board of governorsdec 17, 2019 · board of governors agenda book december 17, 2019 members lisa...

Board of Governors

Agenda BookDecember 17, 2019

Members

Lisa Haddox-Heston, Chair Howard E. Seufer, Jr.Mason ‘Ed’ White, Vice Chair Samuel A. StewartEddie J. Canterbury, Secretary Pat J. WhiteStephanie Abraham William H. AldermanJ. Chris Adkins Dianna TolerJanice Olive Jacob Frye

Samuel M. LitteralInterim President

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Southern West Virginia Community and Technical College Board of Governors Expectations of Board Members 2018 - 2020

Responsibility / Authority

The affairs of Southern West Virginia Community and Technical College will be managed by its Board of Governors, which shall have full authority to take such actions as it deems necessary or appropriate to accomplish the purpose for which the Board has been formed.

Expectations of All Board Members: 1. To prepare for and attend at least five (5) Board meetings each year.2. To attend at least 75% of the meetings of assigned committees.3. To develop and ensure fulfillment of the mission of Southern West Virginia Community and Technical

College.4. To establish needed policy and plans for guidance of Southern West Virginia Community and Technical

College.5. To ensure compliance with federal, state, and local laws.6. To establish and ensure compliance with a code of ethics and standards of conduct governing the actions of

the Board and staff.7. To protect against conflict of interest in the business affairs of Southern West Virginia Community and

Technical College.8. To review and approve annual budgets, monitor performance, and dictate changes required to operate

within the approved budget.9. To accept responsibility for assuring that Southern West Virginia Community and Technical College has

sufficient financial resources to accomplish its mission, including but not limited to personal financial supportof the Vision 2020 Major Gifts Campaign.

10. To serve as an advocate, champion and representative of Southern West Virginia Community and TechnicalCollege in the community.

11. To provide feedback and input to the Southern West Virginia Community and Technical College as tocommunity attitudes, comments, questions, and suggestions.

12. [for Board members that reside within the College service district] To attend at least one Southern event oractivity each year.

13. [for Board members who reside outside of the College service district] To identify or establish at least oneopportunity each year for staff and representatives of the College to make presentations to or otherwiseinteract with members of the community where the board member resides, thereby promoting the mission ofthe College.

14. As overseers of a public trust, each board member has an obligation to remain open to input from externalstakeholders to help ensure that Southern West Virginia Community and Technical College is responsive tostate and community needs. However, as members of a board consisting of independent men and womenacting together to be fully informed and impartial in their policy determinations, each must recognize that inthe end, his/her decision must rise above any external pressures being applied to the Board’s work.

APPROVED BY BOG 04-17-2018 REVISED 03-06-2018

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Southern West Virginia Community and Technical CollegeBoard of Governors

Meeting of December 17, 20196:00 p.m.

2900 Dempsey Branch Road, Building C, Room 428Mount Gay, West Virginia and by Teleconference

AGENDA

1. Verification of Quorum and Call to Order . . . . . . . . . . . . . . . . . . . . . . . . Dr. Lisa Haddox-HestonBoard of Governors Chair

2. Call for Public Comments to the Board of Governors . . . . . . . . . . . . . . . . . . . . . . . Chair Heston

3. Financial Audit Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Suttle & Stalnaker, PLLC

4. Financial Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mr. Samuel LitteralVice President for Finance and Administration

5. President’s Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mr. Samuel LitteralInterim President

6. 2020 Focused Report for the HLC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dr. Merle DempseyMDA Educational Consulting

7. Action Items:7.1 Request for Approval of Audited Financial Report . . . . . . . . . . . . . . . . . . . . . . . . . . . p. 57.2 Appointment of BOG Tuition and Fees Ad Hoc Committee . . . . . . . . . . . . Chair Heston7.3 Request to Change April 2020 Board Meeting Date . . . . . . . . . . . . . . . . . . Chair Heston7.4 Request for Approval of October 15, 2019 Board Meeting Minutes . . . . . . . . . . . . . . p. 67.5 Request for Final Approval by BOG and Submission to Chancellor

7.5.1 SCP-2171, Professional and Educational Requirements for Faculty and SCP-2171.A, Faculty Credentials Certification Form . . . . . . . . . . . . . . . . . . p. 12

7.5.2 SCP-2218, Evaluation of Full-time Faculty andSCP-2218.A, Faculty Evaluation Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . p. 18

7.5.3 SCP-4786, Transfer Student Requirements and Credit Evaluation . . . . . . . p. 267.5.4 SCP-7125, Information Technology Acceptable Usage . . . . . . . . . . . . . . . . p. 317.5.5 SCP-7720, Security of Information Technology . . . . . . . . . . . . . . . . . . . . . . p. 37

7.6 Request for Approval to Release for 30-day Public Comment Period7.6.1 SCP-1004, Copyright Policy and Laws . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p. 467.6.2 SCP-3625, University Transfer Program Evaluation Model and

SCP-3625.A, University Transfer Program Evaluation Model Guidelines . . . p. 517.6.3 SCP-5780, Travel Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p. 58

8. Information Items:8.1 Presidential Search Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chair Heston8.2 Institutional Effectiveness Planning and Evaluation Handbook . . . . . . . . . . . . . . . . p. 678.3 Student Advising Feedback Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p. 808.4 Fall 2019 Registration Process Student Feedback Survey . . . . . . . . . . . . . . . . . . . . p. 88

9. Adjournment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chair Heston

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ACTION ITEMS

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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGEBOARD OF GOVERNORSMEETING OF DECEMBER 17, 2019

ITEM: Request for Approval of the Filing of Southern West VirginiaCommunity and Technical College’s Audited Financial Report

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors approve the filingof the audited financial report for the fiscal year ended June30, 2019.

STAFF MEMBER: Samuel Litteral

BACKGROUND:

The accounting firm of Suttle and Stalnaker, PLLC, conducted the financial audit for Southern WestVirginia Community and Technical College for years ended June 30, 2019 and 2018. A Suttle andStalnaker representative will make a brief presentation regarding the audit findings. Copies of thefinancial statements for this agenda item will be distributed at the Board meeting.

The Governmental Accounting Standards Board (GASB) establishes standards for the presentationformat for college and university standards’ statements. This format places emphasis on the overalleconomic resources of the College. The statement format includes the Statement of Net Assets;Statements of Revenues, Expenses, and Changes in Net Assets; and the Statement of Cash Flows,all reported on a comparative basis with the prior year. The reporting format includes a narrativesection called Management’s Discussion and Analysis. This section is designed to provide anobjective and readable analysis of financial activities based upon facts, decisions, and conditionsknown as the auditor’s report.

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Southern West Virginia Community and Technical CollegeBoard of Governors

Meeting of October 15, 20195:00 p.m.

2900 Dempsey Branch Road, Building C, Room 428Mount Gay, West Virginia and by Teleconference

DRAFT MINUTES

Board Members Present: Lisa Haddox-Heston, Chair; Mason ‘Ed’ White, Vice Chair; Eddie JoeCanterbury, Secretary; Stephanie Abraham, Bill Alderman, JacobFrye, Janice Olive, Dianna Toler, Pat J. White

Board Members Absent: Chris Adkins, Howard Seufer, Samuel Stewart

College Staff Present: Samuel Litteral, President; Emma Baisden, Recorder; Tom Cook,Charles Lopez, Deanna Romano, Rita Roberson Carol Howerton,Russell Saunders, David Kommer, Stephanie Mounts, Chris Gray,Shelby Porter, Tim Ooten

Community Member: Angela Lopez

1. Verification of Quorum and Call to Order:Chair Heston declared a quorum present and convened the meeting at 5:00 p.m.

2. Introduction of New Board Member:Chair Heston introduced new student representative, Jacob Frye, to the group. He is a2017 graduate of Man High School, resides at Mallory, West Virginia, and is currently asecond-year Nursing student. Mr. Frye succeeds Cherri Stroud.

3. Oath of OfficeMr. Samuel Litteral, Interim President/Vice President for Finance and Administration andPublic Notary, administered the Oath of Office to Jacob Frye.

4. Call for Public Comments to the Board of GovernorsChair Heston called for public sign-ups for comments to the Board. No signatures wererecorded.

5. President’s Report

5.1 Ms. Shelby Porter, Southern’s new Recruitment and Outreach Specialist, began workon September 30, 2019. She has been actively visiting area schools in Southern’sservice district to introduce herself to the counselors.

5.2 Chief Information Officer, Tom Cook, provided Board members with the institution’sCensus Enrollment Breakdown, Fall 2018 - Fall 2019. He broke out the dual credit (high school students) courses from the regular enrolled courses so the Board would be better able to view enrollment data. He reviewed the enrollment statistics by category, campus, and course delivery method.

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Southern West Virginia Community and Technical College Board of Governors MinutesMeeting of October 15, 2019

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5.3 Southern received notification from the U. S. Department of Labor (DOL) that itsapplication was not selected for funding for the Funding Opportunity Announcement(FOA) for Workforce Opportunity for Rural Communities (WORC): A Grant Initiativefor the Appalachian and Delta Regions. The DOL received 182 applications, and 18were selected for the award.

5.4 Chancellor Tucker instructed all institutions to be prepared for a possible 4.6% mid-year budget cut, with a total 10% budget cut for FY2021. It is possible that Southerncould lose $380,000 from its budget.

5.5 President Litteral informed Board members that the College will be closed during theweek of Thanksgiving, November 25 - 29, 2019.

5.6 As part of the King Coal Festival in Williamson, Southern hosted its annual CommunityAppreciation Day at its Williamson Campus on Sunday, September 22, 2019. This isa way for the College to thank the community for its continuous support and tocelebrate the history we share. The annual dinner has been a part of the King CoalFestival for more than 30 years.

5.7 The 7th annual Michael J. McGraw Memorial Scholarship Golf Classic was held onOctober 3, 2019 at Twin Falls Resort State Park, Mullens, West Virginia. All proceedsgo toward the Michael McGraw Memorial Scholarship fund to help provide financialassistance to deserving Wyoming County residents who wish to pursue an educationat Southern West Virginia Community and Technical College.

6. Financial ReportMr. Samuel Litteral, Interim President/Vice President for Finance and Administration,provided the financial report dated September 30, 2019 to Board members. He reviewedrestricted, unrestricted, and auxiliary revenues and expenditures. Mr. Litteral stated thatSouthern is on track at this point of the fiscal year. He informed the group that auditors fromthe accounting firm of Suttle and Stalnaker have completed the financial audit and Southernmet the deadline for submission. The audit results will be presented to the Board at itsDecember 17, 2019 meeting.

Mr. Litteral also distributed the cash and cash equivalents for the fiscal years June 30, 2012- June 30, 2019 as requested by Dr. Pat White at the August Board meeting. Theyreviewed unrestricted, restricted, loan funds, and plant funds for the 2012 - 2019 period.

7. HLC Focused Report Review and DiscussionDr. Romano distributed the HLC Focused Report (draft version dated 10-15-2019) to Boardmembers. She reminded the group that the Focused Report can be no more than 100pages and is to be submitted as a single PDF document. She reviewed the contents of thedraft report, and stated that the Peer Review Team will be looking at the institution’sresponse to the concerns (Criterion 2a, 4b, 4c, 5b) raised by the HLC. The content of thereport should demonstrate the institution’s progress in addressing the areas specified asthe focus for the visit. Included in this draft version is the decentralization of positions, and

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the on-boarding process for new employees by Human Resources. As a result of the PeerReview Team’s concern, a major initiative was implemented to improve assessmentprocesses at all levels throughout the institution. To make immediate progress inaddressing this concern, it was determined that professional development was key tobuilding and sustaining a culture of assessment. Between April 2018 and October 15, 2019,there were 864 activity hours engaged in by 619 duplicated participants resulting in a totalof 3,295 assessment activity hours. In addition to the on-campus assessment relatedprofessional development activities, Dr. Romano and Carol Howerton presented at the 2019Assessment Institute in Indianapolis sponsored by the Office of Planning and InstitutionalImprovement of IUPUI and shared the College’s experience in developing a culture ofassessment at a rural community and technical college. When the institution’s AssessmentPlan is developed, it will require only the updating of activities completed toward establishedgoals. She plans to provide an update to all employees on the progress of the FocusedReport during the General Session of the November 8th Governance Day. The final draftreport will be presented to the President’s Cabinet for final review and factual correctionson November 12, and to the Board of Governors on December 3, 2019. Dr. Romano plansto submit the final report to the HLC on December 12, 2019. At the February 2020Governance Day, she plans to conduct training for all employees in preparation for theMarch 2020 Focused Visit.

8. Action Items

8.1 Request for Approval of August 20, 2019 Board Meeting Minutes

MOTION: Pat Joe White moved to accept the August 20, 2019 Board meetingminutes as presented.

ACTION: Dianna Toler seconded the motion. The motion carried. Chair Hestondeclared the motion adopted and the minutes approved.

8.2 Request for Approval of September 12, 2019 Special Board Meeting Minutes

MOTION: Eddie Joe Canterbury moved to accept the September 12, 2019 SpecialBoard meeting minutes as presented.

ACTION: Bill Alderman seconded the motion. The motion carried. Chair Hestondeclared the motion adopted and the minutes approved.

8.3 Request for Approval of September 25, 2019 Special Board Meeting Minutes

MOTION: Pat Joe White moved to accept the September 25, 2019 Special Boardmeeting minutes as presented.

ACTION: Mason ‘Ed’ White seconded the motion. The motion carried. Chair

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Heston declared the motion adopted and the minutes approved.

8.4 Request for Approval of September 26, 2019 Emergency Board MeetingMinutes

MOTION: Eddie Joe Canterbury moved to accept the September 26, 2019Emergency Board meeting minutes as presented.

ACTION: Bill Alderman seconded the motion. Stephanie Abraham and Pat JoeWhite abstained due to their absence. The motion carried. ChairHeston declared the motion adopted and the minutes approved.

8.5 Request for Final Approval by BOG and Submission to Chancellor

8.5.1 SCP-1215, Use of Institutional FacilitiesMOTION: Stephanie Abraham moved the adoption of the following resolution:

RESOLVED, That the Southern West Virginia Community and Technical CollegeBoard of Governors grant approval for submission of SCP-1215, Use of InstitutionalFacilities and SCP-1215.A, College Facility Use Agreement to the Chancellor forCommunity and Technical College Education for final approval following therequired 30-day public comment period.

ACTION: Janice Olive seconded the motion. The motion carried unanimously. Chair Heston declared the motion adopted and the policy approved.

8.6 Request for Approval to Release Policies for 30-day Public Comment Period

8.6.1 SCP-2171, Professional and Educational Requirements for Faculty, andSCP-2171.A, Faculty Credentials Certification Form

MOTION: Pat Joe White moved the adoption of the following resolution:

RESOLVED, That the Southern West Virginia Community and Technical CollegeBoard of Governors grant approval for the distribution of SCP-2171, Professionaland Educational Requirements for Faculty, and SCP-2171.A, Faculty CredentialsCertification Form, to Southern’s constituencies and the Chancellor for Communityand Technical College Education for a 30-day public comment period.

ACTION: Mason ‘Ed’ White seconded the motion. The motion carriedunanimously, and Chair Heston declared the motion adopted.

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8.6.2 SCP-2218, Evaluation of Full-time FacultyMOTION: Mason ‘Ed’ White moved the adoption of the following resolution:

RESOLVED, That the Southern West Virginia Community and Technical CollegeBoard of Governors grant approval for the distribution of SCP-2218, Evaluation ofFull-time Faculty and SCP-2218. A, Faculty Evaluation Forms to Southern’sconstituencies and the Chancellor for Community and Technical College Educationfor a 30-day public comment period.

ACTION: Dianna Toler seconded the motion. The motion carried unanimously,and Chair Heston declared the motion adopted.

8.6.3 SCP-4786, Transfer Student Requirements and Credit EvaluationMOTION: Eddie Joe Canterbury moved the adoption of the following resolution:

RESOLVED, That the Southern West Virginia Community and Technical CollegeBoard of Governors grant approval for the distribution of SCP-4786, TransferStudent Requirements and Credit Evaluation, to Southern’s constituencies and theChancellor for Community and Technical College Education for the required 30-daycomment period.

ACTION: Mason ‘Ed’ White seconded the motion. The motion carriedunanimously, and Chair Heston declared the motion adopted.

8.6.4 SCP-7125, Information Technology Acceptable UsageMOTION: Janice Olive moved the adoption of the following resolution:

RESOLVED, That the Southern West Virginia Community and Technical CollegeBoard of Governors grant approval for the distribution of SCP-7125, InformationTechnology Acceptable Usage, to Southern’s constituencies and the Chancellor forCommunity and Technical College Education for the required 30-day commentperiod.


8.6.5 SCP-7720, Security of Information TechnologyMOTION: Mason ‘Ed’ White moved the adoption of the following resolution:

RESOLVED, That the Southern West Virginia Community and Technical CollegeBoard of Governors grant approval for the distribution of SCP-7720, Security ofInformation Technology, to Southern’s constituencies and the Chancellor forCommunity and Technical College Education for the required 30-day commentperiod.

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9. Discussion Item:9.1 Potential Collaborative Efforts with Faith-based Community Organizations

Dr. Charles Lopez, Vice President for Student Services, distributed a flow chart toBoard members. He stated there is a need to provide hope to the community andthe need to find ways to connect with the community and our non-traditional adultpopulation. He explained the proposal to the Board. Due to time constraints, thefact that there is another agenda item for discussion, and the Presidential SearchCommittee meeting beginning at 7:00 p.m., Chair Heston determined this proposalmay be considered at a later date and ended the discussion. The Board has toomuch business to consider at this point to give consideration to this item.

10. Executive Session under Authority of West Virginia Code §6-9A-4(b)2A RegardingPersonnel and Management Issues10.1 McDowell County Additional Location

Pat Joe White moved that the Board of Governors enters an Executive Session pursuantto West Virginia Code §6-9A-4(b)2A to discuss personnel and management issues. BillAlderman seconded the motion that carried unanimously. Chair Heston declared the motionadopted and the Board then entered into an Executive Session at 6:44 p.m. At theconclusion of discussions, Bill Alderman moved the Board rise from Executive Session andreturn to a public session. Dianna Toler seconded the motion which was unanimouslyapproved. The Board reconvened in open session at 6:56 p.m. Chair Heston reported thatthe Board took no votes nor made any decisions during the Executive Session.

11. AdjournmentThere being no further business, Chair Heston declared the meeting adjourned at 7:58 p.m.The next Board of Governors business meeting is scheduled for Tuesday, December 17,2019 beginning at 6:00 p.m. in Room 428, Building C, Logan Campus.

_______________________________Lisa Haddox-Heston, D.D.S., Chair

_______________________________Emma L. BaisdenExecutive Assistant to the Presidentand Board of Governors

DRAFT

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ITEM: SCP-2171, Professional and Educational Requirements forFaculty, and SCP-2171.A, Faculty Credentials CertificationForm

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors grant approval ofSCP-2171, Professional and Educational Requirements forFaculty, and SCP-2171.A, Faculty Credentials CertificationForm, for submission to the Chancellor for Community andTechnical College Education for final approval following therequired 30-day public comment period.

STAFF MEMBER: Sam Litteral

BACKGROUND:

The purpose of this policy is to establish professional and educational requirements for facultymembers of Southern West Virginia Community and Technical College and a system fordocumenting faculty and instructional staff credentials.

On August 29, 2019, this policy was reviewed by the Office of Finance and Administration. SIP-2171, Faculty Credentialing and Tested Experience and SIP-2171.A-E, Faculty QualificationsIncluding Tested Experience were added to the policy’s References; a definition for an instructionalspecialist was added to align this policy with the other institutional policies; clarification of theminimum number of advertisements required was added to 6.2.1; and revisions were made toreflect current position titles.

At its meeting on October 2, 2019, the Executive Council reviewed and modified the policy toinclude processes for updating the Faculty Credentials Certification Form (SCP-2171.A) in Section7, and responsibilities were added for the Director of Human Resources at Section 7.3. At itsmeeting on October 8, 2019, additional modifications were made to 6.1.1.2 by the President’sCabinet, and the social security number was replaced by the Southern ID on the FacultyCredentials Certification Form (SCP-2171.A).

At its October 15, 2019 meeting the Southern West Virginia Community and Technical CollegeBoard of Governors approved advancement of this policy and its attachment to Southern’sconstituents and the Chancellor for Community and Technical College Education for the required30-day public comment period which ended November 16, 2019. No comments were received atthe end of the comment period. Therefore the staff recommends that the Board of Governors grantapproval of SCP-2171, Professional and Educational Requirements for Faculty, and SCP-2171.A,Faculty Credentials Certification Form, as presented to the Chancellor for Community andTechnical College Education for final approval following the required 30-day comment period.

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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGEBOARD OF GOVERNORS

SCP-2171

SUBJECT: Professional and Educational Requirements for Faculty

REFERENCE: The Higher Learning Commission (HLC) publication “Determining Qualified Facultythrough HLC’s Criteria for Accreditation and Assumed Practices,” March 2016; SCP-2250,Hiring Adjunct Faculty; Title 135, Procedural Rule, West Virginia Council for Communityand Technical College Education, Series 45, Community and Technical College FacultyInstructional Load; SIP-2171, Faculty Credentialing and Tested Experience; SIP-2171.A-E,Faculty Qualifications Including Tested Experience.

ORIGINATION: September 1, 2000

EFFECTIVE: January 17, 2020

REVIEWED: August 29, 2019

SECTION 1. PURPOSE

1.1 To establish professional and educational requirements for faculty members of Southern West VirginiaCommunity and Technical College and a system for documenting faculty and instructional staff credentials.

SECTION 2. SCOPE AND APPLICABILITY

2.1 This issuance applies to all full and part-time faculty, and instructional staff, teaching courses for SouthernWest Virginia Community and Technical College.

SECTION 3. DEFINITIONS

3.1 Faculty – Those individuals employed with faculty rank whose major responsibility is the delivery of coursesof instruction.

3.2 Full-time Faculty – An individual employed on a full-time year to year basis designated as faculty who holdsrank and is assigned a full-time workload per institutional guidelines.

3.3 Adjunct Faculty – Those individuals employed by the College on a part-time basis for the delivery of coursesof instruction. An adjunct faculty teaching load will be limited to nine (9) credit hours per semester.

3.4 Instructional Specialist – A type of term appointment defined as those faculty members who have beenappointed minimally on a nine-month basis and an hourly workload. The appointment is for a specified termnot to exceed three years. The instructional specialist is eligible to received reappointment to additional terms.No number of term appointments shall create any presumption of a right to reappointment or to appointmentas a tenure-trace (probationary) or a tenured faculty. In additional to teaching, instructional specialists willhave responsibilities for various academic support activities.

SECTION 4. POLICY

4.1 All full- and part-time teaching faculty and instructional specialists of Southern West Virginia Community

SCP-2171, Professional and Educational Requirements for Faculty Page 1 of 4

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and Technical College will meet the professional and educational requirements of the Higher LearningCommission (HLC) as outlined in this policy statement and will provide the College all required employmentand educational/professional credentials.

SECTION 5. BACKGROUND OR EXCLUSIONS

5.1 None.

SECTION 6. GENERAL PROVISIONS

6.1 Professional and Educational Requirements

6.1.1 Minimum Requirements: The following Southern West Virginia Community and Technical Collegeprofessional and educational requirements for full and part-time teaching faculty are consistent withthe requirements of the Higher Learning Commission (HLC).

6.1.1.1 Faculty who teach courses at the associate degree level in the general education transfer areawill have a minimum of a master’s degree in the discipline or sub-field of study in whichthey teach OR a master’s degree in a cognate field with a minimum of 18 graduate levelhours in a discipline consistent with the teaching assignment.

6.1.1.2 Faculty who teach courses in the career/technical associate degree and certificate programareas will have a minimum of a bachelor’s degree in the field and/or a combination ofeducation, training and tested experience, with documented technical competence in the fieldand/or program area in which they teach.

6.1.1.3 Academic Lab Managers who provide instructional support for programs/courses will holdthe appropriate credentials and experience as determined by the program’s nationalaccrediting agency and/or the Chief Academic Officer.

6.1.1.4 Faculty who teach courses as part of an academic program that maintains nationalaccreditation or state licensure will have at least the minimum credentials required by theaccrediting/licensing body.

6.2 Exceptions to Minimum Requirements

6.2.1 In certain exceptional cases, and after exhausting avenues to obtain a credentialed candidate meetingthe specific requirements of 6.1.1. and the position being advertised for a minimum of two (2)advertisements unsuccessfully, unique experience and demonstrated competency may be substitutedfor academic preparation. Such exceptions must be justified on an individual basis and approved bythe Chief Academic Officer. Documentation of work experience, certifications and otherqualifications used as a substitute or supplement to formal academic preparation or required degreesmust be maintained in the individual’s personnel file.

6.3 Faculty/Instructional Specialists Credentials Certification

6.3.1 Each faculty member will furnish the following credentials at time of the application: applicationwith resume/vita and official transcripts. These documents must be on file in the Human ResourcesOffice by the first day of actual employment by the College. Any exceptions must have thedocumented approval of the Director of Human Resources.


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6.3.2 The Faculty Credentials Certification Form (SCP-2171.A) has been designed to ensure allrequired credentials are part of an employee’s official personnel file. The School Dean willprovide a list of all courses the employee is qualified to teach and the degrees, specialcertifications, and/or experiences which meet HLC credentialing requirements for teachingthese courses. The School Dean will furnish the completed form with all documentation tothe Human Resources Office for the employee’s official personnel file.

SECTION 7. RESPONSIBILITIES

7.1 Full-time and part-time faculty members and instructional specialists will:

7.1.1 Furnish all employment and teaching credentials for his/her official personnel file.

7.1.2 Make continuous progress in their professional growth.

7.1.3 If, by approved exception, minimum educational requirements are not met, he/she must enrollimmediately in a program designed to achieve the required degree or educational levels.

7.2 School Dean will:

7.2.1 Complete and sign a Faculty Credentials Certification Form (SCP-2171.A) for each faculty memberwithin his/her school and/or program area and send the Faculty Credentials Certification Form (SCP-2171.A) to Human Resources to include in the personnel files.

7.2.2 If additional credentials are gained, an updated Faculty Credentials Certification Form (SCP-2171.A)must be completed and sent to the Human Resources Office.

7.2.3 Ensure educational and professional background of all faculty members in their department, school,and/or program area meet the standards established by HLC and this institution. Full-time facultyemployed prior to the effective date of this policy and not meeting the minimum educationalrequirements as stated will be provided institutional assistance through professional developmentfunds and/or tuition waivers to meet minimum requirements within a reasonable period of time

7.2.4 Develop, in consultation with the affected faculty member, a development plan designed to achieverequired degree or educational levels for teaching in discipline.

7.2.5 Review annually, as part of the performance evaluation, progress made by each faculty member onhis/her professional development plan, particularly those teaching under an approved exception.

7.3 Human Resource Director will:

7.3.1 Add faculty credentials to the Faculty Credentialing database once the Faculty CredentialsCertification Form (SCP-2171.A) is shared with the Office of Human Resources.

7.3.2 File the Faculty Credentials Certification Form (SCP-2171.A) in the personnel file.

SECTION 8. CANCELLATION

8.1 None.


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SECTION 9. REVIEW STATEMENT

9.1 This policy shall be reviewed on a regular basis with a time frame for review to be determined by thePresident or the President’s designee. Upon such review, the President or President’s designee mayrecommend to the Board that the policy be amended or repealed.

SECTION 10. SIGNATURES

Board of Governors Chair Date

President Date

Attachments: SCP-2171.A, Faculty Credentials Certification Form

Distribution: Board of Governors (12 members)www.southernwv.edu

Revision Notes: September 29, 2007 – Revised to exclude references to instructional staff, to update titles, andto add references.

December 11, 2012 – Revisions reflect a reduction in the minimum requirement for facultyteaching transitional studies courses. Definition of a full-time faculty modified to match thatfound in other institutional policies. Expanded requirements for vocational/occupationalprogram faculty to include equivalent credentials, such as licenses and certifications. Includedthe requirement to review Faculty Credentials Certification Form annually with facultyevaluation.

March 2, 2016 – Revised to reflect changes in guidelines in determining qualified faculty throughthe HLC’s criteria for accreditation and to reflect any title and name changes for the College andthe HLC.

August 29, 2019 – Revisions include added references: inserted the definition for aninstructional specialist to match that found in other institutional policies; clarification of theminimum number of advertisements required in 6.2.1; included process for updating the FacultyCredentials Certification Form (SCP-2171.A); included responsibilities for the Human ResourceDirector; and title changes.


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SCP-2171.AFaculty Credentials Certification Form

Name: _________________________________________________ Southern ID Number: _______________

School/Program: _________________________________________________________________________To be completed by School Dean

Degrees Held (Press “tab” in last cell to add additional row in table):

Degree Level Date OfficialTranscript Received

Granting Institution Major Minor

Courses for which this faculty member meets minimum requirements per SCP-2171: CourseDept/No

Courses Title

Qualifications/Justification (i.e. Degree level and major; graduate hours; license; certification; experiences*, etc. Providespecific explanation. Press “tab” in last cell to add additional row to table.)

Professional Development:

____ Required

____ Required

____ Required

I have verified the above information to the best of my ability. In addition, I have explained to the employee that all officialdocuments must be in the Human Resources Office prior to his/her first day of employment.

SIGNATURES:

School Dean Date

Chief Academic Officer Date

*Experiences should meet tested experience requirements for specific disciplines and programs.

**Please add committee minutes as appropriate. (In the event a committee is needed to determine validity of tested experience used in place of all or part of

earned credential.)

SCP-2171.A, Faculty Credentials Certification Form (Revised 08/2019) Page 1 of 1

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ITEM: SCP-2218, Evaluation of Full-time Faculty and SCP-2218. A,Faculty Evaluation Forms

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors grant approval ofSCP-2218, Evaluation of Full-time Faculty and SCP-2218. A,Faculty Evaluation Forms, for submission to the Chancellorfor Community and Technical College Education for finalapproval following the required 30-day public commentperiod.


BACKGROUND:

The purpose of this policy is to communicate policy for the evaluation of full-time faculty whichestablishes criteria and process by which faculty accomplishment may be planned, measured, andmaintained to improve performance and fulfill the mission of the academic department andinstitution.

This policy was reviewed by Executive Council on September 5, 2019, and the President’s Cabineton September 10, 2019. Revisions were made to align this policy with SCP-2686, Promotion-in-Rank and Tenure Policy, and SCP-2686. A, Promotion-in-Rank and/or Tenure Criteria Forms.Revisions also reflect the discontinuation of Series 8 and the creation of Series 55, HumanResources Administration, Legislative Rule of the West Virginia Council for Community andTechnical College Education. Others revisions reflect current employee titles and the removal offaculty status for School Deans.

At its October 15, 2019 meeting the Southern West Virginia Community and Technical CollegeBoard of Governors approved advancement of this policy and its attachments to Southern’sconstituents and the Chancellor for Community and Technical College Education for the required30-day public comment period which ended November 16, 2019. No comments were received atthe end of the comment period. Therefore the staff recommends that the Board of Governors grantapproval of SCP-2218, Evaluation of Full-time Faculty and its attachments as presented to theChancellor for Community and Technical College Education for final approval following the required30-day comment period.

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SCP-2218

SUBJECT: Evaluation of Full-time Faculty

REFERENCE: West Virginia Council for Community and Technical College Education, Title 135, Series 9,Academic Freedom, Professional Responsibility, Promotion, and Tenure; Series 55, HumanResources Administration; SCP-2686, Promotion-in-Rank and Tenure Policy

ORIGINATION: August 17, 1984


REVIEWED: February 22, 2019

SECTION 1. PURPOSE

1.1 To communicate policy for the evaluation of full-time faculty which establishes criteria and process by whichfaculty accomplishment may be planned, measured, and maintained to improve performance and fulfill themission of the academic department and institution.


2.1 This policy applies to all full-time faculty of Southern West Virginia Community and Technical College.


3.1 Full-time Faculty – An individual employed on a full-time year-to-year basis designated as faculty who holdsacademic rank and is assigned a full-time workload per institutional guidelines.

SECTION 4. POLICY

4.1 Full-time faculty shall receive an annual evaluation from their School Dean and/or program coordinator priorto the end of each spring term.

4.2 All full-time faculty shall be evaluated annually on the basis of their primary responsibilities in teachingperformance, advising, and student relations. Evaluation of classroom performance shall be based uponclassroom visits and other appropriate observations.

4.2.1 Newly hired faculty should have a classroom visitation at least once per semester for their first threeyears.

4.2.2 Faculty may request that visitations be performed on a more frequent schedule.4.2.3 School Deans and/or Program Coordinators may conduct classroom visitations more often than

annually if necessary.

SCP-2218, Evaluation of Full-time Faculty Page 1 of 3

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4.3 In addition to annual evaluation on teaching performance, advising, and student relations, full-time facultyshall be evaluated on the following categories:

4.3.1 Teaching4.3.2 Scholarship4.3.3 Service


5.1 None.


6.1 Time Line

6.1.1 October 1 – Faculty submit the Evaluation Planning Document portion of Form SCP-2218.A to the School Dean and/or Program Coordinator.

6.1.2 March 15 – Faculty members will submit the Faculty Self-Evaluation portion of Form SCP-2218.Ato the School Dean and/or Program Coordinator.

6.1.3 March 15 through April 30 – School Deans and/or Program Coordinators schedule meetings withfaculty members for evaluation conference and distribution of evaluation summary.

6.1.4 April 30 – Program Coordinators (if applicable) submit completed Faculty Evaluation portion ofForm SCP-2218.A to the appropriate School Dean.

6.1.5 May 15 – School Deans submit completed SCP-2218.A, Faculty Evaluation Forms, to the ChiefAcademic Officer.

6.1.6 June 30 – The Chief Academic Officer submits evaluations to Human Resources for inclusion infaculty personnel files.


7.1 It shall be the responsibility of the faculty member to submit Evaluation Planning Documents and SelfEvaluation Forms consistent with the prescribed time line.

7.2 It shall be the responsibility of the School Dean and/or program coordinator to schedule planning meetings,classroom visits and evaluation conferences consistent with the prescribed time line.


8.1 None.




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President Date

Attachments: SCP-2218.A, Faculty Evaluation Forms


Revision Notes: April 2006 – Revisions reflect changes to the evaluation policy to better serve the needs of theinstitution.

November 2011 – Revisions to SCP-2218, Evaluation Process for Full-time Faculty, reflect amoderate level of changes. Revisions reflect requirement for annual evaluations of full-timefaculty per West Virginia Council for Community and Technical College Education’s policySeries 9; revisions were made to reflect current titles; and revisions indicate an emphasis onadvising separate from classroom teaching performance. Titles of forms were modified toreflect a more collaborative approach to faculty evaluation. The policy format was modified byusing the new format and moving policy statements to the appropriate sections.

September 2016 – Revisions made to SCP-2218, Evaluation of Full-time Faculty, and 2218.A,Faculty Evaluation Forms, are title changes only.

February 22, 2019 – Revisions were made to align this policy with SCP-2686, Promotion inRank and Tenure, and SCP-2686.A, Promotion in Rank and Tenure Criteria and Forms;Revisions also reflect the discontinuation of Series 8 and the creation of Series 55, LegislativeRule of the West Virginia Council for Community and Technical College Education; update ofemployee titles, and the removal of faculty status for School Deans.


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SCP-2218.A

Evaluation Planning Document (Due by October 1)

Name:

In addition to evaluation on “classroom teaching performance” and “advising and student relations,” faculty membersand School Deans will use this form to plan the “additional criteria” in each of the following categories on whichfaculty members will be evaluated at the end of the academic year. Attach additional pages if needed.

1. Teaching

2. Scholarship

3. Service

______________________________________________ ______________________________Faculty Member Signature Date

______________________________________________ ______________________________Program Coordinator Signature Date

______________________________________________ ______________________________School Dean Signature Date

SCP-2218.A, Faculty Evaluation Forms, (Revised 02/2019) Page 1 of 4

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Faculty Self-Evaluation Form(Due by March 15)

Name:

The purpose of this form is to provide School Deans and/or Program Coordinators with information that will assistthem in preparing yearly evaluations of faculty members. Faculty members should list significant accomplishmentsin categories 1 and 2. Also, list accomplishments in the “additional criteria” designated in the Faculty PlanningDocument prepared at the beginning of the academic year. Attach additional pages if needed.

1. Classroom teaching performance.

2. Advising and student relations.

3. Teaching.

4. Scholarship

5. Service



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Faculty Evaluation Form(Due by May 15)

________________________________________ ____________________________________Name Position

____________________ _________________ _____________________________________Campus/Department Academic Year Supervisor

A. Classroom Teaching Performance

Course Number(s) _____________________ Date(s) of Visits ______________________

The following are criteria that may be considered by the School Deans and/or Program Coordinator: (Attachnarrative using criteria below)

1. Exhibits instructional organization.

2. Facilitates learning as a lecturer, discussion leader, demonstrator, or guide.

3. Makes clear assignments.

4. Stimulates students intellectually.

5. Supplements the course texts with a variety of materials and information.

6. Encourages students to participate in class discussions.

7. Pursues all reasonable means of assisting students with special needs.

8. Adheres to course objectives as stated in course syllabus.

B. Advising and Student Relations (Attach narrative for B, C, and D)

School Deans and/or Program Coordinators will provide written comments on the effectiveness of the facultymember’s advising, interest in student activities, effective use of office hours, etc.

C. In addition to the evaluation criteria herein described, faculty members whose teaching loads consist all orin part of web classes will receive a written evaluation of the effectiveness of their on-line instructionalperformance.

D. Additional CriteriaThe School Deans and/or Program Coordinator will evaluate the faculty member in the following categoriesagreed upon in the Evaluation Planning Document:

1. Teaching.2. Scholarship.3. Service


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Employee Response to Summary

The purpose of this form is to provide the employee being evaluated an opportunity to respond to statements madein the evaluation.

Employee Response:

I do not care to respond to the evaluation.


______________________________________________ ______________________________Program Coordinator Signature Date

______________________________________________ ______________________________School Dean Signature Date


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ITEM: SCP-4786, Transfer Student Requirements and CreditEvaluation

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors grant approval ofSCP-4786, Transfer Student Requirements and CreditEvaluation, for submission to the Chancellor for Communityand Technical College Education for final approval followingthe required 30-day comment period.

STAFF MEMBER: Charles Lopez

BACKGROUND:

This policy is to ensure that students applying for admission to Southern West Virginia Communityand Technical College receive equitable treatment when transferring college credit hours from anaccredited college or university and/or when transferring military credit. All applicants will receivethe appropriate evaluation and articulation of credit by Southern in compliance with the WestVirginia Council for Community and Technical College Education rules.

In August 2019, this policy was reviewed by the Office of the Registrar. Minor revisions were madeto provide clarity and reflect changes in position titles, and an appeal process was added. Thepolicy was reviewed and approved as presented by the Executive Council at its August 5, 2019meeting, and by the President’s Cabinet at its September 10, 2019 meeting.

At its October 15, 2019 meeting the Southern West Virginia Community and Technical CollegeBoard of Governors approved advancement of this policy and its attachment to Southern’sconstituents and the Chancellor for Community and Technical College Education for the required30-day public comment period which ended November 16, 2019. No comments were received atthe end of the comment period. Therefore, the staff recommends that the Board of Governors grantapproval of SCP-4786, Transfer Student Requirements and Credit Evaluation, as presented forsubmission to the Chancellor for Community and Technical College Education for final approvalfollowing the required 30-day comment period.

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SCP-4786

SUBJECT: Transfer Student Requirements and Credit Evaluation

REFERENCE: West Virginia Council for Community and Technical College Education, Title 135, ProceduralRule Series 17, Transferability of Credits and Grades at West Virginia Public Colleges andUniversities; Procedural Rule Series 21, Standards and Procedures for UndergraduateAdmissions at Community and Technical Colleges; Procedural Rule Series 60, West VirginiaReverse Transfer Program; and SCP-3227, Credit Based on Experience.

ORIGINATION: July 1, 1984



SECTION 1. PURPOSE

1.1 The purpose of this policy is to ensure that students applying for admission to Southern West VirginiaCommunity and Technical College (Southern) receive equitable treatment when transferring college credithours from an accredited college or university and/or when transferring military credit. All applicants willreceive the appropriate evaluation and articulation of credit by Southern in compliance with the West VirginiaCouncil for Community and Technical College Education rules.


2.1 This policy is applicable to all students.


3.1 Acceptable Transfer Credit – Evaluated academic credit that is included within a transfer student’s Southernacademic history and may or may not be considered as equivalent to Southern coursework or applicabletoward the student’s Southern program certificate/degree requirements. All credit and grades for courseworkdetermined as equivalent or not equivalent to Southern coursework is calculated and included in the overallgrade point average. Most common acceptable transfer credit is received from regionally accredited collegesand universities.

3.2 Articulation Agreement – An agreement between one or more educational institutions establishing andidentifying acceptable transfer coursework as equivalent coursework.

3.3 Core Coursework – Also considered general education courses, are common course requirements recognizedby the state that fulfill most state baccalaureate and associate degree programs. Most common corecoursework would be English composition, communications and literature, fine arts appreciation,mathematics, natural science, and social science.

3.4 Equivalent Course Credit – Acceptable transfer credit that has been evaluated by comparison of the transfercourse description and Southern’s course description and determined to be equal in educational content.

3.5 Fully Admitted – Student status upon submission of all required documents for admission to Southern.

SCP-4786, Transfer Student Requirements and Credit Evaluation Page 1 of 4

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3.6 Non-traditional Credit – Recognized academic credit from other educational and/or life experiences orprograms that are not typically provided by a traditional college or university as academic credit. Military,apprenticeship, and workplace experiences are the most common of this type of academic credit.

3.7 Regionally Accredited Institution – Colleges or universities accredited by a recognized regional accreditingorganization that has met the standards of either the Council for Higher Education Accreditation (CHEA) orthe U. S. Department of Education (USDE).

3.8 Traditional Credit – Recognized academic credit commonly identified by a college or university as typicalcollege coursework. Traditional credit would be commonly listed on an official transcript with the transfercourse title, subject, credit, grade, and grade point average.

3.9 Transcript – An official document of coursework with completed credit(s), grade(s) and academic historyfrom a college, university, and/or military authority.

3.10 Transfer Credit – Credit received for courses taken at other educational institutions and submitted forevaluation and articulation at Southern for determination of acceptable and/or equivalent college credit towardSouthern’s academic programs.

3.11 Transfer Student – A student admitted to Southern who has previously attended another college or university.

3.12 Unacceptable Transfer Credit – Evaluated academic credit and grades that are not considered included withina transfer student’s Southern academic history and not applicable toward Southern program certificate/degreerequirements or overall grade point average.

SECTION 4. POLICY

4.1 In accordance with the West Virginia Council for Community and Technical College, Title 135, ProceduralRule, Series 17, Transferability of Credits and Grades at West Virginia Public Colleges and Universities, itis Southern’s policy that any student who has been fully admitted to Southern and who seeks an AssociateDegree or Certificate will be provided fair and equitable consideration in the evaluation and articulation oftransfer credit hours and grades received from any regionally accredited college or university. Considerationwill be provided to transfer students in determination of acceptable credit from other accredited andeducational institutions following appropriate state and institutional procedures.


5.1 Southern is accredited by and follows standards set forth by the accrediting organization, The HigherLearning Commission, when evaluating and determining transfer credit. Southern will consider evaluationof transfer credit from any regionally accredited college or university recognized by the Council for HigherEducation Accreditation (CHEA), and/or the U. S. Department of Education (USDE).

5.2 Students in the Board of Governors Associate in Applied Science Adult Degree Completion Program are anexception to this policy. According to the West Virginia Council for Community and Technical CollegeEducation Board of Governors Associate in Applied Science Adult Degree Completion ProgramAdministrative Guidelines, in order to receive Southern’s Board of Governors A.A.S. degree, studentstransferring into this program must complete at least 12 credit hours at a regionally accredited highereducation institution, including a total of three (3) hours credit at Southern West Virginia Community andTechnical College. Credit for this program will be evaluated on a case-by-case basis following the guidelinesof SIP-3227, Credit Based on Experience.


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6.1 Transfer credit determined as acceptable and/or equivalent credit by Southern will include the transfer creditgrade(s) listed on the transcript after the grade(s) are reviewed and articulated as equivalent to Southern’sstandard grading system. Articulated grades will be calculated in the student’s overall grade point average.A grade of “D” is acceptable; however, some program requirements may be more stringent.

6.2 The Core Coursework Transfer Agreement between the West Virginia Higher Education Policy Commissionand the West Virginia Community and Technical College System will be followed in the evaluation ofstudents’ core coursework transferring from a state university or college. The agreement establishes hoursof coursework acceptable for transfer that will count toward fulfillment of general studies requirements.

6.3 Established articulation agreements between Southern and other schools will be used as a basis fordetermining transfer credit for those schools.

6.4 Evaluation of students’ transfer credit from a college or university that does not have an establishedarticulation agreement with Southern will be reviewed upon comparison of course descriptions found in thetransferring institution’s catalog or course documentation from the transfer institution.

6.5 Evaluation of military credit will be based upon the recommendation listed in the current American CouncilEducation Handbook, Guide to the Evaluation of Armed Forces Experiences.

6.6 Evaluation of credit for courses taken at an institution that is not regionally accredited may be considered ona case-by-case basis with submission of documentation from the institution, such as course description orsyllabus. The School Dean or designee, and the Registrar or designee, will evaluate the submitteddocumentation and determine if coursework is acceptable as credit.

6.7 A student who disagrees with the applicability of transfer credit may appeal to the Registrar. If the studentdoes not accept the decision of the Registrar, the student may then appeal to the Chief Academic Officer forfurther review and decision. After this decision, if the student still does not accept the outcome, the studentmay appeal to the West Virginia Higher Education Policy Commission (Commission) and the West VirginiaCouncil for Community and Technical College Education’s (Council) Joint Recommending Committee forTransfer and Articulation.


7.1 Transfer students are required to apply for admission to Southern and submit an official transcript from allprevious colleges by the appropriate official from the transferring institution.

7.2 The transfer student is responsible for requesting official transcripts from the transferring institution.

7.3 Students with completed military training are required to apply for admission to Southern and are responsiblefor submission of a military record of training before credit evaluation is considered.

7.4 Receipt of all official transcripts must be received by Southern to be considered fully admitted.

7.5 After receipt of a student’s official transcripts from a regionally accredited institution, the Registrar ordesignee, will evaluate and articulate all courses and determine courses acceptable or not acceptable astransfer or equivalent Southern courses. All acceptable transfer course credits and grades will beelectronically recorded in the student’s academic record, including those courses determined as not equivalent


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to Southern courses. The transfer student will be notified once credit has been articulated.

7.6 Transfer students must complete 15 hours of the program requirements at Southern to be eligible for anAssociate Degree from Southern. For those students completing a certificate program, the student mustcomplete 8 hours of the total hours required in the certificate program at Southern.


8.1 SCP-4825, Transfer of Student Credit Hours from another Institution, was rescinded and relative informationwas incorporated into SCP-4786, Transfer Student Requirements and Credit Evaluation.





President Date

Attachments: None.

Distribution: Board of Governors (12)www.southernwv.edu

Revision Notes: September 1, 2000 - Policy Originated.

September 1, 2009 - Revisions reflect title changes and include content from the rescindedpolicy, SCP-4825, Transfer of Student Credit Hours from another Institution.

October 2014 - Revisions reflect no substantial changes in procedure or documentationrequirements. Revisions provide clarity and reflect grammar and title changes.

August 2019 - Revisions reflect changes in titles and process.


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ITEM: SCP-7125, Information Technology Acceptable Usage

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors grant approval ofSCP-7125, Information Technology Acceptable Usage, forsubmission to the Chancellor for Community and TechnicalCollege Education for final approval following the required30-day comment period.

STAFF MEMBER: Tom Cook

BACKGROUND:

This policy defines and clarifies the responsibilities and obligations of computer users at SouthernWest Virginia Community and Technical College. It applies to all computer users at the Collegeincluding, but not limited to guests, students, staff, faculty, and external entities.

In September 2019, this policy was reviewed by the Office of Information Technology and norevisions were recommended. The policy was reviewed and approved as presented by theExecutive Council and by the President’s Cabinet at their September 2019 meetings.

At its October 15, 2019 meeting the Southern West Virginia Community and Technical CollegeBoard of Governors approved advancement of this policy to Southern’s constituents and theChancellor for Community and Technical College Education for the required 30-day public commentperiod which ended November 16, 2019. No comments were received at the end of the commentperiod. Therefore the staff recommends that the Board of Governors grant approval of SCP-7125,Information Technology Acceptable Usage, as presented to the Chancellor for Community andTechnical College Education for final approval following the required 30-day public comment period.

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SCP-7125

SUBJECT: Information Technology Acceptable Usage

REFERENCE: SCP-7720, Security of Information Technology; State of West Virginia Office ofTechnology, Information Security Policy (WVOT-PO1001, Appendix A),http://www.technology.wv.gov

ORIGINATION: July 7, 1997


REVIEWED: September 05, 2019

SECTION 1. PURPOSE

1.1 To define and clarify the responsibilities and obligations of computer users at Southern West VirginiaCommunity and Technical College.


2.1 This issuance applies to all computer users at Southern West Virginia Community and Technical Collegeincluding but not limited to guests, students, staff, faculty, and external entities.


3.1 Access – To approach or use an information resource.

3.2 Assets – Any of the data, hardware, software, network, documentation, and personnel used to manage andprocess information.

3.3 Chief Information Officer – The person responsible for the agency’s information resources.

3.4 Employee – For the purposes of this policy, the term “employee” shall include the following: contractors,subcontractors, contractors’ employees, volunteers, business associates, and any other persons who aredetermined and notified by the Office of Information Technology (OIT) to be subject to this policy. Thisdefinition does not create any additional rights or duties.

3.5 Password – A string of characters known to a computer system or network and to a user who must enterthe password in order to gain access to an information resource.

3.6 Security – Those measures, procedures, and controls that provide an acceptable degree of safety forinformation resources, protecting them from accidental or intentional disclosure, modification, ordestruction.

3.7 User – A person authorized to access an information resource.

SECTION 4. POLICY

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4.1 This policy establishes guidelines and responsibilities for users of Southern West Virginia Communityand Technical College’s Information Technology.


5.1 None.


6.1 Relevant technologies include, but are not limited to the following:

6.1.1 Personal Computers6.1.2 Personal Digital Assistant (PDA)6.1.3 Fax or copy machines with memory or hard drives6.1.4 Internet or Intranet6.1.5 E-mail and Enterprise Instant Messaging (EIM)6.1.6 Voice Mail6.1.7 Cell Phones (including camera phones and smart phones with data communications and

databases)6.1.8 Pagers6.1.9 Media including disk drives, diskette drives, optical disks (CD), tape drives, and USB drives

(flash drives)6.1.10 Servers6.1.11 Printers

6.2 Unacceptable uses include, but are not limited to the following:

6.2.1 Any use which violates local, state, or federal laws.

6.2.2 Any use for commercial purposes, product advertisements, or “for-profit” personal activity;

6.2.3 Any use for viewing, transmitting, receiving, saving, or printing sexually explicit material;

6.2.4 Any use for promotion of political or religious positions or causes;

6.2.5 Any use in relation to copyright infringement;

6.2.6 Any use in relation to participating in chain letters or unauthorized chat programs, or forwardingor responding to SPAM;

6.2.7 Any use for promoting the misuse of weapons or the use of devices associated with terroristactivities;

6.2.8 Any use related to pyramid selling schemes, multi-marketing schemes, or fund-raising for anypurpose unless agency sanctioned;

6.2.9 Any use for dispersing data to customers or clients without authorization;

6.2.10 Any use in relation to placing wagers or bets;


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6.2.11 Any use that could be reasonably considered as disruptive to another’s work.

6.3 Users will not waste IT resources by intentionally doing one or more of the following:

6.3.1 Placing a program in an endless loop;

6.3.2 Printing unnecessary amounts of paper;

6.3.3 Disrupting the use or performance of State-provided IT resources or any other computer systemor network; or

6.3.4 Storing unauthorized information or software on State-provided IT resources.

6.4 Users will not knowingly or advertently commit security violation. This includes doing one or more ofthe following:

6.4.1 Assessing or attempting to access records within or outside the State’s computer andcommunications facilities for which the employee is not authorized; or bypassing State securityand access control systems;

6.4.2 Copying, disclosing, transferring, examining, re-naming, or changing information or programsbelonging to another user unless given express permission to do so by the user responsible for the information or programs;

6.4.3 Violating the privacy of individual users by reading e-mail or private communications withoutlegal authority, or authorization based upon documented just cause;

6.4.4 Misrepresenting oneself, the College, or the State of West Virginia;

6.4.5 Making statements about warranty, expressed or implied, unless it is a part of normal job duties;

6.4.6 Conducting any form of network monitoring, such as port scanning or packet filtering unlessexpressly authorized by the Office of Information Technology (OIT), the Vice President forFinance and Administration, or the President.

6.4.7 Transmitting through the Internet confidential data to include without limitation, credit cardnumbers, telephone calling cards numbers, logon passwords, and other parameters that can beused to access data without the use of encryption technology approved by the Office ofInformation Technology (OIT), the Vice President for Finance and Administration, or thePresident.

6.5 Users will not commit security violations related to e-mail activity. This includes doing one or more ofthe following:

6.5.1 Sending unsolicited commercial e-mail messages, including the distribution of “junk mail” orother advertising material to individuals, who did not specifically request such material;

6.5.2 Unauthorized use for forging of e-mail header information;

6.5.3 Solicitation of e-mail for any other e-mail address, other than that of the poster’s account, withthe intent to harass or to collect replies;


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6.5.4 Posting messages to large numbers of users (more than 50) without authorization; or

6.5.5 Posting from an agency e-mail address to newsgroups, blogs, or other locations without adisclaimer stating that the opinions expressed are strictly their own and not those of the State orthe agency, unless posting is in the fulfillment of business duties.

6.6 Employee Responsibilities

6.6.1 Employees should conduct themselves as representatives of the State and College, and areresponsible for becoming familiar with and abiding by all information security policies andguidelines.

6.6.2 Employees will only access files, data, and protected records if:

6.6.2.1 The employee owns the information;

6.6.2.2 The employee is authorized to receive the information; or

6.6.2.3 The information is publicly available.

6.6.3 Employees are prohibited from monopolizing systems, overloading networks with excessive data,or wasting computer time, connect time, bandwidth, disk space, printer paper, or other ITresources.

6.6.4 Employees are prohibited from transmitting personal information about themselves or someoneelse without proper authorization while using State-provided IT resources.

6.6.5 Employees must adhere to copyright law regarding the use of software, print or electronicinformation, and attributions of authorship. In certain instances, legal counsel can determinepermissible uses.


7.1 The Chief Information Officer is responsible for administering the provisions of this policy.

7.2 Responsibilities of the User

7.2.1 Access to technology resources is a privilege Southern West Virginia Community and TechnicalCollege grants to all college faculty, staff, and students. Access may also be granted toindividuals outside of the college for purposes consistent with the mission of the college, and users are responsible for complying with this policy.

7.3 Sanctions

7.3.1 Violations of the institutional purposes and policies described above are serious matters and willbe dealt with as such. Violators are subject to the normal disciplinary procedures of the collegeand, in addition, the loss of computing privileges may result. Illegal acts involving SouthernWest Virginia Community and Technical College’s technology resources may also be subject toprosecution by state and federal authorities.


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8.1 None.





President Date

Attachments: None


Revision Notes: February 2009 - This policy was revised to reflect up-to-date terms and current acceptableusage. The policy was reformatted into the new policy template.

September 2014 - This policy was revised based on the State of West Virginia Office ofTechnology’s Information Security Policy (WVOT-PO1001) Appendix A.

September 2019 - This policy was reviewed and no revisions were recommended.


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ITEM: SCP-7720, Security of Information Technology

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors grant approval forthe submission of SCP-7720, Security of InformationTechnology, to the Chancellor for Community and TechnicalCollege Education for final approval following the required30-day public comment period.

STAFF MEMBER: Tom Cook

BACKGROUND:

This policy establishes guidelines and responsibilities for Southern West Virginia Community andTechnical College employees regarding information security and the protection of agencyinformation resources. This information is based on the State of West Virginia Office ofTechnology, Information Security Policy (WV OT-PO1001) issued by the Governor’s Office ofTechnology, and is edited only to the extent necessary to clarify procedural differences betweenthe State and the College.

In September 2019, this policy was reviewed by the Office of Information Technology and norevisions were recommended. The policy was reviewed and approved as presented by theExecutive Council and by the President’s Cabinet at their September 2019 meetings.

At its October 15, 2019 meeting the Southern West Virginia Community and Technical CollegeBoard of Governors approved advancement of this policy to Southern’s constituents and theChancellor for Community and Technical College Education for the required 30-day public commentperiod which ended November 16, 2019. No comments were received at the end of the commentperiod. Therefore the staff recommends that the Board of Governors grant approval of SCP-7720,Security of Information Technology, as presented to the Chancellor for Community and TechnicalCollege Education for final approval following the required 30-day public comment period.

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SCP-7720

SUBJECT: Security of Information Technology

REFERENCE: State of West Virginia Office of Technology, WVOT-PO1001, Information Security Policy;WVOT-PO1006, Data Classification;http://www.technology.wv.gov/security/Pages/policies-issued-by-the-cto.aspx;SCP-7125, Information Technology Acceptable Usage

ORIGINATION: May 1, 1988


REVIEWED: September 05, 2019

SECTION 1. PURPOSE

1.1 This policy establishes guidelines and responsibilities for Southern West Virginia Community and TechnicalCollege employees regarding information security and the protection of agency information resources. Thisinformation is based on the State of West Virginia Office of Technology, Information Security Policy(WVOT-PO1001) issued by the Governor’s Office of Technology and is edited only to the extent necessaryto clarify procedural differences between the State and the College.


2.1 This policy applies to all users who have access to agency information and to systems that store, access, orprocess the information.

2.2 The intent of this policy is to explain the range of acceptable and unacceptable uses of State-providedinformation technology (IT) resources and is not necessarily all-inclusive. IT resources may include anythingwith a processor, communications capability, or data storage. (Please refer to SCP-7125, InformationTechnology Acceptable Usage, for a list of examples).


3.1 Access – The ability to locate, gain entry to, and use a directory, file, or device on a computer system or overa network.

3.2 Access Control – The enforcement of specified authorization rules based on positive identification of usersand the systems or data they are permitted to access.

3.3 Authentication – The process of verifying the identity of a user.

3.4 Chief Information Officer (CIO) – The person responsible for the agency’s information resources.

3.5 Confidential Data – Information that is legally protected (i.e., student records) or otherwise deemed by aqualified expert to be unsuitable for open access.

SCP-7720, Security of Information Technology Page 1 of 8

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3.6 Contractor – Anyone who has a contract with the State or one of its entities.

3.7 Custodian of Information – The person or unit assigned to supply services associated with the data.

3.8 Employee – For the purposes of information technology and security policies, the term “employee” shallinclude the following: business associates, contractors, contractor’s employees, subcontractors, volunteers,and individuals who are determined and notified by the institution to be subject to this policy. This definitiondoes not create any additional rights or duties.

3.9 Information Assets – Any of the data, hardware, software, network, documentation, and personnel used tomanage and process information.

3.10 Information Resources – All information assets in all known formats.

3.11 Information Security – Those measures, procedures, and controls that provide an acceptable degree of safetyfor information resources, protecting them from accidental or intentional disclosure, modification, ordestruction.

3.12 Information Security Officer (ISO) – The person designated by the Chief Technology Officer to administerthe agency’s internal and external point of contact for all information security matters.

3.13 Information Security Incident – An event characterized by unexpected and unwanted system behavior, breach,or unintended alteration of data.

3.14 Information Security Liaison (ISL) – Employees assigned by the ISO to assist in the protection of informationresources.

3.15 Information Technology (IT) – The technology involved with the transmission and storage of information,especially the development, installation, implementation, and management of computer systems andapplications.

3.16 Medium – Any repository, including paper, used to record, maintain, or install information or data.

3.17 Owner of Information – The person(s) ultimately responsible for an application and its data viability.

3.18 Password – A string of characters known to a computer system or network and to a user who must enter thepassword in order to gain access to an information resource.

3.19 Personally Identifiable Information (PII) – Includes all protected and non-protected information that identifiesor can be used to identify, locate, or contact an individual.

3.20 Privacy Officer – The official responsible for facilitating the College’s integration of privacy principles, legalrequirements, and privacy standards into department policies, procedures, and practices.

3.21 Risk Analysis – The evaluation of system assets and their vulnerabilities to threats in order to identify whatsafeguards are needed.

3.22 Security Contact – These individuals include the Information Security Officer (ISO) and Information SecurityLiaison (ISL).

3.23 Threat – Includes any person, condition or circumstance that endangers the security of information, or


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information systems, in the context of Information Security.

3.24 User – A person authorized to access an information resource.

3.25 User ID – A unique “name” by which each user is identified to a computer system.

3.26 West Virginia Office of Technology (WVOT) – The division of the Department of Administration establishedby West Virginia Code § 5A-6-4a, et seq., which is led by the State’s CTO and designated to acquire, operate,and maintain the State’s technology infrastructure. The WVOT is responsible for evaluating equipment andservices, and reviewing information technology contracts.

SECTION 4. POLICY

4.1 All Information Technology assets, including hardware, software, and data are owned by the College, unlessaccepted by contractual agreement.

4.2 Users are required to comply with legal protection granted to programs and data by copyright and license. No unauthorized software will be installed on College systems. The Office of Information Technology (OIT)will authorize all software installation.

4.3 Users will utilize, maintain, disclose, and dispose of all information resources, regardless of medium,according to law, regulation, and/or policy.

4.4 Employees must have no expectation of privacy while using State-provided information resources (i.e., cellphones, Internet, etc.).

4.5 Southern West Virginia Community and Technical College reserves the right to filter Internet site availability,and to monitor and review employee use as required for legal, audit, or legitimate authorized Collegeoperational or management purposes. By logging into their College-provided account, users areacknowledging that they have read the document and agree to follow its provisions.

4.6 All users must adhere to rules regarding unacceptable use of technology resources. (For a detailed list ofunacceptable uses, see SCP-7125, Information Technology Acceptable Usage).

4.6.1 Users must not download, attach, change, distribute, or install any software or inappropriate files,including streaming content, for non-business functions (i.e., downloading MP3 files and/orbroadcast audio or video files).

4.6.2 User must not intentionally introduce a virus into a College-provided computer, or withholdinformation necessary for effective virus control procedures.

4.6.3 Users must not send or share confidential information for unauthorized purposes.

4.6.4 Users must not attach or use devices on the College network that are not owned or authorized by theCollege.

4.6.5 Employees must not redirect confidential or privileged College data to a non-State owned computingdevice without proper authorization.

4.6.6 Users must not use unauthorized peer-to-peer networking or peer-to-peer file sharing.


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4.6.7 Employees must never execute programs or open e-mail attachments that have not been requestedor come from an unknown source. If in doubt and lacking assurance from the sender, employeesshould contact the Office of information Technology (OIT) Helpdesk for assistance.

4.6.8 Users must never attempt to disable, defeat, or circumvent any security firewall, proxies, webfiltering programs, or other security controls.

4.6.9 Users must not use technology resources to promote harassment or illegal discrimination on the basisof race, gender, national origin, age, marital status, religion, or disability.

4.7 The Office of Information Technology (OIT), working with designated individuals, will develop proceduresto protect information resources from accidental, unauthorized, or malicious access, disclosure, modification,or destruction.

4.8 Users must report any observation of attempted security or privacy violations to [email protected].

4.8.1 A Security Incident is any event that involves misuse of computing resources or is disruptive tonormal system or data processing operations. Examples include, but are not limited to the following:

4.8.1.1 Lost or stolen computers or other portable devices;

4.8.1.2 Lost or stolen media that contains sensitive data;

4.8.1.3 Rampant computer virus infections within the State network;

4.8.1.4 Loss of system or network functionality;

4.8.1.5 A disaster scenario or act of terrorism;

4.8.1.6 A prolonged power outage;

4.8.1.7 A compromised (hacked) computer or server;

4.8.1.8 A defaced Web page; and

4.8.1.9 An information security policy violation.

4.9 Users should immediately report all information security incidents to [email protected]. Users mustprovide the following information to the extent possible:

4.9.1 Point of contact (name, phone, e-mail);

4.9.2 Characteristics of incident;

4.9.3 Date and time incident was detected;

4.9.4 Extent of impact;

4.9.5 Nature of incident, if known (i.e., unauthorized access, system breach or malfunction, data loss orexposure, defacement, other); and


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4.9.6 Any actions took in response to the incident.

4.10 Confidential, private, personally identifiable information (PII), Federal Tax Information (FTI), or othersensitive data (i.e., credit card numbers, calling card numbers, logon passwords, health information, or otherprotected information), must be encrypted or dissociated from any individual prior to transmission throughany public data communications infrastructure, such as a network or the Internet.

4.11 Employees must immediately contact [email protected] upon receiving or obtaining confidentialinformation to which the employee is not entitled or becoming aware of any inappropriate use of College-provided technology resource (Note: The owner or sender of such information must also be notified).

4.12 Employees will contact an immediate supervisor if there is doubt concerning authorization to access anyCollege-provided technology resource, or if questions arise regarding acceptable or unacceptable uses. Ifcriminal activity is suspected or detected, reporting should occur up the supervisory or management chainwithout delay.

4.13 Access controls must be consistent with all state and federal laws and statutes, and will be implemented inaccordance with this policy.

4.14 Appropriate controls must be established and maintained to protect the confidentiality of passwords used forauthentication.

4.14.1 All passwords are confidential and must not be shared under any circumstances.

4.14.2 Employees are expected to use strong passwords, which must conform to established standards andwill be charged at intervals designated by the Office of Information Technology (OIT).

4.15 All access to computing resources will be granted on a need-to-use basis.

4.16 Individual users will be assigned unique user ID’s.

4.17 Each user must be accountable for securing his or her computer, and for any actions that can be identified tohave originated from it.

4.18 The Office of Information Technology (OIT) will provide network user accounts by adding, modifying, anddeleting user access for customer units. Each unit will appoint a designated approval authority, who willauthorize all access modifications for that unit.

4.18.1 When an employee is terminated, the unit’s designated approval authority must contact the Officeof Information Technology (OIT) immediately to disable all access, unless otherwise approved inwriting by appropriate management.

4.18.2 When an employee transfers, the Office of Information Technology (OIT) will modify all access toaccommodate new user roles and responsibilities according to instructions from the unit’s designatedapproval authority.

4.19 All employees may be required to complete information security awareness as part of job orientation.

4.20 The authorized head of each unit must assure that all employees read this policy and understand that loggingin to any system with College-provided credentials is an acknowledgment that the employee has read, fullycomprehends, and will abide by College policies and procedures regarding privacy and information security.


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4.21 The unit head must assure that all employees, and others who access computer systems, will receive sufficientraining in policies and procedures, security requirements, correct use of information resources, and otheradministrative controls.

4.22 Background checks may be conducted by the College’s Human Resources department consistent with otherCollege policies.

4.23 Data/Information Assets

4.23.1 Information resources are designated for authorized purposes. The College has a right and a duty toreview questionable employee activity. Only minimal personal use of College-provided technologyresources is permitted (i.e., 10-15 minutes during break and/or lunch periods). This must not includeany unauthorized uses (See SCP-7125, Information Technology Acceptable Usage), and must notinterfere with the legitimate business of the College.

4.23.2 All information assets must be accounted for and have assigned owners. Owners, custodians, andusers of information resources must be identified and their responsibilities defined and documented.

4.23.3 Each owner or custodian of information will determine and document classification based on thecircumstances and the nature of the information, according to a classification scheme common to allState agencies. Classification should consider legal protections, privacy, sensitivity, and criticalityto the functions of the business. (For more information please reference WVOT-P01006, DataClassification).

4.23.4 The owner or custodian will determine and document the data classification, and the CIO will ensurethe protective guidelines that apply for each level of information. They include, but are not limitedto the following:

4.23.4.1 Access;

4.23.4.2 Use within the College;

4.23.4.3 Disclosure outside the College;

4.23.4.4 Electronic distribution; and/or

4.23.4.5 Disposal / Destruction.

4.23.5 If at any time equipment or media changes ownership or is ready for disposal, the user must alert theresponsible technical staff to the potential presence of any confidential and/or sensitive data on saidequipment or media.

4.24 Physical and Environmental Security

4.24.1 Information resource facilities will be physically secured by measures appropriate to their criticalimportance.

4.24.2 Security vulnerabilities will be determined, and controls will be established to detect and respond tothreats to facilities and physical resources.


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4.24.3 Employees must guard against access to files and take precautions to protect technology deviceswhen away from the workstation. This includes but is not limited to the following:

4.24.3.1 Logging off the computer;

4.24.3.2 Locking the computer; and/or

4.24.3.3 Locking the file cabinets and drawers.

4.24.4 Critical or sensitive data handled outside of secure areas will receive the level of protection necessaryto ensure integrity and confidentiality.

4.24.5 Equipment will be secured and protected from physical and environmental damage.

4.24.6 Equipment used outside of the College premises will be given an equal or greater degree of securityprotection as that of on-site information resource equipment.

4.25 Information Security Administrators

4.25.1 The CIO is assigned the role of Information Security Administrator (ISA). The ISA must perform,contract, or delegate the necessary functions and responsibilities of the position as defined in thispolicy and the Governor’s Executive Information Security Team (GEIST) charter. If necessary, theISA may delegate duties to one or more individuals (i.e., ISL’s) whose main function will be to assistin the protection of information resources within their agency.

4.25.2 The ISA will ensure that a risk management program will be implemented and documented, and thata risk analysis will be conducted periodically.

4.25.3 The ISA will oversee and ensure that cost effective contingency response and recovery plans will bemaintained, providing for prompt and effective restoration of critical business functions in the eventof any disruptive incident.

4.25.4 Procedures, guidelines, and mechanisms utilized during an information security incident, along withthe roles and responsibilities of the incident management teams, must be established, documented,and periodically reviewed. This may include testing to make sure that all plans remain current,viable, and comprehensive.

4.25.5 Testing will be performed at intervals designated within CTO standards.


5.1 None.


6.1 None.


7.1 None.


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8.1 None.





President Date

Attachments: None.


Revision Notes: February 2009 - The policy was revised to include all forms of technology and to meet thestandards of the payment card industry. The policy was reformatted using the latest policytemplate.

September 2014 - Extensive policy revisions were made based upon WVOT-PO1001,Information Security Policy, State of West Virginia Office of Technology.

September 2019 - This policy was reviewed and no revisions were recommended.


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ITEM: SCP-1004, Copyright Policy and Laws

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors grant approval forthe distribution SCP-1004, Copyright Policy and Laws, toSouthern’s constituents and the Chancellor for Communityand Technical College Education for the required 30-daypublic comment period.

STAFF MEMBER: Rita Roberson

BACKGROUND:

SCP-1004, Copyright Policy and Laws, applies to all staff and students at Southern West VirginiaCommunity and Technical College.

This policy provides guidance to the individual concerning the proper use of copyrighted materialsunder the federal Copyright Act.

The policy was reviewed and approved by the Management Council for Academic Affairs andStudent Services (MCAS) at their March 20, 2019, meeting and by Executive Council at their April2, 2019, meeting. At its April 10, 2019 meeting, the proposed policy was reviewed and tabled bythe President’s Cabinet pending review by General Counsel. Once Counsel completed its reviewand revision, the proposal was reviewed and approved by President’s Cabinet at their August 13,2019, meeting.

Based upon the deliberations of the aforementioned bodies, the staff recommends that the Boardof Governors advance SCP-1004, Copyright Policy and Laws, as presented to Southern’sconstituents and the Chancellor for Community and Technical College Education for the required30-day public comment period.

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SCP-1004

SUBJECT: Copyright Policy and Laws

REFERENCE: US Copyright Act, Title 17

ORIGINATION: March 2019

EFFECTIVE:

REVIEWED: New Policy

SECTION 1. PURPOSE

1.1 The purpose of this policy is to establish guidance to the individual concerning the proper use of copyrightedmaterials under the federal Copyright Act.


2.1 Applies to all Southern West Virginia Community and Technical College administration, faculty, staff andstudents as already designated by our other procedures and policies.


3.1 Copyright - Exclusive legal right to reproduce, publish, perform, sell or distribute a work or derivative of awork that is given to the author or creator of the work. Copyright is also the legal right one can obtain fromthe creator to share the work.

3.2 Author - Creator of the original work.

3.3 Infringement - Using the copyrighted material without a ‘fair use’ purpose or permission or a license causinga breach of the copyright law and which may subject the infringer to civil and criminal penalties under federalor state law.

3.4 Fair Use - The idea that brief excerpts of copyrighted materials may be quoted verbatim for purposes suchas teaching and research without the need for permission from the copyright holder. To determine whetheror not the work is being infringed on the following questions must be considered.

3.4.1 What is the purpose of the use?

3.4.2 What is the nature of the copyrighted work?

3.4.3 What amount of the work will be used?

3.4.4 What will be the effect of this use to the potential marketing value of the copyrighted work?

SCP-1004, Copyright Policy and Laws Page 1 of 4

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3.5 Public Domain Work - A work that is no longer covered by copyright and may be used at any time withoutthe permission of its creator. Works posted on the internet are not necessarily in the public domain.

3.6 Digital Millennium Copyright Act (DMCA) - The part of Federal copyright law that regulates digital materialsuch as, video, DVD, computer program, photographs, and recordings.

3.7 Work for Hire - A work that was created by an employee that was specifically ordered or commissioned foruse by your employer.

SECTION 4. POLICY

4.1 This policy is intended to protect the rights of authors of copyrighted works. It is also intended to inform Southern West Virginia Community and Technical College administration, faculty, staff and students of therules and consequences about infringing on the rights of authors. This institution will not be held responsible or liable for the copyright monetary award that any author or creator might seek upon proof of infringement.


5.1 To make sure that administration, faculty, staff and students do not infringe on copyright and are aware ofthe penalties that might be incurred by the infringement.


6.1 The materials that are copyrighted are protected during the life of the author and up to 70 years after theauthor’s death, but it is up to the user/requestor to determine whether the needed item is protected bycopyright or not.

6.2 A “work for hire” is a work created by an employee within the scope of his or her employment, or a workespecially commissioned for use in a collective work (e.g., a compilation, an instructional text, as answermaterial for a test translation, use in a motion picture, etc.) which then is owned by the employer, sponsor orrequestor, not by the actual author, some further agreement between the parties.

6.3 Fair Use - A use of copyrighted material for purposes of criticism, reporting, teaching, scholarship, andresearch is not an infringement of copyright, but that is not enough to withstand a suit or claim against theuse of the material. In order to stay in compliance with the law we must take into consideration the followingfour questions.

6.3.1 What is the purpose of the use? This question can be challenged and the individual must have solid facts and reasons for the use of the material. It is not enough to state that it was for educationalpurposes. The individual must have proof and show due diligence in what they did in trying to locateother materials for the assignment.

6.3.2 What is the nature of the copyrighted work? Factual nonfiction works such as lab manuals,workbooks, and dictionaries support educational purposes and therefore fair use rules in our favor.Fictional works fall under a more strict copyright coverage because of the creativity it took to createit. Digital materials also fall under a stricter part to the copyright law because of the monetary valueplaced on digital format. The following is used under a creative commons license with credit to theoriginal creators of the exceptions for instructors Michael Brewer and ALA Office of InformationTechnology Policy http://librarycopyright.net/resources/exemptions/index.php

6.3.3 What amount of the work will be used? If a work is used it must follow the 10% or less rule, or less


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than 50 pages, whichever is less. To make sure that the usage of the work falls below that percentage the entire material must be taken into consideration. If a whole article is to be used then permission must be sought out, but only if 10% of it is used then it will fall under the fair use part of the law.

6.3.4 What will be the effect of this use to the potential marketing value of the copyrighted work? Willthe use of the materials have a negative impact on the ability of the author to reap monetary benefitsfrom the work?

6.4 Library database articles are readily available to our users. They are free to read, view or listen to any materialto which the individual has authorized access, even if it is copyrighted. If an article that is used more than thecontract allows the library will see if the material can be purchased for use in that specific case.

6.5 Section 108 of the copyright law provides limited exceptions for libraries and archives to make copies inspecified instances for preservation, replacement and patron access. These exceptions will generally nota p p l y t o f a c u l t y , s t u d e n t s , o r s t a f f o u t s i d e o f t h e l i b r a r y (https://www.copyright.gov/title17/92chap1.html#108).

6.6 Digital Millennium Copyright Act (DMCA) has changed and the Library of Congress has recognized thatcircumvention to access small portions for educational or accessibility uses by college and universityprofessors and students is acceptable, and will no longer be subject to the prohibition.

6.7 Public Domain Works - Works that were created before 1978 and published with a proper copyright noticebefore 1923 are now in the public domain. To determine whether a copyright still exists call the CopyrightOffice in Washington (202-707-3000, 1-877-476-0778 or www.loc.gov/copyright/) or check the CopyrightOffice website (www.copyright.gov/records/index.html).


7.1 Administration will inform the faculty and staff about the copyright law. The person or persons using thecopier will be held responsible for upholding the copyright law.

7.2 Faculty will educate their students about copyright and plagiarism and how to properly cite materials usingtheir preferred format for their class work. The “Know Your Copy Rights” brochure is a resource the facultyshould use to educate themselves and their students. The brochure is available online athttps://www.knowyourcopyrights.org/storage/documents/kycrbrochure.pdf.

7.3 The institution will provide an official statement that the faculty will include in their syllabi about copyright.The copyright law states that those who break this law could see a fine up to $250,000 and five years in prisonfor each infringement.

7.4 All areas where copiers are located will have a brief statement about copyright placed within sight of thecopiers.




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President Date

Attachments: None


Revision Notes: March 2019 - Originated.


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ITEM: Request for Approval to Rescind SCP-3625, UniversityTransfer Program Evaluation Model, and SCP-3625.A,University Transfer Program Evaluation Model Guidelines.

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors grant approval forthe distribution of the request to rescind SCP-3625,University Transfer Program Evaluation Model, and SCP-3625.A, University Transfer Program Evaluation ModelGuidelines, to Southern’s constituents and the Chancellor forCommunity and Technical College Education for the required30-day public comment period.

STAFF MEMBER: Samuel Litteral

BACKGROUND:

SCP-3625, University Transfer Program Evaluation Model, and SCP-3625.A, University TransferProgram Evaluation Model Guidelines, were reviewed by the Dean for the School of Arts andSciences.

The recommendation of the Dean is that SCP-3625, University Transfer Program Evaluation Model,and SCP-3625.A, University Transfer Program Evaluation Model Guidelines, be rescinded.

This evaluation protocol duplicates SCP-3620, Policy Regarding Program Review, which is theprocess used by all degree programs. This rescission does not terminate University Transferreviews. The associate degrees are part of the review cycle and using the program review processas outlined in SCP-3620, Policy Regarding Program Review, (revised in the 2018-2019 academicyear) keeps all reviews consistent.

The recommendation to rescind the policy was reviewed and approved by the Management Councilfor Academic Affairs and Student Services (MCAS) at their September 25, 2019, meeting. Therecommendation was reviewed and approved as presented by Executive Council and byPresident’s Cabinet at their October 2019 meetings.

Based upon the deliberations of the aforementioned bodies, the staff recommends that the Boardof Governors approve advancement of the request to rescind SCP-3625, University TransferProgram Evaluation Model, and SCP-3625.A, University Transfer Program Evaluation ModelGuidelines, to Southern’s constituents and the Chancellor for Community and Technical CollegeEducation for the required 30-day public comment period.

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SCP-3625

SUBJECT: University Transfer Program Evaluation Model

REFERENCE: Title 135, Procedural Rule, West Virginia Council for Community and Technical CollegeEducation, Series 10, Policy Regarding Program Review, Title 135, Procedural Rule, WestVirginia Council for Community and Technical College Education, Series 11, DegreeDesignation, General Education Requirements, New Program Approval, and Discontinuanceof Existing Programs

ORIGINATION: September 1, 1985



SECTION 1. PURPOSE

1.1 To identify and communicate the University Transfer Program Evaluation Model.


2.1 All locations and employees of Southern West Virginia Community and Technical College.


3.1 The term University Transfer refers to a program of study designed to enable a student to obtainapproximately two years of general study courses for a transfer to a four-year baccalaureate program.

SECTION 4. POLICY

4.1 The University Transfer Program shall be regularly reviewed, evaluated, and revised as needed by theDivision Head of University Transfer or other designee of the Vice President for Academic Affairs andStudent Services in accordance with governing board policy.


5.1 None.


6.1 The University Transfer Program shall include disciplines clustered in the Division of University Transfer;Division of Social Sciences, Education, and Non-Traditional Programs; Division of Healthcare and Business;and Division of Applied and Industrial Technology as represented within the degree requirements outlinedin the college catalog.

SCP-3625, University Transfer Program Evaluation Model Page 1 of 2

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6.2 In order to satisfy the requirements for an Associate of Arts degree, Associate of Science degree, and/orGeneral Studies certificate, students must successfully complete required course(s) in a subset of thefollowing disciplines: English, Literature, Speech, Mathematics, Social Sciences, Business, Psychology,Political Science, Natural and Physical Sciences, Computer Science and Informational Technology, Fine Arts,and History. Students may satisfy requirements for an Associate of Arts degree, Associate of Science degree,and/or General Studies Certificate by completing additional elective courses in any discipline.

SECTION 7. RESPONSIBILITIES AND PROCEDURES

7.1 The Division Head of University Transfer, in conjunction with the Division Head of Applied and IndustrialTechnology; Division Head of Social Sciences, Education, and Non-Traditional Programs; Division Headof Healthcare and Business; and discipline specific faculty, shall collectively administer the UniversityTransfer Program. The Division Head of University Transfer, in conjunction with relevant discipline-specificfaculty, shall be responsible for the program’s periodic review and evaluation.


8.1 None.





President Date

Attachments: None.


Revision Notes: January 2010 — Revisions reflect no substantial changes in procedure or documentationrequirements. Revisions provide clarity and reflect changes in academic responsibilities. Formwas streamlined.

August 2014 — Revisions reflect academic reorganization.

SCP-3625, University Transfer Program Evaluation Model Page 2 of 2

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UNIVERSITY TRANSFER PROGRAMEVALUATION MODEL GUIDELINES

SCP-3625.A

SECTION 1. PURPOSE

1.1 The University Transfer Program is designed to serve a wide variety of people. Following are listed someexamples:

1.1.1 That person not seeking a bachelor’s degree, but wanting to broaden and deepen his/her knowledgeand skills.

1.1.2 That person who plans to transfer to another college or university and complete a professional or pre-professional program of studies leading to a Bachelor of Arts or a Bachelor of Science Degree.

SECTION 2. DEPARTMENTS

2.1 Core curriculum offerings cut across five departments – Social Science, Natural Science, Humanities,Mathematics, Transitional Studies.

Elective course offerings cut across all divisions.

SECTION 3. DISCIPLINES

3.1 University Transfer disciplines are assigned to departments as follows:

Department Disciplines

Humanities Fine ArtsEnglishCommunicationsLanguagesJournalismMusicEducationTheaterReligion

Natural Science Biological SciencesChemistryPhysical and Health EducationPhysical SciencesGeology and Earth SciencesPhysics

Social Science GeographyHistoryPhilosophyPolitical Science

SCP-3625.A, University Transfer Program Evaluation Model Guidelines Page 1 of 4

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PsychologySocial StudiesSociology

Mathematics MathMath Education

Transitional Studies Developmental MathDevelopmental WritingDevelopmental Reading

SECTION 4. PROGRAM REVIEW FACTORS

4.1 Course Evaluation

4.1.1 Philosophy/Objectives4.1.2 Content4.1.3 Transferability4.1.4 Need

4.1.4.1 Enrollment pattern (historical pattern)4.1.4.2 Frequency of offering4.1.4.3 Average class size - theory )general rule of thumb)4.1.4.4 Average class size - practice

4.1.5 Cost4.1.5.1 Per Student (by program)4.1.5.2 Per course

4.2 Discipline Evaluation

4.2.1 Philosophy/Objectives4.2.2 Courses

4.2.2.1 Placement within discipline4.2.2.2 Sequence4.2.2.3 Duplication4.2.2.4 Essential/Non-essential (to discipline to program)

4.2.3 Cost Analysis

4.3 Program Evaluation

4.3.1 Course/Discipline4.3.1.1 Additions4.3.1.2 Deletions4.3.1.3 Modifications

4.3.2 Cost Analysis4.3.3 Rationale

4.3.3.1 Divisions4.3.3.2 Advisory Councils4.3.3.3 BOG4.3.3.4 In-House4.3.3.5 Other Institutions


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4.3.4 Process4.3.4.1 Divisions/Department Management4.3.4.2 Academic Affairs Management Council4.3.4.3 President

4.4 Staffing Evaluation

4.4.1 Evaluation4.4.1.1 Need determines staffing4.4.1.2 Staffing per discipline should be determined based upon the following:

4.4.1.2.1 Class size4.4.1.2.2 Frequency of offerings – historical pattern4.4.1.2.3 CHP4.4.1.2.4 FTE4.4.1.2.5 Cost per CHP4.4.1.2.6 Cost per FTE

4.4.1.3 The attached Staffing Ratio Scale is to be used as an objective base for determining numberof faculty positions needed per discipline.

4.4.2 Recommendations4.4.2.1 Additions4.4.2.2 Overstaffing – BOG guidelines/Institutional Policy

4.4.3 Process4.4.3.1 Department Chair/Dean4.4.3.2 Vice President for Academic Affairs4.4.3.3 President

SECTION 5. STAFFING RATIO SCALE

5.1 The Staffing Ratio Scale is as follows and will be reviewed periodically:

Foundation Level 100-200 LevelSOCIAL SCIENCEGeography - 30History - 30Philosophy - 30Political Science - 30Psychology - 30Social Studies - 30Sociology - 30

NATURAL SCIENCEBiological Science - 22Chemistry - 22Physical Education - 20Physical Science - 20Physics - 20


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Foundation Level 100-200 LevelHUMANITIESArt - 28Art Studio - 18English - 25Language - 25Humanities - 30Journalism - 25Music - 30Speech - 25Theater - 20Education Foundations - 25Religion - 30

MATHEMATICSMath - 24Math Education - 20

TRANSITIONAL STUDIESEnglish - 15Math - 15Reading - 15

5.2 Average class size (ACS) per discipline (as noted on Staffing Ratio Scale) is to be determined byDivision Dean (using “rule of thumb” figure set by division experience).

5.3 This figure (ACS) is established as a base norm to objectively establish a faculty position formula perdiscipline. The figure itself does not represent one particular course, but rather is a discipline average.

5.4 The faculty position formula is as follows:

ACS x Full Load = CHP = one faculty position

Example: Religion30 x 15 = 450 CHP450 CHP determines one faculty position

5.5 This formula, establishing a scale to identify one faculty position, is then used as the base norm for facultystaffing decisions per discipline.

5.6 As trends emerge, division recommendations are to be made. Division recommendations regarding facultypositions are to be based on a two-year period.


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ITEM: Request for Approval of Revisions to SCP-5780, TravelRegulations

RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Communityand Technical College Board of Governors grant approval forthe distribution of SCP-5780, Travel Regulations, toSouthern’s constituencies and the Chancellor for Communityand Technical College Education for the required 30-daycomment period.


BACKGROUND:

This regulation implements the guidelines and procedures concerning the governing of instate, out-of-state and international travel for reimbursement of expenses to employees, Board of Governorsmembers, and non-employees traveling on behalf of Southern West Virginia Community andTechnical College.

This policy was reviewed by the Finance and Administration Unit and revisions were made toprovide clarity and to comply with the new regulations enforced by the State Auditor’s Office. Therevised policy was presented to the Executive Council on November 7, 2019 for review andapproval. Following further modification, the Council approved the proposal and forwarded it to thePresident’s Cabinet for review and consideration of approval. The Cabinet approved the proposedpolicy as presented on November 12, 2019. Based upon the deliberations of the aforementionedbodies, the staff recommends that the Board of Governors advance this policy to Southern’sconstituents and the Chancellor for Community and Technical College Education for the required30-day public comment period.

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SCP-5780

SUBJECT: Travel Regulations

REFERENCE: West Virginia Code §12-3-11; 6B-2-5(2); Title 135, 148Procedural Rule, West Virginia Councilfor Community and Technical College Education, Series 29, Travel; Federal Regulation §301-11.17

ORIGINATION: September 2002

EFFECTIVE: February 18, 2014

REVIEWED: November 06, 2013 November 07, 2019

SECTION 1. PURPOSE

1.1 This regulation implements the guidelines and procedures concerning the governing of instate, out-of-stateand international travel, hereinafter referred to as “travel,” and for reimbursement of expenses to employees,Board of Governors, and non-employees traveling on behalf of Southern West Virginia Community andTechnical College.


2.1 Travel regulations applicable to all employees, Board of Governors, and non-employees.

2.1.1 Approval to travel shall be secured in advance by the employee according to this regulation. Underno circumstances should an employee travel on an overnight stay without proper approval of the Vice President of Finance and Administration.

2.1.2 Employees are responsible for submitting a travel expense account settlement form, with all requiredattachments, within sixty fifteen days after the last day of approved travel in order to receivereimbursement of expenses.

2.1.3 This regulation shall govern reimbursement of travel expenses to members of the Governing Boardwhen a Board member requests reimbursement for travel expenses.

2.1.4 When non-employees are eligible to receive reimbursement of travel expenses, reimbursement shallbe made in accordance with this regulation and the policies and procedures of the institution.

2.1.5 Reimbursements of travel expenses paid from federal, state, and private grants shall be governed bythe terms and conditions of the grant if they differ from those contained in this regulation; otherwise,this regulation shall govern such reimbursement.


3.1 Commute Mileage - Mileage from home to assigned headquarters. Assigned headquarters for Southern WestVirginia Community and Technical College are Mount Gay, Saulsville, Williamson, Rock Creek, and Hamlin.

SCP-5780, Travel Regulations Page 1 of 7

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SECTION 4. POLICY

4.1 Transportation

4.1.1 Commercial Airlines

4.1.1.1 Allowable reimbursement for commercial airline travel shall include the actual expense orcost for the least expensive logical fare via the most direct route, or a reasonable alternativeroute if it results in lower fare.

4.1.1.2 Travelers are expected to make advance bookings through a contracted travel service vendor the Statewide Contract for Travel Services or as otherwise approved by the institution tosecure the least expensive airfare possible. Reimbursement may be made to the traveler inadvance for airfare purchased from 45 to 180 days before the trip begins. If airfare isreimbursed prior to travel, it must be referenced on the traveler’s expense account.

4.1.1.3 In order to receive reimbursement, the traveler must submit the Passenger Itinerary orcertified copy of the commercial airline ticket attached to the travel form. Electronic tickets(E-tickets) are the industry standard and are issued automatically unless a paper ticket isspecifically requested by the traveler. Costs of obtaining paper tickets are not reimbursable.E - tickets are sufficient for traveling and reimbursement. Refundable or unused airlinetickets shall be returned immediately.

4.1.1.4 Commercial airline tickets for guests of Southern may be direct billed to the institution.

4.1.2 Ground Transportation

4.1.2.1 State Owned Vehicles: The availability and use of Southern’s vehicles will be determinedby the designated person located at each campus. When available, Southern’s vehiclesshould be considered first.

4.1.2.2 Privately Owned Vehicles: Personally owned vehicles may be used when traveling onCollege business. Reimbursement will be made and shall not exceed the prevailing rate permile established by the State of West Virginia. The current applicable rate can be obtainedfrom the Finance Department’s web page. This rate is intended to cover all operating costsof the vehicle including fuel, maintenance, depreciation, insurance, etc., and no additionalreimbursement will be made. Any traveler traveling during normal work days must subtracttheir commute mileage from total miles traveled, unless the traveler leaves from headquartersand back. If the traveler’s vehicle contains an EzPass transponder that has unlimited usagefor a period of time, reimbursement for tolls that accept the EzPass transponder is prohibited.The mileage allowance will be based on the shortest practical route to and from destination.

4.1.2.3 Commercial Rental Vehicles: Commercial rental vehicles may be used when traveling onCollege business. Travelers will utilize State approved rental car vendors when traveling byair or when departing from College locations. Reimbursement will be made at actual costfor the daily rental fee for a mid-size or smaller vehicle. It is recommended that travelers usetheir State Corporate Card to secure their rental. The State Corporate Card provides collisiondamage coverage at no cost for rentals up to 60 days.

4.1.2.4 Rail Service: Rail Service may be used for ground transportation in accordance with theInstitution’s guidelines and procedures. Travelers are expected to make advanced bookings


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and use the least expensive logical fare via the most direct route, or other reasonable routethat results in a lower fare. Receipts/documentation are required for reimbursement.

4.1.2.5 Miscellaneous Ground Transportation: Miscellaneous ground transportation may bereimbursed in accordance with the Institution’s guidelines and procedures. When courtesytransportation is provided by a hotel, the traveler is encouraged to use the service. Travelersmay be reimbursed for taxi, bus and other forms of public transportation.

4.1.2.6 The operator (traveler) of a Southern vehicle must be an employee of Southern and possessa valid operator’s license. The operator is personally responsible for any fines and/orpenalties resulting from citations, charges, or warrants attributable to operator negligence. Such fines and/or penalties shall not be a reimbursable expense.

4.1.2.7 In cases where a traveler chooses to drive rather than fly while on business, reimbursementwill be based on actual in-transit expenses (mileage, hotel, meals, etc.) not to exceed thelowest available commercial airfare plus local transportation to and from the airport. Atraveler must secure an itinerary from National Travel’s website the Statewide Contract forTravel Services with fare prior to departure to be attached to travel for reimbursement.

4.1.2.8 Roadside assistance services for fleet or rental vehicles, if needed, may be reimbursed atactual reasonable cost. A receipt must be provided and attached to a vendor’s invoice within15 days.

4.1.3 Lodging

4.1.3.1 Reimbursement for lodging shall include actual expenses or overnight accommodations, useof a room during daytime, and all applicable taxes and surcharges. Original lodging receiptsor certified copies are required for reimbursement.

4.1.3.2 Lodging or a meeting may be direct billed for group travel only. The traveler must referencethat lodging was direct billed and provide proof of lodging with final Travel ExpenseAccount Settlement.

4.1.3.3 All group travel must be submitted together to the State Auditor’s Office for payment.Therefore, each traveler in the group should submit a Travel Expense Account Settlementform as soon as possible in order not to hold up other group member’s travel reimbursement.Also, if you plan not to claim any expenses, you must also inform Southern’s accountspayable section.

4.1.3.4 Reimbursement for multiple occupancy, when only one of the travelers is on Collegebusiness, shall be at the least expensive single room rate. In the event that a single room rate cannot be determined state, “single room rate same as double,” on Settlement form.

4.1.4 Meals

4.1.4.1 Instate: Maximum daily rate is $50.00 without receipts. Maximum daily rate based onreimbursement per diem rates without receipts will follow GSA current rates. Based onFederal Regulations§ 301-11.17. On the first and last travel day, Southern employees areonly eligible for 75 percent of the total Meal and Incidental Expense Rate for their temporaryduty travel location (not the official duty station location). Alcohol and entertainmentexpenses are specifically excluded. Meals and incidental rates differ by travel location. Examples of incidental expenses are fees and tips given to porters, baggage carriers,


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bellhops, hotel maids, stewards or stewardesses, and others on ships, and hotel servants;transportation between places of lodging or business and places where meals are taken, ifsuitable meals cannot be obtained at the temporary duty site; and mailing cost associatedwith filing travel vouchers and payment of government charge card billings.

4.1.4.2 Out-of-State: Maximum daily rate is based on Federal Regulations§ 301-11.17. On the firstand last travel day, Southern employees are only eligible for 75 percent of the total Meal andIncidental Expense Rate for their temporary duty travel location (not the official duty stationlocation). Alcohol and entertainment expenses are specifically excluded. Meals andincidental rates differ by travel location. Examples of incidental expenses are fees and tipsgiven to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, andothers on ships, and hotel servants; transportation between places of lodging or business andplaces where meals are taken, if suitable meals cannot be obtained at the temporary duty site;and mailing costs associated with filing travel vouchers and payment of government chargecard billings.

4.1.4.3 Reimbursement for meals during same day travel, travel without an overnight stay, is notreimbursable.

4.1.5 Other Expenses

4.1.5.1 Reimbursable Expenses

4.1.5.1.1 Travelers may incur other business related expenses for which reimburse mentmay be made if appropriate. Such expenses and reimbursement may include, butare not limited to:

4.1.5.1.1.1 Baggage handling and gratuities when using public transportation.

4.1.5.1.1.2 Baggage storage between appointments.

4.1.5.1.1.3 Tolls, garage and parking fees.

4.1.5.1.1.4 Communication expenses such as: Long distance calls to the office,facsimiles, access to e-mail.

4.1.5.1.1.5 Trips involving multiple days of travel or for single day travelwhere the traveler is unexpectedly delayed for business reasons, thetraveler may make one personal telephone call home per day.Reimbursement shall be made at actual cost not to exceed areasonable amount, if the call was not made on Southern’s cellphone or calling card. The full amount will be reimbursed for allwork related calls, if the call was not made on Southern’s cellphone or calling card.

4.1.5.2 Non-reimbursable Expenses

4.1.5.2.1 Travelers may incur other expenses for which reimbursement is non-reimbursable. Such expenses may include, but are not limited to:

4.1.5.2.1.1 Interest or late charges on credit cards.


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4.1.5.2.1.2 Laundry fees.

4.1.5.2.1.3 Personal flight or baggage insurance.

4.1.6 Form of Payment for Business Travel

4.1.6.1 Corporate Travel Card: Traveler should use the corporate charge card issued by the Stateof West Virginia and Southern West Virginia Community and Technical College forbusiness related travel expenses when applicable.

4.1.6.2 Cash Advance: Employees may secure a cash advance for business travel only by using thecorporate credit card at an ATM. Receipt from the ATM machine is required forreimbursement of the ATM transaction fee and the credit card fee.

4.1.6.3 Direct Billing: A requisition may be used when accepted by the event sponsor. The traveleris responsible for attaching to the Expense Account Settlement receipts, invoices,documentation, etc., for any direct billed fees.

4.1.6.4 Cash Advance from the West Virginia State Auditor’s Office: The traveler must follow theState of West Virginia’s regulations addressing the Cash Advance.

4.1.6.5 Purchase Card Payments: The Purchase Card will cover the cost of the hotel room, Internetservice, and taxes. This does not include food, room service, movies, or laundry.

4.1.7 Other Provisions

4.1.7.1 Reimbursement Forms: The form(s) used for reimbursement of travel expenses shall bethose promulgated by the Chancellor.

4.1.7.2 Travel Incentives: In accordance with West Virginia Code §6B-2-5(2), employees may usebonus points acquired through frequent traveler programs while traveling on officialgovernment business, as long as the employee’s participation in the program does not resultin an additional cost to the State of West Virginia.


5.1 Any exceptions to this regulation must be explained in writing and approved by the President of SouthernWest Virginia Community and Technical College.


6.1 None.

SECTION 7. RESPONSIBILITIES AND PROCEDURES

7.1 Authority and Responsibilities

7.1.1 Authority to manage, approve or disapprove travel and travel related expense is delegated exclusivelyto the Southern West Virginia Community and Technical College Board of Governors.

7.1.2 The Governing Board may also delegate authority to the President to act as designee for authorizingand approving travel and travel related expenses as may be required. All such authorizations and


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approvals shall be made according to the provisions of this regulation.

7.1.3 The President may also delegate authority to others within her or his respective institution to act asher/his designee for authorizing and approving travel and travel related expenses. All suchauthorization and approvals shall be made in accordance with the provisions of this rule.

7.1.4 Travel may be authorized only for official business and only if the College has the financial resourcesto reimburse the traveler for travel expenses.

7.1.5 The responsibility to audit a traveler’s Expense Account Settlement lies with this Institution.Approval of a traveler’s Expense Account Settlement by the Institution means that the expensesettlement meets all criteria established for reimbursement. The Institution shall audit and submitan accurate Travel Expense Account Settlement for reimbursement to the State Auditor’s Officewithin a reasonable amount of time after receiving such Settlement from the traveler.

7.1.6 The responsibility of the traveler is to file a Travel Expense Account Settlement form with theFinance Department. The traveler must have the Folio from the hotel, a badge from the conference,receipts for transportation, if applicable, parking receipts, and toll receipts for reimbursement.


8.1 Any previous policy being superseded.





President Date

Attachments: None.


Revision Notes: December 2011 — Minor revisions were made to provide clarify and reflect changes inmanagement responsibilities. Revisions reflect no substantial changes in procedure ordocumentation requirements.

November 2013 — Minor revisions were made to provide clarity. Revisions reflect no substantialchanges in procedure or documentation requirements.


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November 2019 - Revisions were made to provide clarity and to comply with new regulations enforced by the Office of the State Auditor.


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INFORMATIONAL ITEMS

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InstitutionalEffectivenessPlanning and Evaluation Handbook

Effective November 12, 2019

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2

Table of Contents

Purpose of the Institutional Effectiveness Committee .................................................................................. 3

Purpose of the Institutional Effectiveness Handbook ................................................................................... 3

Mission Statement ......................................................................................................................................... 4

Institutional Commitments ............................................................................................................................ 4

Vision Statement ........................................................................................................................................... 4

Our Core Values ........................................................................................................................................... 4

What an Effective Institution “Looks Like” ................................................................................................. 5

Roles and Responsibilities in Data-Driven Continuous Improvement ......................................................... 6

Southern’s Planning and Evaluation Model for Continuous Improvement .................................................. 7

Cycle of Institutional Planning, Evaluation, and Review ............................................................................. 8

Watermark System ........................................................................................................................................ 8

Annual Reporting Timeline .......................................................................................................................... 9

Academic Area Assessment .......................................................................................................................... 9

Outcomes ................................................................................................................................................ 10

Annual Program Assessment ...................................................................................................................... 10

General Education Assessment (SCP-3637, General Education Philosophy and Goals) ....................... 10

Student Evaluation (SIP-2220, Course Feedback) .................................................................................. 11

Five-year Academic Program Review (SCP-3620, Policy Regarding Program Review) ...................... 11

Co-Curricular Assessment .......................................................................................................................... 12

Administrative Unit Evaluation .................................................................................................................. 12

Outcomes ................................................................................................................................................ 13

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Purpose of the Institutional Effectiveness Committee The Institutional Effectiveness Committee is charged with developing, implementing, and assessing an institutional assessment plan. As defined in the Institutional Governance Handbook, the Committee’s purpose is “to lead the institution in the areas of accreditation, assessment, and compliance through coordination of planning, implementation, assessment, data analysis, and documentation needed for driving the institution’s strategic planning, accreditation, and compliance.

Purpose of the Institutional Effectiveness Handbook Consistent with its mission statement, Southern West Virginia Community and Technical College provides “… quality education and training that promote success” and is committed to continuous improvement informed by the assessment of institutional effectiveness across all areas and levels. As a regionally accredited institution, Southern is required to identify outcomes for its educational programs and its administrative support services; assess whether it achieves these outcomes; and provide evidence of improvement based on analyses of those results.

Southern’s planning process is based on the assumption that planning and evaluation is an integral part of all campus operations and that employees and students will have an opportunity to be involved in the development and review of official planning documents. Planning and evaluation of teaching, services, administration, and educational support is thorough, broad-based, integrated and appropriate. As evidence of institutional effectiveness, Southern provides documentation of planning, assessment, and the use of results in decision-making. The institution’s guiding documents are at the forefront of the planning and evaluation process.

This handbook articulates the requirements for evaluation of outcomes and use of results for continuous improvement in academic and non-academic units; specifies the roles and responsibilities for implementing and overseeing assessment processes; and, to guide data-driven continuous improvement to facilitate student success.

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Mission Statement Southern West Virginia Community and Technical College provides accessible, affordable, quality education and training that promote success for those we serve.

Institutional Commitments As a comprehensive community and technical college, Southern is committed to providing:

1. Developmental and pre-college level education for those who lack the necessary academic background for direct entry into college-level courses.

2. Programs of study leading to the Associate in Arts and the Associate in Science degrees which can be effectively transferred and applied toward the baccalaureate degree.

3. Programs of study in career and technical fields leading to a skill-set certification, certificate degree and/or the Associate in Applied Science degree for entry into the workforce.

4. Workforce development, continuing education and training programs that support the needs of employees and employers and serve as a mechanism for economic development.

5. Support services that assist students in achieving their education and training goals. 6. Community interest programs and activities that promote personal growth and cultural

enrichment.

Vision Statement Southern aspires to establish itself as a model of leadership, academic excellence, collaboration, and occupational training, equipping its students with the tools necessary to compete and prosper in the regional and global economies of the twenty-first century.

Our Core Values We will accomplish our mission by:

1. Achieving excellence in education and service. 2. Exhibiting integrity in all that we do. 3. Collaborating and communicating actively with others. 4. Being committed in word and deed. 5. Imparting passion and compassion to our every task. 6. Leading by encouragement and support of lifelong learning. 7. Embracing change through bold actions. 8. Being creative and innovative at all levels. 9. Initiating opportunities for the community. 10. Celebrating success.

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What an Effective Institution “Looks Like” At the highest level the institutional mission and vision defines what it means for that institution to be effective. An effective institution first and foremost focuses on improving the success of its students which is driven by the College’s mission and vision. The path to becoming and remaining an effective institution means that all stakeholders are willing and able to engage in a cycle of continuous improvement.

Students will: Faculty will: Staff will: Administrators will:

Southern will:

Achieve educational goals.

Engage in rigorous academic and co-curricular learning experiences.

Complete coursework in a timely manner to earn a credential.

Develop curricula that align with expected outcomes.

Determine student strengths and areas of need.

Determine

program areas of strength and weakness.

Provide evidence-based feedback to students, colleagues, administrators, and the community.

Contribute to creating a culture of evidence-based excellence.

Create learning opportunities for students with expected outcomes that contribute to student success.

Identify and impact the factors that facilitate a positive learning environment.

Provide evidence-based feedback to students, colleagues, administrators, and the community.

Contribute to creating a culture of excellence.

Create cohesive and meaningful strategic plans.

Align curricula and services across the college.

Track and demonstrate progress and contribution to the college.

Use documented data to allocate resources.

Contribute to

creating a culture of evidence-based excellence.

Increase the number of successful students who achieve educational goals.

Draw on evidence to make changes.

Improve communication with stakeholders.

Demonstrate how the institution is making a difference in the community it serves.

Improve operational efficiencies.

Support a

culture of evidence-based excellence.

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Roles and Responsibilities in Data-Driven Continuous Improvement Planning and evaluation are a college-wide effort to improve educational programs and services, and enhance student learning and development. Each administrator, staff, and faculty member must understand, value, prioritize, and communicate assessment as a critical institutional practice. Everyone has a responsibility to support the culture of assessment with behaviors that facilitate and sustain practices.

• President – Uses evaluation data to inform the college, Board of Governors, and for Strategic

Planning. – Ensures resources to support an effective planning evaluation program.

• Institutional Effectiveness Committee – Collaborates college-wide to incorporate evaluation findings into Strategic

Planning. – Facilitates the college data collection reporting process. – Works in collaboration to prepare evaluation summaries and institutional reports.

• Vice President for Academic Affairs

– Provides leadership that values and supports evaluation of learning and data integrity.

– Advocates for resources that support the improvement of teaching and learning. – Works collaboratively to review assessment practices, communicates results, and

provides faculty/staff development opportunities.

• Vice Presidents, Directors, Deans, and Managers – Implement the institutional reporting cycle and manage the roles/obligations of

unit members. – Accountable for what their unit members are reporting and assist with data

analysis and formulating recommendations. – Coordinate the data collection and initial analyses of unit data according to the

institutional data reporting cycle.

• All Employees and Faculty – Understand data collection/reporting obligations. – Report on time and share information with appropriate audience. – Use data to make decisions.

• Students – Take an active role in learning. – Participate fully in assessment activities in the classroom. – Develop self-assessment skills. – Work with faculty as partners in learning.

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Southern’s Planning and Evaluation Model For Continuous Improvement

Plan

Do

CheckAcceptable

Act

Mission Program Goals Operation Goals

Plan Goals

Faculty, Staff, Administrators, and Board Members

perform their jobs. Gather evidence.

Analyze and make meaning of evidence. Evaluation of Program. Evaluation of Plan.

Develop/implement action plan to improve. Make changes based on data collected at the “CHECK” stage to pedagogy, policies, procedures,

marketing, operations, etc.

Southern’s Mission, Vision

& Values

Yes: Continue with the plan. No: Make changes.

REPEAT

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Cycle of Institutional Planning, Evaluation, and Review The institutional effectiveness process demonstrates continuous improvement in student learning, educational programs, and administrative unit functions. Information gleaned from evaluation shall be used to improve programs and processes at the college.

The process of regularly conducting unit review is a central component of ensuring all parts of the institution are appropriately focused on achieving our mission. The focus of the review process is at the unit level since this is the level at which the majority of the work to accomplish the college’s mission and vision is most directly being completed. There are two main reasons for conducting a unit review:

1. This process requires each unit to allocate time to complete a self-evaluation to systematically and honestly reflect on the last year(s) of work and consider strengths, areas to improve, and resource needs. Then, based on this reflection on the past, the unit will engage in planning for the future.

2. This process ensures that the strategic planning process is being conducted with fidelity in all units.

The process is designed to encourage units to examine themselves, receive feedback on their strategic planning practices, and focus on establishing, recording, and evaluating meaningful outcomes for future years. Thus, the review is meant to be an honest and objective review of the unit’s practices for continuous improvement.

Watermark System Southern West Virginia Community and Technical College requires academic programs and non-academic units to prepare and submit reports within the Watermark Accountability Management System (AMS). The unit reports must include a mission statement; unit goals (that include student learning outcomes for educational programs); appropriate evaluation methods and metrics to assess these outcomes; and performance targets. In addition, the report must describe findings, analysis of results, and a description of how the results have been used to make improvements in the program or unit. Supportive documentation will also be uploaded to the AMS portal.

Via by Watermark will be used by faculty and students to collect course and program data. The ePortfolio tool will let programs capture, measure, and share learning milestones in order to encourage deeper reflection on learning. Aggregate reporting data will measure progress toward learning outcomes in courses and programs.

Aqua by Watermark will be used to streamline data collection, scoring, and reporting on learning outcomes for general education and for programs deemed appropriate by the Dean and Program Coordinators. Student artifacts are uploaded through Blackboard and scored to engage in meaningful assessment of authentic student work. Specific assignments are identified in each program that can be used to evaluate general education outcomes.

EvaluationKit by Watermark is the comprehensive solution for course evaluation and institutional surveys.

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Annual Reporting Timeline All units are required to use the following institutional timeline for annual evaluation reports. The assessment cycle follows the academic year—fall, spring, summer. Administrative units will start the assessment cycle on July 1st. All units are required to have report data completed in Watermark AMS by October 1st from the previous cycle. Mid-year data should be documented in AMS by February 15th and include July-December data for administrative units and Fall data for academic units. The Institutional Effectiveness Committee will produce an Institutional Effectiveness Report for the December President’s Cabinet and the President will provide the Institutional Effectiveness Report to the Board of Governors for its February meeting annually.

July -- Fall October 1st November December February March June/Sept Academic Units

Start of Assessment cycle, Fall.

Assessment reports completed in AMS for every program.

Institutional Effectiveness Committee finalize annual Institutional Effectiveness Report.

Institutional Effectiveness Report to President’s Cabinet.

Institutional Effectiveness Report to BOG. Mid-year data uploaded to AMS.

Deans are responsible to complete mid-year check.

All units review and finalize annual assessment report which is due October 1st. Plan for new assessment cycle. Document in AMS.

Admin Units

Start of Assessment cycle, July 1st.

Assessment reports completed in AMS for all units.

Vice Presidents are responsible to complete mid-year check.

Academic Area Assessment The goal of the academic program evaluation process is to maintain a vital credit-bearing education program through continuous improvement of degree and certificate programs and of course offerings within discipline and program areas. Annual program review is intended to be an objective self-study of the academic program in support of the college’s mission and goals. The review will also serve as a historical document for the college, identifying changes made over time in relation to the program’s mission and goals and the college’s strategic plan. Critical to institutional effectiveness is an overall assessment of the program’s student learning outcomes, plans to improve student success, and review of curriculum. Each academic unit is responsible to document the results in AMS following the institutional assessment calendar.

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Outcomes: Improved student learning outcomes. Identified strengths, concerns, and recommendations for improvement. Documented changes since the previous review. Utilized as a plan of action for budget development, curriculum development, faculty

hiring, and departmental change. Increased retention and graduation rates, as appropriate. Improved transfer and job placement rates, as appropriate. Improved student and employer satisfaction.

Annual Program Assessment All academic programs are required to conduct an annual review of program outcomes and document their continuous improvement plans within the Watermark system. Annual program review is intended to be an objective self-study of the student learning outcomes and provide supportive documentation of how program goals are achieved. The result of annual program assessment is to use data to make informed program changes.

Each program will use the Academic Programs Workspace Template which includes standing requirements and the individual assessment cycle requirements. The standing requirements are general to the programs and typically will not change from year-to-year unless program improvements are significant. The programs need to include the program mission, goals, a curriculum map, all master syllabi, and updated faculty curriculum vitae.

Each assessment cycle, a new plan will be created and include the assessment plan and findings and the improvement plan and status report. The assessment plan is updated yearly at the beginning of the assessment cycle. The assessment findings are added throughout the year as tasks and outcomes are measured. During the review and finalizing phase of the assessment cycle, the improvement plan is generated and the status report is shared within the system. Program team meetings are held to discuss findings, create an improvement plan, and report on the status for continuous improvement.

General Education Assessment (SCP-3637, General Education Philosophy and Goals) Southern is committed to providing a general education program that is designed to help students develop qualities and skills associated with college educated adults. Students who have completed the general education requirements of an associate degree will have improved competencies in the following:

1. Critical thinking which is the ability to identify and interpret relevant information in order to formulate an opinion or conclusion.

2. Communication which incorporates use of verbal and written language to discuss and comprehend information, incorporating a variety of sources, such as text, data, and images.

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3. Quantitative literacy and fluency which is the demonstration and communication of computational methods and mathematical reasoning in a variety of formats (using words, tables, graphs, mathematical equations, etc. as appropriate).

4. Intercultural competency which is the ability to communicate and behave in appropriate ways with those who are culturally diverse.

Academic programs have mapped the general education outcomes to the program assessment plans. Programs will use the Aqua system to upload program artifacts of the four general education goals. The Academic Assessment Committee is responsible for managing the general education assessment plan and document the results in AMS following the institutional assessment calendar. The general education rubrics will be used for scoring.

Student Evaluation (SIP-2220, Course Feedback) Student evaluation of learning is an important component of academic assessment process. At the conclusion of each course, students receive a course evaluation survey to provide input to the instructor and institution for improved practice and as a direct measure of the students’ perception of their learning. Faculty and programs include student evaluation data for annual performance reviews and for the five-year academic program reviews.

Five-year Academic Program Review (SCP-3620, Policy Regarding Program Review) Each academic program is required to complete a five-year program review which is also submitted to the West Virginia Council for Community and Technical College Education. The five-year academic program review is primarily a summation and reflection on the annual reports and continuous improvement actions. The five-year program review addresses the following elements:

Overview of findings including adequacy, viability, necessity, and consistency with the mission.

Program improvements. Assessment. Student Data

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Co-Curricular Assessment The co-curricular mission is to provide Southern with a broader picture of our students’ total and wide-ranging learning experiences. By supplementing academic program assessment, co-curricular assessment allows us to gauge our students’ exposure to Southern’s general education goals of critical thinking, communication, quantitative literacy and fluency, and intercultural competence.

Direct assessment techniques are preferred but indirect options may be used. The administrative unit responsible for collecting co-curricular data is required to document the results in AMS following the institutional assessment calendar. The following activities will be included in the initial co-curricular assessment plan:

Tutoring Student Leadership

o SkillsUSA o National Society of Leadership and Success (NSLS)

Library Services Sticks Organization

The following activities will be added to the 2019-2020 co-curricular assessment plan:

Student Leadership o Lambda Chi Nu o Lambda Nu o Phi Theta Kappa

Advising Student Services Financial Literacy Student Employment

Additional activities will be added each cycle as additional co-curricular activities are identified across campus.

Administrative Unit Evaluation The goal of the administrative unit evaluation is to measure how well we are fulfilling the College’s Mission and to demonstrate continuous improvement in administrative services. Administrative units define their missions, establish goals, and determine how to measure objectives associated with those goals so that key processes that meet the needs and expectations of students, staff, and other stakeholders can be improved on a continuous basis. Each administrative unit needs to engage in assessment activities and data analysis that provide evidence of how well the area meets it operational goals. Each administrative unit is responsible for documenting the results in AMS following the institutional assessment calendar.

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Outcomes: To assess – The evaluation process will provide feedback to determine how the

administrative unit can be improved. To inform – The evaluation process will inform department heads and other decision-

makers of the contributions and impact of the administrative unit to the development and growth of students.

To document – The evaluation process will document and provide evidence of what the administrative units have accomplished to students, faculty, staff, and outside constituents.

To support – The evaluation process will provide support for campus decision-making activities such as strategic planning as well as external accountability such as accreditation.

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1 - Who do you see for Academic Advising?

Response Option Weight Frequency Percent Percent Responses Means

Student Services Specialist (1) 118 36.20%

Program Faculty Advisor (2) 119 36.50%

I advise myself (3) 62 19.02%

Other (4) 27 8.28%

1.99

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Response Rate Mean STD326/1705 (19.12%) 1.99 0.94

2 - Select the Student Services Specialist do you consider to be your academic advisor.


Brian Carter (1) 11 9.40%

Rhonda Collins (2) 18 15.38%

Hattie Evans (3) 11 9.40%

Kara Plummer (4) 18 15.38%

Leah Marcum (5) 5 4.27%

Roger Williamson (6) 31 26.50%

Beverly McDonald (7) 4 3.42%

Tim Ooten (8) 4 3.42%

Prefer not to answer (0) 15 12.82%

4.15

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Student Advising Feedback SurveySouthern West Virginia Community and Technical College

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3 - Select the faculty member you see for your advising needs?



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Alderman, Bill (1) 8 10.67%

Alderman, Will (2) 0 0.00%

Baisden, Susan (3) 0 0.00%

Banks, Adam (4) 0 0.00%

Bartlett, Adam (5) 1 1.33%

Bias, Regina (6) 1 1.33%

Brown, Andrea (7) 1 1.33%

Browning, Emily (8) 1 1.33%

Browning, Tamara (9) 8 10.67%

D'Angelo, Larry (10) 0 0.00%

Daniel, Stephanie (11) 3 4.00%

Dardi, Shirley (12) 3 4.00%

Davis, Sharon (13) 3 4.00%

Deskins, Kathy (14) 1 1.33%

Drake, Heather (15) 5 6.67%

Ellis, Jonathan (16) 3 4.00%

Evans, John (17) 0 0.00%

Evans, Vicky (18) 1 1.33%

Farley, Erica (19) 1 1.33%

Foster, Lora (20) 3 4.00%

Freeman, Nathan (21) 1 1.33%

Goldie, Leslie (22) 3 4.00%

Hallis, Eva (23) 2 2.67%

Hamilton, Mary (24) 2 2.67%

Hatfield, Stacy (25) 1 1.33%

Hensley, Kimberly (26) 0 0.00%

Hensley, Gordon (27) 1 1.33%

Herndon, Misha (28) 3 4.00%

Irfan, Tehseen (29) 1 1.33%

Johnson, Zachary (30) 1 1.33%

Keeney, Charles (31) 0 0.00%

Kirk, Melissa (32) 3 4.00%

Kirk, Brandon (33) 0 0.00%

Lester, Gina (34) 1 1.33%

Lowe, Tricia (35) 0 0.00%

Lowe, Paul (36) 0 0.00%

Lowes, Cynthia (37) 1 1.33%

Lowes, Guy (38) 0 0.00%

McRobert, Meloney (39) 2 2.67%

Moseley, Bill (40) 0 0.00%

Mounts, Stephanie (41) 2 2.67%

Mullins, Tahnee (42) 0 0.00%

Mullins, Debra (43) 1 1.33%

Payne, Matthew (44) 0 0.00%

Phillips, Verna (45) 0 0.00%

Pidaparthi, Sarma (46) 0 0.00%

Poole, Patricia (47) 0 0.00%

Spears, Karrie (48) 1 1.33%

Spry, Christy (49) 1 1.33%

Starkey, Ashley (50) 3 4.00%

Teeters, Lillie (51) 0 0.00%

Thompson, Rick (52) 0 0.00%

Vineyard, Nicole (53) 1 1.33%

Ward,Chris (54) 0 0.00%

20.65


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Yeager, jeffrey (55) 1 1.33%

20.65


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0 25 50 75 100 Question



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4 - Which answer best describes how you started working with this advisor?


This is my program advisor and I chose to work with them

(1) 74 22.98%

I chose this advisor after previously working with another academic advisor at Southern

(2) 14 4.35%

I was assigned this advisor (3) 67 20.81%

I went to general registration and this was the advisor available

(4) 103 31.99%

I have never seen an advisor (5) 64 19.88%

3.21

0 25 50 75 100 Question


5 - My advisor listens to my needs and concerns


Agree (1) 255 82.52%

Tend to Agree (2) 41 13.27%

Tend to Disagree (3) 1 0.32%

Disagree (4) 12 3.88%

1.26

0 25 50 75 100 Question


6 - My advisor is accessible during regular office hours or by appointment


Agree (1) 256 83.39%



Disagree (4) 9 2.93%

1.24

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7 - My advisor is someone with whom I can talk freely.


Agree (1) 243 78.39%



Disagree (4) 10 3.23%

1.30

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8 - My advisor takes an interest in me as an individual and encourages my growth and development as a student and individual


Agree (1) 248 81.31%



Disagree (4) 10 3.28%

1.27

0 25 50 75 100 Question



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9 - My advisor is knowledgeable about academic courses, programs, and procedures


Agree (1) 252 83.17%



Disagree (4) 10 3.30%

1.25

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10 - My advisor helps me to understand and be informed about academic requirements and college procedures


Agree (1) 256 83.93%



Disagree (4) 11 3.61%

1.26

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11 - My advisor refers me to appropriate person, office, or resource, when necessary


Agree (1) 251 82.57%



Disagree (4) 10 3.29%

1.26

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12 - My advisor facilitates my self-understanding of my abilities, interests, and potential


Agree (1) 250 81.97%



Disagree (4) 13 4.26%

1.28

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13 - My advisor discusses my career and academic goals and progress toward these goals


Agree (1) 252 82.08%



Disagree (4) 13 4.23%

1.28

0 25 50 75 100 Question



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14 - My advisor respects my right to make my own decisions.


Agree (1) 259 84.64%




1.22

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15 - Overall, my advisor has worked effectively with me as an advisee


Agree (1) 255 83.06%




1.25

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1 - At the time of registration were you...


A first time college student - never attended any college

(1) 122 33.24%

First time freshman - with dual credits during high school

(2) 25 6.81%

Returning Southern student (3) 193 52.59%

Transfer student from another college (4) 27 7.36%

2.34

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2 - When did you complete your advising and registration?


During Preregistration - prior to end of the term

(1) 69 18.80%

During a new student orientation (2) 55 14.99%

During the summer (3) 118 32.15%

During general registration - the week before the semester starts

(4) 66 17.98%

Don't Recall (0) 59 16.08%

2.59

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3 - Who was the primary source that assisted you with identifying the proper courses to take?


Student Support Specialist (1) 78 21.25%

Faculty Advisor (2) 239 65.12%

I identified on my own (3) 50 13.62%

1.92

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4 - Who assisted you with advising and/or registration?


Brian Carter (1) 20 6.27%

Rhonda Collins (2) 35 10.97%

Hattie Evans (3) 19 5.96%

Kara Plummer (4) 22 6.90%

Leah Marcum (5) 3 0.94%

Roger Williamson (6) 76 23.82%

A staff member not listed - enter the name in the comment box

(7) 30 9.40%

A faculty member - enter name in comment box

(8) 20 6.27%

I don't recall a name (0) 94 29.47%

4.78

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Fall 2019 Registra on Process Student Feedback SurveySouthern West Virginia Community and Technical College

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5 - Which campus did you go to for your advising and/or registration?


Boone (1) 20 5.45%

Lincoln (2) 14 3.81%

Logan (3) 205 55.86%

Williamson (4) 80 21.80%

Wyoming (5) 28 7.63%

Online or by email (6) 15 4.09%

No advising provided (0) 5 1.36%0 25 50 75 100

Response Rate367/1705 (21.52%)

6 - If you utilized our drop-in advising at one of our site locations how long did you wait to see an advisor


0-15 mintues (1) 193 52.59%

16-30 minutes (2) 54 14.71%

31-45 minutes (3) 14 3.81%

45-60 minutes (4) 8 2.18%

over an hour (5) 12 3.27%

I cannot remember (6) 86 23.43%

2.59

0 25 50 75 100 Question


7 - Approximately how long did your advising session last?


0-15 mintues (1) 78 21.25%

16-30 minutes (2) 134 36.51%

31-45 minutes (3) 54 14.71%

45-60 minutes (4) 16 4.36%



I didn't see an advisor (0) 30 8.17%

2.66

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8 - Did the same person assist you with entering your schedule into the computer system?


Yes (1) 289 78.75%

No (2) 40 10.90%

I registered myself (0) 38 10.35%

1.12

0 25 50 75 100 Question



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9 - Did you see a staff from financial aid prior to registration?


Yes (1) 216 58.86%

No (2) 151 41.14%1.41

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10 - Approximately how long was your wait to see financial aid?


0-15 mintues (1) 125 57.08%

16-30 minutes (2) 41 18.72%

31-45 minutes (3) 17 7.76%

45-60 minutes (4) 5 2.28%



1.59

0 25 50 75 100 Question


11 - Would you utilize an appointment system and know when an advisor was available rather than wait for the next available opening


I'm busy, having an appointment better meets my needs

(3) 29 18.83%

I would utilize an appointment system but would appreciate the ability to Drop-in and wait if needed

(2) 85 55.19%

I'm never sure of my schedule and would prefer to only have Drop-in times.

(1) 40 25.97%

1.93

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12 - Which option best aligns with how you chose your academic advisor


I chose this advisor because they helped me previously

(1) 85 23.42%

I chose this advisor after previously working with a different advisor

(2) 10 2.75%

I just saw the next available free advisor (3) 140 38.57%

I saw my program faculty advisor (4) 28 7.71%

No preference (5) 100 27.55%

3.13

0 25 50 75 100 Question



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13 - My academic advisor was easily accessible through office hours or by other means when I needed to register


Strongly Agree (1) 185 50.41%

Agree (2) 140 38.15%

Disagree (3) 12 3.27%

Strongly Disagree (4) 2 0.54%

I didn't see an advisor (0) 28 7.63%

1.50

0 25 50 75 100 Question



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