Article V: Operations

College buildings and grounds are primarily intended and shall be made available principally for College programs, activities, and operations. Requests for use by persons, groups or organizations affiliated or unaffiliated with the College shall be resolved in accordance with the time, place, and manner restrictions expressed in this policy and its accompanying procedures, all of which shall be administered in a manner reasonably designed to advance the mission of the College, preserve the order necessary to conduct customary College operations and activities, protect the safety of persons and security of property, and maintain the aesthetic appearance of the campus.

All facilities owned or operated by St. Charles Community College are primarily intended for College programs, activities, and the educational mission of the institution. The College will make its facilities available to community groups, organizations, and businesses whenever possible, with campus activities having priority over all other requests for facility use. Outside groups will be charged rental fees for the use of campus facilities.

The College President, or designee, will establish fees and terms of use based on the cost of operating and maintaining facilities, market competitiveness, and the event’s relationship to the College mission. The College President, or designee, may adjust rental fees and make exceptions to the charging of fees at his or her discretion.

All groups must follow applicable federal, state, and local laws and related College policies during use of facilities owned or operated by St. Charles Community College.

Content Owner: Administrative Services
Issued: 08/1993
Revised: 01/2001, 07/2005, 10/2015, 12/2019

College-Sponsored Activities
Facilities will be scheduled for official College sponsored activities and functions at no cost to individual departments or officially recognized student groups. All requests for the use of College facilities must be submitted to the Scheduling Coordinator in the Office of Academic Affairs. The College President, or designee, will establish priorities if scheduling conflicts arise.

Outside Group Activities
NON-PROFIT
As a service to the community, the College allows the use of facilities by individuals and associations for non-profit educational, recreational, social, religious, civic, philanthropic, and like purposes. Such use may not interfere in any way with regular programs and activities of the College.

FOR PROFIT
The College may review requests from for-profit organizations and, in deciding whether to allow use of College facilities, may consider the purpose of the activity and how fees or profits will be used. Long-term, regular usage agreements are not compatible with the scheduling of College activities.

Acceptable Use of Facilities
Use of facilities will be limited to those activities requiring normal utilization of the space. Usage that would result in excessive wear and tear will not be approved. All groups are responsible for lost, stolen, or broken equipment and any damage to the facility.

External events which cause closure of campus entrances and/or roadways and/or result in negative impact on normal uses of the campus or excessive demands on campus resources will not be considered.

All requests from outside groups must follow the procedures outlined on the Community Use of Campus web page.

Content Owner: Administrative Services
Issued: 08/1993
Revised: 01/2001, 07/2005, 10/2015, 12/2019

ollege departments will make purchases of goods and services within the framework of the policies approved by the Board of Trustees. In cases where State of Missouri statutes or grant requirements are more restrictive than the College’s policy, College departments will comply with the more restrictive requirements.

Purchases of items for resale by auxiliary enterprises are governed by Article V.05 Auxiliary Enterprises, and construction services and materials are governed by Article V.04 Procurement of Construction Services and Materials.

Content Owner: Administrative Services
Issued: 08/1993
Revised: 01/2008, 06/2010, 07/2019

Departmental Oversight
The Purchasing Department will be responsible for establishing procedures for the purchase of materials, supplies, equipment, and services. Purchasing procedures will be based on the objective of securing materials, supplies, equipment, and services from a responsible and responsive vendor offering the best total cost that meets the College’s specifications.

Cooperative Purchasing
The College may participate in cooperative purchasing (including joint bid arrangements, formal membership cooperatives, and permissive cooperatives) as permitted by law and that are deemed advantageous to the College.

Local Preference
In making purchases, preference will be given to commodities manufactured, mined, produced, or grown within the state of Missouri and to all firms, corporations, or individuals doing business as Missouri firms, corporations, or individuals when quality is equal or better and the delivered price is the same or less. If materials, supplies, equipment and services of equal price and quality can be secured, then preference will be given to in-district local vendors.

Purchasing Authorizations

GENERAL PURCHASES

• Purchases of less than $5,000 will be made and approved by department personnel designated by the respective Dean or Director without competitive bidding.
• Purchases of $5,000 but less than $10,000 must have three (3) written quotations, when possible, prior to purchase. Quotes may be obtained by fax, email, delivery, or standard mail. These purchases will be authorized and approved by the Dean or Director.
• Purchases of $10,000 but less than $25,000 must have three (3) written competitive solicitations, bids, or proposals. Purchases must be authorized by the Vice President. If three (3) quotations, bids, or proposals cannot be obtained, a written exception must be approved by the respective Vice President.
• Purchases of $25,000 or greater must have requests for bids or proposals advertised in a newspaper of general circulation. Purchases must be authorized by the respective Vice President and the College President, and must be approved by the Board of Trustees.

EMERGENCY PURCHASES
The College President may waive any and all purchasing policies or procedures, including the requirement of competitive bids or proposals, when the College President has determined that there is:

• A threat to life, property, public health or public safety.
• A situation that requires immediate expenditure for repairs to College property in order to protect against loss or damage to College property.
• An opportunity to prevent or minimize serious disruption of College services.
• An immediate risk to the integrity of College records or systems.

The President will declare any such purchases to be ‘emergency purchases’ and is authorized to delegate authority to College personnel to take appropriate action. Emergency purchases will be reported to the Board of Trustees as soon as practicable. The Board of Trustees will ratify emergency purchases at their next regularly scheduled meeting.

Content Owner: Administrative Services
Issued: 08/1993
Revision Dates: 01/2008, 06/2010, 07/2019

The Facilities and Construction Department will coordinate the purchase of construction services and materials within the framework of State of Missouri statutes and policies outlined by the Board of Trustees. In cases where State of Missouri statutes or grant requirements are more restrictive than the College’s policy, the Facilities and Construction Department will comply with the more restrictive requirements.

Content Owner: Administrative Services
Issued: 07/2019

Purchasing Authorization: Construction Services and Materials

• Purchases of less than $5,000 for construction-related services and materials will be made by the Director of Facilities and Construction or his/her designee, without advertising or bidding.
• Purchases of $5,000 but less than $15,000 for construction-related services and materials will require at least three (3) written quotations obtained by the Director of Facilities and Construction or his/her designee without advertising. If three (3) written quotations are not possible, the Director of Facilities and Construction will document the efforts taken to obtain quotes and an explanation of why these efforts were not successful.
• Purchases of $15,000 but less than $25,000 for construction-related services and materials will be advertised in a newspaper of general circulation for at least two weeks. The Director of Facilities and Construction or his/her designee will receive and evaluate bids. The Director of Facilities and Construction will provide a recommendation to the Vice President for Administrative Services for approval.
• Purchases of $25,000 or greater will be advertised in a newspaper of general circulation for at least two weeks. Purchases will be authorized by the Vice President for Administrative Services and the College President and approved by the Board of Trustees.

Purchasing Authorization: Architectural, Engineering, and Land Surveying Services

• Contracts of less than $15,000 will be approved by the Director of Facilities and Construction.
• Contracts of $15,000 but less than $25,000 must be approved by the Vice President for Administrative Services.
• Contracts of $25,000 or greater will be advertised in a newspaper of general circulation for at least two weeks. Purchases will be authorized by the Vice President and the President and approved by the Board of Trustees.

Selection: Architectural, Engineering, and Land Surveying Services
In the selection of architectural, engineering, and land surveying services, the Director of Facilities and Construction will:

• Request information, which may include a statement of qualifications and performance data, from at least three (3) firms deemed to be qualified to perform the scope of services needed.
• Select a firm based on qualifications, experience with similar projects, experience with the College, and ability to meet the College’s specifications.
• Negotiate a contract with the firm deemed most qualified.

If the Director of Facilities and Construction is unable to negotiate a satisfactory contract with the selected firm, negotiations will be undertaken with the next most qualified firm until an agreement is reached.

Bid Security Guarantee and Insurance Requirements

• Purchases of $25,000 or greater will require a certified check or a bid bond prepared on a form acceptable to the College. Such check or bid bond will be in an amount stated in the bid specifications and in no event shall be less than five (5) percent of the amount of the bid. The check or bid bond will be forfeited to the College in the event a bidder fails or refuses to comply with their bid after an award is made to the bidder.
• Purchases of $25,000 or greater will be accompanied by a performance and payment bond conditioned on the faithful performance of such contract, executed by the bidder and by a solvent surety company approved by the College. The amount of such bond will be at least equal to 100 percent of the contract price as security for the faithful performance of the project.
• Purchases of $25,000 or greater will comply with College insurance requirements and all laws applicable to public works in the State of Missouri.

Document Retention
All documentation related to the procurement of construction services and materials will be retained by the Facilities and Construction Department.

Right to Waive
College Administration and the Board of Trustees reserve the right to waive any defect or technicality and to reject any or all bids.

Content Owner: Administrative Services
Issued: 07/2019

Auxiliary enterprises of the College include the Campus Store and Food Services department. These enterprises shall be self-supporting.

Content Owner: Administrative Services
Revised: 05/2007, 10/2008, 06/2009, 02/2010, 06/2010, 02/2011, 06/2012, 06/2013, 05/2014, 06/2016, 09/2017, 07/2019, 02/2021

Auxiliary Enterprise Defined
The College defines an auxiliary enterprise as one which provides a service to students, faculty, or staff and charges a fee directly related to, but not necessarily equal to, the cost of providing the service. These enterprises support the College's mission and conceptually should be self-supporting. Little or no revenue is obtained from general operating sources. The general public may be served in some auxiliary enterprises. 

Food Services and Catering
The catering office of the Food Services department is the preferred caterer for all campus functions. 

Procurement of Goods and Services for Resale
Auxiliary enterprises are authorized to purchase goods and services for the purpose of providing textbooks, instructional and course related materials, collegiate merchandise, and food related items for resale. The requirements of Article V.03 Procurement of Goods and Services do not apply to Auxiliary Enterprises when goods and services are procured for the purpose of resale. Materials not stipulated for the purposes of resale will be procured in compliance with Article V.03 Procurement of Goods and Services. 

Auxiliary Enterprises Procurement Guidelines and Procedures
Each separate entity of auxiliary enterprises (Bookstore and Food Services) will maintain appropriate guidelines and procurement procedures allowing for their unique departmental function and operation.

Content Owner: Administrative Services
Revision Dates: 05/2007, 10/2008, 06/2009, 02/2010, 06/2010, 02/2011, 06/2012, 06/2013, 05/2014, 06/2016, 09/2017, 07/2019 

Budgeting procedures will be carried out in accordance with the laws of the state and instructions from the Missouri Coordinating Board for Higher Education.

St. Charles Community College will operate on an annual budget from July 1 through June 30. The budget will be prepared annually by College administration and submitted to the Board of Trustees for approval. The Board of Trustees will review the status of the budget periodically during the year. Any amendments to the budget will be approved by the Board.

The annual operating budget shall be prepared according to the following guidelines for the operating reserves:

1. The unrestricted current fund expenditures and transfers shall not exceed the unrestricted current fund revenues, transfers, and expendable reserve balance.
2. The General Fund unrestricted operational reserve shall have as a goal a maximum total sum not to exceed thirty (30) percent and a minimum total sum of not less than twenty (20) percent of the annual General Fund budget.

A strategic investments reserve is hereby established. Upon the recommendation of the College President, the Board of Trustees may designate a portion of the General Fund unrestricted operational reserve in excess of thirty (30) percent of the annual General Fund budget to be placed in a separate reserve for strategic investments.

At the end of a fiscal year, excess revenues received or unspent expenditure budgets may provide the source of funds for the strategic investments reserve. Any expenditure of funds from the strategic investments reserve requires prior approval of the Board of Trustees.

The Vice President of Administrative Services for the College shall provide a financial report to the Board of Trustees on the financial condition of the College at each regularly scheduled Board of Trustees meeting.

Any significant and unexpected negative change in financial conditions will be reported by the College President immediately (within five days) to the Board of Trustees, faculty, and staff.

Content Owner: Administrative Services
Issued: 08/1993
Revised: 02/2001, 12/2019

 

The Board of Trustees shall annually receive and review the list of assets that have reached useful life expectancy and are no longer of any value to the College and shall authorize the disposal and write off of these assets from the College's inventory.

The Board of Trustees shall maintain a blanket bond on all employees to indemnify the College against any loss of money or other property which the College shall sustain by any act or acts committed by College employees, shall maintain property and casualty insurance for the institution, and shall participate in all provisions of the Worker’s Compensation Law for all College employees.

Gift Acceptance

The College welcomes gifts that support the mission, vision, and values of the College. The Foundation is the primary entity through which the College solicits and accepts gifts.

Grants, External Funding, and In-Kind Donations

The College supports the efforts of faculty and staff to develop funding proposals to submit to local, state and federal agencies, private foundations, and other external funding sources. Employees must seek approval in advance of applying for or soliciting funding. Approval is needed for projects obligating the use of institutional resources, including facilities, faculty, students, and staff.

Agents, Sales Representatives, Solicitors

The distribution and sale of commercial products or products of a personal nature by a for-profit or private organization not directly related to or a part of any College operation or program is not permitted. Certain extracurricular commercial activities that receive specific approval from the College President are permitted.

Commercial Solicitations and Distributions

Commercial solicitation by outside individuals or groups is not permitted on campus except in the case of events and activities specifically approved for vendor participation. Distributing materials on parked vehicles is expressly prohibited.

St. Charles Community College shall comply with federal and state laws and guidelines affecting the retention and destruction of records.

The St. Charles Community College Board of Trustees endorses and supports the concept of international education and authorizes the College President to approve study abroad consortiums and new programs according to procedures established by College administration. The Board of Trustees will receive an informational presentation of all new study abroad programs.

Content Owner: Administrative Services
Issued: 02/2020

General Information for Participants
Study Abroad programs will be coordinated by the Office of International Student Services and are open to students in good academic, financial, and disciplinary standing at the College.

Content Owner: Administrative Services
Issued: 02/2020

The St. Charles Community College Board of Trustees authorizes the presence of a police department on campus with Police Officers who may carry firearms at any time, provided they have received appropriate training and obtained peace officer certification by the Director of the Missouri Department of Public Safety.

The College shall comply with the Crime Awareness and Campus Security Act enacted by Congress in 1990 and annually prepare, publish, and distribute policy statements that comply with the letter and spirit of the Act.

Upon certification by the Director of the Missouri Department of Public Safety, College Police Officers who have completed the requirements recognized by the Peace Officers Standard and Training Commission (POST) set forth in Chapter 590 of the Revised Statutes of Missouri will be empowered with the same authority to maintain order, preserve peace and make arrests as is now held by peace officers.

College Police Officers will work closely and establish regular communication with municipal, county, and state police agencies. College Police Officers have the power and authority to detain by arrest as provided for and in accordance with State Statute Section 178.862 and Chapter 590 and, in addition, expel from the public buildings, campuses, and grounds, persons violating the rules and regulations that may be prescribed by the Board of Trustees or others under the authority of the Board of Trustees.

In addition to the powers of arrest authorized by Section 178.862 of the Revised Statutes of Missouri, College Police Officers have the authority to respond to emergency situations outside the boundaries of College property pursuant to Sections 70.815, 70.820 and 70.835 of the Revised Statutes of Missouri. Likewise, Peace and Law Enforcement Officers of other political subdivisions have the authority to respond to emergency situations on property owned, leased, or rented by the College.

Mutual Aid
The College Police Department and the City of Cottleville Police Department will provide mutual aid services including investigation of criminal activity and enforcement of the laws of this state and the City of Cottleville, and to assist each other by the provision of specialized services to their mutual aid in the protection of health, life and property involving emergency incidents and all other situations and requests which arise and require such assistance.

In the event of severe weather conditions or other emergencies, the College President may cancel classes and close the campus for a partial or full day.

Closure Announcements
In the event of inclement weather, the College updates the website and main number of 636-922-8000, sends a text message through the Emergency Alert System, and contacts selected radio and television stations, when the timing of conditions allows, by 5:30 a.m. for day classes and no later than 4:00 p.m. for evening classes (if bad weather develops during the day). The College typically updates the College website and main number prior to contacting radio and television stations, therefore it is recommended to use the College’s website or main number in order to receive information in a more timely manner.

Announcements are made on KMOX Radio (1120 AM), KSDK TV (Channel 5), KMOV TV (Channel 4), and KTVI TV (Channel 2).

 Announcement Types
The standard early-morning announcements that are made regarding classes are:

·         College Closed - This means no classes will be held that day and evening.

·         Snow Schedule - This means that classes with start times on or after the announced opening time will be held and will meet. Classes with start times before the announced opening time are cancelled for the day.

Off-Site Class Meetings
In the case of evening classes held at middle schools and high schools in the area, the SCC classes will not meet if the schools themselves have announced they are closed.

Other Emergency Announcements
Other emergency announcements will be made through the above local media sources.

In order to enhance the security and safety of employees, students, and visitors of St. Charles Community College, as well as its facilities and assets, the College may conduct video surveillance of any portion of its premises at any time, with the specific exception of areas where individuals have a reasonable expectation of privacy, such as private areas of restrooms, showers, and dressing rooms. Video monitoring will be conducted in a professional, confidential, and legal manner.

Information obtained through video surveillance will be used for security, investigative, and safety purposes, and will be released only after authorization by the College President or designee, and in compliance with applicable laws.

Only authorized personnel of the College’s Department of Public Safety will have access to the controls of the surveillance system. The viewing of surveillance video by anyone other than the Department of Public Safety must be authorized by the Vice President for the requesting division and the Vice President for Human Resources or by the College President.

Notification signs will be posted in areas that are monitored to notify individuals of the video surveillance.

Improper use of the College video surveillance system, equipment, recorded images or data, or any other information obtained through these means is prohibited.

Prohibition of Weapons
St. Charles Community College prohibits carrying a handgun, weapon, knife, or other weapon of any kind on the College campus.

Designated Employees
For the enhanced safety of the College, the Board of Trustees has the sole authority to designate an employee as a licensed peace officer or a licensed security officer who may carry weapons while on duty. Any employee designated by the Board of Trustees as a licensed peace officer or licensed security officer must adhere to all Missouri State licensing requirements.

Public Meetings and Personal Vehicles
No person shall carry a weapon (concealed or visible) into a meeting of the Board of Trustees whether or not said meeting is being conducted on the College campus or elsewhere. Nor shall any person carry a weapon (concealed or visible) onto the campus at any time regardless of whether the person is licensed to carry the weapon or not. This prohibition will also apply to vehicles brought on the College campus.

Prohibition Inclusions
The above prohibitions shall apply to students, employees, and members of the public. The prohibitions shall not apply to law enforcement officers or Board approved licensed peace officers or licensed security officers, as described above.

Conceal and Carry Permits
Any person who has a conceal and carry permit or endorsement who is carrying a concealed weapon will be denied entry and ordered to leave the campus or the meeting of the Board of Trustees. All College employees are authorized to deny entry and order persons carrying concealed weapons to leave.

Violation of Policy
College employees and students who violate the provisions of this policy shall be subject to disciplinary action up to and including dismissal.

Public Notice
The College shall post appropriate notice that weapons are prohibited on campus.

The responsible operation of private motorized vehicles is permitted only on College roads and parking lots. Operators of such vehicles are expected to abide by the procedures and guidelines stated within administrative procedures.

The fine for a parking violation is $10, except in the case of a disabled parking violation, which is $50. A citation for a moving violation, including improper or reckless driving, is $20; depending on the severity and the frequency of the offense(s), and the violator may be subject to disciplinary and legal action. Failure to properly display the parking hang tag or window sticker on the registered vehicle is a violation and may result in a $5 citation.

Citations
Within 10 school days, citations must be cleared with the Cashier’s office. A check or money order payable to St. Charles Community College may be sent with a copy of the citation to the Cashier’s office, 4601 Mid Rivers Mall Drive, Cottleville, MO 63376-2865.

Parking
Responsibility for locating a legal parking space rests with the operator of the motor vehicle. Improperly parked vehicles are subject to citation or tow.

Vehicles parked in spaces reserved for other purposes, or spaces not designated for College parking, may be ticketed or towed at the owner’s expense.

Disabled Parking
Students, faculty, and staff with physical disabilities may apply for temporary or permanently disabled status through the Missouri Department of Revenue License Bureau. Only state-issued disabled hang tags and license plates will be recognized.

The operator of the motor vehicle is responsible for observing any markings or designations on any parking spaces. Parking is not allowed in driving lanes or streets. Driving lanes must be kept clear for emergency vehicles. All cars parked in driving lanes will be ticketed or towed at the owner’s expense. Curb-side parking is prohibited unless the curb forms part of a “lined” parking space.

Designated Areas
Colored lines on pavement designate the proper parking areas for the following:

Blue Lines: Disabled Parking Only

Crossed White Lines: Official/College Vehicles

Red Lines: Emergency Vehicles

Vehicle Registration
Students who operate motor vehicles on campus are required to register their vehicle. A vehicle registration form should be completed after payment of tuition and fees. A hang tag will be issued and should be displayed from the inside rear view mirror or on the dashboard, with the numbered and colored side in view from outside of the vehicle. Hang tag colors are chosen each year and there is no significance to the color.

All employees are required to register any motor vehicle that will be driven on campus. A vehicle parking window sticker will be issued and must be properly displayed when the vehicle is parked on campus. Employee stickers should be displayed on the back window on the driver’s side, or on the passenger’s side of the front windshield in a convertible. Window stickers are available from the Department of Public Safety in the Campus Services Building.

Speed Limits and Signs
All drivers must strictly observe posted speed rules and stop signs. Speed limits on College property are limited to 20 miles per hour on College roadways and 15 miles per hour on all driveways and parking lots. Violation of posted speed limits will result in a citation for a moving violation.

Towing
Vehicles parked and left unattended in location that impede traffic or disabled access and those which appear to have been abandoned or are illegally parked will be towed at the owner’s expense. If a vehicle is inoperable, the Department of Public Safety should be contacted to prevent ticketing or towing.

Operation and Compliance
Operation of any vehicle on paths, sidewalks, planted areas or in pedestrian areas is prohibited. Drivers must exercise the highest degree of care on roadways, driveways, and parking lots on College property.

Drivers must obey the instructions of official traffic and parking control signs and devices. Drivers must comply with all lawful orders and directions of police officers, College public safety officers, fire department officials, and other emergency or law enforcement officials.

Responsibility
The College does not assume responsibility for any motor vehicle (or its contents) parked on College property.

Motorist Assistance
For motorist assistance on parking lots and driveways of the campus, contact the Department of Public Safety at 636-922-8545.

Personal items found on campus and for which the owner is unknown should be turned in to the Department of Public Safety.

Claiming Lost Items
In order to claim an item, the owner is required to describe the details of the item as closely as possible.

Unclaimed Items
Unclaimed items are stored in a secure location by the Department of Public Safety until claimed or until the end of the following semester. After being held through the following semester, unclaimed items are donated to a charitable organization.

In order to enhance the security and safety of employees, students, and visitors of St. Charles Community College, as well as its facilities and assets, the College may use metal detectors at security check points for designated public events.  

All students, teachers, employees, and visitors shall comply with established laws and safety practices when participating in or observing certain technical and science laboratory courses of instruction.

Copies of applicable College safety rules must be posted in their appropriate locations.

Safety Device Standards
All safety devices used by teachers, students, and visitors must meet or exceed the standards of the American National Standard Proactive for Occupational and Educational Eye and Face Protection, Z87.1-1968 and subsequent revisions thereof, approved by the American National Standards Institute, Inc.

St. Charles Community College promotes the health and safety of faculty, staff, students, and the community and shall maintain an Emergency Response Plan which shall be implemented in the event of tornado, fire, hazardous materials, earthquake, bomb/explosion, civil disturbance, or public health emergency. It is the policy of the College to follow the Centers for Disease Control (CDC) guidelines for dealing with communicable diseases and blood borne pathogens. 

In the event of an emergency and throughout recovery from an emergency, the Board of Trustees may suspend Board Policies to the extent that any policy conflicts with permanent or temporary state and federal laws enacted, waived, suspended, or amended by the federal government, the Missouri Governor, or state agencies related to the emergency. The Board of Trustees expects the College President to keep the Board informed of any suspended policies. 

Content Owner: Administrative Services
Revised: 02/2008, 10/2008, 06/2020

General
Administrative Procedures may be changed and adjusted as necessary to pursue best practices in the safe delivery of instruction and services to students and a safe environment for employees and the community in the event of an emergency and throughout recovery from an emergency. 

Quick Reference Guide
A Quick Reference Guide to Campus Safety and Emergency Response, developed by the Department of Public Safety, is available to all employees to provide important instructions for emergency situations. Employees are responsible for referring to and following the contents of the Quick Reference Guide. 

COVID-19 Pandemic
Specifically related to the gradual return to normal operations related to the COVID-19 pandemic, the following safety measures are required for employees, students, and members of the community who occupy property which is owned, leased, or operated by St. Charles Community College: 

• All persons who enter buildings must wear a mask or face covering unless unable to do so because of health condition, age, or disability. Masks must be worn properly to cover nose and mouth. Mask type and materials must comply with the Centers for Disease Control (CDC) guidelines.
• Persons who enter buildings may be required to complete a questionnaire and submit to a temperature check and will be turned away if temperature is elevated.
• Centers for Disease Control (CDC) recommendations for social distancing must be followed. CDC Mask Type Guidelines

Communicable Diseases and Blood Borne Pathogens
CHRONIC COMMUNICABLE DISEASES
To provide a safe environment for students, faculty, and staff, students with chronic communicable diseases may attend the College when, through reasonable accommodation, the risk of transmission of the disease and/or the risk of further injury to the student is sufficiently remote in such a setting so as to be outweighed by the detrimental effects resulting from the student's exclusion from the College. 

EDUCATION, PRACTICE, AND ESTABLISHED STANDARDS
Due to the serious consequences of exposure to diseases carried by blood and other bodily fluids (primarily AIDS and Hepatitis B), the College adheres to accepted standards for education, training, prevention, and follow-up related to potential exposures. Although these diseases have potentially fatal effects, the chance of transmission can be greatly reduced by education, careful practice, and following established standards. 

EMPLOYEE EXPOSURE: PROTECTION AND REPORTING
Each department, where there is the possibility of occupational exposure, will inform its employees of potential risk factors, preventive measures, and steps to take if an exposure occurs. These departments are those in which employees are likely to assist with injuries or wounds or to clean up and dispose of results of either bleeding wounds from accidents, cuts, falls, nosebleeds, etc., or from other body fluids. 

All employees who assist an ill or bleeding injured person or who assist with disposal of spills containing blood or other infectious material will follow standard procedures and wear appropriate protective barriers. 

Employees who experience an unprotected exposure to blood or body fluids will follow the procedure of the Exposure Control Plan. All such exposures will be reported to the appropriate supervisor and administrator, and documentation will adhere to standards established in the Exposure Control Plan. 

CONFIDENTIALITY
The College, through its employees, will take all appropriate steps to provide protection from risk while recognizing individual rights, voluntary testing, and confidentiality. 

Emergency Alert Text-Messaging System
The text-messaging Emergency Alert System is used to make announcements in the event of emergencies, warnings, weather-related closings, or campus shut downs. Employees are encouraged to enroll in the Emergency Alert System in order to be notified as soon as possible when an emergency, warning, weather-related closing, or campus shut down occurs. Enrollment and other information can accessed with the following link: Emergency Alert System. 

Phone System Emergency
In the event of an emergency in which the College phone system is inoperative, one analog telephone is located in each campus building. The analog telephones can be used for local calls only and may be reached using the following phone numbers:

Content Owner: Administrative Services
Issued: 08/1993
Revised: 06/2001, 02/2008, 10/2008, 06/2020

Computers, networks, and electronic information systems, and the data they provide are essential college operational resources. The College grants shared access to these resources. These resources must be used and managed responsibly to ensure their integrity, security, and availability for appropriate educational and business activities. All users must adhere to approved procedures administered by the Information Technology Department. 

Acceptable Use
This term consists of these related concepts:

•Information/data and systems may only be used by authorized individuals to accomplish tasks related to their jobs. Use of the information and systems for personal gain, personal business, or for any activity which violates a law is prohibited.

•Information not classified as public must be protected, and must not be disclosed without authorization. Unauthorized access, manipulation, disclosure, or secondary release of such information constitutes a security breach, and may be grounds for disciplinary action.

Authentication
Proving that devices or persons are who they say they are. The most common form of authentication is a user-id and password. The computer or electronic device must be capable of providing authentication.

Authorized User
Individual or entity permitted to make use of College computer or network resources. Authorized users include students, staff, faculty, alumni, sponsored affiliates, and other individuals who have an association with the College that grants them access to college IT resources.

College Electronic Data
Digital information that was created by or for the College or for which the College has a custodial responsibility.

Data Custodian
Representatives of the College who are assigned responsibility to serve as stewards of College data. They are responsible for developing procedures for creating, maintaining, and using college data, in compliance with applicable policies, procedures, and laws.

Data Owner
The principal supervisor responsible for ensuring proper management of the data over its lifetime.

Information Technology Resources
Facilities, technologies, and information resources used for information processing, transfer, storage, and communications. Examples include but not limited to computer labs, classroom technologies, computing and electronic communications devices and services, such as modems, e-mail, networks, telephones, voice mail, fax transmissions, video, multimedia, instructional materials.

Restricted Data
Data that does not fall within the definition of "public" data as defined by the Family Educational Rights and Privacy Act (FERPA) or College policies.

Security Incident
Intentional or accidental occurrence affecting information or related technology in which there is a potential loss of data confidentiality or integrity, or disruption of service.

Security Log
Events captured by the operating system or other software that are outside of established parameters. Examples include, but are not limited to, multiple log-on attempts within a short time period or attempted access of a protected file.

Security Measures
Processes, software, and hardware used by system and network administrators to ensure the confidentiality, integrity, and availability of the IT resources and data owned by the College and its authorized users. Security measures may include reviewing files for potential or actual policy violations and investigating security-related issues.

Authorized senders
College employees who may send a broadcast e-mail to students or approve a large target group. This would include the College President, Vice Presidents, Deans, Directors, the Student Activities Coordinator, or any of their designees.

Broadcast e-mail
An e-mail sent to all students. This would include a regularly published electronic newsletter compiled and sent by the Marketing and Communications (MAC) Department, as well as separate broadcast e-mails such as urgent notifications.

Content creator
Anyone who creates a broadcast or targeted e-mail. Content creators can initiate and create e-mails but may not necessarily send them.

Institutional Messages
Those messages that would appear to the recipient as having come from the college as an entity, rather than from an individual sender. Some examples are:

The broadcast Electronic NewsletterAcademic program and course information and announcements.

• Notices and deadlines related to registration, financial aid, library, academic counseling, bookstore, child center, and other campus services.

• Student organization activities and events.

• “People in the news” and campus highlights.

• Cultural arts events and other calendar items.

• Policies and procedures of the college.

• Notification of campus network outages and other computer-related matters.

• Emergency notices and urgent messages, including class/event cancellations, weather advisories, and health and safety alerts.

Authorized senders
College employees who may send a broadcast e-mail to students or approve a large target group. This would include the College President, Vice Presidents, Deans, Directors, the Student Activities Coordinator, or any of their designees.

Broadcast e-mail
An e-mail sent to all students. This would include a regularly published electronic newsletter compiled and sent by the Marketing and Communications (MAC) Department, as well as separate broadcast e-mails such as urgent notifications.

Moderator

Designated person who reviews e-mails generated by content creators if there is a question regarding content.

Targeted broadcast e-mail
An e-mail with a message intended for a target student group; for instance, students who have missed a tuition payment deadline.

Target group
A subset of students who have stchas.edu e-mail addresses designated to receive a targeted e-mail. Group lists will be created by the IT Department from addresses or criteria provided by an authorized sender or designee (excluding class rosters). A list of 40 or more recipients requires the approval of an authorized sender.

Designated person who reviews e-mails generated by content creators if there is a question regarding content.

Rights and Responsibilities - The Computer User

Access is granted to information technology (IT) resources in order to facilitate academic and administrative job activities. Those using IT resources agree to abide by federal and state laws, and college policies and procedures, including those related to harassment, plagiarism, commercial use, security, unethical conduct, theft, copyright and licensing infringement, unlawful intrusions, data privacy, and accessing pornography.

Users are responsible for:reviewing, understanding, and complying with all policies and procedures related to access, acceptable use, and security of information technology resources;
asking systems administrators or data custodians for clarification on access and acceptable use issues not specifically addressed in policies and procedures; and
immediately reporting possible policy violations to one of the following people:
Director of Network Computing
Director of Administrative Computing
Assistant Vice President Technology and Online Learning
V.P. for Human Resources

When guests are granted access to IT resources they must abide by these policies and procedures.

Liability for Personal Communications

Computer users are responsible for the content of their personal communications. The College accepts no responsibility or liability for personal or unauthorized use of its resources by users.

Privacy and Security Awareness

Users should be aware that although the College takes reasonable security measures to protect the security of its computing resources and accounts assigned to individuals, the College does not guarantee absolute security and privacy. Users should follow the appropriate security procedures listed in this document to assist in keeping systems and accounts secure.

The College assigns responsibility for protecting its resources and data to systems administrators and data custodians, who treat the contents of individually-assigned accounts and personal communications as private, and do not examine or disclose the contents except: as required for system maintenance including security measures; when there exists reason to believe an individual is violating the law or college policy.

Consequences of Violations

If, in the course of an investigation, it appears necessary to protect the integrity, security, or continued operation of its computers and networks, or to protect itself from liability, the College may temporarily deny access to its IT resources. Inappropriate use of IT resources may result in disciplinary action and contact of applicable law enforcement agencies.

Privacy Policy – Text Communications

By opting in to receive text communications from St. Charles Community College, users acknowledge and agree to the terms outlined in this policy regarding the non-sharing of text opt-in data with third-party affiliates.

Data Collection and Purpose: We collect text opt-in data solely for the purpose of delivering relevant and valuable communications to our users. This includes but is not limited to notifications, updates, promotions, and other pertinent information related to student services.

Consent: We only communicate with individuals via text message who have explicitly opted in to receive such communications. This opt-in process requires clear consent from the user, indicating their willingness to receive text messages from us.

Non-Sharing Clause: We do not, under any circumstances, share text opt-in data with third-party affiliates. This includes but is not limited to personal information such as phone numbers, names, or any other data collected during the opt-in process.

Legal Compliance: We adhere to all applicable laws and regulations governing data privacy and protection, including but not limited to the General Data Protection Regulation (GDPR) and the Federal Educational Rights and Privacy Act (FERPA) among others.

User Rights: Users who have opted in to receive text communications have the right to access, update, or delete their information at any time. They also have the right to unsubscribe from text messages, and we provide clear instructions on how to do so in every communication.

Rights and Responsibilities of the College

The College owns all official college data that resides on its systems and networks, and is responsible for taking necessary measures to ensure the security of its systems, data, and users’ accounts. The College does not seek out personal misuse. However, when it becomes aware of violations, either through routine system administration activities or from a complaint, the College investigates as appropriate, and takes necessary actions to protect resources and to provide information relevant to an investigation. Access to individual computer content requires approval of the College President or designee.

Using the College's Computing Resources and Information/Data

Login IDs are a unique combination of username and password granted to individuals for their use only. Whenever there is reason to believe that a login ID has been compromised, a System/Network Administrator should be contacted immediately.

All users must log out or lock PC before leaving the area.

Hard copy data obtained from the student information and administrative systems must be carefully protected, especially those which contain restricted data. Provisions must be made for secure disposal by shredding.

Users may access only accounts, files, and data that are publicly available or to which they have been given authorized access. It is the responsibility of all users to secure information that is in their possession.

The administrative data center and network wire closets are restricted to authorized personnel.

Use of the College’s network resources is subject to the Acceptable Use Policy of our Internet provider, MoreNET. It can be found at the following URL:http://www.more.net/content/service-policies.

Distributing Information and Maintaining Confidentiality of Restricted Data

Data owners are responsible for determining what information is appropriate for distribution, the audience for distribution, and the methods and timing of distribution.

Data owners must ensure that the information distributed is in compliance with any regulatory requirements as defined in the Family Educational Rights and Privacy Act (FERPA) and College Board Policies and Procedures.

The distribution methods or non-system data storage (i.e., paper, or any portable data storage device) must provide adequate security over the information contained on the particular media.

Data owners must ensure that all individuals with access to information are aware of the confidential nature of the information and the disclosure limitations that apply. Unauthorized release of restricted information may result in disciplinary action up to and including dismissal from the College.Examples of restricted data include:

Social security number
Home phone number
Home address
Health information
Academic Records
Location of assets
Anonymous donors
Gender
Ethnicity
Citizenship
Citizen visa code
Veteran and disability status
Library patron usage history
Credit card numbers
Protected vendor documentation

Password Protection

Password protection applies to all electronic devices and systems connected to the College network including computers, network switches and routers, personal digital assistant devices, laptop computers, and password authenticated software.

Passwords are used on the College’s devices and systems to facilitate authentication. The security of information is highly dependent upon the confidentiality and characteristics of passwords. Compromised passwords can result in loss of data, denial of service for other users, or attacks directed at other Internet users from a compromised machine. Compromised passwords can also result in the inappropriate disclosure of private data.

Password Guidelines

A password must be used for all devices and software requiring authentication.  Passwords must be periodically changed as required by each system.

Use of Software and Hardware

College e-mail, computers, and networks may be used only for legal, authorized purposes. Occasional, brief personal use is permitted. Unauthorized or illegal uses include but are not limited to:

• Use that violates any federal or state law

• Unauthorized access to files or computer resources (including remote computer systems)

• Copying, revising, damaging, removing, or distributing programs or data, or any other user’s programs or data without the express permission of the owner

• Activities that disrupt normal computer/network use and services including, but not limited to:Propagation of computer viruses

• Sending chain letters or unauthorized mass e-mails

• Unnecessary printing or other network traffic

• Damaging or altering college computer equipment or supplies;

• Use that is harmful or harassing to other users;

• Introduction of any unacceptable information onto the administrative or academic systems and applications. Unacceptable types of information include:Information that infringes on the rights of others

• Information that is abusive, profane, or sexually offensive

• Information that may injure another or lead to a lawsuit; such as pirated software, destructive software (including computer viruses), pornography, libelous statements, unauthorized copies of licensed software, or copyrighted media files

• Advertisements for commercial enterprises.

• Software programs not approved by a director of IT.

• Use of college computing resources for personal or monetary gain;

• Access to the College’s network resources via any unauthorized device;

• Violation of regulations as stipulated in the Family Educational Rights and Privacy Act (FERPA) and College Board Policies and Procedures.

Software must only be installed by authorized IT staff.

Reporting of Security Incidents

Any incidents of concern, including but not limited to the following examples, should be reported immediately to the IT Department:

• An electronic device containing college information is lost or stolen.

• An employee uses access to restricted data for reasons unrelated to the job.

• A secure area that houses network devices is left unattended and unlocked.

• Network security is breached by a virus or unauthorized user.

Network Bandwidth Management

To preserve Internet access and campus network capacity for core mission applications, the IT Department will manage the data network bandwidth (a limited amount that is purchased yearly) and prevent any one application from monopolizing this limited and valuable resource.

The College’s bandwidth resources will be apportioned according to need, and greater consideration will be given to those applications which are considered at the core of the College’s mission. The IT Department will approve any rate limits.

Wireless Network Infrastructure

All wireless network infrastructure located on the campus must be approved and managed by the College’s IT Department.

The wireless network infrastructure is intended to compliment the wired infrastructure. Where possible, the use of a wired connection is preferred because it is faster, and it does not compete with wireless users for bandwidth.

The College’s wireless network utilizes the 2.4GHz and the 5.8 GHz radio frequency spectrum. The College reserves the right to disconnect or remove any device that interferes with the wireless infrastructure.

Privately-Owned Computer Usage

Privately-owned computers are those devices which are neither owned by the college, nor administered by the IT staff. The use of these computers is allowed to the extent that the following criteria are met:

• Must not be used to store or access legally-protected data

• Use established and documented methods to connect to the College’s network

• Connection to the College’s network is only by way of designated points, those points being either a college-maintained wireless access point or a pre-arranged wired network jack

• They contain an up-to-date anti-virus solution and the highest level of operating system patches available

Secure Data Deletion Computer Preparation for Disposal/Transfer

The department or individual directly responsible for restricted data on a college computer or other electronic device is required to ensure that any restricted information on that device is securely removed before sale or transfer. Examples of such sales and transfers are: transfer to another department; public sale; donation; or scrapping. Such computers must be electronically cleared using a secure data deletion program or the physical media must be destroyed. Tapes, CDs, cartridges and other storage and backup media containing non-public information must also be securely deleted or destroyed before disposal or transfer.

Since it is possible that even systems not perceived as containing important information can have remnants from previous activity, it is recommended that all systems and media being transferred to another department or another type of use be electronically cleared. IT staff will provide assistance.

In addition to the departmental staff who are responsible for non-public data on electronic systems, staff involved in any transfers of equipment through sales, recycling, donations, or scrapping must be certain that data and licensed software has been removed.

In advance of desstruction of records refer to Article VI.11 Document Retention and Destruction.

 Guidelines for Student E-mail Use

• E-communication to students should be clear, concise, accurate, and reflect positively on the college. To ensure the quality and appropriateness of the message, the Marketing and Communications (MAC) Department will review and approve all broadcast and targeted e-mails before they are sent to students.

• Any e-mail that is sent to two or more students is required to have the recipients’ email addresses entered in the “BCC:” section only, to protect the addresses from being viewed by other recipients.

• It is recommended that faculty use the course management system (WebCT) as their primary means of e-communication with students enrolled in their classes.

Procedure for Sending Broadcast E-mails

Step 1: Content creator writes e-mail message. Some departments may require supervisor approval before further distribution.

Step 2: If there is a question concerning content, the message should be sent to a moderator for review.

Step 3: Content creator sends message to MAC Department for review and either (a) inclusion in Electronic Newsletter, (b) immediate distribution by MAC Dept., or, (c) return of proposed e-mail to content creator, who will send or forward for distribution.

Step 4: MAC will automatically be copied on all broadcast e-mails that are sent.
 
Exceptions
Authorized senders of broadcast e-mails may send e-mails without consulting with the MAC department in the following instances:

If the message was prepared in advance using a template format that was pre-approved by MAC.
In an emergency situation or an urgent announcement (such as a cancelled event).
 
Authorized Senders
All Vice Presidents, Deans, and Directors
Student Activities Coordinator
College President
 
Recommended Use of Broadcast Electronic Newsletter

The Marketing and Communications (MAC) Department will be responsible for sending a regular broadcast e-mail in the form of a student e-newsletter. The e-newsletter is the primary means of communicating news and events to students. This will preserve space in student e-mail accounts and prevent the possibility of the College e-communications being viewed by students as “spam.” Items for the newsletter should be submitted to the MAC Department for inclusion.

Procedure for Sending Targeted Broadcast E-mails

Step 1: Anyone wishing to create a targeted e-mail group must first submit a Target Group Request form to the IT Department.

Step 2: Content creator writes e-mail. Some departments may require supervisor approval before further distribution.

Step 3: If there is a question concerning content, the message should be sent to a moderator for review.

Step 4: If sending to a group of more than 40 recipients, content creator sends e-mail message to the MAC Department for review.

Step 5: If the message was sent for review, MAC Department returns the message.

Step 6: Content creator will send the e-mail message or forward for distribution.

Step 7: MAC will automatically be copied on all targeted broadcast e-mails that are sent. E-mails sent by faculty members to students enrolled in their classes do not fall under “targeted broadcast e-mails” category.

Inappropriate Use of Student E-mail

Examples of inappropriate computer include, but are not limited to:The creation and exchange of messages that are offensive, harassing, obscene, or threatening.

• The exchange of confidential information to persons without a need to know.

• The creation or exchange of advertisements, solicitations, chain letters, or other spam.

• The use of e-mail for commercial purposes.

• The creation, storage, or exchange of information in violation of copyright laws.

• Reading or sending messages from another person’s account without authorization.

• Intentional distribution of computer viruses.