Faculty Handbook Full-Time and Adjunct Office of Academic Affairs 115 South Street Middletown, NY 10940 www.sunyorange.edu Acknowledgement The Ad Hoc Faculty Handbook Committee, charged with the task of updating the Faculty Handbook after a sixteen-year hiatus, was confronted with a formidable challenge. This updated version represents months of arduous work on their part and reflects the results of a successful team effort to produce a document which will serve as an important resource for SUNY Orange faculty. Their contribution is gratefully acknowledged. Ad hoc Faculty Handbook Committee: Membership: Pat Slesinski, Faculty Association Representative, Chair Sue Deer, Associate Vice President of Heath Professions Melody Festa, Associate Vice President of Business, Math, Science and Technology Linda Gramm, Academic Services Representative Steve Harpst, Director of Student Life Amy Hillick, Learning Resource Center Representative Eileen Lux, Human Resources Representative Barbara Lyons, Assistant to the Vice President for Academic Affairs Bob Misiak, Staff and Chairs Association Representative Gary Pavek, Associate Vice President for Liberal Arts Buzz Solomon, Adjunct Faculty Representative Irma Martine, Typist, Office of Vice President for Academic Affairs Irene Spaulding, Senior Secretary, Office of Vice President for Academic Affairs DISCLAIMER The Faculty Contract and the College Catalog take precedence over the creation of the Faculty Handbook. Faculty is advised to refer to their contract regarding conditions of employment. TABLE OF CONTENTS Page 1 - The College Greeting from President 6 Brief History and Overview of the College 7 College Mission, Vision and Values 8 2 - Governance and Administration Board of Trustees and General Responsibilities 9 Orange County Legislature's Roles 9 Chief Administrative Officers Roles and Responsibilities 10 Governance Constitution and Structure 12 Governance Committees 18 Collective Bargaining Agents 23 Educational Foundation 23 OCCC Associations, Inc. 23 3 - Academic Policies and Procedures - Full, Part-Time Day/Evening Faculty Introduction 24 Absence of Faculty 24 Academic Dishonesty 24 Academic Freedom 25 Academic Policies 25 Alternative Promotion Credit 25 Appointment as Adjunct Faculty 25 Commencement Exercises 26 Faculty Mentoring Program 26 Orientation and Mentorship 26 Promotion, Retention and Tenure 26 Responsibility of Faculty Members 27 Social and Professional Functions for Adjuncts 27 Vacancies-Filling of 27 4 - Instructional Policies Admissions Policy 28 Attendance 28 Class Breaks 28 Campus/Classroom Security and Order 28 Course Syllabus 28 Department Meetings/Academic Meetings 30 Distance Learning 30 Examinations and Other Performance Measures 31 Extra Session of Classes 31 Faculty Advisor Programs 31 Faculty Meeting and Workshops 31 Grades/Grade Reports 32 Inclement Weather 33 Office Hours 34 Pre-Enrollment Immunization Requirements for Students 34 Refund Policy 35 Roll Books 35 Student Attendance 35 Student Code of Conduct 35 Student Records (FERPA) 36 Student Withdrawal Procedure 36 Teaching Loads 37 Travel/Field Trip Policy 37 5 - College Services - Full & Part-time Faculty Access to Facilities 38 Bookstore 38 Central Scheduling 38 Faculty Mailboxes 39 Information Technology 39 Instructional Technology 39 Computer Lab Hours 39 Duplicating Services 39 E-Mail 39 Smart Classrooms 39 Telephone 40 Voice Mail 40 Web Page 40 Work Order (Maintenance Requests) 40 Learning Resource Center 40 Parking 41 6 - College Services - Students Advising, Assessment and Counseling Center 42 Academic Advising 42 Assessment 42 Counseling 42 Personal/Social Counseling 43 Transfer Counseling 43 Veterans Affairs 43 Workshops/Classes/Programs 43 Bookstore 43 Disability Services 43 E-Mail 43 Learning Assistance Services 43 Tutorial Program 44 Developmental Education Program 44 Learning Resource Center 44 New Student Orientation 44 7 - Human Resources Alcohol and Other Drugs Policy 46 Affirmative Action Policy/Equal Opportunity 47 Family Medical Leave Act 47 Grievance Procedure 48 Merit Awards 48 Sexual Harassment Policy 48 Benefits/AFLAC 49 Bereavement Leave 50 Credit Union 50 Dental and Vision 50 Employee Assistance Program 50 Flex Spending Plan 51 Health Insurance 51 Jury Duty 51 Leave of Absence 52 Long Term Disability 52 Payment Schedule 52 Personal Leave 52 Religious Holidays 53 Retirement 53 Sabbatical Leave 53 Sick Leave 54 Tuition Remission 54 Tuition Waiver 54 Workman's Compensation 54 8 -Extension Centers Brief Description 55 Satellite Locations 55 9 - Continuing and Professional Education (CAPE) Mission Statement 56 Center for Business Solutions and Professional Development 56 Community Enrichment 56 Driving Programs/Alcohol Education 56 English-As-A-Second-Language 56 Institute for Non-Profit Leadership and Management 57 Workforce Development Education 57 10 - Supplementary Information Advertising/Publications and Media Relations 58 Medical Emergency Procedures 58 Rules and Regulations for Maintenance of Public Order 59 Smoking Regulations 61 APPENDIX - Forms Directory Map Organizational Charts Policies Greetings: This Faculty Handbook includes updated as well as new policies which were approved by the Board of Trustees at their November, 2004 meeting. The purpose of the Handbook is to gather, in one document, those policies that are of particular interest to full-time and adjunct faculty, arranged in a readily accessible format. The full text of policies and administrative procedures are available on the College website. Copies are also available in the Learning Resource Center and in all academic departments within the College. The Handbook will be updated as necessary through the Academic Affairs Office with assistance by the Office of Human Resources. William Richards President CHAPTER 1: ORANGE COUNTY COMMUNITY COLLEGE * Orange County Community College History and Overview Orange County, located in the mid-Hudson region, is one of the fastest-growing counties in New York State. Orange County Community College has touched the lives of countless numbers of the county's 337,000 residents through its credit programs, non-credit programming and cultural events. As the needs of the community grow, the college will continue to play a significant role in the county's endeavor to face the challenges and to profit from the opportunities that await it. Orange County Community College was founded in 1950 as the first county-sponsored community college in the State University of New York system. Classes were originally opened to 160 students in the carriage house of a donated Middletown estate. Classes were offered in the estate mansion, Morrison Hall, in 1951. The college currently consists of 14 buildings on a 37-acre campus in Middletown and an Extension Center in the Key Bank Building in Newburgh. Credit and non-credit courses are also offered in Monroe-Woodbury High School, Port Jervis High School and Warwick High School. The college has earned its reputation as a pioneer and innovator in meeting the needs of its students and the area it primarily serves. Orange County Community College was the first two-year college in the nation to offer the associate degree nursing program and studies in electron microscopy; and in 1982, the college was the first community college to plan and co-sponsor a business institute with local chambers of commerce. Accredited by Middle States Commission on Higher Education, academic credits can be earned through full or part-time study in the day, evening, or both. The college offers three degrees-the Associate in Arts, Associate in Science, and Associate in Applied Science. The college also offers extensive technical programs in career fields (with transfer options) and one-year certificates. Public and private four-year colleges actively seek our graduates for transfer into baccalaureate programs as third-year students. In cooperation with other educational agencies, the college also presents programs for academically gifted high school seniors, for business and professional people, and by special arrangement with nearby universities for graduate students. More than 420,000 people have enrolled in a wide range of credit and non-credit classes at the Middletown campus, the Newburgh Extension Center and satellite locations across Orange County. Consistent with its mission to meet the higher education needs of students, the college is noted for its close student-faculty relationships and emphasis on advising and counseling. The Office of Advising, Assessment, and Counseling makes its full range of services available to all full and part-time students at no cost. In addition to offering formal instruction to students in both the day and evening, the college engages in a variety of other activities. It sponsors a series of lectures and artistic performances for the students, staff and faculty to which the public is invited. * The Campus Orange County Community College is located on beautiful and picturesque grounds landscaped with trees and flowers indigenous to the region. Many paths and walks crisscross the 37-acre former estate. The campus originally consisted of two buildings. The mansion, called Morrison Hall in honor of its donors, now houses administrative and faculty offices. A magnificent example of turn-of-the-century craftsmanship, Morrison Hall contains beautiful woodcarving, mosaic work, stenciling, ornate marble fireplaces, and a large stained glass window designed by Louis Tiffany. Horton Hall, the former carriage house, now provides instructional space for chemistry and geology. Another eight buildings have been added over the years to complete the campus. Hudson Hall, Harriman Hall, and the Bio-Medical Technology buildings contain classrooms, lecture halls, laboratories, and faculty offices. The Sarah Wells building houses faculty offices and child care services. Orange Hall contains a well-equipped theater as well as rehearsal rooms and performance space. The Learning Resource Center houses a collection of over 95,000 items in a variety of formats and can comfortably accommodate 700 patrons. The George F. Shepard Student Center (formerly known as the College Commons) houses a cafeteria and dining room which seats 750 people; the college bookstore; the advising and counseling center offices; the offices of financial aid and job placement; the offices of admissions, registration and records, bursar, and health services; student lounges and offices; the student activities office; student success center, and the office of the Vice President for Student Development. The physical education facility contains six handball courts, a swimming pool, the main gymnasium (capacity 3,000), human performance lab, three classrooms, and an exercise room. Adjacent to the building are soccer and softball fields and tennis courts. Fifty general classrooms and lecture halls are available for instruction. Laboratories include 7 in biology, 3 each in chemistry and physics, 3 in medical laboratory technology, 3 each in electrical technology and architectural drafting, and laboratories for dental hygiene, occupational therapy assistant, physical therapist assistant, electron microscopy, nursing, criminal justice, radiological technology, and instrumentation and computation. Art, music, theater, and office technology each have well-equipped instructional space. The learning resources center, writing and reading laboratories, geology lab, greenhouse, instructional media center, word-processing lab, and mini and microcomputer facilities in physical sciences and computer information systems complete the range of instructional space. * MISSION We are a community of learners dedicated to reaching out to all citizens of Orange County to enrich their lives through the highest-quality education possible. Intellectual rigor, personal commitment and enhanced citizenship distinguish a SUNY Orange education which will enhance students' economic opportunities, deepen their appreciation of culture and of their place in history while broadening their sense of responsibility in a democratic society. * VISION We will be the best college in the SUNY System, the college of choice for all Orange County citizens. We welcome all as individuals, ensure academic and intellectual challenge, and mentor all in a caring, supportive environment. Students will remember the College as one of their most richly rewarding experiences, the compass that guides their continued development. We consistently renew our promise to be a most rigorous and caring academic institution, to provide visionary leadership, and to create a symphony of opportunity for personal and professional growth. We aspire to be the most efficient in shepherding public resources and to be a strategic force in enhancing the quality of life in Orange County and beyond. * VALUES As community college educators our professional lives are informed by shared values of mutual respect, integrity in the rigorous and honest pursuit of academic inquiry, and a commitment to the highest standards of excellence in all we do. We further value a spirited dedication to service, a celebration of culturally rich campus environs, and the gathering to our community of the most varied mixture of maturity, ethnicity, and patterns of thought, language and spirituality. Our sense of ethical and democratic responsibility bonds us to one another. All those who come here will experience at SUNY Orange a sense of belonging to a special community of learners and will speak with pride of our openness and inspiration in the creation of the strongest sense of local and global community. CHAPTER 2. GOVERNANCE AND ADMINISTRATION * BOARD OF TRUSTEES Selection The ten-member community college Board of Trustees has five members appointed by the sponsor's legislative body, four by the Governor of the State of New York and one student trustee with voting rights who is elected by the College's student government for one year. Appointed trustees must be Orange County residents and serve for seven years with terms expiring in rotation, except that initial appointments may be made for terms of one to seven years respectively. Duties In general, the Board of Trustees sets College policy - e.g., tuition, governance system by-laws, etc.: * Approves the budget * Appoints the President * Approves presidential appointments * Approves proposed new curricula and courses (final approval of curricula is granted by the Trustees of SUNY). * Members of the Board of Trustees Roberta Glinton, Chair Roberto Calderin Joan H. Wolfe, Vice Chair Herbert Gareiss, Jr. Brutus W. Hodge, Secretary Donald W. Mirro Dr. Arthur C. Anthonisen Margaret Murphy Jenna Boyce, Student Trustee * ORANGE COUNTY LEGISLATURE Role of the County Executive and the County Legislature The County Executive is elected by the people to a four-year term of office. The Board of Supervisors (consisting largely of town supervisors) was abolished at the end of 1969 and replaced by a 21-member legislature. Several members of the County Legislature serve on the Education and Economic Development Committee. The County Executive appoints representatives to act as the "employer" at collective bargaining negotiations with the Faculty Association and the Staff and Chairmen's Association. The County's role is largely one of providing financial support and legal services. Authority to determine educational policies has been delegated by both the State and County to the SUNY Orange Board of Trustees. * Chief Administrative Officers Roles and Responsibilities President The President of Orange County Community College is responsible for overall operation of the College including: * Implementing all College policy. * Meeting monthly with the Board of Trustees and is directly responsible to them. * Working with the Education and Economic Development Committee of the County Legislature. * Acting as a liaison with the SUNY System Chancellor, Vice-Chancellor for Community Colleges and the Provost and Vice Chancellor for Academic Programs. Vice President for Academic Affairs The Vice President for Academic Affairs is responsible for providing leadership for the College's Academic Programs and its faculty; supervising the administration of all academic departments and support services; overseeing the development of new curricula and instructional strategies; and employing and evaluating all faculty and academic staff. * Reports directly to the President of the College; serves on the President's Cabinet; and undertakes tasks as may be assigned by the President. * Supervises the following: Associate Vice Presidents, Director of Learning Resources, CAPE, Extension Centers, Honors Program, Learning Assistance Services, Academic Affairs Support Staff, Instructional Technology Services and Assessment. * Oversees the planning, development, and implementation of goals and objectives for academic programs and academic support services. Vice President for Administration The Vice President for Administration is responsible for all administrative aspects of the College's financial affairs, Civil Service support personnel, construction and maintenance of facilities and equipment; oversees the formulation of financial policies and planning and maintains overall coordination of the day-to-day business activities of the College. * Reports directly to the President of the College; serves on the President's Cabinet; and undertakes tasks as may be assigned by the President. * Responsible for the preparation of annual budget, financial reports and the expenditure of all funds. * Supervises the development and operation of an accounting system for annual operating and capital equipment funds. Vice President for Student Development The Vice President for Student Development coordinates and provides leadership for all functions within the Departments of Admissions, Financial Aid, Advising, Assessment and Counseling, Job Placement, Student Activities and serves on the Board of Directors of Orange County Community College Association * Reports directly to the President of the College; serves on the President's Cabinet; and undertakes tasks as may be assigned by the President. * Supervises the Office of Student Development (OSD) including the preparation, implementation and monitoring of the OSD budget. * Responsible for developing a comprehensive student marketing/recruitment and enrollment management program in conjunction with the Vice President for Academic Affairs and Vice President for Institutional Advancement. Vice President for Institutional Advancement The Vice President for Institutional Advancement is responsible for advancing the understanding and support of the College among prospective students, alumni, parents, friends, corporations, foundations, government agencies and the general public; oversees marketing, development, public relations, communications, college relations, government relations, publications, and special events; manages capital campaigns, annual giving, planned giving programs, and major gift solicitation; and develops and implements marketing plans. * Reports directly to the President of the College; serves on the President's Cabinet; and undertakes tasks as may be assigned by the President. * Administers comprehensive marketing strategies to attract and retain full and part-time students. * Acts as the College's media spokesperson; assists in the preparation of College presentations to a variety of stakeholders, and serves as College representation to community based organizations. Associate Vice Presidents The Associate Vice Presidents report to the Vice President for Academic Affairs and are responsible for leadership, planning, budgeting, and program development and renewal for three academic divisions. The Associate Vice Presidents oversee all day-to-day academic, administrative, and personnel matters of the academic departments. Responsibilities include the following: * Serves on President's Cabinet and the Academic Affairs Leadership Team. * Assists in the implementation of the Academic Master Plan and provides vision and leadership curriculum/program design, delivery and pedagogy. * Oversees the recruitment and selection of new full-time and adjunct faculty. * All other duties as assigned by the Vice President for Academic Affairs. Academic Divisions - Three academic divisions house nineteen departments that deliver credit programming. The divisions and departments are listed below. The Department Chairs report to the Associate Vice Presidents of their respective academic division and are responsible for day-to-day operations of the department including: * Planning and preparing course schedules and assigning staffing at designated college sites (e.g., main campus, extension centers), modalities (e.g., traditional, online), and times (e.g. day and evening. * Supervising classrooms, equipment, laboratories, and support services, including inventory and replacement; establishes and coordinates departmental committees and task forces; conducts regular and special department meetings. * Coordinates the preparation and presentation of new courses and curricula; oversees changes in current courses, prerequisites, catalog descriptions, titles, credits, and text requisitions. Allied Health Division - The Division contains the following departments: * Dental Hygiene * Nursing Nursing * Diagnostic Imaging * Occupational Therapy Assistant * Laboratory Technology * Physical Therapy Assistant/Massage Therapy Assistant * Movement Science Business, Math, Science and Technology Division - The Division contains the following departments: * Accounting/Office Technologies * Business Management Nursing * Applied Technology (CIS, EET, IT) * Math/Computer Science * Biology * Science and Engineering Liberal Arts Division - The Division contains the following departments: * Arts and Communication * Criminal Justice Nursing * Education * Social Sciences * English and Foreign Languages * COLLEGE GOVERNANCE SYSTEM (Revised May 2004) (revision/amendment dates noted in italics) Purpose: The faculty, staff, administration, and Board of Trustees of Orange County Community College believe that the institution will best achieve its declared mission and goals when the college community draws upon its knowledge, collective experience, and creative powers in an on-going cooperative effort to develop college policies and programs. The College Governance System serves as the instrument through which the college's responsibility to its students may be mutually shared and fulfilled. College Governance System Definitions: Assembly: the principal agency through which the faculty, staff and administration participate in the governance of Orange County Community College. Executive Committee: The prime organizing unit of the College Governance System. Standing Committees: Committees with long-term duties and responsibilities. Ad-Hoc Committees: Committees with short-term duties and responsibilities established by the Executive Committee for a specific purpose. Article I. Name The name of this organization shall be the COLLEGE GOVERNANCE SYSTEM of Orange County Community College. Article II. Objectives The objective of this organization shall be to: A. Recommend policies and procedures and offer advisory opinions to the President of the College concerning academic policies and standards, curriculum, staff development, planning, institutional research, student affairs, and recruitment and retention in accordance with the regulations of the State University of New York and the Board of Trustees of the college. B. Initiate any action that would enhance the professional interests of the members of this organization and the general welfare of the college in accordance with the policies and regulations of the Board of Trustees of the college. C. Provide a forum to ensure the opportunity for the exchange of ideas among members of the organization. Article III. Membership The ASSEMBLY shall consist of the College President and the full-time members of the academic, professional, and administrative staff. Article IV. The Right to Vote The right to vote at Assembly meetings shall extend to the academic, professional, and administrative staff of the college who holds full-time positions and such other members as may be elected by the ASSEMBLY. Article V. Presiding Officer The presiding officer at all meetings of the ASSEMBLY shall be the President of the College Governance System or in his/her absence, the Vice President of the College Governance System. Article VI. Assembly Meetings The COLLEGE ASSEMBLY shall meet monthly or as needed during the academic year. Meetings will be scheduled with at least one week advance notice. Attendance by members of the ASSEMBLY is a matter of professional responsibility. Article VII. Special Meetings Special meetings shall be held at the initiative of the Executive Committee of the College Governance System or at the request of the College President or by petition of twenty-five percent of the ASSEMBLY. Article VIII. Academic Division, Professional Staff Group, and Support Staff Group Meetings As a matter of practice, governance issues will be included as a standing agenda item for academic division meetings in order for representatives to report on standing committee activities, solicit input, and enhance communication. Governance must be included on the agenda twice during the academic year: 1) for the fall semester's first meeting to introduce committee members, discuss committee responsibilities, gather agenda items and address any other items of concern that come before the group; 2) for a spring semester meeting for the purpose of electing members to standing committees for the following academic year. Academic division representatives on Executive Committee or standing committees should contact the appropriate academic division head to request inclusion on the agenda for other governance business. Professional and support staff groups will meet at least once per academic year for the purpose of elections and otherwise as needed. The professional staff and support staff Executive Committee representatives will call these meetings. [Amendment passed by Assembly on May 2004 and approved by President William Richards] Article IX. Assembly Procedures: A. Quorum: A majority of the ASSEMBLY shall constitute a quorum. B. Voting Procedure: Voting shall be by a show of hands, except that any voting member may require a closed, written ballot as a point of order. Unless otherwise mandated by Roberts' Rules of Order, motions shall carry by a majority vote of those present voting aye or nay; if a two-thirds vote is required by Roberts' Rules, then it shall be two-thirds of those voting aye or nay. C. Minutes: The recording of the minutes at ASSEMBLY meetings shall be the responsibility of the Vice President of the Governance System or his/her designee. Approved copies of these minutes shall be posted to the College Governance Bulletin Boards and made available upon request. D. Order of Business at Regular Meetings: The order of business at regular meetings of the ASSEMBLY shall include, but not be limited to, (1) call to order, (2) reports of the President of the College, (3) reports of the Executive Committee, (4) reports of the College Governance Committees, (5) Open forum, and (6) adjournment. E. Order of Business at Special Meetings: The order of business at special meetings shall be per the agenda provided by the individual or group calling the meeting approved by the Executive Committee of the College Governance System. F. Agenda of Regular Meetings: The agenda for regular meetings shall be prepared by the Executive Committee and circulated to all members of the ASSEMBLY one week prior to the date of the meeting. However, a matter must be included on the agenda of any regular meeting if a petition signed by ten percent of the members of the voting ASSEMBLY is presented to the President of the Governance System or the President of the College at any time prior to the next scheduled meeting. G. Parliamentary Authority: The most recent edition of Roberts' Rules of Order shall be the parliamentary authority at all meetings except where there be a conflict between them and these By-Laws, in which case these By-Laws shall prevail. Article X. Committees A. Executive Committee 1. Functions: The Executive Committee of the College Governance System shall perform the following functions: provide a forum for dialogue on issues of importance to the ASSEMBLY; propose the formation of or the dissolution of Standing Committees to the ASSEMBLY; form, charge and determine the life of Ad-Hoc Committees of the Governance System as may be needed; examine the work of the various committees preventing the duplication of effort and ensuring the carrying out of committee charges; assist in the preparation of the agenda for ASSEMBLY meetings; determine whether proposals or reports are in proper form for distribution or presentation; determine and enforce proper routing procedure of all proposals intended for action; ascertain the highest level of approval required for all proposals; distribute copies of reports or proposals that have been approved; record and file such proposals or reports. 2. Membership: The Executive Committee shall consist of eleven members which include the President of the College and: a. A President and Vice-President both elected "at large" from the full-time professional faculty and staff by the ASSEMBLY from a list put forward by a nominating committee named by the Executive Committee. b. Two representatives elected by each academic division [Amended May 2004] c. One representative elected by professional staff d. One representative elected by support staff e. One representative elected by the Student Senate 3. Right to vote: Each member of the Executive Committee is entitled to one vote. 4. Terms of office: The elected representatives shall serve for terms of three years, beginning on June 1. Representatives shall be elected by April 30 for the following academic year. 5. Re-election: Members of the Executive Committee shall not serve more than two consecutive terms. 6.Vacancies: In the case of a vacancy or in the event that a representative is to be on a leave of absence for more than one semester, the appropriate body will hold another election to fill the unexpired term in the same manner as the original election. For a leave of one semester, the Executive Committee will appoint a replacement. B. Officers 1. President of the Governance System shall preside at all meetings of the ASSEMBLY and shall exercise such powers and duties as may be vested in him/her by the Constitution and By-Laws of the Governance System. The President of the Governance System may appoint an official Parliamentarian for ASSEMBLY meetings. The President of the Governance System shall serve as a liaison with the Board of Trustees, subject to the By-Laws of the Board, and shall make periodic reports to the Board. The President of the Governance System shall be given a redefined load per semester in order to manage college governance activities. Secretarial assistance shall be provided to the President of the Governance System. 2. Vice President of the College Governance System shall serve as Governance President during the President's absence or inability to act. The Vice President is responsible for the preparation of the minutes of the ASSEMBLY and shall be given a redefined load per semester appropriate to this responsibility. C. Policies and Procedures of Committees: 1. Committees' responsibilities: It is the responsibility of each committee to fulfill its charge(s) to the best of its ability. Governance Committees shall not act independently of the College Governance System. Actions taken shall be those of the committee as a whole, representing a consensus, and when a consensus cannot be reached, by majority vote. Minority reports and recommendations may be submitted to the Executive Committee by dissenting committee members. 2. Quorum and right to vote: A majority of the committee's voting membership shall constitute a quorum for the transaction of all business of the committee. Ex-officio members and volunteer members are non-voting members on their committees. [Last sentence revised & approved by Assembly on Nov. 25, 2002] 3. Committee Chairs: The Executive Committee will designate an individual to convene a committee's first organizational meeting at which the first order of business will be the election of a chairperson (if a quorum exists) or establishing the first meeting time at which a quorum must be present to elect a chair and review the committee's charge. 4. Responsibilities of the Chair: It is the responsibility of the Committee Chair to: make every effort to establish meeting times when all duly elected or appointed members can attend; to notify the Executive Committee if scheduling conflicts occur whereby a duly elected or appointed member can not attend the meetings on a regular basis; to notify the Executive Committee when a duly elected or appointed member stops attending meetings on a regular basis; to set the agenda for meetings; to arrange for the minutes of the meeting to be taken; to forward copies of minutes to the President of Governance; to facilitate discussion and conduct votes where necessary; and to forward a final report to the Executive Committee. 5. Replacement of Non-attending Members: To ensure adequate representation of the various College Groups, members of the Standing Committees who regularly miss committee meetings may be replaced by a vote of the group which they represent. [Amendment passed Oct. 29, 2001 and approved by President Preston Pulliams] D. Standing Committees 1. The recommendation for the creation, establishing of charges and dissolution of standing committees shall be made by the Executive Committee to the ASSEMBLY. 2. Each academic division is to be represented. Professional staff, support staff, and students should be represented appropriately. Terms are for three years unless otherwise stipulated, with a limit of two consecutive terms from the 1998-99 academic year forward. The standing committees are to elect chairs each academic year. [Amendment passed May 2004 and approved by President William Richards] 3. Members of standing committees are to operate under the guidelines established in their "Duties and Responsibilities" manual. If such a manual does not exist, or is outdated, the committee should seek to clarify operating procedures in writing to the Executive Committee. 4. Proposals for amending committee charges should be sent in writing to the Executive Committee. 5. Copies of the minutes of the meetings of standing committees shall be sent to the President of Governance. In addition, copies will be made available, upon request, to all members of the College ASSEMBLY. 6. The Vice President for Academic Affairs will review reports and recommendations of the Curriculum Committee and will report his/her approval or disapproval of Curriculum Committee recommendations to the College ASSEMBLY before forwarding such recommendations to the President of the College. 7. The Executive Committee will review the reports and recommendations of the Academic Policy Committee and will bring the recommendations of the Committee to ASSEMBLY for approval. 8. The Chairperson of each standing committee is responsible for forwarding a final report to the Executive Committee by May 1 of each academic year. This final report should name the committee members, summarize the committee's activities for the year, and list the recommendations of the committee. This final report will be distributed to the ASSEMBLY by the Executive Committee. 9. The Executive Committee will review reports and recommendations of the standing committees and will determine the level at which final action is needed, unless otherwise stipulated by these By-Laws. The Executive Committee will then forward its recommendations to the President of the College for action as outlined in (10) below. 10. The President or the President's designated college administrator shall respond to the Executive Committee and the standing committee membership in writing within 30 days of receiving committee recommendations. This written statement will include plans for implementation of the recommendations or rationale for any alterations to the recommendations. 11. Resolutions arising from the ASSEMBLY shall be sent to the President of the College or the President's designated college administrator, who shall respond in writing as outlined in (10) above. 12. In the event that a proposal passed by the ASSEMBLY is rejected by the College President or his/her designated authority, the proposal shall be returned to the President of the College Governance System with a written explanation of the reasons for returning the proposal. The College ASSEMBLY may vote to send a rejected proposal to the Board of Trustees but must include the comments of the President of the College, or his/her designated authority, along with the College ASSEMBLY's written defense of the proposal. E. Ad -Hoc Committees 1. Ad-Hoc Committees are short-term committees established by the Executive Committee for a specific purpose. 2. The number of ad-hoc committees, charges of the ad-hoc committees, and the life of each committee are to be determined by the Executive Committee. 3. All proposals for the formation of ad-hoc committees, including committees proposed by the administration, must be submitted to the President of the College Governance System in writing. No special format is necessary for the written request. 4. Proposal authors may be invited to attend Executive Committee meetings when their requests for action are being discussed or if clarification seems necessary. 5. The chairperson of each ad-hoc committee is responsible for forwarding a final report to the Executive Committee by the date specified in the charge to the committee, unless an extension has been granted. This final report should respond to each item in the committee's charge, list the committee's activities for the year and list the recommendations of the committee. 6. Copies of the minutes of the meetings of ad-hoc committees will be forwarded to the President of the College Governance System and will also be made available upon request to all members of the ASSEMBLY. 7. The Executive Committee will review reports and recommendations of the ad-hoc committees and will recommend the level at which action shall occur. If the Executive Committee decides to bring the recommendations to the ASSEMBLY for discussion, actual voting on the recommendations will not be scheduled until the subsequent ASSEMBLY meeting. 8. When action is needed beyond the ASSEMBLY, the Executive Committee shall send a resolution to the President of the College. 9. The President or the President's designated college administrator shall respond to the Executive Committee and the ad-hoc committee membership in writing within 30 days of receiving committee recommendations. This written statement will include plans for implementation of the recommendations or rationale for any alterations to the recommendations. 10. In the event that a proposal passed by the ASSEMBLY is rejected by the President of the College or his/her designated authority, these officers shall return the proposal to the President of the College Governance System with a written explanation of the reasons for returning the proposal. Upon approval of the ASSEMBLY the proposal may be sent directly to the Board of Trustees but must include the comments of the President of the College, or his/her designated authority, along with the ASSEMBLY's written defense of the proposal. F. Committee Membership 1. Representation on committees is the responsibility of the Executive Committee, who will hold elections for standing committees and who will appoint representatives to the ad-hoc committees. Students may serve as members of all committees except the Scholarship Committee and Faculty/Staff Development Committee. The Executive Committee will announce the formation and purpose of new committees and invite interested faculty and staff to serve. 2. The number of members on a new committee is to be determined by the Executive Committee. 3. The Executive Committee has the right to request ex-officio members from the College at large. 4. Each academic division is to be represented on all committees where possible. [Amendment passed May 2004 and approved by President William Richards] 5. Committee chairs will seek to establish convenient meeting times for all members to promote maximum attendance at meetings. 6. When committee meetings conflict, the attendance priority of members should be in order, first to last: ASSEMBLY, standing committees, ad-hoc committees. G. Personnel Policies 1. All matters concerning wages, hours, and working conditions, as defined by the Taylor Law, shall be forwarded to the OCCC Staff and Chair Association and/or the OCCC Faculty Association. 2. All matters covered by the Agreement between the Civil Service Employees and the Board of Trustees shall be forwarded to the Civil Service Employees Association as prescribed by Taylor Law. Article XI: Enacting Statement These By-Laws shall become effective upon approval of a majority of those officially attending an ASSEMBLY meeting and after approval of the President and Board of Trustees of Orange County Community College. Article XII: Amendments These By-Laws may be amended by a two-thirds vote of the College ASSEMBLY provided that a copy of the proposed amendment has been circulated in writing to all members of the voting ASSEMBLY at least two weeks in advance of the meeting in which the amendment is to be discussed. It must be brought to the floor at the next meeting and approved by two-thirds of those in attendance. (Revised 5/04) Committees Executive Committee of Governance Charge: The Executive Committee shall perform the following functions: provide a forum for dialogue on issues of importance to the College Assembly; propose the formation or dissolution of Standing Committees to the Assembly; form, charge, and determine the life of Ad Hoc Committees of the governance system as may be needed; examine the work of the various committees, preventing the duplication of effort and ensuring the carrying out of committee charges; prepare the agenda for Assembly Meetings; determine whether proposals or reports are in proper form for distribution or presentation; determine and enforce proper routing procedure of all proposals intended for action; ascertain the highest level of approval required for all proposals; distribute copies of reports or proposals that have been approved; record and file such proposals or reports. (Revised 8/04) Membership: Governance President 2 from each Division Governance Vice-President Ex Officio: College President Student Senate Representative Academic Policy Committee Charge: The committee reviews and updates academic policies and recommends the creation of new policies or the amendment of existing ones wherever necessary. The committee should anticipate problems and issues on its own as well as responding to requests channeled to the committee through the campus Governance system. When necessary, the APC may request that the Executive Committee form an ad-hoc committee to investigate a specific issue. (Revised 8/04) Membership: 2 from each Division 1 Learning Resource Center 1 Office of Student Development 2 Students Ex Officio: VP Academic Affairs Director of Academic Services Director of Admissions Assessment Advisory Committee Charge: The committee will work in collaboration with and as advisory to the Coordinator of Assessment on: the appropriateness and practicality of proposed assessment measures as applied to specific areas of the College, the agreement on and communication of common language and terminology related to assessment for use college-wide, faculty/staff development activities related to assessment and the development of a climate and culture of assessment throughout the College, and the communication and utilization of assessment results, connecting those with the Strategic Plan and its related master plans, for external and internal institutional effectiveness reports. In addition, the committee will communicate directly with PBIE regarding all assessments, and regularly reporting to and advising PBIE on the progress towards outcomes of PBIE-prioritized initiatives and the College's Strategic Plan. The chair of this committee will sit ex officio on the PBIE Committee. Membership: 2 from each Academic Division 1 Professional Staff representative from each area below: Academic Services Student Development Administrative Services Institutional Advancement 1 Support Staff representative 1 Student representative Ex Officio: Coordinator of Assessment VP Academic Affairs VP Administration VP Student Development VP Institutional Advancement Institutional Research Athletic Advisory Committee Charge: The committee helps develop long-term policies and procedures for the college's athletic program, including reviewing faculty needs, academic standards, advisement, counseling, recruitment standards, and coaching requirements; participates in the development of strategies on how best to utilize the athletic program for recruitment and retention of all students; conducts an ongoing review of the policies and procedure manual of the college's athletic program; and acts as a forum to discuss the handling of specific problems either identified by or presented to the committee. (Revised 8/04) Membership: 2 from each Division 2 Students 1 Office of Student Development Ex Officio: Director of Athletics Chair, Movement Sciences Campus Safety and Security Advisory Committee Charge: The committee reviews campus safety, security, and health issues and concerns. The committee evaluates campus security policies and procedures recommending changes as needed. Pursuant to section 6432 of Article 129-A of New York State Education Law, the committee shall specifically review current policies and procedures for educating the campus community about prevention, counseling, and reporting of sexual assault. The committee shall file an annual report, in writing, to the college president or chief administrative officer on its findings and recommendations, and such report shall be available upon request. The College must file an annual safety report with the Commissioner of Education. (Revised 8/04) Membership: 2 from each Division 2 General Support Staff 1 Counseling 1 Maintenance Support Staff 4 Students (State mandate: committee to be 1/3 students) Ex Officio: Director of Health Services Director of Safety and Security Director of Facilities Advocate for Students with Disabilities 1 Human Resources Committee for Institutional Diversity and Equity Charge: The committee reviews and updates Affirmative Action plans, policies, and procedures; recommends to the President the creation of new policies and procedures or the amendment of existing ones; anticipates issues pertinent to institutional diversity or equity; serves as a forum to discuss and act upon such issues; and participates in the development and implementation of strategies and activities to achieve the goals of the committee. Membership: 2 from each Division 1 Professional Staff 2 Support Staff 2 Students Ex Officio: Affirmative Action Officer 1 Member of the Cabinet Director, Newburgh Extension Ctr. 1 Student Support Services Advocate for Services to Students with Disabilities Cultural Affairs Committee Charge: The committee develops and administers an academic cultural affairs program and urges the support of the college community for the program which should be an outgrowth of the college's academic programs. (Revised 8/04) Membership: 3 from each Division 1 Office of Student Development 1 Arts & Communication 1 Academic Affairs 1 Professional Staff 1-4 Students 1 Support Staff Ex Officio: Coordinator of Cultural Affairs 1 from OCCC Foundation Director of Student Life (Volunteers are invited to help with programs and activities.) Curriculum Committee Charge: The committee reviews all proposals for changes in the curricula offerings of the college, including new curricula and courses as well as major revisions of existing curricula and courses. The committee also examines and makes recommendations concerning qualitative and quantitative standards, including academic entrance criteria, for all associate degree and certificate programs. The Curriculum Committee Handbook and the forms used in presenting proposals should be reviewed and updated as necessary. The committee will examine, evaluate, and make recommendations on all new courses, curricula, and two-credit or more special topics courses which: (1) have been approved by an initiating academic department or departments, (2) have been circulated to the other academic department chairs for review and commentary within 30 days, and (3) are in compliance with Orange County Community College, SUNY, and State Education Department guidelines. (Rev. 8/04) Membership: 3 from each Division 1 Learning Resource Center 2 Office of Student Development 2 Students Ex Officio: Director of Academic Services 1 Office of Academic Affairs Developmental Education Committee Charge: The committee serves in an advisory capacity on developmental education at the College; makes recommendations for improvement of any services to students in developmental education, requesting and reviewing pertinent data as needed; and makes suggestions or provides input on policies and procedures related to students in developmental education. In addition, it provides representation on the Developmental Education Review Board. Membership: 2 from each Division 1 Developmental Writing Representative 1 Office of Student Development 1 Developmental Reading Representative 2 Students 1 Developmental Math Representative Ex Officio: VP Academic Affairs Coordinator of Developmental Education Developmental Ed. Counselor 1 Student Support Services VP Student Development Faculty and Staff Development Committee Charge: The committee encourages professional growth for the campus community. Members review applications for financial support and determine the funding of conferences, courses, travel, and mini-grants. The committee also reviews policies and procedures to be followed in requesting monies and updates them when necessary. (Revised 8/04) Membership: 2 from each Division 1 Support Staff 1 Administrative Affairs 1 Learning Resource Center 1 Student Development Ex Officio: VP Academic Affairs (or designee) Honors Committee (Under consideration to shift to Advisory Board) Charge: The committee (1) advises the Honors Program Coordinator in the design and implementation of curriculum and standards; (2) develops proposals for policies related to admission to, continuation in, and dismissal or withdrawal from the program, making Recommendations to the Academic Policy Committee as appropriate; (3) develops plans for the assessment of the Honors Program in coordination with the Assessment Advisory Committee; (4) provides a forum for dialogue on program effectiveness and future development, making recommendations to the Honors Program Coordinator; (5) addresses issues related to the academic integrity of the program; (6) promotes academic excellence both in the program and college-wide. Membership: 2 from each Division 1 Counseling 1 Office of Admissions 3 Students (2 Honors Program, 1 Student Senate representative) Ex Officio: VP Academic Affairs Honors Program Coordinator Information Technology Committee (Committee established 2/22/05) Charge: The committee will provide user input to assist the AVP for Technology in the development of a Technology Master Plan that provides support for the strategic priorities of the College; assist in devising, reviewing and updating technology-related policies and procedures; establish a means of defining user needs; establish guidelines for technology-related professional development; address college-wide issues related to technology. Membership: The following lists the formal committee membership; however, as the committee deals with specific issues, input from users most directly impacted by the issues will be sought. 1 from each Academic Division 1 Student Development (professional staff) 1 Computer Science Department 1 Academic Services (professional staff) 1 Applied Technology Department 1 LRC 1 CAPE 1 Support Staff 1 Administrative Services (professional staff) 1 Student 1 IT Support Staff Ex Officio: AVP for Technology Human Resources Director (or designee) Instructional Technology Coordinator. Assessment Coordinator Planning and Budgeting for Institutional Effectiveness Committee Charge: This is a standing committee of College Governance that has overall responsibility for recommending to the President's Cabinet the goals, performance outcomes, and the allocation of resources necessary to meet the priorities of the Strategic Plan. The committee also reviews annually the performance effectiveness of the College against those goals and in the use of those resources. Specifically, the committee: 1. develops, with the VP for Administration, the annual cycle of budget preparation and review; 2. establishes a process for the acquisition and review of requests for budget support; 3. prioritizes those requests guided by division/department mission and goals that support the main elements of the Strategic Plan (the Academic Master Plan, as well as the Facilities, Technology, Resource Development, and Enrollment Management plans); 4. justifies the allocation of resources against the Strategic Plan; 5. reviews annually the effective use of such resources; 6. develops, with the Cabinet, a means of reviewing the overall effectiveness of College operations by evaluating the outcomes of Academic Affairs, Student Development, Administration and Finance, and Institutional Advancement on a bi-annual calendar; and (proposed for removal Oct/05 - to be taken up by proposed new Assessment Advisory Committee) 7. using the same bi-annual calendar, recommends updates to the priorities of the Strategic Plan, and recommends changes in the college's operations to meet those priorities. Membership: 3 from each Division (at least one Associate or Full Professor) 1 Administrative Affairs 1 Support Staff 1 Student Development 1 Non-Credit Representative Ex Officio: 1 Office of Institutional Research Middle States Liaison Director of LRC Director of Academic Services 3 Academic AVP's Coordinator of Assessment AVP for IT 1 Executive Committee AVP for Student Development Chair of CWAC Scholarship and Financial Assistance Committee Charge: The committee nominates returning students for scholarships to SUNY Orange, Nominates graduating students for scholarships for continued study, and recommends to the College and the President policies governing the College's Student Financial Assistance Program. (Revised 8/04) Membership: 2 from each Division 1 Office of Student Development Ex Officio: Assistant VP for Student Development Social Committee Charge: The committee plans and carries out social events sponsored by Campus Governance. These include a Holiday Party, Appreciation Day, and the Retirement Dinner. They may also include other special events which Campus Governance may decide to sponsor or support. (Revised 8/04) Membership: 2 from each Division 1 Support Staff 1 Professional Staff Ex Officio: 1 OCCC Association VP College Governance 1 Human Resources * Collective Bargaining Agents The Faculty Association is affiliated with NYSUT/AFT (New York State United Teachers/American Federation of Teachers). They are members of Local No. 1915. The Staff and Chairmen's Association of Orange County Community College is, under the Public Employees' Fair Employment Act (Taylor Act), the official bargaining agent for the administrative staff of the College, other than the President and Vice Presidents (see Agreement between Orange County Legislature and Staff and Chairmen Association). * Educational Foundation The Educational Foundation of Orange County Community College is a non-profit corporation established for the sole purpose of raising funds to assist the College in fulfilling its mission and goals. The Board of Directors of the Foundation is comprised of concerned private citizens and representatives from the College's Board of Trustees. The Foundation seeks funds for projects approved by the College administration and Trustees. * OCCC Association, Inc. Functions and Responsibilities This Association, a membership corporation, shall: l. Supplement, advance, enrich, operate and aid the educational, research, social, cultural, recreational, welfare, living, and financial facilities, activities, and services provided for the students, community, alumni, faculty, and staff of Orange County Community College, or any other institution of higher education, which may succeed Orange County Community College at Middletown, New York, in any matter not inconsistent with law. 2. Promote and cultivate educational, social, cultural, and recreational relations among the students, community, alumni, and faculty of Orange County Community College, and aid the students, alumni, faculty and staff of such college by assisting them in every way possible in their study, work, living, and extra curricular activities. 3. The Faculty representative is appointed by the general faculty of the College annually. 4. The alumni delegate is appointed by the Alumni Association for whatever term required. 5. The student delegate is appointed annually by the Student Senate. 6. The President of the Association is elected to office every two years. MEETINGS Meetings are on call by the Executive Director. CHAPTER 3: ACADEMIC POLICIES & PROCEDURES (FULL & PART-TIME DAY/EVENING FACULTY) * Introduction This section contains academic policies and procedures pertaining to full and part-time day and evening adjunct faculty. Many of these policies and procedures pertain to all three designated categories of faculty. Policies and procedures which pertain to evening adjunct faculty only, have been italicized. The following is a brief definition of adjunct faculty at SUNY Orange: Adjuncts, also referred to as part-time faculty, teach less than 12 credits per semester. Day adjuncts teach at least one three-credit course per semester during the hours 8:00-3:50, Monday through Friday. Evening adjuncts teach only in the evenings (after 4:00) and/or on weekends. Day adjuncts are also referred to as bargaining unit members because of their status as members of the Orange County Community College Faculty Association (hereafter referred to as the Faculty Association). All day adjuncts should obtain a copy of the Faculty Association contract, through either the Office of the Vice President for Administration or through the Faculty Association. Credit and Non-Credit Adjuncts are distinguished by the type of course they teach, i.e. credit and non-credit courses. For further explanation, see the current semester course schedule. This edition of the Handbook does not apply to Non-Credit Adjuncts. * Absence of Faculty To be eligible for a paid sick day for a day of absence a faculty member needs to notify their Department Chairperson no later than 7:00 a.m. on the day of the absence for any class starting at or prior to 9:00 a.m. unless the faculty member's illness or injury makes it impossible to give such notice; for all other classes the faculty member needs to notify his/her Department Chairperson no later than 8:00 a.m. on the day of the absence, unless the faculty member's illness or injury makes it impossible to give such notice. If the Department Chairperson is unavailable, the Associate Vice President for Academic Affairs is be notified. The Department Chairperson will communicate information on illness to the appropriate Associate Vice President for Academic Affairs on the appropriate forms. Absence because of personal illness will be charged to accumulated sick leave. Return to classroom duties is also to be reported. * Academic Dishonesty The definition of academic dishonesty in College's "Code of Student Conduct" includes, but is not limited to: (a) cheating, including cybercheating; (b) fabrication; (c) facilitating academic dishonesty; (d) plagiarism, including Internet plagiarism; (e) forgery; (f) bribery; or (g) multiple submission (submitting the same assignment to more than one instructor without the permission of the instructors). Academic dishonesty is regarded by the College as an intolerable breach of academic ethics and deserves immediate penalty. The consequences of academic dishonesty may include academic penalties, disciplinary action, or even legal action. The primary responsibility for dealing with academic dishonesty rests with the faculty member. Depending on the specific circumstances, academic penalties could range from a verbal reprimand to separation from the College. For some acts of academic dishonesty, the student may also be accountable to legal authorities. Upon becoming convinced that plagiarism, cheating or some other act of academic dishonesty has occurred, the faculty member will advise the student of the action to be taken. An instructor choosing to modify a student's assignment grade or final grade, as the only penalty, may choose to notify the appropriate Associate Vice President in writing, with copies to the Department Chair and to the student. If the instructor wishes to recommend/pursue an additional or different penalty, the issue must be taken up with the Board of Inquiry. If the Board of Inquiry is to become involved, the Vice President for Student Development must be notified within 10 working days of the instructor's awareness of the incident (when classes are in session). Any party involved may initiate a hearing with the Board of Inquiry. Should a student believe his or her academic rights or freedom have been violated, the student may follow the Student Grievance Procedure outlined in the Student Handbook. * Academic Freedom "The teacher is entitled to freedom in the classroom in discussing the subject, but may not claim as a right, the privilege of discussing controversial matter that has no relation to the subject. The teacher is entitled to full freedom, within the law, of inquiry and research and in the publication of the results, but not at the expense of adequate performance of other academic duties. The college teacher is a citizen, a member of a learned profession and representative of an educational institution. When speaking, writing, or acting, within the law as a citizen, the teacher shall be free from institutional censorship or discipline, but our unique position in the community imposes special obligations. As persons of learning and as representatives of an educational institution, we should remember that the public might judge our profession and our institution by our utterances and our actions. Hence, we must at all times be accurate, exercise appropriate restraint, show respect for the opinion of others, and indicate that we are not speaking for our institution." (Faculty Association Contract) * Academic Policies The College Catalogue contains statements on many matters of academic policy: the grading system, repeating the course, student attendance, probation, suspension and dismissal, cases of misconduct, withdrawal from a course, the audit privilege, advance placement, transfer of credits earned at other colleges, credit earned by proficiency examination. The Academic Policy Manual contains additional statements of policy, most of them applying to special situations -- e.g., cancellation of classes because of bad weather, waiver of a course prerequisite, reporting your own absence because of illness, submitting course outlines at the end of each semester. * Alternative Promotion Credit Academic Faculty represented by the Faculty Association and Chairs and Coordinators represented by the Staff and Chair Association must meet certain contractual requirements for promotion to various ranks. The accumulation of graduate credits over and above the Masters Degree is a requirement to be considered for promotion above the rank of Assistant Professor. A policy and procedure has been developed to allow faculty to earn alternative credit towards promotion. Alternative Promotion Credit can be awarded for projects (including artistic and creative endeavors), Continuing Education Units, or other education related activities. Alternative Promotion Credit is limited to a maximum of nine (9) credits total for an individual faculty member. No more than six (6) alternative credits may be applied for any promotion above the rank of instructor. Further details regarding the Alternative Promotion Credit policy, procedure and application forms are located in the appendix. * Appointment as Adjunct Faculty *Adjunct faculty is appointed by the President of the College upon recommendation of the appropriate department chair and divisional Associate Vice President to whom the department chair reports. The employment agreement will be mailed to the adjunct's home, generally during the first three weeks of class. While full-time faculty members of the College receive preference in teaching assignments, every effort will be made to retain and employ adjuncts, consistent with the mission and goals of the College. * Commencement Exercises Full-time faculty is required and part-time faculty is welcome to participate. Academic Regalia can be bought or rented through the Bookstore. In order to be excused from commencement exercises, written permission from the college president is required. * Faculty Mentoring Program As a large multi-site campus, collegiality and communication are important. The Faculty Mentor Program is an investment in time and resources to develop new academic faculty. Upon completion the new faculty has a deeper understanding of the SUNY Orange culture, their department and the community at large. Faculty gains a better understanding of their role in the college and the governance structure. The Faculty Mentor Program is a two-year professional development opportunity for newly hired academic faculty. In the first year, sessions focus on academic issues such as pedagogy course information sheets, plagiarism, use of technology, strategies to enhance classroom civility, student grievances, diversity/sensitivity training, campus learning center resources, etc. During the second year, a one-semester course introduces these new employees to the depth and breadth of the community college. Senior administrators, including the President and Vice Presidents discuss the complexities of leading a comprehensive and innovative institution. * Orientation and Mentorship All newly hired adjuncts receive an orientation packet and have the opportunity to participate in workshops sponsored by the College. Newly hired adjuncts receive information on operational issues and pedagogy. All day adjuncts are automatically members of the Orange County Community College Faculty Association. By decision of the New York State Public Employment Relations Board, evening adjuncts are excluded from membership of the bargaining unit represented by the Faculty Association. Each department evaluates their adjunct faculty, choosing a method that best responds to the needs of the adjunct and the department. A standardized college-wide system is currently being developed. * Promotion, Retention and Tenure It should be noted that the overall PRT process is currently under review. A new process will be followed with the incoming faculty in 2006-2007 academic year. There are four criteria for excellence that will be utilized in assessing a faculty member's performance: 1) Teaching/Learning, 2) Service to Students, 3) Service to the College and the Community, and 4) Professional Growth. Currently, for all returning Faculty, each department determines its own evaluation system. It is subject to the approval by the Vice President of Academic Affairs no later than October 15th of each academic year. (See Faculty Association Contract). The Academic Affairs Office updates the list of faculty eligible for promotion on an annual basis and distributes an outline of the promotion, retention and tenure procedures and criteria to be used in the evaluation of candidates for promotion. Adjunct faculty is not subject to the Promotion, Retention and Tenure process. However, they do, with certain exceptions, follow the guidelines of the promotion process. Adjunct faculty promotions are predicated on meeting the objective criteria for promotion to the next rank including a current classroom evaluation conducted by the department chair or a designated full-time faculty member. Once the adjunct has satisfied the objective criteria, and upon recommendation by the department chair, the respective Associate Vice President and Vice President for Academic Affairs, a recommendation is forwarded to the President who has final authority to approve or deny promotion. Semesters taught need not be consecutive. Only appointments for the fall and spring semester are considered, therefore, summer sessions do not count as time in rank. Consideration and recommendation for promotion takes place in the spring semester and become effective the following fall semester. The key criteria for promotion to the various academic ranks are as follows: Assistant Professor - eight semester appointments as an Adjunct Instructor; possession of a Masters Degree. Associate Professor - eight semester appointments as an Assistant Professor; possession of a Masters Degree and fifteen related semester hours (graduate courses or degree (s) above the Masters). Professor - eight semester appointments as an Associate Professor; possession of a Masters Degree; thirty related semester hours (graduate courses or degree (s) above the Masters). Note that Continuing Education Credits (CEU's) can be used as alternative promotion credits. See the section on CEU's for further information on alternative promotion credits. * Responsibility of Faculty Members The faculty of the college participates in the development of the academic program of the college and shall be responsible for delivering the college's instruction. The major responsibility of a member of the academic staff is to serve the students in the areas of instruction and advisement. Faculty is encouraged to participate in some form of student life. Faculty members may volunteer to be advisors to student organizations, to serve on committees involved with campus life and to assist with out-of-class activities. The faculty member utilizing the classrooms, workshops, and laboratories are responsible for safety precautions and supervision of the facility. Instructors are responsible for alerting their students to dangers and to insure that safety precautions are practiced at all times. All accidents arising on campus should be reported to the College Nurse or Campus Security. * Social and Professional Functions for Adjuncts The Vice President for Academic Affairs, in collaboration with the Center for Teaching and Learning, sponsors professional gatherings for adjuncts throughout the academic year. A dinner and orientation meeting is held at the beginning of the fall and spring semesters for new and returning adjuncts. Other related events are planned, as necessary during the academic year. * Vacancies All Faculty Association members shall be informed in writing, and/or electronically of vacancies within the College. Faculty candidates for a teaching vacancy within any department will be screened and interviewed by a committee composed of the appropriate AVP, department chairperson and others. The committee shall send its recommendation to the Vice President for Academic Affairs for approval and final recommendation to the President of the College. CHAPTER 4: INSTRUCTIONAL POLICIES (FULL & PART-TIME DAY/EVENING FACULTY) * Admissions Policy Full-Time and Part-Time Study The current college catalogue defines criteria for admission to full-time study for new, transfer or readmitted students. Information is also included about admission to the Honors Program, all of the Health Professional Programs and International Student Admissions. Veterans can use the Servicemen's Opportunity Program to ease the transition as a returning student. See college catalogue for specific details on this and more. * Attendance Attendance rosters for full and part-time day and evening faculty are placed in mailboxes located in Morrison Hall basement. Attendance is recorded throughout the entire semester and submitted to the Registrar's Office on a bi-weekly basis. * Class Breaks To insure that students have the proper learning experience, please follow the schedule listed below when scheduling classes: * Any non-clinical course that meets continuously for 150 to 200 minutes must add in a 15 to 20 minute break when calculating the total class length of time i.e., a designated "3 hour lab" would equal 150 minutes of instruction + 20 minutes of break which would be 2 hours and 50 minutes of total class time. * Any non-clinical course requiring 5 or more hours requires scheduling on at least two days (except a Saturday course) or needs permission from the appropriate AVP. * On Saturday, a course requiring 5 or more contact hours must include an hour break. * Campus/Classroom Security and Order The campus is patrolled by uniformed officers. To assist with security it is important to carry an identification card when on campus. During the day, the presence of any person behaving suspiciously or the disappearance of college or personal property should be reported to the Security Office located in the lower level of Orange Hall. Many classrooms and labs contain valuable equipment. These rooms should be locked when they are not in use. The maintenance staff works at night to clean chalkboards, arrange furniture, etc. In heavily used facilities classrooms should be left in good order for the next instructor. * Course Syllabus All faculty are required to prepare a course outline/syllabus and distribute to students on the first day of class. A copy of the syllabus is submitted to the Department Chair and the Associate Vice President by the end of the first week classes begin. Essential elements to be included are indicated below: ELEMENTS TO BE INCLUDED IN COURSE OUTLINE/SYLLABUS: 1. HEADING Course Outline/Syllabus Course Number Semester Course Name Year Department Instructor 2. CATALOG DESCRIPTION Copy from catalog. Include lecture, lab and credit hours and Prerequisites/Co-requisites. 3. RELATIONSHIP TO PROGRAMS Include this statement: "This course may be applicable to several programs. Consult your advisor and refer to the OCCC catalog which contains authoritative information." To insure accuracy, any additional explanation included here should be approved by the department chair. 4. STUDENT LEARNING List general objectives of course, and exit skills and other OUTCOMES specific objectives, i.e., "A student who successfully completes this course can..." 5. CHRONOLOGY OF STUDY Include major assignments. 6. TYPES OF ASSEMENTS Describe the kinds of assessments you will use. For example: exams and quizzes (length, type of questions), written assignments (in class research), projects (group/individual), etc. Remember, along with copies of syllabi, copies of final exams must be submitted to the department. 7. GRADING SYSTEM How will you determine the final grade? (e.g. what are the relative weights of the assessments in the final grade)? Is there a make-up procedure? (If so be specific, give details giving procedures). Will grades be posted? If so, scramble alphabetical order and use only last four digits of social security numbers. 8. INSTRUCTIONAL MATERIALS List textbooks, lab manual, anthologies, workbooks, etc. used in the course. Are there instructional materials on reserve in the library? Are there field trips? Are there expenses associated with the field trips? How much? 9. ATTENDANCE POLICY Be specific. How much will a grade be lowered if a student is absent? What is your definition of "excessive" absence? Is there a make-up procedure? (If so be specific) You may want to attach a departmental attendance policy, if one exists. 10. INSTRUCTOR WITHDRAWAL What is your policy? Do you give any IW's? Only in POLICY extraordinary circumstances? Must a student make a request? 11. SUPPORT SERVICES Identify Learning Labs, Tutoring Centers, etc. where students can get additional help. 12. OFFICE LOCATION, PHONE Remind students that this information is also posted AND CAMPUS E-MAIL your door and available from the department ADDRESS secretary. Must a student make an appointment for office hours or can he/she "drop-by"? 13. RELIGIOUS OBSERVANCE Students may be absent due to religious observance without penalty. You should inform me when you anticipate an absence for religious observance so that we can make arrangements for you to make up examinations, study, or work missing. 14. (ADA) AMERICAN WITH If you have a documented disability and DISABILITIES ACT anticipate needing accommodations in this course please make arrangements to meet with me after class. Please request that the Advocate for Services to Students with Disabilities send a letter verifying your disability. 15. SUGGESTED CELL PHONE USAGE The new policy regarding cell phone usage that will POLICY appear in the next edition of the Student Handbook. "The active use of any device classified as a telecommunications device, including but not limited to pagers, cellular phones, PDA's, and messaging devices, is prohibited in classrooms, as well as in other areas where a classroom atmosphere is assumed (e.g. libraries, labs, theaters, administrative offices), except by special permission of the instructor. Passive use including silent and vibrate mode, may be used, provided it does not compromise the education process or promote an unethical situation." Instructors reserve the right to regulate the monitoring of such devices as necessary. Faculty should include the following statement somewhere on their Course Outline/Syllabus: "If changes in these procedures and requirements are necessary, they will be announced by the instructor." * Department Meetings/Academic Meetings Department and Division meetings are held at least once a month. Minutes are recorded and shared with the college community via e-mail. If unable to attend, the department chair or Associate Vice President should be informed. A schedule of department and other monthly academic meetings is distributed at the beginning of the semester and generally follows the schedule below: First Monday: Department Meetings Second Monday: Associations Third Monday: Divisions Fourth Monday: College Assembly * Distance Learning Full-time faculty wishing to use Blackboard for an online, web-enhanced or hybrid course must participate in Blackboard training. Applications for training and course approval are available from the department chair, or may be downloaded from the SUNY Orange website under the Faculty link. For more information, contact the Coordinator of Instructional Technology or visit the Distance Learning web page. See Appendix. * Examinations and Other Performance Measures Students should be assessed throughout the semester and given frequent and timely feedback. The number, type, and schedule of assessments in each course are determined by individual instructors and should be consistent with department policy and SUNY policies. A minimum of one assessment for a one credit course, two assessments for a two-credit course and three assessments for courses of three or more credits are required. The performance evaluation procedure to be followed in each course should be clearly explained and detailed in the course syllabus. The grading value of the component parts of each assessment strategy should be indicated. Unless mandated by department policy*, comprehensive final examinations are given at the discretion of the individual faculty member. Comprehensive final examinations given in a classroom can only be given at the time and place approved by the Director of Academic Services. They may not be more than 2 1/2 hours in length and must be supervised. Any other type of comprehensive final examination (e.g., take-home, distance learning, or those providing accommodations for disabled students) must follow procedural guidelines. At the end of each semester, a copy of the comprehensive final examination, if given, or the most significant evaluative device must be submitted to the office designated by the Vice President of Academic Affairs and kept on record for a period that accords with New York State guidelines. *These department policies must be approved by a 75% vote of all full-time department members. * Extra Session of Classes Student attendance at course sessions not announced in the Catalogue or in the class schedule cannot be required. For example, in a 3-credit lecture class course, even though it may be beneficial for every student to have an extra hour a week of class time, attendance at that extra session cannot be made compulsory. (See Inclement Weather Policy for exceptions to this policy). * Faculty Advisor Programs Faculty advisors are assigned and coordinated by the Office of Advising, Assessment and Counseling Center. Students receive notification of their faculty advisor and a listing of all students and advisors is available in the AAC Center. Prior to actual course registration, faculty should be available to advisees during their scheduled office hours to discuss academic programs and issues related to vocational, career and educational goals. It is recommended that a record be kept on file of advisory meetings. Personal problems (i.e., financial, career, home, health) should be referred to a professional. Referrals should be made to one or more of the following areas: the Advising, Assessment and Counseling Center when unsure as how to handle a particular situation; the AAC Center Transfer Counselor concerning questions of transfer; the Financial Aid Office regarding financial aid issues; the Career Services Office regarding career or job placement issues; the Student Life Office regarding student activities; and the Office of Student Development concerning discipline issues, college policy, etc. Adjunct faculty is not responsible for the academic advisement of their students. Each student has an appointed full-time faculty advisor. This does not preclude informal advising with a student regarding progress in the course being taught. * Faculty Meetings and Workshops Faculty meetings are scheduled on a timely basis. The President of the College may call special meetings at any time. Most faculty matters are discussed at the College Assembly meetings. Faculty workshops are offered at the beginning of the fall and spring semesters and deal with a variety of topics. These sessions provide valuable information and professional development opportunities for faculty. Another venue afforded to the faculty is the Center for Teaching and Learning. The CTL will provide support to the teaching Community through workshops, seminars and conferences addressing a variety of topics, ranging from theories of education to hands on application of techniques, from basic teaching strategies to the use of new technologies. Workshop opportunities for adjunct faculty are offered throughout the academic year. These include: an overview of the Learning Resource Center and resources available to faculty; FERPA, a Family Educational Rights and Privacy Act concerning rules and regulations regarding the federal act which guarantees students the right to have some control over the disclosure of information from his/her educational records; an electronic grade book workshop, etc. Notices of these and other workshops are distributed by the Office of the Vice President for Academic Affairs. * Grades/Grade Reports Mid-semester The deadline for submitting Mid-semester Progress Report Forms is specified in the College Calendar. A mid-semester estimate of performance is to be submitted for students who are doing unsatisfactory work (below the level of "C"). These are unofficial notices and are never put on transcripts. It is intended to warn students and alert their faculty advisors of impending issues. Final Final grades are one of the following: A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, W. Pluses and minuses will be entered on the student's official transcript but do not affect CQPA's. The final grade in activities courses or support modules will be Pass or Fail. In developmental courses, the final grade will be Pass, Fail, or Hold. Grades are to be submitted to the office of Academic Services as specified (usually within two days administering the exam). Change of Final Grade Except for grievances, after a final grade has been submitted, it can be changed within four weeks (because of clerical or computational error) by filling out the required form and getting the signature of the Department Chair. After four weeks, such a change also requires the signature of the Vice President for Academic Affairs. Incomplete The grade of Incomplete (I) may be given at the discretion of the instructor. The instructor must submit a change of grade by the end of the next fall or spring semester, whichever comes first. If the work is not completed, the (I) will become an F. The grade of Incomplete (I) cannot be used in developmental courses. A student desiring to graduate with one of more Incompletes may do so: however the Incomplete shall count as an "F" for purposes of computing the CQPA. Grade of W A student who drops a course(s) by the end of the tenth week in a semester-long course or its equivalent (by the end of the fourth week of a six-week Summer Session) will receive a grade of W. A grade of W may be reported by the instructor until the end of the thirteenth week or its equivalent; thereafter an instructor must report a final grade. Grade of HOLD The grade of HOLD (H) may be used in developmental courses only. The H grade indicates a degree of progress, which is insufficient to make a Pass (P) grade appropriate, but does warrant the student's continuation to the next level. Distribution of Grades Each student must be graded primarily on the basis of his or her achievement, as distinguished from aptitude or interest. Grades may also be significantly affected by attendance or violations of other academic policies (see Policy #7). No quota system of allocating grades is authorized. (Pluses and minuses, with the exception of A+, F+ or F-, may be given at the discretion of the instructor). The meaning of letter grades is: A-, A = 90 - 100%, B-, B, B+ = 80- 89%, C-, C, C+ = 70 - 79%, D-, D, D+, = 60 - 69%, F = 0 - 59%. Faculty whose grades are based on a different numbering system must indicate so in their course syllabi. Final grade reports are distributed to the mailboxes a few days prior to the end of the semester. Along with the grade reports is a sheet of instructions covering the administrative details for completing the report and due dates. Also attached to the final grade report are forms for identifying students who receive a grade of F, D, W, or an Incomplete (I). Mid-Semester Roster This roster must be completed by the faculty member showing only unsatisfactory grades for each student in class. It must be signed by the faculty member and returned to the Office of Records and Registration by the date requested. All mid-semester rosters must be returned even if there are no unsatisfactory grades. Instructor Withdrawals Academic Services sends a memo to each instructor notifying them of the end of the thirteenth week of classes and the deadline for submitting instructor withdrawals. Drop/Add forms & D-F-W reports are enclosed with the memo. Academic Services does not send a roster with this memo. Final Grade Roster This roster is used for recording the final grades of students in your class. The completed roster is due within 48 hours (or by the date and time listed on the accompanying instruction sheet) after the final class meeting. Faculty must adhere to this deadline because final grades are processed as a whole for the entire college. Final Grade Rosters should be delivered in person to the Registrar's Office since mailed grades do not arrive in time. NOTE: Students not listed on the rosters are not registered and will not receive a grade for the course. Any student not listed on rosters should directly contact the Office of Records and Registration. Instructors should write in the student's name on the bottom of the roster along with the grade. Confirming Grade Roster This roster is for the instructor's record only. Please review the final grades shown on this roster with the grades reported on the Final Grade Roster (see above). If there is any discrepancy, notify the Registrar's Office immediately. * Inclement Weather Only the President and the Vice President of Academic Affairs (VPAA) are authorized to cancel classes for the day, the evening, or both. A morning announcement to close the College during the day does not necessarily mean evening courses and activities have likewise been cancelled. A separate decision, usually made prior to 2:00 p.m., will be announced concerning evening credit and community service classes. For updated information, dial the College's main number (344-6222) for recorded voice information. Updated information is also available on the College's website: www.sunyorange.edu. Inclement weather conditions during the day that warrant a cancellation of evening classes and activities will be announced prior to 2 p.m. In this instance, all classes scheduled to meet at 3:45 p.m. or later will not be held that evening. Credit and non-credit classes held at off-campus high school locations (Newburgh Free Academy, Monroe Woodbury High School, Port Jervis High School, and Warwick High School) will be cancelled if on-campus classes do not meet; if SUNY Orange does not cancel evening classes as a result of inclement weather, evening classes held at off-campus high school locations will follow that high school's inclement weather closing announcement. Information regarding inclement weather closings will also be available via the college recorded voice service (344-6222). Evening credit classes cancelled because of bad weather must be made up. Such make-up classes will be scheduled on the second Friday night after the missed class, or as otherwise announced by the VPAA. Faculty members are not authorized to cancel classes on their own because of weather conditions. In the event of inclement weather or emergency conditions, announcements concerning closing of the College and/ or class cancellations can be heard on the following radio stations: Beacon WBNR 1260 Newburgh WGNY 1220/103.1 WSPK 104.7 WHUD 100.7 Newton, NJ WSUS 102.3 WLNA 1420 WNNJ 1360/103.7 WHCY 106.3 Ellenville WELV 1370 WTHN 99.3 Port Jervis WDLC 1490 WRNQ 92.1 WTSX 96.7 WCTJ 96.1 WCTW 98.5 Poughkeepsie WEOK 1390 WALL 1340 Highland WRWD 107.3 ESPN 1340/1390 AM WBWZ 93.3 WRRV 96.9/92.7 WPDH 101.5/106.1 Kingston WRNN-TV Orange County/Time Warner channel 22 Oldies 97.7/97.3 Monticello WSUL 98.3/95.7 Woodstock WDST 100.1 * Office Hours Each full-time faculty member is to maintain at least five (5) office hours per week, spread over at least four (4) days and scheduled to accommodate day and evening students. Office hours should be held in the faculty member's office. Hours may be changed for any week by written notice posted and communicated to the administrative office during the preceding week. Faculty members holding office hours at a location other than their office should post a notice on their office door indicating where such hours are held. This alternate location should be accessible to students. Each day adjunct faculty member has the option, subject to Department Chair approval and availability of appropriate space, to maintain one (1) office hour per week for each course of three (3) or more credits taught in a semester, payment for which shall be at the Laboratory Hour rate of Appendix C-2. (OCCC Faculty Association Contract) * Pre-Enrollment Immunization Requirements for Students Immunization Requirements: New York State Public Health Law requires that all students who were born on or after January 1, 1957, wishing to take 6 or more credits during any one semester must provide proof of immunity to Measles, Mumps and Rubella. This information must be provided to Health Services prior to registration, and applies to both matriculated and non-matriculated students, as well as distance learning and off-site courses. In July 2003 the Governor signed an additional piece of legislation, which requires all colleges and universities in New York State to provide students with information about Meningitis disease, and the availability of the meningitis vaccine (Menomune). Students are required to complete a Meningitis Response Form indicating they have either received the vaccine in the past 10 years, or that they have read the information and have chosen not to receive the vaccine. * Refund Policy Students who officially withdraw from a credit course or from the college may be eligible for a refund of tuition in accordance with the schedule found in the College Catalog. * Roll Books Grade Books and Roll Books are the property of the College and are to be turned into the Registrar of the College when a faculty member severs their relationship with the College. The University of the State of New York and State Education Department requires that these records be maintained permanently. Each adjunct will maintain a roll book for all classes taught during a semester. Blank roll books will be provided by the department at the beginning of each semester. Completed roll books will be turned into the department at the time of submitting the final grade report. Completed roll books, which include interim and final grades, will be kept on file in the department in accordance with SUNY policy. * Student Attendance Attendance is required in all courses. Work missed during any period of absence, regardless of the reason for the absence, must be made up by the student (see course syllabi for details). Instructors are authorized to lower grades for class absences and may withdraw non-developmental students from a course for excessive absences. Instructors are not permitted to lower grades for absences for religious observance or for participation in athletics or other college-sponsored events with advance permission by the instructor. If illness, accident or similar circumstances make it impossible for a student to attend classes for three or more consecutive days, it is his or her responsibility to notify the Office of Records and Registration. The Office of Records and Registration office will, in turn, notify each instructor. It is the student's responsibility to contact each instructor to make up missed work. * Student Code of Conduct The Student Code of Conduct and Judicial Procedures can be found in the Student Handbook and on the College website. Questions regarding the code or procedure should be directed to the Vice President for Student Development or the Director of Student Life. Faculty who wish to report a violation of the Student Code of Conduct should document the alleged incident in writing and forward the report to the Vice President for Student Development (VPSD). The VPSD cannot begin to take action until this documentation is received. The documentation must be received by the VPSD within thirty days of the alleged violation. A complaint may be filed after thirty days only when the VPSD finds special circumstances exist that warrant a late filing. Once the complaint is received, the VPSD will review any security reports (if applicable) and contact the faculty member who has filed the complaint if any further information is required. The VPSD will then determine if the alleged conduct constitutes a violation of the Code of Conduct. The VPSD will then move forward with adjudicating the complaint using one of the following methods: Informal Resolution: The VPSD will review all information, speak with pertinent witnesses and, if desirable, bring together the faculty member and the student. Resolution is achieved when both the faculty member and the student feel the behavior issue has been addressed and an outcome is mutually agreed upon. If either party is not agreeable to the proposed resolution, the case will go to formal resolution. Formal Resolution: If formal procedures are to be used, the Board of Inquiry is convened as a hearing panel. The Board is composed of four students appointed by the Student Senate and three faculty members appointed by the College Governance System. The findings of the hearing and any recommended sanctions are forwarded to the VPSD for action. Interim Suspension: Faculty members retain the right to remove from the classroom (for the duration of that class period) any student demonstrating disruptive behavior. It is the responsibility of the faculty member to report the incident to the VPSD in writing and to indicate if they do not want the student to return to class (interim suspension) and the rationale for that request. If the faculty member wishes the request to be acted upon prior to the next class, they must forward the written documentation to the VPSD immediately to allow for time to review the information and contact the student. The VPSD may issue an interim suspension of privileges for the following reasons: a. to insure the safety and well-being of members of the College community or to preserve College property b. to insure a student's own safety of well-being c. if a student poses a threat of disruption or interference with the normal operations of the College. * Student Records and Confidentiality Handling of Student Information: All staff must be very careful about what student information we share with whom, in conference, on the telephone, in writing, or in/before/after class. The federal Family Educational Rights & Privacy Act (FERPA) guarantees the student the right to have some control over the disclosure of information from his/her educational records. Faculty cannot release any information deemed non-directory without the student's signed written consent. Directory information is defined as enrollment status (full or part time); dates of enrollment; major; and degree/certificate awarded, date of degree, and honors received. Non-directory information includes everything else such as address, telephone numbers, grades, student ID numbers, attendance and performance in a course. Faculty may discuss non-directory information with their department chair and other college officials, but not with a student's family member, friend or outside agencies, etc. If requests are received from outside agencies, they are to be reported to the Director of Academic Services, who also serves as the college's FERPA Officer. Although it is not permissible to release non-directory information to student family members, the College Catalog addresses this concern as follows regarding parental rights: ... "Orange County Community College is guided by the principle that students' active involvement in their education enhances their learning and development. In keeping with this principle, SUNY Orange considers its primary relationship to be with its students. When the student is a tax dependent of parents/guardians, it is important that both parties discuss how they will communicate." Academic progress is reported to students with the expectation that this information will be part of on-going discussions with parents/guardians. If said discussions are not taking place with the student, FERPA has provided for ways in which parents/guardians of dependent students may inspect the educational records of the student. To learn more about FERPA, FERPA Workshops are usually offered during the Fall semester or contact the Director of Academic Services, the College's designated FERPA officer. * Student Withdrawal Procedure Official Withdrawal from the College A student may separate from the College by withdrawing from all courses in which he or she is currently enrolled, including developmental courses; if he or she does so by the end of the thirteenth week or its equivalent (see Academic Calendar). The student must complete the Official Withdrawal-from-College Form and the Drop/Add Form with the appropriate signatures. The student initiates the withdrawal process through the Office of Records and Registration. For degree seeking students, exit interviews with the Counseling Staff, as well as the signature of a Financial Aid Officer are required. For students who have not declared a degree need only to complete the forms and file them with the Office of Records and Registration. Official Withdrawal from Course(s) Withdrawal from a course(s), by a student requires the completing and filing a Drop/Add Form with the Office of Records and Registration by the withdrawal deadline stipulated in the academic calendar. A student who officially withdraws from a course(s) by the end of the tenth week or its equivalent will receive a grade of "W." Thereafter, only the instructor may give a grade of "W" through the thirteenth week of the course or its equivalent. If the instructor does not initiate a grade of W, a final grade must be assigned by the instructor. The grade of "W", when initiated by the instructor, must be accompanied by a written report describing the reason for the grade. The registrar will record a grade of "W" after the student has been officially notified and has the opportunity to initiate an appeal. To issue a grade of "W" in a developmental course, the instructor also needs the approval of either the Coordinator for Developmental Education, the Director of Academic Services, or the appropriate Associate Vice President. Forms are submitted to the Office of Records and Registration for placement in the student's academic file. Official Withdrawal from a Course(s) because of a Medical Condition When a student must withdraw from the college or course(s) due to his or her personal medical condition, he or she must obtain written verification from the physician and include it with all other required forms described above. All such information given to the college is treated as confidential and privileged. The student's request for a medical withdrawal, with the appropriate forms, should be submitted to the Director of Academic Services before the end of the semester in which the condition occurs. The Director will make a decision on the request for a medical withdrawal. It should be noted that withdrawals approved for medical reasons do not generate a waiver of tuition, waiver of the physical education requirement, or waiver of financial aid requirements. Students should consult with the appropriate office concerning these issues. * Teaching Loads Please refer to the current Agreement between the Legislature of the County of Orange and the Staff and Chairmen's Association of OCCC and the Legislature of the County of Orange and the Faculty Association of OCCC. * Travel/Field Trip Policy Individuals involved in College-sponsored travel are required to complete two or more of the following forms depending on whether travel will take place in or outside the continental U.S. The College Sponsored Travel Approval Process Form is required for all college-sponsored travel including the Field Trip Form for travel within the U.S. and the Waiver of Liability for travel outside the U.S. Forms must be submitted and approved prior to the trip. Faculty who receive reimbursement for educational travel are to file a statement concerning the experience with the appropriate Associate Vice President and the department chair. For student field trips faculty are to submit an evaluation to the appropriate department chair. Prior to scheduling a field trip on a day of classes, permission must be obtained by the appropriate Associate Vice President. The College Sponsored Travel Approval Process Form must be completed for mandatory or voluntary field trips including student club trips, alumni trips, athletic trips, student life trips, Kindercollege trips, etc. The timeline for submission of this form is two weeks in advance for local and out- of- state trips and four months in advance for trips outside the USA. Appropriate signatures must be obtained. Forms are found on the College website and in the Appendix. The Field Trip or Off Campus Activity Form must be completed for all College-sponsored travel WITHIN the continental U.S. This form requires information that supplements what is found on the "College Sponsored Travel Approval Process Form". Appropriate signatures must be obtained. Forms are found on the College website and in the Appendix. The Waiver of Liability Form must be completed for all college-sponsored travel OUTSIDE of the continental U.S. This form requires detailed information beyond what is needed for travel within the continental U.S. CHAPTER 5: COLLEGE SERVICES (FULL & PART-TIME DAY/EVENING FACULTY) * Access to Facilities The use of the Learning Resource Center, Physical Education facility, and discounts to College sponsored cultural events are available to all adjuncts. To access these benefits, an I.D. card is required. This card can be acquired from the Student Life Office located in the George F. Shepard Student Center. Their hours of operations are Monday through Thursday, 8:00 a.m. to 8:00 p.m. and Friday, 8:00 a.m. to 5:00 p.m. * Bookstore The Bookstore is located in the George F. Shepard Student Center at the Middletown Campus. The hours of operation are 8:30 a.m.-4 p.m. Mon. Tues., Th.; 8:30-7:30 p.m., Wed., 8:30-7:30 p.m.; and Fridays, 8:30-noon. The textbook pre-pack program is a free service offered by the Bookstore to save students time in collecting the correct books for their courses. Students drop off their schedule for the upcoming term and the Bookstore staff packs all required books and has them available the week prior to the start of class with expedited pick-up. Full details and forms are available at the Bookstore or through their website. The Bookstore coordinates opportunities for students to receive cash for textbooks they no longer need through used book buy-backs at designated times throughout the year. The primary buy-backs take place during fall and spring term finals week. The return policy allows for textbooks to be returned through the third week of class of the current fall and spring terms. The original sales receipt must be presented and books must be in new condition and free of any marks or damage. They must also be in their original packaging or shrink-wrap. Accompanying cd's, access cards, cassettes or software must be intact, undamaged and unopened. Used books must be in undamaged condition. Computer software, cd's, diskettes, electronics (calculators, tape recorders etc.) novels, CPR masks and stethoscopes are not returnable. Textbook Adoptions The Bookstore-designed requisition form is used so that there is a record of what has been ordered and when. The number of copies to be ordered will be decided by the department chair on the basis of projections of previous course enrollments. The Bookstore requests that textbook adoptions be submitted for each term as follows: fall - April 1st, spring - October 14th, summer - March 10th. Included on the form should be all required and recommended textbooks, supplies and materials. A copy of the syllabus can be attached if it includes relevant information such as a list of supplies or the order that texts and materials are used. Adoption forms may be obtained at the Bookstore or through their website, www.sunyorangebookstore.com. From the home page, click on "Faculty Center", "Textbook Adoptions" and "Adoption Form". Textbooks are generally available for sale starting two weeks prior to the first day of class. The Bookstore accepts payments with cash, personal checks, MasterCard, Visa and Discover Card. Student Financial Aid (SFA) Bookstore Credit may also be available for eligible students. Paperwork for these authorizations must be submitted to the Bookstore at least one business day prior to an individual being able to charge their purchase. * Central Scheduling (Use of Facilities) Scheduling of College facilities for outside and College events are scheduled through the Central Scheduling Office, extension 4720. A reservation form must be completed. See sample in Directory of Forms Section. Questions regarding daytime and evening classrooms or room change requests must be approved by the Director of Academic Services. * Faculty Mailboxes Mailboxes for all faculty and professional staff are located in the basement of Morrison Hall on the Middletown campus. The Middletown mailroom is open 8:30 a.m. - 8 p.m. Monday - Thursday and 8:30 a.m. - 5 p.m. on Friday for pick up and drops. A mail clerk is available 8:30 a.m. - 4 p.m. At the Newburgh campus mailboxes for faculty and professional staff are located in the Main Office, Room 223. The office is open from 8:00 a.m. - 10:00 p.m. Monday - Thursday and 8:00 a.m. - 5:00 p.m. on Friday for pick up and drops. * Information Technology The Information Technology Department (IT) is divided into four groups: Information Services, User Support & Operations, Network Infrastructure and Distance Learning (DL). All four groups are responsible for collaboration with faculty, support staff and students on the instructional use of data, facilities and the campus software at all SUNY Orange locations. Their responsibilities are: Information Services - responsible for the administrative systems, programming, reporting/analysis, web services and database. User Support & Operations - responsible for the help desk, application support, peripheral support, pc support, system operations for systems and administration and the multimedia-audio visual equipment. Network Infrastructure - responsible for Enterprise security, setup/maintain systems and servers, network administration, network cabling and support, telephone system and VOIP. Distance Learning - responsible for the Blackboard administration, Student and Faculty Support, Faculty training for Distance Learning and Equipment support including the IBM AS400. * Instructional Technology Computer Lab Hours: A computer lab for faculty use is located in the Academic Technology Lab located in the Learning Resource Center, Room 213. The hours are the same as those of the LRC. Access is by a six-digit code available through the department chair. Duplicating Services: The Copy Room is located in the lower level of Orange Hall, across from the Payroll Office. The hours are 8 a.m. to 8 p.m., Monday - Thursday and 8 a.m. to 7 p.m. on Friday. There is a 3-5 business day requirement for processing. E-Mail: E-mail and Internet access is available to all staff upon the written request of their supervisors. Accounts remain active only while an individual remains affiliated with the college. Individuals may access their college e-mail account from their homes using an independent Internet service provider. All adjunct faculty is required to have a campus e-mail address. Contact the Help Desk/Operations, 341-4749 to establish an e-mail address. Smart Classrooms: A variety of smart classrooms with various types of state-of-the-art equipment exist on campus. The College is committed to enhancing technology availability and usage by all staff. Contact the department chair for assistance with technology or smart classroom requests. Telephone: To report problems with telephone or lines contact the Switchboard, ext. 4620 between the hours of 10 a.m. - 6 p.m., Monday - Friday. To add or move equipment, a written request should be submitted in writing to the Director of Facilities/Administrative Services. Voice Mail: Voice Mail is available by request to full time faculty and professional staff. Persons who wish to have voice mail must have their own phone extension rather than a phone line shared with another person. Voice Mail is not yet available for all adjuncts unless designated by the department chair. Web Page: The maintenance of the college web site (internet) is the responsibility of the Office of Institutional Advancement. The college intranet (web share, e-mails) is the responsibility of the Department of Information Technology. Faculty is responsible for their personal web page and a web master has been designated for all departments. Changes to these pages should be discussed with and submitted to the college web master. Work Orders (Maintenance Requests): Work Orders can be submitted electronically as described below. Emergency conditions should be reported by phone. 1) Go to http://orange.cc.ny.us/facultyandstaff.shtml and click on Maintenance orders link 2) Click on "Faculty and Staff" 3) Click on "Maintenance Orders" 4) Sign in and identify yourself 5) Select location of work from drop down list; 6) Select problem type; 7) Describe problem or request; 8) Submit password 9) Click on submit and your work order is on its way. * Learning Resource Center The LRC is a service organization designed to support and extend the teaching and learning function of the College with a variety of published material. The collection consists of over 95,000 books, 500 periodical titles, 33,000 microforms, videotapes, and compact discs. In addition, there are 55 online databases for on-campus and remote access to indexing and full-text for thousands of e-books, newspapers, magazines and journals. The book collection is arranged according to the Dewey decimal classification scheme, and the online catalog employs the form of entry of the Library of Congress, listing materials by author, title and by subject. A new Information Commons has been created to better serve the College Community. Circulation Department Reserve Materials: Faculty and Staff may place items on reserve for restricted use by students. A Reserve Form can be obtained from the Circulation Desk. Please allow for a 3-day processing period before items will be available for your students. The LRC adheres to U.S. Copyright Law when placing and removing course reserve materials does not purchase textbooks. There are occasions when textbooks are delayed at the bookstore or when students are unable to purchase a text for a short period of time. To assist students, the LRC has instituted textbooks on reserve service. Faculty and departments are requested to donate extra copies of texts to be placed on reserve. Contents Page Service: Faculty may request to receive a photocopy of the contents pages of periodicals housed in the LRC print collection. Requests for copies should be sent to the Collection Development Librarian. Many publishers and database vendors now offer this service for titles via e-mail. Book, Periodical DVD and Video Orders: Order forms for items may be obtained from the Collection Development Librarian. When a requested book is received, a notice is sent accordingly. Interlibrary Loan The Interlibrary Loan Service (ILL) is a cooperative program between libraries, intended to provide patrons with access to materials not owned by their libraries. Any SUNY Orange student, staff, or faculty member may use it. Materials available include books, periodical articles, audio-visual materials, dissertations, and ERIC documents. Forms for requesting items by interlibrary loan are available at the Reference and Circulation Desks. Notification is sent when the item is received. ILL items will be kept at the Circulation Desk. Usually there is no charge for ILL. Notification of any charges will be made prior to sending for it. Library Instruction The LRC Library Instruction program (LI) is designed to help the student acquire the basic skills and confidence necessary to locate information in the Library by focusing on the practical process of research. Faculty may and are encouraged to request Library Instruction. It is preferred that the instructor be present during these instructional sessions in order to answer clarifying questions. LI sessions are conducted in the LRC classroom. For more information, or to schedule a LI session, call the Middletown LRC Reference Department at Ext. 4260 or the Newburgh LRC at Ext. 4542 Database Access A core set of licensed full-text and bibliographic databases can be searched from on or off-campus. Faculty, staff and students use their assigned ID number and password to sign on to our Remote Database Access (RDA) service. For more information, contact the LRC Circulation Department at extension 4855 or go to http://www.sunyorange.edu/lrc. * Parking A map of the designated faculty parking areas for the Middletown campus can be found in the Appendix. To be eligible for parking at the Middletown campus, a permit must be obtained from the Student Life Office and be displayed in the car at all times. For information on parking at the Newburgh Extension Center or other off-site venues, contact the Office of the Director for Extension Centers CHAPTER 6: COLLEGE SERVICES - STUDENTS * Advising, Assessment and Counseling Center Academic Advising The Advising, Assessment and Counseling Center coordinates, with the assistance of the academic departments, the academic advising program. Based on a student's area of study, an advisor or counselor is assigned to assist the student in developing and meeting their academic goals as follows: Undeclared Students - By group and individual appointments, Counselors will guide students in developing academic and career goals. Developmental Students - Individualized attention is provided to students who, based on the assessment test, are taking courses to prepare them for their major course of study. Individual Studies Students - The Individual Studies degree is designed for the student whose goals are not adequately addressed by one of the college's other programs. The student will work closely with the Individual Studies counselor to prepare a program of study for approval by Academic Affairs. Returning Adult Students - The Counseling Center recognizes that the needs of the Adult Student are often unique, so a variety of services and programs are offered to meet those needs. A non-credit course, Adult Re-Entry, is offered every semester for adults who would like assistance in developing a personalized life/career plan. Assessment All degree seeking students are required to participate in an assessment of their English and Math skills prior to registering for classes, unless a waiver of the test is granted. This assessment is designed to ensure that students are placed into the appropriate classes based on their abilities. Counselors are available to discuss how the results of the assessment test fit into the student's academic and career goals. If a student does not have a high school diploma from an accredited and registered high school or a high school equivalency diploma, and wish to apply for Financial Aid, they must meet minimum score requirements on the Placement Assessment/Ability to Benefit Test to be academically eligible for Financial Aid. The Office of Advising, Assessment and Counseling also offers computer-based CLEP exams, which allow the student the opportunity to earn college credits in various subject areas based on the results of the test. Students should consult with a counselor prior to taking a CLEP exam to discuss applicability and transferability of credits to a degree program. Counseling The Office of Advising, Assessment and Counseling Center assists students in deriving maximum benefit from their college experience and in developing the full range of their educational, personal and social potential. The Center is staffed by counselors, who work from a developmental perspective, to help students clarify their goals, identify behavioral and social obstacles, and explore a student's available resources for achieving those goals. The Center is located on the third floor of the George F. Shepard Student Center on the Middletown Campus and on the first floor of the Key Bank Building at the Newburgh Extension Center. The hours during fall and spring semesters are Monday - Thursday, 8 a.m. - 8 p.m., Friday, 8 a.m. - 5 p.m. Personal/Social Counseling The Counseling Center is professionally staffed and offers short-term, non-clinical counseling to students needing assistance in adjusting to college life. Counselors keep information related to counseling services confidential unless disclosure is required to prevent clear and imminent danger to the student or others or when legal requirements demand that confidential information be revealed. When disclosure is required, only information that is essential is revealed and the student is informed, to the extent possible, of such disclosure. Referrals to community resources are available; however, follow-through is at the discretion of the student. Transfer Counseling As members of the New York State Transfer and Articulation Association, the counselors have developed contacts with many of the four-year colleges and universities where a majority of our students transfer to complete their undergraduate and post-graduate degrees. This valuable resource allows the counselors the unique opportunity to help guide students through the transfer process. In addition, the Center sponsors College Transfer Days in the fall semester, inviting approximately 90 public and private college and university representatives on campus to discuss their programs. Veterans' Affairs Located in the Counseling Center, the Veterans' Affairs representative provides support services to meet the needs of students with military educational benefits. Workshops/Classes/Programs Throughout the year, the Counseling Center offers workshops, classes and programs to address a variety of student needs e.g., study and life skills workshops, Veterans' Day and Women's History Month programs. * Bookstore - (see Chapter 5) * Disability Services In order to receive services, students must self identify to the Office of Disability Services and provide that office with current, appropriate documentation of a disability and accommodation recommendations from a qualified medical, or other licensed professional evaluator. Documentation is re