement and internal support structures between WCE, CCP
coordinators and registrars as appropriate (CCP Operating Procedures Spring 2020).

4. Faculty - GTCC shall employ faculty to meet SACSCOC criteria and local college policies.
Additionally, all faculty providing instruction in programs with external agency oversight
must be a qualified instructor as established by the respective agency or certifying entity.
Faculty credentials for such instructors will be entered into the college database, Watermark.
a. The hiring and managing of all instructors for CCED shall fall under the auspices of the
vice president of WCE, who may delegate hiring to the appropriate administrator.
b. All hiring of instructors must comply with GTCC’s policies found in the Management
Manual and abide by established college rules.
c. When hiring individuals, CCED shall follow GTCC’s procedures associated with the
payment of full-time and part-time personnel. Hiring must include appropriate
verification that services have been rendered and that proper personnel are being paid.
Verification shall be conducted through the collaborative efforts of Financial Services,
Human Resources and the Internal Auditor’s Office.

5. Compliance (Auditing) - The Internal Auditor’s Office will conduct regular reviews of
continuing education courses to ensure compliance with state guidelines.
a. Student membership in courses must be verified in accordance with prescribed standards
and college rules. A student is verified as registered when the signed registration form or
a fee payment/waiver is processed. Students are required to pay at the time of
registration, unless another process has been approved or sanctioned by the college.
b. Student contact hour courses must be verified in accordance with prescribed standards
and college rules. Student contact hour is defined as actual time of student attendance in a
class or lab. 60 minutes shall constitute an hour. The college shall not report more hours
per student than the number of class hours scheduled in the approved curriculum program
 of study compliance document. Accurate attendance records shall be maintained for each
class of the nature described in this Rule through the entire semester. Attendance records
shall be signed by the instructor or lead instructor, verifying their accuracy, and shall be
maintained by the college until released from all compliance reviews (see the Public
Records Retention & Disposition Schedule for Institutions on the Community College
System website). Student contact hours shall be summarized in the Institution's Class
Report and certified by the president or designee.
c. All coding in the student information system for continuing education and adult education
courses and students shall be consistent with North Carolina Community College System
policies. This shall include, but not limited to, Workforce and Continuing Education
courses and students enrolled in articulation credits, Title II Adult Education, and Career
and College Promise students participating in Workforce and Continuing Education.

6. Accountability Measures - The Workforce and Continuing Education division shall

participate in college-wide processes that assess quality, relevance and efficiency of
programming and alignment with the college’s strategic plan as established by GTCC
management manual policies.
a. Program Review - The division will participate in college-wide program review
processes to assess the efficiency and relevancy of the offerings (GTCC policy III-1.1.9
Program and Service Review and 1B SBCCC 400.3).
b. Assessment of Student Learning Outcomes - All programs that are regulated/accredited,
result in an external certification and require program level student learning outcomes
will participate in GTCC’s established assessment program (III-1.1.3 Outcomes-based
Education).
c. Annual Planning Process - Each operational area within the Workforce and Continuing
Education program will establish annual objectives aligned to the college’s strategic plan
and document progress as outlined in the GTCC management manual and state guidelines
(III- 1.1.10 Annual Program and Service Area Planning and 1B SBCCC 400.2).

Adopted 06/20/1996
Revised 12/14/2000
Revised 01/14/2002
Revised 10/14/2002
Revised 02/19/2004
Revised 02/15/2007
Revised 12/12/2013
Revised 06/16/2016
Revised 08/17/2016 (procedure)
Revised 04/18/2019 (procedure)
Revised 06/18/2020
III-2.1.7 Investment
Investment and management of college funds will be in accordance with North Carolina General
Statute §115D-58.6. Funds eligible for investment include institutional funds that have
accumulated for future benefit of the college and any county funds paid to the college for
approved operating budgets or capital projects.

The Guilford Technical Community College Finance Committee of the Board of Trustees shall
serve as the Investment Committee for the Board. The Investment Committee shall make
decisions based on investment guidelines approved by the board, monitor performance of
investments, and report investment results to the board on a regular basis. The investment
program shall be so managed that investments and deposits can be readily converted into cash to
meet operating needs as determined by the Chief Financial Officer. Moneys shall be invested
only in the form of investments pursuant to G.S. 159-30(c) or in any form of investment
established or managed by an investment advisor within guidelines established by the board.

The Board of Trustees shall discharge their duties with respect to the management and
investment of college funds as follows:

1. Investment decisions shall be solely in the interest of the college and the students, faculty,
and staff of the college.

2. The investments shall be for the exclusive purpose of providing an adequate return to the
college.

3. Investments shall be made with the care, skill, and caution under the circumstances then
prevailing which a prudent person acting in a like capacity and familiar with those matters
would use in the conduct of an activity of like character and purpose.

4. Investment decisions shall be made impartially, taking into account the best interest of the
college, with special attention to conflicts of interest or potential conflicts of interest.

5. Investments shall incur only costs that are appropriate and reasonable.

This policy should be understood not to include college foundation funds managed by a separate
board of directors and involving funds independent of college funds.

Adopted 10/17/1996
Revised 12/21/2006
Revised 02/16/2012
Reviewed 01/23/2023 (no changes)
III-2.1.8 Children on Campus
To protect the safety of young visitors and to avoid disruptive behavior, children accompanying
students, visitors, or employees of Guilford Technical Community College must be under the
constant supervision of a responsible adult while on the property of GTCC or on the site of any
approved off-campus event. Employees of the college have assigned duties and cannot take
supervisory responsibility for the unattended children of students, visitors, or employees. High
school students who are not enrolled at GTCC and are at least 16 years of age may utilize GTCC
libraries without being accompanied by an adult. Exceptions will be made for children under 16
that are participating in library or college sponsored programs and activities. Children are not to
be left unattended in any other college facility at any other time.

Procedure
1. The college assumes no responsibility or liability for children, nor for any accidents or
injuries incurred by children, in any unsupervised situation not approved by the college
administration. For the purposes of this policy, the terms "child" or "children" mean any
youth under the age of 18, whether or not such youth is the offspring of the person whom
they accompany.

2. Employees are expected to provide for the care of their children away from the work site. In
rare emergency situations, if it is necessary for the employee to bring a child to the
workplace during working hours, the employee's supervisor must approve. If an employee
has approval from their supervisor to bring a child to the workplace, the employee is
responsible for attending to the child at all times while on the premise.

3. Children accompanying employees, students, or visitors are not permitted in classrooms,

labs, shops, or common study areas (excluding libraries) as stated in the GTCC General
College Catalog and GTCC Student Handbook.

4. Persons wishing to patronize GTCC services to the public (cosmetology, dental, etc.) may be
refused service if accompanied by a child who will be unattended during the time the patron
is receiving services. College staff will not be expected to provide supervision of such
children.

5. If a child is found or identified as "unattended" Campus Police will be informed. A Campus

Police officer will attempt to locate the parent (or the adult responsible for the child), and
inform them of the college's rule regarding unattended children. The parent/responsible adult
will be asked to assume direct supervision of the child(ren) at that time. Campus Police will
call the Department of Social Services for the safe keeping of the child if the parents are not
located.

6. Violation of this policy will result in appropriate disciplinary action.

Adopted 10/23/1997
Revised 03/10/2011
Revised 08/29/2019
III-2.1.9 Animals on Campus
No person may have an animal, excluding service animals, on campus without written
permission of the vice president of Operations & Facilities. Service animals are permitted on
campus within established guidelines.

Procedure
1. A person found to have violated this policy will immediately remove the animal from the
campus.

2. A student or employee found to have violated this policy will be subject to disciplinary
action. Repeated violations may result in student suspension or termination of employment.

3. Individuals with service animals will follow these guidelines:

a. Persons with disabilities may be accompanied by working service animals on all GTCC
campuses and sanctioned activities. The Department of Justice regulations define a
"service animal" as a dog that has been trained to perform work or tasks directly related
to an individual's disability. In limited circumstances, a miniature horse may be
considered a service animal.
b. GTCC cannot ask about the nature or extent of a person’s disability to determine whether
a person’s animal qualifies as a service animal. If the need for the service animal is not
readily apparent, individuals should contact Disability Access Services concerning
students with service animals or Human Resources concerning employees with service
animals. When it is not readily apparent that a dog is a service animal, GTCC staff may
make two inquiries to determine whether the dog qualifies as a service animal, which are:
• Is the dog required because of a disability?
• What work or task has the dog been trained to perform?
c. The provision of emotional support, well-being, comfort, or companionship does not
constitute work or tasks for the purpose of this definition.
d. Ensure the animal is not a danger to others and does not disrupt the educational process.
• A service animal must be housebroken (i.e., trained so that it controls its waste
elimination) absent any illness, up-to-date on required shots/vaccinations, and must
be kept under control at all times by a harness, leash, or other tether, unless the person
is unable to hold those, or such use would interfere with the service animal’s
performance of work or tasks. In such instances, the service animal must be kept
under control by voice, signals, or other effective means.
• Service animals generally should accompany their handler at all times so that the dog
can provide the service it is trained to perform.
• The handler is financially responsible for any damage (including but not limited to
medical expenses or cleaning costs) to persons or property caused by their service
animal.
• If the animal is a miniature horse, the GTCC may exclude the animal if the facility
cannot accommodate the animal’s type, size, and weight.

4. The campus community’s (faculty/staff/students) responsibilities are to:

a. Allow service animals to accompany people with disabilities on campus;
b. Not ask for details about a person’s disabilities;
 c. Not pet a service animal, as it distracts the animal from its work;
d. Not feed a service animal;
e. Not deliberately startle, tease, or taunt a service animal; and
f. Not separate or attempt to separate a person from their service animal.
g. If a member of the GTCC community has a disability that may be affected by the
presence of animals, please contact the Disability Access Office if you are a student or
Human Resources if you are an employee. GTCC is committed to ensuring that the
needs of all people with disabilities are met and will determine how to resolve any
conflicts or problems as expeditiously as possible.

5. If an animal is properly excluded, the alternative accommodation offered to the use of the
service animal must be effective in all of the functions the service animal performs with
respect to the student’s or employee’s disability.

6. In considering whether a service animal poses a direct threat to the health or safety of others,
GTCC will make an individualized assessment, based on reasonable judgment, current
medical knowledge, or the best available objective evidence, to determine:
a. The nature, duration, and severity of the risk;
b. The probability that the potential injury will actually occur; and
c. Whether reasonable modifications of policies, practices, procedures, or the provision of
auxiliary aids or services, will mitigate the risk.

7. It is a violation of North Carolina General Statutes 168 to disguise a dog as a service animal,
or to deprive a visually impaired, hearing impaired, or mobility impaired person any of their
rights.

8. Students have the right to initiate a complaint pertaining to their service animal or to another
individual’s service animal. The compliant policy is outlined in the IV-1.1.8 Student
Complaint policy.

Adopted 02/15/1996
Revised 02/20/2014
Revised 06/16/2022
III-2.1.10 Returned Checks
A service charge shall be established by the Board of Trustees to be assessed on each check
returned by the bank. Sanctions will be imposed on individuals who fail to redeem the check in
a timely manner.

Money collected from service charges shall be used to defray collection costs associated with
collection of delinquent accounts.

Procedure
1. When a student or employee incurs a financial obligation to the institution, the Business
Office will initiate appropriate collection activity. An appropriate fee shall be established by
the Board of Trustees to be assessed for each returned check.

2. Currently Enrolled Students

a. A letter of notification identifying the nature of the debt shall be sent by the Business
Office to the student by registered mail. The Business Office will also send an email
notification. The student will be requested to redeem the check and service charge within
seven (7) days if the student fails to make payment, the instructor is contacted to send the
student to the Business Office. At this time, a hold shall be placed on the student's file
until the financial obligation has been satisfied. Students who have had checks returned
from the bank before classes have started will be dropped for nonpayment if the student
fails to make payment after the initial notification letter.
b. If the student has not paid or responded within seven (7) days, the Business Office shall
submit the student's name, student ID number and all pertinent information concerning
the debt to the director, Student Conduct and Community Standards for appropriate
action as determined by established procedures.
c. The account shall be submitted to the collection agency under contract with the state.
Accounts which meet the eligible threshold shall also be turned over to the North
Carolina Debt Set-Off Program for garnishment from the debtor's state income tax
refund. The student's name, student ID number, social security number and all pertinent
information concerning the debt shall be submitted with each referral.
d. After the college has received two (2) bad checks from a student, the student's file shall
be flagged with a financial code which will deny the student the privilege of paying for
registration by check. They shall also be denied the privilege of paying for future
services by check. This is also applicable if a student submits a fraudulent check.

3. Former Students
a. A letter of notification identifying the nature of the debt shall be sent by the Business
Office to the student by registered mail. The student will be requested to redeem the
check and service charge within seven (7) days. At this time, a hold shall be placed on
the student's file until the financial obligation has been satisfied.
b. If the debt is not paid within seven (7) days, a follow-up letter shall be mailed to the
student.
c. The account shall be submitted to the collection agency under contract with the state.
Accounts which meet the eligible threshold shall also be turned over to the North
Carolina Debt Set-Off Program for garnishment from the debtor's state income tax
 refund. The student's name, student ID number, social security number and all pertinent
information concerning the debt shall be submitted with each referral.
d. After receiving two (2) bad checks from a student, the student's file shall be flagged with
a financial code which will deny the student the privilege of paying for registration by
check. They shall also be denied the privilege of paying for future services by check.
This is also applicable if a student submits a fraudulent check.

4. Employees
a. The employee shall be notified by an appropriate Business Office staff member of the
debt. The employee will be requested to redeem the check and service charge within
three (3) days.
b. If restitution is not made within three (3) days, and the employee is a regular or time
limited employee, they shall be requested to come to the Business Office and sign a
payroll deduction form authorizing the debt to be deducted from their next payroll check.
c. Failure to respond or sign the payroll authorization within a reasonable time shall result
in a Business Office representative contacting the employee's supervisor to assist in
resolving the financial obligation.
d. Failure to make restitution by any full time or part time employee shall make them
subject to disciplinary action, which may include suspension or dismissal.
e. In the event the employee is no longer employed by the institution, the Business Office
shall send a letter of notification by certified mail identifying the nature of the debt. The
account shall be submitted to the collection agency under contract with the state.
Accounts which meet the eligible threshold shall also be turned over to the North
Carolina Debt Set-Off Program for garnishment from the employee's state income tax
refund. The employee's name, employee ID number, social security number and all
pertinent information concerning the debt shall be submitted with each referral.
f. Repeat offenders (two returned checks) shall be denied the privilege of writing checks, as
well as being subject to disciplinary action. The Business Office will notify the
appropriate departments to deny acceptance of personal checks from the employee which
could result in a financial obligation to the school.

5. Write-offs
After all collection efforts have been exhausted and have been proven to be unsuccessful, the
debtor's name, student ID number and all pertinent information concerning the debt shall be
submitted to the Board of Trustees for write-off approval in accord with the Community
College System Office Accounting Procedures Manual.

Revised 06/20/1996
Revised 10/01/2013
Revised 09/01/2022
III-2.1.11 Sponsorship of Individuals to Attend Community Events
Guilford Technical Community College sponsors attendance at a variety of community events as
part of its commitment to support the community. The college may elect to invite persons in
addition to employees, students, and members of the Board of Trustees to participate in these
events and be included in the payment of the related fee. Such persons may include spouses or
other members of the immediate families of employees, students, Board members, and/or
persons with whom the college has a direct relationship. State and county funds shall not be
used for this purpose.

Procedure
1. Sponsorships will be paid with vending receipts or other funds specifically given to the
college for such purposes, as through a grant.

2. The president and/or the president’s designee shall approve any invitation extended to such
other persons.

3. Examples of persons with whom the college has a direct relationship includes finalists for
college positions, representatives of businesses with whom the college is working on
program design/implementation, official visitors, etc.

Adopted 12/18/2008
Reviewed 09/05/2014
Reviewed 06/17/2019
III-2.1.12 Use of Human Subjects
Research or other activities conducted under the jurisdiction of Guilford Technical Community
College shall not expose persons who participate as subjects or respondents to unreasonable risks
to their health, general well-being, or privacy. All activities or projects involving human
subjects are subject to review and approval by the Director of Institutional Research (IR) to
insure the protection of the rights and welfare of the individuals who participate as subjects.

Internal Research
All research conducted by Guilford Technical Community College personnel and/or students,
including surveys, must be reviewed and approved by the Director of IR to eliminate duplication
of effort, to prevent the over-surveying of select groups, to ensure the quality of the instruments
used, and to protect the human subjects involved.

External Research
An external research project is defined as any research project, survey, or study not conducted
directly by Guilford Technical Community College personnel and/or students. Any individual,
group, or agency desiring to conduct research at GTCC, or to use college students, faculty, or
staff in research projects must obtain the written permission of the Director of IR at GTCC.

Instructional Program Requirements

As a component of the educational experience of some instructional programs, students and
faculty may be required to practice procedures and perform measurements on individuals within
the program, the college, or the community as indicated by the curriculum. Students and faculty
may be required to participate in activities and/or simulations to allow students opportunities to
apply didactic knowledge and laboratory skills. All students, faculty members, and others
participating in the activities and/or simulations must sign a written authorization for use as a
human subject. To insure the safety of all persons involved, the authorization form will require
disclosure of any personal limitations or conditions that might affect participation in such
activities and/or simulations.

Procedures and techniques learned in instructional programs may only be used to treat patients in
a clinical setting under the direction of a licensed/certified practitioner. Except for legally
authorized practitioners, students and faculty members may not diagnose or treat medical/dental
conditions of fellow students, faculty members, or others. Students learning procedures and
techniques in the academic setting may practice these skills during assigned
classroom/laboratory/clinical hours and during supervised open laboratory/clinical sessions.

Students or faculty members who fail to comply with this policy will be subject to disciplinary
action that may include suspension from the program or dismissal from employment.

Procedure
1. The Director of IR will review all research proposals, both internal and external. If the
complexity of the proposal requires additional expertise, a Research Review Committee will
be formed by the Director of IR to review the proposal and make recommendations to the
Director.
2. Internal Research
a. Because of the need to accumulate data for re-accreditation and other purposes, some
programs regularly require participation in various research surveys and activities
throughout the student’s tenure in the program. Students may be required to provide
blanket consent to participate in such research. A sample form is provided in the Forms
section of the Management Manual.
b. The use of human subjects in internal research projects other than projects conducted
for routine reports, management information and regular class assignments will require
the signature of the subject on an authorization form that includes the following basic
elements:
1) A statement that the study involves research, an explanation of the purposes of the
research and the expected duration of the subject's participation, a description of
the procedures to be followed, and identification of any procedures which are
experimental.
2) A description of any reasonable foreseeable risks or discomforts to the subject.
3) A description of any benefits to the subject, or to others, which may reasonably be
expected from the research.
4) A disclosure of appropriate alternative procedures or courses of treatment, if any,
that might be advantageous to the subject.
5) A statement describing the extent, if any to which confidentiality of records
identifying the subject will be maintained.
6) For participation with more than minimal risk, an explanation as to whether any
compensation and as to whether any medical and/or psychological treatments are
available if injury occurs and, if so, what they consist of, or where further
information may be obtained.
7) An explanation of whom to contact for answers to pertinent questions about the
research and research subject's rights, and whom to contact in the event of a
research-related injury to the subject.
8) A statement that participation is voluntary (if possible), refusal to participate will
involve no penalty or loss of benefits to which the subject is otherwise entitled,
and the subject may discontinue participation at any time without penalty or loss
of benefits to which the subject is otherwise entitled.
c. The privacy of respondents must be protected in any published reports or internally
shared records. Individual respondents must not be identifiable in any way through the
published data.

3. External Research
a. A written proposal for any study intending to use college students, faculty, or staff must
be submitted to the Director of IR at least two weeks before the anticipated beginning
of the study. Depending upon the complexity of the proposal, additional time for
review may be required. The proposal will include brief summaries of the rationale for
the study, the methodology to be used, and the expected outcomes.
b. Normally, GTCC cannot provide facilities of any type for external research projects.
c. Unless the college feels that participation in a particular project is both educationally
valuable and a natural part of the course content, class time will not be used for any
project. In any event, the faculty member's permission, in addition to the approval of
 the Director of IR, must be obtained before class time will be used.
d. Participation in any project must be voluntary, and all participants must sign an
informed consent form describing purpose of the project, precisely what participation
will involve.
e. Students, faculty, or staff involved in any research project will not be identified when
the findings of that project are published.
f. All inquiries and proposals should be submitted to:

Director of Institutional Research (IR)

Guilford Technical Community College
P. O. Box 309
Jamestown, NC 27282

3. Program Requirements
a. Student handbooks for each program will explain how this policy applies in the particular
program.
b. Each department will maintain current authorization forms under secure conditions. The
college will maintain the authorizations as long as legally necessary.

Adopted 10/1998
Revised 02/20/2003
Revised 09/11/2006
III-2.1.13 Inconsistent Publications
Any terms or provisions of any departmental, student or other handbooks or similar publications
that are inconsistent with the policies set forth in this Section III of the Management Manual
shall not be binding on the college, and the policies set forth in this Section III shall be
controlling.

Adopted 06/18/2009
Revised 09/05/2014
III-2.1.14 Tuition and Fees
Guilford Technical Community College assesses student tuition and registration fees subject to
provisions of the State Board of Community Colleges and NC General Statutes in accordance
with 1E SBCCC 200.1. Tuition and registration fees will be waived for eligible training
provided to members of groups and organizations that are expressly authorized by law in
accordance with G.S. 115B-2, G.S. 115D-5(b), 1E SBCCC 100, and 1E SBCCC 800.1.

The GTCC Board of Trustees will establish and annually approve local fees and waivers of local
fees subject to the provisions of State Board of Community Colleges Code 1E SBCCC 700.1.

Procedure
All student fees are assessed each term unless otherwise noted.

1. Curriculum Tuition
The North Carolina General Assembly sets tuition rates per credit hour and a maximum
tuition amount per academic term for resident and non-resident students. The State Board of
Community Colleges publishes tuition rates and provides procedures related to the
assessment of tuition in 1E SBCCC 300.1. Tuition rates are available at
https://www.gtcc.edu/_files/financial-aid/TuitionandFees.pdf .

2. Continuing Education Course Registration Fees

Continuing education students pay course registration fees in lieu of tuition as set by the
North Carolina General Assembly. The State Board of Community Colleges publishes these
fees and provides procedures related to the assessment of fees in 1E SBCCC 400.1.
Registration fees are based on course hours and are available at
http://www.gtcc.edu/continuing-education-(con-ed).aspx.

3. Local fees will be reviewed and recommended by the President’s Council to the Board of
Trustees for approval. Course specific fees will be submitted by the appropriate vice
president timely for approval by President’s Council each February (at a minimum) for
implementation for the subsequent academic year. The Finance Committee of the Board of
Trustees recommends approval to the Board of Trustees. All other local fees will be
reviewed during the annual budget process for Institutional funds. The Board of Trustees will
approve these local fees as part of the annual Institutional funds budget approval each June to
be effective for the subsequent fiscal year. See Schedule of Fees - Appendix 1 for a complete
list of fees.
a. Student activity fees are assessed each fall and spring semester to support student activities in
accordance with 1E SBCCC 700.2.
b. Instructional technology fees are assessed to support student access to instructional
technology in accordance with 1E SBCCC 700.3. Students in certain self-supporting
classes do not pay this fee.
c. College access, parking, and security (CAPS) fees are assessed for use of college parking
facilities and college property in accordance with 1E SBCCC 700.4. Students in certain
self-supporting classes do not pay this fee.
d. Course specific fees are assessed to support academic costs for consumable goods or
services that are specifically required for a course in accordance with 1E SBCCC 700.5.
 Such academic costs include, but are not limited to, tools, uniforms, insurance,
certification/licensure fees, e-text, lab, physical education fee, and other consumable
supplies.
e. Other fees are assessed to support the costs of goods or services provided by the college
that are not required for enrollment in accordance with 1E SBCCC 700.6. Such fees
include, but are not limited to, student health and other insurance fees, graduation fees,
transcript fees, optional assessment fees, library/equipment replacement fees, and fees to
participate in a specific event or activity.
• Parking deck permit fees are assessed for motorists who elect to use the parking deck.
• Student Services Fees
• Testing Fees
• Graduation Fees
• Service Fees
• Summer Camps
• Other
f. Patron Fees (Live Client Projects) are charges for goods or services produced by students
in an educational program as a product of learning activities.
• Cosmetology Fees
• Culinary Fees
• Therapeutic Massage
• Dental Clinic Fees
g. Automotive Repair
GTCC’s Automotive Department does not work on vehicles for the general public, but
does accept automotive students’ personal vehicles, and occasionally employees’ vehicles
if needed, to meet educational program outcomes. The Automotive Program Waiver
Form must be completed and signed by the vehicle owner prior to any work being done
on the vehicle. The student or employee must provide all materials needed for the repair.
Materials must be purchased from outside vendors. The vehicle should not be intended
for private resale. The college assumes no liability for said products.
h. Furniture Upholstery
GTCC’s Furniture Upholstery Department does not upholster/reupholster furniture for
the general public. Furniture Upholstery students may choose to reupholster personal
items. The student must provide all materials necessary to reupholster the item. Materials
must be purchased from outside vendors. The furniture should not be intended for
private resale. The college assumes no liability for said products.

Adopted 06/1998 Revised 08/26/2010

Revised 07/1999 Revised 12/21/2010
Revised 09/2000 Revised 08/25/2011
Revised 02/2002 Revised 08/23/2012
Revised 10/2002 Revised 08/22/2013
Revised 07/2003 Revised 03/12/2015
Revised 06/2004 Revised 02/18/2020
Revised 08/2004
Revised 08/18/2005
Revised 06/15/2006
Revised 06/21/2007
Revised 02/21/2008
Revised 06/18/2009
Revised 08/20/2009
III-2.1.15 Fiscal and Management Practices
To assure the college has sound fiscal and management practices, such procedures will be in
accordance with 1A SBCCC 200.4 Sound Fiscal and Management Practices.

Procedure
1. In order for trustees to monitor that funds are being expended prudently and consistently with
the approved budget, trustees shall receive:
a. Financial reports at intervals determined by the local board of trustees to include the
following highlights:
• The amount of State current operating funds projected to be unexpended at fiscal
year-end. The target for reversion is less than five percent, or five times the system-
wide percentage, whichever is higher.
• Institutional fund accounts that have a negative balance at the end of the fiscal year
unless such an instance exists for a planned reason, such as an anticipated
reimbursement. In the event the negative balance is not due to a planned reason, the
college shall develop a plan to rectify the negative balance, and the information shall
be reported to the Board of Trustees at its first scheduled meeting following year-end.
b. Complete and accurate annual accrual-based financial statements as submitted to the
North Carolina Office of the State Controller by the prescribed deadline.
c. Independent audit reports conducted consistent with G.S. 115D-20(9) Powers and Duties
of Trustees and G.S. 115D-58.16 Audits along with the opportunity to interview the
independent auditors as deemed appropriate by the local board of trustees.
d. Reports of any findings identified in audits, compliance reviews, SACSCOC reviews, or
other monitoring reviews.

2. The Chief Financial Officer (CFO) of the college shall serve as the internal controls officer
(ICO), as registered with the NC Office of State Controller. The CFO/ICO is responsible for
maintaining a system of internal controls as prescribed by G.S. 143D-7 Agency Management
Responsibilities. The CFO/ICO will ensure a college-wide review of internal controls is
conducted at least annually and the results are reviewed with and certified by the CFO/ICO
and the college president. A certified letter containing the results of this review shall be
provided to the NC Office of State Controller and the college’s independent audit firm. In
addition to other internal controls, the internal controls review will be designed to ensure
that:
a. Expenditures are tracked consistent with the North Carolina Community College
System’s Chart of Accounts, as outlined in the NC Community College System
Accounting Procedures Manual;
b. Bank accounts are reconciled and any discrepancies and a plan for resolution are
identified within 30 business days from the end of the prior month. In the event the
college fails to comply with this requirement more than once during a fiscal year, such
information shall be reported to the Board of Trustees at its first scheduled meeting
following the month of non-compliance.
3. The trustees delegated responsibility for hiring and firing of all regular and time-limited
employees to the college president. In order to monitor staff turnover and recruiting efforts,
trustees shall receive a biannual employee vacancy report for all budgeted positions, to
include efforts to actively fill leadership and other supervisory positions in a timely manner
with individuals of demonstrated competence.

Actual, consistent competence of employees will be demonstrated, evaluated, and

documented through on the job performance and the employee performance appraisal
process (V-5.1.3 Employee Performance Appraisals). Timely completion of employee
performance appraisals are part of the annual internal controls review.

Adopted 02/28/2019
III-2.1.16 Scanned Signatures and Signature Stamps
This policy governs the use of signature stamps/scanned signatures by the Chair of the Board of
Trustees and the President of the College. In order to conduct the business of the college, this
policy allows the use of scanned signatures and signature stamps when permitted by law or state
board of community college code.

Procedure:
1. Use of scanned signatures and signature stamps for the Chair of the Board of Trustees and
the President is limited to the Senior Executive Assistant to the President and Board of
Trustees or other staff designated by the President.

2. Using a scanned signature and/or signature stamp requires prior written approval by the
Chair of the Board or President. Written approval can be obtained by email.

3. Signature stamps and scanned signatures are to be stored in a secure location, and access to
these items is limited to those who have the authority to use them.

4. Signature stamps will be destroyed if the person resigns or retires. Stamps for Board Chairs
may be retained for as long as the person remains on the board in the event they are elected
as chair at a future date.

Adopted 11/03/2022
III-2.1.17 Use of Vending Funds____________________________________________
Pursuant to the State Board Code 1H SBCCC 300.4 Vending and Concession Activities, the
Board of Trustees at each college shall adopt local policies consistent with G.S. 115D-58.13 for
the depositing, budgeting, appropriating, and expending of funds generated through vending
machines and other concession activities. Funds generated through vending facilities, vending
machines, and other concession activities shall be deposited into an unrestricted institutional
account. These funds shall not be used to support the salary, benefits, or any other compensation
reportable as income to the Internal Revenue Service of the college president.

A report on all expenditures will be reviewed and approved at least annually by Board of
Trustees Finance Committee.

Procedure
Proceeds from vending commissions support college functions and activities which are not
allowed as state fund expenditures. Each vice president is allotted a portion of vending funds
based on available funding and the number of regular employees in their division. The vice
president may authorize disbursements up to the amount of the allotment that is consistent with
GTCC and state policy. Needs in excess of the vice-presidential allotments come from the
college-wide vending fund and requires the approval of the president or designee. Residual
balances from the vice-presidential allotments revert to the college-wide vending fund at the end
of the fiscal year. The college-wide vending fund is under the control of the president and
designee.

Each vice president will consider requests for division vending funds using the following
criteria:
1. Is the request in the best interest of the division? Does it reflect positively on the college?
All expenditures are reviewed by the vice presidents, president, and board of trustees and
must be easily justified.

2. Is the request specific to the vice president’s division or does it benefit the college as a
whole? If the benefits are college-wide, consider asking the president's office to pay for it
from the college-wide vending fund. For example, food for the annual advisory committee
dinner or lunch for registration staff are considered college initiatives, not specific to any one
division.

3. Is there an alternative funding source(s)? Is this the best use of a limited resource? For
example, if you have the need to purchase items that are otherwise payable from state funds,
but feel you do not have sufficient state budget within your division, you should not use
vending funds. Rather you should consult with the CFO or controller for alternatives.
Common uses of vending funds are listed below. It is recommended that the Business Office
be consulted in advance regarding permissibility of other expenditures.
a. Employee appreciation
b. Food/refreshments
c. Flower arrangements/decorations
d. Public relations activities not covered by the Marketing & Communications Department
4. Are you treating employees within the division equitably?

Prohibited Uses - Vending funds shall NOT be used:

• to purchase alcohol;
• supplement the salary of any college personnel; or
• as a personal expense fund for the vice president.

Vending fund allocations are for one fiscal year. Each vice president is assigned a unique
account code and monthly budget report for tracking expenditures within the division. Unspent
funds at year-end are returned to the college-wide vending fund.

Vending Funds are subject to all the usual procedures related to purchasing. Expenditures shall
not be made without proper approval in advance. Once a request has been authorized by the vice
president, a properly completed purchase requisition is submitted to the Purchasing Department
to process the requisition and issue a purchase order. Alternatively, a division staff member may
use their assigned p-card subject to the college's p-card procedure to make purchases authorized
in advance by the area vice president.

Questions regarding the purchasing process should be directed to the Purchasing Department at
extension 50203. Questions regarding account codes or budget reports should be directed to the
Business Office at extension 50274.

Adopted 04/20/2023
V. POLICIES AFFECTING STUDENT LIFE

V-1.1 Academic Issues

IV-1.1.1 Admissions
Guilford Technical Community College operates under the "open door" policy of the State Board
of Community Colleges (1D SBCCC 400.2 Admission to Colleges). Any individual 18 years old
or older and able to profit from further formal education, or high school graduate under the age
of 18, may be admitted to the college. Individuals under 18 years of age who have not attained
graduation from high school can attend GTCC as stipulated by the policies of the State Board of
Community Colleges and the procedures specified by GTCC. Admission to the college,
however, does not ensure admission to any individual program or course or continued enrollment
in the college.

GTCC may refuse admission to any applicant during any period of time that the student is
suspended or expelled from any other educational entity. The college may also refuse admission
to any applicant if it is necessary to protect the safety of the applicant or other individuals. When
making a safety determination, the college may refuse admission to an applicant when there is an
articulable, imminent, and significant threat to the applicant or other individuals.

Upon making application to the college, the individual may be tested and/or interviewed as
required by certain programs or if deemed advisable by admissions personnel. An applicant is
granted admission into a specific program when there are instructional spaces available and
where the student has demonstrated aptitude for that program as determined by personal interest,
academic background and/or test scores. If there is any indication of academic deficiency, the
prospective student will be given an opportunity to remove the deficiency through preparatory
alternatives.

Procedure
1. Admission to Curriculum Classes and/or Programs
a. Applicants 18 years and older who wish to complete a degree or diploma program must
do the following:
• Complete the GTCC admissions application which includes residency determination.
• Have transcripts of high school education and all post-high school course work
sent to the GTCC Admissions and Records Office. Applicants who have earned
a bachelor's degree are not required to furnish a high school transcript unless
they are applying for a limited enrollment program.
• If applying for a limited enrollment program, schedule an interview with an
admissions representative.
• Take the GTCC assessment battery in English, reading, and math. Some programs
require a test in algebra, keyboarding and/or ratio/proportion. (See Placement Test
Practices and Procedures available on hard copy in the Assessment Center, Medlin
Campus Center, or on the GTCC website at Placement Testing (gtcc.edu).
• To remain continuously enrolled, GTCC students must register for one semester each
year (fall or spring). Students who break continuous enrollment will be required to
return to the Residency Determination Service (RDS) to receive an updated
 residency classification and will be required to fill out a new GTCC admissions
application.
• Students who have previously graduated from one program of study are required to
re-apply to take classes after graduation. Graduates will only be required to complete
RDS if they break continuous enrollment.
• Students who acknowledge on their application that they have a prior conduct record
at another college or university must contact the prior institution and request that
they complete the online Student Conduct Verification Form. Students will not be
able to enroll in GTCC courses until a completed Student Conduct Verification Form
has been received and reviewed to affirm eligibility.
b. Applicants who wish to complete a certificate or take course work as a special (non-
degree) student need only to complete the application for admission in order to enroll.
However, certain courses, including some certificate programs, have prerequisites and/or
assessment criteria, which must be met for enrollment and the college will require
appropriate documentation that the student has met those prerequisites.
c. Career and College Promise (CCP) is North Carolina’s dual enrollment program for
high school students. The following link contains the state board code for CCP (page
32): http://www.nccommunitycolleges.edu/sites/default/files/numbered- memos/cc17-
050.pdf. The CCP application packet and forms are available at
https://www.gtcc.edu/_files/programs/gtcc_ccp_admission_application.pdf. The list of
eligible Career and College Promise Pathways are available at this link.
d. The college will waive the placement tests for applicants who have earned a minimum
of an associate’s or bachelor’s degree from an accredited college or university to
curricula other than Associate Degree in Nursing, Dental Hygiene, or Surgical
Technology. College graduates who have not taken college level mathematics courses in
recent years are encouraged to take the math placement test to assess current math skills.
e. Applicants who disclose a criminal history during the admissions process will not be
denied entry solely based on that fact. As detailed in the policy section and in part 6a of
this procedure, though, all applicants who disclose a criminal history are assessed to
determine whether their admission may constitute a health or safety threat. Prior
criminal acts can be used to inform this assessment. Support offices may also reach out
to students who disclose such a history to work with them proactively regarding
expectations for campus involvement.

2. Admission of Undocumented Students

a. GTCC admits to the college, undocumented students who attended and graduated from a
United States public high school, private high school, or home school that operates in
compliance with State or local law.
b. When determining who is an undocumented student, the college will use federal
immigration classifications.
c. Undocumented students are not eligible for Federal or State financial aid programs.
d. The college follows the approved application process already in place when admitting
undocumented students.
e. When considering whether to admit an undocumented student into a specific program of
study, the college will consider that federal law prohibits states from granting
professional licenses to undocumented students.
 f. Undocumented students are required to pay out-of-state tuition.
g. Undocumented students are not allowed to register for classes before legal residents of
the United States, and therefore, can only register after the conclusion of the last day of
the published registration schedule.
h. In accordance with the Cooperative Innovative High School status of the GTCC
Early/Middle College High Schools, undocumented EMC students will be treated like all
other EMC students who desire to take college-level courses while still in high school.
i. Undocumented students may enroll in the college’s Adult Education Program at any
time.
j. Permission to enroll in the college will not be granted to undocumented students
presenting with a High School Equivalency (GED, HiSet, TASC).

3. Course Requisites
a. Many program courses at GTCC have pre-requisites and co-requisites which are listed in
the course descriptions in the back of the college catalog. It is the student’s
responsibility to ensure that all pre-requisite and co-requisite requirements have been
met. Definitions:
• Pre-requisite: A requirement and/or a course that you must finish before you can take
a specific course.
• Co-requisite – A course you have to take before or at the same time as another course.
b. Pre-requisites and co-requisites can be mandated by the state or designated by the
college. The state mandated course pre-requisites/co-requisites are in bold type at the
end of the course descriptions in the GTCC catalog and cannot be waived. The college
designated course pre-requisites/co-requisites are in regular font type.
c. GTCC awards transfer credit from other regionally accredited colleges and universities
when the student has successfully completed, with a grade of “C” or better, the same
course or a course with similar content and the same or similar student learning
objectives.
d. If a student wants to receive transfer credit from other colleges or institutions they have
attended, they are responsible for requesting their official transcripts. Transcripts should
be received before registration for classes can be completed. Students will not be
allowed to use credit for pre-requisite classes if the official transcripts are not received
within 30 days after the start of term. Official transcripts are “appropriately sealed” and
mailed to GTCC, or emailed through a secure transcript service directly from the school
where the credits were earned. Students seeking Veteran’s Benefits are required to
submit all transcripts, regardless of whether or not credit will be transferred in to GTCC.
Transcripts for college athletes must meet the transcript standard of the National Junior
College Athletic Association (NJCAA). Students applying to limited enrollment
programs will need to follow the criteria listed for admission to their specific program.
e. Official transcripts cannot be faxed.
f. If a student is unable to provide an official transcript, they will not be allowed to transfer
in any credit and will be required to take the placement tests.
g. Local pre-requisites/co-requisites can be waived by the department chair or academic
dean of the student’s program of study, by filling out the Waiver Form and submitting it
to the Records Office where it will be placed in the student’s academic file. Each
individual academic department has written guidelines as to when local pre-
 requisites/co-requisites can be waived for its respective program(s).
h. In order for a student to receive proficiency credit for a pre-requisite course and be able
to register and take the subsequent course in the same semester, the student must pass
the proficiency exam with a grade of “C” or higher and the grade must be posted prior
to the registration for the subsequent course.
i. When a student is registered in co-requisite courses during the same semester, and the
student drops or is dropped from one of the courses, the second course must also be
administratively dropped.
j. Should a student successfully complete a course for which the student did not complete
the required local pre-requisite/co-requisite, evidence of the student’s success in the
course will constitute documentation of the required waiver.

4. Admission to Continuing Education Classes

a. Information on course offerings is available from any GTCC campus. (Information will
be mailed upon request).
b. A person interested in taking a continuing education class must complete the
registration form and return it, with registration fee, in person to the Continuing
Education Registration Office, Jamestown Campus, or by mail to the address shown on
the registration form.

5. Admission to Adult Education (Adult Basic Education, Adult High School), ESOL,
(English for Speakers of Other Languages), High School Equivalency or GED Classes
a. Applicants 18 years old or older must do the following:
• Complete the GTCC Adult Education registration form
• Take the pre-assessment battery for course placement
• Have transcripts of high school work sent to the appropriate Adult High School
Coordinator
b. Applicants 16 or 17 years old may enroll by following the procedure below. A 16 or 17-
year old student who has been suspended from public or private secondary school for
disciplinary reasons or who voluntarily seeks admission to GTCC's Adult Education
program must wait a period of three months and be eligible for readmission to that
school before they may be admitted to GTCC. These waivers must be approved by the
president and the vice president responsible for the Adult Education program. An
applicant whose class has graduated may be considered for admission to GTCC even if
ineligible to return to their former school.
• Secure release from the principal of the last school attended and the superintendent
of the school system (form provided by GTCC)
• Complete the GTCC Adult Education registration form
• Interview with the Coordinator of the Adult Education program on the appropriate
campus; a legal guardian must be present
• Take the pre-assessment battery for course placement
• Have transcripts of high school work sent to the appropriate Adult High School
Coordinator

6. Denial of Admission
a. When refusing admission on the basis of a health or safety threat, the college shall
 document the following:
• Detailed facts supporting the rationale for denying admission
• The time period within which the refusal to admit shall be applicable and the
supporting rationale for the designated time period; and
• The conditions upon which the applicant is refused and a timeframe for when the
applicant would be eligible for further review of admission status
b. When refusing admission on the basis of current suspension or expulsion from
another higher education institution, the college shall cite the specific relevant
information from the Student Conduct Verification Form.
c. Decisions to refuse admission will be made jointly by the Student Conduct &
Community Standards Director, the Campus Police Chief, and the Counseling Center
Director. These administrators may request an interview with the applicant as part of
their combined evaluation.
d. Applicants whose admission is denied may appeal that decision via the appeal of denial
of admission or readmission policy (IV-1.1.2).

Adopted 12/14/1996
Revised 08/21/1997
Revised 10/23/1997
Revised 06/16/2005
Revised 07/05/2005 (procedure)
Revised 11/15/2007
Revised 08/26/2010
Revised 08/13/2012
Revised 04/18/2013
Revised 02/12/2018 (procedure)
Revised 07/11/2022 (procedure)
IV-1.1.2 Appeal of Denial of Admission or Readmission
Applicants denied admission or readmission to Guilford Technical Community College or
specific academic programs of the college have the right to appeal their denial following
established administrative procedures.

Procedure
1. An applicant denied institutional admission to Guilford Technical Community College may
appeal in writing to the associate vice president of Student Services, stating the reason(s) for
the appeal. Note that the ten business day time limits for each appeal level can be extended
for valid reasons that are mutually agreed upon by the applicant and reviewer.
a. The associate vice president of Student Services will review the applicant's admissions
record and make a decision in writing within ten business days from the date of the
receipt of the appeal.
b. If the denial is affirmed, the applicant can further appeal in writing to the vice president
of Student Services, who will review the credentials of the applicant and render a written
decision no more than ten business days after the request for further appeal is made.
c. The decision of the vice president is final.

2. An applicant denied admission or readmission to a specific academic program at GTCC may

appeal in writing to the academic dean of the program, stating the reason(s) for the appeal.
Note that the ten business day time limit for each appeal level can be extended for valid
reasons that are mutually agreed upon by the applicant and reviewer.
a. The dean of the program will review the credentials and produce a written decision to the
applicant no more than ten business days after the request for appeal is made.
b. If, after review by the academic dean, a denial decision is upheld, further appeal can be
made in writing to the associate vice president of Instruction.
c. The associate vice president of Instruction will review the credentials and produce a
written decision to the applicant no more than ten business days after the request for
further appeal is made.
d. If the denial is affirmed, the applicant can further appeal in writing to the vice president
of Instruction, who will review the credentials of the applicant and render a written
decision no more than ten business days after the request for further appeal is made.
e. The decision of the vice president is final.

3. Applicants to limited enrollment programs, which by definition prohibit admission to some

applicants, may appeal a denial of admission to those specific programs by following the
procedures indicated in item (2) above.

Adopted 04/18/1996
Revised 08/21/1997
Revised 01/02/2013
Revised 10/31/2022
IV-1.1.3 Student Academic Integrity
Guilford Technical Community College (GTCC) is an academic community with its
fundamental purpose being the pursuit of learning and student development. Consistent with
this purpose and in order to uphold and support standards of personal honesty and integrity for
all members of the college community, it is the policy of GTCC to enforce standards for
academic integrity of our programs and courses. Conduct that violates standards of academic
honesty and integrity is subject to academic disciplinary action. This conduct includes cheating,
fabrication and falsification, plagiarism, abuse of academic materials, and complicity in
academic dishonesty. Any student who violates these standards is subject to academic
sanctions.

Procedure
1. Introduction:
It is the expectation of the college that students maintain absolute integrity and high
standards of individual honor in their academic work. Violations of this policy will result in
sanctions as determined by the primary investigator for the case. Academic conduct records
are part of a student’s master record and will be kept on file in the Office of Student
Services.

2. Definitions:
a. Cheating – the use or attempted use of unauthorized materials, information,
notes, study aids, or other devices in any academic exercise. This includes the
unauthorized communication of information during an academic exercise
b. Fabrication and Falsification – Fabrication is inventing or counterfeiting information
for use in any academic exercise. Falsification is altering academic information.
c. Plagiarism – the presentation of another person’s work that is not common
knowledge without proper acknowledgement of the source.
d. Abuse of academic materials - Destroying, stealing, or preventing access to books,
equipment, or any other institutional instructional resources. Misuse of online
learning resources may fall under this category. At instructional personnel’s
discretion it may also be investigated under a different academic integrity category or
referred to the Community Standards director for investigation under the Student
Code of Conduct.
e. Complicity in academic dishonesty – aiding or attempting to help another person in
her or his own academic dishonesty

3. Initial Response and Documentation:

a. Instructional personnel noticing infractions of the standards of academic integrity, or
receiving reports of such behavior, are usually responsible for investigating the matter
and determining outcomes accordingly. Non-instructional personnel noticing
academic integrity infractions should report them to the relevant instructional
personnel or to the Community Standards Office. Faculty members will most often be
considered the instructional personnel for investigating allegations - especially for
situations of cheating, fabrication/falsification, and plagiarism. Other employees such
as librarians may be considered instructional personnel in certain situations such as
alleged abuse of academic materials in a library setting. Employees who are unsure of
 their instructional personnel status should consult their supervisors.
b. Any employee who observes behavior that may include illegal acts should alert
Campus Police. With the approval of the vice president of Student Services, a
Community Standards Office employee can investigate a student under this policy in
light of a special circumstance (e.g. when academic misconduct in a prior semester is
alleged or when an instructional employee has left the college).
c. The first step in investigating a possible academic integrity infraction is discussing the
matter privately with the student involved. This can mean briefly removing a student
from a classroom for a confidential conversation. If it is not possible to discuss a
situation with a student immediately then the instructor is required to reach out to the
student in writing to schedule a meeting during office hours within three (3)
instructional weekdays. The purpose of the conversation is to notify the student of
what is alleged and to provide an opportunity for the student to respond to the
allegation.
d. Once an instructor has given the student a chance to respond, any other evidence can
be considered. This could include confiscated cheat sheets, video footage if available,
and witness statements from other students or employees. The first thing to determine
is whether or not the student is more likely than not to have engaged in one of the
types of misconduct described above. If the answer is “no” then the process stops with
the student being informed that they are not in violation.
e. If it does appear more likely than not that the student engaged in one of the five types of
academic integrity violations then they will be found in violation and must be assigned
appropriate sanctions in response. An instructor has discretion to choose the sanction or
combination of sanctions that, in her or his expert opinion, satisfactorily addresses the
behavior without being more punitive than necessary. Instructors are advised to consider
factors such as the nature and seriousness of the offense, the injury or damage resulting
from the misconduct, the student’s prior disciplinary record, the context used by the
student in deciding to engage in the behavior, and the student’s attitude and demeanor
subsequent to the violation. The sanctions that may be applied include one or more of
the following items:
• Formal written warning
• Required completion of an educational assignment related to the behavior
• Mandated referral to college support services for an educational
conversation
• Required resubmission of the assignment or retaking of the test
• Reduced grade (including F) for the assignment or test
• Reduced grade (including F) for the course
• Temporary dismissal from class
• Dismissal from class for the remainder of the term
f. In cases when the act of academic dishonesty is particularly flagrant, having import
beyond the specific course in which the violation occurred (e.g., the outright or
attempted theft of materials or equipment) or when there is a pattern of dishonesty
which seems to be undeterred by imposing lesser penalties, the college faculty or
staff member may institute proceedings leading to disciplinary suspension from the
college. The college faculty or staff member, may with approval of the immediate
supervisor, refer the case to the Community Standards Office for consideration
 under the Student Code of Conduct. The Community Standards Office will assume
the investigative lead at that time.
g. When a student is found in violation of the academic integrity policy and assigned
sanctions, the matter must be documented by the instructional personnel who make the
determination. This is accomplished by completing the online Student Academic
Integrity Violation Report available in the Campus Applications section of MyGTCC
(the portal). Completed reports are received by the Community Standards Office which
will manage the process of notifying students in writing of their outcomes and receiving
their appeals. Instructional personnel will submit the documentation within five (5)
instructional weekdays of opening the investigation.
h. Program-specific regulatory requirements may differ from this policy: regulations
may otherwise define academic misconduct and they may suggest or require
sanctions which differ from the standard options provided above. Nothing in this
policy shall be construed to limit a program’s ability to comply with regulations
governing a program area. In cases in which an employee must adhere to such
regulations, this shall be documented in the comments section of the electronic
Academic Integrity Violation Report. Academic administrators are further required
to provide details of program specific regulatory requirements in a public student
handbook, an operation’s manual, or a similar program-specific resource.

4. Academic Integrity Appeal Process:

a. A student wishing to appeal an academic integrity decision (which cannot include
suspension) must do so to the department chair or program coordinator (depending on
the program) within five (5) instructional weekdays from the date they were found in
violation. If the student believes that more time will be needed to determine whether
or not to appeal, the college’s Chief Academic Officer may grant a deadline
extension. Appeals are submitted via the Student Academic Integrity Violation Appeal
on the college’s public website. A student may request on this form that, at this first
level of appeal, punitive sanctions be placed in abeyance pending the appeal’s
outcome.
b. If the issue remains unresolved after presenting her or his formal written appeal to
the department chair or program coordinator, the student may continue the appeal to
the next appropriate academic administrator using the process outlined in part a of
this list. The administrative chain of command will be different depending on the
college program and other factors (e.g. credit vs. non-credit). The Community
Standards Office can clarify for a student who the next appropriate administrator is.
c. The ultimate academic appeal will be to the senior vice president of Instruction or the
vice president of Workforce & Continuing Education depending upon the
administrative chain of command. The decision of the senior vice president of
Instruction or the vice president of Workforce & Continuing Education will be final.
d. Each college employee who receives an academic integrity appeal request from a
student will have five (5) instructional weekdays in which to respond. A student who
receives an appeal result and remains unsatisfied will have five (5) instructional
weekdays in which to continue the appeal.
e. A student wishing to appeal disciplinary suspension that resulted from an academic
integrity referral to the Community Standards Office must use the appeal process in
 the IV-3.1.1Student Code of Conduct policy.

Adopted 02/20/2014
Revised 12/03/2019
Revised 08/25/2020
IV-1.1.4 Grade Assignment and GPA
Faculty at Guilford Technical Faculty at Guilford Technical Community College will assign
course grades according to methods which are professionally acceptable, communicated to
everyone in the course, and applied to all students equally.

Procedure:
1. General Guidelines for evaluation and grade assignment:
a. Each instructor is responsible for evaluating the achievement of his or her students.
During the first day of every course, students will have access to the course syllabus
informing them, in writing, of the evaluation components to be used to determine grade
assignment. Evaluation components of the course may be weighted differently.
b. Instructors will provide for frequent assessment with clear communication of course
progress, including the evaluation and timely return of all work submitted by the
students.
c. Instructors will use the institutional grading scale to evaluate student performance.
Students shall be informed of the institutional grading scale by the instructor in each of
their courses.
d. To change a grade (including a grade of I (Incomplete) upon completion of course
work), an instructor will submit the appropriate form to the Records Office.
e. Instructors will record final grades in accordance with directions from the Registrar by
the due date and time established per semester in order to avoid negative effects on
students.
f. A student who wishes to appeal a grade will need to follow the Student Complaint policy
and procedures for grade related appeals.

2. Grade Assignments:
a. The letter grades of A, B, C, D, and F represent a completed performance, numerical
value and specific quality points as follows:

A - Superior 90 - 100 4 grade points/credit hour

B - Above average 80 - 89 3 grade points/credit hour
C - Average 70 - 79 2 grade points/credit hour
D - Below average 60 - 69 1 grade points/credit hour
F - Failure Below 60 0 grade points/credit hour

Note: Certain departments are required by accreditation policies or credentialing

agencies to establish minimum performance levels which students must meet to
progress, but are not reflected in the grading scale.

b. The letter grade of S indicates that the student has successfully achieved the outcomes
expected for the course and completed the minimum requirements for the course. Due to
the States of Emergency enacted by the President of the United States, the Governor of
North Carolina, and governors of other states in March 2020, coursework completed
during the 2020 Spring, 2020 Summer, and 2020 Fall semesters only, a grade of “P” or
“S” was awarded as equivalent to a grade of “C” or better for assigning a course grade.
 The letter grade of U indicates that the student has not mastered the expected
outcomes and/or completed the minimum requirements for the course.

P – Satisfactory 70-100
S - Satisfactory 70 - 100
U - Unsatisfactory Below 70

The following grade notations will be used for the developmental courses:

P = Pass
R = Repeat
CC = Course Completion
NC = Non-Course Credit

3. The letter grade of AU indicates that the student has audited the course. In order to audit a
course, a student either must indicate the intent to audit upon registration, prior to the end of
the schedule adjustment period for the term, or must obtain the instructor's approval to
change to an audit grade prior to the 5/8th point of the course.

4. The letter grade of I indicates that the student is passing a course but has not completed all
of the required course work for the course. A grade of I is given at the discretion of the
instructor. All I grades must be removed prior to the 5/8 point of the next regular term (fall
or spring) following the term in which the I was received. If the I is not removed, the student
will receive a grade of F for the course.

5. As directed on Numbered Memo CC20-22, by the North Carolina Community College

System, an IE grade may be issued in the case of a local, regional, or national (e.g.
COVID19) emergency. The letter grade of IE indicates that the student is passing a course
but has not completed all of the required course work for the course. A grade of IE and the
date of completion are given at the discretion of the instructor. All IE grades must be
satisfactorily removed within one year from the semester the IE was received. If the IE grade
is not removed, the student will receive a grade of F for the course.

6. The letter grade of W indicates that the student has withdrawn from the course.

7. As directed on Numbered Memo CC20-22, by the North Carolina Community College

System, a WE grade may be issued in the case of a local, regional, or national (e.g.
COVID19) emergency. During an emergency identified by the college, students who
withdraw may request a WE grade by indicating that a course withdrawal is related to the
emergency (e.g. COVID-19). Students must provide documentation to show that a
withdrawal is directly related to the emergency. Students must make this request for a WE
grade within 15 days of the beginning date of the subsequent term in accordance with the
grade appeal policy.
8. The transcript of a student who transfers credit to GTCC will show grades of courses
transferred to GTCC prefixed with a T. Credit toward graduation will only be awarded for a
course completed with a grade of C or better and/or S. Transfer credits will not be used in
calculating grade point average.

9. In the case of courses completed by proficiency exam, the letter grade will be prefixed with
a P. Credit toward graduation will be awarded only for courses with a proficiency grade of C
or better and/or S. Proficiency credits will not be used in calculating grade point average.

10. When a student repeats a course, the highest letter grade(s) earned by the student will be the
grade used in computing the Grade Point Average (GPA) for graduation, but all grades will
remain on the student’s record. The repeated course will count only once toward meeting the
number of credit hours required for graduation.

11. The grade for courses in which a student receives a grade of A, B, C, D, or F will be
converted to quality points for purposes of computing the student's quality point average. A
student's grade point average (GPA) is determined by adding the quality points earned for
each course for which the student received a grade of A, B, C, D, or F and dividing the sum
by the total number of credit hours for which the student received a grade of A, B, C, D, or
F.

Each student will have a program GPA that is based only on those courses in their program
of study, and a cumulative GPA that includes all courses attempted for credit at GTCC.

To earn a degree, diploma or certificate, a student must have a program GPA of 2.0 or
higher, a grade of A, B, C, D, P or S in each course in their program of study, and must
successfully complete all program requirements.

Adopted 04/1997
Revised 08/21/1997
Revised 06/18/2009
Revised 02/20/2014
Revised 03/06/2023
Revised 09/18/2023
Revised 12/11/2023 (procedure)
IV-1.1.5 Minimum Grade Point Average
A student must maintain a program grade point average of 2.0 or better and complete all required
course credits in their program of study to be eligible for graduation.

Procedure
1. At the end of each semester, Information Technology Services will determine the semester
grade point average of each student.

2. Students will be placed on probation and or suspended in accordance with IV-2.1.12

Academic Status: Warming, Supervision, Probation and Suspension

3. The Registrar or designee will notify the students who have applied for graduation and are
ineligible.

Adopted 04/1997
Revised 08/21/1997
Revised 12/13/2001
Revised 06/19/2008
IV-1.1.7 Honor Roll(s)
The honor rolls consist of the President's List, Dean's List and Honors List. The President's List
will include all curriculum students completing at least twelve (12) credit hours for the fall or
spring term or nine (9) credit hours for the summer term while earning a 4.0 grade point average.
The Dean's List will include all curriculum students completing at least twelve (12) credit hours
for the fall or spring term or nine (9) credit hours for the summer term and earning a grade point
average less than a 4.0 but no lower than a 3.5 with no grade being lower than a "C". The
Honors List will consist of all curriculum students completing at least two courses for the term
for a minimum of six (6) credit hours, but no more than eleven (11) credit hours in the fall or
spring term or eight (8) credit hours in the summer term, while earning at least a 3.5 grade point
average with no grade lower than a "B."

Students receiving an incomplete ("I") for any course are ineligible for honor rolls. Courses
awarding grades of S, U, X, or AU will not be considered for honor rolls, nor will they be
considered for accumulation of the minimum hours for consideration for honor rolls. Grades
earned in developmental courses which do not carry credits that can be applied toward
graduation cannot be used to determine honor roll status.

Procedure
1. President's List
a. A list of qualifying students will be submitted to the president each term by the Registrar.
b. Students will be notified in writing by the president that they have earned a place on the
President's List honor roll.

2. Dean's List and Honors List

a. A list of qualifying students will be submitted to the vice president of Instruction by the
Registrar each term.
b. Students will be notified electronically by the vice president of Instruction that they have
earned a place on the Dean's List or Honors List honor roll.

3. The Registrar shall provide a list of all honor roll students to the Director of
Marketing/Public Information, who provides the lists to appropriate local newspapers each
term.

Adopted 08/17/1995
Revised 08/21/1997
Revised 12/12/2013
IV-1.1.8 Student Complaint
A student complaint is a request for a college action or decision to be reviewed and either
confirmed or changed to reflect impartial application of college policies. A complaint may or
may not be grade related. Any student may file a complaint and request a review.

Procedure
1. Cases/appeals regarding Academic Integrity violations/sanctions are processed through the
procedure outlined in IV-1.1.3 Student Academic Integrity. Cases/appeals regarding student
conduct violations/sanctions are processed through the procedure outlined in IV-3.1.1 Student
Conduct. Student complaints of discrimination are processed through the procedure outlined
in V-1.1.10 Equal Opportunity. The following are procedures for all other student complaints
- either complaints of an inaccurate grade in a course or complaints of nondiscriminatory
misapplication of college policy.

2. General Guidelines:
A student should visit the Office of the Vice President of Student Services to obtain a copy of
the complaint procedure and required forms or print the documents directly from the college
website. During any step in the procedures outlined below, either the student or employee
may request a college facilitator (often a department/division administrator or a counselor) to
sit in on the discussion to help facilitate the process. The facilitator’s job is to help with
communication and maintain a neutral position.

3. Timeliness:
A non-grade related complaint must be presented within 30 calendar days after the action or
decision being questioned. A grade related complaint must be filed within 15 working days
of the beginning date of the subsequent term (fall, spring, or summer) (e.g., a complaint
regarding a spring term grade must be filed by the 15th working day of summer term even if
the student is not enrolled for summer classes).

While every attempt will be made to address the complaint in the shortest possible
timeframe, processing at each step in most circumstances will not exceed 10 working days;
however, the time may be extended by agreement of both parties or by extenuating
circumstances as reasonably and objectively decided by the administrator to whom the
complaint is presented. If the issue is not resolved at one level and the student chooses to
move the concern to the next step of the complaint process, they must complete that action
within 5 working days of receiving a decision.

If the supervisor/administrator at each step does not meet processing time limitations, and no
extension has occurred as stated above, the student may then request administrative
assistance from the next-level supervisor/administrator in obtaining requested information. If
the student does not meet the stated time limitations, the process will be terminated and such
complaint cannot be resubmitted.

4. Non-Grade Related Complaint Procedure:

a. The student shall first informally discuss the matter in question with the college
employee most directly involved unless the issue is a claim of discriminatory harassment.
 In that case, the student may appeal directly to the employee’s immediate
supervisor/administrator.
b. If the student is unable to resolve the matter in question through discussion with the
college employee directly involved, the student may file a formal, written complaint form
for non-grade related issues with the employee’s immediate supervisor/administrator. All
such complaint submissions shall state the basic facts in the case.
c. When a decision is rendered, the student may choose to forward the complaint to the next
level supervisor/administrator identified on the Student Complaint Non-Grade Related
Appeal Form. Should the complaint reach the level of the area vice president, the
decision of the vice president will be final.
d. Upon final decision regarding the complaint, all records related to the complaint will be
forwarded to the vice president of Student Service’s office for retention and tracking. A
confidential log will be maintained. Informal complaints will not be documented on the
log.

5. Grade Related Complaint Procedure:

a. It is the responsibility of faculty at GTCC to assign course grades according to methods
that are professionally acceptable, communicated to everyone in the class, and applied to
all students equally. Any questions about assigned grades are best addressed with the
faculty member who assigned the original grade.
b. A student may appeal a final grade for the following reasons:
i. Inconsistency between what is written in the syllabus and what is practiced in the
classroom
ii. A grade miscalculation
iii. Errors in the final exam if a change in final exam grade would cause a change in the
course grade
iv. Inconsistent classroom practices
c. A student may not appeal a final grade based on:
i. Disagreements with teaching methodologies
ii. Attendance policies
iii. Documented grade weighting methods
d. Any student who questions a final course grade must first attempt to resolve the matter
informally with the faculty member who assigned the grade. Failing to reach a resolution
with the faculty member, the student may appeal the final course grade in accordance
with the formal procedure outlined below. While the process is similar to appeals for
non-grade related complaints, the contacts for grade related complaints differ depending
on whether the final grade was issued in a credit course or a non-credit (Continuing
Education) course. For credit courses, the formal complaint will begin with the
department chair, with the possibility of escalating the complaint to the academic dean,
associate vice president of Instruction (AVPI), and final appeal with the senior vice
president of Instruction. For non-credit (Continuing Education) courses, the formal
complaint will begin with the coordinator, with the possibility of escalating the complaint
to the vice president, Workforce and Continuing Education, final appeal with the senior
vice president of Instruction.
e. Formal Grade Related Complaint Process:
 i. The student must complete and submit the Student Complaint Grade Related
Appeal Form to the department chair/coordinator where the final grade was
awarded. This written appeal must be filed within 15 working days of the beginning
date of the subsequent term and cannot be appealed beyond this period (See Section
3, “Timeliness”). The written appeal will become the document of record.
ii. When the department chair/coordinator reviews the case and renders a decision,
they will communicate that decision in writing to the student and the faculty
member, within the timelines identified in this policy.
iii. When a decision is rendered, the student may choose to forward the complaint to
the next level administrator identified on the Student Complaint Grade Related
Appeal Form.
iv. Using the Student Complaint Grade Related Appeal Form and other supporting
documents submitted by the department chair/coordinator, the academic
dean/director will confer with the student and the faculty member to seek
understanding. Based on these discussions, the academic dean/director will render a
decision.
v. When the academic dean/director renders a decision, they will communicate that
decision in writing to the student, the faculty member, and the department
chair/coordinator, within the timelines identified in this policy.
vi. For Credit courses, once this decision is rendered, the student may choose to contact
the AVPI for an appointment. The AVPI will request all documentation, including
the Student Complaint Grade Related Appeal Form from the academic dean prior to
meeting with the student. The AVPI will confer with the student, faculty member,
department chair/coordinator, and the academic dean. Based on these discussions,
the AVPI will render a decision.
vii. When the AVPI renders a decision, they will communicate that decision in writing
to the student, the faculty member, the department chair/coordinator, and the
academic dean, within the timelines identified in this policy.
viii. If the conference with the AVPI (for credit courses) or director (for non-credit
courses) does not resolve the matter, then the student may request a review by the
area vice president. The area vice president will request all documentation,
including the Student Complaint Grade Related Appeal Form and all subsequent
documentation prior to meeting with the student. The area vice president will confer
with the student, faculty member, department chair/coordinator, the academic
dean/director, and the AVPI if applicable. Based on these discussions, the area vice
president will either render a decision in writing or if appropriate convene the Grade
Appeal Committee. The decision of the area vice president regarding the status of
the grade appeal is final.
ix. If the area vice president determines that further evaluation of the student’s work is
warranted, the area vice president will convene a Grade Appeal Committee. This
committee will consist of the convening administrator, four faculty members, and
one student government representative. The Faculty Association will appoint one
faculty member; the college will assign three faculty members from the curriculum
committee; and the Student Government Association president will assign a student
member. The student and faculty member who assigned the grade will be present at
the meeting. The student may bring one guest as an observer. The student and
 faculty member will be given an opportunity to address the committee and to
answer questions. The Grade Appeal Committee will move into closed session to
deliberate and make a decision on the appeal. The committee’s decision will be
final. The area vice president will communicate the committee’s decision in writing
to the student, the faculty member who assigned the grade, department
chair/coordinator, academic dean/director, and the AVPI.
x. Upon final decision regarding the appeal, all records related to the Grade Related
complaint will be forwarded to the vice president of Instruction’s office for
retention and tracking. A confidential log of formal written complaints will be
maintained. Informal complaints will not be documented in the log.

Adopted 04/18/1996
Revised 08/21/1997
Revised 12/13/2010
Revised 02/20/2014
Revised 05/2014 (procedure)
Revised 02/18/2016
Revised 04/18/2019 (procedure)
Revised 08/02/2021 (procedure)
IV-1.1.9 Health Program Student Screening Requirements and Appeal Process
Guilford Technical Community College, Division of Health Sciences, will admit and allow
students to progress and participate in a clinical experience only if eligibility requirements are
met and demonstrated. Eligibility requirements may include, but are not limited to, an
acceptable criminal background check, acceptable Office of the Inspector General (OIG) review,
and negative drug screen from an approved National Institute of Drug Abuse (NIDA) approved
laboratory. Students have the right to appeal the program’s decision to terminate the student’s
participation in the program based on the results of the criminal background check, OIG review,
and drug screening.

Procedure
1. Procedures for screening are as follows:
a. Students are encouraged to resolve any personal issues involving criminal background or
drug history that may impact progression to graduation, certification, licensure, or future
employment prior to application to the program of study.
b. Once accepted into a program, the student will receive written instructions regarding the
content of the required the screenings and how they are to be completed.
c. The process will be conducted by a company selected by the college.
d. Results are verified and made available directly by the company to the contact person at
the clinical facility for review no less than 10 days prior to the scheduled arrival of the
student.
e. The clinical facility is authorized to review the results of criminal background/OIG
review and drug screening. Sites will accept or reject a student for clinical assignment,
based on interpretation of these results, in accordance with their institutional policies.
f. Certain findings, as evidenced by the criminal background check/OIG review, may
disqualify a student from clinical participation. A positive drug screen, or evidence of
specimen tampering, will also disqualify a student from clinical participation. The
inability of a student to participate in a clinical assignment will result in dismissal from
the program of study.
g. The clinical facility will notify the appropriate program director/department chair of
student(s) with any findings that would preclude the assignment of the student in their
setting.
h. The program director/department chair will confirm the process of the review with the
facility to ensure that no error was made. The program director/department chair will at
no time be privy to the actual summary of results for the criminal background check, OIG
review, or drug screen.
i. A student may elect to contest the findings. The program director/department chair will
inform the student of the procedure for appeal provided below.
j. The student shall be allowed to attend campus-based didactic and laboratory classes
while attempts to resolve concerns pertaining to criminal background checks/OIG review
and drug screening are in progress. The process should be conducted as expeditiously as
possible, to minimize the loss of clinical time, should a successful resolution be possible.
Records of attempts at resolution will be documented and maintained in a confidential
manner by the program director/department chair.

2. Procedures for appeal are as follows:

 a. For contesting criminal background checks/OIG reviews
1) The student should be encouraged to first discuss the matter with the clinical site
designee responsible for reviewing the results of the criminal background check.
2) If the matter remains unresolved, the student should then pursue further discussion
with the Chief Human Resources Officer at the assigned site.
3) If rejection by the initial clinical site remains in effect, the student should report such
to the program director/department chair. The student will not be required to disclose
the nature of the violation.
4) The program director/department chair will make a second attempt to place the
student at another clinical site. The program director/department chair will relay only
that a student has been rejected from a previous clinical site when requesting
consideration of assignment at a subsequent site.
5) If the student is unable to be placed at a clinical site, the student will be terminated
from the program, with appropriate written notice.
b. For contesting drug screening results
1) The student must provide a legal prescription in their name if the drug screening
report is positive for one or more of the drugs on the panel. If this information was
not provided at the initial request of the Medical Review Officer, the student will
have an additional opportunity to provide it to the program director/department chair.
2) Retesting with a second sample will be allowed only if the testing laboratory indicates
that there was an error in collection or testing not related to the student.
3) The student may request confirmation of a positive result by a different laboratory.
The student must initiate this process through discussion with the medical review
officer upon notification of a positive test result. The student must indicate which
NIDA approved laboratory will be providing the second opinion, and is responsible
for all associated costs. The medical review officer will contact the laboratory
performing the initial test and request transfer of the specimen. The student will have
72 hours from the medical review officer’s initial contact to provide all necessary
information, execute all required documents, and make all arrangements for payment
in order to obtain the second opinion. The second opinion results will be forwarded
directly by the laboratory to the medical review officer.
4) If the original result is upheld, the student will be terminated from the program, with
appropriate written notice. If a positive result is not confirmed, an amended drug
screening report will be provided and the student will be cleared for clinical
placement.

Adopted 04/21/2016
IV-2.1 Academic Difficulties

IV-2.1.1 Attendance
Regular attendance in class is essential to receiving maximum benefit from the educational
experience. A curriculum student is expected to attend and be on time for all classes and
lab/shop/clinic sessions.

Procedure
1. Students registered in a traditional (face-to-face) course must physically attend class and be
recorded as present at least one time on or before the census date of the class or be issued a
No-Show grade and not allowed to remain in the class. Students registered in a hybrid or
blended course must physically attend class or participate in an online activity on or before
the census date of the class to be counted as present or be issued a No-Show grade and not
allowed to remain in the class. Students registered in an online course must log into the
online course and participate in an online activity before or on the census date of the course
to be counted as present or be issued a No-Show grade and not allowed to remain in the
class. Departments and individual instructors may not waive this requirement. Some
programs have outside regulatory bodies that require a minimum of course attendance hours
(i.e. BLET, Cosmetology, and Aviation).

2. It is the responsibility of the student to inform the instructor of circumstances which may
cause them to be away from class. The student is responsible for completing any work
missed in a timely manner.

3. Approval for a military leave of absence will be given when the instructor has received prior
official notification. Responsibility for initiating such notification rests with the student: a
student reporting for military drill must provide the instructor with a letter from the
commanding officer prior to the military leave. The student is responsible for making up all
work missed in a timely manner. Military personnel must be able to enter the class prior to
the census date. Leave that interferes with course entry before the census date, will require
that the individual drop the course.

4. In accordance with N.C. General Statute 115D-5(u) and 1C SBCCC 400.7, GTCC curriculum
and continuing education students are allowed two (2) days of missed classes each academic
year for religious observances required by the faith of the student. a. Curriculum students
must notify their instructor(s) in writing of expected absence(s) during the first three (3)
weeks of the semester in which the student will not attend. b. Continuing Education students,
attending CE courses with attendance or grading/examination policies, must notify the
department in writing of expected absence(s) at least three weeks before the date the
absence(s) will occur. Make-up for some Continuing Education courses may mean that the
student will make-up the portion of the course missed during the next CE course that the
college offers. c. Students will be allowed the opportunity to make-up work or tests missed as
a result of the religious observance required by the faith of the students, as long as the student
follows the proper notification protocol. The student is responsible for making up the missed
work in a timely manner.
5. Following the Schedule Adjustment Period, a student may formally withdraw from a class or
the college by completing a Drop/Add form which can be obtained from the Records Office.
The student should notify the instructor(s) of their withdrawal.

6. The student must follow the withdrawal procedures in order to avoid receiving a grade of F.

Adopted 04/1997
Revised 08/21/1997
Revised 12/2005
Revised 12/2010
Revised 07/14/2011
Revised 08/25/2020 (procedure)
IV-2.1.2 Early Alert
The success of students in their academic programs is very important to Guilford Technical
Community College. The college has a variety of sources of assistance that are available to help
students with both personal and academic problems that may be impeding their academic
progress. It is in the interest of students and the college to make students aware of their academic
progress and aware of the sources of assistance available to them. Instructors, advisors,
departmental and divisional leaders must take a proactive approach to inform students when their
progress is unsatisfactory and to help them find appropriate assistance.

Procedure
1. The college has adopted Student Success Plan (SSP) software to support the academic
progress of students and assist with case management at various levels of intervention.
a. First Level of Intervention:
The instructor is a student’s primary contact regarding progress in a course and key to
retaining students. Therefore, addressing progress concerns will begin with the
instructor initiating a conversation with a student. The instructor shall document this
conversation in the journal feature of SSP.
b. Second Level of Intervention:
1) Each instructor shall use SSP to issue an early alert at the 30% point of the course.
An Early Alert is an electronic communication in SSP issued by the instructor on
behalf of the student who is at risk of failing the course.
2) Each instructor will issue a midterm grade at the 50% point of the course.
c. Third Level of Intervention:
After an alert is issued, the Student Success Center shall support the instructor’s
intervention by contacting the student through email within a designated time period and
documenting the communication in SSP.
d. Fourth Level of Intervention:
If the student does not respond to email, the Student Success Center shall follow up with
a phone call within a designated time period and document the communication in SSP.
e. Fifth Level of Intervention:
If the student does not answer the phone, the Student Success Center shall mail a letter
to the student within a designated time period and document the communication in SSP.

2. When the student responds, the Student Success Center staff member and the student shall
discuss the situation that impacts the student’s academic progress. The Student Success
Center shall refer the student to resources or provide guidance on a course of action, as
appropriate. The Student Success Center shall document the conversation in SSP.

3. After the student has been advised about the early alert by either a Student Success Center
staff member or the instructor, that person shall document the communication in SSP and
close the alert.

4. If the student does not respond to early alert communications within a designated time
period, the Student Success Center shall close the alert and document the student did not
respond.
Adopted 08/21/1997 Revised 04/17/2017 (procedure)
Revised 10/12/2000
Revised 10/14/2010
IV-2.1.5 Readmission
All students who have been suspended or dismissed or who have withdrawn for academic or
other reasons may apply for readmission. Health program students will be readmitted under
conditions specified by their individual departments.

Procedure
1. Non-health students seeking readmission must complete the general admission procedures.
Such students must meet all requirements for the curriculum and all prerequisites for courses
to which entry is being sought.

2. Students wishing readmission to health programs must submit a new application to the
Admissions Office.
a. A student who has withdrawn for non-academic reasons prior to completion of the first
term must reapply and will be considered as a new applicant.
b. For readmission, the appropriate health program department must accept a student who
has withdrawn for academic reasons including suspension or dismissal:
• Admissions shall refer the student's application to the appropriate health program
department once it is completed and meets specific program requirements.
• The respective health program readmission committee will decide whether to accept
or to deny the candidate's request for readmission. In the case of acceptance, the
applicant must abide by the recommendation(s) of the committee in regard to courses
that must be repeated and/or substituted.
• The department chair will notify the student of readmission to the program and the
related conditions or the denial of readmission.

Adopted 06/22/1995
Revised 08/21/1997
Revised 12/13/2001
Revised 03/25/2009
IV-2.1.6 Credit for Prior Learning
The college recognizes and values knowledge and skills gained in many ways. As such, credit
may be awarded for a variety of alternative academic or work-based learning experiences. Credit
for prior learning will be awarded in accordance with the State Board of Community Colleges
Code, 1D SBCCC Subchapter 800- Credit for Prior Learning and the Southern Association of
Schools and Colleges, Commission on Colleges (SACSCOC), Standard 10.8.

Procedure

General Provisions
a. Credit for Prior Learning (CPL) may be awarded to admitted curriculum students only when
documentation of prior learning meets or exceeds a demonstration of all student learning
outcomes for the corresponding curriculum course.
b. CPL may only be awarded to meet the requirements of the student’s declared program of
study.
c. CPL for advanced courses does not negate the requirement to meet requisite learning
outcomes.
d. CPL may be used to fulfill program requirements except for mandatory institutional
requirements that prohibit the use of this method, i.e. externally regulated
accreditation/regulation requirements in health programs.
e. The amount of CPL awarded may not exceed 75% of the credit hours required for graduation
from a curriculum program of study. Students must earn one-third of their required major
coursework credit hours at GTCC.
f. Any CPL awarded shall be reflected in the student’s records by the Registrar without quality
points assigned.
g. CPL may not be transferable to UNC System constituent institutions. Furthermore, UNC
System institutions may request documentation to determine potential course credit. Students
intending to transfer should seek advice from a UNC System transfer advisor.
h. Credit for prior learning may be earned by any or all of the following methods:
1. Transfer of Credit from Approved Institutions
2. Proficiency Examinations/Demonstration
3. Standardized Examinations
4. Courses listed in the High School to Community College Articulation Agreement
5. Professional Certifications/Licensures/Industry Credentials
6. Registered Apprenticeships/Work-Based Learning
7. Military Education and Training

1. Transfer of Credit from Approved institutions

a. Overview and Provisions
1) GTCC accepts credits earned in academic programs from colleges and universities
accredited by one of the following seven regional agencies: Accrediting Commission
for Community and Junior Colleges (ACCJC) Western Association of Schools and
Colleges, Higher Learning Commission (HLC), Middle States Commission on
Higher Education (MSCHE), New England Commission of Higher Education
(NECHE), Northwest Commission on Colleges and Universities (NWCCU),
 Southern Association of Colleges and Schools Commission on Colleges
(SACSCOC), and WASC Senior College and University Commission (WSCUC).
2) Requests for transfer credit from other institutions should be made prior to
enrollment at GTCC. Students must provide official transcripts from previously
attended colleges or universities to receive transfer credit.
3) Transfer credits will be evaluated on a course-by-course basis. Students must have
earned a grade of C (2.0 GPA) or higher to receive transfer credit. Some transfer
courses may require departmental approval before being accepted toward a program.
Some programs may have time limits for transfer of certain courses as documented
in the GTCC Online Catalog under the Transferring to GTCC – Credit for Prior
Learning Section.
4) If a proficiency exam is required to validate transfer credit from another institution,
the process outlined in Section 3- Credit by Proficiency Examination/Demonstration
will be followed.
5) Transfer credit graded as “P” or “S” will be accepted if the awarding institution
provides verification the grade is equivalent to a grade of “C” (2.0 GPA) or better.
Due to the State of Emergency enacted by the President of the United States, the
Governor of North Carolina, and governors of other states in March 2020, transfer
courses completed during the 2020 Spring, 2020 Summer, and 2020 Fall semesters
only, a grade of “P” or “S” will be accepted as equivalent to a grade of “C” or better
for course transfer evaluation.
6) GTCC does not include transfer credits when computing a student’s overall grade
point average, but they are included in the financial aid GPA calculation. If the
department chair requires an exam to validate transfer credit, the test grade will not
count in the GTCC grade point average.
7) GTCC will accept all approved courses for transfer of credit with the stipulation that
a minimum of one-fourth of the required hours in the degree program and one-third
of the major course work applicable to graduation be earned at GTCC.
8) Transfer credit from international colleges is awarded on a case-by-case basis and
may require department chair validation. Students must submit their record of
courses to an agency recognized by the National Association of Credential
Evaluating Services (NACES) for an international evaluation.
b. Transfer credit will be secured by the following process.
1) The applicant must provide official transcript(s) from institutions previously
attended to the GTCC Admissions Office upon admission to the college. Military
and veteran students should submit their Joint Service Transcript and/or Community
College of the Air Force transcript.
2) The Record’s Office will review the transcript to ensure it is from a regionally
accredited institution and that curriculum outcome alignment exists between the
transfer courses. If either are in question, the college may require that the student
supply additional documents, including a college catalog, a course syllabus, a
textbook list or similar documents that identify course content and structure.
 3) The Registrar (or designee) will award credit by recording the approved transfer
credits on the student’s transcript.
4) If the course requires department approval for transfer credit or there is no applicable
transfer equivalency guidance, the Registrar (or designee) will submit the Credit for
Prior Learning Request Form to the appropriate department chair/program director
to determine the awarding of transfer credit.
i. The department chair/program director will review the request and any
supporting documentation such as course description and syllabus.
ii. The department chair/program director will indicate their decision, sign, and
then return the Credit for Prior Learning Request Form to Records.
Depending on the outcome of the review, a Credit by Proficiency
Examination/Demonstration Form may also be required.
iii. The Registrar (or designee) will process the completed form, award transfer
credit if applicable, and communicate the outcome to the requestor.

2. Credit by Proficiency Examination/Demonstration

a. In order to participate in credit by proficiency examination, a student must document in
writing on the Credit by Proficiency Examination/Demonstration Form convincing
evidence of special aptitude or knowledge of the course material to their faculty advisor
or department chair/program director. Evidence of preparedness for a proficiency exam
may include high achievement in secondary school, military service, previous completion
of continuing education or curriculum coursework, apprenticeship, and/or work
experience.
b. Students must meet all eligibility requirements for credit by proficiency. These include
meeting all course prerequisite requirements. As defined by the State Board of
Community College code (1D SBCCC subchapter 800.8), developmental and
supplemental courses, and courses including clinical practice are not eligible for this
process. Students who have previously taken the course for a grade or are currently
auditing a course are also ineligible. Career and College Promise students may participate
in the process to earn college credit; however, they will not earn dual high school credit.
Lastly, if a standardized exam (i.e. CLEP) is available in the subject, GTCC will re-direct
the student to that option. If the request meets all of the eligibility criteria, it is forwarded
to the department chair/program director of the area where the course is taught.
c. Depending on the instructional modality of the course, a written, oral and/or
performance-based examination will be developed by a faculty subject matter expert. The
examination will cover all approved student learning outcomes for the course. The
examination is subject to review by the department chair/program director, dean, and
senior vice president/associate vice president of Instruction to validate all student
learning outcomes are adequately covered.
d. Prior to scheduling the proficiency examination, the student pays a testing fee
commensurate with the complexity and intensity of the proficiency exam.
e. The department chair/program director or the faculty subject matter expert administers
the proficiency examination. A grade of “C” or above is required for credit to be granted.
A student may only attempt a proficiency exam once per course number/title.
 f. At the conclusion of the process, the department chair/program director will submit the
following documents to the Registrar’s office for official recording in the student’s file;
the completed Credit by Proficiency Examination Form with the final grade denoted, a
copy of the course student learning outcomes, and a copy of the examination and/or
assessment. If a student receives a passing grade, a PA, PB, or PC will be denoted on
their transcript. Credit for proficiency grades are not calculated into a student’s
cumulative grade point average.

3. Credit by Completion of Standardized Examinations

a. Overview and Provisions
1) Advanced Placement (AP)
i. The College Board administers a range of examinations for high school students
to demonstrate college-level content mastery. If a student earns a score of “3” or
higher on an AP exam they may earn course credit. Course credit is awarded
based upon the academic program of study.
2) International Baccalaureate (IB)
i. The International Baccalaureate Diploma Programme is a college-preparatory
program for students age 16-19 administered by the IB international educational
foundation. Standardized IB exams are used to assess student mastery of course
content. A grade of (70%) or higher must be earned for the courses being
considered for credit. International credentials must be validated by a US
credentialing agency.
ii. Credit is awarded for scores of 5 or higher. IB courses in some subject areas may
not be accepted for consideration if they are not applicable to the student’s
academic program.
3) College-Level Examination Program (CLEP)
i. The College Board administers a credit-by-examination program that allows any
student to demonstrate mastery of introductory college-level material. GTCC
will award full course credit to a student who scores at or above the credit-
granting score recommended by the American Council of Education at the time
the college evaluates the student’s official score. Students who are unsuccessful
may retake the exam after three months.
ii. Only scores of 50 or higher will be approved for credit, and in some cases
additional tests are required. Students may receive multiple course credits for
foreign language exams, as determined by their exam score.
4) DANTES Subject Standardized Tests (DSST)
i. DANTES is a credit-by-examination test developed by the Defense Activity for
Non-Traditional Education Support, a US Department of Defense program.
ii. GTCC shall award full course credit to a student who scores at or above the
credit-granting score recommended by the American Council on Education
(ACE) at the time the College evaluates the student’s official score report. Full
course credit will be awarded to individuals who earn scores of 400 or higher.
iii. Students who do not receive a satisfactory score on a DSST may retake the exam
after three (3) months.
 iv. Scores for all DANTES-funded DSST exams are automatically reported to the
Joint Services Transcript (JST). Air Force scores are also reported to the
Community College of the Air Force (CCAF).
5) Cambridge International
i. The Cambridge International Certificate of Education (AICE) Diploma is an
international curriculum and examination system that focuses on the
development demonstration of critical thinking and writing, as well as
application of these skills.
ii. Students must request a grade transcript from the Cambridge International
Transcript Service.
iii. Students will earn college credit if a grade of e/E or better (which is the
equivalent to a grade of C in the United States) is earned on the Cambridge
International Examination.
b. Credit by standardized examination will be secured by the following process:
1) Students must provide an official copy of their exam scores to the GTCC Admissions
Office upon application.
2) The Record’s Office will review the exam scores received against previously
approved equivalencies and award credit as indicated
3) If the course equivalency cannot be determined based on previously approved
equivalencies, the Registrar (or designee) will submit the Credit for Prior Learning
Request Form to the appropriate department chair/program director to determine the
awarding of credit.
i. The department chair/program director will review the request and any
supporting documentation.
ii. The department chair/program director will indicate their decision, sign, and
then return the Credit for Prior Learning Request Form to Records.
iii. The Registrar (or designee) will process the completed form, award transfer
credit if applicable, and communicate the outcome to the requestor.

4. Credit by High School to Community College Articulation

a. Overview and Provisions
1) GTCC may award credit for courses taken in high school if they are covered under
either of the following articulation agreements:
i. The current statewide articulation agreement between the North Carolina
Department of Public Instruction and the North Carolina Community College
System.
ii. A current local high school to community college articulation agreement
entered into by the two entities.
2) Students must meet all criteria as outlined in the articulation agreement to be awarded
credit, e.g. minimum grade in high school course.
b. Credit by high school to college articulation agreement will be secured by the following
process:
1) Students must provide an official copy of their high school transcript, a Score Report
indicating the student’s CTE score, and a High School Articulation Credit form to the
GTCC Admissions Office up application.
 2) The Registrar (or designee) will review the request and CTE scores against the
current approved crosswalk and record the applicable credit on the student’s
transcript.

5. Credit for Professional Certifications/Licensures/Industry Credentials

a. Overview and Provisions
1) GTCC may award credit for prior learning for state or industry recognized credentials
that document similar college-level learning as corresponding curriculum courses.
2) Credentials currently approved for credit are maintained in an articulation document
held by the Record’s Office.
b. Credit for industry recognized credentials will be secured by the following process:
1) Students must provide their original professional certification or credential to the
appropriate department chair/program director for review upon admission.
2) The department chair/program director will review the request and a Credit for Prior
Learning Request Form, recommending courses for credit based on the
certification/credential(s).
3) The completed Credit for Prior Learning Request Form along with a photocopy of the
certification/credential is submitted to the Records Office.
4) The Records Office posts the grade(s) on the student's transcript.

6. Credit for Apprenticeships/Work-Based Learning

a. Overview and Provisions
1) GTCC awards academic credit for related instruction provided by external entities
participating in registered apprenticeship programs as defined by the U.S. Department
of Labor.
2) Work-based learning course credit may be awarded for the experiential portion of a
registered apprenticeship in accordance with the guidelines outlined in the North
Carolina Community College Curriculum Procedures Reference Manual, Section 20.
An Apprenticeship Agreement will outline the required documentation requirements
to award credit.
b. Credit for apprenticeship instruction/experience will be secured by the following process:
1) Students must provide their original apprenticeship documentation to the appropriate
department chair/program director for review upon admission.
2) The department chair/program director will review the request and complete Credit
for Prior Learning Request Form, recommending courses for credit based on the
apprenticeship experience/instruction.
3) The completed Credit for Prior Learning Request Form along with a photocopy of the
documentation is submitted to the Records Office.
4) The Records Office posts the grade(s) on the student's transcript.

7. Military Education and Training

a. Overview and Provisions
1) GTCC may award credit for prior learning based on transcripts issued by one or more
branches of the armed forces.
 2) The college shall award credit for prior learning based on military education and
training consistent with the standards adopted by the appropriate North Carolina
Community College System (NCCCS) Military Prior Learning Academic Panel.
3) Additional course credit may be awarded as follows:
i. Community College of the Air Force transcripts are evaluated by the Record’s
Office as a traditional college transcript.
ii. Army, Navy, Marine Corps, and Coast Guard transcripts are reviewed based on
the recommendations form the American Council on Education for occupations
and courses not currently evaluated by the NCCCS Military Prior Learning
Academic Panel.
b. Credit for previous military education and training will be secured by the following
process:
1) Students must provide an official copy of their military transcripts to the GTCC
Admissions Office upon application.
2) The Registrar (or designee) will review the transcripts against the current approved
crosswalk and award the applicable credit to the student’s transcript.
3) If the requested military education and training is not on the approved crosswalk, the
Registrar (or designee) will submit the Credit for Prior Learning Request Form to
appropriate department chair/program director to determine the awarding of transfer
credit.
i. The department chair/program director will review the request and any
supporting documentation.
ii. The department chair/program director will indicate their decision, sign, and
then return the Credit for Prior Learning Request Form to Records.
iii. The Registrar (or designee) will process the completed form, award transfer
credit if applicable, and communicate the outcome to the requestor.

Adopted 12/14/1995
Revised 08/21/1997
Revised 10/15/1998
Revised 10/20/2011
Revised 03/02/2023
Revised 06/26/2023 (procedure)
IV-2.1.8 Graduate Guarantee
Guilford Technical Community College believes in the quality of its students, faculty, and staff.
Therefore, we guarantee transfer credit for those graduates obtaining Associate of Arts,
Associate of Fine Arts, and Associate of Science degrees at Guilford Technical Community
College. Also, we will guarantee entry-level technical skill competency for those who have
obtained an Associate of Applied Science degree at the college.

Effective Fall Quarter 1994, all students entering degree, diploma, or certificate programs at
Guilford Technical Community College are eligible for the Graduate Guarantee that applies to
their degree program.

This tuition-free education as described below constitutes the sole and exclusive remedy under
the Guilford Technical Community College Graduate Guarantee.

1. Guarantee of Transfer Credits

Guilford Technical Community College guarantees that graduates of the A.A., A.S., and
A.F.A. degree programs will receive transfer credit for courses completed at GTCC with a
grade of “C” or above to those North Carolina colleges and universities that have written
transfer agreements with GTCC. In this case, the guarantee refers to courses transferring,
and not to student performance. Transfer must take place within 12 months after graduation
to be covered under the guarantee.

GTCC will permit a graduate to take a tuition-free alternative, acceptable course to replace
any course which is rejected for transfer credit under the provisions of a written transfer
agreement. The cost of books, insurance and fees will be the responsibility of the graduate.

2. Guarantee of Skill Competency (AAS Degree)

Guilford Technical Community College guarantees to its Associate of Applied Science
graduates appropriate technical job skills identified in the program outcomes for a specific
degree. The guarantee applies only to graduates employed on a full-time basis directly
related to the area of program concentration as certified by the vice president of Curriculum
and Instructional Technology. Employment must commence within six months of
graduation to be covered by the guarantee.

If an Associate of Applied Science (AAS) or diploma graduate is judged by their employer

to be deficient in entry level technical job skills identified by the program outcomes for their
specific degree program, the graduate will be provided up to ten tuition-free semester credit
hours of additional training by Guilford Technical Community College under the conditions
of the guarantee policy. The cost of books, insurance and fees will be the responsibility of
the graduate or employer.

Procedure
1. Guarantee of Transfer Credits
The guarantee can be initiated by contacting the o\Office of the Senior Vice President of
Instruction. Transfer Agreements with colleges and universities to which this guarantee
applies are on file with the academic dean.
2. Guarantee of Skill Competency (AAS Degree) and One-Year Diploma Guarantee
a. The employer must:
• Certify in writing that the employee is deficient in skills which relate directly to the
degree’s program outcomes.
• Specify areas of deficiency within six months of the graduate’s initial employment.
• Develop a written educational plan for retraining in cooperation with the appropriate
academic department at the college.
b. Retraining will be limited to ten semester hours of credit related to the identified skill
deficiency and to those classes regularly scheduled during the period covered by the
retraining plan and must be completed within a calendar year from the time the
educational plan is agreed upon.
c. The guarantee does not imply that the graduate will pass any licensing, certification, or
qualifying examination for a particular career.

Adopted 10/15/1998
IV-2.1.9 Disability Access
The college is committed to providing access to facilities and reasonable accommodation in the
instructional process, in compliance with Section 504 of the Rehabilitation Act of 1973 and The
Americans with Disabilities Act Amendments Act of 2008. Guilford Technical Community College
does not discriminate nor does it approve of discrimination against students or applicants on the
basis of race, color, gender, age, national origin, disability, religion, pregnancy, veteran’s status
or political belief/affiliation. See V-1.1.10 Equal Opportunity, this policy of non-discrimination
covers participation in all programs, support services, and activities. Guilford Technical
Community College is committed to providing equal access to technology, including the Internet
and the institution's web presence.

Guilford Technical Community College does not make pre- or post-admission inquiries or
referrals based on an assumption that a student has a disabling or handicapping condition. It is
the responsibility of the student with a disability to initiate the request for
accommodations/services by contacting the Counseling & disAbility Access Services Office.

Procedure
1. Section 504 of the Rehabilitation Act of 1973 and The Americans with Disabilities Act Amendments
Act of 2008 both require institutions of higher education to provide equal access to
educational opportunities to otherwise qualified “persons with disabilities.” “The term
‘disability’ means with respect to an individual – a physical or mental impairment that
substantially limits one or more of the major life activities of such individual; a record of
such impairment; or being regarded as having such an impairment.” It is the responsibility of
the student with a disability to provide documentation of the disability. In order to establish
eligibility for protection under the law, the documentation must certify that the disability
creates a substantial limitation of a major life activity.

2. Official notification of a disability requires that the student provide documentation of their
disability to the Counseling & disAbility Access Services Office. To receive services, the
student must provide acceptable documentation.
a. All requests for accommodations/services must be made directly to the Counseling &
disAbility Access Services Office by the student who is seeking the
accommodations/services. The request should be made as early as possible and must be
made in a timely manner to allow for an appropriate response. Requests for
accommodations/services will be addressed as soon as practicable, once received.
b. Documentation to request accommodations/services may include one or more of the
following: a copy of the most recent SOP, IEPs and 504 plans; a psychoeducational
evaluation; a medical report; a psychological evaluation; or records from Vocational
Rehabilitation, Department of Veterans Affairs Records, the Division of Services for the
Blind, and/or Services for the Deaf and Hard of Hearing.

Adequate and sufficient documentation generally includes a psychological/psycho-

educational evaluation or a letter from a medical/mental health provider which addresses
the areas described below.
 1) Qualifications of Provider. Documentation must be provided on the clinician's office
or practice letterhead and must be dated and signed by a professional who is licensed
or certified in the area for which the diagnosis is made. The letter must include the
provider's name, title, and license/certification credentials. The provider may not be a
member of the student's or applicant's family or otherwise have a close personal
relationship to the student or applicant.
2) Diagnosis and History. Documentation must include a diagnostic statement
identifying the disability and ideally the ICD or DSM classification along with any
relevant personal, psychosocial, medical, developmental, and educational history.
3) Description of Diagnostic Methodology. Documentation must include a full
description of the diagnostic methodology used, including data and measurements
from appropriate evaluation instruments. The results obtained should draw a direct
link from the diagnosis to the functional limitations of the disability. For cognitive
disorders, evaluations should use adult norms.
4) Current Impact and Functional Limitations. Documentation must include a clear
description of the current impact and functional limitations of the condition pertaining
to the academic settings. The provider should describe whether symptoms are
constant or episodic, as well as the frequency and/or duration of those symptoms. The
provider should also specify any treatments, medications, services, or assistive
technology that has been prescribed or that is in use and also describe their mediating
effects and potential side effects.
5) Recommendations. Documentation may include the provider's accommodation
recommendations, which if given should be directly linked to the impact or functional
limitations associated with the disability or to medications or treatments prescribed to
control symptoms. Please note that the Counseling & disAbility Access Services
welcomes and considers accommodation recommendations from medical
professionals but that Counseling & disAbility Access Services will make the
ultimate determination regarding reasonable and appropriate accommodations to
present to faculty.
c. Upon receipt of the documentation necessary to request accommodations/services, the
Counseling & disAbility Access Services Office will determine, based on its disability-
specific guidelines, whether the documentation reveals the existence of a disability as
defined under the Rehabilitation Act, the Americans with Disabilities Act, and/or North
Carolina law.

3. When a student has a disability and has requested accommodations the Counseling &
disAbility Access Services Office shall make an appropriate determination of the students’
eligibility for accommodation and recommend appropriate and reasonable accommodations
based on adequate and sufficient documentation that reveals the existence of a disability as
defined under the Rehabilitation Act, the Americans with Disabilities Act, and/or North
Carolina law. That decision will be made according to disability-specific documentation
guidelines maintained by the Counseling & disAbility Access Services Office. Once the
eligibility determination has been made and the student’s request has been conveyed to
faculty, the student, the student’s DAS representative and the faculty member will
 collaborate to determine how and if the accommodation is applicable in each course or if the
accommodation can be supported due to the program’s technical standards (e.g., a
requirement that all dental assisting students demonstrate fine motor dexterity). The authority
to make such decisions on behalf of the institution has been assigned by the president and
approved by the Board of Trustees.
a. Students shall notify faculty of the accommodations/services which the Counseling &
disAbility Access Services Office has determined they are eligible to receive by
presenting a Letter of Accommodation which is provided to the student by the
Counseling & disAbility Access Services Office.
b. A student with a disability may be eligible for a reduced course load while receiving all
of the benefits, rights, privileges and status of a full-time student.
• The Counseling & disAbility Access Services Office will determine eligibility for this
accommodation on an individual basis each semester.
• A recommendation will be made based on the student's documentation of disability
and other established criteria.
• The Registrar will assign full-time status on behalf of the institution.
c. With rare exception, Counseling & disAbility Access Services will support course
substitutions only in situations where a student’s documentation supports such a request
and ONLY after the student has attempted the required course utilizing all resources and
accommodations made available.
d. Procedures that define roles and responsibilities for providing/receiving specific
accommodations are outlined in the Counseling & disAbility Access Services Student
Handbook and the Counseling & disAbility Access Services Faculty/Staff Handbook.

4. Students have the right to initiate a complaint if the agreed-upon accommodations/services

are not provided appropriately. The student complaint policy (IV-1.1.8) is outlined in the
college management manual, catalog and student handbook.

5. Disability-related information is considered to be highly confidential and, in accordance with

Section 503 of the Rehabilitation Act and Title 1 of the ADA, and in keeping with general practice
under disability law, such information will be kept in secure files with limited access.
a. The Counseling & disAbility Access Services Office will be responsible for collecting
and holding disability-related information on behalf of the institution.
b. Access will be limited to Counseling & disAbility Access Services staff and will be
shared ONLY on a need-to-know basis.
c. The Chief Information Officer in collaboration with Counseling & disAbility Access
Services is responsible for monitoring all technology purchases to assure access and
compliance with Section 504 of the Rehabilitation Act and Title II of the Americans with
Disabilities Act and the spirit of the institutional commitment.

6. The college’s Counseling & disAbility Access Services Office reserves the right to review
the accommodations provided from time to time to determine whether they continue to be
necessary and appropriate to the student.

Adopted 02/17/2000
Revised 02/20/2014
Revised 02/13/2023 (procedure)
IV-2.1.11 Ability to Benefit
Guilford Technical Community College reserves the right, after assessing the degree to which a
student might be successful in a given course or program of study, to conclude that it cannot
meet the educational needs of that student at a particular time. The president will establish
appropriate program assessments to determine whether an individual student should be allowed
to continue enrollment in a particular program or course.

Procedure
1. If a student is seeking enrollment or is enrolled in an Adult Basic Education Program they
must demonstrate the ability to benefit from the program.
A student’s “Ability-to-Benefit” will be determined at the point of entry into the program
based on results of one of the two assessments approved by the United States Department of
Education: The Test of Adult Basic Education (TABE) or Comprehensive Adult Student
Assessment Systems (CASAS).
a. If a student is judged unable to take or complete the assessment, even with reasonable
accommodation, they will not be admitted to the program. After 3 consecutive
unsuccessful attempts, the student must wait at least one year to attempt the test again.
b. The Dean of Adult Education will make a determination regarding the release from the
program of students admitted to the program who after one year fail to show
measurable and expected progress to a higher placement level on the TABE or CASAS
assessments, as evidenced in post-test scores on either assessment, a determination will
be made by the Dean of Adult Education regarding the release of the student from the
program. In these instances, the Dean seeks referrals on behalf of the student to more
appropriate agencies that may better serve their needs.

2. Curriculum programs of study vary widely in the level of preparation, aptitude and effort
that must be expended to succeed and to matriculate. Students are expected to progress
within their chosen field of study over an approved period of time. Depending upon the
nature of the program, there may also be admission requirements, limited enrollments,
satisfactory academic progress requirements and other variables that determine progress and
matriculation. Before embarking upon a given field of study, a student should meet with an
advisor to determine requirements for admission to a program, continued enrollment in a
program and requirements for repeating a course within a program.

In each case of blocked admission to a program or removal from a program, there are
specific policies, rules, regulations and guidelines that clearly inform the student of their
rights, expectations and outcomes.

Related policies governing requirements regarding a student’s ability to benefit from a curriculum or
continuing education program or course of study include but are not limited to III-1.1.2 Credit Hours
and Coursework, III-1.1.3 Outcomes-based Education Policy, IV-1.1.1 Admissions, IV-1.1.2 Appeal
of Denial of Admission or Readmission, IV-1.1.4 Grade Assignment and GPA, IV-1.1.5 Minimum
Grade Point Average, IV-2.1 Attendance, IV-2.1.2 Early Alert, IV-2.1.3 Suspension and Appeal of
Suspension in Health Programs, IV-2.1.4 Probation and Suspension in Non-health Programs, IV-
2.1.5 Readmission, IV-Advanced Standing, and IV-2.1.7 Health Program Student Screening
Requirements.
Adopted 08/20/2015
IV-2.1.12 Academic Status: Warning, Supervision, Probation, and Suspension
A student must have a cumulative program grade point average (GPA) of 2.0 or higher to remain
in good standing and graduate. Therefore, at the end of each term, the college will review the
cumulative program grade point average (GPA) achieved by each student enrolled in six or more
credits. Developmental education courses will not be included in the attempted credit hours.
Failure to maintain good standing may result in one of the following actions as described in the
procedure: warning, supervision, probation and suspension.

Procedure
If a student’s cumulative program GPA is below 2.0, the student receives a notification of
academic status. A student’s cumulative program GPA can be located by logging into the
student’s WebAdvisor account and clicking on program evaluation under the Academic Profile
category. The following statuses may be assigned:

1. Warning
Students will be placed on warning when their cumulative program GPA falls below 2.0.

Consequences
• Students may be required to meet with a Student Success Specialist and/or their assigned
faculty coach prior to registering for classes each semester until they are in good standing
to review and update their academic plans.
• A warning hold may be placed on students’ accounts which will prevent registration
activity.
• Students may be required to attend appropriate Student Success Seminars.
• Students may be placed on an Academic Improvement Plan.

2. Supervision
Students will be placed on supervision when their cumulative program GPA is below 2.0 and
they were on warning the previous semester in attendance.

Consequences
• Students may be required to meet with a Student Success Specialist and/or their faculty
coach prior to registering for classes each semester until they are in good standing to
review and update their academic plans.
• A supervision hold will be placed on students’ accounts, which will prevent registration
activity.
• Students may be required to schedule a meeting with the department chair of their
program in addition to meeting with the Student Success Specialist.
• Students may be required to attend one or more appropriate Student Success Seminars.
• Students may be placed on an Academic Improvement Plan.

3. Probation
Students will be placed on probation when their cumulative program GPA is below 2.0 and
they were on supervision the previous semester in attendance. During this phase, students are
subject to suspension at the end of the term they are on probation if the cumulative program
GPA remains below 2.0.
 Consequences
• Students will be required to meet with a Student Success Specialist and/or their assigned
faculty coach prior to registering for classes each semester until they are in good
standing to review and update their academic plans.
• A probation hold will be placed on students’ accounts, which will prevent registration
activity.
• Students may be required to schedule a meeting with the academic dean of their program
in addition to meeting with the Student Success Specialist.
• Students may be required to attend appropriate Student Success Seminars.
• Students will be placed on an Academic Improvement Plan.

4. Suspension
Students are suspended for one-term if they do not have a cumulative program GPA of a 2.0
or higher at the end of the term for which they were on probation.
• The associate vice president of Instruction will send a suspension email to the students’
GTCC Titan email address and a physical suspension letter to the address on file with the
College.
• Students who have pre-registered for the term in which they will be suspended will be
administratively withdrawn from those courses.
• Upon return to the college, students are considered to be on academic probation and will
be required to meet with a Student Success Specialist prior to registration.

Academic Suspension Appeals Process

Suspended students have the right to appeal. Students may appeal an academic suspension to
the associate vice president of Instruction prior to the last day of schedule adjustment for the
semester in which the suspension takes effect. During the appeal process, students may not
register or attend classes. In addition, the registration hold will remain in effect.
a. Students must complete the Academic Suspension Form and submit it to the associate
vice president of Instruction.
b. The associate vice president of Instruction will review pertinent records such as student
transcripts and consult with faculty, counselors, and others who can aid in the review
process and make a decision within five business days after receiving the appeal.
c. The associate vice president of Instruction will render one of the following two decisions:
1) Lift suspension with or without provisions. All provisions will be monitored by the
Student Success Center.
a) Students whose appeal is lifted may register for any courses that has not started.
b) Students must meet with an academic coach prior to registration.
• Students will be limited to six credits.
2) Let the suspension stand.
d. The associate vice president of Instruction will notify suspended students the results of
the appeal in writing within five business days.
e. Once the decision has been communicated to the student, the associate vice president of
Instruction will notify the department, the associate vice president of Student Services,
 the Registrar, the director of the Student Success Center, Financial Aid, Bursar, and the
Veterans Office.
f. Students who are not satisfied with the decision of the associate vice president of
Instruction may appeal to the senior vice president of Instruction.

Limited Enrollment Health Programs Academic Appeals Process

Limited enrollment health students on academic suspension have the right to appeal.
a. The respective program director or program coordinator of the limited enrollment health
program will notify the appropriate academic dean of students who are academically
suspended each semester.
b. The appropriate academic dean will send a letter of suspension.
c. Once students have received a letter of suspension from the health program, they may
appeal by following the Student Complaint policy for an academic grade-related appeal.

Adopted 08/17/1995
Revised 08/21/1997
Revised 02/19/1998
Revised 12/13/2001
Revised 12/16/2004
Revised 06/19/2008
Revised 06/16/2016
IV-3.1 Non-Academic Issues

IV-3.1.1 Student Code of Conduct

Students may not violate the Student Code of Conduct on Guilford Technical Community College
premises or at GTCC sponsored classes or events that occur off-campus. Students who violate the
Student Code of Conduct will be subject to disciplinary action under this policy.
The college reserves the right to investigate and apply appropriate sanctions for conduct violations
that occur off-campus if they are likely to impact the educational environment. Students have the
right to appeal disciplinary actions under this policy. Student complaints unrelated to alleged
violations of student conduct are addressed in policy IV-1.1.8 Student Complaint.

Procedure
1. Appropriate Behavior and Misconduct
As GTCC Titans, we affirm that students have a duty to conduct themselves with civility and
respect toward one another at all times. It can be difficult to understand what this means in
practice when one is in the middle of an unexpected situation. Appropriate conduct is
described and prohibited conduct is defined in the following sections.

A. Alcohol and Drugs

Students are expected to conduct their business with the college without being
inappropriately influenced by alcohol, non-prescription drugs, or controlled
pharmaceuticals. They are expected to abstain from smoking and related behaviors while
on college property or at college-sponsored events. Substance-related violations of this
code include the following items:
1) Alcohol — Possessing, manufacturing, using, distributing, selling or being under the
influence of alcohol on college premises, at any college-sponsored activity, or in
college-owned vehicles.
2) Drugs — Possessing, manufacturing, using, distributing, selling or being under the
influence of any controlled substance in violation of any local, state, or federal law on
college premises, at any college-sponsored activity (to include athletic events), or in
college-owned vehicles. Controlled substances include but are not limited to heroin,
marijuana, hallucinogens, cocaine, PCP, methamphetamine, and prescription drugs
not prescribed for the individual by a licensed physician or not taken as prescribed.
See I-2.1.3 Drug-Free Workplace.
3) Smoking — Smoking, vaping, or using any form of tobacco/nicotine product on any
GTCC campus. See I.1.1.3 Smoking and Tobacco Use.

B. Failure to Comply or to Disclose Information

Students are expected to demonstrate honesty in all dealings at the college. They are
expected to comply with reasonable directions from college officials and to contribute to
the success of college activities. Students are expected to resolve disagreements
amicably, with assistance from college officials if needed. Students who come to the
college with a history of disciplinary or court-mandated probation should be prepared to
report it to the college and to understand what behavior(s) will violate it. Behavioral
violations of this code include the following items:
1) Failure to Comply with Directions — Failure to comply with the instructions or
 directions of college employees acting in the performance of their duties.
2) Failure to Comply with a Program or Syllabus — Failure to comply with academic
program handbook requirements or syllabus directives can be considered a violation
of this code of conduct.
3) Failure to Disclose Prior Conduct — Failure to disclose findings of responsibility for
a policy violation as a student at another institution when applying to the college.
Failure to provide timely disclosure to the college in writing of one’s status on an
offender registry. Failure to provide timely disclosure to the college in writing of a
restraining order or other legal restriction, such as probation, that may affect one’s
ability to participate in college activities. “Timely” in this paragraph shall mean at the
time of enrollment for existing circumstances or during the semester in which
subsequent circumstances occur.
4) Probation Violation — Violation of the terms of disciplinary or court-mandated
probation during the period of probation.

C. Misuse of Identification or College Resources

Students are expected to demonstrate respect for the college’s physical environment—the
buildings, open spaces, and infrastructure. This means abiding by hours of operation and
closure notices as well as helping to ensure that facilities are accessible for their intended
use during operating hours. Students are expected to leave others’ belongings alone, to
treat college resources such as books and equipment in ways which do not cause physical
damage, and to immediately report damaged items to area officials.
1) Abuse of Property — Theft, misuse, damage, or defacement of college property,
property of a member of the college community; or property of a campus visitor on
college premises or at college functions.
2) Abuse of Spaces or Facilities — Occupation or seizure in any manner of college
buildings, a college facility, or any portion thereof for a use inconsistent with those
that are prescribed or authorized. See I-1.1.5 Free Speech and Public Assembly.
3) Computer or Network Misconduct — Misuse of college computer time or equipment
including, but not limited to, unauthorized entry into a file; unauthorized transfer of a
file; unauthorized use of anothers identification or password; use of computing
facilities to interfere with another student, college employee or administrator; use of
computing facilities to send obscene or abusive messages; and use of computing
facilities to interfere with normal operation of the college. See II-2.1.2 Internet
Acceptable Use.
4) Deception — Forgery, alteration, or misuse of college documents, records, or
instruments of identification. Providing false information to any college official via
such means. Lying to a college official in an attempt to acquire a positive outcome or
to avoid a negative outcome. Creating unauthorized copies of any document used for
student assessment.
5) Fire Alarm or Fire Equipment Misuse — Setting off a fire alarm or using or
tampering with any fire safety equipment, except with reasonable belief in the need
for such alarm or equipment.
6) Trespass — Unauthorized entry upon the property of the college or into a college
facility or portion thereof which has been restricted (i.e. placed off limits);
unauthorized presence in a college facility outside of operational hours.
 7) Gambling — Charging college community members money to participate in a game
of chance where the only goal is personal enrichment. Attempting to run a betting
pool or gaming book as an on-campus enterprise. Full details on statewide gambling
restrictions can be found in Subchapter XI, Article 37 of the NC General Statutes
(§14-292, §14-309.15).

D. Discrimination and Harassment

Students are expected to respect their peers’ persons, rights, and wishes as much as is
possible and practical. Students are expected to refrain from unprotected speech and
expression such as defamation, incitement, and harassment. Harassment violations of this
code are defined thusly:
• Harassment — Unsolicited or unwelcome acts, comments, or retaliatory behaviors
which interfere or are intended to interfere with a member of the college community’s
involvement in an aspect of the college environment. Harassment may be non-sex-
related or it may be unwanted sex-based behavior that does not rise to the threshold of
being so severe, pervasive, and objectively offensive that it effectively denies a
person equal access to an educational program or activity. See I-2.1.6 Sexual
Harassment, Sexual Violence and Anti-Harassment.

E. Campus Safety
Students are expected to act in ways that improve the safety and foster the health of the
college community. This means abiding by safety requirements in various areas and
coming to campus and to sponsored events without weapons. Health and Safety
violations of this code include the following items:
1) Aiding Others’ Misconduct — Assisting other students in violating the student code
of conduct is a violation of the student code of conduct.
2) Assault — Assault on any member of the college community, including physical
actions which threaten or endanger the health or safety of any such persons. See I-
2.1.4 Anti-violence and Threat Assessment policy. Assault may be non-sex-related or
it may be unwanted sex-based behavior that does not meet the Title IX criteria for
sexual assault, dating violence, domestic violence, or stalking. See I-2.1.6 Sexual
Harassment, Sexual Violence and Anti-Harassment.
3) Bomb Threats — Issuing a bomb threat.
4) Cars — Violation of college regulations regarding the operation and parking of motor
vehicles. Full details of parking regulations at GTCC can be found on the ‘Traffic and
Parking Information’ page of the college’s public website: GTCC >> Student Life >>
Campus Safety and Police >> Transportation and Parking Information.
5) Civil Unrest — Participating in or conducting an assembly, demonstration, or
gathering in a manner which threatens or causes injury to people or property; which
interferes with free access to college facilities; or which is harmful, obstructive or
disruptive to the educational process of the college. Remaining at the scene of such an
assembly after being asked to leave by a college employee will be considered
participation. See I-1.1.5 Free Speech and Public Assembly.
6) Disruption or Obstruction — Interfering with, halting, blocking, or in any way
delaying study, teaching, research, administration, disciplinary proceedings, or other
college activities including public service functions and other duly authorized events
 on college premises.
7) Illegal Acts — Violation of local, state, or federal criminal law on college premises or
at college-sponsored events can be considered a violation of this code of conduct.
8) Lewd or Indecent Conduct — Physical or verbal action; distribution of obscene or
libelous material; or behavior which may cause a material and substantial disruption
of school activities based on indecent content.
9) Safety Violation — Behavior which conflicts with the safety of others or which
conflicts with safety rules for the area in a class, lab, shop, or other educational
setting.
10) Threats (Not Sex-Based) — Communicating a non-sexual threat to any member of
the college community, including verbal or written statements which threaten or
endanger the health or safety of any such persons. See I-2.1.4 Anti-violence and
Threat Assessment.
11) Weapons — Possession of a weapon on-campus in violation of the law. Weapons,
whether carried openly or concealed, are not permitted on GTCC property. A
“weapon” includes firearms, explosives, BB guns, stun guns, air rifles or pistols, and
certain types of knives or other sharp instruments per N.C.G.S. § 14-269.2. However,
the General Assembly has enacted a limited exception to the general prohibition for
law enforcement officers
(https://www.ncleg.net/Sessions/2013/Bills/House/PDF/H937v6.pdf). A firearm is
permissible on a community college campus only under the following limited
circumstances:
a. The firearm is a handgun; AND
b. The individual has a valid concealed handgun permit or is exempt from the law
requiring a permit; AND
c. The handgun remains in either: a closed compartment or container within the
individual with the permit’s locked vehicle; or a locked container securely affixed
to the individual with the permit’s locked vehicle; AND
d. The vehicle is only unlocked when the individual with the permit is entering or
exiting the vehicle; AND
e. The firearm remains in the closed compartment at all times.

F. Academic Integrity
Students are expected to read and understand the college’s policies that govern their
behavior. These include the academic integrity policy and any program handbook that
may exist for a student’s academic program. Students who read but do not fully
understand a policy are encouraged to ask for assistance from a college official.
Academic integrity violations of this code are defined thusly:
• Academic Misconduct — A pattern of academic dishonesty or a referral of academic
misconduct from instructional personnel. While instructors of record will most often
be considered the instructional personnel, other employees such as librarians and
Testing Center facilitators may be considered instructional personnel in certain
situations. See IV-1.1.3 Student Academic Integrity.

Directors of the college’s academic programs may specify via their program
handbooks additional conduct that is prohibited within a program. Instructors of
 record for each course may specify via their syllabi additional conduct that is
prohibited in instructional spaces during instructional time to fulfill specific health,
safety, and regulatory requirements.

2. Oversight of the College’s Student Conduct Processes

The college affirms the power of instructors to apply corrective action to students during
active instruction to foster a positive learning environment that supports the learning
outcomes. This action may include directing students to cease disruptive speech or behaviors,
directing them to modify their location or situation within the class, and requiring them to
leave the class for the remainder of that class period. The college further affirms the power of
department chairs and deans to receive informal behavioral referrals from instructors and to
engage in developmental conversations with students.

To accept conduct referrals for behaviors that exceed an individual employee’s ability to
respond to, or that clearly requires a formal investigation, the college maintains a Student
Conduct and Community Standards Office (the Community Standards Office) at the
Jamestown Campus. For conduct matters resulting in formal investigations, this office shall
be responsible for receiving allegations of Student Code of Conduct violations; for assigning
primary investigators to all such cases; for ensuring that investigations are conducted in
compliance with this policy; and for coordinating equivalent support resources at all spaces
used by the college. The Director of Student Conduct and Community Standards provides
oversight and assistance to other campus officers and will serve as a primary investigator
when needed. The Director of the K-12 Partnerships Office and any relevant middle college
administrators will be involved appropriately when a case involves a secondary student
enrolled in a college curriculum course.

In addition to the college-wide code of conduct pertaining to all GTCC students, individual
programs and service areas may maintain their own program handbooks with policies and
procedures that extend the list of proscribed conduct, that tailor response protocols to
program regulatory requirements, or that empower deans and department chairs to apply
population-specific interim measures to secure situations in consultation with the Community
Standards Office.

If the Director of Student Conduct and Community Standards is either implicated in a

situation or is the reporting party, the Campus Dean or the Associate Vice President of
Student Services shall coordinate the office’s oversight and assignment actions.

3. Emergency Response Procedures and Interim Sanctions

When behavior presents an immediate threat to health and safety or disrupts the function and
good order of the college, policies such as I-2.1.4 Anti-violence and Threat Assessment and
Campus Police protocols will take precedence over this Student Code of Conduct. In such
situations, college employees are encouraged to alert police by dialing 911 or Line 2 on a
campus phone. This will automatically notify Campus Police. Once police have been alerted
to the situation college employees should notify the Community Standards Office of the
situation via a formal student conduct report, which can be found on the office’s public
webpage in the consolidated reporting portal: gtcc.edu >> Student Life >> Student Success
 Center >> Student Conduct & Community Standards.

The Director of Student Conduct and Community Standards will determine whether interim
sanctions will be applied to students during an investigation. The Chief of Campus Police
and the Campus Dean will be consulted prior to any such sanctions being applied. Interim
sanctions include interim suspension, mutual no contact orders, and restrictions on student
movement or campus access. Interim sanctions are intended solely to prevent further harm
from occurring while a situation is investigated. They are not meant to be punitive or
permanent – interim sanctions will be replaced at the conclusion of an investigation with
permanent sanctions if students are found responsible for a conduct code violation. If
students are found not responsible for a conduct code violation, any interim sanctions applied
to them will cease.

The Director is charged with considering how likely a finding of responsibility is based on
initial evidence when considering whether to apply interim sanctions; the college will have a
reasonable responsibility to help students to make up for lost educational opportunities as the
result of interim sanctions when a formal investigation finds them not responsible for a
policy violation.

4. Standard Response Procedures and Investigative Steps

Providing for the welfare of others is a moral obligation. In recognition of this, the college
will not automatically open formal conduct investigations when the college becomes aware
of a conduct code violation from a student report of a medical emergency. In order to avoid
potential or additional conduct code violations, students must report the emergency in a
timely manner, remain with the student in distress until help arrives, and cooperate with
emergency response personnel at the scene. Protection from law enforcement consequences
cannot be guaranteed.

Any member of the college community can report alleged misconduct to the Community
Standards Office. This online report is available on the Student Conduct and Community
Standards page of the college’s public website. Urgent matters that threaten health, safety, or
normal college operation should be reported to Campus Police using the emergency
procedure outlined above. Within two (2) business days of receiving a report the Community
Standards Office will review it and determine whether it needs to be referred to a different
office, logged as an information report, or turned into an open case for investigation. Cases
will be opened and assigned an investigator within the two (2) business day time period.

A primary case investigator will seek to conduct the full investigation within ten (10)
business days from the date the case was created. Extensions to this timeframe may be
approved by the Vice President of Student Services due to mitigating factors such as a
delayed ability to obtain evidence. The primary investigator will take the following steps to
complete the investigation:
1) Notify the respondent(s) in writing of a scheduled meeting in which they will be able to
respond to the allegations. A respondent has a reasonable expectation to receive at least
24 hours’ notice of a scheduled meeting. If a student is receiving interim sanctions under
the emergency procedures section of this policy the notification letter will explain this.
 2) Meet with the respondent(s) to hear their version of events, to get their response to any
evidence received, and to find out from them their desired investigative outcome.
3) Notify and meet with any other named parties (complainants, witnesses, instructors) to
receive their statements and any additional evidence they may have.
4) Pursue additional physical evidence that may reasonably be expected to exist.
5) Determine whether a preponderance of evidence (more likely than not) exists to find the
respondent(s) responsible for any conduct code violations. A pattern of relevant prior
allegations against the respondent may be considered when determining preponderance
of evidence.
6) When a preponderance of evidence does exist, determine what combination of sanctions
as defined in this policy most reasonably addresses the illicit behavior without being too
punitive.
7) Notify the respondents(s) in writing of the outcomes and of their appeal options should
they disagree.

Students who receive a notification of alleged misconduct but fail to attend or to reschedule
their conduct meeting may be found responsible for failure to comply with directions under
the Student Code in addition to other violations which are being considered. The primary
investigator shall have discretion to decide whether to move forward with an investigation
without a participant’s input; respondents who decline to participate in an investigation are
understood to be not contesting the allegations. The primary investigator has discretion to
conduct meetings virtually but is not required to do so.

5. Sanctioning for Students Found Responsible for a Violation

Students found responsible for a violation of the Student Code of Conduct can receive any
combination of formal sanctions from the primary investigator, including:
1) Written reprimand
2) Disciplinary probation
3) Loss of privileges
4) No contact order
5) Financial restitution
6) Suspension from the college
7) Expulsion from the college
8) Academic sanctions
a. Required resubmission of an academic assignment
b. Reduced academic assignment grade
c. Reduced academic course grade
d. Removal from an academic course
e. Removal from an academic program of study
9) Educational sanctions
a. Letter of apology
b. Community service
c. Mandated professional referral
d. Personal reflection essay
e. Completion of an educational experience
f. Creation of an educational resource
6. Applications of Holds to Student Accounts
Employees of the Student Conduct and Community Standards Office shall have the power to
apply holds to student accounts in the college’s student record software. These holds prevent
enrollment into new academic courses but do not interfere with other college business (e.g.
receiving transcripts or paying outstanding balances). Such holds may be placed on a student
account when a student whose input is required for an investigation fails to participate, when
a student who has been found responsible for a conduct violation fails to complete the
resulting assigned sanctions within the specified timeframe, and when a student is suspended
or expelled for a period of time. A hold may also be applied to a new student’s account if the
student does not provide appropriate documentation for a disclosed prior conduct history at a
previous institution.

A hold will remain active on a student’s account until they have discharged their obligations
to the office.

7. First Appeal Procedure

A student who disagrees with the decision of the primary investigator may request a hearing
before the student conduct hearing committee. This request must be submitted in writing to
the Director of Student Conduct and Community Standards within five (5) business days of
the date of the investigator’s outcome letter to the student.

The written appeal request must clarify which aspect of the finding the student is appealing:
• that they were found responsible for a violation, or
• the appropriateness of the resulting sanction(s).

The written appeal request must also provide an overview of the argument(s) that the student
will make at the live hearing in support of their appeal. Finally, the written appeal must
include a list of days and times in the subsequent weeks when the student can be available to
attend the live appeal hearing. If the student is requesting a virtual rather than an in-person
hearing, the written request must also include the reason why.

Upon receipt of a complete appeal within the specified timeframe the Director shall refer the
matter to the committee along with the evidence packet from the initial investigation.
Membership of the Student Conduct Hearing Committee shall consist of:
• One (1) voting faculty member approved by the Faculty Association
• One (1) voting professional or classified staff members approved by the Staff
Association
• One (1) voting student member approved by the Student Government Association
(SGA)
• One (1) non-voting director, dean, associate vice president, or vice president to serve
as an ex-officio chair

Committee members will be selected on a rotating basis and will receive training prior to
serving on the committee.
 The Student Conduct Hearing Committee must meet within ten (10) business days of receipt
of a complete appeal request, except within the last two weeks of a term when additional
time may be needed and shall be agreed upon between the parties.

At least three (3) business days prior to the hearing date, the Director shall send an email to
the appellant’s college email address providing the student with the following information:
• The date, time, and location of the hearing
• The names and titles of the hearing committee members
• A list of the student’s basic procedural rights
• A copy of the hearing rules

A student appellant shall have reasonable access to view the evidence packet from the initial
investigation between the time the appeal is requested and the date the hearing is conducted.
Reasonable access does not mean that the college will provide a physical or digital copy of
the evidence packet to the student, but rather than the student will be allowed to schedule
time to view a physical copy of the evidence packet in a supervised environment. The
purpose will be to help the student appellant to prepare the most effective appeal possible.

Upon completion of a hearing, the committee shall meet in executive session to determine
concurrence or non-concurrence with the decision of the primary investigator and to
determine appropriate sanction(s), which are not limited to those imposed or recommended
by the primary investigator. Deliberations of the committee will not be recorded.

Decisions of the committee shall be made by majority vote. Once made, committee decisions
will be announced and recorded. Within two (2) business days after the decision of the
committee, the committee chair shall send an email to the student appellant’s college email
address (or the student’s primary listed email address in Colleague for students who do not
receive a GTCC email address) providing the student with the committee's decision.

When a student appellant does not attend a scheduled appeal hearing the Chair shall
determine whether to move forward with the hearing in their absence, to cancel the hearing,
or to delay the hearing to another date and time. A student appellant who does not attend and
who cannot present valid grounds for their absence (i.e. a severe, unforeseeable circumstance
that prevented them from attending) will not have the right to continue their appeal.

8. Final Appeal to the Vice President of Student Services:

A Student who disagrees with the decision of the Student Conduct Hearing Committee may
appeal in writing to the Vice President of Student Services within five (5) business days of
the date of the chairperson’s written notification. The only appropriate grounds for such an
appeal will be (1) new information is now available that could not have been available during
the time of the appeal hearing; or (2) an alleged violation of the college's procedures in the
handling of the hearing or investigation. A complete written appeal to the Vice President will
take the form of a detailed letter (physical or electronic) in which the student reflects on their
true need for an appeal: what facts were not previously given accurate weight or what
information was not previously available for consideration. A student who needs assistance
with writing the appeal may request an advocate from the Student Services division who has
 not previously been involved with the case.

Upon receipt of a complete written appeal (via email, hand delivery, or post), the Vice
President of Student Services shall review the findings and the proceedings of the committee.
The Vice President shall have the discretion to hear from the student, the members of the
committee, or any other party who may provide information on the facts, before deciding.
While not expected to fully reinvestigate the case, the Vice President can seek new evidence
as part of the review. The Vice President’s ruling may uphold, modify, or overturn the
decision of the committee if the initial appeal is overturned, a new hearing may be requested
by the Vice President. Upon reaching a decision, the Vice President will inform the student
in writing of the decision within ten (10) business days.

The decision of the Vice President shall be final. If the Vice President recommends a new
hearing, the committee’s decision shall be final.

9. Conduct Records Expungement

Students who have been found responsible for a conduct violation that did not result in
separation from the college (suspension or expulsion) may apply in writing to the college’s
Vice President for Student Services or a designee (the reviewer) to have their conduct record
expunged after one calendar year. A complete expungement application will include a
summary of what happened, a summary of the actions the student has taken since that time to
reflect on the matter and prevent its reoccurrence, and a statement of what the student hopes
to accomplish in having the record expunged. Supporting documentation may be included
with the written application.

The reviewer will review complete applications and may choose to speak with the student in
a live interview and will decide to grant or deny the request. The reviewer will notify the
student and the Community Standards Office in writing of the decision. Once expunged,
student conduct record information will not be disclosed to third party agencies and
institutions. The college may still share details of how the expungement process works with a
requesting body. Student conduct records which are not expunged will be disclosable to other
institutions and to potential employers under the same privacy guidelines as all other parts of
a student’s educational record.

Adopted 08/17/1995
Revised 08/21/1997
Revised 06/19/2014
Revised 08/31/2020 (procedure)
Revised 10/15/2020
Revised 09/07/2021 (procedure)
Revised 06/06/2022 (procedure)
Revised 12/14/2023
IV-3.1.2 Identification Card - Students
Guilford Technical Community College is concerned about the safety of our students,
employees, and visitors to our campuses. Therefore, all curriculum and continuing education
students as required by their program, shall carry on their person a GTCC issued ID card while
on GTCC property or attending a college sponsored event. Any exemptions must be approved
by the appropriate vice president.

Procedure
1. All applicable individuals must carry their GTCC issued ID cards at all times while on
GTCC property or attending a college sponsored event. The GTCC ID card is intended to
serve as proof of an individual’s status at the college. In addition, the student ID card is
required to be presented for services such as campus stores and libraries.

2. All curriculum and continuing education students as required by their program, must have
their personal photo identification in their possession anytime they are on any GTCC
campus.

3. Any transfer, alteration, falsification or forgery of an ID card constitutes a violation of this

policy and will result in disciplinary action.

4. The GTCC issued ID card is and at all times will remain the property of GTCC. It may be
revoked at any time by the college if misused. It must be presented or returned upon request
by an appropriate college official.

5. Students shall refrain from placing stickers and other items on the ID Card that may obstruct
or interfere with the view or use of the ID Card.

6. To obtain a GTCC ID card, the student must be enrolled for at least one course of instruction
in the current term and present the following documentation:
a. Student ID Number; and
b. A valid photo identification (e.g., driver’s license, passport, state issued ID, military ID,
etc.) or
c. Verify their identity through a GTCC maintained technology that validates user ID’s and
passwords.

The student’s information must be available in the GTCC Student Information System prior
to the card being issued. The student must sit for a photo of their face taken from the front.
The facial image must be unobstructed (i.e., no sunglasses, headwear that obscures the face,
etc.; the only exceptions are items worn for cultural or religious reasons).

7. Fees related to student ID cards can be found in the GTCC Management Manual, Appendix I.
The cardholder is responsible for the care and safekeeping of the card. If the card is lost or
stolen, there is a fee for each replacement card.

8. The student’s ID card will remain valid for access to college services during the period of
their enrollment, including from one term to the next. Failure to enroll in classes for
 consecutive fall and spring terms will render the ID card inactive for access to college
services. If a student who is not enrolled in classes for consecutive fall and spring terms
subsequently elects to enroll at GTCC, a new ID card will be issued at no cost.

9. GTCC employees should refer to Employee Identification College Wide Rule.

Adopted 08/17/1995
Revised 10/14/2010 (Effective 01/2011)
Revised 08/15/2011
Revised 02/19/2016 (procedure)
Revised 09/02/2021
IV-3.1.3 Dress Code, Students
Guilford Technical Community College expects all students to dress in a manner in keeping
with the serious academic intent of the college and in a manner acceptable to the community. In
keeping with the mission to prepare students for success in the workforce, students are expected
to dress appropriately within the general accepted bounds of good taste. The college respects
individual style and creativity, as long as students dress in a manner which is not disruptive or
distracting to the educational environment and conforms to the expectations and standards of the
professional community.

Procedure
1 . All college personnel have the authority and responsibility to make sure these guidelines are
followed.

2. Students enrolled in certain technical or vocational curricula, such as allied health,

automotive, or culinary programs, may be required to wear special attire for clinical or
laboratory classes. If special attire is required, students may not attend classes or laboratory
work if their dress is in violation of the dress code for such areas according to the policy of
the program. Special attire may include specialty shoes, protective goggles, uniforms or lab
coats.

3. All students who are deemed inappropriately dressed will be asked to leave the learning
environment or activity until they have changed. Students who refuse to comply will be
referred to the Community Standards Office for investigation. Campus Police may become
involved to remove a student who refuses to leave an environment and whose continued
presence constitutes a disruption of the academic environment.

4. Clothing that will always be considered inappropriate for the college includes the following
guidelines:
a. Displays of unprotected speech or expression in words or graphics (obscenity,
defamation, or incitement to harm).
b. A lack of mostly opaque cover for undergarments (excluding tags and straps)
c. A lack of any shoes, shirt, or pants/lower covering

5. Employees should reference policy V-5.1.1 Dress Code, Employees.

Adopted 08/17/1995
Revised 10/14/2010 (Effective 1/2011)
Revised 10/15/2020
IV-3.1.5 Housing
Guilford Technical Community College does not provide housing for its students. Limited
information on off-campus housing may be available in the Student Life Office.

Adopted 04/18/1996
Revised 09/05/2014
IV-3.1.6 Right to Privacy
Guilford Technical Community College will protect the privacy of personally identifiable
information contained in a student's record. The exception to this rule will be directory
information, as defined in college procedures.

General access to information in a student's official records will be granted to the following
persons:
1. The student
2. Parents of a student, if the student is a dependent of the parents.
3. Appropriate college officials
4. Authorized persons/agency representatives having a legitimate educational interest in
information contained in the records.

Other persons/agency representatives wishing to obtain information from a student's record

must have prior written consent of the student. The college will maintain a record, kept with
the student's record and available to that student, of all requests for and disclosures of
personally identifiable information, other than requests for directory information or requests
submitted by the student and/or parent(s) of a dependent student.

Implementation of this policy will be subject to rules and procedures, which will be available
from the Records Office upon request.

Procedure
1. Persons who may have access to student records under this policy include:
a. Former students as well as those currently in attendance at GTCC may have access to
their own records.
b. A parent, legally assigned guardian, or an individual legally acting as a parent of a
student in the absence of a parent or guardian and who is financially responsible for the
student as defined under Section 152 of the Internal Revenue Code of 1954 may have
access to the records of the student for whom they are a parent, guardian or legally
acting as parent.
c. College administrators, staff, and faculty at Guilford Technical Community College who
have legitimate educational interests in having access to student records, and officials of
institutions to which the student may be applying for admission.
d. Authorized persons/agency representatives having a legitimate educational interest
(defined as authorized research or college business, which requires access to student
records) in information contained in the records, provided information about students is
not used in a manner which permits identification of a particular student.

2. Student records covered by this policy may include, but are not limited to, the following:
a. The student's permanent file, maintained in the Records Office, which contains the
following:
• All transcripts of grades and other information on those transcripts
• Application for admission
• Health record
• Mental, aptitude, or achievement test results, if applicable
 • GTCC placement test scores, if applicable
• Other information pertinent to the student's attendance at GTCC
b. Formal or informal records used to determine eligibility for student financial aid and
other documents pertaining to the financial status of the individual, which are
maintained in the Financial Aid Office.
c. Departmental records regarding the placement of students or graduates in jobs.
d. Records maintained for advising purposes by the department in which the student is
enrolled. These records may include:
• Standardized test answer sheets (not available to students for security purposes;
however, test scores are available to the student).
• Records of conferences with the student.
• Records of courses taken and grades earned.
• Various departmental evaluations and other communications referring to the
student.
• Copies of correspondence relating to the student.
e. Library circulation records, maintained for statistical and informational purposes,
showing subjects of material borrowed by students or former students. (See Learning
Resource Center Policy on Privacy of Library Circulation Records, 1981.)

3. Directory information, which may be released without permission, includes the student's
name, major field of study, enrollment status (e.g. full time, part time), participation in
officially recognized activities and sports, weight and height of members of athletic teams,
dates of attendance, degree(s) and award(s) received, and most recent previous educational
agency or institution attended by the student.

4. For a student or the parent(s) of a dependent student to review the student's record, the
following procedure must be followed:
a. The student and/or parent must obtain and complete a Consent to Release Student
Information from the GTCC Records Office.
b. Submit the competed form to the Records Office.
c. Make a mutually agreeable appointment with the Registrar to review records.
d. Meet the Registrar in the Records Office at the appointed time and review the records.

5. Authorized persons/agencies (such as the Community Colleges System Office or the Board
of Governors of the University of North Carolina) with a legitimate educational interest and
an established relationship with GTCC may obtain records through the Registrar, or through
a direct request to the Director of Institutional Research or Chief Information Officer. Logs
of such requests will be maintained by each office.

6. All persons/agencies not covered by the above situations who are seeking non-directory
information will use the following procedure: a. The requesting party will:
• Obtain and complete a Consent to Release Student Information from the Records
Office.
• Obtain the student's written consent.
• The Registrar will seek written consent of the student(s), if it is not feasible for the
person/agency representative to do so.
7. When a copy(ies) of official transcript(s) are to be provided to educational institutions,
agencies, or prospective employers the following procedure will be used:
a. Official transcripts may be requested online through Parchment.
b. Transcripts cannot be issued if the student has outstanding financial obligations to the
college.
c. Students may generate a free, unofficial copy of their transcript via Self-Service.

8. A student who believes that information in their record is inaccurate or misleading or

violates their privacy or other rights may request in writing to the Registrar an amendment
of their record.
a. The request must specifically note the reason(s) amendment of the records is needed
with appropriate justification and/or documentation.
b. The Registrar will investigate the claims made in the request and render a written
response within ten (10) days of the receipt of the request.
c. The following action(s) may be taken by the Registrar:
• If the decision is to amend the record in accordance with the student's request,
the Registrar will make the amendment.
• If the decision is not to amend, the Registrar will inform the student of the
decision and of their right to appeal to the associate vice president of Student
Services and, if not settled at that level, to the vice president of Student
Services.

Adopted 02/15/1996
Revised 04/13/2009
Revised 12/12/2019
Revised 03/13/2023 (procedure)
IV-3.1.9 Tuition and Fees Deferment
In cases of financial need or emergency, Guilford Technical Community College students may
defer a portion of their tuition and fees at the time of registration, to be paid later in the academic
term, subject to the provisions of the State Board of Community Colleges Code 1E SBCCC
200.2 Time Due, Deferred Payment, Failure to Pay.

Procedure:
1. All tuition and fees are due at the time of registration. Tuition payment deadlines will be
established each term, and students' registrations will be cancelled if their tuition and fees are
not paid by the deadline. The only exception will be for students who have completed a
Tuition Payment Plan Application/Promissory Note and are approved for the deferred tuition
and fees payment plan.

2. No deferments will be considered or granted until the student registers for classes and the
total tuition and fees amount is known. An approved payment plan must be completed prior
to the tuition payment deadline established for the student or the student will be dropped
from the registered course(s).

3. Students seeking a deferment of payment of tuition and fees must meet eligibility criteria (see
8a.) and enter into a contract with Guilford Technical Community College by completing a
Tuition Payment Plan Application/Promissory Note at the Cashier Office on the Jamestown
Campus.

4. The Tuition Payment Plan Application/Promissory Note must be approved by the Cashier
Office at the Jamestown Campus. The original approved form will be maintained by the
Cashier Office. The student will be given a copy of the completed form. Students will be
required to pay 50% of the tuition and fees upon execution of the contract and the second
payment of 50% no later than the specified date of the contract.

5. A co-signer on the note will be required for students under the age of 18.

6. Students who withdraw from the college/courses after the refund period will still be obligated
to pay the entire contract balance to the college.

7. Students will be charged a service fee for any late deferment payments. If a student fails to
repay the deferred balance on the agreed-upon date, the total deferred balance plus tuition
payment plan/deferment late fees will become due and payable immediately. Failure to
repay the deferred balance, including tuition payment plan/deferment late fees, also will
result in the student being denied student services, including but not limited to receiving
grades and official transcripts, registering for future terms, no future deferments, and
application for graduation. Legal action may be taken against the student as specified in the
promissory note.

8. Procedures for the Jamestown Cashier Office:

a. Determine if a student is eligible to apply for a payment plan: student does not have any
outstanding debts with the college, has not paid a previous tuition payment plan debt after
 the deadline, and must be registered for at least 6 credit hours.
b. Accept 50% tuition and fee payment from the student upon execution of the contract.
Give the student a copy of the Tuition Payment Plan Application/Promissory Note and a
validated receipt. File the original Tuition Payment Plan Application/Promissory Note.
c. Receive payment of the remaining balance on or before the required due date. If financial
aid is awarded and posted prior to the payment plan due date, the financial aid will be
applied to the student’s remaining deferred balance.
d. If the student fails to make the scheduled payment, the Cashier Office will deem the note
due and payable on demand. The Cashier Office will review the list of students who
have not paid or are not scheduled to receive financial aid for a final determination that
they have not paid. The Cashier Office will add a tuition payment plan/deferment late fee
to the student’s account and place a hold on their file. The Business Office hold will
remain on the student’s record denying student services including, but not limited to, the
release of grades and official transcripts, future registration for courses, future
deferments, and applying for graduation. Any method deemed appropriate according to
the terms of the promissory note may be used to collect the balance owed.

9. Procedure for faculty:

Students with tuition payment plans should appear on the rosters. If a student’s name is
not on the class roster, faculty will require the student to show a paid registration receipt.

Adopted 08/22/1996
Revised 11/02/1998
Revised 12/12/2013
Revised 02/16/2017
IV-3.1.11 Tuition, Registration Fees, Local Fees, and Self-Supporting Fees Refund
Tuition, registration fees, local fees, and self-supporting fees will be refunded subject to
provisions of the State Board of Community Colleges in accordance with
1E SBCCC 900.1, 1E SBCCC 900.2, IE SBCCC 900.3, IE SBCCC 900.4, and 1E SBCCC 900.5 or
when appropriate based on the results of the college’s formal complaint resolution process.

Where applicable, students receiving Federal Financial Aid and/or Military Tuition Assistance
will receive refunds in accordance with appropriate federal guidelines.

Procedure
1. Curriculum tuition and continuing education registration fees are set by State Board policy,
as are provisions for their refund. A full refund of curriculum tuition will be made if the
student officially withdraws from class(es) prior to the first day of class(es) of the academic
term, if the student officially withdraws from the college before the first day of the academic
term, or if the class is cancelled and the student’s tuition is not applied to other class(es)
taken in that same term. A full refund of continuing education registration fees will be made
if the student officially withdraws from class(es) prior to the first-class meeting or if the class
is cancelled or full. A partial refund (75 percent) of tuition and registration fees will be made
if the student officially withdraws from class(es) prior to the 10 percent point of the class(es).
Procedures are in accordance with 1E SBCCC 900.1 and 1E SBCCC 900.2.

2. To receive a refund, a student must officially withdraw from class(es). A student is

considered officially withdrawn on the date that a student withdraws by using the college’s
online registration system or on the date that a Student Course Drop/Withdrawal form or
continuing education withdrawal form is received by the college.

3. If a student, having paid the required tuition or registration fees for a course section, dies
prior to completing that course section, all tuition and registration fees for that course section
shall be refunded to the estate of the deceased upon the college becoming aware of the
student’s death in accordance with 1E SBCCC 900.3.

4. A full refund of tuition and local fees for credit students and registration and local fees for
non-credit students will be made to military reserve and National Guard personnel called to
active duty or to active personnel who have received temporary or permanent reassignments
as a result of military operations that make it impossible for them to complete their course
requirements. In addition, the college will buy back textbooks through the college bookstore
to the extent possible. The college will use distance learning and other educational
methodologies to help these students complete their course requirements. A student called to
military duty shall provide a copy of their orders to the Records Office. Then, the Records
Office shall authorize eligibility for refund of tuition, fees, continuing education registration
fees, and book buy-back. Upon receipt of authorization, the Business Office will issue the
refund due and the bookstore will buy back textbooks to the extent possible. Procedures are
in accordance with 1E SBCCC 900.4.

5. Local fees consist of course specific fees; student activity fees; campus access, parking and
security fees (C.A.P.S.); computer use and technology fees; student success fee; student
 accident insurance premiums; and student malpractice insurance premiums. Local fees are
fully refundable for curriculum classes if a student officially withdraws before the first day of
class of the academic term, or if the class is cancelled and the local fees are not applied to
other class(es) taken in that same term. Local fees are fully refundable for continuing
education classes if the student officially withdraws from class(es) prior to the first-class
meeting or if the class is cancelled. Otherwise, local fees are non-refundable. Procedures are
in accordance with 1E SBCCC 900.5.

6. The refund procedures for registration fees for community service and self-supporting classes
follow the same procedure used for continuing education registration fee and tuition refunds.
Procedures are in accordance with 1E SBCCC 900.5.

7. In Accordance with Department of Defense Instruction (DODI) 1322.25, Change 4 dated April 2,
2020, all schools desiring to participate in the Military Assistance (TA) Program must agree
to:
a. Return any TA Program funds directly to the Military Service, not to the Service
member.
b. Up to the start date, return all (100 percent) TA funds to the appropriate Military Service
when the Service member does not:
1) Begin attendance at the institution; or
2) Start a course, regardless of whether the student starts other courses.
c. Return any TA funds paid for a course that is cancelled by the educational institution.
d. Return any unearned TA funds on a proportional basis through at least the 60 percent
portion of the period for which the funds were provided. TA funds are earned
proportionally during an enrollment period, with unearned funds returned based upon
when a student stops attending. In instances when a Service member stops attending due
to a military service obligation, GTCC will work with the affected Service member to
identify solutions that will not result in a student debt for the returned portion.

8. Students who are unable to attend a course by the census date, who will miss more than 10%
of a course’s meeting dates, and/or who will not meet a course’s attendance requirements due
to a documented medical condition may petition the registrar for a tuition refund. The
petition for medical related refund must include medical documentation from a licensed
primary healthcare provider. Requests for medical related refunds due to pregnancy,
childbirth, and/or postpartum recovery will be forwarded to the Title IX Coordinator or their
designee for review and approval.

9. Students who request a refund unrelated to the refund guidelines above, must have gone
through the formal written student complaint process for determination.

Adopted 10/17/1996 Revised 06/16/2016

Revised 02/14/2002 Revised 06/20/2022 (procedure)
Revised 06/21/2007 Revised 11/02/2023
Revised 12/16/2010
Revised 08/22/2014
V. POLICIES AFFECTING EMPLOYEES

V-1.1.1 Employment
Guilford Technical Community College is committed to equal employment opportunity. Except
in cases of reorganization or reassignment of personnel approved by the president, all vacancies
for full-time and part-time regular positions will be advertised. Announcements of the positions
may be mailed to "target population" institutions or agencies.

Procedure
1. The hiring manager is responsible and accountable for providing administrative oversight
throughout all aspects of the selection and hiring process for all positions. Hiring decisions
for temporary positions are delegated to the hiring manager who is expected to use good
judgment in applying comparable employment practices described herein for the hiring of
regular and time-limited positions. The hiring manager must:
a. Communicate the college’s commitment to non-discrimination:
• Articulate the value the college places on diversity and play an active role in
developing a diverse workforce;
• Plan and allow sufficient time in advance of need for advertising, interviewing and
the selection process;
• Conduct the selection process in a timely and professional manner that respects the
rights of applicants to some level of confidentiality;
• Provide applicants with a positive impression of the college throughout the selection
process;
• Use merit, qualifications such as education, experience or competencies and other
job-related criteria as the primary basis for hiring recommendations and decisions.
b. Other administrative responsibilities include conscientious recordkeeping consisting of
creating, maintaining, managing and retaining all documents as may be used during the
process of recruiting, screening, interviewing, applicant scoring/ranking and
recommending candidates for hire. In particular, this policy must be strictly observed to
record the disposition for each applicant which specifies the applicant’s results for each
screening tool utilized. Some examples of these documents include: applications,
transcripts, minimum qualifications screen, interview selection matrix and hire ranking
grid. The hiring manager’s oversight responsibility explicitly includes:
• Tracking, collecting and filing all documents in the recruitment file for the vacant
position. This file must be submitted to Human Resources within two (2) business
days of the offer being extended and accepted.
• Preparing documentation which records the name and position of the hiring manager
providing administrative oversight for each hiring decision. This document must be
retained and archived in the recruitment file for the vacant position.

2. Prior to advertising, the hiring manager will:

a. Review the primary duties and responsibilities of the position, determine what duties
and responsibilities are essential for the employee to perform and what abilities are
reasonably required for these tasks, and revise the job description as necessary.
b. Prepare a new or modified job description, with edits highlighted, that must be approved
by the Chief Human Resources Officer or their designee prior to completing a Job
 Posting Request in the Human Resources Talent Management Platform. The Human
Resources Office will input all job descriptions into the Human Resources Talent
Management Platform.
c. Complete the Job Posting Request in the Human Resources Talent Management Platform.
The Job Posting Request will be routed to the appropriate departments for review and
approval. Each approving department shall generally have 3 business days to approve a
Job Posting Request. Each approving manager must identify a proxy with their approval
authority.
d. Be notified by Human Resources through the Human Resources Talent Management
Platform when positions are approved so that recruiting may begin.

3. Positions will be advertised as follows:

a. Human Resources will maintain a list of standard employment advertising sources. The
hiring manager will provide input on advertising needs and preferences for consideration
as well. Concerted efforts to reach applicants from historically under-represented groups
shall be undertaken. Advertising will be approved and placed by the Human Resources
Office.
b. The overall applicant pool will be assessed by the hiring manager for its quality and
depth. The Human Resources Office will review for diversity. If the applicant pool is
determined to be inadequate based on this information, Human Resources will consult
with the hiring manager/hiring manager’s manager to determine how the recruitment
effort should proceed.
c. All GTCC applicants are required to complete a GTCC employment application.
Completed applications are critical to salary calculations. A resume is not a substitute for
an application or an incomplete application.
d. All applicants considered for hire must be able to perform the essential duties of the
position and must meet the minimum requirements.
e. All materials including but not limited to application, resumes and transcripts received
directly by the hiring manager/hiring manager’s manager must be forwarded to the
Human Resources Office for appropriate recording and processing. At the appropriate
time, Human Resources will release the applications to the hiring manager/hiring
manager’s manager or search committee for review and screening for minimum
qualifications. The Human Resources Office will assist the hiring manager/hiring
manager’s manager or committee in determining candidates to be interviewed on an as
needed basis.
f. The hiring manager will screen for minimum qualifications and for receipt of transcript(s)
copy for faculty positions only. An evaluation of faculty transcripts to determine
compliance with Southern Association of Colleges and Schools standards will be
conducted by the academic dean and submitted to the Office of Instruction for approval
by the senior vice president of Instruction or designee.
g. Applications will be reviewed on a “first come, first served” basis. Therefore,
applications will not be reviewed if an adequate applicant pool is achieved prior to the
date additional applications are received.
h. Announcement of vacant positions:
• All externally advertised positions must be posted for a minimum of 10 business
days.
 • All internally advertised positions must be posted for a minimum of 3 business days.
• In rare instances, a request for waiver of advertisement can be made on the Job
Posting Request in the Human Resources Talent Management Platform and must be
approved by the president or their designee.

4. Each college employee who will participate in the interview process must have completed
hiring training or have been informed of role expectations, have received a copy of the
current Interview Guide and become familiar with the GTCC Employment policy.
• Hiring managers must submit an Interview Selection Matrix and proposed interview
questions to the Chief Human Resources Officer or their designee prior to conducting
interviews. Human Resources will provide a library of core interview questions. Hiring
managers may select up to 12 but not less than 7 core questions and may choose up to 6
but not less than 3 optional questions. An initial interview should have between 10-18
interview questions. All optional questions must be submitted to Human Resources for
approval prior to the interview.
• Follow up or second interviews may be scheduled as deemed appropriate. Optional
questions for second interviews must be reviewed and approved by the Human Resources
Office prior to the interview.
• Applicants selected for interview will be interviewed by a hiring committee typically
consisting of 5-6 members. Efforts to achieve a diverse committee to include at least 1
member from outside of the hiring department or division will be made. Exceptions to
this may be approved by the area vice president and with Human Resources consultation
but in all cases the size of the interview committee shall not be less than 3 members. The
Human Resources Office will assist in the interview process as needed.
• During the interview, each candidate should be asked questions about their soft or
employability skills (e.g., teamwork, integrity, etc.). Attention should be paid to the
candidate’s background and experience relevant to the particular duties of the position.
Ask for examples of the desired behaviors. (See the Interview Question Bank.)
• The interview committee will recommend a minimum of two unranked candidates for
interview by the hiring manager’s manager and/or vice president who generally will
make the final hiring decision. Department chair and above positions must be interviewed
by the president or their designee.

5. Prior to offering a position to an applicant:

a. Employment History Check forms will be obtained from Human Resources, completed by
the hiring manager and this information will be submitted to the Human Resources Office
prior to Human Resources providing a salary calculation. Due diligence should be
exercised in following up on references and any questionable areas they may raise or
indicate. All reference forms, information and records must be returned to the Human
Resource Office.
b. The Human Resources Office will conduct criminal background checks on finalists
submitted for regular positions. Certain other positions such as childcare and Campus
Police Officers may require criminal checks regardless of status as regular, time-limited
or temporary. Other background checks such as credit or motor vehicle record checks
may be conducted based on the position requirements, business necessity, and applicable
state laws. See also IV- 1.025 Background Checks.
 c. The hiring manager must submit the completed hire ranking grid used to identify the top
two candidate(s) and any/all interview notes/materials to the Human Resources Office
prior to receiving a salary calculation.
d. The hiring manager will submit the selected candidate to hire in the Human Resources
Talent Management Platform. The Hiring Request will be routed to the Human Resource
Office for a salary calculation and then to the hiring manager’s manager/vice president
for final approval.
e. The hiring manager/hiring manager’s manager may discuss with the Chief Human
Resources Officer or their designee, the salary to be offered to the candidate. Salary
determinations for faculty and staff positions will be made based on the applicable salary
scale after conducting a review of similar positions within the department and across the
college. The president or their designee will grant approval for salary exceptions
submitted by Human Resources. A hiring manager/hiring manager’s manager may
initiate a salary exception request by contacting Human Resources.
f. Once the salary determination is made, an offer of employment will be extended on
behalf of the college by the hiring manager/hiring manager’s manager.
g. The hiring manager/hiring manager’s manager will confirm offer acceptance and the
onboarding start date with the Chief Human Resources Officer or their designee and enter
the information into the Human Resources Talent Management Platform.
h. New hires cannot be added to an onboarding session unless at least 5 business days’
notice is given. Rare exceptions may be approved by the Chief Human Resources Officer
or designee.

6. Once an offer has been made and accepted:

a. An offer letter and new hire packet will be sent to newly hired employees by the Chief
Human Resources Officer or their designee.
b. Onboarding schedules and procedures for new employees will be on the HR homepage /
Manager’s Toolkit.
c. The Human Resources Office will correspond via the Human Resources Talent Management
Platform with all other applicants, not hired, that the position has been filled.
d. It is the responsibility of the hiring manager to make sure their new employee has all
computer related access, phone access, and has all needed supplies prior to the new hire’s
first day of employment.
e. The hiring manager must meet with the new employee within the first two weeks of
employment to complete an initial Employee Performance Appraisal (EPA). For regular
positions, this will begin the new employee’s 9-month probation period. Faculty hired
into time-limited positions are evaluated at the end of each semester and staff hired into
time-limited positions are evaluated every four months during the initial 9 months of
employment.

7. All forms referenced in this policy may be obtained on the HR Homepage/Manager's Toolkit
or in the Human Resources Office. Core questions may be found in the Human Resources
Talent Management Platform or in the Human Resources Office.

Adopted 02/15/1996 Revised 08/12/2020

Revised 10/03/2012
V-1.1.2 Initial Probationary Employment
New employees receiving appointment to full-time or part-time regular positions must serve an
initial probationary period of twelve months. In the case of part-time employees hired for twelve
months or less, the probationary period will extend through the duration of the appointment.

At any time during the initial probationary employment period, an employee may be dismissed
for any reason. If the employee wishes to terminate employment from Guilford Technical
Community College, a 30-day written notice is requested and a minimum of two weeks is
expected.

Procedure
1. The employee’s supervisor is responsible for ensuring that the new employee is evaluated a
minimum of three times during the twelve-month initial probationary period. The evaluations
will be scheduled at the discretion of the supervisor, but should take place at four- month
intervals during the twelve-month probationary period.

2. At each evaluation, the employee will be updated on their performance as compared to the job
description, responsibilities, and GTCC’s performance attributes.

3. A current employee who moves to a new position will be subject to an initial probationary
period in accordance with this procedure.

4. The employee can be dismissed at any time during the initial probationary period if it is
determined that they have not achieved a satisfactory level of performance. The decision to
dismiss an employee is made by the president, upon recommendation of the appropriate vice
president.

5. Due process is not available to the employee serving an initial probationary period in the case
of dismissal.

Adopted 02/15/1996
Reviewed 01/22/2014
Revisions 09/02/2021
V-1.1.3 Employment Preference for Veterans and Their Spouses/Surviving Spouses
It shall be the policy of the Guilford Technical Community College that, in appreciation for their
service to this State and this country during a period of war, and in recognition of the time and
advantage lost toward the pursuit of a civilian career, eligible veterans shall be granted
preference in employment with Guilford Technical Community College when the qualifications
and experience of the final candidates for a position are generally equal. The provisions of this
policy are congruent with the provisions of North Carolina General Statutes §128-15.

The veterans’ preference is not absolute. The college is allowed to hire the best qualified
candidate and to consider recent/remote experience and how relevant the experience is to the
position. The preference applies to each stage of the hiring process, initial employment, and
other employment events including subsequent hirings, promotions, reassignments, and
horizontal transfers.

For purposes of this policy, an “eligible veteran” is:

1. A veteran who served during a period of war. "A period of war" includes World War I (April
16, 1917, through November 11, 1918); World War II (December 7, 1941, through
December 31, 1946); the Korean Conflict (June 27, 1950, through January 31, 1955); the
period of time between January 31, 1955, and the end of the hostilities in Vietnam (May 7,
1975); the Persian Gulf War (August 2, 1990 through January 2, 1992); or any other
campaign, expedition, or engagement for which a campaign badge or medal is authorized by
the United States Department of Defense.

2. The spouse of a disabled veteran.

3. The surviving spouse or dependent of a veteran who dies on active duty during a period of
war either directly or indirectly as the result of such service.

4. A veteran who suffered a disabling injury for service-related reasons during peacetime.

5. The spouse of a veteran described in subdivision 4 of this subsection.

6. The surviving spouse or dependent of a person who served in the Armed Forces of the United
States on active duty, for reasons other than training, who dies for service-related reasons
during peacetime.

Procedure
1. To be considered for hiring preference, a person who considers themselves to be an “eligible
veteran” under the provisions of this policy must indicate veteran or qualified spouse status
on the appropriate forms submitted as part of the application and submit DD form 214.

2. HR will identify applicants who are “eligible veterans” and who wish to claim veterans’
preference. The interview committee will determine if the veteran(s) meet minimum
qualifications. The interview committee is not required to interview all qualified eligible
veterans if their inclusion would result in a burdensome number of interviews, but eligible
veterans must be represented in the interview pool.
3. The interview will be considered critical to determine how relevant the experience of the
eligible veteran is compared to other qualified candidates in the pool. If a non-veteran is
hired over a preferred eligible veteran, the interview committee must document and justify
the decision. This documentation will be submitted to the Human Resources department
with the committee’s recommendation for hiring.

Adopted 12/18/2008
V-1.1.4 Letters of Appointment and New Hire Offer Forms
Guilford Technical Community College confirms employment through Letters of Appointment
for regular and time-limited employees or New Hire Offer Forms for temporary employees.
Positions may be full-time or part-time. Letters of Appointment renew automatically without
notice and continue to renew until GTCC or the employee elects to end the employment
relationship, thereby terminating the agreement. Absent a mutual agreement indicating
otherwise, all employees are employed “at will”.

Procedure
1. Letters of Appointment or New Hire Offer Forms will be issued to those employees who are
determined by the president to be necessary for the continuation of operations. See V-2.1.1
Non-renewal of Appointment policy. A Letter of Appointment or New Hire Offer Form is
issued upon the offer of employment. Employment is contingent upon satisfactorily passing
any required background and final reference checks.

2. Employees who are hired for regular positions remain in probationary status for the first
twelve months of employment (see V-1.1.2 Initial Probationary Employment policy). During
this initial probationary period, if the employee's performance is deemed unsatisfactory, the
relationship may be terminated by GTCC without a hearing or further “due process.”
Nothing herein requires employment to continue for the entire twelve-month probationary
period. The employment at-will relationship may be discontinued at any time.

3. Following completion of the twelve-month probationary period, full- and part-time regular
employees are afforded “due process”, to the extent provided by GTCC policy V-2.1.3 Due
Process for Employment Termination.

4. Should it be determined that the performance of an employee during the initial probationary
period is or becomes unsatisfactory, they may have their probationary period extended
through the offer of an interim probationary period. The employee must fulfill the terms of
the interim probationary period, including but not limited to performance improvement plans
and other stipulations to continue to be employed by GTCC.

5. Employees who occupy positions that are specially funded may be subject to additional
guidelines that govern the privileges, conditions, and terms of employment as required by the
funding agency.

6. The president (or designee) is the only individual empowered to offer and approve
employment by the college.

7. An employee occupying a temporary part-time position for a specified hourly wage and a
specified number of hours per week or month will be employed for a period not to exceed
twelve months. Exceptions include adjunct faculty and other positions that may be
authorized by the president or their designee.

Revised 02/15/1996 Revised 10/2005 Revised 03/14/2022

Revised 08/1998 Revised 02/20/2014
V-1.1.5 Classifications of Positions
It is the intent of Guilford Technical Community College to clarify the definitions of job
classifications so that employees understand their employment status and benefits eligibility.
Classification groups are generally based on positions that have comparable types of duties and
responsibilities requiring similar types of knowledge, skills and abilities. These classifications
do not guarantee employment for any specified period of time.

Procedure for Classifying Groups

1. Curriculum Faculty Leadership - Academic deans/directors, department chairs, program
directors
a. Academic Deans/directors - Academic deans report to the senior vice president of
Instruction. Directors may report to a vice president or an academic dean depending on
organizational structure. These positions will teach a minimum of one course/year with
their primary assignment including responsibilities for management, supervision and
evaluation for their assigned areas. Academic deans/directors will work a 40-hour week
on-campus schedule and earn annual leave. Contracts are 12 months.
b. Department Chairs – Department chairs report to a designated academic dean and are
elected/appointed every 3 years. Department chairs will teach a 50% instructional load
and in coordination with the Academic dean, assist with responsibilities for
management, supervision and evaluation for their assigned areas with emphasis on
providing support to adjunct faculty. Department chairs will work a 40-hour week on-
campus schedule and follow traditional faculty break periods. They do not earn annual
leave but are allocated 1 to 2 personal leave days per term depending on years of
experience. Contracts are 12 months.
c. Program Directors - Program directors may report to an academic dean or a department
chair depending on organizational structure. Program directors will have primary
teaching responsibility with release time to support program related management tasks
including accreditation. Individuals in these positions will follow traditional faculty
schedule parameters and break periods. They do not earn annual leave but are allocated
1 to 2 personal leave days per term depending on years of experience. Contracts may be
10 or 12 months based on program.

2. Faculty
a. Regular Curriculum Faculty - Regular curriculum teaching faculty are contracted
normally for nine months when teaching assignments are for two semesters per year.
Extensions may be given as deemed necessary and with appropriate approval based on
the needs of the college. Individuals in these positions will follow traditional faculty
schedule parameters and break periods. They do not earn annual leave but are allocated 1
to 2 personal leave days per term depending on years of experience.
b. Regular Continuing Education Faculty - Regular Continuing Education teaching faculty
are normally contracted for 12 months. Employees in this category work a 40-hour week
schedule and earn annual leave.
c. Regular Basic Skills Faculty- Regular Adult Basic Skills teaching faculty are normally
contracted for 12 months. Employees in this category work a 40-hour week schedule and
earn annual leave.
 d. Adjunct Faculty - Adjunct teaching faculty will be employed after all regular faculty have
been assigned appropriate teaching loads. The following are the maximum workloads
that adjunct faculty may carry per term. An academic dean and/or director must obtain
approval from their area vice president prior to assigning contact hours above the
maximum load through documentation on the ACA Exception Form. Area vice
presidents will forward the form to the faculty workload coordinator to record and retain.

Category Term Maximum Load/Term*

Curriculum Fall/Spring 15 weekly contact hours/term
Summer 10 weekly contact hours/term
Curriculum-Clinical Only** Fall/Spring 27 weekly contact hours/term
Summer 17 weekly contact hours/term

Adult Basic Education Fall/Spring 432 contact hours

Summer 288 contact hours

Occupational Extension Fall/Spring 432 contact hours

Summer 288 contact hours

Community Service Fall/Spring 432 contact hours

Summer 288 contact hours

* Maximum workloads are based on faculty assignments over the entire term. If an
instructor ONLY teaches one mini-mester or a portion of the term (has more than a
30-day break in service), the maximum contact hours DO NOT APPLY. Please
contact the faculty workload coordinator for assistance with breaks in service.
Any employees who have a break in service from four weeks to 26 weeks will not have
this break in service counted toward their average hours per week. Any employees
with a break in service over 26 weeks will be treated as a new employee if they return
to the college in a future term. Please contact the faculty workload coordinator for
assistance with breaks in service.

**This workload is based on Curriculum Clinical Instruction ONLY. Please contact the
faculty workload coordinator for assistance when adjunct faculty teach a combination
for Curriculum/Lec-Lab and Curriculum/Clinical.

3. Exempt Staff
a. Managerial
Managerial staff includes all persons whose primary responsibilities include hiring,
training, supervising and evaluating employees. These positions may include budget
management and often require a two- or four-year degree or more.
b. Technical
Technical employees are generally those employees whose jobs require specialized skills
such as IT, Finance, and Construction. These positions may or may not supervise
employees, but do require a two- or four-year degree or more.
c. Student Services
 These employees work with students, staff and faculty to facilitate the operation of the
educational program. This category includes advisors, counselors, and other exempt
positions that work closely with the academic program. These positions may or may not
supervise employees, but do require a two- or four-year degree or more.

4. Non-exempt
a. Office Support/Clerical
Office support/clerical employees include all persons whose assignments typically are
associated with clerical activities or are specifically of an office support nature. Such
duties include responsibility for internal and external communications, recording and
retrieval of data (excluding computer programming), and/or information and other paper
work required in an office.
b. Technical/Paraprofessional
Technical/Paraprofessional employees include all persons whose assignments require
specialized knowledge or skills which may be acquired through experience or in
academic work such as is offered in two-year post-secondary institutions or through
equivalent on-the-job training.
c. Service Maintenance
Service Maintenance employees include those whose assignments require skills and
training appropriate for work as Campus Police Officers and Maintenance personnel.

5. All positions are classified as regular, temporary, or time-limited positions.

a. A regular position is one which is budgeted from year to year as need for it continues to
be demonstrated. Full or prorated benefits are provided based on the full-time or part-
time status of the position.
b. A temporary position is established to meet a short-term or intermittent need. An
appointment to this type position is granted for no more than one year. Full-time
temporary appointments will not be for continuous service arrangements. Continuous
service means more than one year for both faculty and non-faculty. Persons appointed to
temporary positions are not eligible for benefits.
c. A time-limited position is a temporary appointment to a budgeted line item normally for a
period exceeding three months, but no more than one year. Exceptions to the one-year
limitation must be approved, in writing, by the president. Examples of this type of
temporary appointment include the following: replacement of employees on leave,
instances where insufficient job applicants have been received for a vacant position.

Persons appointed to time-limited positions receive the same benefits as employees in

regular positions. In the case of legislative salary increases, a review will be completed
on a case by case basis.

6. All positions are classified as to full-time or part-time status.

a. Full-time: A position is considered full-time when it is scheduled as required to meet the
college's standard for that position. A typical non-faculty, full-time position is scheduled
for 30-40 hours per week (1560-2080 hours per twelve-month period). An employee
may be appointed to a full-time position for a period of nine to twelve months at a
specified monthly salary. A full-time position may be regular, temporary, or time-limited.
 b. Part-time: A part-time position is scheduled for fewer hours than full-time. Part-time
positions are often expressed in fractions of full-time, such as "half-time" or "quarter-
time". As a general rule, part-time staff should not work more than 25 hours per week.
A manager must obtain approval from their area vice president prior to assigning work
beyond 25 hours per week through documentation on the ACA Exception Form. Area
vice presidents will forward the form to the ACA/Benefits coordinator to record and
retain. A part-time position may be regular, temporary, or time-limited.

Adopted 06/18/1998
Revised 02/19/2004
Revised 06/19/2006 (procedure)
Revised 10/20/2016
Revised 04/27/2020 (procedure)
V-1.1.6 Background Checks
Hiring qualified individuals to fill positions is important to the success of Guilford Technical
Community College (GTCC). The college uses background checks as an important part of the
selection process for all designated GTCC positions. Background checks are used to obtain
additional applicant information to help determine the applicant’s overall employability. These
assessments are also useful in protecting GTCC property, to ensure information security and to
promote a safe environment for current and future GTCC students and employees. The type of
information that may be collected includes, but is not limited to, criminal background checks,
educational background information, employment history, credit information, drug and alcohol
screening results, professional and personal references.

Each background check will be evaluated using a set of Human Resources best practice factors
against the particular requirements of the specific position. A conviction in a person’s
background will not be used as a blanket exclusion from employment with the college.

Procedure
1. Guilford Technical Community College will conduct criminal background checks on all
individuals receiving a contingent offer of employment for regular, full-time time limited,
adjunct and other designated positions beginning July 1, 2016. Other background checks
such as credit or motor vehicle record checks may be conducted based on the position
requirements, business necessity, and applicable state laws.

2. GTCC will ensure that all background checks are held in compliance with applicable federal
and state statutes, such as the Fair Credit Reporting Act.

3. In the instance where applicable background checks cannot be completed before

employment begins, the candidate may be employed and permitted to begin work while the
background check is in progress. Continued employment will be contingent upon
completion of the background check(s) and acceptable results. Hiring managers and the
Chief Human Resources Officer will confer to determine whether a position lends itself to a
contingency offer or is too sensitive for this approach.

4. Job applicants are required to authorize the college to conduct a criminal background and
credit check. The applicant will not be considered for employment if this authorization is
not given. If the applicant is found to have given false or misleading information about their
criminal history or has withheld any information regarding conviction history, the applicant
will not be considered for employment.

5. Current GTCC employees may be subject to criminal background checks if they seek to
transfer or promote to another position and they have not been subject to a background
check at GTCC in the past, if there has been any break in service, or if other good cause
exists to request it. For purposes of this policy, a determination of whether good cause
exists is in the sole discretion of the president. If a current GTCC employee is found to
have falsified or withheld any information regarding conviction history they are subject to
disciplinary action up to and including termination.
6. The results of criminal convictions may be considered in hiring, dismissal, disciplinary, and
other personnel decisions. If an applicant’s or employee’s history indicates that they
possess a threat to the physical safety of students or personnel, or that they have
demonstrated insufficient integrity, honesty, ethics, or other traits to fulfill their duties as an
employee, the offer of employment will be withdrawn or the employment will be
terminated. All employees are hired conditionally, pending review of the criminal
background check or of the criminal background check and credit report. Factors that will
be considered in the evaluation include:
a. the nature and gravity of the offense,
b. the facts or circumstances surrounding the offense or conduct including
1) the number of offenses for which the individual was convicted
2) the length of time that has passed since the offense or completion of criminal
sentence
3) the individual’s age at the time of conviction or release from prison / completion
of sentence
4) the length and consistency of employment history before and after the offense or
conduct
5) the nature of the job currently held or sought, evidence that the individual performed
the same type of work, post-conviction, with no known incidents of criminal conduct
6) rehabilitation efforts, education or training, employment or character references
and any other information regarding fitness for the particular position; and
7) whether the individual is bonded under a federal, state, or local bonding program.
c. Whether hiring, transferring or promoting the applicant would pose a risk to the college,
as determined by the president in consultation with the Chief Human Resources Officer
and any other individual(s) that the president deems appropriate.

7. In the event that an adverse employment decision proposed or made by GTCC with respect
to any applicant or employee is based in any part on the criminal background check or credit
report supplied to the college by a third party, GTCC will provide a pre-adverse action
disclosure and/or adverse action notification in accordance with the requirements of the
federal Fair Credit Reporting Act.

8. Each employee is required to notify their immediate supervisor and the Chief Human
Resources Officer or their designee, within seven (7) business days after any criminal arrest,
indictment, charge, conviction, guilty plea, or plea of no contest, other than those relating to
misdemeanor traffic violations.

9. Adverse background check results are reported to the Manager of Employment who will
consult with the Chief Human Resources Officer to determine the implication on the
applicant or employee based on the nature of the GTCC job in consideration. If the results
are from a job applicant, the Chief Human Resources Officer will also consult with the
hiring manager. In the case of an applicant, the Chief Human Resources Officer will make
the final determination as to whether the candidate is eligible for hire.
a. If the Chief Human Resources Officer determines that a candidate could be ineligible for
hire based on the results of a background check, the Human Resources office will send a
pre-adverse action notification letter to the candidate in accordance with the
 requirements of the federal Fair Credit Reporting Act. If the candidate chooses to
dispute the results of the background check, they may contact the agency that produced
the report directly per the notification letter from GTCC.
b. The applicant may submit a written statement to the Chief Human Resources Officer at
GTCC as to why the background information found should not preclude them from
being hired for the position. The statement must be received by the GTCC Human
Resources office within 7 business days of the date of the pre-adverse determination
letter.
c. The Chief Human Resources Officer will review the statement and may consult with the
hiring manager, legal counsel and/or others. The Chief Human Resources Officer will
respond to the candidate within ten (10) business days of receipt of the statement by
GTCC. The written response shall be mailed to the candidate and the decision is final.
No further appeals by the candidate will be considered.

10. Motor vehicle record checks will be conducted for applicants to, and periodically for
employees in, positions requiring routine use of college vehicles, as designated in the job
description. Such checks will help assess risks of damage to persons and property. Applicants
may not be hired, and employees may be discharged if the risk of such damage is deemed to
be too great based on the record check.

11. If an employee seeking a transfer or promotion to a position requiring a motor vehicle record
check is found to have driving violations making them ineligible, the employee will not be
further considered for any position requiring the use of college vehicles (as determined by the
job description and in keeping with the Use of College Vehicle rule).

12. Some departments may require additional background checks appropriate to the position, e.g,
campus police officer, child care worker, etc.

13. Effective August 1, 2009, GTCC began requiring Criminal Background Checks (CBC),
Office of the Inspector General Reviews (OIG), and Drug Testing of students, all full-time
faculty and staff and assigned part-time faculty in curriculum and continuing education
programs that involve them in clinical or internship placements at health facilities where these
screenings are required. Accordingly, completion of the CBC, OIG Review, and submission
of a negative Twelve Panel Urine Drug Screen report from a National Institute of Drug Abuse
(NIDA) approved laboratory is required by GTCC prior to the first assignment of a faculty or
staff member or of a student at any requiring health facility partner. Therefore, the following
rules apply for employees:
a. The required drug testing shall be conducted on a pre-employment/pre-assignment basis.
b. An employee’s refusal to sign either an Acknowledgement, Consent and Agreement to
Comply Form or a Chain of Custody Form will result in the employee’s being unable to
participate in the program, and may also be treated as a voluntary resignation from
employment. (See Forms section of this manual.)
c. Clinical partnership positions made available to faculty are contingent upon the results of
these screenings and drug test, and submitting a negative drug and screening report will
be a requirement prior to the start of clinical courses.
 d. Positive CBC and OIG Review results will be evaluated on a case-by-case basis. In
addition, employees must immediately self-report (to the college’s Chief Human
Resources Officer) any subsequent charges/involvement in criminal or fraudulent activity
that would violate CBC or OIG standards. Failure to self-report will result in appropriate
action being taken, up to and including termination of employment.
e. An employee who does not test negative for inappropriate drug or alcohol use is in
violation of the partnership agreement. A confirmed positive or inconclusive drug test
result, validated by the medical review officer, will result in the employee being removed
from the clinical agency, and may result in disciplinary action up to and including
termination of employment.
f. GTCC shall pay the cost of the CBC, OIG Review, and drug tests, initial and
confirmation, which are required by the clinical agency. The employee shall pay the
costs of any additional screenings or drug tests not required by the clinical agency, as
outlined above or for a specimen retest.
g. Screening and test results will be confidential with disclosure of results provided only to
approved persons in the Human Resources Office and those with a need to know. GTCC
shall maintain as confidential records, separate from other personnel records, all
screening/drug test results and related information.
h. GTCC may offer an Employee Assistance Program to employees and their immediate
family members in appropriate cases. Employees are encouraged to seek assistance with
drug-related problems prior to being selected for drug testing.

Adopted 12/18/2008
Revised 07/23/2009
Revised 02/17/2011
Revised 06/16/2016
V-1.1.7 Change in Employment Status
The president reserves the right to make changes in job status through reorganization or
reassignment of personnel (includes promotion, lateral transfer, demotion, work site location,
and work schedule). Promotions or transfers of employees also may be considered upon request
initiated by the employee or by appropriate supervisory personnel.

Procedure
1. Significant changes in an employee's job status will be discussed with the affected employee
in a timely manner as determined by the college.

2. The employee may initiate a request for change of job status by submitting an application for
an announced vacancy to Human Resources, or by informing their immediate supervisor of a
desire to change job status. Generally, the requesting employee should have successfully
completed an initial new hire probationary period and otherwise be in good standing (not on
or pending any disciplinary action) with the college. Exceptions to this may be granted by
the president.

3. The supervisor or appropriate administrator may initiate change of job status by referring the
employee to the appropriate administrator, or by encouraging the employee to apply for an
available position.

4. Vacant positions are filled as outlined in the procedural guidelines of the Employment policy.
The position must be posted prior to acceptance of applications. If no qualified person
applies the president or their designee may reassign a qualified employee.

5. The position job description defines the job classification, thus determining whether an
applicant's change in job status constitutes a promotion or transfer.

Adopted 02/15/1996
Revised 02/20/2014
V-1.1.8 Secondary Employment
The employment responsibilities to the college are primary for any employee working full-time;
any other employment in which that person chooses to engage is secondary. An employee must
have approval from the president, or designee prior to engaging in any secondary employment.
The GTCC Board of Trustees shall approve or disapprove any secondary employment of the
president. State Board of Community Colleges Code IC SBCCC 200.94.a.28 Local College
Personnel Policies.

Procedure

Secondary Employment of Full-time Faculty and Exempt Staff:

1. Full-time faculty and exempt staff are employed with the understanding their primary
employment responsibility is to GTCC. Their full-time position at GTCC must take
precedence over any and all secondary employment outside of GTCC (including self-
employment) and any additional internal assignment that falls outside of the employee’s
primary job responsibility (e.g., full time exempt staff teaching as adjunct faculty). The
needs of the college and activities to support teaching, learning, and student success take
priority over secondary employment of the faculty or staff member.

2. As outlined in the Management Manual and College Wide Rules, full-time faculty
members and exempt staff are employed for a 40-hour work week. For faculty members,
this includes combined direct and indirect instructional activities and other assigned duties.

3. Secondary employment will not be performed during the faculty or exempt staff member’s
normal scheduled hours of work unless conducted on faculty non-work days, holiday leave,
or days pre-approved for annual leave or leave without pay. Secondary employment
cannot involve the use of college resources or facilities.

4. The acceptance of additional employment of any kind (including self-employment)

requires administrative pre-approval of the faculty or exempt staff member’s supervisor,
academic dean (faculty only), and area vice president. Final approval is required by the
president, or designee. Acceptance of secondary employment without proper prior
approval may be grounds for disciplinary action, up to and including, termination of GTCC
employment.

5. Secondary employment shall not interfere with GTCC work assignments. The faculty
teaching schedule or exempt staff employee’s work schedule, committee assignments,
special projects and institutional service will take priority over secondary employment
requests. The faculty/exempt staff member’s assigned work schedule must be submitted
with the Application for Secondary Employment/Conflict of Interest (see Appendix A).

6. Annual renewal requests for secondary employment are due on or before July 31st each
year. However, new and renewal request with changes to secondary employment can be
submitted anytime during the year/term. Approval must be obtained before the acceptance
of secondary employment. No secondary employment will be considered permanent and
approval for continuance in subsequent terms must be given prior to the beginning of each
subsequent year/term (see Procedure section). Failure to do so may result in revocation of
 authorization of secondary employment and/or disciplinary action up to and including
termination.

7. Any request for secondary employment that could reflect poorly on the college, including
employment that could reasonably be construed as a conflict of interest or that which
constitutes an unauthorized practice for employees, may require careful evaluation and
discussion with the faculty or exempt staff member’s supervisory chain of command.
(GTCC Management Manual policy V-1.1.9 Conflict of Interest).

8. In order for a request for secondary employment to be considered, the faculty or exempt
staff member must be in good standing and have acceptable Employee Performance
Appraisals.

9. Full-time faculty or exempt staff members who are under any form of disciplinary or sub-
standard performance-based actions as documented in Human Resources will not be
approved for secondary employment.

10. If the supervisor believes secondary employment has caused the faculty or exempt staff
member’s overall work performance to drop below acceptable levels, the supervisor must
first approach the matter with the employee as a performance issue and provide the
employee adequate time to demonstrate improved performance.

11. If the faculty or exempt staff member’s performance does not improve within a reasonable
period of time, and if the supervisor continues to believe secondary employment is the
cause of these performance problems, the immediate supervisor may rescind the previous
approval. The supervisor should allow the employee a reasonable amount of time to give
notice of resignation to the secondary employer.

12. The decision of the college president or designee regarding secondary employment is final
and not subject to appeal.

Secondary Employment for Non-exempt Staff:

1. Full-time and regular part-time non-exempt staff members are employed with the
understanding that their primary employment responsibility is to GTCC. Additionally, full-
time non-exempt staff members are assigned to a 40-hour work week as outlined in their
GTCC position description. Part-time non-exempt staff members also are assigned a work
schedule of variable length dependent on position. This applies to the entire 12-month
calendar year with the exception of approved vacation/holiday or non-work periods.

2. The acceptance of additional employment of any kind (including self-employment) or any

additional internal assignment that falls outside of the employee’s primary job
responsibility (e.g., full time staff teaching as adjunct faculty) will require prior approval
by the employee’s immediate supervisor and the appropriate vice president who serves as
the designee of the president.

3. Secondary employment will not interfere with GTCC work assignments. The non-exempt
employee’s work schedule, committee assignments, special projects, and institutional
 service will take priority over secondary employment requests. The non-exempt staff
member’s assigned work schedule must be submitted with the Application for Secondary
Employment/Conflict of Interest (see Appendix A).

4. Secondary employment will not be performed during the non-exempt staff member’s
normally scheduled hours of work unless the employee is on holiday leave or pre-approved
annual leave, or leave without pay and cannot involve the use of college resources or
facilities.

5. Annual renewal requests for secondary employment are due on or before July 31st each
year. However, new and renewal request with changes secondary employment requests can
be submitted anytime during the year/term. Approval must be obtained before the
acceptance of secondary employment. No secondary employment will be considered
permanent and approval for continuance in subsequent terms must be given prior to the
beginning of each subsequent year/term (see Procedure section). Failure to do so may
result in revocation of authorization of secondary employment and/or disciplinary action up
to and including termination.

6. Any request for secondary employment that could reflect poorly on the college, including
employment that could reasonably be construed as a conflict of interest, or that which
constitutes an unauthorized practice for employees, may require careful evaluation and
discussion with the non-exempt staff member’s supervisory chain of command. (GTCC
Management Manual policy V-1.1.9 Conflict of Interest).

7. In order for requests for secondary employment to be considered, the employee must be in
good standing and have acceptable Employee Performance Appraisals.

8. Full-time non-exempt staff members who are under any form of disciplinary or sub-
standard performance-based actions as documented in Human Resources will not be
approved for secondary employment.

9. If the supervisor believes secondary employment has caused the non-exempt staff
member’s overall work performance to drop below acceptable levels, the supervisor must
first approach the matter with the employee as a performance issue and provide the
employee adequate time to demonstrate improved performance.

10. If the non-exempt staff member’s performance does not improve within a reasonable
period of time, and if the supervisor continues to believe secondary employment is the
cause of these performance problems, the immediate supervisor may rescind the previous
approval. The supervisor should allow the employee a reasonable amount of time to give
notice of resignation to the secondary employer.

11. The decision of the college president or designee regarding secondary employment is final
and not subject to appeal.

Application Procedure:
1. Faculty and staff members who intend to work a secondary job/assignment whether
external or internal are required to complete and submit the GTCC Application for
Secondary Employment/Conflict of Interest to their immediate supervisor.

2. Completed annual secondary employment applications are due on or before July 31st each
fiscal year.

3. All applicants must include a copy of their work schedule (teaching hours, office hours,
assigned work schedule, etc.) for the term of the requested secondary employment period.

4. All approved applications must be forwarded to Human Resources and retained in the
employee’s personnel file.

Adopted 04/18/1996
Revised 03/21/2005 (procedure)
Revised 07/05/2005
Reviewed 09/05/2014
Revised 02/16/2017
Revised 06/06/2017 (procedure)
Revised 10/31/2022 (form)
APPENDIX A
Guilford Technical Community College
Application for Secondary Employment Form
Secondary Employment
Guilford Technical Community College (GTCC) makes the assumption that it is the primary employer of full-time and
permanent part-time employees. As such, an employee’s GTCC assignment is considered their primary employment.
Acceptance of additional employment of any kind must receive prior approval by the college president or designee. The
college president or designee reserves the right to withdraw approval for any secondary employment if the efficiency,
effectiveness, or productivity of the employee deteriorates, if the employment creates the appearance of impropriety to the
public, or if it is determined to be a conflict of interest. The decision of the college president or designee in such cases is
not subject to appeal.

Acceptance of any external secondary employment (including self-employment) or any additional internal assignment that
falls outside of the employee’s primary job responsibility without proper prior approval may be grounds for disciplinary
action, up to and including termination of GTCC employment. It is the responsibility of the employee to notify their
immediate supervisor and the Office of Human Resources of their intent to accept any secondary employment and to
receive prior approval of the college president or designee.

With the above in mind, please complete the following:

Are you employed by any employer other than GTCC (including self-employment) or in two separate positions at GTCC?
____Yes ____No
If yes, list employer’s name and address: ____________________________________________________________

Secondary employment position: __________________________________________________________________

Period of secondary employment; fiscal year/semester:_________________________________________________
Approximate number of hours to be worked per week: _________________________________________________
Secondary Employment Work Schedule:
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Start
Time
End
Time
Attach a copy of your GTCC work schedule (teaching, office hours, committee assignments, etc.) for the term of the
request for secondary employment.

Conflict of Interest
I have read and am familiar with the policies and procedures pertaining to avoiding any conflict of interest in accepting
secondary employment assignments as outlined in the GTCC Management Manual policies II.2.1.1 Code of Ethics, V-1.1.9
Conflict of Interest, and V-1.1.8 Secondary Employment.

Please initial to confirm you have read and agree to abide by these policies and procedures __________ (Initials)

I have read and understand the above information related to GTCC policy V-1.1.8 Secondary Employment. I have provided
the requested information to the best of my ability and will report any future intent to accept secondary employment to my
immediate supervisor and the GTCC Office of Human Resources, and I shall obtain prior approval from the college
president or designee.
 New Request  Renewal Request with Changes  Renewal Request (No Changes)

Employee Name (Print): ________________________ Signature: ________________________ Date:_______________

Immediate Supervisor: ____________________________________________________ Date:____________________

Academic Dean or Director _______________________________________________ Date:___________________

President or designee: _____________________________________________________ Date:____________________

V-1.1.9 Conflict of Interest
Members of the Board of Trustees and Guilford Technical Community College employees are
prohibited from acting as an agent, either directly or indirectly, for those furnishing goods or
services to any State agency, school, or institution. (General Statutes, Chapter 115D-26 )
Procedure
1. Every reasonable effort shall be made to avoid GTCC making purchases from or through
trustees and college employees.

2. The purchasing power of the State and GTCC shall not be used for private advantage of any
trustee or employee.

3. No trustee or college employee shall directly or indirectly act as an agent for any supplier of
goods or services to GTCC.

4. No trustee or college employee shall accept or solicit any gift that could reasonably be
construed to influence him or her in recommending or procuring goods or services for GTCC.

5. The college does not engage in fraudulent and aggressive marketing and recruiting
techniques. The college bans inducements, including any gratuity, favor, discount,
entertainment, hospitality, loan, transportation, lodging, meals, or other item having a
monetary value of more than a de minimis [defined as ‘an insignificant amount”] to any
individual or entity, or its agents including third party lead generators or marketing firms
other than salaries paid to employees or fees paid to contractors in conformity with all
applicable laws for the purpose of securing enrollments of Service members or obtaining
access to TA funds in accordance with regulations issued by the Department of Education
(34 C.F.R. 668.71-668.75, and 668.14). This includes:
a. Prohibiting commission, bonus, or other incentive payments based directly or indirectly
on securing enrollments or federal financial aid (including tuition assistance funds) to any
persons or entities engaged in any student recruiting, admission activities, or making
decisions regarding the award of student financial assistance.
b. Refraining from high-pressure recruitment tactics such as making multiple unsolicited
contacts (3 or more), including contacts by phone, email, or in-person, and engaging in
same-day recruitment and registration for the purpose of securing Service member
enrollments.

6. Should GTCC become aware of a conflict of interest of a trustee or college employee in any
procurement of goods or services, action shall be taken immediately to cease such
procurement.

7. Any employee determined to have violated the conflict of interest policy may be subject to
disciplinary action according to the V-2.1.2 Disciplinary Action policy. Furthermore, such
violation may result in termination of employment and/or notification to the State Auditor
that a violation of the conflict of interest statue has occurred.
8. A violation of the conflict of interest policy by a trustee will be forwarded to the State
Auditor.

9. Each fiscal year GTCC requires all regular and time-limited full-time faculty and staff; all
part-time regular staff; and all trustees to complete an Annual Reporting for Conflict of
Interest and Affiliations form. These forms are required to will be reviewed and signed by the
appropriate associate vice president or vice president. The forms are maintained by the
Purchasing Department. Each newly hired employee is also required to complete this form
during new hire orientation.

10. Upon conviction of a violation of general statutes governing conflict of interest, a trustee or
college employee shall be deemed guilty of a Class I Misdemeanor.

Adopted 09/15/1997
Revised 04/17/2002 (procedure)
Revised 11/18/2002 (procedure)
Revised 06/25/2003
Revised 02/16/2017
Revised 02/08/2021 (procedure)
Revised 06/26/2023
V-1.1.10 Equal Opportunity
Guilford Technical Community College offers equal employment opportunities to all qualified
applicants and to all employees of the college without regard to race, color, religion, national
origin, sex, age, political affiliation/belief, or disability of persons who are otherwise qualified.
These opportunities include all phases of employment and benefits, including but not limited to
recruiting, hiring, placement, rate of pay, promotion, transfer, demotion, and termination.

Further, Guilford Technical Community College will continue its affirmative policy of offering
equal opportunity to all qualified applicants for admission and to all students without regard to
race, color, religion, or disability of persons who are otherwise qualified. All the rights,
privileges, programs, and activities generally accorded or made available to students are so
provided on a nondiscriminatory basis, including but not limited to equal administration of
admissions policies, educational policies, financial aid programs, and other programs
administered by the college.

GTCC will remain in compliance with all applicable federal and state laws and regulations
concerning equal opportunity.

Procedure
This procedure provides the structure for the filing and resolution of complaints or allegations of
unlawful discrimination, other than sexual harassment which is covered by policy V-5.1.6 Anti-
Harassment, shall be subject to this procedure. This procedure applies to all employees,
volunteers, students, student applicants to the college, and job applicants. A student believing
that they (or a group of students) have been the object of discrimination may register a complaint
with the Director of Student Conduct and Community Standards.

Confidentiality is essential in any effort to investigate and resolve allegations of discrimination.

The interests of both the complainant and the respondent must be protected as information is
gathered and evaluated. Therefore, only persons who have a "need to know" within the
investigation and resolution of complaints and appropriate senior administrative officials are
entitled to information in the application of this procedure. College employees or students who
disclose information which is obtained within the informal or formal steps of this procedure to
persons not in the "need to know" chain will be subject to disciplinary action.

Ordinarily, the individual responsible for investigating the complaint will be the Chief Human
Resources Officer, or such other person or persons as may be designated by the Chief Human
Resources Officer (the Complaint Officer). In most cases, the Complaint Officer is responsible
for determining if discrimination or harassment has occurred.

The college encourages its members to attempt informal resolution of complaints of

discrimination. The Complaint Officer may serve as a resource person to assist in informal
resolution of a complaint, including through facilitated communication between the complainant
and respondent.

The procedure for formal complaint resolution is as follows:

1. Any employee who believes that they has been a victim of unlawful discrimination who is
unable to resolve the matter informally or wishes to make a formal complaint should bring
the problem immediately to the attention of the Chief Human Resources Officer or their
designee. The complainant shall be advised of the designated Complaint Officer for the
case. A student believing that they (or a group of students) have been the object of
discrimination may register a complaint with the Director of Student Conduct and
Community Standards.

2. A formal, written complaint utilizing the college's standard form obtained in Human
Resources shall be submitted to the college Complaint Officer. The purpose of the
complaint form is to assist the complainant in formulating a concise statement of their
concern and to assist the Complaint Officer to see the basic facts of the allegation, along
with the complainant's requested action. The complaint must be filed no later than 90 days
from the date on which the subject conduct allegedly occurred. In unusual circumstances,
the college shall have discretion to extend this deadline.

3. The Complaint Officer shall review the charges made in the complaint with the complainant
and shall provide guidance and counseling as to the complainant's options and available
procedures. In order to achieve a complete view of the case, the Complaint Officer shall
notify the respondent (alleged wrong-doer) of the complaint, confer as necessary with the
respondent and any other person who may have information regarding the incident. The
Complaint Officer may also review any relevant documents. With the approval of both the
complainant and respondent, the Complaint Officer may attempt private mediation in an
effort to resolve the alleged problem without the need for additional proceedings.

4. Within 30 business days of receiving a written complaint, the Complaint Officer shall issue
a written report of the case. Extenuating circumstances may warrant an exception to the 30
days, permitting a time extension. The complainant and respondent shall receive a very brief
written response:
• If the Complaint Officer finds that the case cannot reasonably be construed to constitute
discrimination/violation of policy, or that there is insufficient information to conclude
that discrimination may have occurred, the Complaint Officer shall file a report closing
the case and stating the reasons why the complaint should be dismissed.
• If the Complaint Officer concludes that a violation of this policy has occurred, the
Complaint Officer's report shall contain findings that reasonably support this conclusion.
In such cases, the college will take timely and appropriate remedial action such as
training, referral to the Employee Assistance Program for counseling,
education/awareness, coaching, and removal of certain privileges, up to and including
appropriate disciplinary action. Depending on the circumstances, disciplinary action
may include but is not limited to reprimand, verbal counseling, written warnings,
probation, suspension without pay, and dismissal. Discipline for a violation of this
policy need not be progressive; a first violation of this policy may warrant suspension or
discharge.

5. Retaliation in any form against an employee, volunteer, student, student applicant to the
college, or job applicant who exercises in good faith their right to make a complaint under
 this policy or who cooperates in the investigation of any such complaint is strictly
prohibited and will itself be cause for appropriate disciplinary action. Anyone who believes
they are a victim of retaliation should report the matter immediately to the appropriate
college administrator such as the Chief Human Resources Officer, Complaint Officer,
Director of Student Conduct and Community Standards or senior administrator.
Conversely, allegations proven to be made falsely and with malicious intent are also
violation of this policy and will be treated as a serious matter. The college may take
disciplinary action against those who make allegations of discrimination which are
reckless, malicious or not in good faith.

Adopted 06/18/1998
Revised 10/03/2012
Revised 02/28/2022 (procedure)
V-1.1.11 Nontenure
Guilford Technical Community College adheres to the North Carolina Community College
System's position that there is no tenure.

Adopted 12/14/1995
Reviewed 11/21/2022 (No changes)
V-1.1.12 Nepotism/Employment of Relatives
It is the policy of Guilford Technical Community College (GTCC) to prevent conflicts of interest
and appearances of favoritism that result from the appointment, reappointment, and/or
supervision of an employee by a close relative. This policy applies to all employees of GTCC.

The State Board of Community College Code 1C SBCCC 200.98, shall be adhered to in the
administration of this policy. As a result, the college shall not employ two or more persons
concurrently who are closely related by blood or marriage in positions which would result in one
person of such family relationship supervising another closely related person or having a
substantial influence over employment, salary or wages, or other management or personnel
actions pertaining to the close relative. In addition, the college shall not employ closely related
individuals within the same area, division, or department or in a capacity within the college
whereby an individual’s position responsibilities may pose a conflict of interest. With respect to
the concurrent service of closely related persons within the same area, division, academic
department, or other comparable college subdivision of employment, neither individual shall be
permitted, either individually or as a member of a committee, to participate in the evaluation of
the other relative.

Current employees may remain in their current positions. Current employees who move
positions are subject to this policy.

Procedure
1. Definitions
a. "Closely related" is defined as mother, father, brother, sister, son, daughter, father-in-law,
mother-in-law, son-in-law, daughter-in-law, sister-in-law, brother-in-law, grandmother,
grandfather, grandson, granddaughter, uncle, aunt, nephew, niece, husband, wife, step-
parent, step-child, step-brother, step-sister, guardian or ward.
b. Supervision means the exercise of authority or responsibility with regard to appointment,
reappointment, promotion, managing performance, work assignments, salary
administration, termination or other terms and conditions of employment.

2. Avoidance of Nepotism: No college employee may approve, recommend, or otherwise act

with regard to the appointment, reappointment, promotion, salary or supervision of a close
relative as defined by this policy.

3. Disclosure Responsibility: Employees are required to fully disclose to the supervisor and the
Chief Human Resources Officer, the existence of any relationship that may create a conflict
of interest at the time of employment, or that develops at any time during employment.

Adopted 10/17/1996
Reviewed 01/22/2014
Revised 12/12/2019
Revised 09/02/2021
V-1.1.13 Volunteers
Guilford Technical Community College supports the use of volunteers. Volunteers are defined
as individuals who are not employed by the college but provide services or perform work
without remuneration or expectation of remuneration and without expectation regarding
continuation or length of assignment. Volunteers are expected to observe GTCC rules and
policies and are subject to a criminal background check as a pre-requisite to their service.
Volunteers may resign from their assignment at will at any time. GTCC may also release
volunteers from service at any time.

Procedure
1. Supervisors of volunteers must ensure that all OSHA and safety standards applicable to the
work area of volunteers are met, that all training applicable to the assignment such as Drug
Free Workplace and Sexual Harassment policies are completed, and that all regulations
governing work by minors are observed. Supervisors may request assistance from the risk
manager and the Chief Human Resources Officer to determine these workplace requirements.

2. Before a volunteer starts a work assignment, they must complete certain documents. These
include a “Release of Liability for Volunteers” form and an authorization for criminal
background check. Volunteers may be required to sign other releases or agreements specific
to the type of work and the area of the college in which they are assigned. The supervisor
may obtain these forms from Human Resources for the volunteer and will forward the
completed forms to Human Resources. Human Resources will notify the supervisor when
the background check has been determined as satisfactory and will retain all forms in the
Human Resources office.

Approved 12/16/2004
Revised 08/20/2015
V-2.1 Separation

V-2.1.1 Non-Renewal of Appointment

Guilford Technical Community College, at its sole discretion, reserves the right of non-renewal
of any Letters of Appointment issued by the college. Non-renewal is not subject to due process,
unless the employee establishes a prima facie case that their right to academic freedom has been
violated by non-renewal.

Procedure
1. The appropriate vice president, in consultation with the Chief Human Resources Officer or
designee, sends all recommendations for non-renewal to the president no later than 45 days
prior to the end of the academic semester for 9-month employees or the end of the fiscal year
for 12-month employees.

2. If non-renewal is approved by the president, the affected employee shall be provided notice
approximately (30) days prior to the effective date of separation. The president, at their
discretion, may provide a lesser notice or no notice should it serve the academic, operational,
or safety interests of the college.

3. Except as expressly provided above, employees whose employment is not renewed shall not
have recourse to the due process procedure.

Adopted 12/14/1995
Revised 01/22/2014 (procedure)
Revised 03/03/2022
V-2.1.2 Performance Improvement and Disciplinary Action Including Termination
Guilford Technical Community College shall have the right to employ actions to improve
employee performance and address employee disciplinary issues. These may include but are not
limited to corrective actions to improve performance, including counseling, and a performance
improvement plans; measures may also include those of a disciplinary nature, including
warnings, suspensions, and dismissals by the college president or their designee. The purpose of
these processes is to address a failure to meet satisfactory performance standards and/or a
violation of college rules and regulations. Satisfactory performance standards are also
supplemented and codified in the Performance Dimensions – the Employability Skills and
Performance Attributes for each individual and provided in each position description.

Procedure

General
Employees are essential to enable the college to fulfill its mission. Supervisors are responsible
for training and supporting each employee in understanding job requirements and assisting
employees in improving performance, and addressing issues negatively affecting the workplace.
It is the responsibility of each supervisor and manager, assisted by the Human Resources
department, to ensure:
1. Corrective actions are carried out fairly and consistently.
2. Corrective actions are used to improve an employee’s performance to an acceptable level and
modify an employee’s behavior.
3. Each employee is aware of college rules and consequences for rule violations.
4. Documentation is made when corrective action is applied.
5. Corrective actions are applied in an equitable and non-discriminatory fashion.

Any employee who fails to meet acceptable standards of performance and/or conduct or who
violates rules and regulations of the college shall be subject to corrective action and/or
disciplinary action. An employee does not have to be on a Performance Improvement Plan
before they are subject to disciplinary action, nor does an employee have to have counseling to
receive disciplinary action.

Performance Management vs. Disciplinary Action – Different Approaches to Different

Problems
There are two types of employee conduct that necessitate a response from a supervisor:
1. performance-related conduct, and
2. inappropriate conduct or misconduct.

Performance: Performance improvement counseling is an extension of performance evaluation

and professional development. It is a process intended to help supervisors and staff members
overcome work related challenges, strengthen job performance, and maintain a successful
employment relationship. If an employee is not meeting the college’s expectations for the quality
or quantity of their work, the problem is poor performance. Performance deficiencies are
performance-related behavior that typically refer to substandard productivity in the areas of
quality, quantity, speed, customer service, and attendance/tardiness. In response, GTCC will
generally attempt to support the improvement of performance of the employee to rectify the
deficiency.

Disciplinary: Misconduct is generally associated with behavior that is sufficiently serious to

cause damage to other employees or to the college, and involves a breach of employment
policies or laws, and as such, requires an immediate response to stop the behavior and re-affirm
the employer’s requirements of the employees. It can also occur when performance improvement
counseling has not had the corrective effect.

The employer’s response to misconduct is a disciplinary one. It is generally more formal and
may involve an element of fact-finding and a decision on the appropriate consequence. Conduct
infractions may lead to warnings or immediate dismissal, even for a first offense where there is
no prior corrective action on record, if the offense is of such a nature as to pose a serious threat
or adverse impact to the college, its reputation, or its operations.

Progressive Corrective Action

The goal of performance improvement counseling is to improve employee performance, modify
unacceptable behavior, and strongly alert the employee of the need to correct the problem.
When an employee’s work or conduct is unsatisfactory and/or if performance improvement
actions do not correct the situation, warnings may be used as a more severe message to an
employee about unacceptable performance or conduct. While the college will generally follow
progressive corrective action based on each situation's specific circumstances, the supervisor
maintains the right of escalation and may skip steps, i.e. to recommend suspension or dismissal
of an employee, as outlined in this procedure, without applying progressive discipline if the
situation requires it. The decision to suspend or dismiss an employee rests with the president,
upon the recommendation of the supervisor, the appropriate vice president, and the Chief Human
Resources Officer.

More advanced disciplinary action may be taken based upon the following situations:
1. Nature, severity, and frequency of the event
2. Relationship of the offense to employee’s position
3. Prior notice given to the employee
4. Failure to improve after performance improvement or disciplinary action
5. Prior disciplinary history
6. Period of time since the last violation
7. A pattern of similar or dissimilar violations
8. Evidence that violation was willful or intentional
9. Evidence that the violation was grossly negligent
10. Impact on college operations, environment, students/employees, etc.
11. Impact on health or safety of visitors and/or campus community

The immediate supervisor should determine the seriousness of the offense and the disciplinary
action to be taken. Depending on the severity, the supervisor may request a review by the
appropriate vice president. If a review is requested, the appropriate vice president will determine
which form of discipline is needed in consultation with the Chief Human Resources Officer or
designee.
In serious cases, the employee’s immediate supervisor, in consultation with the Chief Human
Resources Officer or designee, assists in a thorough review/investigation of the alleged violation
or failure to meet satisfactory standards. The Human Resources department, with the advice of
counsel, if necessary, dictates the scope and process of the inquiry. This information will be
limited to those with a legitimate business need to know. To serve the best interest and safety of
the college, and with the approval of the president, the employee may be placed on paid
administrative leave until an investigation is completed.

An employee may be suspended or discharged without prior warning if the offense is severe
enough to warrant such action. The president will take this action in consultation with the
appropriate parties. If an employee does not achieve satisfactory improvement in
performance/conduct, dismissal will typically be the result.

Corrective Action

Counseling
Counseling by an employee’s immediate supervisor/manager will generally be the first effort to
address the employee’s performance or conduct deficiency(ies). Counseling involves a
discussion by the supervisor with the employee.

This session should specifically address the satisfactory performance expectations and behavior
changes necessary for the employee to be successful. Employees may generally be offered one
counseling session. This counseling session must be documented on a Corrective Action Form.
A copy should be retained by the supervisor, and the original should be sent to Human
Resources.

Performance Improvement Plan (PIP)

A Performance Improvement Plan may be issued as a result of a counseling session. A
Performance Improvement Plan must be completed once a first written warning or more
advanced disciplinary action has been issued. The PIP is designed to facilitate constructive
discussion between a faculty/staff member and their supervisor and to clarify the work
performance to be improved. It is employed to help a faculty/staff member improve their
performance beyond counseling or if the severity of the performance deficiency warrants the
immediate use of a PIP. The supervisor develops the PIP outlining expectations and activities to
help the employee attain the desired performance level.

Copies of all performance improvement plans must be documented on a Performance

Improvement Plan Form and submitted to Human Resources with the documentation of
counseling sessions conducted before the Performance Improvement Plan. These forms must be
sent to Human Resources for placement in the employee’s personnel file.

An employee placed on a PIP related to a First or Final Written Warning or Suspension with or
without pay is ineligible for salary increases, including bonuses and GTCC retention service
awards, during the duration of the PIP associated with the Written Warning or Suspension. An
appropriate salary increase/bonus may be awarded when the employee’s performance becomes
consistently satisfactory, i.e. meets expectations, and the PIP requirements are met. Salary
increases will not be applied retroactively.

Disciplinary Actions (Warnings, Suspension, and Dismissal)

First Written Warning

A first written warning may be issued to address unsatisfactory performance or conduct. The first
written warning requires the following supervisory actions:
1. Review of the issue in specific detail of observable behaviors (e.g. the unsatisfactory
performance/conduct).
2. Review of what is expected of the employee and the impact on the organization;
3. Opportunity for the employee to explain their actions or non-compliance and make
suggestions for corrections.
4. Establishment of a reasonable time for the employee to correct the problem and the potential
consequences of failure to improve.

Written documentation to the employee and compilation of the copies of all performance
improvement actions to include documentation of counseling sessions conducted prior to the
implementation of any previous warning(s) and the Corrective Action Form must be submitted to
Human Resources. These documents will be placed in the employee’s personnel file. Employees
will be considered to be under an active First Written Warning until the requirements of the
Performance Improvement Plan are met. The supervisor must notify the Human Resources
Department once the PIP has been completed.

Final Written Warning

A final written warning may be issued for repeated lesser offenses that have been identified by
the immediate supervisor and not corrected by the employee despite previous warnings or for
any situation requiring advanced disciplinary action.
1. The appropriate vice president/associate vice president and the Chief Human Resources
Officer must review the final written warning on a Corrective Action Form before it is issued
to the employee.
2. If deemed appropriate, an unpaid suspension may also accompany the final written warning.
3. Copies of any performance improvement plans and disciplinary actions must be documented
and submitted to Human Resources with the documentation of informal and formal
counseling sessions conducted before the implementation of the Performance Improvement
Plan. These forms will be placed in the employee’s personnel file. Employees will be
considered to be under an active Final Written Warning until the requirements of the
Performance Improvement Plan are met. The supervisor must notify the Human Resources
Department once the PIP has been completed.

Suspension With/Without Pay

1. A suspension is a disciplinary action that may be used at the president’s discretion. Such
disciplinary suspension may generally not exceed 10 working days without pay, except for
extraordinary circumstances, e.g. suspension of an employee because of a pending criminal
charge.
2. With an immediate suspension, the appropriate vice president/associate vice president and
the supervisor will tell the employee to leave the college property at once and not return until
further notice.
3. A written statement must be prepared to document the circumstances and facts that led to the
suspension and a copy furnished to the employee as soon as practicable.
4. Failure of the employee to report back to work when requested or at the suspension
expiration date will be considered a resignation of their employment.
5. Any suspension must be fully documented, stating:
a. Beginning date,
b. Reasons for action,
c. Brief description of plans and procedures for solving the problem, and
d. Signature of appropriate levels of authority.
6. After the suspension, dates and details of the action taken shall be placed in the appropriate
personnel file.

Dismissal of Employees
Before an employee is dismissed because of unsatisfactory performance of duties or personal
conduct, the following should occur:
1. With the assistance of the Chief Human Resources Officer or designee, the supervisor
will prepare a written justification for the recommendation for termination and forward it
to the appropriate vice president, the Chief Human Resources Officer, and the president
for review. The Chief Human Resources Officer or designee presents the justification to
the president. Only the president or their designee may approve the termination of an
employee.
2. A copy of the notice of dismissal will be placed in the employee’s file.

An employee may be suspended or dismissed without warning for cause(s) relating to personal
conduct detrimental to college, the avoidance of undue disruption of work, to protect the safety
of persons or property, criminal conduct, or for other reasons determined to be severe enough to
warrant such action.

Documentation
Copies of all counseling sessions, performance improvement plans, and disciplinary actions must
be documented. These documents must be submitted to the Human Resources department for
inclusion in the employee’s personnel file.

Good Standing
An employee who has received a counseling with or without a Performance Improvement Plan
(PIP) remains in good standing and is eligible for compensation increases and other favorable
college actions for employees. An employee who has an active first or final written warning is
not in good standing and is not eligible for compensation increases or other favorable college
actions for employees.
Right to Respond in Writing
Any employee occupying a full-time or part-time regular position, who receives disciplinary
action has the right to respond in writing, and for the response to be made part of their personnel
file.

Right to Appeal
In accordance with V–2.1.3 Due Process for Employment Termination policy and procedures,
following discharge from employment in a full-time or part-time regular position, the employee
concerned may request a hearing to review the decision made by the college. The request must
be made to the president in writing within ten (10) business days.

Adopted 12/14/1995
Revised 03/16/2009
Revised 09/05/2014
Revised 11/04/2021
Revised 09/01/2022
Revised 09/28/2022 (procedure)
V-2.1.3 Due Process for Employment Termination
Employees occupying full-time or part-time regular positions, excluding those on initial probationary
status, are entitled to a hearing to review the termination of their employment in accordance with the
timeline outlined in this procedure. The hearing results in a recommendation to rescind or uphold the
termination decision. The final determination rests with the president.

Procedure
1. Following termination from employment from a full-time, time-limited, or part-time regular
position, the impacted employee may request a hearing to review the decision. The hearing's
purpose is to give the employee (complainant) the opportunity to present the reasons the
employer should not uphold the termination. The employee must make a written request for a
hearing to the president within ten (10) business days of the termination decision.

2. Public statements about the claim by either the complainant or the college will not be
permitted until the proceedings are complete. The president or designee authorizes all
statements and exceptions, as well as the designated spokesperson, as necessary.

3. After receipt of the written request for a hearing, the president will request the Chief Human
Resources Officer designate and notify a Hearing Committee from the Employee Relations
Committee's membership when possible to ensure diversity. The president or designee will
confirm the hearing date and time within five (5) business days. (The composition of the
Employee Relations Committee is described in the section of this manual on Standing
Committees).

4. The Chief Human Resources Officer will identify and notify the three-member Hearing
Committee, including the Chair. The college will make every effort for the Committee to be
diverse in ethnicity, gender, employment category - exempt/non-exempt, and staff/faculty.
There will be no representation from the complainant's operational unit (department) or the
unit (department) from which the reason for termination emerged.

5. Prior to the hearing, the complainant may request in writing that the proceedings be
terminated, thus waiving all additional hearing rights relating to the termination.

6. Upon request, the complainant and advisor (if applicable) are allowed to review all evidence
on the day of the hearing for up to two hours prior to the hearing. The request must be made
in writing to the Chief Human Resources Officer at least two business days before the
hearing date. The review will take place in a private room with a GTCC Human Resources
witness present. No photographs or copies of the documentation are allowed; however, notes
may be taken.

7. One to two business days before the hearing, the Hearing Committee will meet to review the
evidentiary information and the protocol for the hearing. Each committee member receives
copies of all of the documents for review during the meeting. The committee may ask any
procedural or clarifying questions. Generally, three to four hours are allocated to this.
Hearing Committee members are not allowed to remove any evidentiary documents from the
room nor photograph them.
8. During the proceedings, both the complainant and the college may have advisors who may be
attorneys. The complainant, if represented by legal counsel, must notify the Chief Human
Resources Officer in writing at least three business days of the hearing that the complainant
will have an attorney present. If the complainant is represented by legal counsel, the
college's legal counsel will be present at the hearing. Under no circumstances will a hearing
take place with complainant's counsel present unless college counsel is present.

9. The proceeding is closed and limited to the discharged employee, their advisor, college
representative(s), the college attorney, the Chief Human Resources Officer, the director of
Employee Relations, and the Hearing Committee members conducting the hearing.
Witnesses to participate in the hearing will be admitted to the hearing room at the time of
their respective testimonies.

10. The college shall record the fact-finding segment portion of the hearing. The complainant
may not record the hearing but will be provided a transcript upon request. Committee
deliberations after the fact-finding segment portion shall not be recorded to protect the rights
of employees participating in the hearing.

11. After deliberation, the committee will vote by secret ballot to uphold or reverse the decision.
The hearing committee will arrive at its decision by a simple majority vote.
It will communicate its conclusions, recommendations, and findings of fact in writing to the
president within five (5) business days after the hearing.

12. The president shall render a decision and communicate it to the complainant and appropriate
administrative personnel within five (5) business days of receipt of the Employee Relations
Committee's recommendation. The president's decision is final.

Adopted 12/14/1995
Revised 06/15/2023
V-2.1.4 Reduction in Force
Guilford Technical Community College reserves the right to reduce its personnel in the event of
financial exigency, material changes in duties or organization, abolishment of a position or
positions, or other related reasons at the discretion of the president. Recommendations to reduce
personnel within a department or area shall be initiated by the vice presidents (or other
appropriate senior administrator) for approval of the president based on the outcomes they deem
to be in the best interest of the college.

Procedure
1. The president may request information (including recommendations) from senior
administrators to assist in a determination of personnel to be impacted by the reduction. If
requested, the information or recommendations for position eliminations and staffing
separations shall be submitted by the area vice presidents (or other appropriate senior
administrator, when such administrator reports directly to the president).

2. Once a determination of impacted personnel has been made, the president or their designee
shall notify those affected directly in writing.

3. In the event a position, eliminated in a reduction in force, is reinstituted within a one-year

period following the former incumbent’s separation, and where the former incumbent desires
to be considered for the opening and was in good standing (overall satisfactory annual
performance evaluation, no active or immediately pending disciplinary action) at the time of
their separation, the college will include the former incumbent in the pool of candidates
interviewed for the opening. If the former incumbent is selected for reemployment from the
pool, all applicable benefits, including accumulated sick leave, shall be restored. Nothing in
this policy should be read as a guarantee that a former incumbent will be selected as a matter
of right.

4. When employment is separated under this policy, regular employees may retain health
insurance coverage for up to twelve months. The college will continue to pay the employer
portion of the cost of coverage for up to twelve months, but the employee must continue to
pay the employee portion of the cost of coverage.

5. Employees rehired within one year after the reduction in force into the same or similar
position held prior to the reduction in force shall be employed at their previous salaries if
funds permit. In no instance, however, will an employee be paid less than the minimum
salary required by the job classification to which they are assigned.

Adopted 12/14/1995
Revised 02/20/2014
Revised 08/20/2015
V-2.1.5 Furloughs
The president may, in their sole discretion, implement furlough policies applicable to any or all
employees in the event of either a reduction or an elimination of State, local, federal or other
funds or grants, or in the event of any other financial exigency. Furloughs of college employees
may also be implemented by the president in response to direction by the State through
legislative action, executive order of the Governor or other measures. Furloughs may apply to
any or all employees regardless of their salary funding source, and may alter, reduce or terminate
employees’ work schedules, duties, compensation or benefits.

Adopted 06/18/2009
Reviewed 11/11/2013
V-2.1.6 Pay In Lieu of Notice
The president may approve pay in lieu of notice where the president believes that such action is
in the best interest of the college.

Adopted 02/18/2016
Revised 08/29/2019
V-3 Compensation

V-3.1.1 Official Holidays

Full-time employees who are eligible to earn annual leave shall receive pay for official holidays
in accordance with 1C SBCCC 200.94 Local College Personnel Policies. The Board of Trustees
shall determine the number of paid holidays per fiscal year. Part-time employees who are eligible
to earn annual leave pursuant to local college policy shall receive pay for paid holidays on a pro-
rata basis. The Board of Trustees shall determine when holidays are scheduled on the college
calendar and delegates authority to the president to require employees to take annual leave,
special leave granted by the General Assembly, accumulated compensatory leave, or leave
without pay during time on days other than holidays when classes are not scheduled to be in
session.

Effective August 25, 2020, Guilford Technical Community College will observe the following
twelve paid holidays each fiscal year until further notice:

Holiday Number of Days

New Year's Day 1

Martin Luther King, Jr. Day 1
Good Friday 1
Memorial Day 1
Independence Day 1
Labor Day 1
Thanksgiving 2
Winter Break 4

The college will make reasonable effort to accommodate the religious needs of our employees
where such accommodation can be made without undue hardship on the operations of the
college. Employees may, under these guidelines and in accordance with leave policies,
V-4.1.1Annual Leave, Faculty Personal Leave, Personal Observance Leave, Bonus Leave and V-
4.1.8 Unpaid Leave, take religious holidays not designated as a college holiday as an annual
leave day, or personal leave day (faculty). An employee may request a day without pay if all
other applicable leave has been exhausted. Prior approval must be obtained from the supervisor.

Adopted 08/17/1995
Revised 10/25/2003
Revised 08/26/2010
Revised 08/23/2012
Revised 08/25/2020
V-3.1.2 Compensation
GTCC is committed to providing compensation to attract, motivate, and retain highly qualified
employees. The GTCC Salary Plan provides detailed guidance and structure for determining
compensation for prospective and existing employees. Salaries of college employees are
calculated using the GTCC Salary Plan. Other relevant factors for decision-making may include,
but are not limited to, market demand, chronic hard-to-fill position status, internal equity, etc., as
may be determined by the president. The GTCC Salary Plan is designed to promote efforts to
support college employees receiving appropriate compensation for the positions they occupy.
Salary exceptions must be approved by the president. The GTCC Salary Plan is not a guarantee
of any compensation amount. In addition, it does not constitute a contract and is subject to
change, in whole or in part, at the discretion of the president. All compensation decisions are
contingent on adequate funding. The president or designee approves all salary decisions for full-
time and part-time regular, and time-limited employees.

Procedure
1. The Chief Human Resources Officer or designee recommends a salary schedule grade and
Fair Labor Standard Act classification (FLSA) for each regular position, whether new or re-
designed, through the analysis of compensable factors associated with that position. This
process assigns each position to a compensation grade and the corresponding salary range.
The analysis includes comparisons to similar positions in terms of scope and responsibility
within GTCC and similar external positions as necessary. GTCC publishes its salary plan on
the GTCC portal.

2. The Chief Human Resources Officer or designee recommends salaries based on the current
approved salary plan. If the hiring manager thinks that the proposed salary should be higher,
the manager may present additional information regarding a candidate's additional relevant
experience or market conditions. Prior to posting, a hiring manager may request a re-
evaluation of the position by the Human Resources department if there is a substantial,
material change in the position. If a re-evaluation is requested subsequent to posting and the
grade is adjusted, the position must be re-posted.

3. If the hiring manager and the Human Resources determinations regarding salary and/or grade
are not in alignment and cannot be resolved, the area vice president and the Chief Human
Resources Officer will present the information to the president for review and/or approval.
The president must approve all salaries that exceed the Human Resources department's
recommendations prior to an offer being made

4. Pay is affected by the employee's full or part-time status, regular or temporary position type,
grade, years of applicable experience (upon hire), years of service to the college,
eligible/approved additional education acquired in-service, and any authorized compensation
adjustments. Definitions of these terms are found in V-1.1.5 Classification of Positions.
Additional information regarding pay procedures may be found in the Collegewide Rule
entitled Fair Labor Standards Act Compliance.

Adopted 06/18/1998 Revised 06/15/2023

Revised 06/19/2014
V-3.1.3 Overtime /Compensatory Time
Guilford Technical Community College adheres to the guidelines set forth by the Fair Labor
Standards Act (FLSA). Non-exempt employees will earn compensatory (comp) time at a rate of
1½ times the amount of time worked in excess of 40 hours during one week.

Unless otherwise authorized and in order to control comp time liability, the college subscribes to
an active time-off program that does not unduly disrupt the operations of the college.
Supervisors are responsible for approving overtime hours and monitoring comp time balances to
prevent balances greater than 80 hours (pro-rated for part-time employees) for any one
employee. Upon the separation of an employee, accumulated but unused comp time will be paid
to the employee.

Procedure
1. A GTCC work-week is a 40-hour period from Sunday through Saturday. Generally, non-
exempt employees (administrative/clerical, paraprofessional/technical, service maintenance,
and skilled crafts) are assigned five, eight-hour workdays, Monday through Friday.

2. All non-exempt employees must maintain an official record of all hours worked and all
leave time taken, regardless of whether the time worked was properly authorized in advance.
The FLSA requires that non-exempt staff be compensated for all time worked. Non-exempt
staff working additional hours without prior approval may be subject to disciplinary action,
up to and including termination.

3. If a non-exempt employee works less than 40 hours in a week but does work beyond their
regular schedule, they receive time-off on an hour for hour basis. This is referred to as
“additional hours”.

4. When a non-exempt employee has worked a full 40-hour, regularly scheduled workweek,
and then works additional hours in the same workweek, those hours worked are referred to as
“compensatory time” or “comp time.” Comp time is computed 1½ times the amount of time
worked beyond 40 hours for one week.
a. The supervisor should approve all comp time worked, monitor the accumulation of
hours, and require the employee to use some of the hours for time off if the balance
approaches 80 hours (pro-rated for part-time employees). To the extent possible,
employees must use banked additional hours or comp time hours before requesting
annual, or bonus leave. Comp time may be used in lieu of sick leave.
b. The employee must have the supervisor’s approval prior to using these hours to take
time off.

5. Time-off during an employee's regularly scheduled 40-hour week will not be counted
towards time worked for the application of the provisions in #3 and #4 above. Examples of
time-off are:
• additional hours taken
• comp time taken
• annual leave
• sick leave
 • bonus leave
• inclement weather closings
• early release closings
• mandatory leave
• official college holidays

6. Generally, comp time will be compensated through implementation of a time-off plan unless
the president or the Chief Financial Officer (CFO) authorizes otherwise. In rare situations,
the CFO may authorize payment for comp time earned.

7. An employee will be paid for accumulated hours in the additional hour or comp time bank
upon separation from service or transfer to an exempt position.

8. In an effort to control the college’s comp time liability, the president or CFO, may also
authorize payment of all or portions of comp time balances as funds are available.

9. Leave requests for additional hours or comp time may be taken in quarter-hour increments.

Revised 10/17/1996
Reviewed 09/05/2014
Revised 12/12/2019
Revised 09/01/2022
V-3.1.4 Substitute Compensation
Substitute compensation will be provided to individuals who assume extra assigned work
because of the absence of another employee of the college.

Procedure

Faculty Substitutions
1. Extra assigned work occurs when a full-time faculty member substitutes in excess of four
accumulated hours in a semester.

2. The immediate supervisor or appropriate administrator may assign substitutes for faculty
members on leave as needed.

3. The immediate supervisor or appropriate administrator shall complete a course approval form
with the appropriate hourly rate and forward it to the appropriate administrator.

4. Hours worked in substitution (beyond the four accumulated hours per semester) shall be paid
at the rate established for the course.

Exempt Professional Support Staff Substitutions

1. For exempt professional support staff, extra assigned work occurs when an individual is asked
to assume work outside the scope of their existing job description for an extended period of
time. Examples may include:
a. Covering a vacant position until the vacancy can be filled, or
b. Covering for a peer on temporary extended leave.

2. The immediate supervisor or appropriate administrator may assign substitutes for staff
members as needed.

3. The immediate supervisor shall complete a personnel action form with the appropriate
information and forward it up their chain for approvals.

4. Professional staff working in substitution may be paid a temporary stipend as established by

Human Resources and approved by the president or designee.

Non-exempt Staff Substitutions

1. Non-exempt staff generally do not substitute for other employees. Non-exempt staff may be
required to help cover a vacancy or a temporary leave of absence if those duties fall within
the scope of the existing job description. In such cases, the non-exempt staff is generally
compensated according to V-3.1.3 Overtime/Compensatory Time.

2. Non-exempt staff shall not be assigned to other positions without a review of job
classification by Human Resources and the supervisor to determine that an appropriate rate
of pay has been recommended for the reassignment and/or additional assigned duties. Also,
 the non-exempt staff temporary reassignment should not otherwise result in reclassification
to exempt status.

3. Reassignment of non-exempt staff to alternative positions and/or assignment of additional

duties for an extended period of time, that are outside the scope of their existing job
description, must be reviewed by HR for possible reclassification under FLSA and approved
by the area vice president prior to the change in work assignment.

Adopted 10/17/1996
Revised 05/05/2000
Revised 08/2000
Revised 08/22/2014

Note: Related policies V-5.1.7, Work Schedules Non-Faculty, V-5.1.8 Work Schedules Faculty,
and V-3.1.3 Overtime/Compensatory Time should reference this policy.
V-3.1.5 Longevity Pay
Longevity pay is provided to recognize long-term service. An eligible employee who has at least
ten (10) years of total State service shall receive a lump sum payment annually as provided by
the State Personnel Act and state regulations.

Procedure
1. Payment shall be made during the same monthly pay period in which the employee is eligible
to receive longevity pay. This includes employees on workers’ compensation leave.

2. Eligibility
a. Full –time: regular and probationary employees are eligible.
b. Part-time (20 hours or more): regular and probationary employees are eligible.
c. Temporary, term or intermittent employees are not eligible for longevity pay.

3. Annual longevity pay amounts are based on the length of total State service and a percentage
of the employee’s annual rate of base pay on the date of eligibility. Longevity pay amounts
are computed by multiplying the employee’s base pay rate by the appropriate percentage
from the following table: (Note: Salary increases effective on the longevity eligibility date
shall be incorporated in the base pay before computing longevity.)

Years of Total State Service Longevity Pay Rate

10 but less than 15 years 1.50 percent
15 but less than 20 years 2.25 percent
20 but less than 25 years 3.25 percent
25 or more years 4.50 percent

4. Total State Service is the length of time in a full-time or part-time (20 hours or more) regular
position. If an employee is in pay status or is on authorized military leave for one-half or
more of the regularly scheduled workdays and holidays in a pay period, credit shall be given
for the entire pay period.

Credit shall be given for:

a. Employment with an institution in the community college system and the public school
system of North Carolina, with the provision that a school year is equivalent to one full
year (credit for a partial year is given on a month-for-month basis for the actual months
worked).
b. Employment with departments, agencies, and institutions of the State of North Carolina
(e.g., State Department of Administration, State Revenue Department, University of
North Carolina, State Department of Community Colleges, State Department of Public
Instruction).
c. Employment with other governmental units which are now agencies of the State of North
Carolina (e.g., county highway maintenance forces, War Manpower Commission, judicial
system).
d. County agricultural extension service.
 e. Employment with local mental health, public health, social services or civil preparedness
agencies in North Carolina, if such employment is subject to the State Personnel Act.
f. An authorized military leave from any of the governmental units for which service credit
is granted provided the employee is reinstated within the time limits outlined in the North
Carolina Administrative Code.
g. An authorized workers’ compensation leave from any of the governmental units for
which service credit is granted.
h. Temporary and regular employment of employees of the General Assembly and the full
legislative terms of the members. Service of legislative interns and pages will not be
counted.

5. A prorated longevity payment shall be made to an eligible employee who retires, resigns or is
otherwise separated before the date of annual eligibility. When an employee dies, any
payment due shall be made to the employee’s estate.

6. The longevity pay amount shall be computed on the salary as of the last day worked; then it
is prorated by an amount equal to the proportion of the year worked toward the annual
eligibility date. The specific computation shall follow the rules set forth in the State
Personnel Act.

7. Longevity pay is not considered a part of annual base pay for classification and pay purposes,
nor is it to be recorded in personnel records as a part of annual base salary.

Approved 08/18/2005
Reviewed 09/05/2014
V-3.1.6 Professional Development
GTCC recognizes the benefits professional development provides to employees and the college.
GTCC will provide a professional development program for its employees to assist them in
advancing their personal and professional knowledge, competence, skill and behavior.

Procedure
1. In accordance with Comprehensive Standard 6.5 of the Southern Association of Colleges and
Schools, GTCC is specifically committed to promoting professional development activities
of its faculty members to foster the development and continuance of excellence in the
teaching profession.

2. GTCC provides area vice presidents with travel budgets based on college funding availability
that are to be used at their discretion for specific recurring professional development needs
and other travel needs within their departments. Examples include attendance at conferences,
seminars, meetings and similar purposes. Expenditures are subject to college and state travel
regulations. Department travel budgets may not be used for educational leave with pay or
tuition reimbursements unless those requests have been approved through the processes
described in this policy.

3. Professional development includes all activities designed to improve performance in all

aspects of their professional lives as facilitators of student learning and success, as scholars,
advisors, academic leaders, individual contributors, agents of public service and other
employee roles for achieving the college’s mission. GTCC’s professional development
includes four major areas: organizational development, manager development, staff/faculty
development and individual development.

Examples of varied internal professional development include:

• Designated professional development days
• The Center for Teaching and Learning
• Great Ideas in Faculty Teaching Symposium (GIFTS)
• President’s Leadership Seminar
• Department Chair Institutes
• Leadership Effectiveness and Development (LEAD) program
• Internal grants
• Research
• Attendance at workshops and meetings
• Programming to better orient faculty and staff and improve competence

External professional development opportunities include:

• Coursework
• Educational leaves
• Educational Assistance
• Continuing Education
• External grants or contracts
• Attendance at local, regional, national and international conferences
 • Workshops or Internships
• International Study visits
• Return-to-Industry activities
• Leadership North Carolina

4. Any person who is a full-time, part-time regular, or time-limited employee of GTCC is

eligible for professional development in accordance with the college policy. All full-time
regular employees are eligible to apply for all professional development activities. Part-time
regular employees are not eligible to apply for educational leaves with pay. In supporting
professional development for full-time, part-time, or time-limited employees, factors to be
considered include the potential benefit/value to the college, costs incurred by the college,
the academic program and employee performance. The president or designee may make
exceptions to employee eligibility criteria.

All employees are responsible for improving their professional effectiveness and taking the
initiative in promoting their own growth. Supervisors are responsible for encouraging
employees to participate in professional development activities that support institutional
goals and serve to improve the overall effectiveness and efficiency of the college and the
quality of services it provides to the community.

5. GTCC provides funding for professional development in several ways:

a. Internal events - GTCC assumes financial responsibility for many professional
development activities by providing opportunities for employees to participate on campus
during working hours.
b. External activities - Financial assistance, contingent on the availability of funding, will be
provided for professional development activities that occur external to the college (e.g.,
conferences/meetings, graduate coursework, paid leave etc.) and may require registration
fees, tuition and/or travel.
c. GTCC may provide funding through regular departmental travel budgets, Carl Perkins
(federal funds), educational/return-to-industry leave, and other grant programs.
d. Financial assistance may be denied in cases where it is determined that the proposed
professional development activity is not of sufficient benefit/value to the college or is not
consistent with the goals and objectives of the college or funding source.
e. All professional development activities which affect the individual's work schedule must
receive approval of the appropriate administrator.

6. Employees may apply for external professional development. The application process varies
based on the source of funding.
a. To apply for professional development funding to attend conferences and meetings
through Office of Organizational Development budgets, the employee follows this
procedure:
1) The employee submits a Professional Development Funding Request form,
description of the activity along with supporting documentation and how the activity
will increase the effectiveness or professional productivity of the employee to their
immediate supervisor.
 2) When evaluating professional development requests, the supervisor shall determine if
the request is in the best interest of the college using following criteria:
• The ability of the department to function efficiently and effectively during the
employee’s absence
• The impact of the employee’s absence on day-to-day operations
• The provisions required to accomplish the employee’s work
• Whether the employee’s documented work performance justifies the absence
3) The immediate supervisor makes the initial determination to support or deny the
request. If denied, the supervisor shall return the request to the employee with the
reason for denial. If the immediate supervisor supports the request, they approves the
Professional Development Request form and forwards it to the next level supervisor.
Unless denied by the next level supervisor, the request proceeds up the chain to the
vice president.
4) The vice president, president or designee shall make the final decision.
b. Educational leave. Refers to the release from duties or time normally required of a full-
time employee in carrying out the full load of responsibilities assigned to further their
education. Eligible employees may be granted educational and/or return-to-industry
leave with pay (pending budget availability and/or other needs of the college) for study
and professional self-improvement under provisions of the State Board of Community
College Code IC SBCCC 400.6 Educational Leave With Pay.
1) Employees who meet all the following criteria and contingent on the availability of
state funding are eligible for educational leave with pay:
• The employee has been employed full-time on a nine/ten/eleven or twelve-month
basis for at least three years.
• The employee has not taken educational leave within the past three years.
• The employee’s most recent performance must reflect a “meets expectations”
rating.
• The employee will engage in academic and/or return-to-industry activities during
the educational leave which are directly related to improving competence in
their regularly assigned duties.
• The employee agrees to be legally committed to returning to GTCC for the year
following the educational leave. An employee who fails to honor the contract
stipulated in this provision of these procedures shall be required to repay the
amount expended by the college for the educational leave. If the employee fulfills
a portion of the contract before defaulting, repayment shall be based on a prorated
portion of the amount due [i.e., an employee who returns to work for four months
of the contracted year would be required to repay two thirds (66.7%) of the cost of
the educational leave. (1C SBCCC, 400.6 Educational Leave With Pay)
• Educational leave shall not exceed one semester per fiscal year.
• The president may authorize exceptions to these criteria in their discretion.
2) To apply for professional development funding for educational leave through Office
of Organizational Development or other budgets including department travel
budgets, the employee follows this procedure:
• The employee submits an Educational Leave With Pay Request Application,
description of the activity along with supporting documentation, schedule and
 how the activity will increase the effectiveness or professional productivity of the
employee to their immediate supervisor.
• When evaluating professional development requests, the supervisor shall
determine if the request is in the best interest of the college using the following
criteria:
o The ability of the department to function efficiently and effectively during
the employee’s absence
o The impact of the employee’s absence on day-to-day operations
o The provisions required to accomplish the employee’s work
o Whether the employee’s documented work performance justifies the absence
• The supervisor shall review the educational leave request and submit a written
recommendation through the supervisory chain to the respective budget manager
and vice president, president or designee.
• When notified that the leave has been approved, the employee must complete the
Educational Leave or Return-to-Industry Request Application and forward it to
Human Resources and Payroll. Any out-of-state travel must be approved by the
college president or designee. Out of country travel must be coordinated with the
risk manager’s office to ensure applicable insurance coverage is in place. Any
applications associated with contract extensions or replacement costs for
substitutes are subject to review for accuracy by Human Resources and the
Business Office.
c. Educational assistance benefits include payments by the college for tuition. It does not
include payments for meals, lodging, transportation, tools or supplies. GTCC encourages
all employees to improve their effectiveness in their job performance and prepare
themselves for future career opportunities within GTCC. The purpose of tuition
educational assistance is to foster professional growth, learning and of eligible
employees.
1) Employees who meet all the following criteria and contingent on the availability
of funding are eligible for educational assistance:
a) The employee has been employed full-time or part-time on at least a nine-month
regular basis for at least three years. Employees must work at least 30 hours per
week in regular status to be eligible.
b) The employee has not taken educational leave with pay within the past three
years.
c) The employee’s most recent performance evaluation must reflect a “meets
expectations” rating.
d) The employee will engage in academic activities during the specified term which
are directly related to improving competence in their regularly assigned duties.
Courses must be taken for academic credit and/or certification but do not have to
be taken toward the completion of a degree.
e) The employee will maintain a passing grade (defined as receiving a minimum of a
“C” grade in undergraduate studies and a “B” for graduate studies) for academic
credit or pass the certification satisfactorily to qualify for educational assistance.
f) The employee must be accepted for admission to the institution and/or program.
g) Educational assistance is available for employees who attend regionally
accredited institutions of higher learning only.
 h) Educational assistance will be based on the cost of credit hours only. Student fees
(e.g., parking, library, activity, registration, late fees, books, supplies, etc.) are
excluded.
i) In return for receiving educational assistance, the employee must agree to
continue employment at GTCC for at least one year following the completion of
the course or courses for which they received tuition assistance. Should the
employee voluntarily resign within one year of completing a course or courses for
which they received educational assistance, they will be required to pay back the
full amount of the assistance received.
j) Educational assistance for approved expenses is limited to $1,000 per fiscal year
for employees who meet eligibility requirements and availability of funding.
k) The president may authorize exceptions to these criteria in their discretion.
2) To apply for educational assistance, the employee must follow this procedure:
a) The employee submits to their immediate supervisor an Educational Assistance
Program Application, description of the activity along with supporting
documentation, schedule and how the activity will increase the effectiveness or
professional productivity of the employee.
b) When evaluating professional development requests, the supervisor shall
determine if the request is in the best interest of the college and whether the
requests meets specified criteria. The supervisor shall review the educational
assistance request and submit a written recommendation through the supervisory
chain to the respective budget manager and vice president, president or designee.
c) The vice president, president or designee shall make the final decision.

7. Full time regular employees (working 30 hours or more per week) are eligible for some
tuition exemptions for GTCC courses for professional development or personal enrichment.
a. Full-time regular employees may enroll in one GTCC curriculum or continuing education
course for professional or personal development per academic year, based on the
availability of funding.
b. The employee must pay for books and any other special fees (optional student insurance,
forensics fee, and GED testing fee) associated with a course for which tuition has been
waived.
c. Tuition or registration exemptions are limited to a maximum of the equivalent of a four-
semester hour curriculum course. Prior approval through the Office of Organizational
Development is required one week prior to the start of class.

Adopted 10/17/1996
Revised 06/19/2014
Revised 06/06/2017
V-3.1.7 Other Benefits
Full-time and part-time regular employees and time-limited employees are eligible to enroll or
otherwise participate in employee benefits and programs from the first day of employment.
Temporary employees are eligible to participate in the college’s 403(b) supplemental retirement
plan.

Procedure
1. Information about insurances such as medical, dental, disability, vision, etc. and benefits
related to retirement and supplemental retirement plans may be obtained from the Human
Resources department.

2. College courses: Employees are encouraged to take advantage of the many courses available
at Guilford Technical Community College for their professional and personal development.
Full-time regular employees (working 30 hours or more per week) may be eligible for some
tuition exemptions for GTCC courses - see V-3.1.6 Professional Development.

A regular employee may take a course during their regular workday only with the prior
written approval of their immediate administrator. Approval is not required for a course
taken during the lunch hour or outside of the employee’s usual work hours.

3. Parking: the college has designated parking areas to be used without cost by employees on a
first-come, first-served basis. These spaces are intended to accommodate the parking needs
of employees only and are not to be used by employees' friends or families.

Other benefits available to employees are detailed in specific policies found within the
Management Manual.

Adopted 12/14/2004
Revised 08/18/2005
Revised 08/22/2014
V-3.1.8 Vehicle Use and Mileage Reimbursement
College employees and trustees may use their private vehicle for official college business when
such use is at the convenience of the college. The private vehicle reimbursement rate may not
exceed the prevailing IRS standard business mileage rate and is in accordance with state budget
guidelines in effect at the time of travel. This applies to reimbursements of local mileage from
all fund sources available to the college. All reimbursements require prior supervisory approval
and are contingent upon the availability of funds. This policy is not intended to reimburse
normal commuting expenses.

Procedure
1. Annually, the president or designee will provide the Business Office a memo indicating
blanket approval for employees who conduct college business on a routine basis. Employee
travel between home and the work site/duty station to which the employee is assigned on a
given day will not be reimbursed as this policy is not intended to reimburse for normal
commuting expenses.

2. The college has set standardized mileage distances between GTCC campuses/locations. The
college reimburses travel between GTCC locations at the standardized distances posted on
the portal.

3. The local mileage log should be used to submit reimbursements for local mileage. The log
should be approved and received in Accounts Payable no later than 30 days after the last day
of the previous month.

4. College employees and trustees may use their private vehicles for official college business.
a. When such use is for the convenience of the college, the reimbursement rate may not
exceed the prevailing IRS standard business mileage rate and is in accordance with state
budget guidelines in effect at the time of travel.
b. When such use is for the convenience of the employee, the reimbursement rate will equal
the rate in 4a above, less ten cents ($0.10). This is intended to encourage use of college
vehicles for college business.

5. The Business Office will communicate any increase or decrease to the approved IRS mileage
reimbursement rates and the effective date of each rate change as it occurs during the year.

6. Reimbursement of costs incurred through use of a private vehicle is for direct mileage
between points on the employee's itinerary. Mileage should be calculated from the
employee’s assigned duty station or home, whichever is less.

7. Tolls and parking are reimbursable to employees when using personal vehicles. Receipts
must be provided when costs of tolls and parking exceeds four dollars ($4.00) per day.

8. Reimbursement may not be made for commuting between an employee's home and the duty
station, except for temporary or part-time instructors, not coordinators.
9. Temporary or part-time curriculum and extension instructors who travel more than 15 miles
to or from a duty station for the purpose of teaching curriculum and extension courses may
be paid mileage expense in justified cases approved in writing, in advance, by the Chief
Financial Officer. These payments must be included on the employee’s W-2 form as salary
payments.

10. Reimbursement may be made to college Board of Trustees members for their commute from
their home to conduct official college business.

11. Each employee is responsible for their own request for reimbursement. All approved
reimbursement requests must be submitted to the Business Office within thirty (30) days
after the travel period has ended. Travel Period is defined as the calendar month during
which the travel occurred. Reimbursement requests not filed monthly may not be approved
for payment, contingent upon funding availability or other factors.

12. The college-wide rule Travel Procedures must be observed.

Transporting Students in Private Vehicles

Transporting students presents many liability issues that must be considered when planning a
trip. When students require transportation to participate in a college sanctioned activity, an
employee or college representative should consult with the Finance Office, Operations and
Facilities Office, or the college’s risk manager to determine available options.
The college cannot provide insurance coverage for personal vehicles. Any employee or student
opting to transport students in their private vehicle is personally liable for claims in the event of
an accident. This could expose the vehicle owner to potentially large claims that the college
cannot cover. Consequently, the college does not sanction employees, college representatives, or
students providing transportation for students in their personal vehicle.

Approved 02/17/2005
Revised 08/23/2007
Revised 06/19/2008
Revised 02/19/2009
Reviewed 09/05/2014
Revised 02/16/2017
V-3.1.9 Retirement Benefit Cap
Retirement benefits for certain employees eligible for North Carolina state retirement benefits
may be subject to a cap in accordance with limits established effective January 1, 2015, under
NCGS 135-5(a)(3). In general, Guilford Technical Community College (GTCC) will not make
payments on behalf of retiring employees that may be required by the North Carolina Teachers
and State Employees Retirement System (TSERS) for the difference between the contribution-
based benefit cap amount and the uncapped retirement amount the employee would otherwise be
eligible to receive. All such payments made for benefit of the president shall be negotiated in
advance and approved by the GTCC Board of Trustees. All other exceptions shall be approved
by the president as part of the hiring or career advancement negotiations of college personnel.

Internal Revenue Code 415-b and NCGS 135-18.7(b) also impose a limit on the maximum
annual retirement benefit that may be paid under a defined benefit plan, including TSERS.
Additional information about these retirement caps may be found in the TSERS Handbook on
the N.C. State Treasurer’s website at www.nctreasurer.com.

Procedure pending.

Adopted 06/16/2016
V-4.1 Leave

V-4.1.1 Annual Leave, Faculty Personal Leave, Personal Observance Leave, Bonus Leave
All eligible administrative, instructional, instructional support, and non-exempt employees
occupying regular and time-limited positions who are in pay status for at least one-half of the
regularly scheduled workdays in any month shall earn annual leave.

The amount of annual leave earned will be based on an employee’s years of aggregate state
service and will be computed according to the following schedule for employees as of January 1,
2011:

Years of Total
Hours per Month Hours per Year Days per Year
State Service
Less than 5 years 9 hrs. 20 mins. / 9.33 112 14
5 but less than 10 11 hrs. 20 mins / 11.33 136 17
10 but less than 15 13 hrs. 20 mins / 13.33 160 20
15 but less than 20 15 hrs. 20 mins / 15.33 184 23
20 years or more 17 hrs. 20 mins / 17.33 208 26

Eligible employees occupying regular part-time positions will earn annual leave proportionate to
time worked.

Additionally, pursuant to the Governor’s Executive Order 262, issued June 6, 2022, all regular
and time-limited employees shall receive one day of Personal Observance Leave (POL) per
calendar year, effective January 1, 2023.

Procedure
1. Eligible employees are full-time, part-time regular or time-limited employees of the college
whose employment is based on a standard workweek. Generally, curriculum faculty
members are excluded from this definition.

2. Eligible employees may accumulate annual leave, without a cap, until June 30 of each year;
however, on June 30 of each year any employee with more than 240 hours (pro-rated for
part-time employees) of accumulated leave shall have the excess accumulation converted to
sick leave so that only 240 hours (pro-rated for part-time employees) are carried forward to
July 1 of the next fiscal year. If an employee separates from service, payment for
accumulated annual leave shall not exceed 240 hours (pro-rated for part-time employees).

3. New employees may transfer creditable service from creditable service employers as
provided by the NC Teachers and State Retirement System (TSERS). Newly hired
employees are responsible for providing the required information to request a creditable State
service transfer. Only the GTCC Human Resources department is authorized to respond to
benefits questions from prospective employees and determine prior creditable service, as
prospective employees may rely on this information in accepting a position with the college.
GTCC does not accept the transfer of annual leave from any employer.
4. Through the first six months of service, new employees may be granted leave based solely on
the accrual schedule unless an exception is approved by the appropriate vice president. After
six months, with the appropriate supervisor's discretion, employees may be advanced that
amount of leave they would accrue through the end of the fiscal year. All annual leave that
has been advanced, but not earned as of June 30, shall be deducted from the July paycheck, if
other applicable leave is not available or approved. Upon termination from employment at
GTCC, any annual leave that was advanced, but not earned, will be deducted from terminal
pay.

5. Annual leave may be taken in quarter-hour increments.

6. Annual leave may be used for bereavement leave as defined in V-4.1.3 Bereavement Leave.

7. If a paid holiday or day the college is closed falls within a period when an employee is on
annual leave, the holiday or day the college is closed is not counted against the employee's
leave balance.

8. Employees shall be paid in a lump sum for accumulated leave not to exceed a maximum of
30 days (240 hours for a full-time employee, pro-rated for part-time employees) when they
are separated from service. When employees transfer to a position that does not accrue
annual leave, they will be paid for their unused leave balance not to exceed a maximum of 30
days at the time of the transfer.

When separation is due to retirement or reduction in force, accumulated vacation leave may
be exhausted. If the employee elects to exhaust accumulated leave, the employee accrues
benefits while exhausting leave.

9. Annual leave must be exhausted before unpaid leave is granted, unless unpaid leave is
approved under the Family and Medical Leave Act. For more information about unpaid
leave, see V-4.1.8 Unpaid Leave.

10. Annual leave requests greater than ten (10) consecutive work days are administered under
V-4.1.9 Extended Leave. Exceptions to the Extended Leave policy must be approved by
the president.

11. Accumulated annual leave balances from prior service in North Carolina public schools or
other state employment are not transferrable to the college.

12. To claim annual leave, an eligible employee must use the following process:
a. Submit an annual leave request to the immediate supervisor at least one week prior to the
requested beginning date of leave, except in case of emergency.
b. It is the responsibility of each employee and the respective supervisor to ensure that all
annual leave is reported accurately. Failure to do so may be grounds for disciplinary
action.
 c. Annual leave records are maintained in the Payroll Office and, as well as in each
division/department. The designated departmental record keeper or supervisor should
verify leave balances with the Payroll Office annually, or prior to separation and
processing of terminal pay.
d. Leave accruals may change based on factors like changes in state policy, etc. Prior leave
accrual tables are maintained in Human Resources.

13. Generally, curriculum faculty receive personal leave days in lieu of annual leave, as leave is
built into the faculty calendar.
a. Faculty with less than five years of service in the state system will receive one personal
leave day per year. Faculty with five or more years of service will receive two personal
leave days per year.
b. Personal leave must be requested from and approved by the immediate supervisor. This
leave is non-cumulative year to year. The supervisor shall report the absence(s) to the
Payroll Office.
c. If faculty is absent for a full day, 8 hours of personal leave should be submitted to Payroll
Office. If faculty is absent less than a full day, only number of hours absent
rounded to the nearest quarter hour should be submitted to the Payroll Office.

14. Personal Observance Leave

a. The Governor’s Executive Order 262, issued June 6, 2022 establishes Personal Observance Leave
(POL) for employees of the Office of the Governor and all Cabinet agencies. EO262 encourages
other state agencies and community colleges to voluntarily adopt similar policies to
promote the recruitment and retention of a diverse and inclusive workforce.
b. Eligible employees are full- or part-time regular and time-limited staff and faculty
(including curriculum faculty) employed by the college.
c. POL allows up to eight hours (pro-rated for part-time) of fully paid leave on a single day
of personal significance each calendar year.
d. All eight hours (pro-rated for part-time) must be taken at one time during a single work
shift.
e. Non-exempt staff may use this leave prior to using any compensatory (comp) time they
have accumulated.
f. The day may include, but is not limited to, days of cultural or religious importance.
g. POL is not counted as a part of the college’s employee holidays.
h. Supervisory approval is required for the leave day requested. Two weeks prior notice
should be required for POL requests.
i. Supervisors should not require a justification from the employee to utilize the POL.
j. The day should be a day of personal significance to the employee but does not have to be
a day from the employee’s own religious or cultural background.
k. Unused POL at the end of the calendar year reverts.
l. Unused POL has no cash value and cannot be converted to retirement credit.
m. Unused POL will not transfer if the employee goes to a non-participating agency who did
not adopt this leave for their employees. Alternatively, if the college hires someone from
a participating agency who has not used their POL for the calendar year in which we are
hiring, they will receive POL to be used before the end of that calendar year.
15.Bonus Leave
The NC General Assembly may, on occasion, approve the award of bonus leave to
community college employees. Bonus leave eligibility and use criteria must comply with the
requirements established at the time of the award by the General Assembly, the State Board
of Community Colleges and GTCC. Unless otherwise directed by the General Assembly, the
following criteria will be followed:
a. Eligible employees are full- or part-time regular and time-limited employees of the
college whose employment provides eligibility to accrue regular annual leave.
b. Bonus leave awards are pro-rated for part-time regular and time-limited employees and
full-time regular and time-limited employees working less than 12 months.
c. Bonus leave must be tracked separately from regular annual leave and sick leave.
d. Bonus leave is not subject to the 240-hour maximum annual leave carry forward at year-
end and is subject to provisions set forth at the time of the award. Bonus leave does not
convert to sick leave at year-end.
e. Bonus leave may be used for any purpose for which annual leave or sick leave can be
used, and may be taken at any time, subject to supervisory approval.
f. Bonus leave may be taken in quarter-hour increments.
g. If a paid holiday or day the college is closed falls within a period when an employee is on
bonus leave, the holiday or day the college is closed is not counted against the employee's
leave balance.
h. When employees are separated from service due to the conclusion of the employment
agreement, they shall be paid a lump sum for eligible accumulated bonus leave. When
employees transfer to a position that is not eligible for bonus leave, they will be paid their
eligible unused leave balance at the time of the transfer.
i. Bonus leave must be exhausted before unpaid leave is granted, unless unpaid leave is
approved under the Family and Medical Leave Act. For more information about unpaid
leave, see V-4.1.8 Unpaid Leave.
j. For bonus leave requests greater than ten (10) consecutive work days, refer to V-4.1.9
Extended Leave.
k. To claim bonus leave, an eligible employee must use the following process:
Submit a bonus leave request to the immediate supervisor at least one week prior to the
requested beginning date of leave, except in case of emergency.
i. It is the responsibility of each employee and the supervisor to ensure that all bonus
points are leave is reported accurately. Failure to do so may be grounds for
disciplinary action.
ii. Bonus leave records are maintained in the Payroll Office, as well as in each
division/department. Bonus leave hours may not be comingled with annual or sick
leave records. The designated departmental record keeper or supervisor should verify
leave balances with the Payroll Office annually, and prior to separation and processing
of terminal pay.

Adopted 04/04/2002 Revised 06/12/2023 (procedure)

Revised 10/25/2003
Revised 04/21/2011
Revised 12/12/2019
Revised 09/01/2022
V-4.1.2 Sick Leave
An employee, excluding 9-month curriculum faculty, occupying a full-time regular or time-
limited position who is in pay status for at least one-half of the regularly scheduled workdays in
any month shall earn sick leave computed at the rate of one day (8 hours) per calendar
month. The maximum sick leave earned by 9-month curriculum faculty over the fall/spring
academic year is nine days. Eligible employees occupying regular or time-limited part-time
positions will earn sick leave proportionate to time worked.

Sick leave may be used for the following purposes:

1. Illness or injury not covered by Workers' Compensation, which prevents an employee from
performing usual duties.

2. Actual period of temporary disability (examples include, but are not limited to,
chemotherapy, rehabilitative services, pregnancy and childbirth, etc.).

3. Quarantine as duly placed by proper authorities.

4. Illness or injury of a member of an employee’s immediate family or individual deemed close

to the employee.

5. Medical or dental appointments for the employee, an employee’s immediate family member,
or an individual deemed close to the employee.

6. Bereavement leave as defined in V-4.1.3 Bereavement Leave.

Procedure
1. Sick leave is provided for the reasons stated in this policy and may not be used for other
purposes.

2. Immediate family member includes spouse, parent, child, brother, sister, grandparent, or
grandchild. The term “immediate family member” also includes the step, half, and in-law
relationships and other dependents or individual(s) deemed close to the employee living in
the household.

3. An "individual deemed close to the employee” may or may not be a relative.

4. It is the responsibility of employees to report sick leave to their immediate supervisors before
the usual starting time. Employees must notify their supervisor on each day of absence unless
other arrangements have been made. Failure to provide timely notice could be grounds for
disciplinary action.

5. Sick leave of more than three consecutive days may require supportive documentation signed
by the physician providing satisfactory evidence of incapacity. Employees will not normally
be required to furnish certification substantiating a request for approval of sick leave for three
days or less. Exceptions may include excessive absenteeism not covered under FMLA. The
supervisor must notify the Human Resources Office when an employee has been out for three
consecutive days. Communication with the employee may be made at the discretion of the
chief human resources officer (or designee). Communication may be made with the medical
 provider upon consent of the employee and in keeping with any applicable federal and state
laws.

6. Sick leave may be taken in quarter-hour increments.

7. If an employee is absent for a full day, 8 hours of sick leave should be submitted to the
Payroll Office. This includes full-time and part-time regular and time-limited faculty and
staff. Employees must deduct the number of hours they were scheduled to work on the day(s)
missed. If an employee is absent less than a full day, only the number of hours absent
rounded to the nearest quarter-hour should be submitted to the Payroll Office.

8. The appropriate supervisor may advance sick leave not to exceed the amount employees can
earn during the period of their employment. Upon termination, sick leave that has been
advanced, but not earned, shall be deducted from terminal pay. Any sick leave that has been
advanced, but not earned as of June 30, shall be deducted from the July paycheck, if other
applicable leave is not available. Any residual balance of advanced leave will be subject to
collection procedures.

9. Employees may use their accrued or advanced annual leave if all sick leave, bonus leave, or
compensatory time has been exhausted. When employees have exhausted all accrued or
advanced time, they may request Voluntary Shared Leave if eligible (see V-4.1.7 Voluntary
Shared Leave) or they may be granted unpaid or extended leave, as applicable (see V-4.1.8
Unpaid Leave or V-4.1.9 Extended Leave).

10. Sickness or disability covered by Workers' Compensation shall not be considered as sick
leave. However, during the mandatory waiting period before the commencement of
Workers’ Compensation, employees may use their sick leave. Also, if Workers’
Compensation is approved, the employee may use sick leave for the one-third salary not
compensable by Workers’ Compensation.

11. It is the responsibility of employees and their supervisor to assure that all sick leave is
reported accurately. Sick leave requests must be completed for every use of sick leave. Sick
leave records are maintained on an annual basis and recorded in the Payroll Office as well as
by a record keeper in each division/department. The designated departmental record keeper
should verify leave balances with the Payroll Office annually.

12. Employees having accumulated sick leave days from prior service in North Carolina public
schools or other state employment may transfer that sick leave provided the transfer meets all
the requirements of the State Personnel Manual. Sick leave accumulated at a community
college shall also be transferable to other subsequent North Carolina state or public school
employment.

13. Accumulated sick leave may be used for retirement credit. One month of credit is allowed
for each 20 days, or any portion thereof, to an employee’s credit upon retirement.

14. Annual leave in excess of 240 hours (pro-rated for part-time employees) on June 30 of each
year shall be converted to sick leave.
Adopted 12/14/1995
Revised 07/2000
Revised 02/20/2014
Revised 12/12/2019
Revised 07/01/2020 (procedure)
V-4.1.3 Bereavement Leave
An employee occupying a regular or time-limited position may be granted leave in case of the
death of an individual deemed close to the employee. An "individual deemed close to the
employee” may or may not be a relative.

An employee may elect to use any accrued leave for bereavement leave. However, if leave is
exhausted, the bereavement leave may be without pay (unpaid leave).

Procedure
1. Employees of GTCC occupying full-time or part-time regular or time-limited positions are
eligible for leave under this policy.

2. To request bereavement leave, an employee must use the following process:

a. Employees submit a request for leave to their supervisor for approval, noting the
requested length of absence and that it is bereavement leave.
b. The supervisor accepts or rejects the request.
c. If the bereavement leave is greater than one week in length, the area vice president or
president must also be notified by the supervisor.

Adopted 12/14/1995
Reviewed 01/22/2014
Revised 12/12/2019
V-4.1.4 Required Court Attendance
An employee attending court or an administrative hearing in connection with their official duties
shall be granted leave with pay for the period of required absence. Additionally, an employee
summoned to jury duty shall be granted leave with pay for the period of required absence.

The employee serving in the above capacities must report to work for all or part of their work
day that they are not actually engaged in judicial proceedings or required to be in attendance.

Procedure
1. An employee receiving notice of required attendance in court or at an administrative hearing
of a duly constituted government agency shall advise their supervisor immediately by
submitting a copy of the notice/subpoena.

2. An employee receiving notice for jury duty shall advise their supervisor immediately by
submitting a copy of the summons. Employees serving on jury duty are entitled to leave with
pay and may keep jury duty fees, in lieu of receiving a travel allowance.

3. Absence due to required court/administrative hearing attendance related to institutional

concerns shall not be deducted from any leaves (sick leave, annual, etc.) accrued by the
employee.

4. An employee attending court on voluntary or involuntary non-institutional business (other

than jury duty) will be required to take personal leave, annual leave, or make other
accommodations for work.

Adopted 12/14/1995
Reviewed 01/22/2014
V-4.1.5 Military and National Emergency Leave
Pursuant to State Board of Community College Code 1C SBCCC 400.7, leave with pay shall be
granted to members of reserve components of the U.S. Armed Forces for certain periods of
active duty training and for state military duty. Subject to the approval of the president of the
college, employees who are asked to respond to national emergencies or disasters as determined
by the U.S. Public Health Service (USPHS), Office of Emergency Preparedness (OEP), or other
federal agencies that may be authorized to mobilize civilians during a time of emergency may
also be granted leave within the limits of this policy. Employees shall incur no loss of status or
benefits as a result of their military and/or national emergency service.

Procedure
1. Military leave with pay
Leave with pay shall be granted to members of Reserve components of the United States
Armed Forces for certain periods of active duty training. Reserve components of the U.S.
Armed Forces are considered the National Guard, Army Reserve, Navy Reserve, Air Force
Reserve, Marine Corps Reserve and Coast Guard Reserve. The National Guard has a dual
role in that it serves as the State Militia and, in that capacity responds to the Governor and
serves as the military arm of State Government.
a. Periods of entitlement for all reserve components
• Military leave with pay shall be granted for up to 120 working hours (prorated for
part-time employees) during the federal fiscal year, (October 1 – September 30) for
any type of active military duty for members not on extended active duty.
• Although scheduled unit training drills occurring on weekends do not normally
require military leave, the college is required to excuse an employee for all regularly
scheduled military duty and, if necessary, rearrange the employee's work schedule.
• Within the 120 hours provided for training, an employee shall be granted necessary
time off when the employee must undergo a required physical exam relating to
membership in a Reserve component.
b. Additional periods of entitlement for members of the National Guard
• Military leave in addition to the 120 hours for training shall be granted to members of
the National Guard for infrequent, special activities in the interest of the State, usually
not exceeding one day, when so ordered by the Governor or the Governor’s
authorized representative.
• Leave with pay shall be granted for state duty (domestic disturbances, disasters,
search and rescue, etc.) for periods not exceeding 30 consecutive days. For periods in
excess of 30 days, employees shall be entitled to military leave with differential pay
between military and their regular state pay if military pay is lesser.
c. Periods of entitlement for Civil Air Patrol
• When performing missions or encampments authorized and requested by the U.S. Air
Force or emergency missions for the State at the request of the Governor or the
Secretary of the Department of Crime Control and Public Safety, a member of the
Civil Air Patrol is entitled to military leave not to exceed a combined total of 120
hours (prorated for part-time employees) in any calendar year unless otherwise
authorized by the Governor.
• Regularly scheduled unit training assemblies, usually occurring on weekends are not
acceptable for military leave with pay; however, GTCC will make every effort to
arrange work schedules to allow employees to attend this training.
d. Periods of entitlement for members of State Defense Militia
 The State Defense Militia is considered a Reserve component of the National Guard but
not a Reserve component of the US Armed Forces. Its members are not subject to
obligatory service unless they are assigned to a unit that is ordered or called out by the
Governor. Under the following conditions, state employees who are members of the
State Defense Militia are entitled to military leave with pay. Under the following
conditions an employee may be granted military leave not to exceed 120 hours (prorated
for part-time employees) during any fiscal year:
• Infrequent special activities in the interest of the State, usually not exceeding one day,
when so ordered by the Governor or his authorized representative.
• State duty for missions related to disasters, search and rescue, etc. State employees
are not entitled to leave with pay when volunteering for support functions or events
sponsored by civic or social organizations even though such support has been
authorized.
• Regularly scheduled unit training, usually occurring on weekends, is not acceptable
for military leave with pay but the college is encouraged to arrange work schedules to
allow participation in these activities.
e. Periods for which military leave with pay is not authorized
Employees shall not be entitled to military leave with pay for the following periods, nor
is the college required to grant leave--with or without pay--for these purposes:
• Duties resulting from disciplinary action imposed by military authorities.
• Unscheduled or incidental military activities such as volunteer work at military
facilities (not on duty status), unofficial military activities, etc.
• Inactive duty training (drills) performed for the convenience of the member, such as
make up drills, equivalent training, etc.
f. The college requires the employee to submit a copy of the orders or other appropriate
documentation to certify performance of required military duty.
g. During the period of military leave with pay, the employee shall not incur any loss of
state service or suffer any adverse service rating. The employee shall continue to
accumulate sick and vacation leave, aggregate service credit, and receive any promotion
or salary increase if eligible.

2. Military unpaid leave

a. Military unpaid leave shall be granted for certain periods of active duty to include
attendance at service schools. Except for extended periods of active duty, the employee
may use all or part of the 120 hours annual military leave (prorated for part-time
employees) with pay or regular vacation leave in lieu of or in conjunction with military
unpaid leave.
• Military unpaid leave shall be granted for attendance at service schools when such
attendance is mandatory for continued retention in the Reserve component.
• For purposes other than retention, unpaid leave may be granted employees for
attendance at resident military service schools. Such leave will be granted when the
employee is required to attend, and when the required course is not available by any
other means.
b. Unpaid leave shall be granted for periods of active duty in the armed forces of the United
States. Use of military leave with pay is not authorized upon entry into extended active
duty.
c. Additional periods of military unpaid leave shall be granted in the following situations:
 • While awaiting entry into active duty provided any delay is not due to the employee's
fault. This shall include any period up to 30 days to allow for settlement of any
personal matters.
• The period following military service while employee's reinstatement is pending
provided the employee applies for such reinstatement within 90 days following
release from active duty.
• Any period of involuntary extension of an enlistment which originally was made for
four (4) years or less when such extension was not voluntary or due to the fault of the
employee. Employees may be required to provide evidence that such extensions
were involuntary.
• Extensions of enlistments due to hospitalization for service connected injury or
illness. This benefit is contingent upon the employee applying for reinstatement
within 90 days of release from active duty after any such hospitalization.
d. The employee shall inform their supervisor and shall provide a copy of orders to report
for active duty to the Human Resources department as soon as they may be available, and
shall give the effective date of leave and the probable date of return. The employee is
responsible for making application for reinstatement within 90 days from the date of
separation from service and shall notify the college of any decision not to return.
e. The college is responsible for determining the employee’s eligibility for unpaid leave.
The employee’s department head must explain to the employee the rights and benefits
concerning leave, salary increases, retirement status, and reinstatement from military
leave.
f. The employee may choose to have accumulated annual leave paid in a lump sum, may
exhaust this leave, or retain part or all of accumulated leave until return to state service.
The maximum accumulation of 240 hours applies to a lump sum payment.
g. The employee shall retain all accumulated sick leave and continue to earn time toward
total state service.
h. The employee is entitled to retirement service credit for all active duty service in the
armed forces for which discharge, release, or separation was under honorable conditions.
Under this provision, credit is received for such service upon filing with the Teachers’
and State Employees' Retirement System a copy of the service record showing dates of
entry and separation. (In addition, the retirement credit is available to employees who
return to state employment within a period of two years after the earliest discharge date
or any time after discharge and who have earned ten or more years of credit in the
Retirement System.) Voluntary enlistments following the earliest discharge are not
creditable. No contribution is required to receive this credit.
i. Those called to active duty cannot continue coverage under the State Health Plan.
Coverage ends on the last day of the month in which the employee enters active service.
Employees who use the military leave with pay option and employees who are
exhausting vacation leave are still on the payroll, but their health coverage ends on the
last day of the month in which they enter active service.
j. Employees on unpaid leave who are separated or discharged from military service under
honorable conditions and who apply for reinstatement within the established time shall be
reinstated to the same position or one of like status, seniority, and pay in the college. If,
during military service the employee is disabled to the extent the duties of the original
position cannot be performed, the employee shall be reinstated to a position with duties
compatible with the disability. The employee's salary shall be the same as when placed
in a non-pay status plus any general increases granted during military leave. In no case
will the reinstated employee's salary be less than when placed in military leave status.
 Employees who resign to enter military service without knowledge of their eligibility for
unpaid leave and reinstatement benefits, but who are otherwise eligible, shall be
reinstated as if they had applied for this benefit.

In all cases, the college shall comply with The Uniformed Services Employment and
Reemployment Rights Act of 1994 (USERRA 38 U.S.C. 4301-4335), V-4.1.6 Family and
Medical Leave Act policy) and any other federal or state laws and regulations as may be
applicable.

3. National Emergency Leave

Guilford Tech employees may be asked to respond to national emergencies or disasters as
determined by the U.S. Public Health Service (USPHS), the Office of Emergency
Preparedness (OEP) or other federal agencies. For example, an employee who is a member
of the National Medical Response Team (NMRT) could be requested to serve on a Special
Operations Response Team (SORT). Upon approval of the president of the college,
employees may be granted leave as follows:
a. Periods of entitlement for national emergency leave with pay
• Guilford Tech requires the employee to submit a copy of the orders or other
appropriate documentation to certify performance of required duty.
• When activated, an employee is entitled to paid leave not to exceed a combined total
of 120 hours (pro-rated for part-time employees) during any calendar year.
• During the period of national emergency leave with pay, the employee shall not incur
any loss of state service or suffer any adverse service rating. The employee shall
continue to accumulate sick and vacation leave, aggregate service credit, and will
receive any promotion or salary increase if eligible.
b. Employees shall not be entitled to national emergency leave with pay for the following
periods, nor is the college required to grant leave, with or without pay, for the following
reasons:
• Unscheduled or incidental activities such as volunteer work (not on required duty
status) or unofficial activities associated with the USPHS and/or OEP, etc.
• Training performed for the convenience of the member, such as make-up and/or
equivalent training, etc.

Adopted 12/14/1995
Revised 04/15/1999
Revised 10/17/2002
Revised 01/24/2014 (procedure)
V-4.1.6 Family and Medical Leave Act
In accordance with federal law, employees of Guilford Technical Community College may be
eligible to take unpaid leave under the Family and Medical Leave Act of 1993 (FMLA).

Procedure
1. Full-time or part-time regular employees of GTCC who have worked for at least one year
with a minimum of 1,250 hours over the twelve months prior to the requested leave period
are eligible for leave under the FMLA.

2. The Family and Medical Leave Act of 1993 provides for an eligible employee to be entitled
to a total of up to twelve workweeks of leave during any twelve-month period for one or
more qualifying reasons. The Family Medical Leave Act of 1993 was expanded in 2008
under The National Defense Authorization Act which allows military family leave for
qualifying reasons.

3. The FMLA requires covered employers to provide up to 12 weeks of unpaid, job protected
leave to eligible employees for the following qualifying reasons:
a. To care for the employee’s child after birth, or placement of a child with the employee
for adoption or foster care.
b. To care for the employee's son or daughter, spouse or parent who suffers from a serious
health condition. The definitions of child, spouse, and parent apply are summarized
below:
• "Son” or “Daughter” includes biological, adopted, foster, stepchild, a legal ward, or
the "child" of a person acting "in loco parentis," who is either under the age of 18 or
is "incapable of self-care" because of a "mental or physical disability" at the time
FMLA leave is to commence.
• A "parent" includes biological, adoptive, step or foster father or mother, or any person
who acted in the capacity of a parent (in loco parentis) when the employee was a son
or daughter as defined above.
• "Spouse" is a husband or wife as defined in state law.
• For an employee's own serious health condition that makes the employee unable to
perform their job.
• For qualifying exigencies related to military family leave. An eligible employee
whose spouse, son, daughter or parent either has been notified of an impending call or
order to active military duty or who is already on active duty may take up to 12 weeks
of leave for reasons related to certain qualifying exigencies. Qualifying exigencies
may include attending certain military events, arranging for alternative childcare,
addressing certain financial and legal arrangements, attending certain counseling
sessions, and attending post-deployment reintegration briefings. Son or daughter for
this type of FMLA leave includes biological, adopted, foster, stepchild, a legal ward,
or the "child" of a person acting "in loco parentis," regardless of age.

4. The FMLA requires covered employers to provide up to 26 weeks of unpaid, job protected
leave to eligible employees to care for a covered service member during a single 12-month
period, if the employee is the spouse, son, daughter, parent, or next of kin of the service
member. For this leave, “spouse” and “parent” are defined as set forth in paragraph 3b.
 above, and “son” or “daughter” are defined as set forth in paragraph 3d. “Next of kin of a
service member” means the nearest blood relative other than the covered service member’s
spouse, parent, son, or daughter, in the priority order as set out federal regulation.

A covered service member is a current member of the Armed Forces, including a member of
the National Guard or Reserves, who has a serious injury or illness incurred in the line of
duty on active duty that may render the service member medically unfit to perform their
duties for which the service member is undergoing medical treatment, recuperation, or
therapy; or is in outpatient status; or is on a temporary disability retired list.

5. An eligible employee is entitled to a combined total of 26 workweeks of leave for any

FMLA-qualifying reasons during the single 12-month period, provided the employee does
not take more than 12 weeks of leave for one or more of the reasons specified in paragraph 3
above.

6. Employees must provide 30 days advance notice of the need to take FMLA leave when the
need is foreseeable. When 30 days’ notice is not possible, the employee must provide notice
as soon as practicable and generally must comply with any normal call-in procedures.

7. Employees must provide sufficient information for GTCC to determine if the leave may
qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient
information may include that the employee is unable to perform job functions, the family
member is unable to perform daily activities, the need for hospitalization or continuing
treatment by a health care provider, or circumstances supporting the need for military family
leave. Employees must also inform GTCC if the requested leave is for a reason for which
FMLA leave was previously taken or certified.

8. Employees may also be required to provide certification and periodic recertification

supporting the need for leave. The employee requesting leave due to their own serious health
condition will be required to obtain a fitness-for-duty certification before returning to work.

9. Employees will be required to use any accrued sick leave for illness related absences while
taking FMLA leave. This applies in the case of the illness of the employee, the employee's
son, daughter, spouse or parent. Sick leave may be used only in accordance with GTCC's
current sick leave policy. Periods of absence covered by Worker's Compensation for a
FMLA-qualifying reason shall be designated as FMLA leave as provided by law.

10. Employees will have the option of using annual leave for serious illness of self, spouse, son,
daughter or parent once sick leave is exhausted, or may be granted unpaid leave.

11. For adoption of children, employees will be allowed to use a maximum of thirty (30) days
accrued sick leave. In the case of foster care of children, employees may choose to exhaust
available annual leave prior to taking unpaid leave. Employees are not permitted to use sick
leave for placement of a (foster) child in the home.

12. If a husband and wife are employed by GTCC, the aggregate number of workweeks of leave
to which they would be entitled may be limited to twelve weeks if the leave is taken for the
birth of a child, adoption, or placement of a child in the home, or to care for the employee’s
parent with a serious health condition.
13. For employees who are affected by a family member’s active duty or call to military service
(to include spouse, son, daughter or parent), employees may choose to exhaust available
annual or personal leave prior to taking unpaid leave.

14. Benefits shall be handled during the leave according to the following provisions:
a. GTCC will maintain benefit coverage under any “group health plan” for the employee
and the employee's dependents on the same conditions as coverage would have been
provided if the employee were not taking leave.
b. The employee is required to pay the health insurance premiums that they had paid prior
to the leave period.
c. If the employee elects not to maintain health coverage during the leave period, they will
be entitled to have health coverage resumed upon return to work without a waiting period
for pre-existing conditions.
d. GTCC shall recover the premiums if the employee fails to return to work after the leave
period is exhausted unless the employee has a continuation, recurrence or onset of a
serious health condition or other circumstances beyond the employee's control as defined
in the federal regulations.

15. The employee may be asked their intent to return to work before the leave period begins.

16. A serious health condition is an illness, injury, impairment, or physical or mental condition
that involves either an overnight stay in a medical care facility, or continuing treatment by a
health care provider for a condition that either prevents the employee from performing the
functions of the employee’s job, or prevents the qualified family member from participating
in school or other daily activities. Subject to certain conditions, the continuing treatment
requirement may be met by a period of incapacity of more than 3 consecutive calendar days
combined with at least 2 visits to a health care provider or one visit and a regimen of
continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic
condition. Other conditions may be the definition of continuing treatment.

17. Intermittent or reduced leave may be available based on medical necessity in certain
circumstances. Leave due to a qualifying exigency may be taken on an intermittent or
reduced leave basis. Employees must make reasonable efforts to schedule leave for planned
medical treatment so as not to unduly disrupt the employer’s operations.

18. Upon return from FMLA leave, most employees must be restored to their original or
equivalent positions with equivalent pay, benefits, and other employment terms. Use of
FMLA leave cannot result in the loss of any employment benefit that accrued prior to the
start of an employee’s leave.

19. To take leave under this policy, an employee must use the following process.
a. Notify the supervisor and the Chief Human Resources Officer in writing at least thirty
days prior to the planned leave. If an emergency situation arises, notify the supervisor
and the Chief Human Resources Officer as soon as possible.
b. Complete forms requesting leave under the FMLA. Forms may be obtained from the
Human Resources Office.
 c. Supervisors will notify the next, appropriate levels of supervision, up to the vice
president. The vice president will determine final approval of the leave request.
d. Federal regulation requires that records of leaves taken under the FMLA be maintained
for a specified period of time. Any records required to be maintained will be maintained
by the Human Resources Office.

20. Leaves from employment that qualify as FMLA leave will automatically be considered as
FMLA leave, if the employee otherwise meets the eligibility requirements. This does not
prevent the employee from requesting unpaid leave under the college's V-4.1.8 Unpaid leave
policy.

21. GTCC will inform employees requesting leave whether they are eligible for leave under the
FMLA. If they are, the employee will be given notice of their rights and responsibilities. If
the employee is not eligible, GTCC will inform the employee of the reason for ineligibility.

22. GTCC will inform employees if the requested leave will be designated as FMLA-protected
and the amount of leave counted against the employee’s leave entitlement. If GTCC
determines that the leave is not FMLA-protected, GTCC will notify the employee of the
same.

23. As provided by law, GTCC will not interfere with, restrain, or deny the exercise of any right
provided under the FMLA. GTCC will not discharge or discriminate against any employee
for opposing any practice made unlawful by the FMLA or for involvement in any
proceeding under or relating to the FMLA. Employees who feel that their rights have been
violated may file a complaint with the U.S. Department of Labor or may bring a private
lawsuit.

Adopted 12/14/1995
Revised 12/2003
Revised 10/2008
Revised 12/2008
Revised 04/23/2009
V-4.1.7 Voluntary Shared Leave (VSL)
This policy allows regular or time-limited employees at Guilford Technical Community College
to assist another employee on a one-to-one basis when a medical condition requires absence from
duty for a prolonged period of time. In addition, any regular or time-limited employee of
Guilford Technical Community College may share leave voluntarily with another employee of a
North Carolina community college, public school, or state agency. This policy shall conform to
state personnel policies for Voluntary Shared Leave, 1C SBCCC 200.94.c Local College
Personnel Policies.

Procedure
1. To request donated leave, employees must apply through the Human Resources Office at
GTCC. A prospective recipient shall apply or be nominated by a fellow employee to
participate in the program. An application may be requested from the Human Resources
Office or accessed online via the portal under Human Resources Forms.
• Applications will include name, employee ID number, classification,
department/division, and estimated length of time needed to participate in the program.
• A physician’s statement must be attached to the application and a signed release to allow
Human Resources to obtain further necessary information. (Employee medical
information will not be released by Human Resources unless employee signs a consent
form. Appropriate forms may be obtained from the Human Resources Office.)
• The employee’s immediate supervisor must be notified that a Voluntary Shared Leave
request has been submitted.

2. The Human Resources Office shall review the merits of the request and approve or
disapprove.

3. Voluntary shared leave donations will be processed through completion of official leave
forms.

4. Individual leave records will be kept private and only individual employees may reveal their
donation or receipt of leave.

Adopted 10/25/2003
Revised 05/16/2004 (procedure)
Revised 02/20/2014
Revised 04/20/2017
Revised 06/05/2017 (procedure)
V-4.1.8 Unpaid Leave
Unpaid leave is a temporary non-pay status and absence from duty for employees who have
exhausted all applicable leave balances. Separate leave policies within the Management Manual
govern military leave, Family and Medical Leave Act (FMLA) leave, educational leave,
extended leave, workers’ compensation leave, and Disability Income Plan leave. Reasonable
notice shall be given by the employee requesting unpaid leave.

Procedure
1. The employee’s supervisor may approve intermittent unpaid leave or unpaid leave requests
of two weeks or less for employees in a non-probationary status. The supervisor must also
notify the area vice president, the Payroll Office, and Human Resources.

2. For absences greater than 2 weeks, please refer to policy V-4.1.9 Extended Leave.

3. In cases where it is not practical for the employee to submit the request and in rare instances
where the college deems it appropriate, Human Resources may initiate an unpaid leave
request on behalf of an employee.

4. Area vice presidents or the president may grant employees in probationary status approved
unpaid leave. However, employees may have their probation extended by an equal number of
days/weeks.

5. Approved unpaid leave status does not exempt the employee from organizational changes
(reorganizations, furloughs, etc.) or reductions in force, which may be made in their absence.

6. Failure to return to work at the expiration of the approved leave period may be considered a
resignation by the employee.

7. Annual leave, sick leave, and service credits accrue while on approved unpaid leave as long
as the employee is in pay status for half the working days that month.

Adopted 12/14/1995
Revised 09/11/2006
Revised 12/17/2009
Revised 02/20/2014
Revised 08/25/2020
V-4.1.9 Extended Leave
Extended leave is a request to have a prolonged absence from the college (greater than ten
consecutive work days). This is a temporary status, and absence from duty that may be approved
at the discretion of the president or designee. Extended leave may be granted to full-time and
part-time regular and time-limited employees in good standing for a period not to exceed one
year. Separate leave policies within the Management Manual govern military leave, Family and
Medical Leave Act (FMLA) leave, educational leave, workers’ compensation leave and
Disability Income Plan leave. A notice of 30 days should be given by an employee requesting an
extended leave. Extended leave will be considered only if the employee states in writing the
projected end date of the leave as well as the intent to resume employment at GTCC at the end of
the leave period. Extended leave may be paid or unpaid depending on the employee’s leave
balances. In extraordinary circumstances, employees may request an extension of the leave
period; such requests must be in writing and approved by the college president.

Procedure
1. The president may make approval of extended leave on a case-by-case basis considering the
needs and circumstances of the employee and the impact that the employee’s absence will
have on the workplace.

2. Employees must request approval of extended leave in writing to the immediate supervisor.
If the supervisor supports the request, it will be forwarded to the Chief Human Resources
Officer (CHRO), who will consult with the college president for review and approval. If
approved, the CHRO will sign and return the request to the immediate supervisor.

3. In emergency circumstances, the appropriate vice president or president may approve

extended leave to begin less than one month from the time of the written request. In the case
of approved emergency extended leave requests, the area vice president or president shall, as
soon as possible, notify the CHRO and president, if applicable. The CHRO will take steps to
ensure reconciliation of the employee's leave records. In cases where it is not practical for the
employee to submit the request in writing or in rare instances in which the college deems it
appropriate, the CHRO may initiate an extended leave request on behalf of an employee.

4. The CHRO will notify the employee if the request is approved or denied. If approved, the
CHRO will forward documentation to the Payroll Office.

5. Approved extended leave does not exempt the employee from organizational changes
(reorganizations, furloughs, etc.) or reductions in force, which may be made during the leave
period.

6. All applicable leave balances of the employee must be used to cover the extended leave until
the leave balances are exhausted or the employee returns to work, whichever occurs first.

7. Once all applicable leave has been exhausted, the leave will become unpaid. Please refer to
V-4.1.8 Unpaid Leave for further information.

8. Annual leave, sick leave, and service credits do not accrue while on approved extended leave
unless the employee has sufficient paid leave to cover the absence. Leave accruals will end
if/when the employee exhausts all applicable earned leave.
9. Though the president may grant an employee in probationary status extended leave, the
employee’s probationary period will be extended by the number of weeks/months equal to
the duration of the extended leave.

10. Failure to return to work at the expiration of the approved leave period will be considered a
voluntary resignation.

11. Employees desiring health and dental insurance coverage while on approved extended leave
must pay both employer and employee costs of the coverage once all applicable leave has
been exhausted, except as provided by FMLA. Employees may also elect to continue
optional insurance plans by paying the monthly premium to the college. In the case of non-
payment or late payment, coverage will lapse. Employees may re-enroll during the next
annual enrollment period or upon return to work. It is the employee’s responsibility to work
with the Benefits Manager to ensure payments are made in a timely manner and that the
impact on benefits is understood.

Adopted 12/12/2019
V-4.1.10 Unexcused Absence
An unexcused absence is an unapproved, temporary, non-pay status and absence from the
employee’s regularly scheduled workday. Leave is considered unexcused when a request is
made and denied, no request is made but the employee is absent, or other similar circumstances.

Procedure
1. All employees are required to submit leave requests or provide notification to their
supervisors prior to any absence from a regularly scheduled workday. Failure to provide
notification or receive approval may result in disciplinary action and unexcused, unpaid time
off even if the employee has available leave balances.

2. Employees who fail to report to work for three consecutive work days without
communicating to their supervisors the reason(s) for absence will be viewed as voluntarily
resigning their employment effective at the close of the third work day. See the Resignation
college wide rule for more information.

3. Supervisors are responsible for notifying their area vice president, Human Resources, and the
Payroll Office of any unexcused absence of their employees.

4. Repeated unexcused absences may result in disciplinary action up to and including

termination of employment.

Adopted 12/12/2019
V-4.1.11 Paid Parental Leave
Paid Parental Leave is designed to promote families’ physical and mental health, increase worker
retention, and improve worker productivity and morale. In accordance with G.S. 126-1 and 126-
8.6, and with guidance from the Office of State Human Resources and the North Carolina
Community College System, Guilford Technical Community College has established a Paid
Parental Leave program effective July 1, 2023

Procedure
A. Covered Employees
An employee’s eligibility for Paid Parental Leave shall be determined based on the
employee’s months of service and hours of work as of the date of the qualifying life event.
Employees who become parents via childbirth, adoption, foster care, or another legal
placement are eligible if:

• Employee is full-time or part-time (regardless of whether half-time or more) in a

permanent, probationary, or time-limited appointment.
• For the immediate twelve (12) preceding months, the employee has been employed
without a break in service1 by the college in a permanent, time-limited, or probationary
appointment.
• Periods of worker’s compensation or short-term disability in the 12 months
preceding the qualifying events do not make the employee ineligible for paid
parental leave.
• Periods of leave without pay, as defined in 25 NCAC 01E .1100 and the V-4.1.8
Unpaid Leave policy, shall not constitute a break in service.2
• Employee must be eligible for Family and Medical Leave (FML) by being in pay status
for at least 1,040 hours in the previous twelve-month period.
• Whether an employee exhausted FML does not affect eligibility for paid parental
leave.
Temporary employees are not eligible to participate in this program.

B. Definitions
Eligible Employee - A full-time or part-time employee in a permanent, probationary, or time-
limited appointment who has been employed without a break in service by Guilford
Technical Community College in a permanent, time-limited, or probationary appointment for
the immediate twelve (12) preceding months and who is eligible for Family and Medical
Leave (FML) by being in pay status for at least 1,040 hours in the previous twelve-month
period.

1
Under 25 NCAC 01D .0114, “A break in service shall be deemed to occur when an
employee is not in pay status, as defined in 25 NCAC 01D .0105, for more than 31 calendar
days.” Pay status is defined to mean, “An employee shall be deemed to be in pay status when
working, when on paid leave, when exhausting vacation or sick leave, or when on workers'
compensation leave.” 25 NCAC 01D .0105(a).
2
25 NCAC 01D .0114.
Parent – Either (a) the mother or father of a child through birth or legal adoption, or (b) an
individual who cares for a child through foster or other legal placement under the direction of
a government authority.
 Child - A newborn biological Child or a newly-placed adopted, foster or otherwise legally
placed Child under the age of eighteen (18), whose Parent is an eligible Employee.

Paid Parental Leave – 100% paid leave to be provided to an Eligible Employee either (a)
upon the Eligible Employee giving birth for both recuperation during the disability period
and bonding with a newborn Child, or (b) to other Eligible Employees to care for and bond
with a newborn child or newly adopted, foster or otherwise legally placed Child.

Note: Agencies granting parental leave must uphold the principle of equal treatment. See
Equal Employment Opportunity Commission, Enforcement Guidance on Pregnancy Discrimination
and Related Issues, Section I(C)(3) (June 25, 2015). For example, under G.S. 126-8.6, the birth
mother receives four (4) weeks for recuperation and recovery and four (4) weeks for parental
bonding leave, which is equal to the four (4) weeks the other parent receives for parental
bonding leave. The non-birth parent did not give birth, so they are not receiving unequal
treatment by not receiving recuperation and recovery leave.

Public Safety Concern - A significant impairment to the college’s ability to conduct its
operations in a manner that protects the health and safety of the college’s employees and
students. The extension of Paid Parental Leave to an Eligible Employee may constitute a
Public Safety Concern if:

1) Providing Paid Parental Leave would result in the college’s staffing levels below what is
required by federal or state law to maintain operational safety; or
2) Providing the Paid Parental Leave may impact the health or safety of staff, faculty, or
other individuals the college is required by law to protect; and
3) The college has been unable to secure supplemental staffing after requesting or
diligently exploring alternative staffing options.

Qualifying Event - When an Eligible Employee becomes a Parent to a Child.

C. OSHR Responsibilities
• Develop and disseminate the rule and policy on the administration of Paid Parental Leave
to include how this leave interacts with FML and other leave as applicable.
• Report to the NCCCS on usage as may be required.
• Initiate any additional steps necessary to provide guidance in administering Paid Parental
Leave.

D. College Responsibilities
• Provide required documentation to employees for completion of the certification process.
• Upon receiving a request for Paid Parental Leave and documentation from the Eligible
Employee, the college must respond within five (5) business days. See “College
Response” of this policy for how the college must respond.
• There can be no disciplinary action taken against the employee for being absent while on
paid parental leave. However, this provision does not prevent the employee from receiving
disciplinary actions for conduct/performance as long as it is not related to the four or eight
weeks of paid parental leave unless there is evidence of fraudulent use.
 • Employees that have begun approved paid parental leave should not be required to return
to work early due to staffing issues.
• Disseminate information concerning the Paid Parental Leave Program to new and existing
employees.
• The college shall report Paid Parental Leave activities to appropriate agencies as required.
• If the college needs to delay or deny any Paid Parental Leave requests due to Public Safety
Concerns, the college must develop a written internal policy and procedure that identifies
the criteria that the college will use to provide consistent treatment for all similarly
situated employees.

E. Employee Responsibilities
• Whenever possible, employees shall be required to submit a written request to notify the
college’s Benefits Department ten (10) weeks in advance of their intention to use Paid
Parental Leave so that the college may secure backfill coverage.
• Employees may withdraw their request for Paid Parental Leave at any time.
• Employees shall be required to comply with the college’s leave request procedures,
absent unusual circumstances.
• Employees shall be required to submit documentation as listed in “Certification of
Eligibility for Paid Parental Leave” below. The college may take appropriate action if
there is evidence that the employee fraudulently requested, used, or otherwise abused
Paid Parental Leave. This action may include revoking approval and disciplinary action
up to and including dismissal.

F. Certification of Eligibility for Paid Parental Leave

Eligible Employees shall be required to certify that they will use Paid Parental Leave to give
birth to a Child or will use Paid Parental Leave to care for or bond with a Child.

Employees may be required to submit documentation of the birth or placement (if

applicable). The initial certification form may be required before the Qualifying Event
(unless a birth comes unexpectedly), while the documentation of the birth or placement will
be required at a reasonable time after the Qualifying Event. Official documents may include
but are not limited to:

Qualifying Event Acceptable Documentation

Adoption • Adoption Order
• Proof of Placement
Birth • Birth Certificate or Report of Birth
• Certified DNA Results
• Custody Order
Foster Placement • Foster Care Placement Agreement
• Custody Order
• Proof of Placement
 Other Legal Placement • Custody Order
• Proof of Placement
Documents provided must show the date of birth or date of placement if the placement was a date
other than the date of birth. The name of the legal Parent must appear on some legal document
establishing the birth or placement, such as the birth certificate, a legal document establishing
paternity, or a legal document establishing adoption.

G. Leave Available
Unless otherwise stated, the amounts of leave listed below are for a full-time employee. See
the section on part-time employees below for the leave available to part-time employees.

Leave Available Under G.S. 126-8.6

As a minimum, the leave provided under the “Leave Available Under G.S. 126-8.6”
section of this policy must be provided by all Eligible Employees who are subject to G.S.
126-8.6.

All Paid Parental Leave arrangements shall be written and include the responsibilities of
both the college and the employee. Each participant in the Paid Parental Leave
arrangement must sign the document containing the terms of the arrangement. At a
minimum, the document shall define the parameters of the Paid Parental Leave
arrangement and shall comply with the policy provisions below:
1. Compensation and Benefits: Each week of Paid Parental Leave will be
compensated at 100% of the employee’s regular, straight-time weekly pay (to
exclude shift differential, premium pay, or overtime).
2. The college shall provide four (4) weeks (160 hours) of Paid Parental Leave to
Eligible Employees who have given birth for recuperation during the disability
period.
3. The college shall also provide four (4) weeks (160 hours) of Paid Parental Leave
to Eligible Employees for bonding with a newborn child.
4. Parents shall certify that Paid Parental Leave past the recuperation and recovery
stage of childbirth is being utilized for bonding with the Child.

Leave for Part-Time Employees

Leave for part-time employees will be prorated from the college’s standard amount of
Paid Parental Leave, as listed above, corresponding to the percentage of hours they
normally are scheduled to work. However, paid parental leave for part-time employees
shall not exceed the following not-to-exceed amounts listed in G.S. 126-8.6:
• Four weeks of paid leave after a Parent gives birth to a Child.
• Two weeks of paid leave after any other Qualifying Event.
Note: G.S. 126-8.6 states “not to exceed” limits for paid parental leave to be provided
to part-time employees. These not-to-exceed limits are equivalent to the amounts of
leave that would be provided to a half-time employee. That would reduce the amount
of Paid Parental Leave available to part-time employees who work more than half-
time. The Office of State Human Resources has reached out to the General Assembly
to determine whether the resulting reduction in Paid Parental Leave was intentional.
Until the statute is changed, this policy will reflect the not-to-exceed limits in G.S.
126-8.6.
H. Requesting Use of Parental Leave

Type of Leave
Eligible Employees may take Paid Parental Leave in one continuous period or may take
intermittent use of Paid Parental Leave. Requests for intermittent use of paid parental leave
are subject to the college’s approval as stated below.

Notification about Intent to Use Leave

Whenever possible, Eligible Employees shall notify the college at least 10 weeks in advance
of their intention to use Paid Parental Leave. This requirement is so that the college can secure
backfill coverage.

College Response
For employees who gave birth -- The college shall not deny, delay, or require intermittent use
of paid parental leave to Eligible Employees who have given birth, so long as they seek to use
the paid parental leave in one continuous period. If an employee who gave birth wishes to use
intermittent, rather than continuous, Paid Parental Leave, the college may work with the
employee on timing as listed below.

For all other employees – This paragraph applies only to Eligible Employees who either (1)
did not give birth to a child or (2) are seeking intermittent leave. For these parents, the college
may delay providing Paid Parental Leave or may provide Paid Parental Leave intermittently if
it determines that providing the leave will cause a Public Safety Concern.

If the college determines that it must delay Paid Parental Leave, or make Paid Parental Leave
intermittent, because of a Public Safety Concern, the college shall provide Paid Parental
Leave as soon as practical following the Qualifying Event.

If both parents are Eligible Employees, each may receive Paid Parental Leave. Both parents
may take their leave simultaneously or at different times, pending no Public Safety Concern.

I. Leave Usage
• Paid Parental Leave may be used only once for a Qualifying Event within a twelve-month
period. The fact that a multiple birth, adoption, or other legal placement occurs (e.g., the
birth of twins or adoption of siblings) does not increase the total amount of paid parental
leave granted for that event.
• Unused Paid Parental Leave is forfeited twelve (12) months from the date of the
Qualifying Event.
• Paid Parental Leave shall not accrue or be donated to another employee.
• Eligible Employees may not use accrued sick leave, annual leave, or other leave in lieu of
Paid Parental Leave.
• Paid Parental Leave shall not be counted against or deducted from the Eligible
Employee’s accrued leave balances.
• Employees shall not be paid for the leave provided by this Section upon separation from
the employer. The leave provided by this Section shall not be used for calculating an
employee’s retirement benefits and shall not accrue or be donated as voluntary shared
leave.
• Leave usage must be recorded in the same required increments as all other times.
 • Paid Parental Leave provided under this Section shall be reported separately from all
other paid leave. Employees and supervisors are responsible for accurate reporting of the
use of this leave on the employee’s time record.
• If the employee requires leave before the actual birth or adoption due to medical reasons
or to fulfill legal adoption obligations, other available leave balances shall be utilized in
accordance with the college’s leave policies. Paid Parental Leave shall not be used prior
to the Qualifying Event.

J. Relationship to Family Medical Leave

• Employees using Paid Parental Leave are afforded the remaining job protection under
FML for an absence up to a total of twelve (12) weeks (480 hours). They may charge
personal leave or take leave without pay to cover the additional absence.
• An employee shall be eligible for Paid Parental Leave even if the employee has
exhausted FML time consistent with the law covering FML.
• If an employee becomes eligible for FML while on Paid Parental Leave, the employee
must apply for and use FML, and the leave runs concurrently with FML.

K. Sources of Authority
This policy is issued under N.C.G.S. 126-4(5), 126-5(c19), and 126-8.6.

Adopted 07/13/2023
V-5.1 Employee Rights and Responsibilities

V-5.1.1 Dress Code, Employees

While the college respects individual choices in dress, employees must dress in a manner that
complies with health and safety regulations, is appropriate in their respective work environments,
and considers Guilford Technical Community College's position as a college serving the
public.

This policy also applies to work study participants, volunteers, and anyone else acting on behalf
of or representing GTCC.

Procedure
1. Faculty and staff members will dress in a manner that complies with health and safety
regulations, is appropriate in their respective work environments, and considers Guilford
Technical Community College's position as a college serving the public.

2. Employees are expected to dress in business causal or business attire unless the day’s tasks
justify otherwise.
a. Business Casual – typically includes blazers, sports jackets, slacks or khakis, dress shirt
or blouse, open-collar or polo shirt, a dress or skirt at knee-length or below, a knit shirt or
sweater, and dress shoes that cover all or most of the foot.
b. Business Attire – generally includes dresses, suit and tie, slacks, button-down shirts or
blouses with a blazer, tie, loafers, heels, oxfords.

3. Employees must always present a clean, professional appearance. Everyone is expected to be

well-groomed and wear clean clothing, free of holes, tears, or other signs of excessive wear.

4. Clothing with offensive or inappropriate designs or stamps is not allowed.

5. Accommodations will be made for clothing and grooming styles that are dictated by religion,
ethnicity or disability. Accommodations must be approved by the Human Resources Office.

6. Any complaint concerning a deficiency or inappropriateness in dress code shall be brought to

the attention of the employee's immediate supervisor.

7. Employees in violation of these guidelines will be expected to immediately correct the issue.
This may require leaving work to change clothes.

8. Repeated violations or violations that have major repercussions may result in disciplinary
action being taken up to and including termination.

9. Depending on the nature of the job, uniforms and protective clothing may be required for
certain positions and will be provided to employees.

Revised 08/17/1995
Reviewed 09/05/2014
Revised 02/18/2021
V-5.1.2 Employee Grievance
Guilford Technical Community College is committed to the employee's right to redress of
grievance. Therefore, any employee occupying a full-time or part time regular position –
excluding those in initial probationary status - may utilize the college’s grievance process.
Preference is to be given to the informal resolution of all employee problems. Procedures to
resolve grievances shall require following the organizational pattern through the supervisor and
the appropriate vice president to the president.

Procedure
1. An employee occupying a full-time or part-time regular position – excluding those on initial
probationary status - who has a problem or complaint about their job or something that
affects the job should discuss it with their supervisor. If the issue is not resolved to the
employee's satisfaction at this level, or if the complaint is of such a nature that the employee
is unable to discuss it comfortably with the supervisor, the employee may go to the next level
supervisor or administrator or the Chief Human Resources Officer, following the steps
detailed below.

2. Step One: Informal Discussion with Immediate Supervisor

a. An employee having a grievance must first present the issue for informal discussion to
their immediate supervisor within five (5) working days of the event(s) giving rise to the
complaint or within five (5) days of the time when the complainant became aware of the
event(s).
b. In cases of sexual harassment or another issue of such a nature that the employee is
unable to discuss it comfortably with the supervisor, or in which the charge is against the
immediate supervisor, the complainant may present the issue to the Chief Human
Resources Officer or to the next level supervisor or administrator (see I.2.1.6 Sexual
Harassment policy).
c. The immediate supervisor will meet with the employee within five (5) working days of
receiving the complaint to respond to the issue.
d. The employee having the grievance may contact the Chief Human Resources Officer
regarding the procedures for filing and processing a grievance. The Chief Human
Resources Officer also may be consulted by the supervisor or administrator during this
step to provide advice on the procedures for filing and resolving grievances.

3. Step Two: Written Grievance

a. If the grievance is not resolved during Step One, the employee may file a written
grievance with the immediate supervisor within five (5) working days following the
immediate supervisor's oral response to the grievance.
b. The supervisor will respond to the written grievance in writing within five (5) days of
receiving it.
c. The supervisor will forward a copy of all written correspondence related to the grievance
to the Chief Human Resources Officer.

4. Step Three: Appeal to Next Level Supervisor.

a. If the employee wishes to appeal the decision of the immediate supervisor, they must
submit a written request for appeal to the next higher-level supervisor or administrator
within five (5) working days of receiving the response of the immediate supervisor.
 b. Within five (5) working days of receipt of the appeal, the employee and the immediate
supervisor will meet with the next level supervisor/administrator, individually and/or
jointly.
c. At this point, the supervisor/administrator shall inform the Chief Human Resources
Officer that a grievance is in process and will consult with them before a decision is
made.
d. The supervisor/administrator will respond in writing to the complainant within five (5)
working days of receipt of the appeal.
e. If the complaint is not resolved to the satisfaction of the employee, they may forward a
written request for appeal to the Chief Human Resources Officer to signify continuation
of the appeal process.
f. The Chief Human Resources Officer will establish a meeting within five (5) working
days of the receipt of the appeal with the next appropriate administrator and complainant
up to but not including the president.
g. All responses of supervisors to the complainant will be in writing.

5. Step Four: Appeal to the Employee Relations Committee.

a. Grievances involving the following may be appealed to the Employee Relations
Committee:
• Suspension
• Dismissal
• Reduction in force
• Reduction in pay
• Disciplinary demotion
• Allegations of inaccurate or misleading material in personnel files or unauthorized
examination or copying of confidential material in personnel files
• Failure to post a notice of vacancy when required by State law
• Failure to accord priority consideration and promotion when required by State law
• Allegations of discrimination because of age, sex, race, color, national origin,
religion, creed, political affiliation, or handicapping condition as defined by State law
b. Grievances based on any of the following may not be appealed to the Employee Relations
Committee:
• Performance rating and salary adjustments based on performance ratings except when
discrimination is alleged
• Required overtime assignments
• Disapproval of leave requests
• Disciplinary warning (oral or written)
• Job and shift assignments and reassignments that do not affect salary or classification
• Requests for reclassification to equal or higher level
• Departmental functions, programs and budgets
c. If a grievance involving an issue not included in b. above is not resolved during the
previous steps, the complainant may choose a hearing before the Employee Relations
Committee or may request direct review of the grievance by the president.
d. Hearing before the Employee Relations Committee.
• The complainant shall submit a written request to the Chief Human Resources Officer
that the grievance be heard by the Employee Relations Committee. The request must
be submitted within five (5) working days of receipt of the decision of the highest
appropriate administrator.
 • The Chief Human Resources Officer will notify the chair of the Employee Relations
Committee to designate a hearing committee from its membership. The hearing
committee will consist of one member of the Employee Relations Committee from
each employment category. The chair of the Employee Relations Committee will
also serve on the hearing committee. There will be no representation from the
operational unit from which the complaint arises. Note that "operational unit" does
not refer to one of the employment categories but to the department in which the
complainant works.
• The Chief Human Resources Officer will convene the hearing committee to conduct
the hearing within five (5) working days of receiving the request from the
complainant.
• The complainant may be represented by legal counsel. If the complainant is to be so
represented, they must notify the Chief Human Resources Officer. If the complainant
is represented by legal counsel, the college's legal counsel will be present at the
hearing.
• Only parties directly involved in the hearing will be allowed to attend. Individuals
who are to participate will be informed as to when it is appropriate for them to be in
the hearing room.
• The fact-finding portion of the hearing will be tape recorded. Committee
deliberations after the hearing will not be recorded.
• The hearing committee will arrive at its decision by simple majority vote and will
communicate its conclusions, recommendations, and findings of fact in writing to the
president within five (5) business days after the hearing.
• The committee only recommends to the president; it does not decide the result of the
complaint.
e. Review by the President.
• The complainant may instead submit a written request to the Chief Human Resources
Officer for an appeal directly to the president within five (5) working days of receipt
of the decision from the highest appropriate administrator.
• The president will consider the appeal in person within five (5) working days of
receipt of the request for appeal. The complainant shall have no more than one (1)
hour in which to present their grievance to the president. The complainant may not be
represented by legal counsel or by other advisors in this proceeding.
• Within five (5) working days of either receiving the recommendation of the Employee
Relations Committee or meeting with the complainant and reviewing the grievance
personally, the President will render the final decision of the college to the Chief
Human Resources Officer, who will respond to the complainant, in writing.
• The Chief Human Resources Officer will conduct a final meeting with the
complainant to review the president's decision, discuss other options at the disposal of
the complainant, and formally end the grievance process.
• The written record of the employee's grievance and the resolution of that grievance are
filed in the Human Resources office grievance files. The Employee Relations
Committee or the president (or designee) is responsible for filing these documents
with the Chief Human Resources Officer within five (5) business days of the close of
the grievance process.

Adopted 12/14/1995
Revised 10/26/2006
V-5.1.3 Employee Performance Appraisals
To ensure quality performance, retain qualified employees, and facilitate the communication of
expectations between supervisors and employees, job performance is reviewed on a schedule
established by the administration of the college for new employees, continuing employees, and
employees on probation. Evaluation protocol are established by the college and may vary
dependent on job function.

Procedure
1. An employee performance appraisal (EPA) will generally be completed for each regular
employee once a year using the appropriate EPA form. Time-limited and adjunct curriculum
faculty will be evaluated according to the faculty performance appraisal process. Time-
limited staff and Continuing Education faculty generally will be evaluated once every four
months using the Employee Performance Appraisal form. Part-time and full-time temporary
staff and continuing education faculty generally are not evaluated.

2. Full-time regular and time-limited staff and Continuing Education faculty will be evaluated
using the following process:
a. At the beginning of the review period, the employee and their supervisor may meet for
the purpose of reviewing the employee’s job description, identifying critical dimensions,
and establishing individual performance objectives. The supervisor will consider the
employee’s input in the process. Responsibility for identifying critical dimensions and
individual performance objectives remains with the supervisor.
1) The job description should be updated as needed by the supervisor with input from the
employee. Then, the appropriate senior administrator (vice president, associate vice
president, or campus dean) reviews and approves the updated job description, and
Human Resources receives the approved job description for any further review and
for the records of the college.
2) The employee and supervisor will also review the performance dimensions listed on
the Employee Performance Appraisal and defined in a separate document. At the time
of the review, the supervisor with input from the employee, will mark the
employability skills and performance attributes that are most critical to the function of
that position. In most cases, six or more skills and performance attributes will be
identified.
3) The supervisor with input from the employee, will establish individual performance
objectives for the employee.
• In most cases three objectives will be established for regular employees.
• Time-limited employees will have two objectives.
• All objectives should support the college initiatives.
b. During the review period, the employee and supervisor will communicate formally and
informally as needed.
c. At the end of the review period, the employee receives an overall assessment on their
performance.
1) The employee may evaluate their own job performance and provide a copy to their
supervisor for consideration in the performance appraisal.
2) Each supervisor completes an Employee Performance Appraisal on each regular and
time-limited employee.
3) Prior to the discussion with the employee, the supervisor’s supervisor should review
and sign the form if the employee’s supervisor rates the employee overall “Needs
Improvement” or overall “Does Not Meet Expectations.”
 4) The supervisor reviews the evaluation with the employee. Both the supervisor and the
employee sign the form and may write comments. Regular employees shall have ten
business days to submit written comments.
5) Both the employee and the supervisor retain a copy of the completed, signed
instrument.
6) The supervisor forwards the original completed signed form to the Human Resources
office for filing.

3. Full-time regular and time-limited curriculum faculty will be evaluated using the following
process:
a. For evaluation purposes, new full-time curriculum faculty are defined as full-time regular
and time-limited curriculum faculty who have been employed at GTCC three or fewer
years. These faculty will be evaluated on an annual basis during their first three years of
employment.
b. All other full-time regular and time-limited curriculum faculty who have been employed
for three years with good annual evaluations are fully evaluated every three years.
Annual reviews/revisions to the Annual College Service Log and Annual Strategic Goals
for Upcoming Year will be completed in collaboration with the academic dean/director
during all intervening years and retained for reference for the next full evaluation.
c. Curriculum faculty performance appraisals may occur more frequently if deemed
necessary by the supervisor.
d. The following forms comprise the working documents for the curriculum performance
appraisal and will be retained in the academic dean/director’s files. The Full-time
Faculty Employee Performance Appraisal form will be sent to Human Resources to be
retained in the official personnel file. Forms may be obtained from the “Faculty Forms”
section of the portal.
• FORM A – Faculty Portfolio
• FORM B – Annual College Service Log
• FORM C – Annual Strategic Goals for Upcoming Year
• FORM D – Full-time Faculty Classroom Observation Form
• FORM E – Optional Pre-observation Form
• FORM F – Full-time Faculty Employee Performance Appraisal
e. Full review process for new faculty and all other faculty completing their three-year
review cycle is as follows:
1) Early in the semester of evaluation, the academic dean/director will meet with the
faculty member individually to review the process and discuss elements of mutual
interest (i.e., college service and strategic goals, who will conduct the peer classroom
observation, etc.).
2) Faculty will then complete the following forms for submission to the academic
dean/director by mid-semester:
a) Complete Faculty Portfolio (FORM A) - This will provide an opportunity for the
faculty member to perform a self- assessment and highlight work completed
during the review period. Faculty will upload documents and respond to questions
in an online form.
b) Complete Annual College Service Log (FORM B).
c) Develop strategic goals for upcoming year (FORM C).
3) The academic dean/director will complete the following tasks in the process:
a) Review and summarize the faculty member’s Student Evaluation Summaries for
the review period.
 b) Facilitate/conduct a classroom observation. Classroom observations can be
conducted in all formats, e.g., face-to-face, on-line, laboratory or clinic (FORM
D). Prior to the date of the observation the faculty member will submit a syllabus
for the course to the observer.

New full-time faculty will be observed a minimum of once a year during the
first three (3) years of employment. Veteran full-time faculty on the three (3)
year evaluation cycle will be observed a minimum of twice during the cycle. All
faculty should preferably be observed in different modalities depending on their
teaching assignments (i.e. face-to-face, lecture, laboratory, online, clinicals, etc.)
It should be noted that supervisors may conduct classroom observations at any
time. An Optional Pre-observation Form (Form E) can be used to provide context
to the classroom observation.
c) Review all material submitted by the faculty member as described in procedure
number 2 above.
d) Complete the Full-time Faculty Employee Performance Appraisal form
(FORM F).
4) The academic dean/director will then schedule a meeting with the faculty member to
review the final appraisal and discuss any recommendations cited.
5) At the completion of the appraisal review, a signed copy will be provided to the
faculty member and the original will be placed in the official Human Resources file.
6) Should the faculty member disagree with the evaluation, they may provide written
comments to Human Resources, within 10 business days, which will be included in
their personnel file.

4. Part-time curriculum faculty will be evaluated using the following process:

a. Part-time curriculum faculty will be evaluated on an annual basis until they have
successfully taught a total of 36 contact hours at GTCC. Part-time curriculum faculty
who have continuously taught and reached the 36-contact hour threshold with good
annual evaluations will be subsequently evaluated every three years.
b. Part-time curriculum faculty performance appraisals may occur more frequently if
deemed necessary by the supervisor or if there is a significant break in service.
c. The following forms comprise the working documents for the curriculum performance
appraisal and will be retained in the department chair’s files. The Part-time Faculty
Employee Performance Appraisal form (Form C) will be sent to Human Resources to be
retained in the official personnel file. Forms may be obtained from the Faculty Forms
section of the portal.
• FORM A – Part-time Faculty Classroom Observation Form
• FORM B –Optional Pre-Observation Form B
• FORM C – Part-time Faculty Employee Performance Appraisal
d. Full review process for part-time faculty is as follows:
1) Early in the semester of evaluation, the department chair/program director will meet
with the part-time faculty member individually to review the process.
2) The department chair/program director will complete the following tasks in the
process:
a) Review and summarize the part-time faculty member’s Student Evaluation
Summaries for the review period.
b) Facilitate/conduct a classroom observation. Classroom observations can be
conducted in all formats, e.g., face-to-face, on-line, laboratory or clinical. Prior to
 the date of the observation the part-time faculty member will submit a syllabus for
the course to the observer. Supervisors or trained observers complete FORM A.
c) Complete the Part-time Faculty Employee Performance Appraisal (FORM C).
3) The department chair/program director will then schedule a meeting with the part-
time faculty member to review and complete the final appraisal and discuss any
recommendations cited.
4) At the completion of the appraisal review, a signed copy will be provided to the part-
time faculty member and the original will be placed in the official Human Resources
file.
5) Should the faculty member disagree with the evaluation, they may provide written
comments to Human Resources, within 10 business days, which will be included in
their personnel file.

5. If a regular employee changes supervisors during the year, all supervisors under whom they
have worked for at least three months should evaluate them.
a. Ideally, at the time the change occurs, an evaluation should be completed according to
year-end procedures.
b. The employee may have an overall assessment from each supervisor rather than one
combined overall assessment for that cycle.

6. Regular employees reporting to more than one supervisor should have an employee
performance appraisal completed for each position.
a. Each supervisor should complete a form if the employee reports to different supervisors
because they have different job descriptions.
b. The supervisors should complete one form and agree on assessment if the employee has
one job description with more than one supervisor.

7. Regular employees who separate from employment with the college may receive a written
evaluation if more than six months have elapsed since their last evaluation.
a. The evaluation may be conducted prior to the employee’s date of exit.
b. If an evaluation is not conducted before the exit date, the supervisor may complete the
written evaluation in the employee’s absence.
• Human Resources will determine whether, in its discretion, a copy of the evaluation
will be delivered to the employee.
• If delivered to the employee, they will sign the evaluation, make any desired
comments, and send the evaluation back to GTCC for their personnel file.
• If the employee does not return the evaluation as requested, the unsigned copy of the
evaluation will become the official document for the personnel file.

8. Supervisor feedback will be sought at the mid-year point of the review period.
a. Supervisors' supervisor will request that regular employees evaluate their supervisor
using the Supervisor Feedback Form. All regular employees will be encouraged to
complete the form.
b. The supervisor’s supervisor will take these evaluations into account when evaluating the
supervisor.

9. Students will evaluate faculty (regular, time-limited, and adjunct) once per semester. The
student evaluations will be taken into account by faculty supervisors when completing the
employee performance appraisal.
10. New (regular) employees under letters of employment or contracts should be evaluated at
intervals of approximately ninety days for the twelve months of the initial employment
period.

11. A regular employee (excluding initial probationary employees) receiving an overall “Does
Not Meet Expectation” evaluation may be placed on probation, discharged, or given notice of
non-renewal at the discretion of the college. If probation:
a. The supervisor will request a Notice of Probation from Human Resources.
b. The supervisor will notify the employee in writing by the Notice of Probation that they
are on probation for a specific time period.
c. The supervisor will send a copy of the form to the Chief Human Resources Officer and a
copy to the appropriate administrator(s).
d. The Notice of Probation will give the employee specific recommendations for improving
job performance.
e. The employee on probation will have their performance reviewed at appropriate intervals
(typically 30, 60 or 90 days approximately) until one of the following occurs:
• Their performance has improved and they are evaluated as overall “Meets
Expectations,” or
• The defined probationary period ends before the employee receives an overall “Meets
Expectations.” Then the immediate supervisor and appropriate administrative
personnel will consider dismissal from employment with the college.

12. A time-limited employee receiving an overall “Does Not Meet Expectations” will not have
their employment continued.

13. Policies, job descriptions, and other information that clarifies the expectations of positions
will be made available to employees.

14. All evaluations shall be kept confidential. (This is the responsibility of the supervisor,
employee, Human Resources office, and other appropriate administrators.)

Adopted 10/17/1996
Revised 08/1998
Revised 12/18/2003
Revised 12/13/2010
Revised 08/20/2015
Revised 03/14/2016 (procedure)
Revised 10/18/2021 (procedure)
V-5.1.4 Personnel Records, Public Access to
Community College employee personnel records are governed by Section 18(c) NC G.S.115D-
28 which provides that certain records shall be open to inspection.

Personnel information maintained by the college on each employee which is open to inspection
and public information:
• Name
• Age
• Date of original employment or appointment
• The terms of any contract by which the employee is employed whether written or oral, past
and current, to the extent that the college has the written contract or a record of the oral
contract in its possession.
• Current position
• Title
• Current salary
• Date and amount of each increase or decrease in salary
• Date and type of promotion, demotion, transfer, suspension, separation, or other change in
position classification
• Date and general description of the reason for each promotion.
• Date and type of each dismissal, suspension, or demotion for disciplinary reasons. If the
disciplinary action was dismissal, a copy of the written notice of the final decision of the
president setting forth the specific acts or omissions that are the basis of the dismissal.
• Office or station to which the employee is currently assigned.

Further, subject only to college policies for the safekeeping of records as adopted by the board of
trustees, every person having custody of the records shall permit them to be inspected and
examined and copies made by any person during regular business hours. If copies are made the
requesting party may be charged the actual cost of making the copies. Any person who is denied
access to any record for the purpose of inspecting, examining or copying the record shall have a
right to compel compliance with the provisions of Section 18(c) NC G.S.115D-28 by application
to a court of competent jurisdiction for a writ of mandamus or other appropriate relief.

All information in an employee's personnel file not specified above is confidential.

Procedure
1. A staff member of the Human Resources office shall be present during examination of
personnel files.

2. No personnel file or original documents contained in the file may be removed from the
Human Resources office without written permission of the president or their designee.

3. All information in an employee's personnel file shall be open for inspection and examination
by an official of an agency of the federal government, state government, or any political
subdivision thereof, when authorized by law.

Adopted 08/17/1995
Revised 10/14/2010
V-5.1.5 Political Activities of Employees
Each employee of the college retains all rights and obligations of citizenship provided in the
constitution and laws of North Carolina and the Constitution and laws of the United States. The
college encourages its employees to exercise these rights and obligations of citizenship.

It is the policy of the college that an employee shall neither engage in political activities while on
duty nor do so at any time in a manner which interferes with the functions and/or mission of the
college. Examples of political activities include, but are not limited to, circulating petitions,
conducting or participating in opinion polls, soliciting votes or contributions and fundraising.

Nor may any employee use their position as an employee of the college to influence the political
activities of other college employees.

Procedure
1. The following conditions apply to the president or any employee who seeks public office:
"Public office" means any national, state, or local government position of public trust and
responsibility, whether elective or appointed, which is created or prescribed or recognized by
constitution, statute, or ordinance. Membership in the North Carolina General Assembly is a
full-time public office under this definition.

2. Employees who decides to run for public office shall notify the Board of Trustees through
the president of their intention to run and certify that they will not campaign or otherwise
engage in political activities during their regular work hours or involve the college in their
political activities. The president shall so notify the Board directly.

3. Employees who are elected to a part-time public office, shall certify through the president to
the Board of Trustees that their office will not interfere with carrying out the duties of their
position with the college, or shall request leave. The president shall so notify the Board
directly.

4. Any employee, including the president, who is elected or appointed to a full-time public
office or the General Assembly, shall be required to take a leave of absence without pay upon
assuming that office. The length of the leave of absence shall be determined by the Board of
Trustees.

5. Any employee is prohibited from soliciting support on college property while on duty.
However, college employees retain the same rights and privileges as other candidates
concerning the use of facilities and participating in candidate’s forums while they are not on
duty, but must not use their college email account for any political activity or
correspondence.

6. In addition, no employee may:

a. Take any active part in managing a campaign or otherwise engage in political activity
while on duty or within any period of time (when) expected to perform services for which
they receive compensation from the college.
b. Otherwise use the authority of their position or utilize college funds, supplies, or vehicles
to secure support for or oppose any candidate, party, or issue in a partisan election
involving candidates for office or party nominations or affect the results thereof.
 c. Promise rewards, threaten loss of job, or coerce any college employee to support or
contribute to any political issue, candidate, or party.

7. The Board of Trustees shall notify the State Board of Community Colleges if the
President of GTCC should become a candidate for public office or if they are elected or
appointed to a public office.

Adopted 04/18/1996
Revised 02/20/2014
Revised 03/11/2020 (procedure)
V-5.1.6 Anti-Harassment
Guilford Technical Community College is committed to providing an educational and working
environment that is free from harassment for faculty, staff, and students. This commitment
extends to prospective employees (applicants) as well. The college values diversity and
recognizes the dignity and worth of every individual. Unlawful harassment in any form is
contrary to these goals and will not be tolerated. Incidents of unlawful harassment will be met
with appropriate disciplinary action, up to and including dismissal from the college.

Unlawful harassment includes jokes, comments, gestures, or actions that create an intimidating,
hostile or offensive work environment and that are based on or directed at a person because of
race, color, religion, sex, age, national origin, disability, or any other class protected by law.

Procedure
1. Sexual harassment is considered a form of discrimination based on sex and as such is
prohibited by Title VII of the Civil Rights Act of 1964, as amended, which prohibits sex
discrimination in employment, and by Title IX of the Educational Amendments of 1972,
which prohibits sex discrimination against students and employees in educational institutions
receiving federal funds.
a. Unwelcome sexual advances, requests for sexual favors, and other verbal and/or physical
conduct of a sexual nature or with sexual implications could constitute I-2.1.6 if it:
b. has direct employment consequences resulting from the acceptance or rejection of such
conduct;
c. has direct academic consequences resulting from the acceptance or rejection of such
conduct;
d. creates an intimidating, hostile, or offensive working or learning environment; and/or
e. interferes with an employee’s work performance or a student’s academic performance.

2. While it is not possible to list all of the circumstances that might constitute sexual
harassment, the following are some examples of conduct that, if unwelcome, could constitute
sexual harassment depending upon the totality of the circumstances, including the severity of
the conduct and its pervasiveness. Consequently, this behavior is considered a violation of
the college’s policy:
a. sexual epithets, jokes, written or verbal references to sexual conduct; gossip regarding
one’s sex life; comments on an individual’s body; comments about an individual’s sexual
activity, deficiencies or prowess
b. displaying sexually suggestive objects, pictures, cartoons; use of electronic
communications to download or transmit materials with pornographic, profane, or
sexually explicit content
c. unwelcome leering ,whistling, brushing against the body, sexual gestures, suggestive or
insulting comments
d. inquiries into one’s sexual experiences
e. discussion of one’s sexual activities

3. Consensual dating relationships may give rise to actual or perceived conflicts of interest
when they occur between instructional staff and their students, or between supervisors and
their subordinates. This is due, in part, to the power differential that exists between the
participants. Such a relationship, whether in a class or work situation, has the potential to
affect the educational or employment environment by creating an appearance of improper,
 unprofessional, or discriminatory conduct. Therefore, the college prohibits these
relationships.
a. Should an employee or student become aware of the existence of such a relationship, they
have a duty to communicate the matter to the Chief Disciplinary Officer (if a student is
involved) and/or the Chief Human Resources Officer so that appropriate steps may be
taken.
b. The college does not intend for this policy to discourage friendships or social activities
among its employees. This policy applies solely to employees who are in a power-
differentiated relationship at work with the same person with whom they also have an
intimate, romantic or dating relationship outside of work.

4. No personnel decision may be made by any supervisor on the basis of the acceptance or
rejection of communications or conduct of a sexual nature. Personnel decisions include, but
are not limited to, hiring, promoting, demoting, transferring, and terminating an employee.

5. Employees or prospective employees have a duty to report immediately incidents of alleged

sexual or other unlawful harassment to their immediate supervisor, the supervisor’s manager
and/or to the Chief Human Resources Officer for review, investigation, and response.

6. An employee may initiate a grievance if incidences or circumstances of alleged sexual or

other unlawful harassment are not resolved.

7. No academic decision may be made by an instructor or staff member on the basis of a

student’s acceptance or rejection of communications or conduct of a sexual nature.
Academic decisions include, but are not limited to, grades, status in class, privileges granted
to students, and/or admission to programs.

8. Students have a duty to report immediately incidents of alleged sexual harassment to the
Chief Disciplinary Officer for review, investigation and response. If the allegation is against
an employee of the college, the Chief Disciplinary Officer must notify the Chief Human
Resources Officer. The Chief Human Resources Officer will, in cases where there has been
a violation of this policy by an employee, recommend appropriate disciplinary action up to
and including termination.

9. A student may initiate the student grievance procedure if the incidence or circumstances of
alleged sexual harassment are not resolved.

10. All complaints of alleged sexual or other unlawful harassment and related information will
be investigated promptly. To the fullest extent practicable, the college will keep complaints,
the investigation of complaints and the nature of the resolution of complaints confidential.

11. Supervisors shall take appropriate action to prohibit the occurrence of sexual or other
unlawful harassment, including incidents that involve vendors or other persons who may visit
the campus for business or other purposes.

12. No employee or student may engage in interference, coercion, restraint, or reprisal against
any person who utilizes this policy in good faith to resolve a concern regarding alleged
harassment.
13. This policy shall not be used knowingly to bring false or malicious charges against any
faculty, staff, students, vendor, or campus visitor. Disciplinary action will be taken against
any person or group found to have brought a charge of harassment in bad faith.

14. Any violation of this policy will lead to serious disciplinary action up to and including
dismissal or expulsion.

15. Employees shall be required to participate in periodic training as set forth in the college’s
schedule of mandated trainings and/or when otherwise instructed to do so.

Adopted 10/17/1996
Revised 04/19/2007
V-5.1.7 Work Schedules, Non-Faculty
Non-faculty employees of Guilford Technical Community College shall arrange their work hours
in order to meet the professional demands of their jobs. Schedules shall be set by the supervisor
in accordance with the objectives of the employee's position and the mission and goals of the
institution.

Procedure
1. Employees shall coordinate their work schedules with their immediate supervisors.
Consideration of the operating hours of the institution will govern the approval of schedules.
An employee’s work schedule may be altered if staffing needs of the assigned work area
change.

2. Schedules for exempt employees shall be based upon such considerations as:
a. the institution's operating hours;
b. the staffing needs of the area;
c. the requirements of the job responsibilities; and
d. compliance with the Fair Labor Standards Act (FLSA) and other laws as applicable.

3. Non-exempt employees (paraprofessional and technical, administrative, clerical, skilled

crafts and service maintenance employees) must be compensated for all hours worked.
Employees record their time worked on a time record. These hours may be flexibly
scheduled to:
• ensure maximum service during regular and peak work periods of the office/area;
• ensure employee opportunity for participation in professional development activities;
or to
• provide the employee opportunities to serve on institutional committees.
a. With prior approval of the immediate supervisor, employees may alter their work
schedule for a limited time to accommodate peak work demands/periods.
b. Each workday, employees shall be allowed two 15-minute breaks away from their work
station. The two 15-minute breaks may not be combined for a 30-minute break except by
approval of the supervisor. The break may not be taken at the beginning or end of the
workday.
c. Work time in excess of 40 hours per week must be at the request and approval of the
supervisor, non-exempt employees must request pre-approval for hours worked in excess
of 40 per week--including work performed from home. Failure to obtain approval will
result in disciplinary action as determined appropriate, up to and including termination.
d. The meal period may be scheduled within the normal work hours to meet the needs of the
employee and the working unit but may not be used to shorten the workday. During the
meal period, non-exempt employees will be completely relieved of duty. (Having lunch
at the workstation to answer phones is considered on duty.) The meal period does not
count as hours worked. Non-exempt employees who work on a day schedule should take
lunch beginning no earlier than two hours after their start time and no later than two
hours from the work day end time. An exception may be approved by an employee’s
supervisor to accommodate a special need (e.g. a doctor’s appointment).
e. Employees have the responsibility for ensuring that their actual hours worked and
absences (sick, vacation and/or other unscheduled time off) are recorded accurately on
 their time records. Falsifying recorded time is fraud and an act of misconduct, and as a
result it is a violation of policy and subject to corrective action, up to and including
termination.

4. All employees are expected to report to work on time every day that they are scheduled to
work and to maintain a satisfactory record of attendance. If employees are unable to report to
work, they are expected to notify their respective supervisor prior to their scheduled start
time. Approval of the absence is at the discretion of the employee’s supervisor and based on
the specific circumstance.

5. Any late report, failure to report, patterned or unapproved absence(s) and excessive
absenteeism shall be subject to disciplinary action up to and including termination of
employment. Failure to report to work for three (3) consecutive work days without notice
will be deemed a voluntary resignation by the employee effective the end of the third day of
absence.

Adopted 04/1997
Revised 02/20/2014 (procedure)
Revised 12/12/2019
V-5.1.8 Work Schedules, Faculty
The full-time curriculum and continuing education faculty of Guilford Technical Community
College are professionals who prepare for and teach classes, advise and assist students, evaluate
student performance, participate in committee, departmental, divisional, and institutional
activities, engage in continuous professional improvement, and perform other duties as outlined
in the job description.

Procedure
All full-time faculty members are employed for a 40-hour work week during the term of the
appointment/contract as defined by the academic college calendar. Teaching faculty are
professional salaried employees meaning they are expected to work in collaboration with
academic leadership to accomplish all employment expectations listed in the official job
description in accordance with Board of Trustee policies and college procedures. This includes
both direct (teaching) and indirect (college service and professional development) instructional
activities.
1. Teaching Assignments - Curriculum
Prior to the beginning of each term, the academic dean/director in collaboration with the
department chair or program director will assign a teaching schedule, which includes courses,
times, and locations, to each member of the faculty in the department. The factors to be
considered in making equitable assignments include the following: number of enrolled
students, number of course preparations, number of course sections, number of locations
within the same day, length of the teaching day, length of the teaching week, new course
preparations, and the use of new technologies and/or alternative methods of delivery. Each
dean/director will approve the teaching assignments of faculty in their division each semester
to ensure that they meet the needs of students, are equitable to the faculty, and consider the
financial resources available.

The established academic year (fall and spring terms) workload shall range from thirty-six to
forty-two (36-42) contact hours with thirty-six (36) contact hours being the minimum. The
academic year workload can be balanced over fall and spring terms with the minimum load
in a 16-week term being fifteen (15).

The minimum summer workload for 12-month faculty in a 10-week summer term is eighteen
(18).

2. Teaching Assignments - Continuing Education/Adult Education

Continuing and adult education faculty will establish their teaching schedules with their
direct supervisor. The factors to be considered in making equitable assignments include the
following: number of enrolled students, number of course preparations, number of course
sections, number of locations within the same day, length of the teaching day, length of the
teaching week, new course preparations, and the use of new technologies and/or alternative
methods of delivery. Each dean/director will approve the teaching assignments of faculty in
the area each semester to ensure that they meet the needs of students, are equitable to the
faculty, and consider the financial resources available.

Continuing education faculty will teach 32 - 40 contact hours per week per term.
3. Office Hours - Curriculum
Curriculum full-time faculty are also expected to post and maintain a minimum of five (5)
office hours/week outside of their instructional obligation. These hours should be
documented on the course syllabus and updated every semester in the directory. Office hours
should be scheduled around the instructional hours to accommodate students attending
classes and better ensure that students can effectively interact with faculty. Office hours
should not be stacked but spread across a minimum of four (4) days of the week with the
option of having one (1) hour online.

4. Flex Time - Curriculum

The college recognizes that some activities required to fulfill GTCC faculty job expectations
may be completed off-campus. These may include, but are not limited to, special events,
registration, recruiting, professional development, etc. To accommodate these needs, faculty
work schedules may be flexible with up to ten (10) hours/week of effort being conducted in
an off-campus setting. All other faculty work is to be completed on campus whether teaching
in a face-to-face or online format.

5. Required Non-Instructional Days - Curriculum/Continuing Education/Adult Education

Required non-instructional days of attendance are specified annually on the faculty service
day calendar (e.g., graduation, convocation, professional development day, etc.). The college
reserves the right to make adjustments to this requirement on an as needed basis.

6. Course Overload Assignments - Curriculum

A faculty member who is assigned to teach more than thirty-six (36) contact hours during
their academic year (fall and spring term) shall be paid for that overload assignment at the
adjunct rate of pay. Payments for overload hours during the academic year will be calculated
and paid out during spring term. Summer overload compensation for 12-month faculty is
paid for assignments that exceed 19 contact hours.

A faculty member may be assigned to teach up to six (6) contact hours of overload/term
based on college need. Additional assignments beyond this limit must be pre-approved by the
senior vice president of Instruction and should be reserved for extreme situations.

7. Substitute Teaching Assignments - Curriculum

Prior to the beginning of each term, each department/program will develop a plan to provide
for coverage of classes in the event of anticipated or unanticipated faculty absence. The goal
should be to minimize class cancellation for students. Area faculty are responsible for
providing collegial class coverage for their colleagues on a short-term and/or emergency
basis. When the substitute assignment exceeds four (4) contact hours in any term, the faculty
will receive compensation. The compensation will be based on the hours of effort at the
adjunct rate of pay. Payment must be recommended by the department chair/program
director and approved by the dean/director and will usually appear in the pay period
immediately following the substitution activity.

8. Course Release Time/Project Compensation - Curriculum, Continuing Education, Adult

Education
If a faculty member is assigned by the college to carry out duties that are administratively
determined to be outside of the established faculty job description, they may be eligible for
 release time and/or project compensation in the form of a stipend. These duties may include
administrative duties attached to program or department administration or special projects.

Prior to the beginning of each term, deans work with area faculty and department
chairs/program directors to identify required release time and/or project compensation
arrangements. These arrangements are summarized by division and presented to the senior
vice president of Instruction for approval two weeks prior to the beginning of the term.
Approval must be granted prior to the start of the proposed work. After approval is obtained,
an individual agreement is written that outlines the scope of work to be accomplished with
clear deliverables and the compensation strategy as detailed in the operational process.

Adopted 04/23/1997
Revised 08/25/2020
V-5.1.9 Reporting Fraud and Improper Activities
Employees and anyone else providing services to the college are encouraged to report either
orally or in writing all evidence of any activity on the part of its current or former employees,
trustees, or anyone else with whom Guilford Technical Community College has a business
relationship that may constitute:

1. A violation of any state, federal, or local law, rule, or regulation applicable to the operations
of the college;
2. Misappropriation or misuse of college resources;
3. Substantial and specific danger to the employee’s or public’s health and safety; or
4. An act of gross mismanagement, gross waste of public funds, or gross neglect of duty.

The college shall promptly investigate all alleged violations and provide a response to the
person(s) reporting the violation (unless the report was submitted anonymously) within 30
calendar days after the close of the investigation.

Any employee who reports such violations as described above in good faith and did not
participate in the alleged violation shall be protected from any retaliatory action including
discharge, suspension, demotion, or any other adverse employment action. Participation in an
alleged violation will not automatically exclude an employee from these protections, and will be
considered on a case by case basis. Employees are also protected for refusing to carry out a
directive which constitutes a violation as described above. Any alleged retaliatory actions shall
be promptly investigated by the college.

Employees who commit any of the violations described above or retaliate against someone who,
in good faith, has reported a violation shall be subject to disciplinary action up to and including
termination of employment and/or criminal or civil prosecution. Likewise, any employee who
knowingly or maliciously reports a violation or retaliatory action that has no factual basis shall
be subject to disciplinary actions up to and including termination of employment.

These employee protections extend to violations reported both internally and to the “hotline”
maintained by the North Carolina Office of the State Auditor. GTCC will, to the extent possible
and consistent with the need to conduct an adequate investigation, maintain confidentiality of
reported violations.

This policy shall in no way affect the requirements of NC General Statute § 143B-919 whereby
employees and state agencies must report cases of damage, theft, embezzlement, or misuse of
state-owned personal or real property to the State Bureau of Investigation.

Adopted 12/20/2005
Revised 12/14/2017
V-5.1.10 Laptops/Computer Systems, Use of
Guilford Technical Community College is committed to providing an appropriate computer
system for each faculty and staff member whose job requires it.

A computer system may be a laptop, tablet, desktop or other device deemed appropriate for job
requirements. It is for use only for college-related business as a productivity tool, curriculum
tool, and for research and communication. Mobile computers are intended to provide increased
productivity due to flexibility and business continuity in the case of disaster. It is not intended
as a replacement for personally owned computers or for personal use. Use of the system shall
be within the standards of good judgment and common sense, in compliance with the college’s
published policies, and with national standards such as Family Educational Rights and Privacy
Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA), and as
required through the terms and conditions of applicable software license agreements.

The computer is intended for use solely by the employee to whom it is assigned. Employees
shall not allow other individuals, such as friends, family or students, to use the computer for
non-college uses.

Procedure
1. All orders for computer systems must be processed through the Information
Technology Services (ITS) department and the normal purchasing procedures.
Computers must be the configuration, model and brand approved by the ITS
department. Replacement will be according to the college’s normal established
replacement cycles.
a. Computer systems issued by the college are owned by the college. They must be
made available annually for inventory, and must be returned when employment ends
or on demand of college officials.
b. GTCC will offer operating system and application software upgrades as needed.
c. ITS will provide technical support for college owned computer systems. Direct
support such as hardware upgrades, software installations, or troubleshooting will
only be provided while systems are on campus.
d. Individual departments can order peripherals such as a mouse, keyboard, or
numeric keypad from Campus Stores using their departmental supply budgets and
a college p-card.

2. Employees will be assigned computers in the following manner:

a. All regular and time-limited faculty and staff will be assigned one main device (either a
laptop or all-in-one computer). Exceptions to the one-device directive require vice
president approval based on a specific business need (this includes exceptions for an
additional iPad, tablet, etc.).
b. Adjunct faculty will not be assigned any devices without proper justification and
approval from their respective vice president
c. Temporary staff working in common areas (ex. front desk for a department) will use
shared computers set up for the specific department. Temporary staff working in a
dedicated office or cubicle will be provided an all-in-one computer unless a vice
president specifically requests that they be issued a laptop.
d. If needed, any employee may check out a loaner laptop from ITS. These loaners are
intended for short-term use and must be returned within 30 days. If it is determined that
an employee needs a loaner laptop for longer than 30 days, the employee should instead
 request that they permanently be assigned a laptop, provide vice president approval if
applicable, and must return the loaner laptop and the original computer assigned to
them upon issuance of a new laptop.

3. Off-campus use of a computer system by any non-exempt employee requires supervisor

approval. Supervisors must monitor all work off campus by any non-exempt staff as work
outside normal work schedules may obligate the college to compensatory time. Non-exempt
employees must obtain prior approval before working hours beyond their normal work
schedule (failure to obtain prior authorization may lead to disciplinary action). In the event
an immediate supervisor approves for a non- exempt staff member to complete work
assignments off campus, the supervisor must assure that all work, including but not limited
to work outside normal work schedules, is documented properly on college time sheets and
in accordance with college procedures.

4. It is the employee’s responsibility to take appropriate precautions to prevent loss, theft,

or damage to the computer system assigned to them. Damaged systems may be replaced
with cascaded computers the college owns if they are not repairable. Employees may be
responsible for certain costs to repair or replace the system if the damage or loss is due
to negligence or intentional misconduct.
a. Care of the system to prevent damage:
• Food and drink should not be next to the system when in use.
• Cords and cables must be inserted carefully.
• Mobile computers should not be carried while the screen is open.
• Employees are responsible for charging batteries if a mobile computer is to be
used while not connected to the campus network.
• Mobile computers should always be carried within the protective case.
• Some carrying cases can hold other objects (such as folders), but these must be
kept to a minimum to avoid placing too much pressure and weight on the device
screen.
• The computer must be turned off before placing it in the carrying case.
b. Precautions against theft and reporting theft:
• Security cables will be provided from ITS to secure the computer in an
office, wherever feasible.
• Mobile computers not secured with a cable should not be left unattended in an
office without closing and locking the door.
• Unsecured computers left unattended overnight should be kept in a locked office or
in a locked drawer or cabinet, if available. Otherwise, it should be kept out of plain
sight.
• Under no circumstances should mobile computers be left in unsupervised areas
including the college grounds, common areas, library, unlocked classrooms and
hallways or unlocked offices. Unsupervised systems may be confiscated by staff
and taken to the ITS department for safekeeping.
• Mobile computers left unattended in a locked parked car should be kept out of
plain sight or locked in the trunk.
• If any computer system is lost or stolen it must be reported to Campus Police
immediately. Theft or loss off campus should be reported to local police as well.
The police report should include the serial number of the computer, as well as the
make and model and state tag number. Employees assigned mobile computers
 should keep a copy of this identification information separate from their systems.
Following notification to law enforcement agencies, ITS should also be notified so
that anti-theft devices loaded into the system can be remotely activated.

5. Employees shall not have sensitive information on their mobile computers without
precautions against theft of that information. Sensitive information refers to any data that
is protected by college policy, or by any local, state or national laws or regulations. This
includes, but is not limited to, educational records, personally identifiable information,
and confidential internal college information. Precautions to prevent loss of such
information include:
a. Employees are expected to password protect their computers by setting a network
logon password, and keeping that password confidential.
b. If sensitive information is needed for work purposes, it shall be either encrypted
or password protected.
c. Any information no longer needed for work purposes, especially sensitive information
or personally identifiable information (PII) shall be deleted from the computer.

6. The computer will be configured with a standard suite of programs that are appropriate
based on college software standards. Based on professional needs, the college may provide
additional applications. Periodically the college changes software agreements; when it
does, the mobile computer must be made available for upgrades.

If employees need to install privately owned software, they must demonstrate a business-
related need and receive permission from the college’s Chief Information Officer before
installation. If approved, a copy of the license agreement for any software not supplied by
the college must be sent to the ITS department before installation on a college-owned
computer.

7. The college is not responsible for providing off-campus internet access. Those employees
approved to work remotely are responsible for the cost of such service. The ITS
department does not provide configuration for specific ISP’s. While ITS employees may
offer some tips or advice about best practices for off-campus use, it will be up to the
employee and their ISP to make remote connections work.

8. Basic wireless internet is available for use via the college’s guest network. Due to security
concerns, non-college owned computers/laptops or other computing devices that do not have
wireless capability will not be allowed on the college’s network without express
authorization from the Chief Information Officer or vice president, Operations and Facilities.

9. Employees are responsible for maintaining backups of documents and data files.
Documents and files may be stored on the one drive or alternative. Any files on a device
that are not backed up to a virtual drive are subject to loss. Removable storage
devices/thumb drives are strictly prohibited. To ensure that virus protection and other
security patches are current, employees should plan on connecting to the campus network
at least once a week.

10. Laptops in laptop carts are intended for student use in the classroom only and must not be
removed from cart or used for any other purpose. Classrooms must have an instructor
present while student(s) are using laptop computers and the instructor is responsible for
distributing laptops to and collecting from student(s). Laptops must be returned to the
assigned laptop cart which must be kept in a secure, locked area at all times when not
being used by student(s).

Adopted 12/17/2009
Revised 12/15/2011
Revised 02/04/2013
Revised 11/03/2022
 GTCC
College Wide
Rules
 Table of Contents
November 2023

Acceptance of Honoraria, Gifts, and Favors

Acquisition and Use of College Vehicles for Instruction
Adding, Dropping, and Withdrawing Students After Registration Ends for Curriculum Classes
Advisory Committees
Affordable Care Act
Audio Visual Equipment Procedures
Authority to Sign a GTCC Contract
Awarding Posthumous Degrees and Degrees in Memoriam
Bring Your Own Device (BYOD)
Budget Adjustments for Regular or Time-limited Positions
Building Access Procedures
Campus Theft
Cash Receipts and Other Forms of Payment
Classroom Breaks
College Petitions By Employees and Students
Computer and Computer-Related Equipment Acquisition and Replacement Procedures
Computer Use and Repair
Culinary Arts Catering
Curriculum Course Material Selection/Adoption
Curriculum Full-time Faculty Employment Agreement
Display of Notices
Document Integrity
Email Signature Standard
Emergency Procedures
Employee Identification
Employee of the Month Award Procedures
Equipment Maintenance
Evacuations for Persons with Disabilities
External Grants: Development of Proposals and Management of Projects
Eye and Face Protection Devices Required
Faculty Credentials
Faculty Titles
Forgiveness for Previously Earned Credits
Gift Cards, Gift Certificates and Prizes
GTCCALL Email Guidelines
Internet Facing Services Administration
Library Borrowing Privileges, Faculty and Staff
Lost and Found Procedures
Mail System
Maximum Course Load
Name Change Procedure for Employees and Students
Off-campus Work-based Learning
Part-Time Campus Employment for Students through Federal Work-Study Programs
Payments and Tax Reporting for Foreign Nationals/Non-U.S. Citizens and Foreign Vendors
Payments to Independent Contractors
Payroll Processing
President's Award for Outstanding Service-Innovation
Repeating a Course
Resident Classification for Tuition Purposes
Resignation
Response to External Reporting Requests
Retirement Celebrations
Salary Adjustments for College Personnel
Selling/Disposition of Desk, Review, Sample and Complimentary Instructional Materials
Software Acquisition and Implementation Process
Student Program-of-Study Coding
Student Concurrent Enrollment
Student Role in Institutional Decision Making
Student User Account Deletion
Text Communications - Students
Travel Procedures
Use of Peer-to-Peer (P2P) Networking Software
Web Pages
Workers’ Compensation
Acceptance of Honoraria, Gifts and Favors
In accordance with the Management Manual policy II-2.1.1 Code of Ethics, employees of GTCC
are prohibited from accepting honoraria, gifts, favors, meals, or any other benefit which might
influence and/or appear to influence purchasing decisions. If such items are received, reasonable
efforts should be implemented to return them; if items cannot be returned, other than meals, they
become the property of Guilford Technical Community College or one of the college’s related
entities. The Business Office should be informed of the gift in a timely manner.

No employee charged with preparing plans, specifications or estimates for contracts, awarding or
administering contracts, inspecting or supervising construction, or selecting course materials
from a publisher shall solicit or accept any gift, favor, service or benefit, regardless of its value,
from any contractor, subcontractor, or supplier who has a contract with the college, who has
performed under a contract with the college during the past year, or who anticipates bidding on
such a contract in the future. Please refer to the Management Manual policy V-1.1.9 Conflict of
Interest.

This rule does not extend to items of nominal value which include:
• promotional items of insignificant value of an advertising nature that is given to everyone
(such as at a conference)
• meals furnished as a part of a conference provided to all attendees
• a plaque or an award
• information materials that are provided by vendors to everyone
• raffle prizes at a conference or similar event
• plants, food or other holiday gifts if shared with other departmental staff
• items designated to enhance one's professional expertise such as textbooks provided to
instructors for review and consideration of adoption

Offers by outside parties to fund employee travel should be carefully scrutinized.

When in doubt as to whether something could present a conflict of interest, or the perception
thereof, please consult with the Business Office.

Note: These items must be disposed of in accordance with the Disposition of Surplus Property
rule and cannot be sold or converted to benefits for personal gain.

Adopted 07/1985
Revised 01/05/2017
Acquisition and Use of College Vehicles for Instruction
Guilford Technical Community College strives to offer high caliber, state-of-the-art academic
programs. To this end, the college recognizes that use of college-owned vehicles is appropriate in
some academic fields of study. All purchasing procedures will be followed when it is necessary
to purchase and/or license a vehicle used for instructional purposes for use on public roads.

Procedure
1. Purchase requisitions for all motor vehicles or trailers shall include the following
information. Any requisition for a vehicle without this information will be considered
incomplete and returned to the requesting department.
a. An indication as to whether the request includes licensing the vehicle for use on public
roads. If the vehicle is intended to be licensed for road use, written justification must be
provided with the purchase requisition. Otherwise, the requisition should contain a
notation that licensing is not required.
b. If the requested vehicle is intended to replace an existing vehicle, a notation identifying
the vehicle to be declared surplus must be included with the requisition.
c. If the requested vehicle is not intended to replace existing equipment, an explanation of
why we are adding a new vehicle to our fleet must accompany the requisition.

Written justification as indicated above will be attached to the requisition. The requesting
department’s respective vice president, as well as the president, must approve all equipment
requests (which includes vehicles and trailers) prior to issuance of a purchase order. The
purchasing department will follow normal procedures to assure that all required signatures
are on the requisition prior to issuing a purchase order.

2. College-owned vehicles used for instructional purposes may need to be licensed for use on
public roads when:
a. It would be necessary to take the vehicle off campus for gas, maintenance, repairs, and/or
installation of required instructional equipment. Without licensing, it would be necessary
to tow the vehicle for these purposes.
b. It would be necessary to take the vehicle off campus for skilled instruction or practice
when the skill cannot be simulated on college-owned property.

3. Individual instructional budgets will be used to purchase tags, insurance, maintenance,

repairs, and fuel, for vehicles used in providing instruction.

4. Licensed vehicles purchased for instructional use may only be used in the instructional
process. No personal use of these vehicles is permitted. Vehicles must be parked overnight
on college property unless expressly approved by the senior vice president of Instruction, or
the vice president of Operations and Facilities.

5. The only authorized road use of these vehicles includes when it is required in the direct
delivery of instruction or to have the vehicle serviced or repaired. Any road use not
described in this document must be expressly approved by the senior vice president of
Instruction, or the vice president of Operations and Facilities.

6. When the serviceable life of the vehicle has ended, the vehicle must be declared surplus and
the Inventory Control department must be notified. Proper disposition of the vehicle will be
directed by that office.
Adopted 01/30/2012
Revised 08/12/2016 (titles only)
Revised 01/05/2017
Revised 04/18/2019 (titles only)
Adding, Dropping, and Withdrawing Students After Registration Ends for Curriculum Classes
Curriculum schedules that begin the first week of the semester may be adjusted during the first
two class days of the semester. Curriculum schedules that begin after the first week of the
semester (i.e., 12-week, 2nd 8-week) may be adjusted within one instructional day of a section’s
first meeting date. To comply with the North Carolina State Board of Community Colleges
Code, the college does not allow students to be enrolled in classes after the ten percent point of
the course section (census) except for documentable extenuating circumstances.

1. Schedule Adjustment Period for Curriculum Classes.

Schedule adjustments may occur during the first two class days of the session (i.e., 16-week,
12-week, 8-week) or within one instructional day of a section’s first meeting date whichever
is later provided that the ten percent point of the course section (census) has not already been
met. Schedules may be adjusted by adding or dropping sections to resolve schedule conflicts
and/or to properly place students in courses according to placement scores and programs of
study.

2. Dropping Sections through the Census.

After the second-class day of the semester through the census of each section, students must
complete either an online or paper-based drop/withdrawal form to drop a section. Instructor
signatures are not required for drop requests.

3. Withdrawing from Sections after the Section Census and before the 70% Point.
After the census and by the 70% point of a section, students must complete either an online
or paper-based drop/withdrawal form to withdraw from a section. Instructor signatures are
not required for withdrawal requests.

4. Withdrawing from Sections after the 70% Point.

Students are not allowed to withdraw after the 70% point of the term except in
cases where a student provides documentation to the registrar that meets at least one of the
following criteria by the last day of the term.
a. Physician’s recommendation that the student be excused from school for a time period
that exceeds five instructional days, results in the student being unable to meet course
attendance requirements, or overlaps with a course requirement due date that cannot be
made up at a later time.
b. Mental health professional’s recommendation that the student is experiencing a mental
health emergency that will impair their ability to continue coursework for the duration of
the term.
c. Military orders that were received after the 70% point of the term and go into effect
prior to the end of the term that result in the student being unable to meet course
attendance requirements, or overlaps with a course requirement due date that cannot be
made up at a later time.
d. Death of an immediate family member as documented by a death certificate, obituary, or
funeral service remembrance card.

5. Adding a Student to a Section after the Schedule Adjustment Period.

Students are not allowed to add after the Schedule Adjustment Period except in
cases where a student provides documentation to the registrar that meets one of the following
criteria by the fifth business day following the Schedule Adjustment Period.
 a. The student needs to register for sections required to complete the final term of a degree,
diploma, or certificate. The student has a minimum GPA of 2.0 and has successfully
completed 67% of attempted credits. The department chair or program director indicates
that course requirements are such that it is feasible to make up missed work within one
week.
b. The student needs to register for a section that is only offered once per academic year,
which would result in the student’s anticipated graduation date being delayed by at least
one year. The student has completed at least 16 credits toward the applicable program,
has a minimum GPA of 2.0, and has successfully completed 67% of attempted credits.
The department chair or program director indicates that course requirements are such that
it is feasible to make up missed work within one week.
c. The student has a Title IX pregnancy related accommodation issued by the Title IX
Coordinator for Students to allow registration.

The registrar will register approved students into the requested section. Faculty that have a
student added after the schedule adjustment period will work with the student to allow up to
one week from the time of registration to make up missed work without grade penalty unless
there are approved Title IX pregnancy related accommodations that allow additional time.
After the one-week makeup period, grade penalty for missed work will be up to the
discretion of the faculty member.

6. Allowing a Student to Continue in a Section after not Meeting the Census Date Attendance
Requirement.
Students who do not attend a section by its census date will receive a “No Show” grade of
NS and not be allowed to continue in the course except in cases where a student provides
documentation to the registrar that meets one of the following criteria by the second business
day following the section’s census date.
a. The student needs to register for sections required to complete the final term of a degree,
diploma, or certificate. The student has a minimum GPA of 2.0 and has successfully
completed 67% of attempted credits. The department chair or program director indicates
that course requirements are such that it is feasible to make up missed work within one
week.
b. The student needs to register for a section that is only offered once per academic year,
which would result in the student’s anticipated graduation date being delayed by at least
one year. The student has completed at least 16 credits toward the applicable program,
has a minimum GPA of 2.0, and has successfully completed 67% of attempted credits.
The department chair or program director indicates that course requirements are such that
it is feasible to make up missed work within one week.
c. The student has a Title IX pregnancy related attendance accommodation issued by the
Title IX Coordinator for Students.

The registrar will remove the NS grade for the approved section. Faculty that have a student
approved to continue after not meeting census will work with the student to allow up to one
week from the time of approval to make up missed work without grade penalty. After the
one-week makeup period, grade penalty for missed work will be up to the discretion of the
faculty member unless there are approved Title IX pregnancy related accommodations that
 allow additional time. The registrar will inform the director of FTE Auditing of all census
exceptions to ensure that the student is not counted towards earned FTE.

Note that students who are unable to attend a section by census due to a documented medical
condition may petition the registrar for a 100% tuition refund. Students will be encouraged to
register for the next available section offering.

Students who were allowed to register into a section after its census due to college
registration error will be refunded. Students will be encouraged to register for the next
available section offering.

Adopted 10/31/2016
Revised 08/31/2017
Revised 03/15/2021
Revised 08/08/2021
Advisory Committees
Guilford Technical Community College is committed to developing and maintaining modern
state-of-the art educational programs and services. Changes in technology, business, industry,
and government increase the need for effective communication between the college and the
community it serves. To accomplish this, the educational programs and service areas of the
college establish advisory committees made up of representatives from business and industry,
community service organizations, and college faculty and staff.

1. The advisory committee’s role is consultative in nature. The committee’s function is to

advise and assist in program planning, development, and evaluation. Each advisory
committee will advise on the development, operation, and review of the program(s) for
which it is responsible.

2. Members are appointed for two-year terms. Although committees should not be self-
perpetuating, members may be re-appointed for additional terms. Members may not serve
more than three consecutive terms. Exceptions to this practice may be approved by the
appropriate area vice president.

3. The number of members for most advisory committees is 10 to 12, but size may vary
depending upon the nature of the program. To have broad representation, only one member
per company should serve on the advisory committee at any one time. It is recommended
that no more than two graduates of the program serve at any one time. Representatives from
new industries moving into the area should be appointed to appropriate advisory committees
at the earliest opportunity. Former members may be identified as honorary emeritus non-
voting members of advisory committees. Full-time personnel serve as ex-officio, non-voting
members of an advisory committee.

4. By September 1 of each year, departments of the college nominate advisory committee

members by completing the Advisory Committee Appointment Form and forwarding this
form to the appropriate academic dean for approval and signature. The academic
dean/supervisor forwards the form to the area vice president’s office.

5. Appointment letters are sent from the vice president’s office to all new appointees.

6. A minimum of two (2) advisory committee meetings per year is required.

7. Each advisory committee elects committee members to serve as chair and vice chair. The
department chair/program director or designated personnel member serves as secretary.

8. Program Advisory Committees are required to submit an End-of-Year Committee Report to

the area vice president by May 31 of each year.

Adopted 06/06/2011
Revised 02/06/2017
Affordable Care Act
Effective January 1, 2015, employers with at least 50 full-time employees or a combination of
full-time and part-time employees that is equivalent to 50 full-time employees, are subject to the
Affordable Care Act (ACA) Employer Shared Responsibility provisions under Section 4980H of
the Internal Revenue Code. As defined by the statute, a full-time employee is an individual
employed on average 30 hours of service per week or 130 hours per month. An employer that
meets the 50 full-time employee threshold is referred to as an applicable large employer.

As a large employer, Guilford Technical Community College adheres to the guidelines set forth
by the ACA and agrees to offer eligible employees health care benefits.

1. GTCC has chosen to use the look-back measurement method in determining if part-time
employees meet the full-time service minimum as defined by the ACA. This means that each
part-time employee’s service hours during an established measurement period will be
reviewed to determine if the employee worked an average of 30 hours per week or 130 hours
per month or more.

2. Human Resources, and the Office of Instruction will review the service hours recorded by
part-time staff and faculty (respectively) during each established measurement period to
determine if employees are eligible for health care benefits under the ACA.

3. The North Carolina State Health Plan is offering a High Deductible Health Plan (HDHP) for
those employees eligible for health care benefits under the ACA.

4. Eligibility for the HDHP will be determined and offered during an established administrative
period at the end of each measurement throughout the year.

5. If the employee elects the HDHP, the coverage, once it begins, will continue for 12 months,
as long as the employee maintains active employment and pays their monthly premiums in a
timely manner. Once the 12-month period ends, HDHP will only be offered if employee
meets the full-time service minimum as defined by the ACA during the subsequent
measurement period.

Adopted 01/12/2015
Revised 07/10/2017
Awarding Posthumous Degrees and Degrees in Memoriam
GTCC may award posthumous degrees to a deceased student if all degree requirements have
been met, including cumulative GPA, hours toward graduation, general education courses, major
courses, and other required hours. Posthumous degrees will be placed on the college
transcript. A printed posthumous diploma that is identical to other diplomas awarded will be
issued to the deceased student’s family at their request. Posthumous degrees may be recognized
during the college’s commencement ceremony at the request of the student’s family.

GTCC may award degrees or certificates in memoriam to a deceased student if the student was
enrolled and in good academic standing at the time of their her death. Degrees in memoriam
will not be placed on the college transcript since degree requirements are incomplete. A printed
degree in memoriam diploma that reads “[Degree Title] in Memoriam” will be issued to the
deceased student’s family at their request. Degrees in memoriam may be recognized in the
college’s commencement program or ceremony at the request of the student’s family.

Procedure
Request for posthumous degrees and degrees in memoriam should be made in writing to the
Registrar. A formal request may be initiated by a family member of the deceased, college
faculty, college staff, or a fellow student. If the request is not made by a family member, the
student’s next of kin will be contacted to determine if they would like to receive the degree.
Posthumous degrees and degrees in memoriam must be approved by the vice president of
Instruction.

Adopted 03/20/2017
Audio Visual Equipment Procedures
All audio-visual equipment is the property of GTCC and is administered by ITS. This includes
administration of major (bought from equipment funds) or minor (bought with operating funds)
equipment and entails the ordering, inventorying, circulation, repair and maintenance. The use
of college equipment off campus for personal use is prohibited.

1. Classroom audio visual technology is refreshed according to the outline in the GTCC
Technology Plan on the ITS web page. Conference room audio visual technology refresh is
planned a fiscal year in advance.

2. The ITS technical support is scheduled with a service desk request in on the GTCC portal,
please reference ITS.GTCC.edu/Audiovisual/ page for more information.

3. To checkout a portable projector, laptop and screen for college use, submit a service desk
ticket on the ITS.GTCC.edu web page.

4. All use of GTCC audio visual equipment will comply with Management Manual policy II-
2.1.2 Internet Acceptable Use.

Adopted 09/22/1999
Revised 01/05/2017
Authority To Sign a GTCC Contract
Contracts may only be signed by authorized employees. As provided in Article IV, Section 10
of the Bylaws of the Trustees of Guilford Technical Community College, the Chair of the Board
of Trustees, any other officer of the Board of Trustees, any Trustee, the president or any other
person designated by the Board of Trustees or by any committee of the Board of Trustees acting
on the authority of the Board of Trustees, may execute contracts and other documents on the
authority of and by and in the name of the Board of Trustees.

Contract signature authority is very limited and controlled centrally. Signature authority for
GTCC employees is derived solely from the president by written delegation, generally limited to
the vice presidents and the purchasing office, and further limited to specific types of transactions
and relationships. Contracts may only be signed by those with an express written delegation from
the president.

A contract may be titled an “agreement,” a “memorandum of understanding,” a “memorandum

of agreement,” a “professional services agreement,” a “license,” a “lease,” a “non-
disclosure/confidentiality agreement,” a “collaborative agreement,” a “consortium agreement,” a
“facilities use agreement,” an “equipment use agreement,” “amendments/modifications” to
agreements, etc. A contract does not have to involve money to create a legally binding
agreement. Rather, a contract simply involves the exchange of obligations or promises, either
promises to perform or an exchange of something of value.

Negotiation of any contractual commitment is always subject to the approval of someone with
signature authority. Whenever you are negotiating a contract, you must also be cognizant of
certain clauses that the North Carolina Department of Justice prohibits us from including in
contracts. In the event such a prohibited clause is contained in an agreement, that provision is not
acceptable in a contract and must be stricken from the agreement or modified with acceptable
terms and conditions. Any exceptions must be approved by the president.

As per N.C. General Statute 143-58, anyone who has not received signature delegation and who
signs a contract that purports to bind the college or its divisions is acting without authority and
may be held personally liable for the contract. Also, a criminal conflict of interest statute renders
community college employees criminally liable should they receive a direct benefit from signing
or administering a college contract. The person signing the agreement could be found guilty of a
Class I misdemeanor, and the contract itself will be void.

Please contact the director, Purchasing and Contract Administration or the vice president of
Business and Finance/Chief Financial Officer for assistance regarding contracts.

Adopted 08/29/2016
Bring Your Own Device (BYOD)
Non-GTCC technical devices (smart phones, tablets, laptops and computers) are not permitted on
the GTCC network or the employee/instructional wireless network. Personal devices are
permitted only on the TitanNet/student wireless network.

Personal technical devices are not supported by GTCC ITS but tech help is available at
http://its.gtcc.edu/ webpage.

Any use of GTCC wireless or wired infrastructure used to access college resources or the
Internet must comply with the Management Manual policy II-2.1.2 College Acceptable Use.

Employees and students are expected to use their personal devices in an ethical manner at all
times when connected to the TitanNet/student wireless network and must comply with college
polices governing technology use.

College information on an employee’s device may be remotely wiped if:

1. the device is lost
2. the employee or college terminates their employment
3. ITS detects a data or policy breach, virus, malware or similar security threat to the college
data.

Personal devices, smart phones, tablets, laptop and desktop computers, external storage devices
and similar equipment containing GTCC data are subject to the North Carolina Public Records
Law and shall be disclosed to third parties when required by the statutes (G.S. 132-1). Your
personal equipment containing GTCC information may be considered as evidence and subject to
subpoenas.

When GTCC technology equipment is not available, it is recommended to use Office 365 to
check email, use Microsoft Office software, and keep work related information in the Office 365
cloud. It is best to log into Office 365 through the My.GTCC Portal at https://www.gtcc.edu/.

It is expected that employees using personal devices:

1. Set their device to lock itself with a password or PIN if idle for five minutes when accessing
college email, MyGTCC Portal, Office365 and VPN.
2. Notify ITS if their personal device is lost or stolen to protect college data and information
from compromise.
3. Upon leaving employment from the college remove college accounts and data stored on
personal devices.

Adopted 10/17/2016
Budget Adjustments for Vacant Regular or Time-limited Positions
Unused funds resulting from vacancies in state and county funded full-time or part-time
regularly budgeted positions are recouped to the college contingency. Unused funds may result
when a position remains unfilled or when a vacancy is subsequently filled at lower rate of pay.
The Business Office recoups unused salary budgets throughout the fiscal year by comparing
personnel and payroll records with the approved personnel budget. Recouped positions are
restored to the base budget as approved by the president.

Requests to use salary budget from vacant budgeted positions to fund part-time temporary or
temporary services must be submitted in writing to the area vice president. If approved, the vice
president will forward the request to the Business Office for processing.

Requests to use funds from regular budgeted positions, part-time salary, and other cost budgets,
or college contingency funds to create a new regular or time-limited position must be submitted
in writing to the president. If approved, the president will forward request(s) to the Business
Office for processing.

GTCC’s budget transfer guidelines for state, county, and institutional funds are published on the
back of the budget transfer form.

Revised 01/05/1987
Revised 09/2000
Revised 08/12/2016 (Titles only)
Revised 01/05/2017
Building Access Procedures
This procedure will be followed for access to campus buildings:

1. Accessibility During Closed Hours

a. There will be no access to GTCC's buildings or facilities between the hours of 11:00
p.m. and 6:00 a.m. (Exceptions: campus police officers, housekeeping, maintenance
staff in performance of their duties, approved users of the Cline Observatory, and others
as approved by the vice president of Operations and Facilities.
b. Access during other closed hours will be governed by the following:
1) Satellite campus locations: prior arrangements must be made and approved by the
responsible administrator for these locations.
2) Jamestown Campus: prior arrangements must be made with and approved by the
academic dean or director in charge of the building or facility. (A list of responsible
administrators will be maintained by the vice president of Facilities and Operations.)
The Campus Police Office or duty officer must be notified upon arrival on campus by
calling campus police at 336-819-2046 or extension 50911.
c. A GTCC faculty member must accompany students desiring access to any academic
facility. (NOTE: Two persons must be present at all times when using a facility such as
shop or laboratory where potential for injury exists.)
d. Responsible groups desiring access to any GTCC facility shall be governed by the
procedure set forth in policy I -1.1.1 Use of Facilities by College Affiliated and Outside
Groups. Campus Activity forms for use of facilities will be obtained from the vice
president of Operations and Facilities Office.

2. Electronic Access Card and Key Control and Distribution

Electronic access card and keys will be distributed by the GTCC Campus Police department
ONLY. All electronic access cards and keys are to be deemed controlled items and will not
be duplicated. The Campus Police department will issue electronic access cards and keys
when authorized and will maintain records of electronic access cards and key distribution.
The following types of electronic access cards and keys may be issued:
a. Campus grand master keys (opens a specific campus or area of campus) – vice
presidents, deans and others approved in writing by the president or his designee (vice
president of Operations and Facilities).
b. Electronic access card (all Access) and campus grand master interior keys (opens a
specific campus or area of campus but only the interior locks, does not open exterior
locks) – vice presidents, campus deans, academic deans, ITS technicians, physical plant
technicians and others approved in writing by the president or his designee (vice
president of Operations and Facilities).
c. Building exterior master key (opens a specific building and all interior doors) – campus
deans, academic deans and others approved in writing by the president or their designee
(vice president of Operations and Facilities).
d. Electronic access card for building and building interior master key (provides electronic
card access to a building and opens all interior doors) – campus deans, academic deans,
designated housekeeping, and other supervisory personnel may be issued a key when
authorized in writing by the president, area vice president, vice president of Operations
and Facilities or associate vice president for the area that access is requested.
e. Sub-master key - department chairs, program directors, other supervisory personnel and
technicians may be issued sub-master keys when authorized in writing by a campus
dean, academic dean, associate vice president or vice president.
 f. Change keys - for individual office, shop or laboratory keys - instructors and staff.
g. Isolation keys/high security key system – these areas may be established when
approved in writing by the appropriate vice president and approved by the vice
president of Operations and Facilities. Once established, isolation keys for sensitive
areas shall be accounted for and strictly controlled by the Campus Police department.

3. Campus Police - Direct Connection

Employees on campus during non-operating-hours are to advise the duty officer of their
intended location. Dialing 336-819-2046 or 336-334-4822 extension 50911 during non-
operating hours will access the duty officer. The duty officer may assist employees in
unlocking the building, office, or laboratory doors. NOTE: A college ID card is required
and must be presented to the duty officer before gaining access. During the hours of 8:00
a.m. to 4:00 p.m. on Sunday, prior arrangements should be made through the Campus Police
Office if you are to be on campus. The duty officer may be reached at any time by calling
336-819-2046 or 336-334-4822 extension 50911.

OPEN HOURS FOR GTCC CAMPUSES/FACILITIES ARE:

AVIATION CAMPUSES (Greensboro)

AV I 260 Regional Road
AV II 819 Radar Road
Ceasar Cone II 1053 Old Stage Coach Trail
M-FRI: 8:00 a.m. - 10:00 p.m.
SAT: Open on Demand

CAMERON CAMPUS
7908 Leabourne Road, Colfax
M-TH: 8:00 a.m. - 10:00 p.m.
FRI: 8:00 a.m. - 6:00 p.m.
SAT: 8:00 a.m. - 4:00 p.m.

GREENSBORO CAMPUS
3505 E. Wendover Avenue
M- FRI 8:00 a.m. - 10:00 p.m.
SAT: 8:00 a.m. - 4:00 p.m.

HIGH POINT CAMPUS

901 S. Main Street
M-TH: 8:00 a.m. - 10:00 p.m.
FRI: 8:00 a.m. - 8:00 p.m.
SAT: 8:00 a.m. - 5:00 p.m.

JAMESTOWN CAMPUS
601 E. Main Street
M-FRI: 7:30 a.m. - 10:00 p.m.
SAT: 7:30 a.m. - 6:00 p.m.
 SMALL BUSINESS CENTER (Greensboro)*
1451 S. Elm Eugene Street
M-FRI: 8:00 a.m. - 5:00 p.m.

UNION SQUARE Campus*

124 East Gate City Boulevard

*Please note that GTCC Campus Police Officers do not provide off-hours access to this
facility.

Adopted 05/1992
Revised 10/1999
Revised 05/2006
Revised 08/17/2016 (Titles only)
Revised 10/31/2016
Revised 07/30/2018
Campus Theft
In accordance with NC General Statute 114-15.1, any theft of any Guilford Technical
Community College property must be reported to supervisors, Campus Police, and the State
Bureau of Investigation (SBI).

1. Any GTCC employee who knows of a theft is required to report it to their supervisor as
soon as possible.

2. Supervisors must report these thefts to the Campus Police department within three days of
receiving the information or evidence. Then Campus Police will complete a departmental
incident report and a state property incident report (SBI Form 78).

3. The state property incident report will be forwarded to the State Bureau of Investigation
within ten days of Campus Police being notified of the incident.

4. The employees of Guilford Technical Community College are required to cooperate with
Campus Police, the State Bureau of Investigation, its officers and agents in any investigation
of such incidents.

5. If an investigation reveals a possible violation of the criminal laws, the results generated by
the Campus Police Department or the State Bureau of Investigation shall be reported to the
district attorney, who will determine if prosecution is warranted.

Adopted 07/29/2003
Reviewed 11/28/2016
Cash Receipts and Other Forms of Payments
In conformity with NC System of Community Colleges Accounting Procedures and Cash
Management Procedures, it is the policy of GTCC that all cash receipts and other forms of
payments be under effective control and be received by or delivered promptly to the Business
Office. In most instances, persons will be directed to the Cashier Office for payment and receipt
of funds.

1. Campus locations with Cashier Offices

a. Cashier Offices are located on the Jamestown, Greensboro, and High Point campuses.
b. All cash receipts and other payments including credit cards, checks, and money orders
should be applied to a student’s account or general ledger account (miscellaneous
receipts) and a validated receipt issued in Colleague. A Colleague generated receipt for
the payment will be provided to the student. If the Colleague system is down, a
handwritten receipt will be provided.
c. Colleague receipt sessions must be balanced and closed. All receipts, deposit
documentation, and The Daily Balancing Report must be transmitted daily to the
Jamestown Cashier for deposit. All funds (cash, checks, money orders, or credit cards)
received by the college are subject to the "Daily Deposit Law," G.S. 147-77.
d. All receipts and deposit documentation must be transported in locked security bags by
Campus Police officers or by a manager.
e. Any handwritten receipts, any forms of payment, and the Daily Balancing Report will be
forwarded to the Jamestown Campus. The Jamestown Accounts Receivable staff will
verify all payments received and will file the back-up documentation with the Daily
Cash Analysis.

2. Continuing Education Registration Office

a. Handwritten receipts will be completed by Continuing Education Registration staff
accepting checks, money orders, and credit cards. (Students paying with cash are
directed to a Cashier Office.)
b. Receipt books containing the handwritten receipts will be obtained by the designated
staff member from the Jamestown Cashier Office. Specific instructions concerning the
receipt books will be given by the Jamestown Cashier Office staff.
c. All receipts should be forwarded to the Jamestown Cashier Office within 24 hours.

3. Control of Payment Receipt Books

a. Payment receipt books will be assigned only after completion of the Receipt Book
Request Form. Proper documentation and approval will be required in order to accept
payments at locations other than the Cashier Offices at Jamestown, Greensboro, or High
Point.
b. Assignment of payment receipt books should be limited to specific time periods when
possible.
c. The Jamestown Cashier Office will maintain a log of handwritten receipts received daily
from other locations. This log will show sequential use of the pre-numbered receipts to
verify that all receipts are received.

d. Internal audits of each payment receipt book will be conducted at random at least once a
year.
Adopted 02/1988
Revised 05/1992
Revised 09/2000
Revised 01/05/2017
Classroom Breaks
A break schedule will be established for each class each term. The break schedule will comply
with 1G SBCCC 200.93 Reporting of Student Hours in Membership for Curriculum Classes and
1G SBCCC 200.94 Reporting of Student Hours in Membership for Continuing Education Classes
which reads:

"A student membership hour is one hour of scheduled class or laboratory for which the student is
enrolled. A college shall provide a minimum of 50 minutes of instruction for each scheduled
class hour."

In establishing a break schedule, the following factors are to be considered:

1. No more than 10 minutes of break time per one hundred one minutes are allowed for
curriculum and continuing education classes.

2. Break schedules should be based upon the instructional needs of the class.

3. The GTCC administration recommends spreading breaks evenly throughout a long class
period if the subject permits.

4. The break for the last class hour may be taken at the end of class; however, breaks are not to
be accumulated and taken at the end for the express purpose of dismissing early.

5. If the instructional format of a course does not lend itself to the scheduling of breaks
throughout class time, an approval to take breaks at the end of the class may be granted. Such
approvals should be communicated to the college's Auditing department by the academic
dean or Continuing Education coordinator.

6. Managers will be responsible for supervising compliance with the established break policy
for each class.

Revised 01/05/2017
Revised 05/13/2019
College Petitions By Employees and Students
The following guidelines apply to college petitions by students and employees.

The Petition - a formal written document or statement requesting a right or benefit from a person
or group in authority. The nature of the petition should be clearly stated on the top of each
petition sheet. Once circulation of the petition has begun, the nature of the petition may not be
modified or changed. Signature slots must be numbered and signatures must be legible. Petition
requests must be approved prior to circulation as outlined in the procedure.

Procedure
1. The individual, group, or sanctioned student organization wishing to circulate a petition on
the premises of any Guilford Technical Community College site must present themselves or
representative(s) to the vice president of Operations and Facilities (employees and the
general public), or the vice president of Student Services, or designee (director of Student
Life) (students).

2. The individual or student organization advisor representing the petitioner(s) shall provide
the following:
a. Their name, address, and telephone number, or name of student organization
b. Name, address, and telephone number of the sponsor(s) or advisor of the petition
c. Copy of petition
d. Time of day, duration, and location(s) for solicitation

3. The appropriate administrator may approve or decline any of the three items listed in 2.d.
above. If/when all three elements (times, duration, location) are approved, the appropriate
administrator will provide written evidence of approval (permission slip). Solicitors
(petition presenters) must maintain possession of permission slip while on campus, and
present the permission slip upon request.

4. Petition presenters may not enter Guilford Technical Community College classrooms to
solicit signatures while classes are in session without prior written permission from the
course instructor, the Office of the vice president of Instruction, or designee.

Adopted 12/1986
Revised 05/1992
Revised 11/30/2016
Computer and Computer-Related Equipment Acquisition and Replacement Procedures
1. General Statement of Need for Procedure
Faculty and staff require computers to perform their work effectively. Students require
access to computers to learn effectively in classrooms, labs, and the Learning Resource
Center. Effective annual planning for technology refresh ensures the computer inventory is
maintained properly and efficiently uses the annual budget.

2. Computer Standards and Platform Selection

The Chief Information Officer (CIO) will annually define the computer standards and
platform selection requirements for the upcoming fiscal year. The requirements are
documented in the Technology Plan and reviewed by members of the Technology
Committee.

3. Computer Refresh
Computers are replaced on a planned cycle of every 4-5 years according to the schedule
outlined in the Technology Plan. Some computers may require more frequent replacement
depending on the application (e.g. AutoCAD, Graphic Design, Information Systems).

4. Cascading Computer Technology

a. The Chief Information Officer has responsibility for the distribution of used computers to
meet the college’s requirements and goals supporting student instruction.
b. The Technology Plan refresh schedule and current operating requirements are supported
by Cascading. Cascading will help balance instructional and business requirements with
available inventory and current fiscal year budgets.

5. Emergency Computer Replacement

Computers sometimes fail. Users experiencing computer equipment failure should submit a
Service Desk Request for emergency help.

6. Computer and Computer-Related Equipment Purchase

Computer equipment and purchases are generally managed through the plans outlined in the
Technology Plan. Computer-related equipment purchases will follow the established unit
planning and review approval process. Unanticipated requirements for computer and
computer-related equipment will follow a coordinated process through the Chief Financial
Officer and Business Office. The CIO will then pursue the approved requisition.

Adopted 10/05/1998
Revised 10/17/2016
Computer Use and Repair
GTCC strives to provide contemporary computer equipment for employees and students.

1. Employees who wish to use non-GTCC computers, tablets and smart phones for college-
related work must comply with GTCC Bring Your Own Device (BYOD)* guidelines. GTCC
is not liable for theft or damage to personal computers, laptops, tablets and smart phones
brought on campus.

2. Only ITS employees, or vendors contracted by the college, may repair GTCC computer
equipment. When computer equipment is in need of repair, employees should report the
problem with an ITS Service Desk request. ITS will determine if a repair is required and
will make all the necessary arrangements.

* BYOD or personal devices, smart phones, tablets, laptop and desktop computers, external
storage devices and similar equipment containing GTCC data, are subject to the North Carolina
Public Records Law and shall be disclosed to third parties when required by the statute
G.S. 132-1. Your personal equipment containing GTCC information may be considered as
evidence and subject to subpoenas.

Adopted 05/14/1998
Revised 10/17/2016
Culinary Arts Catering
The purpose of the Culinary Arts program is to provide education to students using a wide range
of up to date equipment and industry standards in addition to a well-rounded understanding of
cooking methods and the classical foundation of all cooking.

The program will prepare and serve meals as a part of this training, as they fit within the
schedule of a semester and relate directly to teaching specific competencies necessary for student
success. These meals are open to all persons and reservations are required.

The Culinary Arts program does not provide catering services for in-house functions or for
private groups in the community. However, at the program director’s discretion, the program
may choose to cater flagship events which are high profile, gain visibility, and generate positive
public relations for the college and the program.

The program may also choose to do community events for the benefit of special non-profit
organizations.

Charges for services provided by the Culinary Arts program are referenced in the Management
Manual under Appendix I - Schedule of Local Fees and policy I -1.1.1. Use of Facilities by
College-Affiliated and Outside Groups.

Adopted 8/23/1999
Revised 01/05/2017
Curriculum Course Material Selection/Adoption
The purpose of this rule is to define course materials, describe the selection process for course
materials, and outline the process of communicating adoptions to the GTCC bookstore.

Procedure
1. Definition
Course materials include textbooks and other materials used for instruction such as online
resources, computer software, lab kits, or classroom supplies.

2. Considerations for Course Material Selection

a. The faculty will consider the following criteria during the course materials selection
process:
1) Student learning outcomes
2) Quality of instruction
3) Subsequent courses if a course is part of a sequence
4) Availability of materials
5) Cost to students
6) Accessibility and universal design
a) If a required course material is not fully ADA compliant, the instructor must
prepare a reasonable alternative prior to the start date of the course.
b) Before the adoption is finalized, the course material must be vetted by a member
of the eLearning department.
b. Materials selected must be used for a minimum of two years or for the duration of a
publishing cycle.

3. Course Materials Selection Process

a. Full-time faculty members who teach a specific course (e.g., ENG 111) will arrive at
consensus regarding the selection of materials required for the course. As appropriate,
part-time faculty may be invited to participate in the course material selection process.
b. Faculty will designate the same materials as required for all sections of a specific course.
c. If consensus cannot be reached, the academic dean will assume responsibility for
selecting course materials.
d. Individual faculty members may supplement required materials with additional materials
available to students free of charge.
e. The adoption of course materials will be approved by the program director or department
chair as well as academic dean.
f. The program director or department chair will communicate required materials to the
GTCC bookstore textbook manager and submit all orders in the online adoption system.
g. When possible, updated course materials will be selected in the spring for adoption in the
fall.

4. Communication with GTCC Bookstore

a. Program directors and department chairs will follow the bookstore adoption process as
communicated by the bookstore manager. All orders will be routed through the online
adoption system.
 b. All adoptions will be communicated to the bookstore by the established deadlines, which
occur in the spring for summer and fall adoptions and in the fall for spring adoptions.
c. If a requested course material is not available, the bookstore will communicate that
information to faculty within a month of the adoption deadline.
d. No faculty or staff members will bypass the bookstore and sell course materials directly
to students.

5. Communication with Publishers

a. Exam copies of textbooks reviewed during the selection process may be retained for
future use.
1) Exam copies that are not retained for future use will be returned to the publisher, if
possible.
2) If it is not possible to return exam copies to the publisher, exam copies will be given
to the bookstore for disposal.

Exam copies will not be given away or sold (see College Wide Rules “Selling/Disposition of
Desk, Review, Sample and Complimentary Instructional Materials.”).

b. In compliance with Management Manual policy V-1.1.9 Conflict of Interest, faculty

members may not accept gifts from a publisher, including meals or participation in other
paid events.

Adopted 01/05/2017
Curriculum Full-time Faculty Employment Agreement
Curriculum full-time faculty members are employed for a 40-hour work week during the term of
the appointment/contract as defined by the academic college calendar. The typical work schedule
runs Monday through Friday and it is generally expected that faculty will be present on campus
during that time frame. Specific program requirements may necessitate an alternative work
schedule which will be determined with the area academic dean. Teaching faculty are
professional salaried employees meaning they are expected to work in collaboration with
academic leadership to accomplish all employment expectations listed in the official job
description in accordance with Board of Trustee policies and procedures. This includes both
direct (teaching) and indirect (college service) instructional activities.

The college recognizes that some activities required to fulfill GTCC faculty job expectations
may be completed off-campus. These may include, but are not limited to, special events,
registration, recruiting, professional development, etc. To accommodate these needs, faculty
work schedules may be flexible with up to 10 hours/week of effort being conducted in an off-
campus setting. All other faculty work is to be completed on campus whether teaching in a face-
to-face or online format.

Required non-instructional days of attendance are specified annually on the academic college
calendar (e.g., graduation, convocation, celebration of excellence, etc.). The college reserves the
right to make adjustments to this requirement on an as needed basis.

Curriculum full-time faculty are also expected to post and maintain a minimum of 5 office
hours/week outside of their instructional obligation. These hours should be documented on the
course syllabus and updated every semester in the directory. Office hours should be scheduled
around the instructional hours to accommodate students attending classes and better ensure that
students can effectively interact with faculty. Office hours should not be stacked but spread
across a minimum of 4 days of the week with the option of having 1 hour on-line.

Adopted 05/2000
Revised 08/2005
Revised 10/31/2016
Display of Notices
1. Public notices related to the interests of GTCC students, faculty, or staff shall be posted only
on designated bulletin boards and /or kiosks. No such materials shall be taped or otherwise
temporarily attached to walls, windows, doors of any campus buildings, or other surfaces or
objects; except for official room change notices, registration notices, weekend activity
notices, or other items specifically approved by the vice president of Operations and
Facilities or designee. All approved items must be affixed professionally with a minimum
use of temporary tape. Additionally, postings may not be left on cars parked in any college
parking lot.

2. Kiosks will be managed by the Student Life Office. Persons who desire to post notices in the
kiosks must take the material to the Student Life Office for approval before posting: notices
of events, items for sale, employment opportunities, college procedures, and similar things
of interest to students and staff.

3. All posted notices must be dated or they are subject to immediate removal. Outdated material
will be removed regularly.

Revised 06/27/2017
Document Integrity
In accordance with the North Carolina Electronic Commerce Act (N.C.G.S. 66-58.1 et seq.),
public agencies may accept electronic signatures. An “electronic signature” is an identifier or
authentication technique attached to or logically associated with an electronic record which is
intended by the party using it to have the same force and effect as the party’s manual signature.
The electronic signature represents the secure network credentials provided by GTCC to support
internal business workflows and communications. Because a variety of documents and
information are submitted and received electronically within the college system, the college has
established this rule and procedures to ensure the integrity of such information. This rule applies
only to intra-organization documents and is an acceptable substitute for a traditional signature on
any intra-organization document or correspondence. In addition to this rule, other policies,
procedures, and rules of the college may apply along with any applicable federal and state laws.

1. For access to school related systems, applications, and networks, the college will provide
employees and students with a unique user name and initial password. Employees and
students will setup their own unique password and comply with Management Manual policy
II-1.1 Information Security and Confidentiality and must comply with:
a. Unique and singularly assigned to the person using the credentials
b. Capable of verification through the GTCC network
c. Under the sole control of the person using it for approval
d. Linked to data in such a manner that if the date are changed, the electronic signature is
invalidated.

2. Examples of using electronic signatures:

a. Sending email stating approval or authorization instructions to others
b. Login to the GTCC Network for both wireless and wired connectivity
c. Procurement system workflows requiring approval from authorized individuals
d. GTCC employee recruiting and hiring application
e. Colleague records requiring updating
1) Student file updates by the student or advisor
2) Student grades input
3) Purchase Orders and Billing Documentation
f. Image Now Scanning
g. Similar systems where authorized access is needed and part of a verified online
workflow

3. Any individual who makes inappropriate or illegal use of an electronic signature is subject
to disciplinary action up to and including suspension, dismissal, and/or criminal prosecution
as may be applicable, whether or not they are expressly referenced in this policy.

4. All users are responsible for any information they provide, update, or remove for any school
related system or application. Users are also responsible for immediately logging out of all
systems when no longer being used and exercising necessary and reasonable precautions
when using publicly accessible computers to protect such information.

Adopted 08/08/2011
Revised 04/17/2017
Email Signature Standard
Email is our most often used form of written communication and a reflection on the institution.
The format of one’s email should be professional in terms of signature and other formatting.
Email signatures should follow certain guidelines to fit with the overall branding initiative at
Guilford Technical Community College (GTCC). As such, the style of address, tone, spelling,
grammar and punctuation of all messages should reflect the standards of formal business
communication.

A consistent, college-wide email signature is a key part of the GTCC brand identity. The
standard GTCC email signature will send a clear, consistent message to our community. For the
purpose of these standards, an “email signature” is defined as any block of text that is
automatically attached to the end of an email message as a means of providing additional
information about the college and/or the sender of the message. These standards apply to email
messages sent from a computer using Outlook, or Outlook 360 webmail, but not to private
mobile devices.

An example signature with the college logo:

Mary J. Doe, PhD

Official Title/Department
Guilford Technical Community College
Building Name, Office #
Campus Physical Address (Ex: 601 E. Main Street, Jamestown, NC 27282)
E-mail: [email protected]
Direct: 336.334.4822 ext. 00000
Mailing Address: PO Box 309, Jamestown NC 27282
www.gtcc.edu

Supporting success through innovative education, training, and partnerships

Key style attributes:

• Black Arial font
• 11 pt font size
• Employee name and college web address bolded
• Includes college logo and mission tag line
• Plain white stationery or background

1. For Replies and Forwards, the email signature should be set in 11 pt. Arial black font. An
example signature for Replies and Forwards with the employee name, school name and job
title is show below:

Mary Doe
Guilford Technical Community College
Official Title
2. Employees must use the official college website address in their email signature line.
Departments may use the direct URL to their area of study, or a direct link to their
department Facebook page if desired. If using a Facebook, Twitter, or Instagram please be
sure to use the below listed authorized sites.
www.facebook.com/GTechCC
https://twitter.com/_gtcc
https://www.instagram.com/guilford_tech/
https://www.youtube.com/user/webmastergtcc

3. Outlook allows for a personal photo in your contact information. It is your choice to have a
photo, or not. If you choose to place a photo in your contact information, only a recent
“professional” head shot of you is permitted in this space. By “professional,” think Linked-
in, NOT Facebook. Do not use photos of children, other adults, pets, buildings, geographic
scenes, objects, etc.

4. Personal quotations or philosophical statements may not be included in your email or as part
of your signature. It is important to avoid the potential confusion of audiences assuming a
specific statement represents the college's official mission, tagline, messaging or brand
promise.

5. Your Office 365 online account should also use the standard professional email signature
block. Please use a white background as stationery (no theme).

6. If you use a smart phone, tablet or mobile device, the signature should indicate the message
is being sent from your mobile device.

7. It is the responsibility of the individual employee to create and maintain an email signature
that is professionally appropriate within all the email tools available to college employees.
Managers will be responsible for unit or departmental implementation of these standards and
for ensuring compliance by their employees.

Adopted 06/01/2016
Revised 08/12/2016
Emergency Procedures
GTCC’s All Hazards Emergency Response Plan is available at this link.

1. All injuries to any person, motor vehicle collisions, criminal incidents, or suspicious activity
must be reported immediately to the Campus Police Department. Contact Campus Police by
dialing 336-819-2046 from any telephone or extension 50911 from a GTCC campus
telephone. You may also activate an exterior Emergency Call Box.

2. Building Captains are designated each semester and listed on the portal. A Building Captain
and Co-Captain are designated for each building. In emergencies, Captains are identified by
a bright green vest with the designation “GTCC”. Everyone should follow the Building
Captain directions.

3. Building Captain Operational Procedures For Specific Incidents:

Fire Procedures

Upon detection of a fire or the activation of the fire alarm:

a. DO NOT attempt to use elevators.
b. Ensure that 911 and Campus Police (336-819-2046 or campus ext. 50911) have been
notified.
c. Facilitate the orderly evacuation of the building or area.
d. Ensure special attention is given to those requiring assistance during the evacuation
(children, persons with disabilities, etc.).
e. If possible, secure doors to sensitive areas, offices, etc.
f. If possible without endangering yourself, ensure the building is vacant and station
faculty or staff members at key locations to prevent re-entry into the building.
g. Ensure that evacuees group at designated assembly points.
h. Help ensure that lanes of travel used by emergency vehicles are kept clear.
i. Communicate what information you have about the incident with the responding
Campus Police officer and other emergency responders.
j. No one will be allowed to re-enter the building or area until an “all clear” has been given
by the responding Fire Department.

Bomb Threat Procedures

Upon notification of a bomb threat:

a. Ensure that 911 and Campus Police (336-819-2046 or campus ext. 50911) have been
notified.
b. Facilitate the orderly evacuation of the building or area.
c. Ensure special attention is given to those requiring assistance during the evacuation
(children, persons with disabilities, etc.).
d. If possible, secure doors to sensitive areas, offices, etc.
e. If possible without endangering yourself, ensure the building is vacant and station
faculty or staff members at key locations to prevent re-entry into the building.
f. Never touch any suspicious object or container.
g. Ensure that evacuees group at designated assembly points.
h. Help ensure that emergency lanes of travel are kept clear.
i. Communicate what information you have about the incident with the responding
Campus Police officer and other emergency responders.
j. No one will be allowed to re-enter the building or area until an “all clear” has been given
by Campus Police.

Medical Emergency

Upon notification of a MEDICAL EMERGENCY:

a. Ensure that 911 and Campus Police (336-819-2046 or campus ext. 50911) have been
notified.
b. Ensure that someone has been sent to the front entrance of the building to direct
emergency personnel to the victim’s location.
c. Help ensure that lanes used by emergency vehicles are kept clear.
d. Communicate what information you have about the incident to the Campus Police
officer.

Haz-Mat Incident / Chemical Spill

In Your Building
a. Ensure that 911 and Campus Police (336-819-2046 or campus ext. 50911) have been
notified.
b. Retrieve the MSDS sheets for the building. Advise the building occupants of the
situation and potential dangers.
c. Facilitate the orderly evacuation of the building or area. Ensure special consideration is
given to those persons requiring assistance (children, elderly, disabled, etc.).
d. If possible, secure doors to sensitive areas, offices, etc.
e. If possible without endangering yourself, ensure the building is vacant and station
faculty and staff members at key locations to prevent re-entry into the building.
f. Ensure that evacuees group at designated assembly points.
g. Help ensure that emergency lanes of travel are kept clear.
h. Communicate what information you have about the incident with the responding
Campus Police officer and other emergency responders.
i. Allow no one to re-enter the building or area until an “all clear” has been given by
Campus Police.

Outside Your Building

a. Ensure that 911 and Campus Police (336-819-2046 or campus ext. 50911) have been
notified.
b. Enlist faculty/staff members to notify all persons in the building of the situation and
potential danger and advise them to remain inside unless told to evacuate.
c. Ensure all windows and doors or sources of ventilation are closed.
d. Contact Campus Police and determine where occupants should go in case an evacuation
is recommended (direction from building, assembly point, etc.). Communicate this
information with all occupants through staff and faculty members.

Hostage Incidents
a. Call 911 and Campus Police (336-819-2046 or campus ext. 50911). Be prepared to give
as much information as possible about the incident.
b. Facilitate the orderly evacuation of the building or area. Ensure special attention is
given to those requiring assistance during the evacuation (children, persons with
disabilities, etc.).
c. Ensure that evacuees group at designated assembly points.*
d. Advise evacuees not to leave, in case they are needed to be interviewed by law
enforcement officers.
e. Ask faculty and staff to account for as many students and other building occupants as
possible.
f. Help ensure that lanes of travel used by emergency vehicles are kept clear.
g. Communicate what information you have about the incident to law enforcement and
other emergency responders.
h. Allow no one to re-enter the building or area until an “all clear” has been given by
Campus Police.

*If you are in a building where a hostage situation exists and you cannot evacuate
immediately:
a. Secure yourself and others in a safe room until removed by emergency personnel or
until you receive other instructions from emergency personnel.
b. Be patient; avoid drastic actions.
c. Be alert; comply with instructions as best you can.
d. Be observant; you may be able to provide needed information to police officers.

Weather Emergency
A Watch means conditions are right for a storm. A Warning means a storm has been
spotted.

If you hear a weather warning (announcement):

a. Communicate the alarm with others in the building.
b. Walk quickly and quietly toward the center area of the building.
c. Ensure special attention is given to those requiring assistance during the evacuation
(children, persons with disabilities, etc.).
d. DO NOT open exterior doors or leave the building.
e. Seek narrow hallways and windowless rooms. Seek the lowest level of the building, if
you can do so safely.
f. Sit on the floor against an interior wall or get under heavy furniture, if present.
g. DO NOT leave the building until an “all clear” is given.

If a tornado is sighted:
a. There may not be time for an alert to sound. If you see a tornado, take cover.
b. Go immediately to the interior of the building.
c. Try to go as far as possible from the direction of the tornado.
d. DO NOT leave the building until an “all clear” is given.

Note: 911 may be dialed in addition to 336-819-2046 or campus ext. 50911 if deemed
necessary in any of the above situations.

Adopted 10/1999
Revised 07/2007
Revised 03/27/2017
Employee Identification
It is important that employees are readily identifiable to each other, students, and college visitors
both on campus and at off-campus events.

1. All full-time and part-time regular and time-limited employees are required to wear either an
official GTCC-issued employee photo ID or a GTCC-issued employee name badge while on
duty on any GTCC campus or location to facilitate identification and access to college
buildings, grounds, equipment, services, and events.

2. ID cards and badges must be worn above the waist level and in such a fashion as to be visible
at all times. An ID card worn with a lanyard or reel is also acceptable as long as the
accessory does not obscure badge information and does not pose a safety risk.

3. The college will provide up to two photo ID cards for each employee. Employees are
responsible for the cost to replace IDs if lost. The college may periodically reissue photo IDs
to all employees at no cost.

4. Employees shall refrain from placing stickers and other items on the ID card that may
obstruct or interfere with the view or use of the ID card.

5. The college will provide one gold or silver name badge for each full-time, part-time regular,
and time-limited employee. Name badge orders will be coordinated by the Executive
Administrative Assistant for each division.

6. Name badges will include the employee’s name and division. Titles will only be included if
the employee is at the level of dean or above.

7. Employees are encouraged to wear their employee name badge at off-campus events,
activities or conferences, when representing the college.

8. College Leadership Team will approve and College Advancement will maintain a standard
format for all employee photo ID cards and name badges.

9. Failure to wear GTCC-issued identification may result in denial of access to college

facilities, services, and events. The employee may also be required to return home for the
appropriate identification and/or be subject to other disciplinary action.

Adopted 10/06/2008
Revised 03/01/2016
Reviewed 04/10/2017
Revised 07/12/2021
Revised 08/21/2023
Revised 10/16/2023
Employee of the Month Award Procedures
Guilford Technical Community College has established the Employee of the Month (EOM)
Award to identify and to formally recognize employees who demonstrate exceptional
performance.

1. To be chosen as a winner of the award, an employee must be a regular full-time or part-time

employee and must have been employed by GTCC for at least 12 months. The nomination
must describe how the employee has:
a. Demonstrated helpfulness to co-workers, students, and/or the community in a way that is
related to GTCC.
b. Demonstrated teamwork.
c. Performed tasks or projects which have benefited the college.

2. Any regular full-time or part-time faculty or staff employee may submit a nomination for
another employee.

3. Employees may obtain nomination forms and procedures from the college’s website,
Human Resources or the portal. An employee who has received an EOM award is ineligible
to win during the following 12-month period. There is no limit to the number of times an
employee may be nominated for the award; however, nominators must submit a new
nomination form for each month’s selection process.

4. An award will be presented monthly from October through May each year. Recipients will
be chosen from the nominations received during the previous calendar month. Nominations
received after the first working day of each month will be considered for the next monthly
award. A new nomination must be submitted each month for persons to be considered for
the award. Nomination of persons not selected in one month will not “carry over” to the
next month.

5. Human Resources will review nomination forms to confirm that employees are eligible and
forward the eligible nomination forms to the EOM Selection Committee.

6. The EOM Selection Committee will represent a cross-section of the staff and faculty and will
be a specific purpose committee. The administrative officer will be the Chief Human
Resources Officer. There will be members of the committee from Staff Association and
Faculty Association. The president will name one member from the President’s Council and
other employees as may be appropriate. Members will serve two-year, staggered terms.

7. The EOM Selection Committee will meet monthly to select a winner.

8. Selection for the EOM Award will be based on the information contained on the Employee
of the Month Nomination Form.

9. The EOM Selection Committee will notify the winner each month. Human Resources will
oversee administration of the EOM perks:
a. EOM Committee will collect the meal voucher, theater voucher, $100 honorarium, letter
and certificate from the president. Additionally, the committee will retrieve information
needed for the parking space, and contact the Public Relations representative about press
releases for the media.
 b. A Human Resources representative will notify the following:
1) The President’s Executive Assistant, to make arrangements for the annual lunch.
2) Chief of Campus Police to identify the desired parking space (subject to any
necessary limitations as to place) and make arrangements for demarcation.
3) Associate vice president, College Advancement to have a photo made and an article
written for GTCC’s website and the local media.
4) Finance representative to prepare a check.
c. The HR representative will present the award (with the exception of the parking space) to
the winner after the check has been issued by Finance.

10. The EOM Awards may consist of the following:

• $100 honorarium
• Lunch with the president (annual luncheon for all winners)
• Employee of the Month certificate
• Employee’s photograph and article to be placed on the GTCC web page
• Press release to local media
• All winners recognized annually at Excellence Day
• Congratulatory letter from the president
• Reserved parking space (winner’s choice of location)
• Culinary meals for two (lunch or dinner)
• GTCC theater tickets for two

Adopted 10/1998
Revised 09/2000
Revised 09/2006
Revised 08/17/2016
Equipment Maintenance
The Chief Purchasing Officer is responsible for managing equipment maintenance costs. This
centralized oversight facilitates assessment of needs, negotiation of maintenance contracts, and
control of routine costs.

Procedure
1. Contracts for maintaining equipment are issued and monitored centrally through purchasing.

2. When requests for equipment are submitted during the planning process, maintenance
contract requirements must be included by the requesting planning unit. However, budgets
are centralized in the purchasing department, so the actual amount funded for maintenance
contracts will be allocated to the purchasing department’s budget.

3. As needs change during the year, campus deans and academic deans shall provide
information to purchasing on changes in the status of contract requirements.

4. Departments should notify ITS whenever here is a need for a service call on any of the
major systems for the college (network, telephone, printers, Internet, etc.). If required, ITS
will notify vendors and purchasing.

5. Departments should notify purchasing when other service calls are needed. Purchasing
coordinates vendor contacts.
Evacuations for Persons with Disabilities
Guilford Technical Community College (GTCC) is committed to providing access, equal
opportunity and reasonable accommodation in its services, programs, activities, education and
employment for individuals with disabilities. GTCC recognizes that due to the differences in
campus buildings, the limitations presented by various types of disabilities, and the range of
possible options that could be presented by different types of emergencies and/or
building/campus evacuations, persons with disabilities will make individual decisions based
upon the circumstances presented.

Procedure
In general, persons with disabilities evacuate the building by the safest and nearest exit and
follow the general procedures for emergency evacuation. However, if the person with disabilities
has any concerns about their ability to follow general procedures, or if they would like assistance
with developing a personal evacuation plan to meet their needs, please contact the Disability
Access Services Office.

In the event of a need to evacuate any GTCC Campus, notice of the evacuation will be given
through one or more of the following methods including, but not limited to: campus e-mail,
e2Campus text messages, campus telephones, outdoor sirens, personal view monitors, and digital
signage. GTCC Campus Police will provide instructions to the college community regarding
evacuation procedures. Campus Police or an external emergency response agency will provide
assistance to anyone with a disability that requires assistance in evacuating campus.

Adopted 7/2009
Revised 06/05/2017
External Grants: Development of Proposals and Management of Projects
To develop and enhance programs, GTCC may seek alternative sources of funding to meet our
mission. Employees are encouraged to pursue external grant opportunities to support current
programs and initiatives, or to fund new and innovative ideas. The Grants Office is
responsible for developing and coordinating all external grant proposals whether public or
private. The Grants Coordinator acts as the liaison between the college and the party
providing external funds and facilitates the grant process with staff and faculty.

1. Grant proposals are submitted to grant-making organizations and are restricted for specific
projects. In most cases, grant funding is meant to be seed money that will enable an
applicant to develop, improve, or expand a program or activity with the understanding that
the grant recipient will sustain the program or activity when the grant ends.

2. Employees wishing to initiate a proposal/project for external funding must complete the
Grant Development Request Form – Internal Project Initiation and the Grant Funding
Decision forms and obtain all required signatures before work on the proposal/project begins.

3. All applications for external funding to the college require review and approval by the
president before work on the proposal/project begins. This requirement also applies to any
organization outside GTCC requesting the college collaborate, partner or provide letters of
support for their proposal/project and before any resources are committed. Approval to
proceed with the proposal/project is based on but not limited to:
• Alignment with college mission and strategic plan
• Soundness of the idea/concept proposed
• Feasibility of the proposed project with respect to factors such as staff, facilities, legal
considerations, and college or state board policy
• Prospects and need for funding
• Specified time period for the project

4. Once approved, the president will designate whether the grant proposal will be submitted by
the college or one of its related entities. The initiator shall return the signed Grant
Development Request Form to the Grants coordinator. The Proposal Lead (usually the
person originating the idea), in collaboration with the Grants coordinator, assumes
responsibility for developing the proposal.

5. The Grants coordinator serves as a facilitator for all proposals/project activities and supports the
Proposal Lead in the following ways:
• Identify potential funders
• Develop project concepts
• Gather additional demographic and/or institutional data required
• Coordinate with the business office on formulation of a budget to meet all the
requirements of the project
• Coordinate meetings
• Complete all application forms and attachments
• Secure all approvals, authorizations and required signatures
• Edit proposals and reports
• Complete application packages and ensure the proposal is delivered (electronically or by
post) to the proper destination by the submission deadline
6. The Proposal Lead has the greatest responsibility for a proposal/project. The Proposal
Lead convenes a project team consisting of the Grants Coordinator, Business Office
representative, Institutional Research representative and other members as needed to
assist in proposal preparation.

The Proposal Lead consults with various departments when building the project
proposal and budget. The Proposal Lead provides the appropriate vice president with
a proposal draft for review and approval by the president.

7. If proposals require in-kind contributions or matching funds from the college, the
Proposal Lead must obtain approval from the president before completing the grant
application.

The following procedures will be followed to secure signatures on final proposals before
submission:
• At least 48 hours’ notice is required to secure the signature(s) of the president, Board
Chair or Chief Financial Officer.
• The Grants Coordinator is GTCC’s “authorized organization representative” for state
and federal grants.
• The Grants Coordinator will sign all grants requiring a secure electronic submission.

8. Upon notification of an external grant award, a Project Coordinator will be designated to

manage the grant. The Grants Coordinator works with the Project Coordinator to set up the
project in the grant management software.

Upon award, the Project Coordinator shall:

a. Submit to the Business Office the following:
1) Copy of the grant agreement, application and all attachments
2) Written notification of a grant award
3) Completed fund authorization form (available in the business office)
4) Budget detail by line item (within two weeks of the award)
b. Submit to the grants office the following:
1) Copy of the grant agreement, application and all attachments
2) Written notification of the grant award

All expenditures for grant projects are subject to regular college or related entity purchasing
policies and procedures. Grant expenses are not to be charged to other funds, including state
funds, without prior approval of the Business Office. Failure to observe this requirement
could result in payments not being honored.

9. The Project Coordinator and their supervisor are responsible for assuring compliance
with grant requirements and determining whether expenses are appropriate for funding
through grant funds. Supporting documentation for all expenditures should not be
disposed of nor destroyed without permission of the Business Office. The length of
time records should be kept is contingent upon satisfactory financial audit, as well as
individual grant requirements. In some instances, supporting documentation should be
forwarded to the Business Office for retention.
 10. Revisions to grants, including budget changes and time extensions, must be approved in
writing by the grantor. A copy of this documentation must be provided to the Business
Office and to the Grants Office to support deviations from the original grant.

11. A budget report will be provided by the Business Office to the Project Coordinator and
Grants Coordinator for review on a monthly basis. Any questions or concerns regarding the
information on this report should be directed to the Business Office.

12. The Project Coordinator is responsible for program related reporting as required by the
grant document. A copy of all such reports should be provided to the Business Office.

13. All financial related reporting to the grantor should be prepared or approved by the Business
Office before transmittal.

Adopted 08/21/1997
Revised 11/09/1999
Revised 04/18/2016
3
Eye and Face Protection Devices Required
To protect the safety of students, faculty, staff, and visitors, the rules concerning eye and face
protection devices must be followed at GTCC. (These rules are required by the General Statutes
of North Carolina, Section 115C-166, 167 and 168 and OSHA Standard 1910.133)

1. Every student, instructor, or visitor shall wear ANSI-approved, industrial quality eye
protective devices at all times in any shop or laboratory providing instructional or
experimental programs involving the following:
a. Hot solids, liquids, or molten metals
b. Milling, sawing, turning, shaping, cutting, or stamping of any solid materials
c. Heat treatment, tempering, or kiln firing of any metal or other materials
d. Gas or electric arc welding
e. Repair or servicing of any vehicle
f. Caustic or explosive chemicals or materials
g. Potentially injurious light radiation

2. ANSI-approved industrial quality eye protective devices shall be furnished free of charge to
students, instructors, and visitors.

Adopted 06/20/1996
Revised 01/30/2017
Faculty Credentials
Guilford Technical Community College is dedicated to employing competent faculty members
who are qualified to accomplish the mission and goals of the institution. In accordance with
Comprehensive Standard 3.7.1 of the Principles of Accreditation as outlined by the Southern
Association of Colleges and Schools, the college will define faculty qualifications using faculty
credentials and will give primary consideration to the highest earned degree in the discipline in
which the faculty member will be teaching.

Procedure
1. Minimum Academic Requirements for Faculty
The following represent minimum academic requirements for faculty at GTCC. Candidates
for faculty positions must also meet all stated certification/licensure and experiential
requirements listed on the job posting for which they apply:
a. College Transfer courses(s) and pre-curriculum courses(s) – doctorate or master’s
degree in the teaching discipline or master’s degree in a related field with a course
concentration in the teaching discipline (a minimum of 18 graduate semester hours in
the teaching discipline).
b. Associate of Applied Science (AAS) degree courses not designated for transfer –
bachelor’s degree in the teaching discipline or associate degree with current related
certification/licensure and demonstrated competency/experience in the respective field
illustrated by the completion of an alternative credential portfolio.
c. Diploma and certificate programs – high school diploma or equivalent, current related
certification/licensure and demonstrated competency/experience in the respective field
illustrated by the completion of an alternative credential portfolio.
d. Adult basic education or English as a Second Language below the collegiate level –
bachelor’s degree.

2. Transcript Documentation
Applicants who meet the minimum credential requirements as verified by an unofficial copy
of their college transcript(s) may be considered for employment. All applicants for full-time
and part-time faculty positions must submit an official transcript from a U.S. regionally
accredited college/university, or a U.S. Department of Education (USDE) recognized
accrediting body to the Human Resources Office within thirty days of the employment start
date along with any related licensures/certifications.

Upon receipt of the official transcript, Human Resources will notify the appropriate academic
dean and will route a copy of the official transcript for electronic upload into the Watermark
database.

If the applicant is a graduate of a foreign institution, an evaluation of the foreign educational

credentials must be submitted from a recognized agency in the field of interpreting foreign
credentials. Unofficial copies of such documents will be required as part of the pre-
employment application packet.

3. Alternative Credential Portfolio

In cases where an alternative credentials portfolio is required, the Academic dean must
provide acceptable documentation to support a hiring decision to the vice president of
Instruction for review and approval prior to employment offer. Acceptable documentation is
generally a third party (e.g., employer) written verification of experience and competency in
 the respective field. Examples include, written statements (on letterhead) from previous
employers documenting work experience, W2 records that demonstrate previous
employment, current third-party certifications/licenses, business licenses, etc. Professional
resumes/curriculum vitae are not acceptable documentation.

4. Full-time Faculty Process

Once a job offer is finalized with a full-time faculty candidate, the Personnel Action Form
(PAF) will be sent to the Human Resources department recommending the individual for
hire. Academic deans will also complete the official Faculty Roster Form, include associated
documentation (e.g., transcripts, certifications/licenses, etc.) and forward it to the vice
president of Instruction or the associate vice president of Instruction. The vice president of
Instruction or the associate vice president of Instruction will route the Faculty Roster and
associated documentation for electronic upload into the Watermark database and then to
Human Resources for filing.

5. Part-time Faculty Process

Once an individual has been identified for a part-time curriculum instructional assignment,
department chairs/program directors are required to verify faculty credentials for the assigned
courses and document them on a Faculty Roster Form (included in part-time packet). Once
complete, this form and associated documentation (e.g., transcripts, certifications/licenses,
etc.) will be sent to the senior vice president of Instruction or associate vice president of
Instruction for approval. The senior vice president of Instruction or the associate vice
president of Instruction will route the Faculty Roster and associated documentation for
electronic upload into the Watermark database and then to Human Resources for filing.

6. Expiring Credentials
It is critical to ensure that faculty credentials subject to expiration, i.e., licenses/certifications
are updated when renewed in both the Human Resources file and in the electronic database,
Watermark. The Office of Instruction staff will generate a report on a regular timeline that
identifies faculty who have expiring credentials. This list will be provided to the academic
dean/director for review and follow up to ensure integrity of credential records.

Adopted 02/22/2010
Revised 09/13/2016
Revised 10/24/2016
 Faculty Titles
Guilford Technical Community College has a system of titles for the faculty. This system is
intended to serve both the faculty and the college by encouraging continued professional growth
and rewarding service to Guilford Technical Community College. Nothing in this plan shall in
any way have any impact on faculty status, tenure, salaries, workloads or promotions.

1. Final approval of a faculty member’s title rests with the president and requires that the
employee is in good standing with the college. The guidelines contained within this program
will be implemented by a committee of the Faculty Association. The committee will have as
its members at least one faculty member from each division. The committee will make
recommendations to the president of the college or designee, who will either confirm or deny
the title.

2. No title beyond that of instructor will be automatically assigned. In order to change a title, a
faculty member must apply for a change of title to the Faculty Title Committee of the Faculty
Association. The application form should be thoroughly completed for all levels of title. An
application for the title of Professor must be accompanied by a portfolio describing and
documenting at least three examples of professional/scholarly work completed in recent
years and while at GTCC.

Should an application be returned to a faculty member by the Faculty Title Committee,

recommendations will be made regarding further documentation needed or a different level
of title for which the faculty member could apply.

Faculty titles will be awarded based upon the designations of “transfer faculty” or “career
technical faculty” as designated advancement pathway by individual GTCC division,
determined by the division dean, as defined below:

“Transfer Faculty” – Faculty teaching associate degree courses designed for transfer to a
baccalaureate degree. Credentials must be a doctorate or master’s degree in the teaching
discipline or master’s degree with a concentration in the teaching discipline (a minimum
of 18 graduate semester hours in the teaching discipline) for A.F.A., A.A., A.S., A.E.
degrees.

“Career Technical Faculty” – Faculty teaching AAS degree courses only, diploma
courses, and/or certificate courses not designed for transfer to the baccalaureate degree.
Credentials must be a bachelor’s degree in the teaching discipline, or associates degree
and demonstrated competencies in the teaching discipline.

3. Titles will be assigned based on the following minimum criteria:

a. Instructor - The title of Instructor will be used for any faculty member with fewer than
nine months of full time teaching at Guilford Technical Community College.
Appropriate entry-level credentials are required for the title of Instructor.
b. Assistant Professor - The title of Assistant Professor may be applied for by any full time
non-probationary faculty member teaching at Guilford Technical Community College
with three total years of work experience as credited by the college. A minimum
requirement for faculty instructing in transfer is a master’s degree in the teaching
discipline or master’s degree in a related field with a course concentration in the teaching
discipline (a minimum of 18 graduate semester hours in the teaching discipline). A
 minimum requirement for faculty instructing in career technical is an associate degree
with current related certification/licensure and demonstrated competency/experience in
the respective field illustrated by the completion of an alternative credential portfolio.
c. Associate Professor - The title of Associate Professor may be applied for by any full-time
faculty member with at least three years teaching at Guilford Technical Community
College and six total years of work experience as credited by the college. A minimum
requirement for faculty instructing in transfer is a master’s degree in the teaching
discipline or master’s degree in a related field with a course concentration in the teaching
discipline (a minimum of 18 graduate semester hours in the teaching discipline). A
minimum requirement for faculty instructing in career technical is an associate degree
plus 60 credits of additional work/education experience (calculated by the formula
provided in the application instructions) or a bachelor’s degree.
d. Professor - The title of Professor may be applied for by any full-time faculty member
with at least six years of full time teaching at Guilford Technical Community College and
twelve total years of work experience as credited by the college. A minimum requirement
for faculty instructing in transfer is a master’s degree in the teaching discipline or a
master’s degree in a related field with a course concentration in the teaching discipline (a
minimum of 18 graduate semester hours in the teaching discipline) plus an additional 18
credits of additional work/education experience. A minimum requirement for faculty
instructing in career technical is an associate degree plus 90 credits of additional
work/education experience (calculated by the formula provided in the application
instructions), or a bachelor’s degree plus 30 credits of additional work/education
experience (calculated by the formula provided in the application instructions), or a
master’s degree in a related field of study. The portfolio for this title should include
evidence of at least five professional and/or scholarly activities.

Adopted 02/2014
Reviewed 02/13/2017
Revised 09/30/2019
Revised 12/13/2021
Forgiveness for Previously Earned Credits
An enrolled student can request that credits earned five (5) years or more before the date of
request not be considered in determining the grade point average toward a degree, diploma,
certificate, or any other college requirement.

1. Students currently enrolled at GTCC at least half-time, whether continuously enrolled, or

student(s) who have not attended the institution on a continuing basis, whether continuing in
a single curriculum or enrolling in a new curriculum, may petition the Registrar (or their
designee) that credits earned at GTCC which are at least five (5) years old not be considered
in meeting college requirements or grade point average.

2. The online petition will be processed by the registrar and must indicate the student's name,
courses to be deleted, and a statement of reason for the request.

3. If the request is approved, a new transcript will be prepared and maintained. The new
transcript will show all courses affected by the forgiveness of credit and quality points using
an appropriate identifier, i.e., a prefix before the grade (NZ, where Z is the grade). Only
credit hours and quality points will be purged from the student's transcript; course numbers,
course titles and grades, appropriately prefixed, will remain on the record, (i.e., the grade
point average of the student will not be affected by those courses with forgiven credit hours
and quality points).

4. If the request is denied, the student may reapply for consideration after six months from the
date of the denial, provided the student has been at least a half-time student at GTCC during
the six months prior to re-admission.

5. If a student has received or has applied for federal student aid, the petition must also be
approved by the director of Financial Aid; if a student has received or has applied for
veteran's benefits, the petition must also be approved by the Veterans/Military Benefits
Coordinator.

Adopted 02/2014
Revised 05/05/2017
 Gift Cards, Gift Certificates and Prizes
GTCC allows the use of gift cards, gift certificates and the presentation of other prizes (items)
to its employees and students. These items could be used for awards, recognition programs,
or similar events.

1. Items may be purchased or may be donated to the foundation. No state or county funds can
be used to purchase these cards. Purchaser must use a college issued procurement card (p-
card) or a related entity credit card to make the purchase. If a bulk quantity of gift cards is
needed, the Business Office will make the purchase through its bank. The original itemized
receipt must be kept for submission to the Business Office along with the p-card statement.
Additionally, a Gift Card Disbursement Certification form must be submitted for each card,
certificate or prize given away (see information below).

2. Any gift card, certificate or other prize given to an employee or student-employee must be
reported to payroll. IRS regulations require that cash and cash equivalents (such as gift
cards or gift certificates), season tickets for theater or sporting events, country club or
athletic club memberships, and similar items must be included in taxable wages. Other
prizes may be classified as de minimis and excluded from taxable wages. Payroll will make
that determination.

3. Any gift card, certificate, or other prize given to a student must be reported to the Business
Office. IRS regulations require that cash and cash equivalents (such as gift cards or gift
certificates), season tickets for theater or sporting events, country club or athletic club
memberships, and similar items may be classified as taxable income if the total received by
a student is $600 or greater during a calendar year.

4. For proper stewardship of the cards, gift cards are not to be stockpiled. If multiple cards are
purchased, and the distribution will not be handled within 2 weeks, the cards must be turned
into the Business Office to be held for subsequent distribution. The Business Office will
provide the cards to the Cashiers Office. The person obtaining the card must then present
two (2) forms of identification and sign certifying receipt of the card(s).

5. A completed Gift Card Disbursement Certification form is required. The information

required on the form is:
a. Name and Colleague ID of person receiving item
b. The last four digits of the gift card or certificate
c. Dollar amount or estimated dollar value of item
d. The event or reason for award of item
e. The date of the event
f. Signature of person receiving item
g. Signature of person distributing item
h. Signature of Business Office Representative
6. The Business Office will provide data to Payroll at the end of each month. Payroll will
review and apply to the employee’s taxable wages if applicable.

7. This rule is applicable to GTCC and its related entities.

Adopted 05/03/2021
 Gift Card Disbursement Certification

______________________________ _____________________________
(Print Recipient Name) (Print Recipient ID Number)

The above has been awarded to receive Gift Card, Gift Certificate or Prize ending

____________________ in the amount of $______________ as part of

Last 4 Digits of Card

Event or Reason

held on ________________________
Date of Event

Please sign and deliver this authorization form to Jamie Doom in the Jamestown Business
Office.

Comments:_________________________________________________

__________________________________________________________

__________________________________________________________

_________________________________ ________________
Recipient Date

_________________________________ ________________
Director/Dean/Department Chair Date

_________________________________ ________________
Business Office Representative Date

May 3, 2021
GTCCALL Email Guidelines
GTCCALL is a useful communication option for mass email notification if it is time-sensitive
and meets one or more of the following standards:
• Alerts the campus community in matters of health and safety
• Provides information essential to the operation or execution of business
• A notice that is required by law
• Informs the college about events and activities that align with GTCC’s mission,
particularly in relation to academics and Student Services
• Communicates important information from college leadership

GTCCALL is not an appropriate communication option if the message:

• Contains commercial or political content
• Recruits for jobs or business interactions outside the college
• Calls for contributions or participation in activities not critical to or related to the college
mission
• Solicits consumer activity for a private business owned/operated by a GTCC employee
• Reflects wording or themes outside the employee (or student) code of conduct
• A meeting invitation

The following guidelines should be practiced in creating GTCCALL email:

• Address is to be entered ONLY in the bcc field
• Include GTCCALL in the subject line.
• The beginning of the message should read
To: All GTCC Employees

• Indicate if you are sending a message on behalf of another person

• Be clear, brief (under 200 words) and to the point. Indicate contact information if
recipients have questions or need further information
• Where possible, refrain from messages that require reposting across several days
• Combine with similar messages (intra-department), when possible, to reduce the number
of messages sent
• Create a hyperlink to a webpage for further information in lieu of attachments

Adopted 04/05/2019
Internet Facing Services Administration
Any Internet facing service, utility or media representing the college or using college resources
must obtain approval through the Chief Information Officer to assure:
• Consistent image and style
• Accurate information
• Copyright compliance
• Appropriate purpose
• System security

All outward facing services, utilities and media must abide by the college’s
II-1.1 Information Security and Confidentiality, II-2.1.2 Internet Acceptable Use, and
II-2.1.3 Social Media policy and procedures.

Revised 10/03/2016
Library Borrowing Privileges, Faculty and Staff
GTCC faculty and staff may borrow materials from all GTCC library facilities.

1. A faculty/staff borrower may use their GTCC ID at the circulation desk of any GTCC library
for borrowing materials from all library facilities.

2. Faculty/staff will have the privilege of one renewal. To exercise this privilege, the borrower
should call the circulation desk on or before the due date. Items will be renewed if another
customer has not requested them. This renewal privilege applies to all circulating library
materials except popular videos and audiobooks; there is no renewal privilege on these
videos or audiobooks.

3. Extended loans periods may be requested on library materials that will be used for teaching
purposes only. GTCC’s professional librarians and the senior circulation technician grant
these extended loans. These materials may not exceed the current semester. Materials
borrowed for personal uses are subject to the provisions of number two above.

If another library faculty/staff member requests these materials during the time of the
extended loan, the borrower will be contacted and asked to return the materials for one
standard check out period (4 weeks). The materials will be returned to the original borrower
for the duration of the extended loan period.

4. Multiple overdue notices will be sent to faculty/staff borrowers.

a. A faculty/staff borrower who fails to respond to the final notice regarding overdue library
materials may lose their borrowing privileges until the overdue situation is corrected.
b. The final notice will be a bill for the replacement cost of overdue items which includes a
processing fee.
c. The faculty/staff borrower may respond to the overdue notices in the following ways:
1) With the exception of popular videos, library materials may be returned and no fines
will be charged. Fines are charged to faculty and staff for overdue popular videos.
2) If the material has been lost or damaged beyond repair due to negligence of the
faculty/staff borrower, they shall pay the replacement price of materials which
includes processing fees.
d. If there is no response to the library within one week after the final notice is sent, the
following applies:
1) Borrowing privileges of the faculty/staff borrower will be suspended until the
overdue situation is corrected.
2) The library circulation desk will notify the supervisor of delinquent borrower under
their supervision and the supervisor will determine the appropriate disciplinary
action.
3) The library circulation desk will notify the supervisor of any fines unpaid after thirty
days. Violators may be placed on interim probation, in accordance with the terms of
Management Manual policy V-2.1.2 Performance Improvement and Disciplinary
Action Including Termination.

Adopted 06/20/1996 Revised 01/05/2017 Revised 01/15/1999

105
Lost and Found Procedures
1. Any person who finds a lost item on any GTCC Campus must bring it to the Campus Police
Office, or to the reception desk of the main building at each respective campus.
(Receptionists will insure that the items are turned over to Campus Police.)
a. The Campus Police officer who receives found items will log the items into their Daily
Activity Log showing date, time, and a description of found items brought to the
Campus Police Office.
b. Campus Police will contact the owner if possible and hold found items in a “lost and
found box”.
c. If the item found is cash, it will be transported to the Jamestown Campus Cashier’s
Office as soon as possible (no later than the next business day). The amount of found
cash and its disposition will be documented in a memorandum generated by the Chief
of Campus Police.

2. If not claimed within five (5) college business days, property found on the Greensboro, High
Point, Aviation I, II, III, and Cameron campuses and the Small Business Center will be
brought to the Jamestown Campus Police Office for disposition. Unclaimed items are
disposed of by Campus Police at the end of one hundred eighty (180) calendar days.

3. The finder of a lost item may establish a legal claim to the property if the owner has not
claimed it after one hundred eighty (180) days.
a. To establish legal claim to found property, the finder must complete a notarized Lost
and Found Claim Form and file it with the Chief of Campus Police, who will release
the property to the finder.
b. Campus Police officers are not eligible to file legal claim of ownership.
c. The Finance Office will annually revert to the State of North Carolina all cash found
during the year and not claimed after at least one hundred eighty (180) days.

4. A person who has lost an item should report the loss to Campus Police.

5. Lost and Found procedures will be publicized in the student handbook and reviewed with
students at orientation.

Adopted 11/26/2001
Revised 08/2013
Revised 11/28/2016
Mail System
Guilford Technical Community College centralizes many of its functions in order to provide
efficient, cost-effective service. The mail system is one centralized system; its primary functions
are on the Jamestown Campus. The college courier is responsible for timely delivery and
retrieval of mail at each campus location.

1. Mailboxes and a drop slot are accessible for mail pick-up and/or drop-off at any time.
Arrangements for large bulk mailings (500+) should be coordinated with the mail room
staff, providing a minimum 24-hour notice.

2. Regular mail received before 3:30 p.m. is processed and delivered to the Jamestown Post
Office by 4:00 p.m. each day.

3. The mail center provides standard United States Postal Services which includes
certified/return receipt requested, 1st class pre-sort, 3rd class bulk and business reply, as well
as North Carolina State Courier Service, UPS, and Federal Express services. Personal mail
or packages may not be received through the mail center.

4. All outgoing mail must be sorted and properly secured with the departmental account
number attached.

Adopted 09/22/1999
Revised 09/2000
Revised 05/08/2017
Maximum Course Load
In the interest of student success, a student may take the maximum number of twenty-one (21)
credit hours (inclusive of developmental and audited courses) in any term without the approval
of the associate vice president of Instruction (or designee).

Procedure
A student requesting hours exceeding twenty-one (21) credit hours will meet with the associate
vice president of Instruction (or designee). If approval is granted, the associate vice president
Instruction (or designee) will register the additional hour(s) in the student’s schedule and place a
note of approval, along with justification, in the Application Summary field (ASUM). If the
request is denied, a note of denial, along with justification, will be placed in ASUM.

Adopted 03/06/2017
Name Change Procedure for Employees and Students
Guilford Technical Community College maintains records on individuals associated with the
college through the use of identification numbers in conjunction with legal names. The accurate
maintenance of records is important, as such, the college provides opportunities for students and
employees to change their name through the submission of specific documentation.

Procedure

Legal Name Change for Employees

1. An employee must submit a copy of their social security card and the Notice of Change of
Name and/or Address Form (form available in Human Resources Office) to Human
Resources. The social security card is the only document accepted for a name change.

2. Human Resources completes the electronic Name Change Form. This work flow notifies
Payroll and ITS of the change.

3. Only ITS can make the name change in Colleague.

4. After ITS makes the change, Payroll, and Human Resources are notified.

5. Copies of the Social Security card are filed in Payroll, and Human Resources.

Legal Name Change for Students

1. Name changes are permissible for anyone provided they do not indicate misrepresentation or
fraud.

2. Names may not contain symbols used instead of letters.

3. Legal Name Change – The college provides individuals with the opportunity to make
changes through the submission of appropriate legal documentation.
a. A Student Name Change Form may be retrieved from the college website, Enrollment
Services (Jamestown campus), or the Student Success Center (Aviation, Cameron,
Greensboro, and High Point campuses). Once completed, the form should be turned in to
one of these offices along with the following documentation:
1) A government issued state or federal photo identification (driver’s license, passport,
identification card, etc.) along with an original or notarized copy of one of the
following:
a) Marriage certificate
b) Divorce decree
c) Naturalization certificate
d) Citizenship certificate
e) Court action
f) Social Security card
b. College resources and documents will be updated to display the new legal name.
Preferred Name Change
GTCC recognizes that many of its employees and students prefer to use a name other than their
legal name. The college acknowledges that a preferred name should be used whenever possible
in the course of college business and education.

The college will permit individuals who choose to identify themselves within the college’s
information system with a preferred name, in addition to their legal name. The preferred name
will be used on documents not requiring a legal name.

1. Preferred Name Change for Employees

a. A Notice of Change of Name and/or Address Form may be retrieved from the Human
Resources Office (Jamestown Campus). Once completed it should be turned in to the
Human Resources Office.
b. Human Resources will review the request and make the appropriate changes in
Colleague. Colleague will reflect both the legal name and the preferred name.
c. Human Resources will forward the request to ITS in order to have the employee’s email
address changed.
d. Documents that do not require the use of a legal name will reflect the preferred name.

2. Preferred Name Change for Students

a. A Student Name Change Form may be retrieved from the college website, Enrollment
Services (Jamestown campus), or the Student Success Center (Aviation, Cameron,
Greensboro, and High Point campuses). Once completed it should be turned in to one of
these offices and forwarded to the attention of the college registrar.
b. The registrar will review the request and forward it to ITS to be entered into Colleague.
Colleague will reflect both the legal name and the preferred name.
c. Documents that do not require the use of a legal name will reflect the preferred name
(e.g., class rosters, online learning management systems, and ID badges).

Adopted 06/26/2017
Off-campus Work-based Learning
Work-based learning experiences are defined in State Board of Community Colleges Codes 1G
SBCCC 200.93 Curriculum Student Work Experience and Clinical Practice and 1G SBCCC
200.94 Continuing Education Extension Student Work Experience and Clinical Practice.
Students enrolled in designated programs will participate in off-campus learning settings that are
consistent with their program requirements and comply with State Board code. Part of the
program requirements is to have on file in respective offices established procedures and
requirements for those experiences.

1. Each department utilizing work-based learning experiences as part of its program

requirements is to have on file in its respective office established procedures and
requirements for those experiences. Examples of student work experiences include
practicums, internships, clinicals, and cooperative education.

2. Those departments offering work experiences classified as work-based learning should

have on file with the Office of Instruction or the Workforce and Continuing Education
Office established requirements and procedures for work-based learning experiences.

3. The procedures and requirements referenced in items 1 and 2 above should include, but not
be limited to the following, when applicable:
a. Location of the off-campus setting
b. Faculty member in charge of the student's off-campus experience
c. Duration of the learning experience
d. The specific group(s) of students who participate
e. Specific dress requirements, if any
f. Student responsibilities or duties while engaged in the off-campus activities
g. Attendance requirements
1) Allowable absences
2) Provisions for making up work missed, if any
3) Provisions for attendance record-keeping while off campus
h. Medical or OSHA requirements including the college’s Exposure Control Plan
i. Housing provisions for overnight(s), if applicable
j. Permission or release statements required of places of business, schools, offices,
hospitals, parents or any other participating group
k. Specific background and/or drug screening procedures, if any

4. Departmental procedures and requirements will be distributed to participating students

prior to engaging in off-campus work-based learning activities.

5. Each department will ensure that each participating student is covered by hospitalization,
accident, and professional malpractice insurance protection appropriate for the work-based
learning experience. Curriculum students pay a fee at registration that provides accident
insurance that covers off-campus work-based learning experiences. The risk manager
coordinates access to malpractice or other insurance when notified by the department chair
of need.
6. Students are to be informed of any specific requirements/procedures that are required by
specific off-campus learning environments prior to their engaging in off-campus work.

Adopted 02/2014
Revised 03/06/2017
Part-Time Campus Employment for Students through Federal Work-Study Programs
Students wishing to be considered for part-time employment at the college through Financial Aid
programs must apply with the Financial Aid Office. Placement of students is based on financial
need, ability to perform the duties required by the job and college priorities.

The Financial Aid Office will establish procedures for awarding and employing students on
campus under the Federal Work-Study Program (FWS), and any other financial aid on-campus
employment programs for students.

1. Most on-campus student employment is funded by the Federal Work-Study programs. In

order to be considered for the FWS and any other financial aid on-campus employment
programs, students must apply for financial aid through the Free Application for Federal
Student Aid (FAFSA). Students must demonstrate financial need, be enrolled in an eligible
program for financial aid purposes, and complete all additional documentation as required by
the Financial Aid Office. Students must indicate their interest in student employment on the
FAFSA. Due to limited funding, students will be selected based on their financial need, date
of completion of the application for financial aid, and expressed interest in employment
through the FWS programs.

2. Faculty/staff must request a Federal Work-Study student through the Financial Aid Office.
Requests will be honored on a priority basis for needs of the college. All requests will be
processed until funds are depleted.

3. The Financial Aid Office will attempt to place students selected for the Federal Work-Study
programs in jobs that match their ability and course of study when possible. Available
positions will be posted through the Job Postings Board on the Human Resources webpage.
Students must apply for these positions using an on-campus computer. The electronic job
applications will be submitted directly to the hiring department. Hiring managers within
each department will review the applications and interview the eligible candidates. Once the
final candidate is selected, the hiring department will notify the Financial Aid Office.

4. Students selected for the Federal Work-Study programs will be awarded work hours to
enable them to earn no more than the lesser of their remaining financial need or the annual
cap determined by the Financial Aid Office each academic year.

5. Federal Work-Study employees will be subject to performance expectations set for the job.

6. The Financial Aid Office will maintain adequate records (i.e., number of students requested,
determination of financial need, etc.) to document placement.

7. A departmental budget manager may elect to continue employment of a Federal Work-Study

employee at the same rate of pay in the same job using regular part-time funds when the
student's Federal Work-Study award is exhausted.

Adopted 02/2014 Reviewed 01/05/2017

Payments and Tax Reporting for Foreign Nationals/Non-U.S. Citizens and Foreign Vendors
All types of payments to all foreign nationals/non-U.S. citizens and foreign vendors are strictly
regulated. “Payments” includes wages, salaries, financial aid disbursements, travel
reimbursements, and payments for goods and services. All North Carolina community colleges
have been tasked with the responsibility of withholding and reporting on payments to foreign
nationals/non-U.S. citizens and foreign vendors in accordance with Internal Revenue Code
(IRC) Section 1441. To facilitate control of payments and tax reporting for foreign
nationals/non-U.S. citizens, all data will be tracked using the appropriate software. The
accounting analyst will work with the applicable department and will enter required information.
The Business Office will determine whether any taxes need to be withheld before issuing checks
to foreign nationals/non-U.S. citizens and foreign vendors.

Potential New Employees/New Employees

All potential new hires must complete IRS form I-9. All new hire paperwork must be submitted
to Human Resources at least three days prior to the first day of work for the employee.

If the Human Resources office determines that the prospective employee meets all eligibility
requirements, they will be referred to the Payroll Office for determination of tax status and
assistance in completing the IRS form W-4 to ensure that appropriate taxes are withheld. The
Human Resources office collects citizenship data from new hires and enters this information into
Colleague.

All applicants for employment must be legally eligible to work in the United States at the time of
application. The college does not sponsor any VISAs.

Admission of Curriculum Students

The application for admission requires that the applicant indicate citizenship and visa status. All
students in all areas of GTCC must include this information on their applications. The
Admissions and Recruitment Office enters this information into Colleague to facilitate
verification and auditing.

Admission of Continuing Education Students

Continuing Education students enroll via the State’s Instant Enrollment Process or GTCC’s
Continuing Education Registration Form. The registration process requires students to indicate
citizenship and visa status.

Financial Aid Recipients

The Financial Aid Office checks citizenship of curriculum student applicants. Before
authorizing a payment to a student, the Financial Aid Office will notify the Business Office if the
amount of aid awarded to the student exceeds the amount of direct expenses for ineligible
foreign nationals/non-U.S. citizens. Upon notification, the Business Office will review and
determine if additional information is needed to ensure taxes are withheld correctly.

The Workforce and Continuing Education (CCED) Scholarship Committee will award funds to
continuing education students. Scholarship funds will only be used for tuition, required books,

114
and required supplies to participate in training. Students will not receive excess scholarship
funds; therefore, taxes will not be withheld.

Vendors
Any department wishing to do business with a foreign vendor must contact the Purchasing Office
prior to entering into any agreement. A substitute W-9 form contains certification that the
vendor is a U.S. entity. If the vendor is not a U.S. entity, the Purchasing Office will determine
the correct form needed to ensure taxes are withheld correctly.

Tax Reporting
Employment of an ineligible non-U.S. citizen, incorrect tax withholdings, or errors in
documentation of an eligible non-U.S. citizen can subject the college to audit exceptions and IRS
financial penalties. GTCC is liable for required taxes in excess of those withheld from payments
to foreign nationals/non-U.S. citizens and foreign vendors. At the end of the calendar year, IRS
Forms 1042, 1042-T, and 1042-S will be processed by the Business Office. IRS forms must be
submitted to the IRS by March 15 each year. Form 1042-S must also be distributed to the foreign
national individuals and companies by March 15 each year.

Adopted 02/20/2006
Revised 05/01/2017
 Payments to Independent Contractors
1. GTCC may on occasion contract with an individual not employed by the college or with a
business that is not owned by a GTCC employee for the performance of specific work. If
the individual or business has not been approved previously for independent contractor
status, the budget manager must contact the Finance Office prior to completion of a
Professional Services Agreement.

2. The IRS publishes the criteria used to determine employment status. The Finance Office
will use these criteria to judge when an independent contractor status exists. Generally, IRS
Publication 1779 and the IRS 20 common law factors will initially be used to make the
determination. The Finance Office is responsible for determining whether a work
relationship meets the criteria for independent contractor status.

The Finance Office may also require the prospective independent contractor to complete
IRS Form S-8, Determination of Employee Work Status for Purposes of Federal
Employment Taxes and Income Tax Withholding. The Director of Finance or vice
president of Operations and Facilities will then decide if an independent contractor status
exists.

3. The college takes the position that all income it pays to an employee is earned as an
employee and not as an independent contractor. Payments to GTCC employees are made
through the college’s payroll process via properly approved, course approval or Employee
Time Record Sheet. Individuals paid as employees within the current calendar year are not
eligible for independent contractor status. Employees of the College will not receive both
Form W-2 and Form 1099 from GTCC.

4. Once independent contractor status is established, the budget manager must prepare a
Professional Services Agreement to be signed by the independent contractor and the
appropriate college dean or vice-president. The Professional Services Agreement must
specify the work to be performed, compensation to be received, time periods for completion
of work, details of relevant workers compensation and liability insurance, and any other
information pertinent to the contract.

5. The budget manager also obtains from the independent contractor a completed, signed
Vendor Registration Form (Substitute W-9). This form is required before any work
commences. The form is necessary to determine residency status and proper tax treatment.
Backup income tax withholding and 4% non-resident tax withholding will be processed as
required by the Substitute W-9. Substitute W-9 forms are available from the Finance
Office. This form must be completed in its entirety prior to the start of work.

6. For purposes of accounts payable transaction, non-resident aliens are identified and the
proper withholding rates are as follows:
a. If an individual does not have a social security number Finance will withhold at 28%, or
the backup withholding rate of 30% for non-resident aliens.
b. Finance must follow up with vendors to determine the appropriate system under which to
tax.
 1) If the identification number furnished by the vendor begins with the number “9,” the
vendor is probably a non-resident alien and subject to 30% withholding.
2) If the “remit-to” address of a vendor is outside the USA, that vendor may be a non-
resident alien subject to 30% withholding.
3) If a vendor voluntarily identifies itself as a non-resident alien, the vendor is subject
to 30% withholding.

7. The budget manager forwards the properly executed Professional Services Agreement and
Substitute W-9 to Purchasing for processing.

8. The budget manager approves all invoices for payment, verifying that all work is
satisfactorily completed. They return the approved invoice to Finance for check processing.

9. Payment of Honorariums must be approved by the Executive vice president or president.

Approval of the payment will be documented using the Professional Services Agreement and
Substitute W-9.

Adopted 02/20/2006
Payroll Processing
GTCC makes every effort to ensure employees are paid correctly in keeping with the federal Fair
Labor Standards Act. Employees should review their pay stubs when the stubs are available to
make sure they are correct. Improper deductions from pay are prohibited. If an employee
believes that an improper deduction has been made or their pay does not accurately reflect the
hours worked, the employee should immediately contact their supervisor and the Payroll Office.
Payroll staff will investigate the matter and employees will be reimbursed for any improper
deduction. If the employee’s pay is incorrect, payroll staff will determine the correct pay and
notify the employee of the steps needed to correct the underpayment or overpayment.

No employee shall be disciplined for voicing a concern in good faith regarding an error in the
calculation of their pay. Every report will be fully investigated and corrective action will be
taken where appropriate.

Each employee is responsible for properly recording all time worked, using the time tracking
system or process designated by the college, and reviewing each paycheck promptly to identify
and report any errors.

An employee’s accrued vacation, personal, or other forms of paid time off may be reduced for
full or partial day absences for personal reasons, sickness, or disability, in accordance with leave
policies. In addition, an employee’s paycheck may be reduced for certain deductions such as:
a. Absences for personal reasons when leave has been exhausted
b. Absences for sickness or disability when leave has been exhausted
c. Disciplinary suspensions for infractions of written policies and procedures
d. Family and Medical Leave absences (either full or partial day absences)

An employee’s paycheck may also be reduced for certain types of deductions such as the
employee portion of health, dental, or life insurance premiums; state, federal or local taxes,
social security; or voluntary contributions to a 401(k) or pension plan.

An employee’s salary will not be reduced in a workweek (during which the employee actually
performs any work) for any of the following reasons:
a. Absences for jury duty or military leave in accordance with college policy
b. Any other deduction prohibited by state or federal law

Procedure
If the employee is uncertain about their status (exempt vs. non-exempt), they should contact the
Human Resources department.

1. Non-Exempt Employees
a. Non-exempt employees must maintain a complete and accurate record of total hours
worked each day including regular and overtime hours, absences, late arrivals, and
early departures.
b. Employees must submit completed time records to their supervisors for verification and
approval. The final records are then forwarded to the Payroll office.
c. Upon receipt of each paycheck, employees should verify immediately that all regular
 and overtime hours worked each work week were paid correctly.

d. Employees should not work any hours that are not authorized in advance by their
supervisors. An employee should not start work early, finish work late, work during a
meal break or perform any other extra or overtime work unless they are authorized to
do so and that time is recorded in the time records. Employees are prohibited from
performing any “off-the-clock” work. “Off-the-clock” work means work performed
but not reported on a time record. Any employee who fails to report or inaccurately
reports any hours worked will be subject to disciplinary action, up to and including
discharge.
e. It is a violation of the college’s policy for any employee to falsify a time record, or to
alter another employee’s time record. It is also a serious violation of GTCC’s policy
for any employee or manager to instruct another employee to report incorrectly or
falsely hours worked, or to alter another employee’s time record to under- or over-
report hours worked. If any manager or employee instructs an employee to (1)
incorrectly or falsely under- or over–report hours worked, or (2) alter another
employee’s time records to inaccurately or falsely report that employee’s hours worked,
the employee should report it immediately to the Human Resources department.

2. Exempt Employees
Employees classified as exempt salaried employees receive a salary, which is intended to
compensate the employee for all hours worked for the college. This salary will be
established at the time of hire or when the employee becomes classified as an exempt
employee. While the salary may be subject to review and modification from time to time, it
will be a predetermined amount that will not be subject to deductions for variations in the
quantity or quality of the work performed.

Adopted 08/2004
Revised 02/13/2017
President's Award for Outstanding Service-Innovation
The President's Award for Outstanding Service-Innovation acknowledges and
expresses appreciation to regular and time-limited employees who make outstanding
and innovative contributions to the college during the current award year. The
accomplishments on which the nomination is based must be clearly above and beyond
that which would be expected from dedicated employees who are fully and
competently discharging all of the duties and satisfying all of the requirements of their
job. All regular and time-limited employees, who have been employed with GTCC
over the last two academic years or more, are eligible for nomination. Nominated
employees may not be in new position probationary status.

Recipients may come from any employee classification category and/or any campus.
Employees may not receive the award in consecutive years.

1. Selection Criteria
To be nominated and considered for the President's Award for
Outstanding Service- Innovation, an employee must qualify in the
following categories:
a. Initiative/Creativity
b. Expertise/Professional Development
c. Leadership
d. Professionalism
e. Dedication

2. Nominations should comply with these procedures:

a. Nominating forms will be available from the President's Office
b. Nominations may be submitted by one or multiple employees. Self-nominations will not
be considered.
c. Forms must be submitted to the President's Office by the announced deadline.
d. Nominations without specific and/or concrete examples of outstanding
service will not be considered.
e. A selection committee representing a cross-section of employees will serve in an
advisory capacity and will make a recommendation to the president for each award.
f. During the screening process, committee members will review all
appropriate nominations.
g. The president makes the final decision for each award and announces the
recipients. (Note: the president, at their discretion, may choose to add
or delete names proposed by the committee.)
h. The President's Award for Outstanding Service-Innovation are presented during the All
Employees Meeting/Celebration of Excellence ceremonies.

3. The president may select GTCC nominees for the annual NCCCS state awards.
The Staff Person of the Year Award and the Excellence in Teaching program
nominee may be selected from the preceding year’s GTCC President’s Award
and the Excellence in Teaching winners. GTCC nominees will be selected based
on the criteria established by NCCCS for the state awards.
Revised 01/2010
Revised 08/2013
Revised 04/17/2017
Revised 04/08/2020
Revised 04/05/2022
Repeating a Course
A credit and/or non-credit course may be repeated in accordance with the following procedure
and in compliance with Management Manual policy IV-2.1.11Ability to Benefit.

Curriculum (credit) courses

1. A student may repeat a course once simply by registering for the course a second time.

2. To repeat a credit course more than once requires the student to go to the Student Success
Center and/or MyGTCC Portal for a meeting plan packet. This packet includes the following
GTCC Multiple Enrollment Process Map:

1st Enrollment
• Student follows the standard enrollment process

2nd Enrollment
• Student follows the standard enrollment process
• Email is sent to student outlining support services
• Email is sent to faculty of the course to make them aware that the student is a course
repeater and that they should:
o Meet with student at beginning of term to offer support and encouragement
o Meet with student towards mid-term to check in and offer support and continued
encouragement

3rd Enrollment
• Student is blocked from registering
• Student is referred to Student Success Center and/or MyGTCC Portal for a meeting plan
packet
• Override granted subsequent to successful follow-up meeting with Student Success
Center
• Upon enrollment, email is sent to student outlining available support services
• Email is sent to faculty of the course to make them aware that the student is a course
repeater and that they should:
o Meet with student at beginning of term to offer support and encouragement
o Meet with student towards mid-term to check in and offer support and continued
encouragement

4th Enrollment
• Student is blocked from registering
• Student is referred to Student Success Center or MYGTCC Portal for review of success
plan
• If satisfactory progress has been made on success plan and policy allows, a 4th attempt is
allowed
• Email is sent to faculty of the course to make them aware that the student is a course
repeater and that they should:
o Meet with student at beginning of term to offer support and encouragement
o Meet with student towards mid-term to check in and offer support and continued
 encouragement

a. Recipients of veterans’ education assistance will not receive benefits for a

repeated course if they passed the course on a prior attempt.
b. A student may repeat a physical education course only once.
c. A student may repeat upholstering, carpentry or cabinet-making no more than five
times.
d. For credit courses, the highest grade on any course repeated will be the grade used
in computing the Grade Point Average (GPA) for graduation, but all grades will
remain on the student’s record. The repeated course will count only once toward
meeting the number of credit hours required for graduation.

Basic Skills (non-credit) courses

1. Basic Skills courses may be repeated as many times as necessary for a student to achieve
their goals or complete the program. Basic Skills courses include courses offered in Adult
Basic Education (ABE), Compensatory Education (CED), English as a Second Language
(ESL), General Education (GED) and Adult High School (AHS).

As stated in CC15-004, effective February 1, 2015 the NC State Board of Community Colleges
amended Code 1G SBCCC 200.95 – Limitations in Reporting Student Membership Hours. This
change repealed 1G SBCCC 200.95(a)(9) as well as supporting language under 1G SBCCC
200.95 (b)-(d)… For the purposes of implementation, the original rule stated “…no budget/FTE
shall be generated by occupational extension students after their first repetition of an
occupational extension course.” THIS RULE HAS BEEN REPEALED.

Adopted 02/2014
Revised 12/14/2015
Resident Classification for Tuition Purposes
North Carolina residency status is governed solely by North Carolina statute. A legal resident of
North Carolina is a person who has established legal residence (domicile) in North Carolina and
maintained that legal residence for at least 12 months immediately prior to their classification as
a resident for tuition purposes. Every applicant for admission shall be required to make a
statement as to his length of residence in the State. A person must establish that their presence in
the State currently is, and during the requisite 12-month qualifying period was, for purposes of
maintaining a bona fide domicile rather than of maintaining a mere temporary residence or abode
incident to enrollment in an institution of higher education. General Statutes, § 116-143.1.

Procedure
1. Potential students are required to provide their RCN to the Admissions and Recruitment
Office during the application process. Students must complete the residency determination
process in order to receive a Residency Certification Number (RCN). The RCN is unique to
each applicant and provides confirmation that Residency Determination Service (RDS)
residency determination process has been completed. When applying for admission at
GTCC, the college will ask for the RCN in order to request the residency classification from
RDS. This RCN is given to the institution by the student as a part of the application for
admission to complete the admissions documentation process as requested by the institution.

2. The RDS conducts four separate processes to reach a residency classification:

1) Initial Consideration, 2) Reconsideration, 3) RDS Appeal, 4) State Education Assistance
Authority (SEAA) Statewide Appeal Committee. The appeal process to SEAA is the final
step in the residency process unless a student chooses to move forward with a judicial
review. Most students will only complete the Initial Consideration process. The
reconsideration and appeal processes are for those students who have had a change in
circumstance (reconsideration) or who have not had a change in circumstance and believe
their residency classification is incorrect (appeal). All appeals will be handled by RDS. For
more information, visit ncresidency.org.

3. In accordance with State Board of Community Colleges Code 1E SBCCC 900.1, if the
SEAA makes a final validation determination of non-residency prior to the 10 percent point
of the course section, GTCC will provide a 100 percent refund using State funds if all of the
following conditions apply:
a. At the time of the student’s registration, the SEAA made an initial determination that the
student was a resident for tuition purposes as defined in G.S. 116-143.1 (a);
b. After validation of the information provided in the student’s residency application, the
SEAA subsequently determines that the student was a nonresident for tuition purposes;
c. The student officially withdraws from the course section within 10 calendar days of the
college notifying the student of the change in residency status.

If the SEAA makes a final validation determination that a student is a nonresident for tuition
purposes after the 10 percent point of the course section, GTCC will apply the nonresident
determination to the following term.
 If the SEAA makes a final validation determination that a student is a resident vs.
nonresident for tuition purposes during the academic term, GTCC will apply the difference to
any outstanding balance to the college if applicable and/or refund the difference.

4. Regulations governing the classification of students by residence for tuition purposes are
detailed in A Manual to Assist the Public Higher Education Institutions of North Carolina in
the Matter of Student Residence Classifications for Tuition Purposes, a copy of which is
available in Enrollment Services.

Adopted 02/2014
Revised 02/09/2017
Resignation
Guilford Technical Community College hopes that an employee’s employment with the college
will be a mutually rewarding experience; however, it is understood that varying circumstances do
cause employees to voluntarily resign employment. Should this time come, employees are asked
to follow the guidelines below regarding notice and exit procedures.

1. Employees are encouraged to provide a 30-day notice, but no less than a minimum two
weeks’ notice to facilitate a smooth transition out of the organization. An employee who
resigns with less than two weeks’ notice may be deemed ineligible for rehire depending on
the circumstances surrounding the resignation.

2. Regular and time-limited employees should submit a written notice to their immediate
supervisor, which includes the reason for leaving, and the effective date. Supervisors will
provide a copy of the written notice to their supervisor, area vice president, the Office of the
President, and to the Benefits Manager in Human Resources within two business days of
receipt.

3. Human Resources maintains a standard list of departments to be notified of resignations and

will inform those areas and individuals. If the immediate supervisor and the Office of the
President were not notified of the resignation, HR will also make them aware of the action
within two business days of receipt.

4. Employees who verbally resign will receive a Confirmation of Resignation notice within 48
hours or as soon as is practicable.

5. Only the president of the college has the authority to officially accept resignations. Both
written and verbal resignations receive formal, written response from the president. The
president reserves the right to accept an employee’s resignation effective for an earlier date
than that of the notice. Human Resources will notify the employee’s direct supervisor if the
effective date of the employee’s resignation changes.

6. Employees who fail to report to work for three consecutive days, without properly
communicating to their supervisor or manager the reasons for their absence, will be viewed
as voluntarily resigning their employment as of the end of the third day.

7. The college reserves the right to accept or decline an employee’s request to rescind a
resignation, whether given verbally or in writing.

8. An employee who resigns in good standing under this policy and whose documented
performance is satisfactory may be considered for re-employment.

9. All departing employees, regardless of the circumstances surrounding their departure, will
be reported to those with a need to know (e.g., supervisors up the chain-of-command,
Payroll, ITS, and others as may be necessary); those managers/units will be advised of the
last day of actual work.
10. Resigning employees will be scheduled for an exit meeting to ensure that all debts are
settled with the college, all tools and equipment are returned to the college, and to provide
an opportunity to discuss any questions or concerns related to employment with the college.
Employees who fail to return any college property, including keys, credit cards, building
access cards, tools, uniforms, cellular phones, laptops, flash drives with college
data/sensitive information and other equipment, will be deemed ineligible for rehire and
may be subject to legal proceedings on behalf of GTCC.

11. Departing employees will be asked to provide their forwarding address to ensure that
benefits and tax information are received in a timely manner. Final pay will be distributed
via direct deposit absent other requisite procedures or state law. Accrued but unused annual
leave will be paid out consistent with the college annual leave policy. Sick leave is not paid
out.

12. It is the employee’s responsibility to notify the Benefits Department in writing upon
resignation if they are joining another N.C. state agency or an organization that participates
in the North Carolina Teachers and State Employees Retirement System (TSERS). Leave
balances are transferred to the TSERS employer upon initiation of the employee/new
employer.

Adopted 02/2014
Revised 04/17/2017
Revised 02/08/2021
Response to External Reporting Requests
There are many requests made to the college from external sources to provide information and
various reports. This rule does not apply to a public records request, see Management Manual
policy II-2.1.5 Public Records. Most of these requests come from governmental and educational
accrediting agencies; and, in most cases, they require the collection and submission of data
related to student enrollment, employees, finance, facilities, and equipment.

In order to process these requests in an orderly fashion and to ensure consistency of data,
information and reporting requests should be forwarded to the Director, Institutional Research.

The director will solicit the data from appropriate offices within the college and will see that
reports are filed properly.

Revised 05/1992
Revised 02/20/2017
Retirement Celebrations
GTCC appreciates the dedicated service of our employees. One of the ways the college
acknowledges that service is through recognition and celebration at retirement.

1. Retirees receive a memento from the college in recognition of their service. When an
employee notifies Human Resources of their intent to retire, the employee is given the
opportunity to select a memento. Retirees may choose to attend a Board of Trustees meeting
in the month preceding or following their retirement at which time their memento will be
presented. The retiree may choose instead to have their memento presented by their area vice
president or at the President’s Office. If the memento is to be presented by the President’s
Office, Human Resources will make an appointment with that office for the retiree.

2. The department or area in which the retiree is employed may host a reception for the retiree.
That department may be reimbursed up to $100 to provide refreshments for a reception
honoring the retiree to which colleagues from the entire college will be invited. No
additional costs shall be paid from college funds. The department’s staff will provide
receipts from expenditures to be reimbursed after the reception. The $100 shall not be given
to the retiree in the form of cash, gifts, or mementos. It is recommended that the retiree’s
supervisor notify the President’s Office at least 60 days in advance of the retirement
reception if possible.

3. Persons who have decided on a retirement date should contact Human Resources and submit
a Notice of Intent to Retire. It is recommended that this contact be made at least 90 days in
advance of the retirement date to avoid interruption in pay.

Adopted 08/04/2003
Revised 01/05/2017
Salary Adjustments for College Personnel
Guilford Technical Community College is committed to the equitable administration of its salary
plan. The following guidelines apply to the award of salary adjustments (both recurring and non-
recurring), under the auspices of the college.

Salaries of Regular State-funded Employees

State funds shall be used to support salary adjustments for regular college employees who are in
pay status on the specified eligibility date. Adjustments will be as legislated by the North
Carolina General Assembly (NCGL), within guidelines established by the State Board of
Community Colleges (SBCC), consistent with local policies and/or board of trustee directives.
This rule may extend to those employees who have separated from the college prior to the date
that the State communicates its final budgeting decisions.

Salary Adjustments for Non-state Funded and Time-limited Employees

The college may provide salary adjustments using local funding sources, if such adjustments are
an authorized use of those funds. Salary adjustments for time-limited employees and regular
employees paid from non-state sources should parallel the rules for the award of state-funded
adjustments to the extent that funds, sustainability, legislation, and college policy will allow.

Salary Adjustments for Temporary Employees

The college must pay curriculum faculty at or above minimum faculty salaries as established by
the NCGL, regardless of whether the college implements salary adjustments for non-curriculum
employees, and regardless of whether their degree is applicable to what they are teaching.
Otherwise, salary adjustments for temporary employees, regardless of fund source, are at the
discretion of the president.

The Chief Financial Officer will inform the president in the event there are any college
employees, regardless of fund source, being paid less than the minimum state salary established
by the SBCC.

Revised 02/13/2017
Selling/Disposition of Desk, Review, Sample and Complimentary Instructional Materials
1. Desk and complimentary copies of books and other instructional materials sent to faculty or
staff because of their position with the college must not be sold for personal gain. See
Management Manual policy II-2.1.1 Code of Ethics.

2. When such materials are no longer useful to the instructor, they may be retained in the
department as resource materials for faculty or students, returned to the publisher, donated to
the GTCC library to be used at the discretion of the director of Learning Resources, or sent to
the college bookstore for proper handling. The bookstore will sell the materials to
wholesalers if possible, with proceeds going into bookstore funds to be used for student
benefit. If the materials are not saleable, the bookstore will dispose of them.

3. Persons are not permitted on campus for the purpose of buying unused desk/complimentary
copies of instructional materials from faculty. See Management Manual policy I-1.1.4
Solicitation on Campus. Violators should be informed of this policy. The Office of the vice
president, Business and Finance should be notified if violations continue.

Adopted 09/16/2001
Revised 05/08/2017
Software Acquisition and Implementation Process
Software required for academic purposes and other college business needs is acquired or
upgraded through established college processes. This approach ensures that budget funds are
available for both new software and software updates, and that the most efficient purchasing
methods are used (e.g., terms of renewal, etc.). Additionally, the process safeguards the security
of the GTCC network by ensuring that the college complies with state and federal law regarding
copyright and license agreements (GTCC Management Manual policy II-2.1.7 Copyright). As a
result, all software installations must be performed by ITS personnel.

Acquisition of New Software

1. During the annual budget process, a request is made by the operational area. If periodic
renewals are anticipated, the budget manager must also make a request for additional
operational dollars to be placed in the budget. The budget manager will follow the college
purchasing process to initiate the new software acquisition to include demonstrated
compliance with American Disabilities Act (ADA) as required.

2. Prior to final budgetary approval, the request is reviewed and approved for compatibility
and accessibility by the Chief Information Officer.

3. The Purchasing Department then reviews the conditions of acquisition to ensure that
purchases adhere to the college’s policies and procedures.

4. Once all approvals are obtained, the software is scheduled for installation in collaboration
with the operational area. Increased priority is given to critical needs of instruction and/or
other service areas in that planning process.

5. A timeline for expected software implementation is developed and presented to all parties
well in advance of the work being done by ITS. This ensures common expectations and
completion of any pre-installation preparation.
a. New software installations or software upgrades required for the upcoming term must
be requested by the operational area approximately ten weeks prior to the start of the
term and is coordinated with key leaders in instructional departments.
• The actual deadline date is calculated and presented to the college senior
leadership for communication to the appropriate faculty and staff with enough lead
time for their planning.
b. ITS will ensure the software is tested, readied, and installed prior to the start of the
term.
• The testing validation and installation dates require the coordination with the
operational area before the changes are implemented.
c. ITS Service Level Agreement articulates the pre-term request deadlines and expectation
for collaboration with the requesting operational area.

Implementation of Renewal or Upgraded Software

1. It is the responsibility of the operational area to monitor the timelines for specialty software
renewals/upgrades and ensure adequate funding is available to support the request through
regular college budget processes.
2. When a software upgrade is required, the operational area must inform ITS through
completion of a Software Upgrade Request Form on the ITS web page. This request form
must be submitted approximately 10 weeks prior to the term required to ensure adequate
time for approvals, implementation and coordination with the operational area and not
impact instructional areas. Increased priority is given to the requirements of instruction and
their supporting functions.

3. Once the request is reviewed, the software is scheduled for installation in collaboration with
the operational area.

4. When the upgraded software media is received, a timeline for expected software
implementation is developed and proposed to all parties well in advance of the actual
implementation to ensure common expectations and completion of any pre-installation
preparation.

5. ITS Service Level Agreement articulates the pre-term request deadlines and expectation for
collaboration with the requesting operational area.

Revised 04/11/2017
Student Program-of-Study Coding
Students shall be coded according to their major educational goal.

Students shall declare only one program-of-study at a time, in order to ensure that they have a
clear pathway of study to follow and to decrease the number of classes taken that do not align
with their primary educational goal. This coding process will also result in a more accurate
picture of enrollment and completion of college programs.

A student’s program-of-study code should reflect their primary educational goal. If, at the same
time, a student wishes to pursue an associate degree plus a stackable diploma and/or certificate
where the course work is fully contained within the same program of study (i.e. A#), they will be
allowed to do so without further approval. However, if the student wishes to pursue only a
diploma or certificate, then the program-of-study code should specify the diploma or certificate.

Students who wish to pursue multiple programs of study in different disciplines at the same time
must seek approval from their faculty advisor, dean, and senior vice president of Instruction. The
student’s faculty advisor will work with the student to develop a plan of study to complete both
degrees. This plan shall be recorded for the student to follow, in whatever college-wide system is
used to document advising goals (e.g. EAB Navigate.)

Steps for declaring a major

1. A student’s record will be coded according to their primary educational goal. The
admissions application form will permit students to indicate only one major when they
apply to the college.

2. Students who declare their intent to enroll in a limited-entry program will be coded with the
pre-limited-entry program code by the admissions staff. The Registrar’s Office shall close
the pre-limited-entry program code and change the student’s code to the limited-entry
program code when they are notified of a student’s admission to the limited-entry program.

3. Students who wish to pursue multiple programs of study in different disciplines at the same
time must complete the Multiple Program Approval form and have it signed by their faculty
advisor, dean, and the senior vice president of Instruction. The form must be accompanied
by a plan of study that the student will follow. This plan of study will be recorded in the
college’s advising records system (e.g. EAB Navigate.)

4. Nursing students may have a second transfer major open without further approval (i.e.
A1030N, Associate in General Education Nursing, AAS) in order to take classes that are not
listed in the Associate in Nursing degree, but will transfer to the 4-year university for a
Bachelor’s degree in Nursing.

Steps for changing a declared major

1. Students may change their major program-of-study by completing a Program Change Form.

2. This form must be signed by both the student and their assigned faculty advisor or a Student
Success Center staff advisor.
3. Students will also need to have signatures from Financial Aid, the Veteran’s Office, and the
International Student (F1 Visa) office, if applicable.

4. Once completed, the Registrar’s Office will close out the current program-of-study code and
open the new program-of-study code.

Revised 02/22/2010
Revised 02/06/2017
Revised 02/13/2023
Student Concurrent Enrollment
The purpose of Career and College Promise is to offer structured opportunities for qualified high
school students to be concurrently enrolled in community college courses that provide pathways
that lead to a certificate, diploma, or degree as well as provide entry-level jobs skills.

Career and College Promise offers North Carolina high school students a clear path to success in
college or in a career. The tuition is waived for students who meet all eligibility requirements.
Through a partnership of the Department of Public Instruction, the North Carolina Community
College System, the University of North Carolina system, and many independent colleges and
universities, North Carolina is helping eligible high school students to begin earning college
credit at a community college campus. Through a College Transfer Pathway (CTP) and/or a
Career Technical Education Pathway (CTE), Career and College Promise serves the following
populations as listed in the GTCC catalog:
1. Traditional High School Students which includes students from public high schools,
home schools, private schools, and charter schools.
2. Cooperative Innovative High Schools which includes students from Early/Middle
Colleges at GTCC, Early Colleges, and Academies.

The following link shares additional information and eligibility requirements for enrollment in
Career and College Promise opportunities.
http://www.nccommunitycolleges.edu/academic-programs/career-college-promise

Revised 04/21/2017
Student Role in Institutional Decision Making
The president of the Student Government Association of Guilford Technical Community College
is ex-officio, non-voting member of the Board of Trustees. Students are encouraged to serve on
many of the standing committees of the college.

Students may make recommendations for change to college administrators through their
representative body, the Student Government Association.

Adopted 10/1999
Reviewed 02/06/2017
Student User Account Deletion
Inactive GTCC accounts will be deleted periodically throughout the year. An account will be
marked as eligible for deletion when:
• A degree seeking, non-degree seeking, or Career and College Promise student has not
registered for a class for two consecutive fall and spring semesters after either applying to the
college or last attending, whichever is later,
• the student has graduated from GTCC in one or more programs and has no remaining active
programs
• the student has requested their account be deleted, provided they are no longer affiliated with
the college

Procedure
1. Students
When student account has been marked for deletion, the student will receive an e- mail
notification at least two weeks prior to deletion. The notification will contain instructions
about how to request the account be kept open in case of unusual circumstances. When the
account is deleted, the student will lose all access to any service which requires a GTCC
username and password (i.e., e-mail, Records and Registration, the online directory, Moodle,
library databases, use of the computer labs) and all files stored on the GTCC servers will be
permanently deleted.

2. Students who Become College Employees

In the case of a student who becomes an employee, their account will be migrated as-is to the
respective department context. As the account will only be moved, not deleted, all personal
files, personal e-mails, and personal contacts will be retained in the account.

3. Exceptions
Decisions on exceptions will be made by the CIO or designee.

4. Guidelines
a. Continuing Enrollment Expiration Date:
The date after which a curriculum student is no longer considered continuously enrolled.
For regular continuing curriculum students, this date is computed as the end date of the
last term of enrollment plus a specified interval (270 days).
For some specific other types of students (referred to in this document as “special
populations”), the continuing enrollment date is calculated based on a “reference date”
derived by some date associated with that type of student.
The special populations and the dates used as “reference dates” are listed below, and
details on how to identify these students and how their continuing enrollment is
calculated are discussed in later sections:

• Dual Enrollment Students: These students are enrolled at a college while still in high
school. The most common example of these students is “Career and College Promise”
(CCP) students. The reference date for these students is the high school graduation
date.

138
 • Inmates in Curriculum Programs: These students are enrolled in curriculum programs
while incarcerated in a correctional facility. The reference date used to determine the
continuing enrollment expiration date is the Release Date entered on XNCA.

• International Students on Student Visas: These students are enrolled while in the US
on a student visa (F-1, J-1, M-1). The reference date used for calculation is the I-20
date entered in the Visa Expiration Date field on TRVD.

b. RCN Exp: This field contains the date the residency certification expires. While the RCN
remains attached to the student forever, the RCN expires after 455 days. As long as the
student maintains continuous enrollment at the school, they do not need to submit a
request to renew the RCN; however, any break in enrollment will place the student in an
undefined status that will require recertification by RDS.

Adopted 10/17/2019
Text Communications - Students
GTCC uses texting for communications directly related to student safety or student success.

1. Texting to students is to be reserved for information that is considered critical to campus

safety, student success and/or is time sensitive. The following are the categories of text
messages that will be permitted:
• Campus emergencies and crisis situations
• Information critical to student success (including but not limited to) financial aid
notifications, payment deadlines, academic advising notifications, registration deadlines,
and other similar messages

2. To discourage overuse, text messaging must not be used as the sole means of communicating
an essential message or announcement. The text message must be supplemented by some
other means of communication (e.g. email, letter, and phone) to ensure all students receive
the information.

Text messages shall not be used for:

• Non- mission critical general information to large populations
• Personal matters
• Solicitation

3. Students are encouraged to enroll in the college’s emergency notification system to receive
emergency text alerts about campus safety matters. Emergency texts will be sent by the
appropriate college official based on the specific circumstances of the emergency. Students
are prompted to enter/verify their contact information for E2Campus, the college’s
Emergency Alert System, at the beginning of each term. Students may access this
information at any time through E2Campus.

4. All non-emergency text communications to students must be approved by the vice president
of Student Services, or designee, prior to being sent. This includes texts originating from any
office, or from any authorized college employee acting in their official capacity. The vice
president of Student Services will ensure the text message is valid and in compliance with
college rules. The distribution date, appropriate wording, and the circulation list will also be
verified.
a. All non-emergency texts must promote student retention and completion initiatives.
b. Non-emergency texting will not be done for routine marketing and promotion of campus
activities and programs.
c. Non-emergency texting shall be used as a supplemental communication tool that is
directly related to and supports student success.
d. Texts must be kept to a minimum to ensure that students remain in the texting program
and do not opt-out as a result of overuse.

5. The opt-in and opt-out procedures are maintained on the GTCC website for both texting
options. Students may also contact Enrollment Services at 336-334-4822 for assistance.
a. New students will be prompted to opt-in during the admissions process.
 b. Current and returning students will be prompted at the beginning of each term through
email and other promotions encouraging them to opt-in so they can receive the benefit of
text alerts.

Adopted 08/30/2016
Revised 02/20/2017
Travel Procedures
All college travel, including related entities, under the control of Guilford Technical Community
College, shall follow the guidelines set forth by the NC Office of State Budget and Management
as published by the NC Community College System Office in its Accounting Procedures
Manual.

“College travel” includes, but is not limited to, registration fees, transportation costs, subsistence,
lodging, and other similar fees. Reimbursements are subject to maximums established by the
state. All travel is subject to availability of funds. Travel advances that do not exceed estimated
travel costs may be issued no earlier than five working days prior to the date of departure.

Exceptions to these procedures may result in reimbursement being denied. Exceptions must be
approved by the Chief Financial Officer or designee.

Vehicle Use and Mileage Reimbursement

1. Annually, the president or designee will provide the Business Office a memo indicating
blanket approval for employees who conduct college business on a routine basis. Employee
travel between home and the work site/duty station to which the employee is assigned on a
given day will not be reimbursed as this policy is not intended to reimburse for normal
commuting expenses.

2. The college has set standardized mileage distances between GTCC campuses/locations. The
college reimburses travel between GTCC locations at the standardized distances.

3. The local mileage log should be used to submit reimbursements for local mileage. The log
should be approved and received in Accounts Payable no later than 30 days after the last day
of the previous month.

4. College employees and trustees may use their private vehicles for official college business.
a. When such use is for the convenience of the college, the reimbursement rate may not
exceed the prevailing IRS standard business mileage rate and is in accordance with state
budget guidelines in effect at the time of travel.
b. When such use is for the convenience of the employee, the reimbursement rate will equal
the rate in 4a above, less ten cents ($0.10). This is intended to encourage use of college
vehicles for college business. See Transporting Students in Private Vehicles section at
the end of this rule.

5. Fifteen passenger vans may not be used for any college sponsored travel.

Travel Requiring Overnight Stay

1. A separate Request for Authorization to Travel form must be completed and approved for all
travel not covered under the blanket Request for Authorization to Travel.

2. A Request for Authorization to Travel form (travel request) must be completed prior to the
travel date by or for the individual requesting permission to travel. Such form is to be
completed even if no reimbursement will be requested.

3. All travel must be approved in advance by the employee's immediate supervisor and
respective vice president.
4. All out-of-state and international travel must be approved by the president or designee.

5. Approved requests for travel advances are due in the Business Office no later than two
weeks prior to travel. p-cards are encouraged for all travel expenses, please refer to the p-
card Manual for rules.

6. The current rates for subsistence are established by the Office of State Budget and
Management.

7. Approval for reimbursement of transportation expenses of prospective professional

employees visiting the college for a call back employment interview may be approved by the
college president or their designee. These expenses are limited to transportation and
subsistence for three days at the in-state rate. Amounts in excess of one thousand dollars
($1,000.00) must be approved by the NCCCS President and the Office of State Budget and
Management.

8. A Travel Reimbursement Request shall be submitted for approval and processing within 30
days after the end of the travel period or June 30, whichever comes first. This documentation
is required whether money is due the traveler or not. Documentation in the form of receipts
or invoices for all expenses, other than meal allowances, must be retained and attached to
the Travel Reimbursement Request form. The form will be forwarded to Accounts Payable.

9. No additional advances shall be approved for an individual with past due reimbursement
forms from previous trips.

10. Specific information and instructions pertaining to college procedures and state limitations
on expenditures are on the Accounts Payable website on the portal.

11. This procedure does not apply to online professional development (webinars) involving only
registration fees. P-cards or requisitions should be used for processing such fees when no
travel is involved.

Student and Athletics Travel

1. Additionally, all guidelines above apply to student travel.

2. Student travel must be authorized in writing by the president or designee prior to travel or
incurring related expenses. Travel by students must be authorized by the administrator who
manages the budget from which the funds are paid as designated by the president.

3. All student travel (including overnight) must be supervised by a minimum of two college
employees, one of whom must be a full time regular or time limited employee. One
additional chaperone is required for each increment of ten students. (Example: three
chaperones are needed if there are 20 students traveling).

4. The travel of students participating in athletic contests or student organization activities must
be paid from non-state funds.

5. Students will be permitted to make up work in any classes missed as a result of their
participation in properly authorized travel.
6. Students assume responsibility for complying with all related GTCC policies.

7. The college has no legal responsibility toward student travelers who become ill while away
from campus. The college will inform student travelers that the lack of medical health
insurance coverage may result in delayed admission or non-admission to some hospitals with
consequent delays in medical attention.

Minors in Travel Status

A minor, as outlined in this rule, is any person under the age of 18 who is enrolled in either
Guilford Technical Community College, or Early/Middle College.

Instances where minors would be considered in travel status would include, but not be limited to,
trips off campus as a member of an athletic team (games/scrimmages), member of a school
sponsored/approved club (conferences/events), class field trips, or similar events.

All minors must have adequate documentation and permissions prior to the event they are
attending. Required documentation includes the Student Travel Information and Insurance Form
and the Waiver of Liability Minor Travel Participation Form in addition to all other required
travel documents; the latter is to be signed by a parent or guardian and the student. Both of these
forms can be found on the GTCC Portal’s Travel Section.

The completed forms for each person are to be included with the Travel Request Form prior to
the date of travel and submitted to the Business Office for processing. All travel and travel
requests must comply with GTCC’s existing travel policies and procedures. Confirmation of
travel for all persons is to be attached to the Travel Reimbursement Form once travel status has
ended.

For more information on travel, please review the Management and College Wide Procedures
Manuals, the GTCC Portal, or contact the Business Office.

Travel Related to Athletics Program

1. All expenses pertaining to the Athletic Program must be paid from non-state sources,
including travel expenses.

2. The director of Athletics, in keeping with College and Athletics department procedure, will
ensure that each program has the resources to secure an assistant coach. The role of the
assistant coach is to support the head coach in the daily operations of the program, and to
help oversee the safety and well-being of our student-athletes. This involves traveling to
away contests with the team, and in many cases driving for the team as well. The assistant
coach will be responsible for coaching the team during games in which the head coach is
unable to perform her/his duties, whether due to illness, disqualification, or other reasons.

3. In all instances, there will be two authorized coaches or college representatives, one of whom
must be a full time regular or time limited employee, traveling with the team to away
contests. In the event that the assistant coach cannot travel on a particular date, the director
of Athletics will be given sufficient notice, and will designate an alternate to travel with the
team. Any such alternates will receive specific instructions regarding conflict resolution and
altercation management, and will be under the guidance and supervision of the head coach.

Guidelines for Driving Long Distances with Students and Student Athletes:
1. When extended distance travel is involved (more than two hours one-way), it is required that
all vehicles in the travel party seek a safe exit area after two hours and fifteen minutes of
driving, allowing drivers the opportunity to rest and re-energize.

2. All travel, including multi-vehicle trips, will involve only authorized drivers, and it is
recommended that an alternate driver be included for extended distance travel.

Student Government Association (SGA) Sponsored Travel

1. All SGA sponsored travel (clubs, organizations, officers) must be paid from non-state
sources.

2. All SGA sponsored travel must be approved in advance by the director of Student Life and
the vice president of Student Services.

3. Official student clubs and organizations must follow approval and funding guidelines
established by the Student Life Office (SLO), available in the SLO or online at
https://www.gtcc.edu/student-life/student-organizations/index.php

Mandatory Class Field Trips

1. Mandatory class field trips are those required for the course and must be part of the course
outline from inception.

2. Faculty initiating such field trips must complete the required Travel Authorization Form at
least two weeks prior to the proposed trip and attach the applicable student waiver.

3. Properly documented and approved field trips may be paid from state funds.

Elective Field Trips

1. Elective field trips include those not included in the course outline, travel for competitions,
and similar events.

2. All procedures under Mandatory Class Field Trips applies to elective field trips, except such
events cannot be paid from state funds. All elective field trips are paid from college
resources and run through the Student Travel Fund managed by the vice president of
Instruction.

3. All such travel must be pre-approved by the vice president of Instruction.

Field trips thus authorized constitute official college functions, and students are to be permitted
to make up work in any classes missed as a result of their participation.

Transporting Students in Private Vehicles

Transporting students presents many liability issues that must be considered when planning a
trip. When students require transportation to participate in a college sanctioned activity, an
employee or college representative should consult with the Operations and Facilities department
and/or the college’s risk manager to determine available options.

The college cannot provide insurance coverage for personal vehicles. Any employee or student
opting to transport students in their private vehicle are personally liable for claims in the event of
an accident. This could expose the vehicle owner to potentially large claims that the college
cannot cover. Consequently, the college does not sanction employees, college representatives, or
students providing transportation for students in their personal vehicle.

Adopted 07/1999
Revised 07/2000, 07/2001, 10/06/2005, 08/16/2007, 07/01/2008, 07/01/2009
Revised 01/12/2010, 07/01/2011, 01/2013, 07/01/2013, 12/2013
Revised 02/20/2017
Revised 02/04/2019
Revised 01/21/2020
Use of College Vehicles
GTCC maintains automobiles, vans, and a variety of utility vehicles for use by college
employees and students for college business and college-related activities only.

Personal use is strictly prohibited. The personal use restriction also applies to vehicles operated
for program purposes and thus they cannot be used for the transportation of individual students
for the student’s individual personal benefit, (i.e. to a site students are expected to report to).
Fleet vehicles may be used to transport groups of students as required for a college-related group
activity. The college does not have and employees are not to lease 15 passenger vans.

Drivers of any vehicle must have an acceptable driving record and must possess a valid driver’s
license. If a license has been suspended or revoked, the person will not be allowed to drive on
college business in a college vehicle or their personal vehicle. Use of utility vehicles (including
maintenance vans and trucks, forklifts, and carts) is specifically restricted to employees whose
job descriptions require such operation and who have received specialized training in their
operation. Use of tobacco products is prohibited in all GTCC vehicles, even when in operation
off campus. Use of cell phones, other wireless communication devices or GPS devices by the
vehicle driver is prohibited while the vehicles are in motion.

1. When a vehicle is needed for a college-related trip (local or out of town), the traveler will
use the online fleet reservation system to request that a car be reserved for the date and time
desired. Reservations must be made at least 48 hours in advance in order for Physical Plant
to guarantee a vehicle will be available. Each request must include the budget code to
which the trip should be charged. The traveler should recognize that others also need to use
the vehicles and reserve the vehicle only for the time it is actually needed. Physical plant
staff will make a vehicle assignment based on availability, the most economical mode of
transportation available for the request, and the suitability of the vehicle (e.g. number of
passengers, other capacity concerns such as equipment to be transported, and length of the
trip) for the request that has been made. The Director of Physical Plant is authorized to
make changes in vehicle assignments up to the date of the trip if other requests make such a
change economically beneficial to the college.

2. At the time the vehicle is required, the traveler will check out the keys and travel log from
the Physical Plant Office. Only licensed drivers who are employees of the college, or
students who have secured appropriate permission for college-sponsored activities and
accompanied by a GTCC faculty or staff member may check out a vehicle. Prospective
drivers will be required to show their license, and an accident check may be done at the
option of the Physical Plant Department. Drivers with unacceptable driving records may be
denied the use of a college vehicle.
a. For extended trips (i.e., 300 miles or more) a credit card will be issued for use in filling
the vehicle with gasoline or paying for related products and services. The traveler must
log out the credit card. The card will not be used for purchase of personal items,
sundries, meals, lodging, office supplies, or anything other than for gasoline and related
automotive products and services. If the credit card needs to be used to pay for
extensive services or repairs during a trip, the driver should attempt to contact the
Director of Physical Plant prior to authorizing such work. All receipts must accompany
the credit card when the vehicle is returned. If the credit card is lost or stolen, the
driver should immediately call the Physical Plant Office
(336-334-4822 ext. 50544). Misuse of the card will subject the user to disciplinary
action which may include dismissal, and may result in legal charges as well.
 b. The traveler will keep a log of the trip on the form provided when the vehicle is
checked out.
c. Vehicles may be used only for college business. They are not intended to be used for
personal pleasure. The traveler may use the vehicle to travel to restaurants for meals, or
to use other reasonable services when on an overnight stay.
d. Family members or friends are not allowed to ride in college vehicles unless they are
involved in official college activities. A GTCC vehicle may be used, with a GTCC-
approved driver, to provide rides to convention sites, meals, etc. for state employees, or
others, who may be attending college-approved conferences together, or for official
visitors to the college.
e. College vehicles may not be taken to the traveler’s home overnight under normal
circumstances. Exceptions may be recommended by the supervisor (director level or
above) and approved by the Director of Physical Plant when a hardship would result
from this requirement. Travelers who are allowed to take a vehicle home overnight
must insure the vehicle’s safety while in their possession. It is suggested that a traveler
who would be seriously inconvenienced by this requirement consider using their
personal car. Exceptions to the requirement may not be granted unless the traveler’s
home is located in the direction the trip will take and travel is to begin before 7 AM or
the traveler returns after 9 PM, and the supervisor’s (director level or above) expressed
permission is obtained in writing. In a case where the vehicle is to be taken home
overnight so that a traveler may leave before 7 AM the following day, it may not be
checked out before 4:30 PM. In a case where the traveler returns after 9 PM, the
vehicle must be returned prior to 7:30 AM the following day. If the vehicle is returned
before the Physical Plant Office is open, the keys, travel log, credit card and receipts
should be left in the drop box outside the office. Failure to meet these time periods will
cause the traveler to lose the privilege of taking vehicles home, since the vehicles are
required for the use of others and must be available for service and reassignment.
f. Travelers should return the vehicles in good condition. Remove trash and personal
belongings from the vehicle.
g. With approval of the supervisor, employees have the option of taking personal vehicles
on college business and being reimbursed at rates currently in effect. Employees using
their personal vehicle must maintain adequate liability insurance as prescribed by the
state of vehicle registration. If personal vehicles are used for the convenience of the
college, a higher reimbursement rate will be paid. Travelers should be aware that
reimbursements are charged against the traveler’s college budget. Employees and
supervisors should be aware that use of a college vehicle results in a lower charge to
departmental budgets. Unless specifically approved prior to the travel date by a vice
president or designee, travel reimbursement for mileage will not be made to employees
using personal vehicles when space is available in a college vehicle traveling to the
same site at the same time.
h. The Director of Physical Plant may elect to provide a rental vehicle. Rental vehicles
will be picked up and dropped off at the Physical Plant Department Office and are to be
treated as though they are a college–owned vehicle. All rules and procedures set forth
in this policy apply to rental vehicles as well.

3. Physical Plant will insure that the vehicles are ready to drive, supplied with gasoline and in
good repair. The registration information, insurance information and owner’s manual will
be kept in the glove compartment of each vehicle.
 a. Travelers who notice irregularities in the vehicle’s operation (equipment failures,
inappropriate noises, or other indications of problems) should notify Physical Plant staff
when they return the vehicle.
b. In situations where problems MUST be attended to before returning to GTCC, the
traveler may have minimal repairs made and use the college’s credit card to pay. If at all
possible (during working hours), Physical Plant should be consulted PRIOR to any
agreement to repairs.

4. Drivers must observe all traffic rules.

a. Under no circumstances shall a college vehicle be operated by anyone under the
influence of alcohol or illegal drugs. Nor shall alcohol or illegal drugs be transported in
a college vehicle except for college purposes.
b. The driver is responsible for knowing and obeying the local driving laws and
ordinances. The driver is responsible for paying all tolls required (to be reimbursed by
the college). The driver is solely responsible for any incurred fines and/or violations
arising out of the use of a college vehicle.

5. If an accident should occur, the traveler must call the police and make sure an official report
is made. The procedure for handling accident situations will be kept in the glove
compartment of all college vehicles along with the insurance card and vehicle registration.

6. In the event of inclement weather, the Director of Physical Plant may restrict or prohibit the
use of college vehicles.

Adopted 07/1999
Revised 01/05/2017
Use of Peer-to-Peer (P2P) Networking Software
Users of the Guilford Technical Community College network are strictly prohibited from using
P2P programs. Examples of P2P software include, KaZaA, Gnutella, BitTorrent, Audioglaxay,
Morpheus and eDonkey, among others. In addition, sharing of copyright material through this or
any other technology is strictly prohibited, including network file sharing, web applications, or
any other means. GTCC reserves the right to monitor all devices attached to the college
network. In the event an employee, student or other authorized user of the college network
violates this rule, the following shall occur:

1. An initial offense will result in a formal email communication being sent to the user and
their supervisor, notifying them of the infringement and giving the steps to remedy the
situation. If the P2P file sharing application is located on a college computer, ITS staff
will uninstall the application. If the P2P file sharing occurs on a privately-owned
computer, the owner shall immediately uninstall the application at personal expense.
Failure to do so shall result in revocation of all college network and computer use
privileges.

2. A repeat offense shall result in disciplinary action in accordance with Management

Manual policies IV-3.1.1 Student Code of Conduct and V-2.1.2 Performance
Improvement and Disciplinary Action Including Termination. In addition, regardless of
college actions, the individual bears the liability of copyright infringement and may face
civil or criminal actions.

3. This rule applies to, but is not limited to, desktop computers, laptop computers, tablets,
file/ftp/tftp/proxy servers, or any other network-attached equipment.

4. This rule shall be administered in conjunction with the following related Management
Manual college policies:

II-1.1 Information Security and Confidentiality

II-2.1.2 Internet Acceptable Use
II-2.1.6 Intellectual Property
II-2.1.7 Copyright

Adopted 06/07/2010
Revised 02/20/2017
Web Pages
These procedures provide for development and publication of web pages to be stored on the
GTCC web server. Such pages contain information which will be seen by individuals outside
GTCC, and therefore should be accurate, consistent, and support the GTCC mission.
Information provided should support recruitment, admissions, retention, the educational goals of
students, and should enhance the image of Guilford Technical Community College.

Faculty, staff, students, and organizations providing pages should be able to publish freely as
long as they meet these goals, follow current copyright laws, and applicable local, state and
federal laws. Page creators using copyrighted material must obtain written permission
documentation from the copyright holder, and complete an indemnity agreement (see forms) * to
be filed with the server administrator. If student photographs are used, written releases must be
completed and filed.

1. College Pages
College pages are those official documents such as institutional forms, the GTCC catalog,
class schedules and pages representing various departments and divisions of the college.
a. Official college documents will be converted and maintained by the GTCC Internet
Administrator and/or Webmaster.
b. New pages will be reviewed by the Public Information Office prior to being mounted to
insure compliance with the GTCC mission, standards, and format guidelines.
c. Pages representing college departments/divisions are the responsibility of the
organizational unit creating them. A Website Submission Form must be submitted to
the Internet Use Committee for approval specifying who will be responsible for page
maintenance, and how often the pages will be changed.
d. Each page must follow the format guidelines. Failure to follow guidelines could result
in removal of the page by the GTCC Internet Administrator and/or Webmaster.

2. Online Class Pages

Online class pages are those pages written to support an online curriculum class offered by
the college.
a. The instructor of the class is responsible for creating and maintaining any class
pages.
b. Instructors are responsible for assisting in setting up class security and administration on
the server.
c. Class pages will link back to the Virtual Campus page.
d. Class pages will be consistent with the GTCC mission, standards, and format guidelines.

3. Employee-Sponsored Pages
Employee-sponsored pages provide an opportunity for organizations with a North Carolina
community college affiliation and which have a GTCC employee willing to serve as a
contact person and sponsor to post web pages on the GTCC server.

The GTCC Internet Committee will decide if pages meet the requirements outlined in these
procedures, and if such pages should be mounted on the GTCC web server.

A Website Submission Form must be submitted to the Internet Use Committee for approval.
This form will include information about the purpose of the pages, the community college
connection, the GTCC employee who will serve as the sponsor, who will be responsible for
page creation and maintenance, space required, and the length of time pages should be
 mounted.

The Public Information Office will review the pages to insure consistency with the GTCC
mission, standards, and format guidelines.

Due to performance factors and resource allocation considerations, such pages may not
exceed 5 MB. The GTCC Internet Administrator and/or Webmaster may reject pages they
believe would be difficult to administer.

If the college sponsor leaves the employment of GTCC, pages will be removed unless a new
sponsor is found.

4. Web Page Format Guidelines

a. Each page must link to the GTCC main page, and have a revision date.
b. Each link must be tested prior to mounting.
c. Pages that are not maintained on a regular basis may be removed.
d. Graphics should be chosen carefully. Smaller, fewer graphics improve page design and
create pages that load significantly faster. Images should use the ALT feature for
browsers without graphics capacity.
e. CGI scripts are not permitted.
f. Animated gifs, sound files, motion pictures, Java, and Javascripts should be used
sparingly, and are subject to the approval of the Internet Use Committee.
g. Each set of related pages must contain a “mail to” link for the person responsible for
creating and maintaining the page.
h. Pages must be in compliance with all relevant local, state, and federal laws, including
copyright laws.

Adopted 10/23/1997
Revised 07/1999
Workers’ Compensation
GTCC's Workers’ Compensation Rules and Procedures are established by applicable Federal
laws and State statutes. Changes in these legal guidelines will take precedence over published
college rules and procedures.

All accidents shall be reported to Campus Police (see Management Manual policy
I-2.1.5 Accidents/Safety). Accidents involving injuries to employees must also be reported to the
Human Resources department and Risk Management.

An employee of GTCC who is injured at work may be eligible to receive compensation and other
benefits while suffering the effects of the injury. In the event of an injury, both the employee
and the supervisor have certain responsibilities required by law and good business practice.

Employee's Responsibilities
1. It is the responsibility of the injured employee to make the injury known immediately to
Campus Police. Campus Police will seek emergency care and/or transportation to a medical
facility as needed. Human Resources and Risk Management must also be informed of the
injury as soon as possible; at least within 24 hours.

2. If the injury does not require immediate/emergency care, employees must consult Human
Resources before seeing a physician, and must seek treatment from physicians approved by
Human Resources. The employee must tell medical personnel that the injury is work-
related. If this is not done, the employee may be required to pay for the medical services.

3. If the employee must have a prescription filled due to a work-related injury, the pharmacist
must be told that it is in connection with a Workers’ Compensation claim. If this is not
done, the employee may be required to pay for the prescription. The employee must use
authorized pharmacies only.

4. Work-related injuries must be reported to the North Carolina Industrial Commission using a
Form 18, Notice of Accident to Employer and Claim of Employee, Representative or
Dependent immediately if possible, but no later than 30 days after the date of injury.

Supervisor's Responsibilities
1. A supervisor or manager receiving a report of a work-related injury must notify the Human
Resources department and Risk Management as soon as possible; at least within 24 hours.
Human Resources is required by law to submit a full report (Form 19, Employer’s Report of
Employee’s Injury) to the North Carolina Office of State Human Resources within five days
after the employee's supervisor was notified of the injury.

2. The supervisor/manager is required to complete a Supervisor's Incident Report Form which

is available on-line on the portal under Forms.

3. The supervisor/manager must assist the injured employee in every way necessary to ensure
that adequate medical attention is obtained. This is to be done regardless of the reason for
the injury or who the supervisor/manager believes is at fault.

Compensation and Leave for Injury

1. The party responsible for handling workers’ compensation claims for the college has the
right to accept or deny alleged work-related claims.
2. If the North Carolina Industrial Commission accepts an employee’s claim, payments may be
made for expenses related to medical, surgical, hospital, nursing services, required
treatments, drugs, and certain medically necessary transportation costs.

3. Employees who lose work time as a result of a work-related injury may elect one of two
leave options if the claim is determined to be compensable and the employer is liable:

Option 1: The employee may elect to use sick leave or annual leave (if available) at full
salary during the seven-day waiting period and then go on Workers’ Compensation leave
and begin drawing Workers’ Compensation weekly benefits.

Option 2: The employee may elect to go on Workers’ Compensation leave immediately with
no pay for the seven-day waiting period and then begin drawing Workers’ Compensation
weekly benefits.

NOTE: In either option above, if the injury results in disability of more than 21 days, the
Workers’ Compensation weekly benefit shall be allowed from the date of the disability.
The employee will be reimbursed for the first seven days as long as no pay has been
received. Any sick leave or annual leave that has been used to cover the time away from
work, will be reinstated.

Option 3: After drawing the workers’ compensation weekly benefit the employee has the
option to supplement their benefit by the use of partial sick or annual leave, earned prior to
the injury or illness. This supplemental leave use can provide an income approximately
equal to the employees take home pay prior to the injury.

Workers’ Compensation weekly benefits are currently paid at the rate of two-thirds the
weekly salary up to a maximum which is set annually by the North Carolina Industrial
Commission.

Once the employee has selected or waived selection of any of the three options described
above (Option 1, Option 2, or Option 3), those decisions are final and may not be changed
for the duration of the claim.

4. It is GTCC’s policy to allow the employee to be advanced up to the amount they will
receive when the Workers’ Compensation weekly benefits begin, to avoid a break in pay.
This advance must be repaid to GTCC immediately when comparable payments are
received by the employee from the party administrating the claim or the employee is
notified that the claim has been denied.

5. Information about Workers’ Compensation is available from the Human Resources office.

Adopted 05/2000
Revised 03/27/2017
 GTCC APPENDIX I – SCHEDULE OF LOCAL FEES
Effective July 1, 2023
(unless otherwise noted)

Student Fees Currrent

Activity Fee Curriculum (1-11 credit hours per semester) 15.00
Curriculum (12 or more credit hours per semester) 26.25

Instructional Technology Fee Curriculum (1-11 credit hours per semester) 5.00
Curriculum (12 or more credit hours per semester) 11.00
Continuing education students (per course) 3.00

College Access, Parking, & Security (CAPS) Curriculum (1-11 credit hours per semester) 25.00
Curriculum (12 or more credit hours per semester) 50.00
Continuing Education (per course) 5.00

Accident Insurance Fall semester 3.25

(Curriculum) Spring semester 3.25
Summer semester 1.15

Student Success Curriculum per semester 5.00

(Curriculum)

Malpractice Insurance Cosmetology 8.25

(Curriculum - per Fall and Dental Assisting 8.25
and Spring semester only) Dental Hygiene 8.25
Early Childhood Education 8.25
Emergency Medical Science 8.25
Health Information Technology 8.25
Human Services Technology – Work-Based Learning 8.25
Medical Assisting 8.25
Medical Office Administration – Work-Based Learning 8.25
Nursing 8.25
Pharmacy Technology 8.25
Physical Therapist Assistant 8.25
Radiography 8.25
Surgical Technology 8.25

Malpractice Insurance Certified Nursing Assistant 16.50

(Continuing Education) Emergency Medical Technician 16.50
Fundamentals of Massage Therapy I 16.50
Phlebotomy 16.50
Nursing Assistant II 16.50

Course Specific Fees - Curriculum

ACA 111 Book/Courseware Fee (effective Spring 2024) 19.31
ACA 120 Book/Courseware Fee (effective Spring 2024) 19.31
ACA 122 Book/Courseware Fee (effective Spring 2024) 19.31
ACC 120 Book/Courseware Fee 74.71
ACC 121 Book/Courseware Fee 74.71
ACC 149 MOS Excel Basic Exam 10.00
ACC 149 Book/Courseware Fee (effective Fall 2023) 74.71
ACC 151 MOS Excel Expert Exam 10.00
ACC 151 Book/Courseware Fee (effective Fall 2023) 74.71
ACC 225 Book/Courseware Fee (effective Fall 2023) 110.54
AET 110 180 Skills Software Usage 25.00
AET 120 180 Skills Software Usage 25.00
AET 122 180 Skills Software Usage 25.00
AET 124 180 Skills Software Usage 25.00
AET 125 180 Skills Software Usage 25.00
AET 130 180 Skills Software Usage 25.00
AET 131 180 Skills Software Usage 25.00
AET 210 180 Skills Software Usage 25.00
AET 220 180 Skills Software Usage 25.00
AET 228 NCATT AET, Written & GRTOL 1, 3 Written Exam 355.00
AHR 112 Employability Certification/Heating 15.00
AHR 113 Employability Certification/Cooling 15.00
AHR 114 Employability Certification/Heat Pumps 15.00
AHR 125 Employability Certification/Electrical 15.00
AHR 160 EPA Section 608 Certification 25.00
AHR 212 Career Safe OSHA 10 Certification Exam 63.13
AUT 181 Engine Performance I (ASE Student Test) 30.00
AVI 110 180 Skills Software Usage 25.00
AVI 110 AMG (General) Written Exam 175.00
AVI 230 AMA (Airframe) Written Exam 175.00
 GTCC APPENDIX I – SCHEDULE OF LOCAL FEES
Effective July 1, 2023
(unless otherwise noted)

Student Fees Currrent

AVI 260 AMP (Powerplant) Written Exam 175.00
BIO 163 Book/Courseware Fee (effective Fall 2023) 89.35
BUS 110 Book/Courseware Fee (effective Fall 2023) 117.53
BUS 121 Book/Courseware Fee (effective Fall 2023) 84.60
BUS 139 Book/Courseware Fee (effective Fall 2023) 117.53
BUS 245 Book/Courseware Fee (effective Fall 2023) 117.53
CCT 110 Book/Courseware Fee (effective Fall 2023) 39.19
CIS 110 Microsoft Office Specialist (MOS) Certification (Word) 10.00
CIS 110 Book/Courseware Fee (effective Fall 2023) 124.33
CIS 111 Book/Courseware Fee (effective Fall 2023) 124.33
COM 120 Book/Courseware Fee (effective Fall 2023) 74.71
CSC 120 Book/Courseware Fee (effective Fall 2023) 95.43
CSC 134 Book/Courseware Fee (effective Fall 2023) 95.43
CSC 151 Book/Courseware Fee (effective Fall 2023) 74.71
CSC 234 Book/Courseware Fee (effective Fall 2023) 95.43
CSC 249 Book/Courseware Fee (effective Fall 2023) 95.43
CSC 251 Book/Courseware Fee (effective Fall 2023) 74.71
CSV 110 Book/Courseware Fee (effective Fall 2023) 53.02
CTI 120 Book/Courseware Fee (effective Spring 2024) 92.68
CTS 115 Book/Courseware Fee 110.51
CTS 130 Microsoft Office Specialist (MOS) Certification (Excel) 10.00
CTS 130 Book/Courseware Fee (effective Fall 2023) 100.47
DBA 110 Microsoft Office Specialist (MOS) Certification (Access) 10.00
DBA 110 Book/Courseware Fee (effective Fall 2023) 100.47
DEN 101 AHST Student Tracking System Access--Typhon Group 90.00
ECO 251 Book/Courseware Fee (effective Fall 2023) 74.71
ECO 252 Book/Courseware Fee (effective Fall 2023) 74.71
EMS 150 Platinum Planner Fee (effective Spring 2024) 187.50
ENG 112 Book/Courseware Fee (effective Fall 2023) 22.42
GEL 111 Book/Courseware Fee (effective Fall 2023) 95.43
HEA 112 YMCA (American Safety & Health Institute) CPR/First Aid Certification 50.00
HIS 111 Book/Courseware Fee (effective Fall 2023) 44.08
HIS 112 Book/Courseware Fee (effective Fall 2023) 44.08
HIS 131 Book/Courseware Fee (effective Fall 2023) 39.56
HIS 132 Book/Courseware Fee (effective Fall 2023) 39.56
LEX 110 Book/Courseware Fee (effective Fall 2023) 105.35
LEX 120 Book/Courseware Fee (effective Fall 2023) 22.61
LEX 120 Book/Courseware Fee (effective Fall 2023) 105.35
LEX 150 Book/Courseware Fee (effective Fall 2023) 105.35
LEX 180 Book/Courseware Fee (effective Fall 2023) 18.84
LEX 210 Book/Courseware Fee (effective Fall 2023) 41.30
LEX 260 Book/Courseware Fee (effective Fall 2023) 105.35
LEX 280 Book/Courseware Fee (effective Fall 2023) 105.35
LOG 110 Book/Courseware Fee (effective Fall 2023) 39.19
LOG 125 Book/Courseware Fee (effective Fall 2023) 51.89
LOG 215 Book/Courseware Fee (effective Spring 2024) 122.20
LOG 240 Book/Courseware Fee (effective Fall 2023) 122.20
MAT 121 Book/Courseware Fee (effective Fall 2023) 80.37
MAT 122 Book/Courseware Fee (effective Spring 2024) 80.37
MAT 143 Book/Courseware Fee (effective Fall 2023) 80.37
MAT 152 Book/Courseware Fee (effective Fall 2023) 95.43
MAT 171 Book/Courseware Fee (effective Fall 2023) 85.39
MAT 172 Book/Courseware Fee (effective Fall 2023) 85.39
MAT 263 Book/Courseware Fee (effective Fall 2023) 80.37
MED 120 Book/Courseware Fee (effective Fall 2023) 84.60
MED 240 CPR Fee 45.00
MED 264 Medical Assisting Certification Form 125.00
MED 264 Book/Courseware Fee (effective Fall 2023) 79.89
MKT 120 Book/Courseware Fee (effective Fall 2023) 95.43
MKT 123 Book/Courseware Fee (effective Fall 2023) 95.43
MUS 110 Book/Courseware Fee (effective Fall 2023) 74.71
MUS 112 Book/Courseware Fee (effective Fall 2023) 39.56
NUR 101 ATI Remediation/Licensing Exam Package 525.00
NUR 102 ATI Remediation/Licensing Exam Package 495.00
NUR 103 Practical Nursing III – Review 495.00
NUR 103 NCLEX Examination Registration Fee 200.00
NUR 111 ATI Remediation/Licensing Exam Package 602.00
NUR 113 ATI Remediation/Licensing Exam Package 572.00
NUR 211 ATI Remediation/Licensing Exam Package 572.00
NUR 213 NCLEX Examination Registration Fee 200.00
 GTCC APPENDIX I – SCHEDULE OF LOCAL FEES
Effective July 1, 2023
(unless otherwise noted)

Student Fees Currrent

NUR 213 ATI Remediation/Licensing Exam Package 572.00
NUR 214 (LPN/Bridge Only) ATI Remediation/Licensing Exam Package 512.00
OST 149 Book/Courseware Fee (effective Fall 2023) 84.60
OST 153 Book/Courseware Fee (effective Fall 2023) 123.61
OST 159 Book/Courseware Fee (effective Fall 2023) 102.95
OST-164 Book/Courseware Fee (effective Spring 2024) 117.96
OST 188 Book/Courseware Fee (effective Fall 2023) 95.43
OST 238 Microsoft Office Specialist (MOS) Certification (Excel, PowerPoint, Word) 30.00
OST 249 Certified Professional Coder Exam (effective Fall 2023) 615.00
PAD 151 Book/Courseware Fee (effective Fall 2023) 101.72
PAD 152 Book/Courseware Fee (effective Fall 2023) 50.83
PED- Physical Education Classes located at YMCA or YWCA (per semester) 50.00
PED 128 Off-Site Facility Fee (per semester) 50.00
PED 130 Off-Site Facility Fee (per semester) 50.00
PED 143 Off-Site Facility Fee (per semester) 50.00
PHI 240 Book/Courseware Fee 38.39
PSY 150 Book/Courseware Fee (effective Spring 2024) 93.07
PSY 241 Book/Courseware Fee (effective Fall 2023) 85.39
PSY 281 Book/Courseware Fee (effective Fall 2023) 85.39
REL 110 Book/Courseware Fee 52.82
REL 212 Book/Courseware Fee 15.37
REL 212 Book/Courseware Fee 38.42
SPA 111 Book/Courseware Fee (effective Fall 2023) 74.71
SPA 112 Book/Courseware Fee (effective Fall 2023) 74.71
SPA 211 Book/Courseware Fee (effective Fall 2023) 74.71
SPA 212 Book/Courseware Fee (effective Fall 2023) 74.71
SUR 137 Professional Success Preparation 247.00
TRN 110 Intro to Transport Tech (ASE Certification) 30.00
TRN 140 Transportation Climate Control (EPA Test Fee) 19.00
WEB 115 Book/Courseware Fee (effective Spring 2024) 94.74

Course Specific Fees - Con Ed

HVAC/Refrigeration Technician- ESCO Environmental Protection Agency
AHR 3131 25.00
Universal certification exam fee
AVI 3009 180 Skills Software Usage 25.00
National Center for Construction Education and Research (NCCER)
CAR 3108 24.00
certification fee
CUL 3072 ServSafe Food Handler Exam 15.00
DEN 4100 Dental Hygiene Local Anesthesia Course Fee 220.00
DMV-3129 Auto Safety and OBD Emission Control 10.00
DMV-3129 DMV: Auto Safety/OBD Emission 10.00
HEA 3021 Neuromuscular Therapy NMT (Test Fee) 120.00
ICV 3111 Student ID Badge 5.00
ISC 3138 Electro-Mechanical Skills 200.00
LOG 3400 OSHA 10 Certification 13.00
MFG 3111 Certified Production Technician MSSC Registration Fee 65.00
Certified Production Technician Curriculum Cost - Online E-Learning
MFG 3111
Course 412.00
MFG 3111 Certified Production Technician Assessment Fee 200.00
MLA 3022 Student ID Badge 5.00
2019 Society for Human Resource Management Association (SHRM)
MLS 3809 Learning System books/2019 SHRM Learning System only access (one 625.00
year)
MLS 3917 Supervision and Management 40.00
NUR 3240 Student ID Badge 5.00
NUR 3241 Student ID Badge 5.00
OSH 3015 OSHA and NC Right To Know 13.00
SAF 3016 First Aid and CPR Re-certification 17.00
SAF 3027 OSHA 30 Hour 13.00
TRA 3605 NC Division of Motor Vehicles Commercial Driver License (CDL) Manual 13.10
TRA 3607 Truck Driving Training - Insurance Fee 9.00
TRA 3607 Truck Driving Training - Program Compliance Fee 25.00
TRA 3607 Truck Driving Training - Fuel Surcharge 500.00
TRA 3607 Truck Driving Training - Maintenance Fee 450.00
WLD 3106 American Welding Society (AWS) Certification Fee 25.00

Student Services Fees International Student Application 40.00

Transcripts (each Official Copy)-paper copy/mailed 12.78
 GTCC APPENDIX I – SCHEDULE OF LOCAL FEES
Effective July 1, 2023
(unless otherwise noted)

Student Fees Currrent

Transcripts (each Official Copy) – eTranscript 7.50
Student ID Card for Basic Skills Students 5.00
Student ID Card for Therapeutic Massage Students 5.00
Replacement for lost student ID Card 10.00

Testing Fees Certiport Test (Non-GTCC Students) 25.00

CLEP Test 20.00
Placement Test for colleges other than GTCC 5.00
Postage and handling fee for tests - International 45.00
Postage and handling fee for tests - USA overnight 15.00
Postage and handling fee for tests - USA priority mail 5.00
Postage and handling fee for tests - USA special handling 8.00
20.00
Proctoring fee, any institution other than GTCC
per test
Proficiency Examination Fee (lecture course) 45.00
Proficiency Examination Fee (laboratory course) 65.00
TABE (Local Police, Fire, EMS, Highway Patrol) N/C
Test of Essential Academic Skills (Non-GTCC Applicants) 98.00
Test of Essential Academic Skills (TEAS) (GTCC Applicants) 73.00

Library Fees Book Late Fee - per day 0.10

DVD Late Fee – per day 1.00

Lost Item Fee Current

Replacement Cost
Reserved Late Fee – per day 0.25

Service Fees Returned Check 25.00

Tuition Payment Plan/Deferment Late Fee 25.00

Other Job Fair (includes 2 participant lunches) 200.00

Student Printing/Print Management System:
Per black & white simplex page 0.08
Per black & white duplex page 0.07
Per color simplex page 0.10
Per color duplex page 0.09

Cosmetology Live Client Project Fees Current

Senior Citizens, 55+: 50% discount on all
services.
Students: Current GTCC students with valid
student ID receive free haircuts; 20% discount
on chemical services; 50% discount on all
other services.
Shampoo/Set 10.00
Employees: Current GTCC employees 20%
discount on chemical services.
Senior Citizens, 55+: 50% discount on all
services.
Students: Current GTCC students with valid
student ID receive free haircuts; 20% discount
Shampoo/Blow-dry 15.00
on chemical services; 50% discount on all
other services.
Employees: Current GTCC employees 20%
Shampoo/Braids base price 15.00
discount on chemical services.
per braid 1.00
Straight back braids (per braid) 1.00
French Braid 8.00
Cornrow Braids 25.00
Cornrows w/extensions 50.00
Single handing braids 40.00
Single handing braids with extenstions 85.00
Locs (initial) 65.00
Locs (re-twist) 45.00
Design Set 20.00
Design Set – Senior Citizen 15.00
Blow-dry/Marcel 15.00
Blow-dry/Flat Iron 15.00
Advanced Services Haircut-no shampoo 10.00
Haircut, shampoo, blow-dry 18.00
Shampoo Only 5.00
 GTCC APPENDIX I – SCHEDULE OF LOCAL FEES
Effective July 1, 2023
(unless otherwise noted)

Student Fees Currrent

Deep Color Rinse 1.00
Keratin Treatment Basic (no discount applies) 75.00
Keratin Treatment Extra-Long/Thick Hair 90.00
Keratin/Conditioning Service Split End Treatment 15.00
Deep Conditioning Treatment 10.00
Semi-Permanent Color 20.00
Demi-Permanent Color 25.00
Color-Toner 10.00
Scalp Treatment 16.00
Permanent Color 30.00
Additional tube of color 10.00
Highlights/Weaving 35.00
Highlights/Lowlights 45.00
Multi-dimensional Balayage 50.00
Multi-dimensional Cap 40.00
Multi-dimensional Foil (full head) 50.00
Multi-dimensional Foil (10 foils or less) 35.00
Multi-dimensional Foil and Color Combination 65.00
Lightener Retouch 35.00
Lightener Retouch w/toner 45.00
Virgin Lightener 40.00
Press & Curl 35.00
Rod Set 20.00
Permanent Wave or Relaxer 40.00
Permanent Wave (specialty/long hair) 50.00
Soft Curl Permanent 50.00
Spiral perm 50.00
Relaxer (Virgin) 45.00
Relaxer (Retouch) 40.00
Wig Care & Styling 8.00
Up-do Style 25.00
Two Strand Twists 40.00
Two Strand Twists (half a head) 20.00
Body Services Manicure/Hand Massage 8.00
Paraffin Wax Dip 4.00
Pedicures 15.00
Nail Polish Change Only 5.00
Facial 10.00
Facial Aromatherapy 15.00
Facial European 20.00
Add-ons (charged in addition to facial charges above) 5.00
Brush 10.00
Electronic 10.00
Galvanic 10.00
Vacuum 10.00
Deep Defoliant 10.00
Paraffin 15.00
4-layer 20.00

Hair removal Brows 5.00

Chin 5.00
Lip 5.00
Underarm 8.00
Bikini 10.00
Back 15.00
Arms 15.00
Legs-lower half 15.00
Full Legs 30.00

Specialty Treatments Make-up Application 5.00

Lash & Brow Tinting 8.00
Lash Perm 15.00
Ear Candling 10.00
Other Body Treatments 30.00-45.00

Culinary Lunch 10.00

(All costs include NC sales tax) Dinner 10.00
Pie 5.00
Torte 10.00
Cheesecake 10.00
 GTCC APPENDIX I – SCHEDULE OF LOCAL FEES
Effective July 1, 2023
(unless otherwise noted)

Student Fees Currrent

Pastry (not to exceed) 10.00
Food Truck Lunch 5.00
Breads 3.00

Dental Assisting 1 Bitewing x-ray 1.00

2 Bitewing x-rays 1.00
4 Bitewing x-rays 2.00
Amalgam – 1 surface – primary 12.00
Amalgam – 2 surfaces – primary 16.00
Amalgam – 3 surfaces – primary 19.00
Amalgam – 4 surfaces – primary 19.00
Amalgam 1 surface 12.00
Amalgam 2 surfaces 16.00
Amalgam 3 surfaces 19.00
Amalgam 4 + surfaces 19.00
Composite - 1 surface 14.00
Composite – 1 surface – posterior 14.00
Composite - 2 surfaces 16.00
Composite – 2 surfaces – posterior 16.00
Composite - 3 surfaces 23.00
Composite – 3 surfaces – posterior 23.00
Composite/incisal angle/or 4 surfaces 23.00
Extraction – additional 6.00
Extraction single tooth 11.00
Full mouth x-rays 5.00
Initial Examination 5.00
Panoramic x-ray 5.00
Periodontal prophy 5.00
Periodontal scaling 5.00
Periodontal scaling and root planning/quad 5.00
Pin retention 6.00
Pulp cap – direct 3.00
Pulp cap – indirect 3.00
Pulpotomy 12.00
Resin – 1 surface – primary 14.00
Resin – 2 surfaces – primary 16.00
Resin – 3 surfaces – primary 23.00
Root removal 19.00
Sealants – first tooth 6.00
Sealants – each additional tooth 1.00
Sedative filling 12.00
Surgical extractions 19.00
X-ray additional 0.50

Dental Hygiene Additional radiographs 0.50

Arestin Periodontal Medicament N/C
Bleaching – per arch 50.00
Full mouth series radiographs 5.00
Oral prophylaxis, Fluoride, 4 BW’s Adults 60 years+ 2.50
Oral prophylaxis, Fluoride, 4 BW’s Children and adults 5.00
Panoramic radiograph 5.00
Screening – adult N/C
Sealants – per tooth 6.00

Therapeutic Massage One hour massage general public relaxation/general 25.00

One hour massage general public NMT/Deep 30.00
One hour massage students/employees with GTCC ID 20.00
Ten minute chair massage (all) 10.00

Approved by Dr. Clarke 06/02/2023, 07/13/2023, 09/25/2023, 10/18/2023, 10/24/2023, 11/03/2023

 APPENDIX III

Memorandum of Understanding
between the
North Carolina Community College System
and the University of North Carolina
 THE DIVISION OF BUSINESS & FINANCE

TO: PRESIDENTS, BUSINESS OFFICERS

FROM: KENNON BRIGGS
SUBJECT: UNC OFF-CAMPUS DEGREE COMPLETION
DATE: 12/13/2000
CC: DR. STEPHEN SCOTT – EXECUTIVE VOCE PRESIDEN

MR. JIM SADLER – UNC GENERAL ADMINISTRATION

On December 12, 2000, Dr. Stephen Scott and I met with Mr. Jim Sadler to discuss
issues surrounding the “Charge Structure” and policy issues surrounding UNC constituent
institutions use of community college campuses for baccalaureate degree completion. It is
the purpose of this communication to inform you of the results of that meeting.

As you will recall, I sent to you on December 1, 2000 a survey to share with us how the
current charge structure and policies are working. The results of that survey were used to
guide our discussions with Mr. Sadler. A copy is attached.

There were certain clarifiers placed upon the “Charge Structure” sheet. The revised
“Charged Structure” has been included for your use, where appropriate. NOTE: There were
NO increases in the rates, but clarifications were made in how the current rates apply.

It was re-affirmed that where preexisting arrangements had been made among the
original pilot sites under legislation, they would continue to remain in effect.

Given the feeling that the current policies were operating effectively, no change was
made. It was noted however that when a UNC constituent institution is paying for personnel
(staff, security, site manager), technology and equipment please make certain that those
services are in fact being provided.
 College’s Response to Ad Hoc Survey

UNC Off-Campus Degree Completion

December 12, 2000

The Division of Business & Finance

In advance of a meeting between parties from UNC – General Administration and the North Carolina
Community College System Office, and “ad hoc” survey was sent out by the Division of Business and
Finance on December 1, 2000 (see attached). The survey sought to capture opinions about and
recommendations for modifying the charge structure for UNC constituent institutions utilizing
community college campuses for degree completion.

Responses were received from 15 community colleges (25.9%). It should be noted that not all colleges
have cooperative arrangements with UNC institutions.

Among the 15 responses, the following were comments made by the colleges:

13 colleges felt the current arrangements and charge structure works well
10 colleges felt the current amounts were sufficient
3 colleges felt all colleges should follow the same guidelines
2 colleges felt minor adjustments in the charge structure were appropriate
2 colleges had special arrangements as pilots
2 colleges wanted the privates included in the charge structure