3.1 Institutional Review Board
- Revisions and additions to the policy are focused on compliance with 45 CFR Part 46, other policies and procedures
- Revised form - GRCC IRB Research Application
- New forms added - GRCC IRB Research Amendment Request Form, GRCC IRB Research Year-End Final Report Form
- Operating procedures for IRB updated and expanded for compliance with 45 CFR Part 46 and other policies, including addition of Data Sharing Agreements when requests for college data have been approved as part of IRB application
9.10 Contributions to the College - renaming “Materials Donations to the College”
· Changed the name of the policy to Material Donations to the College.
This was done to appropriately align this policy with the recently revised and adopted Fundraising Policy. The fundraising policy addresses cash donations, this policy is meant to specifically address Material Donations.
- The Policy Subsection was changed to 9.3 Grand Rapids Community College Foundation
This was done to appropriately align this policy with the recently revised and adopted Fundraising Policy.
- Section IV: Verbiage updated to specify material donation gifts.
- Section V: Removed donors from the list of entities affected by the policy as this policy is meant for GRCC internal stakeholders to review.
- Section VI: Verbiage updated to be consistent with the Fundraising Policy.
- Section X: Tightened up verbiage to make the policy more succinct and to reflect current processes and procedures for accepting Material Donations
- Section X: Removed Item E as this policy does address cash donations. Cash donations are addressed in the fundraising policy.
14.3 Complaints Regarding Violations of Privacy & Confidentiality (HIPAA)
- No changes
12.10 Furniture Policy
VII. Related Documents - added 3.2 Non-Discrimination on Basis of Disability Policy and 6.8 Remote Work Policy
- Existing Language:
Departments can purchase furniture with department funds, but all purchases must be processed through Facilities to insure uniform standard and quality. Departments and individuals should not contact third party vendors without Facilities and Purchasing endorsement.
- Revised Language:
Departments may request furniture be purchased with their department funds, but all purchases must be prepared and processed through the Facilities and/or Purchasing Offices to ensure uniform standard and quality. Departments should not contact third-party vendors without Facilities and Purchasing endorsement.
15.2 Web Accessibility
Minor grammatical changes & updated contacts
14.16 Health & Safety
VII. Related Documents - added “Communicable Diseases Policy” and “Face Covering (Mask) Policy”
12.9 Facility & Grounds Use
IV. Reason for Policy - Changed “GRCC also makes its physical facilities available to responsible groups and organizations on a rental basis,
after meeting college needs “when not in use for college activities.”
IV. Reason for Policy - Added “All events must comply with College Policies.”
V. Entities Affected by this Policy - Added “students”
VII. Related Documents - added “Health and Safety Policy”
X.B.4 Procedures - added “Certificates of insurance will be required”.
6.14 Family Medical Leave Act
6.20 Criminal Background Checks
- Added "court ordered" to section B.3.
- Updated the correct description of GRCC Police department throughout the policy.
- Added item #7 to Policy Statement (Independent Contractors).
- Removed from the entities affected group....faculty who are academic advisors (they are included as an employee and don’t need to be identified separately).
10.6 Withdrawal & Return of Federal Tuition Assistance (FTA) Funds
- Clarified Reason for Policy - The Department of Defense requires schools to provide student veterans information on their policy regarding return of Federal Tuition Assistance funds.
6.6 Title IV Loan School Code of Conduct
- Section B. Interaction with Borrowers - All Direct Loans are assigned to the Federal Government as the lender and have been for some time. The removed lines will eliminate any confusion that a Direct Loan would be assigned to anyone other than the Federal Government.
- Section E. Staffing Assistance - Added a small update to include “education sessions” as something that is allowable for the College to accept assistance from a lender on.
- Code of Conduct, section D. Advisory Board Compensation - In the federal regulations, it includes some specific guidance for any reasonable expenses incurred with participating and how to report those to ED.
9.1 Fundraising (NEW)
The 9.3 GRCC Foundation fundraising policy was eliminated in 2017 because at that time, it was a policy that reflected only the work of the GRCC Foundation, so there was no need for it to be included in the GRCC Policies. With the shift in the past couple of years to widely accessible fundraising platforms like Gofundme and crowdfunding, there now needs to be a college policy in place to preserve the integrity of the formal GRCC Foundation fundraising efforts and practices. This policy ensures that the College is able to control the types of fundraising that can be conducted in the name of GRCC and the GRCC Foundation.
15.3 Web & Digital Content
II. Policy Name and Subsection: Updated from “Web Content” to “Web & Digital Content”
III. Policy Statement: Removed unnecessary language around an “increasing digital society.”
IV. Reason for the Policy: Added: “This policy also aims to address problems with social media accounts that are started and abandoned, or have ceased to be updated because of lost passwords. Such problems leave outdated, inaccurate and misbranded information on the social media platforms, damaging the college’s reputation and hindering recruitment and enrollment efforts.”
V. Entities Affected by this Policy: Edited to be more succinct and to include visitors to any of our web properties.
VI.Who Should Read this Policy: Updated to include anyone who wishes to manage a college Web Property.
VII. Related documents: Added: Social media best practices and guidelines.
VIII. Contacts: Added Director of Web & Digital Strategy as co-owner, as well as Vice President for College Advancement and Chief Information Officer for additional contacts.
- Added definitions for Digital Signs, Digital Displays and Web Property.
- Edited Web Content definition to expand upon web content and include any GRCC-affiliated Web Property.
- Social Media: Added TikTok and LinkedIn.
A. GRCC Webpages
- Edited to note that training is now provided by the Web and Digital Strategy Dept. rather than Communications and IT, and training is required on a yearly basis to ensure accessibility, branding, quality and timeliness of web content.
- New language that encourages departments to rely on the Web Team for editorial needs, but supervisors may identify a primary and secondary web editor. A rationale will be requested for a third editor.
- The item that was originally listed as item 3 moved to item 5 in this section. New language: Web editors who do not log in after nine months will lose editor status due to inactivity and a lapse of practice in applied accessibility and branding standards obtained during training. They will have the option to retrain and resume web editor access at the request of their supervisor.
- New language: All web content will be reviewed by the Web and Digital Strategy department for accessibility, branding and quality prior to being published to the website. The Web and Digital Strategy department may make adjustments as needed to meet best practice standards
B. Social Media
- Added TikTok and LinkedIn. Edited to note that all social media accounts are managed by the Communications Department.
- Item originally listed as 2 moved to item 5. New language: To preserve and promote the college’s brand and reputation and ensure a consistent voice online, faculty and staff requests for a social media account to represent a GRCC entity must be approved by the entity’s ECBO and the GRCC Communications Department prior to creation. Student organizations may create accounts with proper authorization from the Communications Department in conjunction with the Office of Student Life.
- New language: “Unauthorized use of the GRCC name, logo or trademarks is strictly prohibited.”
- New language: Employees wishing to create a department-, course- or organization-specific social media account must submit a plan to the Director of Communications for maintaining the proposed social media page and ensuring its content is updated and passwords maintained. Social media accounts require regular, active participation to be effective. The plan should include the account’s objectives, intended target audience, and an explanation of why the content requires its own account.
- New language: Each social media account will have at least two account administrators assigned in order to maintain access to passwords and contact in an emergency. In addition, all GRCC social media accounts must add the communications director or their designee as an administrator. The Communications Department must be provided with the names of the designated site administrators and the passwords for each page and must be notified if any changes or additions occur in site administrators, to maintain access to passwords and emergency contacts. For accounts maintained by student organizations, passwords and site administrator names must be shared with the Director of Student Life and Conduct, or their designee.
- New language: The Communications Department is a resource to help to manage and keep track of accounts as well as promote GRCC-related content to wider audiences on the official accounts when appropriate. The Communications Department is a resource to assist in promotions, growth, and content management for all GRCC social media accounts. Content will only be removed from a social media account if it violates the GRCC Code of Conduct and if it poses an immediate risk to the college. Action would be taken after consulting with the executive budget control officer overseeing the department or organization owning the account.
- New language: The Communications Department will conduct an annual review of all social media accounts to assess effectiveness. The department can offer support and assistance when needed or requested. Accounts that are not updated regularly with appropriate content or are attracting followers will be considered for removal or being merged.
- New language: Social media accounts that do not follow the guidelines documented in this policy may not be linked from any official GRCC web property, including the GRCC website.
C. New Section: Digital Signs
- Schools, departments and/or units that request digital signs are responsible for the funding of equipment, licenses and installation costs.
- All new requests for digital sign technologies must be approved by the requesting department’s executive budget control officer, Facilities, IT and the Web and Digital Strategy Department prior to installation.
- All digital signs must use Carousel software to ensure crisis communications may be published and displayed campus-wide.
- Once equipment is approved by IT and prior to installation, content to be displayed on digital signs must be coordinated, created and approved through GRCC Web and Digital Strategy team in order to maintain branding, accessibility and best practices
- New sign installation must be coordinated through IT in order to ensure consistent technological and installation requirements.
- All digital sign content requests must be submitted to the Web and Digital Strategy team at least three weeks in advance to the requested publish date in order to ensure time for design and content creation.
- All digital sign content requests will be reviewed by the Web and Digital Strategy team prior to publishing. The Web and Digital Strategy team may edit content to ensure readability and accessibility prior to publishing.
- All digital signs will run for no less than one week, and no more than two, unless extenuating circumstances arise, which may be planned in collaboration with the Web and Digital Strategy team.
D. New Section: Additional Web Properties and Digital Content
- To ensure security, quality, branding and federal accessibility compliance as outlined by the Americans with Disabilities Act – Sections 503 and 508; any web property affiliated with Grand Rapids Community College must be approved by the Web and Digital Strategy and/or Communications departments prior to being published or shared online.
2. Any web property created on behalf of Grand Rapids Community College without the proper approval may be subject to removal at the discretion of the Web and Digital Strategy and/or Communications departments. The unit, division, department, office, institute, center, committee, group, or individual that created the account will be required to comply.
- To ensure the security and ability to recover web properties and accounts, web properties may only be created using an official GRCC email account.
Added two forms: Social Media Account Request and Digital Sign Request
V. Next review/revision date
May, 2023 or TBD, depending on need to address/include language on new LED signage when that is up and running
10.1 Tuition & Fees
- Requirement for age of student changed from 24 to 26
- An armed forces service member on active duty, their spouse, and/or dependent child will qualify for non-resident tuition once they have resided in Michigan for 30 days. Appropriate documentation must be provided to the Veteran’s Benefits Office prior to the start of the semester.
- All veterans and their dependents using benefits who have recently moved to Michigan will immediately qualify for non-resident tuition rates. They must present proof of veteran status and educational benefit eligibility to the Veteran’s Benefits Office prior to the start of the semester.
- VA has different requirements for schools related to active duty versus veterans; the 30 day waiting period required for active-duty students is needed to confirm active-duty student’s posting location. GRCC is required to provide non-resident tuition to veterans immediately per the VA.
3.3 Ethics Reporting (NEW)
- Incorporates the Ethics Monitoring System information into a formal policy and identifies related policies.
- Establishes reporting expectations for employees.
- Intended to provide guidance and clarity around GRCC ethics reporting processes and responses.
- Includes contact information for General Counsel and Human Resources if employees have questions.
- Developed in conjunction with the new 'Roadmap for Leaders" which provides more detail about investigations of employee related concerns.
- The Policy was been reviewed to ensure that there are no conflicts with the Roadmap.
6.8 Remote Work (NEW)
- Establishes a formal policy and agreement to allow for remote work arrangements when appropriate
- Responds to Covid "lessons learned" about the advantages of remote work in some circumstances.
- Establishes criteria for remote work arrangements to ensure consistent treatment of remote work requests by employees or supervisors.
- Requires annual review of remote work arrangements
11.22 Economic Development Participation
6.5 Title IX Sexual Harassment
6.4 Sexual Misconduct
IIIB. Clarified that a Responsible Employee’s Duty to Report includes reporting “potential” violations and is required regardless of what capacity the employee is in when they become aware of the concern.
IIIC. Retaliation: Include portion of definition consistent with EO and Non-discrimination policy.
IIID. Added language to “False statements” section to clarify that a “not responsible” finding is not sufficient to meet burden of showing a false statement was knowingly, intentionally and maliciously made.
- Added “intimidation” to explanation of how consent may be coerced.
- Also added “Any sexual activity without consent is prohibited by this policy when a participant knew or reasonably should have known that consent was not present or had been withdrawn.”
IXK. Sexual exploitation: remove “student” from definition to clarify that prohibition on sexual exploitation includes non-students.
IXL. Sexual Harassment: removed gendered language so definition now includes: “Unsolicited, offensive behavior may involve harassment of an individual(s) of any gender against another individual or individuals of any gender.”
XA2. Add specific language clarifying that programming includes information about the “procedures for institutional disciplinary action”.
XB1. Language specifies that Clery-crimes reported to Campus Police will be referred to Title IX Coordinator; edited to add that other possible violations of this policy that are reported to GRCC police will also be referred to Title IX Coordinator. Also added clarification that GRCC police can help complainants identify correct jurisdiction for a possible crime that occurred off campus.
XB2. Added clarifying language to provide additional information about:
- Victims’ rights; this information is available to every complainant regardless of whether they pursue a criminal complaint or whether the offense is alleged to have occurred on campus.
- written notification is provided to complainants about protective measures, including assistance in requesting them and how to do so.
- institutional no-contact orders
XB3. Withdrawal of complaint: Added language to address circumstance where Complainant withdraws complaint after the investigation is completed: “If the Complainant withdraws the complaint at any point before the final appeal options have been exhausted, this may affect the outcome of the investigation.”
XB5. Provision of Resources: Updated language throughout policy indicating that the Center for Women in Transition in Ottawa County has been renamed to Resilience, and is gender inclusive.
XB6. Added clarification of the content of training provided to employees involved with the investigation and adjudication process under this policy.
14.14 Building Access Raider Card
December 2020 Policy Meeting
- IX Definitions B.2. Added “financial records and documents” to the zero tolerance examples
- Changed "he or she" to "they" throughout policy
- X Procedures B. Changed "reprimand" to "warning" in the disciplinary action
- X Procedures C. 1. Added language
October 2020 Policy Meeting
Under Procedures X. H. – change Blanket Purchase Order amount from $10,000 to $25,000. “Blanket Purchase Orders shall not be issued for more than $25,000 in any fiscal year without solicitation of sealed competitive bids. Exceptions are as listed below, and/or those determined by the Director of Purchasing.”
6.25 Utilizing the Freedom of Information Act on Behalf of College
6.2 EEO & Non-Discrimination
Grammatical and formatting changes only
June 2020 Policy Meeting
6.5 Title IX Sexual Harassment
III. Policy Statement: This new Title IX policy was created to reflect GRCC’s commitment to address sexual harassment and to ensure compliance with 20 U.S.C. 1681, “Title IX”, including the revisions of 34 CFR part 106.
VIII. Contacts: Director of Equal Opportunity Compliance and Title IX Coordinator Kimberly DeVries will be the primary contact person for this policy; questions may also be directed to General Counsel, Labor and Equal Opportunity Generalist, Director of Student Life & Conduct and Executive Director of Human Resources.
IX. Definitions: Particular definitions to highlight include:
- E. “Education Program and Activity” is defined by the Title IX regulations as the locations, events, or circumstances where GRCC exercises substantial control over both the Respondent and the context in which the sexual harassment occurs. This will be a primary factor in determining whether GRCC has jurisdiction over a reported incident.
- H. “Formal Complaint” In order to trigger GRCC’s formal grievance process, a Formal Complaint, signed by either the complainant (generally the alleged victim) or the Title IX Coordinator is required. The Title IX Coordinator may sign the Formal Complaint if a particular complainant does not wish to proceed but GRCC has determined that a health or safety concern merits a formal response.
- I. “Formal Grievance Process” refers to the formal resolution complying with the Title IX regulations, including notice, investigation, hearing with cross-examination, and appeal.
- J. “Hearing Decision-maker” is the individual or panel with authority to determine whether the evidence supports by a preponderance of the evidence that the alleged conduct occurred and that it violated the Title IX policy. For student Respondents (the party who allegedly committed the Title IX violation), the Decision-maker will be the Conduct hearing panel. For employee respondents, the Decision-maker will be an external individual.
- L. “Responsible Employee” is the term used for every GRCC employee, as every employee (including student, contingency, and temporary employees) is required to notify the Title IX Coordinator of any alleged violation of this Policy. This term is also used in the Sexual Misconduct Policy.
- T. “Sexual Harassment” for purposes of this policy is summarized as:
- a. A “quid pro quo” situation where a benefit or service is conditioned on someone participating in unwelcome sexual conduct.
- b. Unwelcome conduct that is so severe, pervasive, and objectively offensive that it denies a person equal access to GRCC’s education programs or activities.
- c. Sexual Assault, Stalking, Domestic Violence and Dating violence as they are defined in the Clery Act.
X. Procedures: The following is a summary of sections with specific requirements per the Title IX regulations:
- C. Independence and Conflict of Interest: This section highlights the importance of avoiding bias and conflicts of interest within the Title IX process, and provides contacts for reporting concerns of bias within the Title IX process and individuals involved in executing the process, including the Title IX Coordinator.
- E. Filing a Complaint: This section presents the various options for reporting a complaint to the Title IX Coordinator, including anonymous options, and cautions reporting parties of possible limitations of anonymous reports. This section also identifies the role of the Formal Complaint in the Title IX process.
- F. Supportive Measures: (previously referred to as interim measures) These are a range of responses coordinated by the Title IX Coordinator and offered to all Parties in the Title IX process, regardless of whether a formal complaint is filed. Supportive measures include but are not limited to counseling, schedule changes, medical or legal referrals, safety planning, “no contact” orders, Campus Police safety escorts, referral to local service providers, etc.
- G. Emergency Removal: When an individualized safety and risk analysis determines an immediate threat exists to the physical health or safety of any individual arising from the Sexual Harassment, the Respondent can be removed from campus on an emergency basis.
- H. Promptness: The Title IX policy includes specific timeframes for review and response to investigation reports and preparation for a hearing. Generally investigations should be completed within 60-90 days.
- J. Jurisdiction: When the alleged conduct: (1) Occurs within the Education Programs and Activities of GRCC; (2) GRCC has control over the Respondent; (3) the alleged conduct occurs against a Complainant in the United States; and (4) at the time of filing a Formal Complaint, the Complainant is participating in or attempting to participate in GRCC’s Education Program or Activity.
- K. Retaliation: This policy prohibits any materially adverse action by intimidation, harassing, discriminating, etc. against any individual for engaging in a protected activity, which includes reporting an incident, filing a Formal Complaint, participating or refusing to participate in the Formal Grievance Process and supporting a Party.
- N. Amnesty for Complainants and Witnesses: GRCC encourages complainants and witnesses to report possible violations of this policy by providing amnesty for certain minor policy violations (underage consumption of alcohol, use of drugs, etc.)
- O. Title IX Process: When a complaint is made to the Title IX Coordinator:
- GRCC will conduct an initial assessment of the complaint, including offering supportive measures and discussing informal resolution and Formal Complaint options.
- Dismissal of a Title IX complaint is mandatory if at any point it becomes apparent that GRCC does not have jurisdiction over the Respondent or the conduct does not meet the definition of Sexual Harassment. Dismissal is discretionary if the Complainant withdraws their complaint.
- Parties may each have an Advisor of their choice at all stages of the process. GRCC will offer a trained GRCC employee to serve as the Advisor upon the Parties’ request, or if the Parties attend the hearing without their own Advisor. Advisors have the primary role of support, but in a formal hearing the Advisor is responsible for conducting the cross-examination on behalf of their advisee.
- Informal Resolutions: In any case except a Sexual Harassment allegation by a student against an employee, one of the options that will be offered to the Complainant is an informal resolution, which may include mediation, guided conversations, etc. The Parties must both agree to an informal resolution and either Party may opt out at any time.
- Formal Grievance Process participants, including the Title IX Coordinator, Hearing and Appeal Decision-makers, and investigators must receive annual training which will be available on GRCC’s website covering topics including disparate treatment, implicit bias, weighing evidence and assessing credibility, scope of the Title IX policy.
- A Notice of Investigation and Allegations must be sent to the Respondent covering specific information including involved parties, the alleged misconduct and which policies may be violated, and information about the Title IX process.
- Investigators, who may be the Title IX Coordinator, will be assigned to perform an investigation.
- GRCC operates with the presumption that the Respondent is not responsible for the alleged Sexual Harassment until and unless the Respondent is determined to be responsible for a policy violation using the preponderance of the evidence standard.
- Investigation Procedures: This section sets forth the expected procedures to be followed in all investigations, in order to ensure a prompt, thorough and equitable process.
- Witnesses who are GRCC employees must cooperate with and participate in the investigation and resolution process.
- Title IX Hearing scheduling: If the matter is not resolved through an Informal Proceeding, a Title IX Hearing will be scheduled, with at least 10 days’ notice for the Parties to review all related evidence before the report is finalized and 10 days’ notice to review the finalized report before the hearing is held. The hearing will be conducted by a panel of 3 decision-makers for student respondents, and 1 external decision-maker for employee respondents.
- Title IX Hearing Proceedings: The Hearing Decision-maker will make decisions on relevance of evidence at the hearing, and each Party will be allowed to present evidence and cross-examine other Parties through their Advisor. The Investigator will present the Investigation report, and will be subject to cross-examination about its contents. If a Party does not submit to cross-examination, any statements made by that Party may not be considered by the Decision-maker. If the Decision-maker makes a final determination that the Title IX policy was violated, the sanction decision will be made by the Office of Student Life and Conduct (for student respondents) or HR (in consultation with supervisors, Deans, and other appropriate parties, for employee respondents). Both parties will be notified of the outcome and sanctions.
- Sanctions: Possible sanctions are set forth, consistent with GRCC policies and procedures related to student conduct and employee discipline.
- Withdrawal or Resignation while Charges are Pending: The Title IX process may proceed even if a party chooses not to participate, but if the Respondent permanently withdraws or resigns from GRCC, the Title IX policy would no longer have jurisdiction.
- Appeals: Either Party may appeal the decision of the Decision-maker on the grounds of procedural irregularity, new evidence, or conflict of interest/bias that affected the outcome. The other Party may respond to the Appeal and the Appeal Decision-maker will, after a review of all documentation and reports, issue a final decision. For students, the Appeal Decision-maker is the Dean of Student Affairs, and for employees, the Appeal Decision-maker will be external.
- Record-keeping: GRCC will comply with specific record-keeping requirements related to complaints, responses, and training.
11.1a Food and Beverage
- No changes
14.13 Communicable Diseases
- Updated definition for Communicable Diseases to match Michigan Public Health Code
14.15 Reporting Child Abuse and Neglect
- No changes
3.2 Non-Discrimination on Basis of Disability
- Throughout policy: Changing references to “faculty and/or staff” to “Employees (faculty and staff)”, with the exception of specific references to classroom faculty.
- Section X.A.2: Clarifying expectation that a student may choose to send the accommodations letter to any faculty member if they want accommodations in that class, and that accommodations are effective from the time the letter is sent to the faculty member.
- Section X.B.2.a: Clarifying when to contact Student Life & Conduct if you believe a student has discriminated against you on the basis of a disability
- Section X.B.2.c: Clarifying process to instruct students they should contact DSS advisor/counselor first, along with faculty member, if there are issues with implementation of an accommodation.
- Section X.B.2.d: Include process of how to address “other” disability-based discrimination, to acknowledge that denial of an accommodation may be one form of disability-based discrimination.
- Section XIII. Update policy history to reflect these changes.
4.1 Development & Issuance of College Admin. Policies
- Section X.B. – added Chief Equity & Inclusion Officer to list of Policy Advisory Committee members
May 2020 Policy Meeting
10.5 Student Refunds
- Policy Statement - removed # 2- student loans, as these are Title IV funds and covered in #1
- Procedures - B. Title IV Funds: For students with federal grants or loans, Return of Title IV Funds regulations determine the amount of aid earned at the point of withdrawal, based on the student’s last date of attendance. The federal pro rata formula is used to determine aid earned for students who withdraw from course(s) on or before the 60% point in the payment period or period of enrollment. The Return of IV Funds calculation determines only the amount of Title IV to be returned by the college and/or the student due to withdrawal.
- Procedures - D. Refund Appeals - Added “or receive a DR grade per the Attendance Policy”
6.24 Drug & Alcohol
- Minor grammatical changes only
6.22 APSS Code of Ethics
- No changes
14.6 Hazard Communication
- No changes
6.2 Equal Opportunity and Non-Discrimination
IX. Definitions: Updated the definitions of (d) Sexual Orientation, (e) Gender Identity, and (f) Gender Expression, to correspond with our Transgender Equal Opportunity policy.
X.c) Process: Updated procedures regarding when an external investigator will be retained: If a senior member of the Offices of Executive Leadership, Human Resources, or General Counsel is the subject of the investigation, then the college will consider the use of an external investigator to conduct the investigation.
February 2020 Policy Meeting
14.1 Risk Management
- Updated contacts, revised titles throughout policy
- Updated Related Documents
- X. F. Updated subcommittees of the RMOT
14.2 Firearms, Explosives or Weapons
- Consolidated the language in section X. Procedures
14.10 Service Animals - no proposed changes
6.3 Unlawful Harassment
V. Entities Affected by this policy: Clarified that persons on campus as independent contractors or participating in college-sponsored programs are covered by this policy.
VII. A. College Documents: Added additional policies under “Related Documents”: EO and Non-discrimination, Transgender EO, Non-discrimination on the basis of disability, Sexual Misconduct policy, Student Code of Conduct, APSS Code of Ethics, and Administrator Code of Ethics.
VIII. Contacts: Changed policy owner to Director of EO Compliance. Listed Executive Director Human Resources as a contact person. Added Director of Student Life & Conduct as contact person.
IX. A. ii. Listed other protected statuses which have their own policies, and directed readers to review those respective policies.
IX. A. iii. Referenced definition of Bullying in the Student Code of Conduct and Administrator Code of Ethics.
IX. A. iv. Removed references to cyberstalking and cyberbullying, as those are covered in more detail in other policies (Student Code of Conduct, Administrator Code of Ethics, and Sexual Misconduct).
X. Procedures: Updated all procedures for reporting a complaint, investigation and appeals to match the Equal Opportunity and Non-discrimination policy. Specific updates to procedures:
X. A. i. Added additional complaint reporting options, including Ethics Hotline, Human Resources, and the Director of Student Life and Conduct.
X.A. iv. Added requirement that all employees must cooperate with investigation.
X. C. Added statement that if a senior member of Executive Leadership, HR or General Counsel is the subject of the investigation, then the college will consider the use of an external investigator.
X. D. Conclusion: Added additional specific information around sanctions for employee and student misconduct.
X. E. i. 3 Appeal: Added requirement that an appeal must be based on specific reasons, including whether appropriate procedures were followed, whether the decision was supported by evidence, and whether all relevant information was available at the time of the original investigation.
X. F. Added language that a person’s chosen representative cannot be a potential witness.
X. H. Bargaining Agreements: Added statement that any investigation and disciplinary proceeding will comply with relevant collective bargaining agreements.
November 2019 Policy Meeting
14.12 Open Flames
- In Section IX., Definitions:
- Added “…industrial torches, kitchen stoves and ovens, Sterno-type chafing fuel, butane table-side burners…”
- Removed “…that are becoming increasingly prevalent...”
- In Section X.B.1., Procedures: added “…hospitality…” in the list of exceptions
- In Section X.B.2.d., Procedures: removed “McCabe Marlowe House”, and replaced it with “Lettinga Hall”
- In Section X.B.2.h, Procedures: added “Spectrum Theater performances”
11.9 Energy Conservation
- In Section VII., Related Documents (Page 1):
- Removed “Policy Manual Procedures”
- Changed from “Energy Conservation Guidelines” to “Energy Conservation Procedures”
- Added “Appliance Policy”
- In Section II.D.3. Procedures (Page 3): Removed entire subsection that reads, “Where possible and in accordance with applicable codes, backflow devices will be downsized. The Facilities Department will maintain a list of backflow devices for the campus.”
Energy Conservation Procedures listed within Policy
- In Section 2.1., Appliances: added “See Appliance Policy”
- In Section 2.2., Appliances:
- Removed “radio/compact disc/tape decks”
- Added “…other personal music players…”
- In Section 4.3., Temperature Guidelines:
- Removed “2007 ‘Conditions for Thermal Comfort’”
- Added “Thermal Environmental Conditions for Human Occupancy”
6.1 Transgender Equal Opportunity
III. Policy Statement: Expanded statement to include gender non-conforming students.
VII. Related Documents:
- Added references to other applicable policies.
- Moved information regarding available resources to the Procedures Section (X.I).
- In section X.I., included information about new resources and provided greater clarity about current resources.
- Added the definition for “Cisgender: “a person whose gender identity corresponds with the sex the person was identified as having at birth.”
- Added “intersex” to the definition of “Sex”.
- Added examples to the definition of “Sexual Orientation” for further clarity.
- Modified language in definition of “Transgender” to simplify definition and be more inclusive.
- Added the definition for “Gender Nonconforming: “Exhibiting behavioral, cultural, or psychological traits that do not correspond with the traits typically associated with one's sex.”
- Updated definition of “Transitioning” to provide more information and be more inclusive.
- Clarified policy by adding definitions for “legal name” as distinct from “preferred name”.
X. Procedures: Throughout “Procedures” section, the phrase “consistently asserted at college” was removed to allow for individuals to access resources under the Transgender Equal Opportunity policy, even if they identify as non-binary or otherwise do not “consistently assert” a specified gender identity.
X. A. Procedures - Campus Records: This section was updated to include expectations around using “preferred name” in email and mail communications. A link is also provided where people can learn where preferred name (as opposed to legal name) can be expected to appear on campus.
X. B. Procedures - Restrooms: This section was clarified to use term “all-gender restroom” instead of “unisex restroom” and state that everyone can use all-gender restrooms or single-occupancy restrooms.
X. C. Procedures - Privacy. Added reference to GRCC’s FERPA policy and an explanation of directory information.
X. G. Procedures - Locker Room Accessibility. Added explanation that locker room access is originally assigned based on a student’s application for admission. Clarified that individuals can go to the Director of Equal Opportunity Compliance to request changes to their locker room access or access to a private area.
October 2019 Policy Meeting
14.5 Campus Closing Due to Inclement Weather & Emergency Conditions
- Edited reason for policy to state “Safety and security for all students, employees and visitor and protection of college assets”.
- Under IX. Definitions - Updated building information and building names
- Under X. Procedures (B) - Identified decision target time frame between 5:30 and 6 a.m.
- Under X. Procedures (B–2) - Included that GRCC Police report as scheduled
- In footnote 1 - Changed “assistant” director to “associate” director
11.2 Grants Policy
- Changed the use of the word “funder” or “funding agency” to “sponsor” throughout.
- Updated the department name throughout.
- Updated titles as necessary.
- Updated references to OMB Circulars to OMB Uniform Guidance, which changed in 2014.
- Corrected the titles of department forms.
- Updated some definitions (sponsor, sub-award, sub-recipient, contract) to be consistent with those used in the GRCC Grant Guide to Administration. Source for new definitions was https://www.law.cornell.edu/cfr/text/29/99.105.
- Revised Grant Development Process information to ensure it aligned with the way the work is actually conducted by the department. Specifically:
- Noted that the department will provide a timeline for project completion.
- Clarified post-award procedures.
- Noted that the department will provide technical assistance throughout the project period and will conduct annual file reviews.
- Project Director is defined in section IX
- Updated text to include “or delegate” after references to the responsibilities of the Accounting Specialist.
- More broadly defined Sub-award to include all grant award situations rather than just federal.
- More broadly defined Sub-Recipient to include all grant award situations rather than just federal.
- In section X.C., 6, added language to explain why the Grants Department performs file reviews.
6.19 Freedom of Information Act
- Changed “Grand Rapids Community College” to GRCC throughout.
- Under Section VII, added CRIIA (Confidential Research and Investment Information Act), LEIN (Law Enforcement Information Act), and Crime Victim’s Rights Act.
- Under IX. C, added “text messaging.”
- Under X.B, updated the contact email address, and added additional language to describe what should be submitted in the FOIA request (…“and a written request that describes a public record sufficiently to enable GRCC to find the public record”).
- Under X.D, added #3 which states, “If fees are warranted, then additional response time is as well.”
- Under X.E.3, added “summaries” to what will be provided by GRCC with each written response.
- Under X.G.2.b, added “detailed itemization of fees.”
- Under X.G.2.d., changed the price per sheet of paper from 10 cents to 5 cents per page.
- Under X.I, changed “head of Grand Rapids Community College” to “President of GRCC.”
June 2019 Policy Meeting
8.3 College Sponsored Student Travel
(NEW “College Sponsored Student Travel Guiding Risk and Liability Practices and Procedures” document created also)
- Added language around examples of travel experiences covered by the policy
- Replaced “chaperones” with “volunteers”
- Added items under “Related Documents”
- Updated “Contacts” list
- Updated “Definitions”, including “College Sponsored Student Travel” and “class trip”
- All items under “Procedures” were updated. Four common procedures were created to support all college sponsored student travel experiences.
- Updated “Forms” required for travel
12.9 Facility & Grounds Use Policy
- Add language to purpose statement:
- The college makes its facilities available for public use as long as such use does not interfere with the primary purpose of education or compromise the safety and security of students, faculty or staff.
- Listed all related policies under College Policy section.
- Under Section IX-Definitions
- Added including leased properties under #1 – Facilities & Grounds
- Added #3 – Non-GRCC Space – off campus spaces regularly scheduled by GRCC for college activities.
- Under Section X – Procedures:
- Combined 2b & c to state – GRCC events/meetings by approved GRCC groups/unit, including athletic and student events carried out by officially recognized teams, student clubs, organizations and programs.
- New language for GRCC Co-sponsored events (now 2.c)
- GRCC co-sponsored events with other academic organizations and/or community organizations. The GRCC department coordinating the event must identify a liaison to be on site for the entire event.
- Added statement under External Groups and Organizations (now 2.d)
- This includes community events which may require campus resources
- Section 3 – Fees
- Added Section 4 – Resources
- Campus Catering - Food Services for campus events must be provided by approved college catering and banquet service providers. In the event these entities are unable to provide services, third party catering services may be considered.
- Parking – Event and guest parking is available in GRCC parking ramps for a fee. GRCC Parking Rates
- Network – GRCC provides guest access to the WIFI network on campus. Event specific network access may be requested.
- AV/Media – Services are limited and may require third party providers.
11.4 Travel Policy
Section VII – added related document Policy 8.3 Student Travel policy and related documents.
Section VIII – added Director of Budget & Business Services
- B. Added verbiage to include faculty, adjunct faculty, athletic travel, and staff.
- B.1-3 combined into one statement
- B.4. becomes B.2. Added statement – All student travel must be arranged with College approved travel agent.
- C.1. Changed from Assistant to Finance VP to Assistant to Appropriate Dean or VP.
- C2. Added airfare greater than $500 and/or for employee groups of three or more must be scheduled by College Approved travel agent.
- C3. Added $500 limit for personal employee purchase of airfare.
- C4. Added statement for utilizing Purchasing process to facilitate travel related purchases and avoid advanced charges by employees.
- C5. Added reimbursement policy for expenses after travel is completed.
Section XI – changed Online Leave of Absence form to Leave of Absence Electronic Form. Added with embedded link: Disability Accommodation Request Form
- 1. Clarified meal receipt requirement for travel within 25 miles of main campus.
- 2. Added “Actual distance for mileage will be determined using mapquest.com address to address. When multiple routes are available, an average is taken.” As exact from Reimbursement policy.
- 4. Clarified reasonable tip allowance of 20% for ground transportation and cab service. Removed bellhops as its allocation is in the meal per diem incidentals.
14.7 Use of College Vehicle
- Changing titles of persons listed under “Contacts”
6.4 Sexual Misconduct Policy Changes
III.A. Added “sexual misconduct” to policy statement to define that phrase.
III.B. Removed Consensual Relationship policy language
III.C. Updated “Duty to report” section to clarify when duty to report is triggered.
III. D. Simplified “retaliation” definition language and clarified that retaliation protections apply to any party.
III. E. Added “intentionally, maliciously” to prohibition on false statements.
III. F. Clarified employees who are considered confidential employees- includes members of Crisis Assessment Team when acting in that role, and licensed mental health professionals who are employed in a counseling role for the college. Added reference to confidential resources: this may include off-campus options, including counseling/mental health support.
III. G. Clarified the connection between “Classroom Speech” and potential sexual harassment claim; emphasized appropriate considerations in making a determination of whether classroom speech violates this policy.
VI. Added “applicants for employment” in “Who should Read This policy”.
IX.A. Defined “Complainant” in definition section; throughout policy, “victim” was changed to “Complainant”. “Victim” remains in the policy in Clery-definitions and in reference to Clery-specific requirements, as well as references to victim advocacy efforts.
IX.B. Updated consent definition to clarify that consent is in reference to any activity covered by this policy, not just sexual activity. Changed language about “physically helpless” to “physically incapacitated”.
IX.E. Updated definition of Employee to include all groups covered by Background check policy.
IX. F. Defined “Respondent” to parallel definition of “Complainant”.
IX. K. Clarified non-consensual elements in “Sexual Exploitation” definition and changed language prohibiting a party from “transmitting” STI/HIV to “exposing”.
X.A.2 Emphasize nature of educational programming (primary prevention programming and ongoing awareness campaigns) includes programming offered to new and returning students/employees.
X.B. Throughout “Investigation Procedures”, updated Title IX office location to Bostwick Office Suites.
X.B. Investigation Procedures: updated to clarify that either party can receive protective measures (also called supportive measures). Add information about potential transportation changes as protective measures, and clarify that college can instigate protective measures on its own. Provides Title IX Coordinator as contact person for requesting protective measures.
X.B.2 Updated Investigation Procedures to clarify resources offered (Stafford suggested we emphasize this here).
X.B.3. Updated Investigation Procedures to clarify that if Title IX coordinator proceeds with complaint after withdrawal of a complaint by Complainant, Title IX coordinator will notify complainant and explain decision to proceed.
X.B.4. Clarified options regarding confidentiality, including information about FERPA and opting out of disclosure of directory information.
X.B.5. Updated resources section to include YWCA legal resources available and MCEDSV’s Sexual Assault Hotline. Included additional guidance around preserving evidence. Added Visa/Immigration assistance as community resource.
X.B.6.b. Updated Investigations process to clarify timelines, per Clery, for each stage of investigation. Clarified that we’ll provide notice to parties of delays and reason for delay.
X.B.6.c. Updated Investigations process to clarify use of Advisors, per recent court decisions. Advisors may be used throughout investigations and will have role to cross-examine other party/other party’s witnesses at hearing stage. Advisor will be provided if party does not have one and wishes college to appoint one to serve. Clarifying language that Advisor is not legal representative.
X.B.6.d. Added clarifying language around various methods of initiating Title IX complaint, including anonymous options.
X.B.6. f Emphasized that both parties will have timely and equal access to evidence and information at all formal and informal proceedings and meetings.
X.B.6.h. Removed prohibition on using informal resolutions, such as mediated conversations, for sexual assault, per updated OCR guidance. The requirement that both parties agree remains.
X.B.7. c. Clarifying that both parties receive simultaneous notice of decisions at each stage, and that final decision will include explanation of how the standard of evidence was applied. Also clarifying that appeal information will be simultaneously provided.
X.B. 8.c. Added option for Respondent to elect to proceed straight to hearing process after a finding and receive sanction from hearing panel, if appropriate, instead of from Student Conduct. Also including clarification that doing so does not affect right to request hearing or appeal.
XIII. Updated policy history to reflect changes.
6.24 Drug & Alcohol Abuse and Prevention
- Added to the policy statement "Grand Rapids Community College prohibits the unlawful possession, use, and sale of alcoholic beverages and illegal drugs on campus. The GRCC Police is responsible for the enforcement of state underage drinking laws and enforcement of Federal and State drug laws."
- Replaced the Prevention and awareness section with, "In compliance with the Drug Free Schools and Communities Act, Grand Rapids Community College publishes information regarding the College’s educational programs related to drug and alcohol abuse prevention; sanctions for violations of federal, state, and local laws and College policy; a description of health risks associated with alcohol and other drug use; and a description of available treatment programs for GRCC students and employees. A complete description of these topics, as provided in the College’s annual notification to students and employees, is available online at:https://www.grcc.edu/humanresources/drugandalcoholabuseresources"
- Change the revision cycle from every September to every June to align with the Annual Security Report deadline.
These changes are as a result of a current Annual Security Report review completed by D. Stafford and Associates.
May 2019 Policy Meeting
11.1 Employee Reimbursement
Section VI – changed to include EBCOs & BCOs
Section VII – Added Employee Reimbursement Request Form and Employee Mileage Reimbursement Request form to Related Documents
Section VIII – changed policy owner to Director of Budget & Business Services
- A. Removed “if required” from leave of absence
- B. Added sentence regarding “six-month limitation”
- D. Clarified and condensed acceptable forms of supporting documentation to reimbursement requests.
- E. Removed current section and replaced with existing F.
- F. Added employee responsibility verbiage regarding uncompleted travel and reimbursements prior to.
- 1.a.i Added $500 limit for employee purchased airfare.
- 1.a.ii Clarified definition of reimbursable airfare and related expenses.
- 1.a.iii Added from section 1.a.vii sentence to include non-payment for coupons, sky miles, and/or complimentary tickets.
- 1.a.iv Removed last portion of section regarding example of acceptable travel days before and after conference.
- 1.a.vii Deleted and added to section 1.a.iii
- 1.b.i Clarified mileage reimbursement language
- 1.b.ii Defined mapquest as company recognized mileage site.
- 1.b.iv Added language regarding denial of extra travel day(s) allocation for driving in lieu of air travel.
- 2.b Clarified language of acceptable proofs of payment.
- 2.c Clarified language of non-reimbursable hotel room charges
- 2.d Clarified language of reasonable tips.
- 2.e Clarified language of in-room dining expenses
- 3.b Removed example of meal per diem calculation from policy. Referenced Reimbursement Procedures.
- 3.c Removed example of meal per diem calculation.
- 3.e Clarified language of reasonable tipping.
- 4.a. Removed
Section XI. – changed Online Leave of Absence form to Leave of Absence Electronic Form
14.16 Health & Safety Policy
- No changes recommended for this policy. It is general enough to stand the test of time but specific enough that the policy is still relevant.
- Section IV.C. – Added the words “domestic partner**” after “spouse*,” and added the following verbiage at the end of the section:
**Note: Effective January 1, 2016, the Domestic Partner program expands eligibility criteria for enrollment in specific Grand Rapids Community College’s benefit plans. Under the Family Medical Leave Act (FMLA) Domestic Partners will be treated the same as spouse.
- Section VIII Policy Owner – Removed the words “Coordinator for Adjunct Faculty & FMLA” and replaced with “Payroll & FMLA Coordinator”
- Section IX.A. – Removed the words “12 months” at the end of the first sentence and replaced with “fiscal year.”
- Section X.A. – Expanded definition of notification process
- Section X.B. – Added specifics regarding timelines
- Section X.E. – Condensed to broadly cover and define paid and unpaid leaves
- Section XI. Forms – added Disability Accommodation Request Form
April 2019 Policy Meeting
9.9 Naming Opportunities
- Added language in Section III, Paragraph E, subsection 1, “The naming of buildings in recognition of a donor or honoree implies a promise to that donor or honoree that the facility will be permanently maintained, or if change is unavoidable, that an alternative means of recognizing the donor or honoree will be found at that time.”
- Removed language in Section III, Paragraph E, subsection 1, "Should the building be demolished or sold, the designation shall be terminated.”
3.1 Institutional Review Board
- No changes
February 2019 Policy Meeting
10.1 Tuition and Fees (revision)
- Residency changes listed under X. Procedures: Rates 2. - updated Veterans requirement due to regulatory requirement - Public Law 115-251 (effective March 1, 2019)
11.6 Use of College Equipment off College Property
- No changes
11.15 Purchasing (revision)
- Added s. Debarment under “Procedures”
14.14 Building Access (Key/Raider Card)
- Reason for the policy was updated to read “…to enhance personal safety for all members of the college community; to protect moveable physical assets of the college and to facilitate timely access in case of emergency.” While removing unnecessary language.
- Removed the definitions of standard hours of operation, extended hours for employees, and normal business hours
- Added definitions of General Employee Access, Administrative and operational Access, Emergency Response team Access, and Extended Access
- The following sections under Procedures were changed, or added:
- B. added…”and approving electronic access based on role and responsibility. Credentialing of electronic access is assigned primarily using the Peoplesoft system with additional permissions granted using the request/extended access request forms.”
- Removed Standard Employee Access language
- Removed Extended Access Language
- C. added… “Access to academic and office buildings for students and the general public is limited to the standard hours in each building. Standard hours are outlined in the GRCC Campus Buildings Schedule and may change by semester.
- D. added…” Disabling or propping open electronically secured doors provides a threat to personal safety and a risk to property and is against college policy.
- Removed Exceptions…
- Changes under Section D: Keys and/or RaiderCard Access will be allocated on the following basis include items in red:
- (1) No change
- (2) When a change in access or additional access is necessary after initial on boarding Department Heads, Program Directors or Immediate Supervisors will be responsible for initiating the access process for their employees as the “Requesting Party” on the Building Access Request Form.
- (3) Fulltime faculty and staff will be granted access based on role and responsibility and have keys to their internal work areas (offices).
- (4) Adjunct faculty will be granted access by semester based on active instructional assignment
- (5) Students may be granted electronic access based on enrollment or with approval of their department head or supervisor. Student employees may also check keys out from GRCC Police as needed, with approval of their supervisors. Students will not be assigned physical keys to any College door.
- (6) All employees, vendors, and contractors must clear a criminal background check prior to receiving access.
- (7) Grand master keys and 24/7 electronic access will be granted only with the approval of the President or his/her designee.
- (8) GRCC Police must receive a signed access request form authorized by the Executive Director or Associate Dean, before access is granted.
- (9) no change
- (10) RaiderCards and Key are non-transferrable. It is the responsibility of each card/key holder to report a lost or stolen card/key directly to the GRCC Police Department. Individuals may be subject to costs associated with replacement as per the key agreement or RaiderCard policy.
- (11) Key and electronic access transfers from one person to another are prohibited. Anyone possessing or using a RaiderCard without authorization will be subject to disciplinary action and/or criminal charges where appropriate.
- (12) no change
- (13) no change
- E. changed wording to: “Facilities staff, along with GRCC Police Officers, are responsible for confirming all buildings are secure based on building schedules and when the campus is closed.”