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Board of Governors
Agenda Book
August 18, 2020
Members
Lisa Haddox-Heston, Chair Samuel A. Stewart
Mason ‘Ed’ White, Vice Chair Pat J. White
Eddie J. Canterbury, Secretary William H. Alderman
Stephanie Abraham Casara Spry
J. Chris Adkins Dianna Toler
Janice Olive
Pamela L. Alderman
President
Page 1 of 116
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 support
of the Vision 2020 Major Gifts Campaign.
10. To serve as an advocate, champion and representative of Southern West Virginia Community and Technical
College in the community.
11. To provide feedback and input to the Southern West Virginia Community and Technical College as to
community attitudes, comments, questions, and suggestions.
12. [for Board members that reside within the College service district] To attend at least one Southern event or
activity each year.
13. [for Board members who reside outside of the College service district] To identify or establish at least one
opportunity each year for staff and representatives of the College to make presentations to or otherwise
interact with members of the community where the board member resides, thereby promoting the mission of
the College.
14. As overseers of a public trust, each board member has an obligation to remain open to input from external
stakeholders to help ensure that Southern West Virginia Community and Technical College is responsive to
state and community needs. However, as members of a board consisting of independent men and women
acting together to be fully informed and impartial in their policy determinations, each must recognize that in
the 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
Page 2 of 116
Southern West Virginia Community and Technical College
Board of Governors
Meeting of August 18, 2020
VIA Zoom/Teleconference - 6:00 p.m.
Zoom Meeting Access: https://zoom.us/j/97565436548
Meeting ID: 975 6543 6548
Dial-in Only: 1-646-876-9923
AGENDA
1. Roll Call, Verification of Quorum and Call to Order ................Dr. Lisa Haddox-Heston
Board Chair
2. Introduction of New Board Member .................................... Chair Heston
3. Oath of Office .................................................... Mr. Joe Linville
Director of Facilities and Campus Operations
4. Introduction of Directors of Accreditation and Assessment and
Institutional Research .........................................Dr. Pamela Alderman
President
5. Call for Public Comments to the Board of Governors....................... Chair Heston
6. Fall 2020 Enrollment Update ..................................... Dr. Charles Lopez
Executive Director for Student Services
7. Student Services Unit Report ............................................ Dr. Lopez
8. HLC Institutional Response Update ................................. Mr. Bill Alderman
Accreditation Liaison Officer
9. President’s Report ............................................ President Alderman
10. Financial Report ............................................... Mr. Samuel Litteral
Chief Finance Officer
11. Faculty Senate Report ..................................... Mr. Chuck Puckett, Chair
12. Classified Staff Council Report ............................... Ms. Patricia Miller, Chair
13. Action Items:
13.1 Appointment of Replacement Lay Member to the
2020-2021 Board of Governors Agenda Committee .................. Chair Heston
13.2 Request for Approval of June 16, 2020 Board Meeting Minutes .................. 6
13.3 Request for Approval of July 16, 2020 Board Meeting Minutes .................. 21
13.4 Request for Approval of Appointment to the Boone County
Joint Administrative Board .............................................. 23
13.5 Request for Approval of Appointment to the Lincoln County
Joint Administrative Board .............................................. 25
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13.6 Request for Approval to Release for 30-day Comment Period
13.6.1 SCP-1160, Diversity Philosophy .................................... 27
13.6.2 SCP-1375, Reports of Incidents/Accidents and forms ................... 32
13.6.3 SCP-1400, Guest Speakers, Lecturers, Performers,
and Organized Groups ........................................... 40
13.6.4 SCP-4233, The Dean’s List of Students; Graduation with Honors .......... 48
13.6.5 SCP-4398, Student Grades and Grade Point Average Requirements for
Graduation .................................................... 51
13.6.6 SCP-4800, Service Animals on Campus .............................. 57
13.6.7 SCP-5050, Assessment, Payment, and Refund of Tuition and Fees ........ 63
13.6.8 SCP-5066, Third-Party Tuition and Fee Waivers ....................... 68
13.6.9 SCP-5074, Selection, Adoption, Use, and Sale of Textbooks and Other
Course Materials ................................................ 73
14. Discussion Items................................................... Chair Heston
14.1 Organizational Restructure .............................................. 81
14.2 Board of Governors Self Assessment Form* ................................ 93
14.3 HLC Recommendations to the Board of Governors* .......................... 97
14.4 Additional Board Meetings Discussion* ........................... Chair Heston
15. Informational Items ............................................ President Alderman
15.1 Institutional Rule Making Report ......................................... 101
16. Possible Executive Session Under Authority of WV Code §6-9A Regarding Personnel**
16.1 Personnel Matters* ........................................... Chair Heston
16.2 2020-2021 President’s Goals* .................................. Chair Heston
17. Adjournment ...................................................... Chair Heston
*Denotes an item requiring action/approval.
**Upon return to Open Meeting from any Executive Session, the Board of Governors may take action
on items discussed.
Page 4 of 116
ACTION ITEMS
Page 5 of 116
Southern West Virginia Community and Technical College
Board of Governors
Meeting of June 16, 2020
6:00 p.m.
Via Zoom Meeting ID: 977 1753 4503
Dial-in Only: 1-646-876-9923
DRAFT MINUTES
Board Members Present: Lisa Haddox-Heston, Chair; Mason ‘Ed’ White, Vice Chair; Stephanie
Abraham, J. Chris Adkins, Bill Alderman, Jacob Frye, Janice Olive,
Howard Seufer, Samuel Stewart, Dianna Toler, Pat J. White
Board Members Absent: Eddie Joe Canterbury, Secretary
College Staff Present: Emma Baisden, Recorder; Samuel Litteral, Chris Gray, David
Kommer, Darrell Taylor, Rita Roberson, Guy Lowes, William
Alderman, Adrian May, Tom Cook, Jackie Whitley, Patricia Miller,
Beverly McDonald, Tim Ooten, Janice Bowens, Russell Saunders,
Charles Lopez, Chuck Puckett, Allyn Sue Barker, Chris Ward
Others: Linda Vinson, Carol Howerton, Alyssa Golub
1. Call to Order
Board of Governors Chair, Dr. Lisa Haddox-Heston, declared a quorum present and
convened the meeting at 6:09 p.m.
2. Special Presentations
Chairwoman Heston honored outgoing Board of Governors member, Jacob Frye, with a
resolution applauding his leadership, service, and dedication to the Southern West Virginia
Community and Technical College Board of Governors. The resolution will become part
of the official meeting minutes (Addendum 1). Mr. Frye is a 2020 Nursing graduate of
Southern and Dr. Heston congratulated him on his new job in the Charleston Area Medical
Center Cardiac Cath Lab.
3. Call for Public Comments to the Board of Governors
Chair Heston asked for public sign ups for comments to the Board. No requests for public
comment were received.
4. Classified Staff Council Annual Presentation
The Classified Staff Council held its annual meeting with the Board of Governors to discuss
matters which affect classified employees as prescribed in West Virginia Code §18B-6-6(g).
Mr. Chris Gray, Advisory Council of Classified Employees Representative, presented an
overview of the Council’s purpose, its composition, and how House Bill 2542 which passed
in the 2017 Legislative Session affected classified staff. As of July 1, 2017, all new hires
holding exempt status would be hired as non-classified and “at will and pleasure”
employees which means that two employees holding exact positions could hold a different
classification status. Ms. Patricia Miller, Classified Staff Council Chair, presented the
classified staff concerns to the Board. She conveyed that the passage of HB 2542 in 2017
was a detriment to classified staff personnel because it affected their rights and benefits in
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many ways. To name a few, seniority rights, bumping rights, and preferred recall was lost
in the event of a reduction-in-force; new exempt employees would be hired as non-
classified, and current exempt employees will remain as classified unless the position goes
through a classification review. Ms. Miller explained why the classified status is important
to staff. As a classified employee, there is a progressive discipline that Southern follows
as stated in the Employee Handbook. It is required for a classified employee to be made
aware of an undesirable behavior and be given an opportunity correct that behavior. If the
behavior is not corrected, or the employee demonstrates additional unacceptable related
or unrelated behavior, a letter of warning will be issued to the employee. Failure of the
employee to modify behaviors to an acceptable level will result in further disciplinary action,
up to suspension and/or termination of employment. Non-classified staff are considered “at
will and pleasure” employees. They do not have that guaranteed job security of being
informed of an undesirable behavior or action and being provided an opportunity to correct
that behavior. Ms. Miller conveyed the main concerns of staff are the COVID pandemic and
the safety of students and employees; the findings of the HLC Focused Report; and the
Classified Staff Salary Schedule. She informed Board members that SCP-2825, Salary
Administration, has not been revised to reflect the legislative changes of 2017. However,
the policy is scheduled for review during the upcoming academic year. In 2018, Southern
brought its employees up to the minimum on the salary schedule by providing a 5% salary
increase, with a minimum increase of $2,160, whichever was greatest. Currently, staff have
no guidelines to progress through the salary schedule quartiles to receive an increase in
salary and would like for guidelines to be established. Following the presentation, Chair
Heston called for questions. Hearing none, she thanked and commended both Ms. Miller
and Mr. Gray for their service and dedication to Southern, and for their leadership of the
Classified Staff Council.
5. HLC Institutional Response Update
Mr. Bill Alderman, Accreditation Liaison Officer, and Ms. Linda Vinson, Higher Education
Consultant, provided Board members with a status report on the Institutional Response to
the HLC. Mr. Alderman acknowledged as a Board, they were excited to bring a new
President aboard to delve straight into the Focused Report addressing the HLC
recommendations and rationale. President Alderman immediately began arranging
meetings and working with Dr. Corley Dennison, Vice Chancellor for Academic Affairs at the
West Virginia Higher Education Policy Commission, and also secured Ms. Vinson as a
consultant. Mr. Alderman informed Board members that he has been in contact with
Southern’s HLC Liaison, Dr. Karen Solomon, multiple times since mid-April discussing plans
on constructing the Institutional Response Report. Discussions during the meetings with
Dr. Solomon included specific rationale on the Team’s recommendations for Criterion 1-5
and all criterion components listed specifically to A or B or C and B, but also addressed
Criterion 5C and D expectations for improvement. Throughout the past two months, Mr.
Alderman has consistently referenced pages 17-21 of the Team’s final report, and Dr.
Solomon confirmed those pages needs to be our focus.
In referencing Core Component 2A, Mr. Alderman stated that Southern has developed a
systematic and consistent process for documenting conventional and tested experience for
faculty credentials. Plans are to monitor this process as new faculty, both full time and
adjunct, come on board. The Human Resource’s Director, Doug Kennedy, will work
collaboratively with the two School Deans as well as with the Interim Vice President for
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Academic Affairs. Mr. Alderman acknowledged that past Interim President, Sam Litteral,
had worked extensively on this process. Beginning with Fall 2020, SIP-2171.A will be
completed on new faculty members before they will be permitted to teach the first class.
Close attention and documentation of justification are being noted as two examples of
evidence for this will be included in the report.
Southern has been cited for inconsistent general education outcomes (Core Component
4B). Common syllabi and curriculum mapping of each program have been developed.
Southern has an established course syllabus procedure (SIP-3160) and a master template
for all syllabi (SIP-3160.A). Numerous examples will be provided as evidence. Each
syllabus contains consistent general education outcomes that will imagine the mapping
process for assessment which will also be provided as evidence. For the August HLC
meeting, evidence will be used from Blackboard mapping and assessment using the model
developed by President Alderman. This provides the beginning of the robust assessment
culture recommended by Peer Review Team in March.
The Strategic Enrollment Management Plan (SEMP) provides definitions for retention,
persistence, and completion (Core Component 4C). Employees described a collaborative
process by which these terms are defined. However, the meeting minutes of teams and
related governance committees do not substantiate the claims of collaboration in defining
terms. Dr. Chuck Lopez and his team have worked extensively on this component. They
also had additional co-curricular models and examples for consideration, and provided them
to be included as evidence as well as numerous other files.
A review of shared governance since the previous HLC team visit, determined that the
institution has made minimal changes to the shared governance process. Core Component
5B calls for a revised and streamlined governance committee process, and many individuals
have been working on this structure. The Classified Staff Council and Faculty Senate have
submitted governance structure proposals as well as a Task Force appointed by Interim
President Litteral and chaired by Dr. Lopez. While other input will be included when
employees return this fall, we do have a plan in place to present as evidence. Mr.
Alderman thanked members of the Task Force and the input of administration, faculty, and
staff.
The visiting team also found evidence that Southern could not provide documentation of
articulated and publicly available policies and procedures addressing conflict resolution and
dispute mediation. Just today, Mr. Doug Kennedy, Director of Human Resources, submitted
to Mr. Alderman the employee dispute resolution procedure. This procedure, along with the
most recent Great Colleges to Work For Survey results, will be included as evidence for this
component.
Mr. Alderman ended his presentation by informing Board members that Southern’s
Institutional Response report will specifically address all recommendations and a draft will
be assembled by the end of next week. The target date for submission of the report to the
HLC is July 2, 2020. The deadline for submission is July 11, 2020.
Ms. Linda Vision, Higher Education Consultant, introduced herself to Board members and
gave a brief background. She is a retired employee of Mountwest Community and
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Technical College in Huntington, WV, and has a demonstrated history of working in the
higher education industry. She holds a Master of Arts degree focused in Public Relations,
Advertising, and Applied Communication from the University of Alabama, and is skilled in
Instructional Design, Leadership, Training, Research, and Community Outreach.
Ms. Vinson was employed at Mountwest CTC for 17 years as a Professor of
Communications and Chair for Human Services and Transfer Studies. She was responsible
for three programs and taught community communication classes as well. She was
particularly involved and interested in assessment, not necessarily because it leads to
accreditation, but because it's just a good practice. We want to have quality services first,
and we want it to be based on best practices. The faculty are constantly looking at what
they do, what works and what doesn’t work. Ms. Vinson has found that West Virginians
take pride in doing a good job, but do not document those things well. She described to
Board members how she was able to assist Mountwest CTC with a similar assessment
situation. Ms. Vision discussed the importance of keeping good notes and doing
assessment based on curriculum mapping. She pointed out that assessment is not done
for the purpose of accreditation, but because we want to have a quality college and we're
constantly asking ourselves, how can we better serve our community. We should do
everything we can to make sure that we are involved in the community and that we're giving
them the educational opportunities that they deserve. Each class that is offered and every
service that is provided, should be the best. We should constantly try to learn how to do
things better to meet the needs of our public. It is through continuous improvement that we
find out what people need. We show continuous improvement by continuing professional
development, participating in conferences, and reviewing everyday practices.
Southern’s policy shows four (4) general education outcomes that are embedded within the
curriculum. Ms. Vinson stressed these must be woven throughout the programs and
continuously reinforced. For accreditation purposes, Southern must show that it meets
those four (4) general education outcomes which makes it a college instead of a trade
school. She believes the Watermark system is too much for what Southern needs. It is for
a much larger institution. She suggested using Blackboard as it is more manageable. Ms.
Vinson recommended for the college to review the Watermark system to see if there is a
less expensive program which is more manageable.
Ms. Vinson discussed the importance of shared governance. The governance system
needs to allow input from all employees. As a college, Southern should have its own
definition of shared governance, but generally speaking, colleges are not a top-down
business. She used an example of faculty having the expertise to make recommendations
regarding the curriculum, new courses, new programs, etc. Likewise with the classified staff
operations and matters which pertain to that group. One of the problems that Southern ran
into with the HLC was having too many committees and being too hierarchical. By having
a tall organizational chart of committees, it was diluting the shared governance that was
coming from faculty and staff. By making the structure more horizontal and less vertical
allows input from the lower level and amplifies a shared governance that's expected in a
college environment. Ms. Vinson ended her presentation by stating that she is impressed
with the dedication of the staff, faculty and administrators that she has met, and is pleased
to be able to work with Southern.
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Southern West Virginia Community and Technical College
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6. President’s Report
6.1 President Alderman reported that the Summer 2020 headcount enrollment has
declined 26.37% from 2019, and FTE has declined 21.28%. Fall 2020 statistics
currently show a decline in the headcount of 12.27% and 13.85% in FTE from Fall
2019. Summer terms are a direct comparison based on the same date in the prior
year. The fall semester statistics are calculated based on 63 days prior to the start
of classes.
6.2 Dr. Alderman had hoped to be able to provide a reopening date for the college to
Board members. She has been working with the Campus Directors to create a plan
for reopening in a safe and effective way as our first priority is the safety of our
faculty, staff, and students. They had established a date for reopening in phases,
then late Friday evening on June 12, she received an e-mail from Chancellor Tucker
requesting for all college presidents to hold off on announcing reopening of
campuses until further notice. President Alderman’s goal is having all staff back on
campuses by August 1. Each employee and student will receive five masks upon
returning to the college, and possibly hand sanitizer and wipes. Ms. Rita Roberson,
Vice President for Institutional Advancement, plans to purchase masks containing
the Southern logo for all college employees and students. Plans are to distance as
much as possible and install plexiglass between the areas that are accessible by
students and within close proximity. Classes will be delivered in a hybrid format for
the fall semester. This delivery will be in place until students leave for Thanksgiving
break with the final two weeks of the fall semester being delivered online. This is
the course of action being taken by other college presidents. All employees and
students must wear a face mask or covering while on campus. There will be an
exemption for employees with private offices except when occupied by more than
one person.
6.3 Southern received its annual reauthorization to confer degrees within West Virginia
from the West Virginia Council for Community and Technical College Education.
6.4 President Alderman has been appointed to the Logan County Chamber of
Commerce Board of Directors and the Logan Recreational Center Board of
Directors. She plans to attend the Tug Valley Chamber of Commerce meeting
scheduled for June 17, 2020 in Williamson.
6.5 The Classified Staff Council, Faculty Senate, and the Institutional Effectiveness
Task Force have submitted recommendations on restructuring the college’s
governance system. Dr. Alderman plans to have a new governance system in place
by Fall 2021.
6.6 Applications have been completed and submitted for Southern to participate in the
Higher Learning Commission’s Assessment and Student Success Academies. The
HLC has the applications under consideration and it is Dr. Alderman’s hope that
Southern will be selected to participate beginning in the fall.
6.7 The WV Higher Education Policy Commission awarded a $17,000 grant to Southern
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to assist it with the additional HLC expenses. This grant funding allowed for the
hiring of the consultant, Linda Vinson, who was recommended by Dr. Corley
Dennison, Vice Chancellor for the WV Higher Education Policy Commission. Ms.
Vinson will assist with the Institutional Response to the HLC, specifically with the
assessment piece. As Ms. Vinson stated earlier, she recently assisted Mountwest
CTC in the same area.
6.8 The HLC identified that Southern needed to revise its institutional definitions. Dr.
Lopez and his team have developed new definitions.
6.9 President Alderman has met with various groups over the last month: Faculty
Senate, Classified Staff Council, Campus Directors, Jake Hunt of Workforce WV
Region 2, and the Logan County Board of Education to finalize the 2020-2021 Early
College Academy.
6.10 The institution received the results from its 2020 Great Colleges to Work For Survey
administered by ModernThink to Southern’s employees in April. The results
increased significantly over 2019, and the majority of the comments were positive.
Southern’s overall survey response rate of 76% (137/181) is considered to be a
strong response rate which helps ensure an accurate representation of the college
community. We will continue to participate in the annual survey.
6.11 Advertisements have been posted for the positions of the Vice President for
Academic Affairs, the Director of Accreditation and Assessment, Director of
Institutional Research, and the Director of Distance Education. Review of
applications for two of those positions begin Thursday, June 18, with the goal to
have those positions filled by the end of July.
6.12 Wifi access points have been installed in the parking lots at the Boone, Logan,
Williamson, and Wyoming campuses for students. Installation is planned for the
Lincoln Location when the equipment arrives.
6.13 The Information Technology department is converting our Interactive Classrooms
(ICR) to Zoom Classrooms to accommodate in-home and in-seat students. Plans
are to push the classrooms out for the Fall semester to be prepared to deliver hybrid
courses.
6.14 The Health and Wellness and Online Course fees were waived for students during
the Summer term. The Watermark assessment fee has been waived for the Fall
semester. The Watermark assessment tool has been placed on hold until the HLC
Institutional Response Report is complete. Overdue library book fines have also
been waived for the Summer and Fall terms due to COVID-19.
6.15 One hundred sixteen (116) employees participated in President Alderman’s
inaugural Employee Town Hall meeting held on June 2, 2020.
6.16 Southern will host a Virtual Commencement for its graduates on Saturday, June 20
beginning at 12:00 noon. The video will be viewable on Southern’s website and its
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Facebook page. The ceremony will feature greetings from Governor Jim Justice
and Senators Joe Manchin and Shelley Moore Capito. The keynote speaker will be
Chancellor Sarah Tucker. Two hundred ninety-three (293) students applied for
graduation with 407 degrees and/or certificates.
6.17 A total of 398 students earned the distinction of being named to the Spring 2020
Dean’s List. Students carrying a minimum of 12 credit hours and earning a grade
point average (GPA) of 3.25 or higher are eligible to be placed on the Dean’s List.
6.18 Recruitment efforts include 1,048 letters being mailed to students who were not
registered for the Fall 2020 semester. As of this morning, 27 of those students had
registered. Student Services held a recruiting campaign the week of June 15-18,
2020 for students who had not registered for the Fall semester. They placed
telephone calls to students having a 2.0 GPA or better and who were in good
standing with financial aid. The Office of Institutional Advancement also held a
recruitment campaign by mailing postcards to 27,000 potential traditional and non-
traditional students that live within a 25-mile radius of Southern’s campuses (24,000
traditional; 3,000 non-traditional). They are launching a social media campaign
through Bulldog Creative Services, placing “over the top” (unskippable) ads on the
social media sites of Facebook, Instagram, and Twitter, and running recruitment ads
on Metro News, WVOW and WXCC. Banner recruitment ads will also begin running
on Southern’s website.
6.19 Once the HLC Institutional Response Report is complete, President Alderman plans
to begin work on succession planning.
Following the President’s report, Mr. Howard Seufer complimented and thanked Dr.
Alderman for the work she has completed to date. So many of the things that she is
working on and devoting time to are things that have needed attention for a long time, he
commented. His hope is that she doesn’t get overwhelmed. He said this was very
impressive and it appeared that she was off to a good start. Ms. Janice Olive echoed Mr.
Seufer’s praise by expressing her thanks and gratitude for all of the work that President
Alderman has done thus far. She commented that the Board was fortunate that Dr.
Alderman was able to jump in and bring the College to this point.
7. Financial Report
Mr. Samuel Litteral, Vice President for Finance and Administration, provided the financial
report dated May 31, 2020 to Board members. He reviewed restricted, unrestricted, and
auxiliary revenues and expenditures. He informed the Board that expenditures have
decreased due to employees working from home and not doing things that normally would
have occurred. Mr. Litteral assured Board members that Southern has no financial
concerns except for what may occur in 2022 with reduced state revenues. The institution
is in good standing with operating revenue. Grants are about the same as normal except
we were not able to spend Perkins funds due to the pandemic. The audit is scheduled for
next week and the auditors will visit in September to finish their work.
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8. Action Items:
8.1 Approval of Minutes:
8.1.1 Presidential Search Committee Meeting of October 15, 2019
MOTION: Samuel Stewart moved to accept the meeting minutes as presented.
ACTION: Dianna Toler seconded the motion. The motion carried unanimously.
Chair Heston declared the motion adopted and the minutes approved.
8.1.2 Presidential Search Committee Meeting of November 6, 2019
MOTION: Mason ‘Ed’ White moved to accept the meeting minutes as presented.
ACTION: Dianna Toler seconded the motion. The motion carried unanimously.
Chair Heston declared the motion adopted and the minutes approved.
8.1.3 Presidential Search Committee Meeting of March 5, 2020
MOTION: Dianna Toler moved to accept the meeting minutes as presented.
ACTION: Chris Adkins seconded the motion. The motion carried unanimously.
Chair Heston declared the motion adopted and the minutes approved.
8.1.4 Presidential Search Committee Meeting of March 30, 2020
MOTION: Samuel Stewart moved to accept the meeting minutes as presented.
ACTION: Bill Alderman seconded the motion. The motion carried unanimously.
Chair Heston declared the motion adopted and the minutes approved.
8.1.5 Board of Governors Special Meeting of April 22, 2020
MOTION: Dianna Toler moved to accept the meeting minutes as presented.
ACTION: Pat Joe White seconded the motion. The motion carried unanimously.
Chair Heston declared the motion adopted and the minutes approved.
8.1.6 Board of Governors Meeting of April 29, 2020
MOTION: Mason ‘Ed’ White moved to accept the meeting minutes as presented.
ACTION: Dianna Toler seconded the motion. The motion carried unanimously.
Chair Heston declared the motion adopted and the minutes approved.
8.1.7 BOG Nomination Committee Meeting of June 4, 2020
MOTION: Chris Adkins moved to accept the meeting minutes as presented.
ACTION: Mason ‘Ed’ White seconded the motion. The motion carried
unanimously. Chair Heston declared the motion adopted and the
minutes approved.
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8.2 BOG Nomination Committee Report and Election of 2020-2021 Board Officers
Ms. Stephanie Abraham, Nomination Committee Chair, reported that the committee
convened on June 4, 2020 to discuss and bring forth a recommendation for the
2020-2021 officers to the full Board at its June meeting. The Committee was
pleased with the leadership of the present officers and recommended the following
individuals continue to serve: Chair: Lisa Haddox-Heston; Vice Chair: Mason ‘Ed’
White; Secretary: Eddie Joe Canterbury. Upon a motion by Bill Alderman and
second by Dianna Toler, the Board unanimously approved the Nomination
Committee's recommendation.
8.3 Appointment of 2020-2021 Lay Members (2) to the Board of Governors Agenda
Committee
Chair Heston appointed Pat Joe White and reappointed Howard Seufer to serve as
the Past Chair on the Board of Governors Agenda Committee.
MOTION: Dianna Toler moved the adoption of the following resolution:
RESOLVED, That the Southern West Virginia Community and Technical College
Board of Governors elect lay members’ Pat Joe White and Howard Seufer to its
2020-2021 Board of Governors Agenda Committee.
ACTION: Samuel Stewart seconded the motion. The motion carried unanimously
and Chair Heston declared the motion adopted.
The 2020-2021 Board of Governors Agenda Committee members are Lisa Haddox-
Heston, Mason ‘Ed’ White, Eddie Joe Canterbury, Howard Seufer, Pat Joe White
and Pamela Alderman.
8.4 Approval of Fiscal Year 2020-2021 Institutional Budget
Vice President Litteral presented the proposed budget for fiscal year 2020-2021 to
the Board of Governors. He based the proposed budget on 1,100 FTE per
semester. Following review and discussion, he requested the Board’s approval of
the proposed operating budget for Southern West Virginia Community and
Technical College for fiscal year 2020-2021 as presented.
MOTION: Samuel Stewart moved the adoption of the following resolution:
RESOLVED, that the Southern West Virginia Community and Technical College
Board of Governors approve a final institutional operating budget for Southern West
Virginia Community and Technical College the fiscal year 2020-2021.
ACTION: Dianna Toler seconded the motion. The motion carried unanimously
and Chair Heston declared the motion adopted and budget approved.
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8.5 Approval of FY 2021-2022 Capital Projects and Expenditures
MOTION: Dianna Toler moved the adoption of the following resolution:
RESOLVED, That the Southern West Virginia Community and Technical College
Board of Governors approve the modification amounts and priorities of FY 2021-
2022 capital projects for Southern West Virginia Community and Technical College.
ACTION: Janice Olive seconded the motion. The motion carried unanimously and
Chair Heston declared the motion adopted.
8.6 Approval of FY 2022-2026 Capital Projects and Expenditures
MOTION: Dianna Toler moved the adoption of the following resolution:
RESOLVED, That the Southern West Virginia Community and Technical College
Board of Governors approve the modification amounts and priorities of FY 2022-
2026 capital projects for Southern West Virginia Community and Technical College.
ACTION: Janice Olive seconded the motion. The motion carried unanimously and
Chair Heston declared the motion adopted.
8.7 Post-Audit Review for Community and Technical College System
8.7.1 PowerSports Technology, Associate in Applied Science
Based upon the findings of the post-audit review, viability for the program could not
be established. The Powersports Program has struggled to recruit students since
its inception despite several marketing campaigns which included campus visits,
television, social media, posters, flyers, and events in the community. While
program enrollment has increased over the past two years, the A.A.S. degree
completion is minimal. Over the life of the program there have been only two
graduates. Therefore, it is recommended that the Powersports Technology A.A.S.
degree program be discontinued. However, the institution will retain the proprietary
Polaris certifications and continue to offer these skill sets under the direction of the
Workforce Development Unit. A teach-out plan has been developed and is in place
for the three students currently enrolled in the program. The students are on track
to graduate by May 2021.
MOTION: Bill Alderman moved the adoption of the following resolution:
RESOLVED, That the Southern West Virginia Community and Technical College
Board of Governors receive and approve the Post-Audit Review report for the
PowerSports Technology, Associate in Applied Science degree program in
accordance with the provisions of the West Virginia Council for Community and
Technical College Education, Title 135, Procedural Rule, Series 37, Increased
Flexibility for Community and Technical Colleges.
FURTHER RESOLVED, That the Southern West Virginia Community and Technical
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College Board of Governors grant approval of the discontinuance of the
PowerSports Technology, Associate in Applied Science degree program in
accordance with the West Virginia Council for Community and Technical College
Education, Series 135, Procedural Rule, Series 11, Degree Designation, General
Education Requirements, New Program Approval, and Discontinuance of Existing
Programs.
ACTION: Dianna Toler seconded the motion. The motion carried with Board
members Abraham, Alderman, Olive, Seufer, Stewart, Toler and Pat
White voting in favor, and Board members Adkins, Frye and Mason
White voting against. Chair Heston declared the motion adopted and the
report approved for submission to the Council for Community and
Technical College Education for final approval.
9. Discussion Items
9.1 2020-2021 Board of Governors Meeting Schedule*
Chair Heston presented the proposed 2020-2021 schedule of meetings for
discussion and consideration. It is patterned after the schedule used by the Board
of Governors in recent years, with meetings occurring on Tuesday evening of the
third week. West Virginia Code §18B-2A-2(a) requires Boards of Governors to hold
at least six meetings in every fiscal year, including an annual meeting each June for
the purpose of electing officers.
MOTION: Mason ‘Ed’ White moved to adopt the recommended schedule of
meetings for fiscal year 2020-2021 as presented with the understanding
that additional meetings may be necessary for emergency or time-
sensitive issues. Due to the COVID-19 pandemic, the Board could not
select meeting locations at this time.
ACTION: Dianna Toler seconded the motion. The motion carried unanimously
and Chair Heston declared the motion adopted and the schedule
approved as presented.
9.2 Annual Board of Governors Retreat*
Upon a motion by Samuel Stewart and second by Bill Alderman, the Board of
Governors unanimously approved to table this item because it is not possible to
determine the particulars at the time due to the current climate caused by the
pandemic. The Board will reconsider this item at a later date. Chair Heston
declared the motion adopted.
9.3 Governance System Restructure*
Chair Heston called upon President Alderman to present this item. Dr. Alderman
informed Board members that she is looking at restructuring the institutional
governance system due to the findings in the Higher Learning Commission’s final
report about the heaviness of the number of committees and the number of
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administrators on each committee. President Alderman is reviewing the
recommendations submitted and would like to move forward with changing the
governance structure by moving it through the current governance structure system
in FY 2021 with implementation of a new governance structure in Fall 2021. Upon
a motion by Bill Alderman and second by Samuel Stewart, the Board of Governors
unanimously approved the request to restructure.
9.4 Faculty Senate Chair and Classified Staff Council Chair Reports to the Board
of Governors at each meeting*
Dr. Alderman was approached by Faculty Senate Chair, Chuck Puckett, who
suggested allowing the Faculty Senate and Classified Staff Council Chairs to spend
a small amount of time at each Board meeting giving an update instead of their
annual reports. Upon a motion by Bill Alderman and second by Mason ‘Ed’ White,
the Board of Governors approved the request for the Senate and Council Chairs to
give a brief update of no more than five (5) minutes at each Board meeting.
Ms. Baisden reminded the Board members that West Virginia Code requires for the
governing board of the institution to hold an annual meeting with the Faculty Senate
and the Classified Staff Council.
9.5 Possible Executive Session Under Authority of WV Code §6-9A Regarding
Personnel**
Chair Heston invited a motion for the Board to enter into Executive Session.
Samuel Stewart moved that the Board of Governors enter an Executive Session
pursuant to West Virginia Code §6-9A to discuss personnel. Mason ‘Ed’ White
seconded the motion that carried unanimously. Chair Heston declared the motion
adopted and Board then met in an Executive Session at 8:25 p.m. Following
deliberations, Pat White moved the Board rise from Executive Session and
reconvene in open session. Chris Adkins seconded the motion which carried
unanimously. The Board took no votes nor made any decisions during the
Executive Session.
Actions Emanating from Executive Session:
Based upon discussions in the Executive Session, the Board reconvened in open
session at 9:09 p.m. and took the following action:
Howard Seufer moved that the Chair of the Board instruct the college’s legal
counsel to investigate and make a report to the Chair, with appropriate
recommendations, concerning three matters considered in Executive Session, and
that the Chair then use her discretion as to whether to inform the Board about the
report and any recommendations. Samuel Stewart seconded the motion. The
motion carried unanimously and Chair Heston declared the motion adopted.
10. Informational Items:
10.1 Awarding of Undergraduate Tuition and Fee Waivers Report
In compliance with Southern College Policy (SCP) 5065, Awarding of
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Undergraduate Tuition and Fee Waivers, Section 7.2, the Vice President for Finance
and Administration presented the 2019-2020 Awarding of Undergraduate Tuition
and Fee Waiver Report to the Board of Governors. The report included the required
information for all waivers awarded from July 1 through June 30 of the reporting year
and covered fall semester, spring semester, and summer sessions as appropriate.
During the 2019-2020 fiscal year, Southern awarded a total of $224,948.00 in
undergraduate waivers to a total of 55 students. In compliance with West Virginia
Code § 18B-10-5 and the Southern West Virginia Community and Technical
College Board of Governors Policy SCP-5065, the Report on the Awarding of
Undergraduate Tuition and Fee Waivers for fiscal year 2019-2020 to be entered into
the minutes of the Board of Governors meeting of June 16, 2020.
10.2 Report on 2019-2020 Faculty Promotion Decisions
The faculty promotion-in-rank and tenure review process at Southern West Virginia
Community and Technical College runs annually from October 1 through February
28. The process involves faculty file preparation, reviews and recommendations by
the Promotion Committee Chair, School Chair, Vice President for Academic Affairs,
and final approval by the President. The final step is notification of the Board of
Governors of the decisions made as a result of the review process. A list of the
faculty who received promotion-in-rank effective Fall 2020 was provided to the
Board.
10.3 2020-2021 Academic Calendar
The 2020-2021 Academic Calendar has been established and approved for
Southern West Virginia Community and Technical College, a copy of which is
attached for informational purposes. The calendar was developed by a subgroup
of the Management Council for Academic Affairs and Students Services with
representation from student services, finance, and administration. The academic
calendar balances the needs of the units and of the institution, and all users will be
able to plan for the processes necessary to drive the academic and support
activities of the College. The 2020-2021 Academic Calendar has been announced
college-wide, is posted to the college’s website, and printed in the 2020-2021
Academic Catalog.
10.4 2020-2021 Holiday Calendar
As authorized by Board of Governors policy SCP-2360, Holidays, a holiday
schedule for 2020-2021 has been established and approved for Southern West
Virginia Community and Technical College, a copy of which is attached. The
holiday schedule has been aligned with the provisions of the West Virginia Council
for Community and Technical College Education, Title 135, Procedural Rule, Series
14, Holidays, Southern’s 2020-2021 academic calendar and four-day work
schedule, the State of West Virginia’s Holiday Schedule, and the West Virginia
Code. The 2020-2021 Holiday Calendar has been announced college-wide and
submitted to the Chancellor for Community and Technical College Education.
10.5 Chancellor’s Approval of Institutional Policies: The following policies have
received final approval by Chancellor Tucker: SCP-1004, Copyright Policy and
Laws, and SCP-5780, Travel Regulations
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11. Adjournment
There being no further business, upon a motion by Samuel Stewart and second by Chris
Adkins, Chair Heston declared the meeting adjourned at 9:16 p.m. The next Board meeting
is scheduled for 6:00 p.m. on August 18, 2020.
_______________________________
Lisa Haddox-Heston, D.D.S., Chair
__________________________
Emma L. Baisden
Executive Assistant to the President
and Board of Governors
DRAFT
*Denotes an item requiring action/approval.
**Upon return to Open Meeting from any Executive Session, the Board of Governors may take
action on items discussed.
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ADDENDUM 1
Southern West Virginia Community and Technical College
Board of Governors Resolution Honoring
Jacob B. Frye
WHEREAS, Jacob B. Frye has served with dedication as the Student Representative to
the Southern West Virginia Community and Technical College Board of Governors
from July 1, 2019 to June 30, 2020; and
WHEREAS, During this period, he has represented the interests and concerns of the
students to the Southern West Virginia Community and Technical College Board of
Governors with enthusiasm and commitment;
THEREFORE BE IT RESOLVED:
That the Board of Governors of Southern West Virginia Community and Technical
College hereby expresses its sincere gratitude and appreciation to Jacob Frye for
his record of leadership, service, and dedication to this Board; and, be it
FURTHER RESOLVED, That this resolution is inscribed upon the meeting minutes of the
Board of Governors of Southern West Virginia Community and Technical College
this 16th day of June 2020.
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Southern West Virginia Community and Technical College
Board of Governors
Special Meeting of July 16, 2020
5:00 p.m.
Via Zoom Meeting ID: 929 0266 6014
Dial-in Only: 1-646-876-9923
DRAFT MINUTES
Board Members Present: Lisa Haddox-Heston, Chair; Mason ‘Ed’ White, Vice Chair; Eddie Joe
Canterbury, Secretary; Stephanie Abraham, J. Chris Adkins, Bill
Alderman, Janice Olive, Samuel Stewart, Dianna Toler, Pat J. White
Board Members Absent: None
College Staff Present: Pamela Alderman, President; Emma Baisden, Recorder; Tom Cook,
Rita Roberson, Samuel Litteral, David Lord, Sharon Davis,
Stephanie Mounts, Tamara Browning, Kathy Deskins, Regina Bias,
Tim Ooten, Cheryl Elliott, Will Alderman, Joe Linville, Guy Lowes,
Lillie Teeters, David Kommer, Cynthia Workman, Tom Dotson, Chad
Elkins, Adrian May, Jackie Whitley, Russell Saunders, Charles
Lopez, Chris Gray, Susan Ross, Allyn Sue Barker, Rhonda Collins
Community: Dylan Vidovich, Logan Banner
1. Verification of Quorum and Call to Order
Dr. Lisa Haddox-Heston, Board of Governors Chair, asked for a roll call, declared a quorum
present, and convened the meeting at 5:01 p.m.
2. Discuss and act upon matters relating to Southern West Virginia Community and
Technical College’s ongoing response to the COVID-19 pandemic
2.1 Return to Campus Operations Guidelines
Chair Heston called for President Alderman to present the Return to Campus Operations
Guidelines and explain the action which needs to be taken by the Board of Governors. Dr.
Alderman informed the group that Chancellor Tucker has requested for Southern to develop
a reopening plan for its employees and students. Once the plan is approved by Southern’s
Board of Governors it will be submitted to Chancellor Tucker’s office and then forwarded to
Governor Justice’s office for review and final approval.
President Alderman had initially intended to start reopening the campuses on Monday, July
20
th
with a staggered number of employees working two days a week in the office and two
days a week remotely until August 3, 2020. On August 3
rd
, all employees would report full-
time back to their offices. Since the daily positive COVID rate in Southern’s service district
increased significantly, the President’s Cabinet determined at its meeting on July 15
th
that
the soft reopening should be pushed back and employees should continue to work
remotely. At this point, a definitive date has not been set for reopening with all employees.
President Alderman worked with Mr. Joe Linville, Director of Facilities and Campus
Operations, and the Campus Directors to develop the draft Return to Campus Operations
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Special Meeting of July 16, 2020
Page 2 of 2
Guidelines. She called upon Mr. Linville to address the plan, explain the forms which are
to be completed by each employee prior to returning to campus, and to answer questions
from the group. Mr. Linville led the review of the document. Following the discussion and
answer session, President Alderman reiterated that the safety of students and employees
is her number one priority, and she will not put people in jeopardy.
Chair Heston called for further comments or discussion. Hearing none, Chair Heston called
for a motion to approve Southern’s Return to Campus Operations Guidelines and
subsequent submission to Chancellor Sarah Tucker.
MOTION: Dianna Toler moved to accept the Return to Campus Operations Guidelines
document as presented and its submission to the Chancellor for Community and
Technical College Education.
ACTION: Bill Alderman seconded the motion. The motion carried unanimously. Chair
Haddox-Heston declared the motion approved and the Return to Campus
Operations Guidelines adopted.
3. Adjournment
There being no further business, upon a motion by Bill Alderman and a second by Eddie
Joe Canterbury, Chair Heston declared the meeting adjourned at 5:29 p.m. The next
regular Board of Governors meeting is scheduled for August 18, 2020 beginning at 6:00
p.m.
_______________________________
Lisa Haddox-Heston, D.D.S., Chair
_______________________________
Emma L. Baisden
Executive Assistant to the President
and Board of Governors
DRAFT
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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING
OF AUGUST 18, 2020
ITEM: Request for Approval of Appointments to the Boone
County Joint Administrative Board
RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Community
and Technical College Board of Governors approve the
appointment of Pamela L. Alderman and Tracey A. Human
to represent the Board of Governors on the Boone County
Joint Administrative Board established to facilitate the
administration, operation, and financing of joint programs and
facilities of Southern West Virginia Community and Technical
College and the Boone County Board of Education; and
FURTHER RESOLVED, Pamela L. Alderman will serve a
two-year term beginning July 1, 2020 and ending June 30,
2022, and Tracey A. Human will serve a one-year term
beginning September 14, 2020 and ending June 30, 2021.
By mutual consent of the Board of Governors and the Boone
County Board of Education, Kevin Hill will serve as the at-
large member and Chair of the Joint Administrative Board.
STAFF MEMBER: Pamela L. Alderman
BACKGROUND:
Pursuant to West Virginia Code §18B-3C-11(c), Shared facilities and resources; memoranda of
agreements; and joint administrative boards, to facilitate the administration, operation, and financing
of joint programs in shared facilities of any institution of public higher education and a county board
or boards of education, the affected governing boards and county board or boards of education may
appoint a joint administrative board consisting of such membership and possessing such delegated
authorities as the respective boards consider necessary and prudent for the operation of such
shared facilities. Such joint administrative board shall consist of five members to be appointed as
follows: The county board of education shall appoint two members; the appropriate governing board
shall appoint two members; and one shall be an at-large member, who shall chair the joint
administrative board, and shall be appointed by mutual agreement of the respective boards.
According to statute, although original appointments by the Board are for staggered term lengths,
subsequent appointments are for three-year terms. Members are eligible to succeed themselves
for one additional consecutive term.
On March 5, 2018, Southern’s Board of Governors appointed Dr. Robert E. Gunter to serve a one-
year term ending June 30, 2019, and Dr. Deanna Romano to serve a two-year term ending June
30, 2020, on the Boone County Joint Administrative Board. Since then, both Drs. Gunter and
Romano left their positions at Southern.
It is recommended for the Board to approve Dr. Pamela Alderman to serve a two-year term
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beginning July 1, 2020 and ending June 30, 2022, and approve Dr. Tracey Human to serve a one-
year term beginning September 14, 2020 and ending June 30, 2021. By mutual consent of the
Board of Governors and the Boone County Board of Education, Kevin Hill will serve as the at-large
member and Chair of the Joint Administrative Board.
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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM: Request for Approval of Appointments to the Lincoln County
Joint Administrative Board
RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Community
and Technical College Board of Governors approve the
appointment of Pamela L. Alderman and Tracey A. Human
to represent the Board of Governors on the Lincoln County
Joint Administrative Board established to facilitate the
administration, operation, and financing of joint programs and
facilities of Southern West Virginia Community and Technical
College and the Lincoln County Board of Education; and
FURTHER RESOLVED, Pamela L. Alderman will serve a
two-year term beginning July 1, 2020 and ending June 30,
2022, and Tracey A. Human will serve a one-year term
beginning September 14, 2020 and ending June 30, 2021.
By mutual consent of the Board of Governors and the Lincoln
County Board of Education, David Roberts will serve as the
at-large member and Chair of the Joint Administrative Board.
STAFF: Pamela L. Alderman
BACKGROUND:
Pursuant to West Virginia Code §18B-3C-11(c), Shared facilities and resources; memoranda of
agreements; and joint administrative boards (attached), to facilitate the administration, operation,
and financing of joint programs in shared facilities of any institution of public higher education and
a county board or boards of education, the affected governing boards and county board or boards
of education may appoint a joint administrative board consisting of such membership and
possessing such delegated authorities as the respective boards consider necessary and prudent
for the operation of such shared facilities. Such joint administrative board shall consist of five
members to be appointed as follows: The county board of education shall appoint two members;
the appropriate governing board shall appoint two members; and one shall be an at-large member,
who shall chair the joint administrative board, and shall be appointed by mutual agreement of the
respective boards.
According to the statute, initial appointments by the Board are to be one and two-year staggered
term lengths, subsequent appointments are for three-year terms. Members are eligible to succeed
themselves for one additional consecutive term.
At its March 5, 2018 meeting, the Southern West Virginia Community and Technical College Board
of Governors appointed Dr. Robert Gunter to serve a one-year term and Dr. Deanna Romano to
serve a two-year term to represent the Board of Governors on the Lincoln County Joint
Administrative Board. Since then, both Drs. Gunter and Romano left their positions at Southern.
Page 25 of 116
It is recommended for the Board to approve Dr. Pamela Alderman to serve a two-year term
beginning July 1, 2020 and ending June 30, 2022, and approve Dr. Tracey Human to serve a one-
year term beginning September 14, 2020 and ending June 30, 2021. By mutual consent of the
Board of Governors and the Lincoln County Board of Education, David Roberts will serve as the
at-large member and Chair of the Joint Administrative Board.
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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM: Request for Approval of Revisions to SCP-1160, Diversity
Philosophy
RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Community
and Technical College Board of Governors grant approval for
the distribution of SCP-1160, Diversity Philosophy, to
Southern’s constituents and the Chancellor for Community
and Technical College Education for the required 30-day
public comment period.
STAFF MEMBER: Pamela L. Alderman
BACKGROUND:
SCP-1160, Diversity Philosophy, applies to all programs, processes, employees, departments,
units, committees, councils, and boards associated with Southern West Virginia Community and
Technical College.
This policy was reviewed for accuracy as scheduled on the Southern College Policy Review
Schedule established by the Board of Governors. It was revised to include the American
Association of Community Colleges' (AACC) and Association of Community College Trustees'
(ACCT) Joint Statement of Commitment to Equity, Diversity, and Excellence in Student Success
and Leadership Development.
The policy was reviewed and approved by Executive Council at its August 4, 2020 meeting, and
by the President’s Cabinet at its August 12, 2020 meeting.
Based upon the deliberations of the aforementioned bodies, the staff recommends that the Board
of Governors advance SCP-1160, Diversity Philosophy, as presented to Southern’s constituents
and the Chancellor for Community and Technical College Education for the required 30-day public
comment period.
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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-1160
SUBJECT: Diversity Philosophy
REFERENCE: The
American Association of Community Colleges (AACC), Position Statement on
Inclusion (http://www.aacc.nche.edu); AACC and ACCT (Association of Community
College Trustees) Joint Statement of Commitment to Equity, Diversity, and Excellence in
Student Success and Leadership Development (http://www.aacc.nche.edu)
ORIGINATION: August 20, 1998
EFFECTIVE: November 8, 2015
REVIEWED: July 14, 2020
SECTION 1. PURPOSE
1.1 To communicate support for, and adoption of, the American
Association of Community Colleges’ (AACC)
“Position Statement on Inclusion,” and the AACC and ACCT (Association of Community College Trustees)
Joint Statement of Commitment to Equity, Diversity, and Excellence in Student Success and Leadership
Development.
SECTION 2. SCOPE AND APPLICABILITY
2.1 This policy applies to all programs, processes, employees, departments, units, committees, councils, and
boards associated with Southern West Virginia Community and Technical College.
SECTION 3. DEFINITIONS
3.1 Diversity is a commitment to valuing and promoting differences, similarities, and characteristics that make
groups and individuals unique in an atmosphere that promotes and celebrates individual and collective
achievement. Examples of these characteristics are: age; cognitive style; culture; disability (mental, learning,
or physical); economic background; education; ethnicity; gender identity; geographic background;
language(s) spoken; marital/partnered status; physical appearance; political affiliation; race; religious beliefs;
and sexual orientation.
3.2 Inclusion involves empowering and leveraging diversity in the workforce and student body by enabling
individuals to contribute to their fullest potential through individual development, retention, and pluralistic
work and educational processes.
3.3 Pluralistic work and educational processes are work/education methods practiced in participation,
consideration, and respect for members of diverse ethnic, racial, religious, or social groups.
SECTION 4. POLICY
4.1 The Association of Community Colleges (AACC) believes that community colleges provide access to a broad
spectrum of quality educational opportunities and life experiences. The colleges value diversity as an
enhancement of those experiences in their classrooms, administrative offices, and board rooms. They are
SCP-1160, Diversity Philosophy Page 1 of 4
Page 28 of 116
committed to policies that promote fairness and inclusion for all in the life of the college. As a reflection of
the AACC commitment, Southern West Virginia Community and Technical College strives to promote
fairness and inclusion in its own policies and practices. (Statement revised and moved to 4.3)
4.2 The AACC and ACCT represent more than 1,100 community, junior, and technical colleges throughout the
United States. Both the AACC and ACCT are committed to fostering the advancement of community
colleges, in part, by applying principles of equity and diversity within their organizations and promoting
theses values within member colleges. Community colleges provide the most diverse and inclusive segment
of higher education in the United States. These colleges serve a larger proportion of women, African
Americans, Asian/Pacific Islanders, Hispanic/Latino, Native Americans, LGBTQ students and students with
disabilities than any other segment of higher education. Therefore, Community Colleges are positioned
uniquely to foster an environment that honors, respects, and embraces the variety of students attending the
Nation’s colleges and universities. And as such, has been entrusted with creating educational environments
that are safe, respectful, and responsive; and, where the potential of students can be attained at the highest
level possible.
4.3 As a reflection of the AACC and ACCT commitment to equity, diversity, and excellence in student success
and leadership development, Southern West Virginia Community and Technical College strives to promote
fairness and inclusion in its own policies and practices.
SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 None
SECTION 6. GENERAL PROVISIONS
6.1 Southern West Virginia Community and Technical College strongly endorses the continued use of
admissions guidelines and employment practices that promote broad diversity in community colleges.
6.1.1 The AACC, ACCT,
and Southern believe that colleges should be free to pursue standards and
guidelines which allow them to fulfill their diversity missions and visions. The students they
educate will help provide tomorrow’s leaders, and their college experience must demonstrate the
richness and substance of our diverse, multi-cultural and global environment. The college
environment should promote understanding and appreciation of others, while encouraging students
to grow as individuals.
6.2 Southern West Virginia Community and Technical College reaffirms its commitment to diversity.
6.2.1 In accordance with this philosophy, Southern strives to continually evaluate its hiring, admissions,
and financial aid policies to ensure diversity and equal access within the institution. The College
strives to ensure that the results of these evaluations conform to the concept of open access - the
cornerstone of the community college mission.
6.3 Southern West Virginia Community and Technical College believes that diversity is crucial to a democratic
society.
6.3.1 The AACC, ACCT,
and Southern believe that community colleges are, in effect, microcosms of our
greater society. As such, they should encourage and enhance the fullest understanding of human
rights and responsibilities and should teach the skills that allow their students to effectively
participate in a democratic society. The colleges should be responsible for shaping an environment
that mirrors the general culture and creates opportunities for all within the college community to
SCP-1160, Diversity Philosophy Page 2 of 4
Page 29 of 116
interact with understanding, tolerance, and respect for others. In this way, diversity in education not
only serves as a model for the world at large, but it also helps perpetuate social harmony for the
future.
6.4 The AACC, ACCT,
and Southern strongly endorse the adoption of policies and procedures designed to
counteract and prevent hate crimes.
6.4.1 Hate crimes, are defined herein as crimes that manifest evidence of prejudice based on race, religion,
sexual orientation, gender, or ethnicity, including where appropriate, the crimes of murder, non-
negligent manslaughter, forcible rape, aggravated assault, simple assault, intimidation, arson, and
destruction, damage or vandalism of property. The AACC, ACCT,
and Southern, furthermore,
endorse the systematic reporting of hate crimes by institutions, in order to encourage the
implementation of effective intervention measures that will serve to address these challenges on
college campuses. Community awareness and education strategies are additional byproducts of all
these efforts.
6.5 Many colleges and universities share a common belief, born of experience, that diversity in their student
bodies, faculties, and staff is important for them to fulfill their primary mission: providing a quality education.
The reasons include:
6.5.1 Diversity in the institution’s student body and workforce enriches the educational experience. We
learn from those whose experiences, beliefs, and perspectives are different from our own, and these
lessons can be taught best in a richly diverse intellectual and social environment.
6.5.2 Diversity in the institution’s student body and workforce promotes personal growth and a healthy
society. Diversity challenges stereotyped preconceptions; it encourages critical thinking; and it helps
students and employees learn to communicate effectively with people of varied backgrounds.
6.5.3 Diversity in the student body and workforce strengthens communities and the workplace. Education
within a diverse setting prepares students to become good citizens in an increasingly complex,
pluralistic society; it fosters mutual respect and teamwork; and it helps build communities whose
members are judged by the quality of their character and their contributions.
6.5.4 Diversity in the student body and workforce enhances America’s economic competitiveness.
Sustaining the Nation’s prosperity in the 21
st
century will require us to make effective use of the
talents and abilities of all our citizens, in work settings that bring together individuals from diverse
backgrounds and cultures.
6.6 Achieving diversity on college campuses does not require quotas. Nor does diversity warrant admission of
unqualified applicants. However, the diversity we seek, and the future of the nation, does require that
colleges and universities continue to be able to reach out and make a conscious effort to build healthy and
diverse learning environments appropriate for their missions. The success of higher education and the
strength of our democracy depend on it.
SECTION 7. RESPONSIBILITIES
7.1 All employees, supervisors, committees, councils, and boards making recommendations or decisions for the
institution are responsible for supporting and promoting this diversity philosophy.
SECTION 8. CANCELLATION
SCP-1160, Diversity Philosophy Page 3 of 4
Page 30 of 116
8.1 None.
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 the
President or the President’s designee. Upon such review, the President or President’s designee may
recommend to the Board that the policy be amended or repealed.
SECTION 10. SIGNATURES
Board of Governors Chair Date
President Date
Attachments: None.
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes: September 2000 - Reformatted policy to the MAP system.
August 2010 - Revised to reflect current AACC Position Statement on Inclusion.
July 2015 - Policy reviewed for accuracy and no modifications are needed.
July 2020 - Revised to include the AACC and ACCT Joint Statement of Commitment to
Equity, Diversity, and Excellence in Student Success and Leadership Development.
SCP-1160, Diversity Philosophy Page 4 of 4
Page 31 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM: Request for Approval of Revisions to SCP-1375,
Reports of Accidents/Incidents, and attachments
1375.A, 1375.B, and 1375.C
RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia
Community and Technical College Board of
Governors grant approval for the distribution of SCP-
1375, Reports of Accidents/Incidents and
attachments 1375.A, 1375.B, and 1375.C to
Southern’s constituents and the Chancellor for
Community and Technical College Education for the
required 30-day comment period.
STAFF MEMBER: Joe Linville
BACKGROUND:
SCP-1375, Reports of Accidents/Incidents, establishes a system for reporting all
accidents/incidents occurring on any campus or off-campus location of Southern West Virginia
Community and Technical College.
Minor policy revisions were made to include the addition of the Clery/Safety Report Form which
replaced the existing attachment (1375.A, Accident/Incident Report Form). The Accident/Incident
Report Form and Monthly Report of Accidents/Incidents were revised and renumbered
consecutively. The policy and its attachments were reviewed and approved by the Executive
Council on June 4, and by the President’s Cabinet on June 9, 2020.
Based on the deliberations and recommendations of these groups, the staff requests for the Board
of Governors to grant approval for the distribution of SCP-1375, Reports of Accidents/Incidents and
attachments 1375.A, 1375.B, and 1375.C to Southern’s constituents and the Chancellor for
Community and Technical College Education for the required 30-day comment period.
Page 32 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-1375
SUBJECT: Reports of Accidents/Incidents
REFERENCE: Clery Act (20 USC § 1092(f))
ORIGINATION: January 28, 1991
EFFECTIVE: March 16, 2016
REVIEWED: November 4, 2015
June 4, 2020
SECTION 1. PURPOSE
1.1 To establish a system for reporting all accidents /incidents occurring on any college campus or off-campus
location of Southern West Virginia Community and Technical College.
SECTION 2. SCOPE AND APPLICABILITY
2.1 This policy applies to all operational units of Southern West Virginia Community and Technical College.
SECTION 3. DEFINITIONS
3.1 An Accident is defined as any unforeseen, unplanned event, or circumstance resulting in personal injury and
/or property damage.
3.2 An Incident is defined as any direct or indirect action taken by an individual or group that results in a
violation of a law or college policy.
SECTION 4. POLICY
4.1 Security and safety at Southern West Virginia Community and Technical College are everyone’s
responsibility. Security and safety measures will be monitored to ensure that all employees and visitors are
in a safe environment. College management will update/upgrade processes as required to ensure maximum
protection within available resources.
SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 The Administration of Southern West Virginia Community and Technical College is aware of the need for,
and continually strives to provide, a safe and secure environment for its employees, students, and property.
This requires the cooperation of all employees in accurately reporting all accidents/incidents. The timeliness
of reporting this information is essential to meaningful investigations and maximum recovery of lost or stolen
property.
5.2 To better assess the status of security and assignment of personnel to achieve maximum security on each
location, a report of all accidents /incidents will be made monthly by the Director of Campus Operations with
the original report going to the Vice President for Finance and Administration
Director of Facilities and
Campus Operations.
SCP-1375, Reports of Accidents/Incidents Page 1 of 3
Page 33 of 116
SECTION 6. GENERAL PROVISIONS
6.1 None.
SECTION 7. RESPONSIBILITIES
7.1 Any employee or operating unit of the College involved in or witnessing an accident/incident at any Southern
location will immediately contact and provide all pertinent information to the Director of Campus Operations
and/or Vice President for Finance and Administration
Director of Facilities and Campus Operations.
7.2 The Director of Campus Operations or the appropriate employee will investigate and make required reports
on the reported accident/incident.
7.3 The Director of Campus Operations will prepare and submit daily to the Vice President for Finance and
Administration Director of Facilities and Campus Operations, and/or the Title IX Coordinator, and/or the
Clery Coordinator, and/or Human Resources Administrator, as appropriate, Clery/Safety report (Form 1375.
A) or a report of any accidents/incidents (Form 1375.A B) as appropriate. For any major accidents/incidents,
the Director of Campus Operations will notify the President.
7.4 By the 15
th
of each month, the Director of Campus Operations will prepare and submit to the Vice President
for Finance and Administration Director of Facilities and Campus Operations, a Monthly Report of
Accidents/Incidents (Form SCP-1375.B
C), covering all accidents/incidents occurring on campus during the
prior month.
7.5 The Vice President for Finance and Administration
Director of Facilities and Campus Operations will utilize
the Monthly Reports of Accidents/Incidents to:
7.5.1 Advise the President.
7.5.2 Make recommendations for assignment to high risk areas.
7.5.3 Develop and implement security techniques to avoid potential problems.
7.5.4 Prepare security statistics for Southern West Virginia Community and Technical College for the U.S.
Department of Education.
SECTION 8. CANCELLATION
8.1 None.
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 the
President or the President’s designee. Upon such review, the President or President’s designee may
recommend to the Board that the policy be amended or repealed.
SECTION 10. SIGNATURES
Board of Governors Chair Date
SCP-1375, Reports of Accidents/Incidents Page 2 of 3
Page 34 of 116
President Date
Attachments: SCP-1375.A, Accident/Incident Report Form
Clery/Safety Report Form
SCP-1375.B, Monthly Report of Accidents/Incidents Accident/Incident Report Form
SCP-1375.C, Monthly Report of Accidents/Incidents
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes: November 2008 - Revisions reflect changes in procedure requirements. Revisions provide clarity
and reflect changes in management responsibilities. This policy was reformatted using the latest
policy template.
November 2015 - Revisions reflect changes in titles and management responsibilities. Form
1375.A, Accident/Incident Report Form, was revised to comply with Clery Act requirements.
June 2020 - Revisions were made to the forms and the forms were renumbered.
The Clery Report
form was added as attachment SCP-1375 A. This addition changed the Accident/Incident Report
Form to SCP-1375.B and moved the Monthly Report of Accidents/Incidents to SCP-1375.C.
July 2020 - Revisions were made to reflect changes in titles and management responsibilities
due to reorganization.
SCP-1375, Reports of Accidents/Incidents Page 3 of 3
Page 35 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-1375.A
Accident/Incident Report Form
Date of Accident/Incident/Complaint
Date: ________________ Day of Week: _____________ Time: ___________ AM or PM
Location of Accident/Incident/Complaint
Campus: ______________ Building: ________________ Room: _________ Other: _______
Event Type:
Criminal Offenses:
__ Murder __ Non-negligent Manslaughter __ Robbery
__ Aggravated Assault __ Burglary __ Motor Vehicle Theft
__ Arson
Sex Offenses: Forcible Non-forcible
__ Forcible Sodomy __ Incest
__ Sexual Assault With an Object __ Statutory Rape
__ Forcible Fondling
Other: ____________________________________________________________________________________
Narrative (attach additional sheets if necessary)
Victim/Compliant Information
Name: _______________________________________ College ID Number: _______________________
Home Address: ________________________________________________________________________
Phone Number: _______________________________ Email: _________________________________
Date of Birth: ___________________ __Student __Visitor __Faculty __Staff __Other: _____________
Respondent/Person in Potential Violation
Name: ___________________________________________ College ID Number: _______________________
Home Address: ______________________________________________________________________________
Phone Number: _________________________ Email: ______________________________________
Date of Birth: _________________________ ___ Student ___ Visitor ___ Faculty ___Staff ___ Other
Additional Information
Emergency Personnel Called? __Yes __No If yes, who? ________________________________________
Treated by Physician? __Yes __No If yes, name of Physician: ____________________________________
Police Report #: ___________________________ Arrest Made: __Yes __No
Date of Report ____________________________ Print Name: _____________________________
Signature: ________________________________ Title: __________________________________
Page 1 of 1
SCP-1375.A, Accident/Incident Report Form (Revised 11/2015)
Page 36 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-1375.A
Accident/Incident
Clery/Safety Report Form
Date of Accident/Incident/Complaint
Date: ________________ Day of Week: _____________ Time: ___________ AM or PM
Location of Accident/Incident/Complaint
Campus: ______________ Building: ________________ Room: _________ Other: _______
Event Type:
Criminal Offenses:
__ Murder __ Non-negligent Manslaughter __ Robbery
__ Aggravated Assault __ Burglary __ Motor Vehicle Theft
__ Arson
Sex Offenses: Forcible
Non-forcible
__ Forcible Sodomy __ Incest
__ Sexual Assault With an Object __ Statutory Rape
__ Forcible Fondling
Other: ____________________________________________________________________________________
Narrative (attach additional sheets if necessary)
Victim/Compliant Information
Name: _______________________________________ College ID Number: _______________________
Home Address: ________________________________________________________________________
Phone Number: _______________________________ Email: _________________________________
Date of Birth: ___________________ __Student __Visitor __Faculty __Staff __Other: _____________
Respondent/Person in Potential Violation
Name: ___________________________________________ College ID Number: _______________________
Home Address: ______________________________________________________________________________
Phone Number: _________________________ Email: ______________________________________
Date of Birth: _________________________ ___ Student ___ Visitor ___ Faculty ___Staff ___ Other
Additional Information
Emergency Personnel Called? __Yes __No If yes, who? ________________________________________
Transported to Medical Facility? __Yes __No If yes, By Whom: ____________________________________
Did they refuse treatment? ____Yes ____No
Police Report #: ___________________________ Arrest Made: __Yes __No
Date of Report ____________________________ Print Name: _____________________________
Signature: ________________________________ Title: __________________________________
Page 1 of 1
SCP-1375.A, Accident/Incident Clery/Safety Report Form (Revised 11/2015 062020)
Page 37 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-1375.A
B
Accident/Incident Report Form
Date of Accident/Incident/Complaint
Date: ________________ Day of Week: _____________ Time: ___________ AM or PM
Location of Accident/Incident/Complaint
Campus: ______________ Building: ________________ Room: _________ Other: _______
Interior / Exterior Hallway/Sidewalk/Parking Lot
Event Type: ____ Accident ____ Incident ____ Health Issue ____ Other
Other: (explain) ______________________________________________________________________
Narrative: ______________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
(attach additional sheets if necessary)
Victim/Complaint
Name: _______________________________________ College ID Number: _______________________
Home Address: ________________________________________________________________________
Phone Number: _______________________________ Email: _________________________________
Date of Birth: ___________________ __Student __Visitor __Faculty __Staff __Other: _____________
Respondent/Defendant
Name: ___________________________________________ College ID Number: _______________________
Home Address: ______________________________________________________________________________
Phone Number: _________________________ Email: ______________________________________
Date of Birth: _________________________ ___ Student ___ Visitor ___ Faculty ___Staff ___ Other
Additional Information
Emergency Personnel Called? __Yes __No If yes, who? ________________________________________
Transported to Medical Facility? __Yes __No If yes, by whom?: ___________________________
Did they refuse treatment? __Yes __No
Report completed by:
Signature: ____________________________ Print Name: _____________________________
Date of Report: ________________________________ Title: __________________________________
Note: Employees injured on job contact Encova within 24 hours at (304) 941-1000
Page 1 of 1
SCP-1375.A B, Accident/Incident Report Form (Revised 06/2020)
Page 38 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-1375.B
C
Monthly Report of Accidents/Incidents
Campus: ___________________ Report for Month Ending: ____________________ Submitted: ___________________ Date: ________________
Event Type Number between
7AM - 3 PM
Number between
3 PM - 11 PM
Number between
11 PM - 7 AM
Total
Incidents
Accidents (Requires Form RMI-2)
Murder
Aggravated Assault
Sexual Offense (G Forcible G Non-Forcible)
Robbery
Negligent Manslaughter
Burglary
Motor Vehicle Theft
Hate Crime
Drug Law (GArrest G Referral)
Liquor Law (GArrest G Referral)
Weapons Possession (GArrest G Referral)
Injury
Incident
Other:___________________
Grand Total
Estimated value of Destroyed Property Area with HIGHEST Incident Rate
Personal Property $______________ _______________________________
State Property $______________ _______________________________
Total $_______________
Original:
Vice President for Finance and Administration Director of Facilities and Campus Operations
SCP-1375.B C, Monthly Report of Accidents/Incidents (Revised 11/2015 06/2020) Page 1 of 1
Page 39 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM: SCP-1400, Guest Speakers, Lecturers, Performers, and
Organized Groups, and its form SCP-1400.A
RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Community
and Technical College Board of Governors grant approval for
the distribution of SCP-1400, Guest Speakers, Lecturers,
Performers, and Organized Groups, and its form SCP-
1400.A, to Southern’s constituents and the Chancellor for
Community and Technical College Education for the required
30-day public comment period.
STAFF MEMBER: Pamela L. Alderman
BACKGROUND:
SCP-1400, Guest Speakers, Lecturers, Performers, and Organized Groups, applies to the College’s
classrooms, meeting rooms, lunch areas, and student common’s areas which are non-public
forums.
This policy was reviewed for accuracy as scheduled on the Southern College Policy Review
Schedule established by the Board of Governors. Revisions to SCP-1400, Guest Speakers,
Lecturers, Performers and Organized Groups, reflect changes in the procedural and approval
process, the notification and documentation requirements, inclusion of the definition of academic
freedom, inclusion of the Community and Technical College System's Legislative Rule, Series 9,
regarding academic freedom, and the Academic Association of University Professors 1940
Statement of Principles on Academic Freedom and Tenure in the policy’s reference section.
The policy was reviewed and approved by Executive Council at its August 4, 2020 meeting, and
by the President’s Cabinet at its August 12, 2020 meeting.
Based upon the deliberations of the aforementioned bodies, the staff recommends that the Board
of Governors advance SCP-1400, Guest Speakers, Lecturers, Performers and Organized Groups
and its form (SCP-1400.A), as presented to Southern’s constituents and the Chancellor for
Community and Technical College Education for the required 30-day public comment period.
Page 40 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-1400
SUBJECT: Guest Speakers, Lecturers, Performers, and Organized Groups
REFERENCE: SCP-1215, Use of Institutional Facilities, SCP-1215.A, College Facility Use Agreement; SCP-
1500, Philosophy, Vision, and Mission of Southern West Virginia Community and Technical
College; Title 135, Procedural Rule, WV Council for Community and Technical College
Education, Series 9, Academic Freedom, Professional Responsibility, Promotion and Tenure;
Academic Association of University Professors 1940 Statement of Principles on Academic
Freedom and Tenure
ORIGINATION: May 28, 2014
EFFECTIVE: July 24, 2015
REVIEWED: July 21, 2020
SECTION 1. PURPOSE
1.1 The mission of Southern West Virginia Community and Technical College (“the College”) is to provide
accessible, affordable, quality education and training while promoting lifelong learning
that promote success
for those we serve. To support the mission, facilities of the College should be used, first and foremost, for
educational activities. The purpose of this policy is to ensure that the classrooms and meeting rooms of the
College are used in a manner that supports the College’s mission. To that end, officially recognized students,
student organizations, faculty, and classified staff must follow the protocols contained in this policy before
inviting guest speakers, lecturers, performers, or organized groups to present or perform in the College’s
classrooms, meeting rooms, and lunch areas.
1.2
The College supports the academic freedom of faculty to engage in intellectual debate and expression of
views without fear of censorship, retaliation, or sanctions both on and off campus. Academic freedom
provides a faculty member the right to freely express their pedagogical philosophy and intellectual
commitments. It is the intent of this policy to preserve the intellectual integrity of higher education.
Administration, faculty, and staff must at all times encourage and promote intellectual and personal
development of the students as this is the rights of citizenship. The College is encouraged to foster intelligent
and rational discussion regardless of the topic.
1.3 The education of students at the College encourages study, the pursuit of knowledge, and discussion of all
points of view on various topics. To that end, students and student organizations have the right to freely and
openly express opinions publicly and privately. Students have the right to support causes by orderly means
which do not disrupt the regular and essential operations of the College.
SECTION 2. SCOPE AND APPLICABILITY
2.1 This policy applies to the College’s classrooms, meeting rooms, and
lunch areas, and student common’s areas
which are non-public forums. As non-public forums, the College shall limit the use of those rooms/areas to
presentations and performances by Guest Speakers, Lecturers, Performers, and Organized Groups
(collectively, “Guest Speakers”) who support the College’s educational mission.
SCP-1400, Guest Speakers, Lecturers, Performers, and Organized Groups Page 1 of 6
Page 41 of 116
2.2 This policy does not apply to traditional public forums at the College, such as outdoor lawns on College
property and College sidewalks adjoining public property. This policy also does not apply to the College’s
designated public forums, such as the auditoriums and indoor common areas. The College does, however,
reserve the right to ensure the orderly use of public forum areas by applying reasonable time and manner
restrictions in the future.
2.3 It is the emphatic intent of this policy that all persons authorized to approve or deny an otherwise appropriate
request for a Guest Speaker shall observe strict neutrality as to the opinion or opinions that the Guest Speaker
may express on the topic of the speech, lecture, presentation or performance. In other words, all approvals
and denials of Guest Speaker requests shall be viewpoint-neutral, neither favoring nor disfavoring a particular
point of view.
SECTION 3. DEFINITIONS
3.1 Academic Freedom – The College supports the Academic Association of University Professors 1940
Statement of Principles on Academic Freedom and Tenure, ?institutions of higher education are conducted
for the common good and not to further the interest of either the individual teacher or the institution as a
whole. The common good depends upon the free search for truth and its free exposition.”
3.2 Guest Speakers, Lecturers, Performers, and Organized Groups (collectively, “Guest Speakers”) A person or
group neither attending Southern, nor otherwise employed by the College, who is invited by an officially
recognized student,
student organization, a faculty member, or a staff member, to present or perform in a
College classroom, meeting room, or
lunch area, or student commons area.
3.3 Indoor Common Areas – Indoor common areas include hallways, restrooms, and other indoor areas accessible
to students in general.
SECTION 4. POLICY
4.1 Only an officially recognized student,
student organization, a faculty member, or a staff member may invite
a Guest Speaker to perform or present in a College classroom, meeting room, or lunch area. Prior to inviting
a Guest Speaker to present or perform in a College classroom, meeting room, or
lunch area, or student
commons area an officially recognized student, student organization, a faculty member, or a staff member
must submit a Request to Invite a Guest Speaker, Lecturer, Performer, or Organized Group (SCP-1400.A)
to her/his immediate supervisor or appropriate organization advisor.
4.2 An officially recognized student,
student organization, a faculty member, or a staff member hosting a Guest
Speaker in a College classroom, meeting room, or
lunch area, or student commons area may not open the
Guest Speaker’s presentation or performance to individuals unaffiliated with the College without obtaining
prior approval from the President of the College or the President’s authorized designee
immediate supervisor
or organization advisor.
4.3 Students, student organizations, faculty, and staff have a right to invite individuals to campus. Policies
required by the College before a Guest Speaker is invited to appear on campus have been designed only to
ensure that there is orderly scheduling of facilities and adequate preparation for the event. A request to invite
a Guest Speaker to present or perform in a College classroom, meeting room, or
lunch area, or student
commons area shall be made in writing to the immediate supervisor or appropriate organization advisor at
least seven (7) days (excluding holidays and weekends) prior to the date of the proposed presentation or
performance. Exceptions to the minimum notice requirements may be authorized by the immediate
supervisor or appropriate organization advisor in appropriate cases.
SCP-1400, Guest Speakers, Lecturers, Performers, and Organized Groups Page 2 of 6
Page 42 of 116
4.4 Any request to invite a Guest Speaker to present or perform in a College classroom, meeting room, or lunch
area, or student commons area
shall contain the following (as in Section 3 of SCP-1400.A):
4.4.1 the name of the sponsoring individual or organization,
4.4.2 the proposed date, time and location of the meeting, lecture, or performance,
4.4.3 the expected size of the audience,
4.4.4 the name and address of the proposed Guest Speaker, and
4.4.5 the topic.
4.5 Any external guest speaker, lecturer, performer, or organized group request is subject to the availability of
the requested space for the meeting time and date requested. In the event that space is unavailable for the
requested time and date of the meeting, or otherwise inappropriate for the request, or the request would
impose substantial interference with normal activities of the institution, alternative space which is available
may be offered by the institution, or the sponsoring organization is free to request a more suitable date and
location. The individual or group inviting the external guest speaker, lecturer, performer, or organized group
is responsible for confirming the availability of space with the appropriate Director of Campus Operations.
The College will not withhold use of institutional facilities as a means of censorship.
4.6 A request to invite a Guest Speaker to present or perform to whom payment would have to be from the
College funds is subject to the availability of funds. In order to receive payment for services, the Guest
Speaker must be a registered vendor with the State of West Virginia. An electronic vendor application is
available at https://www.wvoasis.gov/.
4.7 A request for a Guest Speaker may be denied if the President of the College, or the President’s authorized
designee, immediate supervisor, unit supervisor, or organization advisor determines that the proposed
presentation or performance will:
4.7.1 Damage or destroy College property; or
4.7.2 Disrupt, impair, or interfere with the College’s regularly scheduled classes; or
4.7.3 Physically harm, coerce, intimidate, or invade the lawful rights of students and College personnel;
or
4.7.4 Incite violence; or
4.7.5 Constitute criminal activity.
4.7.6 Additionally, the President or the President’s authorized designee
supervisor or organization advisor,
may deny a request to invite a Guest Speaker if the President or the President’s authorized designee
it is reasonably determinesd the presentation or performance presents a clear and imminent threat to
the College’s orderly operations or is obscene (i.e., that which appeals to the obscene interest in sex;
is patently offensive; and lacks serious literary, artistic, political, or scientific value).
4.8 The individual or group inviting a Guest Speaker shall provide the Guest Speaker with a copy of this policy.
By acceptance of the invitation, a Guest Speaker shall assume full responsibility for any violation of the law
or College policies while on the College’s campuses. (Formerly 4.9) Any meeting, assembly, or activity to
which a Guest Speaker may be invited is subject to all requirements, conditions, and approvals set forth in
SCP-1400, Guest Speakers, Lecturers, Performers, and Organized Groups Page 3 of 6
Page 43 of 116
any policy or regulation of the Board of Governors and/or the institution concerning the use of campus
property and facilities.
4.9 The views expressed by a Guest Speaker are his or her own and do not necessarily represent the views of the
Southern West Virginia Community and Technical College. Guest Speakers shall be held solely responsible
for the views they express. The presence of a Guest Speaker on campus does not imply approval or
endorsement by the College of the views expressed by the Guest Speaker, or by anyone else present at the
event.
4.10 The individual or group inviting a Guest Speaker shall notify the Public Relations Specialist when
appropriate.
SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 None.
SECTION 6. GENERAL PROVISIONS
6.1 None.
SECTION 7. RESPONSIBILITIES
7.1 Individual or Group Making a Request:
7.1.1 Must complete SCP-1400.A, Request to Invite a Guest Speaker, Lecturer, Performer, or Organized
Group and provide other required documentation as needed.
7.1.2 Individual or Group must submit one copy of SCP-1400.A and required documentation to the
immediate supervisor and/or appropriate Vice President
or organization advisor.
7.1.3 Individual faculty and classified
staff submits requests directly to the immediate supervisor.
7.1.4 Faculty Senate Chair submits requests directly to the Vice President for Academic Affairs and
Students Services.
7.1.5 Classified Staff Council Chair submits requests directly to the Vice President for Finance and
Administration.
7.1.6 Student Government Association Presidents submit requests directly to the appropriate campus
Student Government Association Advisor.
7.1.7 Request a conference at any step to discuss recommendations, if desired.
7.1.8 A recommendation for denial at any step does not preclude an individual’s or group’s opportunity
to be approved at the remaining phases.
7.2 The Immediate Supervisor or Student Government Association Advisor Will:
7.2.1 Accept and review requests and appropriate documentation to determine that the required materials
are included.
7.2.2 Approve or deny the request and notify in writing the individual or group making a request within
SCP-1400, Guest Speakers, Lecturers, Performers, and Organized Groups Page 4 of 6
Page 44 of 116
two (2) working days of the decision.
7.2.3 Forward requests and appropriate documentation to the appropriate Vice President
unit supervisor
or organizational advisor for review and/or approval or denial.
7.2.4 If the immediate supervisor is the Vice President for Development or the Vice President for
Workforce and Community Development, he/she submits requests to the Vice President for Finance
and Administration for review and/or approval or denial. Cabinet-level positions will submit requests
directly to the President or President’s authorized designee for review and/or approval or denial.
7.3 The Appropriate Vice President Unit Supervisor or Organization Advisor Will:
7.3.1 Accept and review requests and appropriate documentation to determine that the required materials
are included.
7.3.2 Approve or deny the request and notify in writing the individual or group making a request within
two (2) working days of the final decision.
7.3.3 Forward a copy of requests and appropriate documentation to the President’s Office for maintaining
a file with the names of individuals or groups that have been approved or denied as a Guest Speaker.
7.4 The Appeal Process:
7.4.1 In the event of a recommendation of denial, the individual or group making the request may appeal
the final decision to the President.
7.4.2 The President shall review the request, documentation, and reason(s) for denial and render a written
decision for approval or denial within two (2) working days of receiving the request for appeal.
7.5 The President of Southern West Virginia Community and Technical College or the President’s authorized
designee is responsible for the implementation of this policy.
SECTION 8. CANCELLATION
8.1 None.
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 the
President or the President’s designee. Upon such review, the President or President’s designee may
recommend to the Board that the policy be amended or repealed.
SECTION 10. SIGNATURES
Board of Governors Chair Date
SCP-1400, Guest Speakers, Lecturers, Performers, and Organized Groups Page 5 of 6
Page 45 of 116
President Date
Attachments: SCP-1400.A, Request to Invite a Guest Speaker, Lecturer, Performer, or Organized Group
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes: May 28, 2014
– Originated
June 17, 2014 – Initial Release
July 21, 2020 – Revisions reflect changes in the procedural and approval process, changes in
the notification and documentation requirements, inclusion of the definition of academic
freedom, inclusion of the West Virginia Council for Community and Technical College
Education, Legislative Rule, Series 9, regarding academic freedom, and the Academic
Association of University Professors 1940 Statement of Principles on Academic Freedom and
Tenure in the policy’s reference section.
SCP-1400, Guest Speakers, Lecturers, Performers, and Organized Groups Page 6 of 6
Page 46 of 116
OFFICE USE ONLY
Copy to:
Q Individual or Organization’s Representative
Q Appropriate Director of Campus Operations
Q President’s Office
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-1400.A
Request to Invite a Guest Speaker, Lecturer, Performer, or Organized Group
Potential Guest Speakers (as defined in SCP-1400) are not to be contacted until official approval has been received. Any Guest
Speaker request must be made to
the immediate supervisor or appropriate organization advisor seven (7) days prior to the
date of the proposed speaking engagement, performance, or lecture. Exceptions to the minimum notice requirements may be
authorized by the immediate supervisor or appropriate organization advisor in appropriate cases. Upon completion of this form,
please submit it to the appropriate supervisor or organization advisor.
Section 1. General Information (To be completed by the individual/group making the request.)
Name of Sponsoring Individual or Organization, if any:
Name of Person Completing this Form:
Your Contact Information (Phone Number and E-mail):
Section 2. Guest Speaker Information
Full Name of Guest Speaker:
Mailing Address:
Telephone Number:
E-mail Address:
Guest Speaker’s Corporate Affiliation, if any:
Section 3. Event Information
Proposed Date(s) of Event/Class/Meeting:
Proposed Time(s) of Event/Class/Meeting:
Proposed Location of Event/Class/Meeting:
Expected Attendance for Event/Class/Meeting:
Title/Topic/Performance being Presented:
Section 4. Signature and Date
Individual or Organization’s Representative Signature: Date:
Section 5. Signature of Immediate
Supervisor or Organization Advisor, Appropriate Vice President Unit Supervisor, and
Date
G Approved G Denied Immediate Supervisor or Organization Advisor’s Signature:
If denied, state the reason for denial (use additional sheet if necessary):
Date:
G Approved G Denied Vice President’s Unit Supervisor’s Signature:
If denied, state the reason for denial (use additional sheet if necessary):
Date:
SCP-1400.A, Request to Invite a Guest Speaker, Lecturer, Performer, or Organized Group Page 1 of 1
Page 47 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM: Request for Approval of Revisions to SCP-4233, The
Dean’s List of Students; Graduation with Honors Status
RECOMMENDED RESOLUTION: That the Southern West Virginia Community and Technical
College Board of Governors grant approval for the
distribution of SCP-4233, The Dean’s List of Students;
Graduation with Honors Status, to Southern’s constituents
and the Chancellor for Community and Technical College
Education for a 30-day comment period.
STAFF MEMBER: Charles Lopez
BACKGROUND:
The purpose of this policy is to establish and communicate grade point average criteria for
recognition of student achievement and placement on the Dean’s List and/or graduation with
honors.
This policy was reviewed for accuracy as scheduled on the Southern College Policy Review
Schedule established by the Board of Governors. Revisions provide clarity and a change to the
title of academic leadership. The policy was reviewed and approved by Executive Council at its
June 4, 2020 meeting, and by the President’s Cabinet on June 9, 2020.
Based on the deliberations and recommendations of the aforementioned groups, the staff
requests that SCP-4233, The Dean’s List of Students; Graduation with Honors Status, be
approved for advancement to Southern’s constituents and the Chancellor for Community and
Technical College Education for the required 30-day public comment period.
Page 48 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-4233
SUBJECT: The Dean’s List of Students; Graduation with Honors Status
REFERENCE: None
ORIGINATION: July 1, 1985
EFFECTIVE: March 16, 2016
REVIEWED: September 2015
May 12, 2020
SECTION 1. PURPOSE
1.1 The purpose of this policy is to establish and communicate grade point average criteria for recognition of
student achievement and placement on the Dean’s List and/or graduation with honors.
SECTION 2. SCOPE AND APPLICABILITY
2.1 All students registered for academic credit-based
courses.
SECTION 3. DEFINITIONS
3.1 Dean’s List – a formal recognition of student academic achievement at the conclusion of the Fall and Spring
academic term.
3.2 Honors – a formal recognition of student academic achievement at the time of graduation
.
SECTION 4. POLICY
4.1 A student who earns a minimum grade point average of 3.25 while attempting and
completing twelve (12)
or more credit hours during the Fall and
or Spring academic term shall be placed on the Dean’s List for that
academic term and shall be recognized in writing by the Vice President for Academic Affairs and Student
Services Chief Academic Officer.
4.2 Students completing requirements for an associate degree or certificate degree program with a minimum of
3.40 cumulative grade point average, which include transfer credit, are eligible to graduate with honors and
shall be recognized during the commencement ceremony.
4.3 Courses in the less than 100 level series are not used in the calculation of the graduation grade point average.
4.4 Students graduating with honors shall be recognized during the commencement ceremony.
SCP-4233, The Dean’s List of Students; Graduation with Honors Status Page 1 of 2
Page 49 of 116
SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 None.
SECTION 6. GENERAL PROVISIONS
6.1 None.
SECTION 7. RESPONSIBILITIES
7.1 At the conclusion of the Fall and Spring academic term, the Registrar updates the student’s academic standing
which identifies the Dean’s List recipients.
7.2 The Office of the Vice President for Academic Affairs and Student Services
Chief Academic Officer is
responsible for the dissemination of the Dean’s List.
7.3 The Registrar’s office shall prepare a list of eligible honor graduates.
SECTION 8. CANCELLATION
8.1
None.
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 the
President or the President’s designee. Upon such review, the President or President’s designee may
recommend to the Board that the policy be amended or repealed.
SECTION 10. SIGNATURES
Board of Governors Chair Date
President Date
Attachments: None.
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes:
December 2010 - Policy was reformatted to new SCP format. Revisions provide clarity and
changes in responsibilities and procedures.
September 2015 - Revisions reflect the addition of definitions, clarification in the language, as
well as updates regarding the responsibilities and procedures of the policy.
May 2020 - Revisions provide clarity and a change to the title of academic leadership.
SCP-4233, The Dean’s List of Students; Graduation with Honors Status Page 2 of 2
Page 50 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM: Request for Approval of Revisions to SCP-4398, Student
Grades and Grade Point Average Requirements for
Graduation
RECOMMENDED RESOLUTION: That the Southern West Virginia Community and Technical
College Board of Governors grant approval for the
distribution of SCP-4398, Student Grades and Grade Point
Average Requirements for Graduation, to Southern’s
constituents and the Chancellor for Community and
Technical College Education for the required 30-day
comment period.
STAFF MEMBER: Charles Lopez
BACKGROUND:
The purpose of this policy is to establish and communicate grade point average criteria for
recognition of student achievement and placement on the Dean’s List and/or graduation with
honors.
On April 22, 2020, SCP-4398, Student Grades and Grade Point Average Requirements for
Graduation, was reviewed by the Management Council for Academic Affairs and Student
Services as advised by the Southern Policy Review Schedule. Revisions made to the policy
reflect technical changes in accordance with Procedural Rule 135, Series 22 of the West Virginia
Council for Community and Technical College Education. This policy was taken before the
Executive Council for review on May 7, 2020, with a recommendation for approval. At its
meeting on May 12, 2020, the President’s Cabinet concurred with the Executive Council’s
recommendation.
Based on the deliberations and recommendations of the aforementioned groups, the staff
requests that SCP-4398, Student Grades and Grade Point Average Requirements for
Graduation, be approved for advancement to Southern’s constituents and the Chancellor for
Community and Technical College Education for the required 30-day public comment period.
Page 51 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-4398
SUBJECT: Student Grades and Grade Point Average Requirements for Graduation
REFERENCE: Title 135, Procedural Rule, Series 22, West Virginia Council for Community and Technical
College Education, Grade Point Average for Associate
Certificate and Certificate Associate
Degrees
ORIGINATION: November 20, 2002
EFFECTIVE: January 11, 2019
REVIEWED: May 2, 2018
April 29, 2020
SECTION 1. PURPOSE
1.1 The purpose of this policy is to establish and communicate the grading system used by Southern West
Virginia Community and Technical College (College)
, as well as the grade point average (GPA) required for
graduation with an
associate certificate or associate degree or certificate.
SECTION 2. SCOPE AND APPLICABILITY
2.1 This policy is applicable to all students and employees of the college.
SECTION 3. DEFINITIONS
3.1 None.
SECTION 4. POLICY
4.1 All faculty will assign and submit grades in accordance with this policy. All students must meet the minimum
grade point average requirements as stated in section 6.3.5
4 in order to earn a certificate and /or an associate
degree.
SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 Further information pertaining to grades, degrees and graduation is provided in the college catalog. To the
extent that information in the catalog may conflict with this policy, this policy supersedes that information.
SECTION 6. GENERAL PROVISIONS
6.1 The following grades are used by the College:
Letter Grade
Description Quality Points Per Credit Hour
A Superior 4.0
B Good 3.0
C Average 2.0
SCP-4398, Student Grades and Grade Point Average Requirements for Graduation Page 1 of 5
Page 52 of 116
D Below Average 1.0
F Failing 0.0
F*
Failing due to nonattendance 0.0
W Withdrawal Not calculated in GPA
I
Incomplete Grade Not calculated in GPA
CR Credit Not calculated in GPA
NC No Credit Not calculated in GPA
AU Audit Not calculated in GPA
6.1.1 Withdrawal: A student withdrawing from a course by the established deadline for withdrawal will
receive a grade of “W.” After the last day to withdraw, a student will not be permitted to withdraw
from the course and will receive the final grade the student earned.
6.1.2 Incomplete Grade: A student may receive an incomplete “I” grade for a course if that student has
successfully completed the majority of the academic requirements and is unable to complete the
course due to unforeseen or uncontrollable circumstances. The instructor for the course must submit
an Incomplete Grade Form to the appropriate Dean for approval before an “I” grade may be recorded
by the Registrar. The student does not re-register for the course in which the “I” grade was received
but must complete the requirements for the course within the next full academic term or the “I” grade
will automatically be changed to a grade of “F.” The final grade for the course will be assigned by
the instructor and the grade change must be approved by the appropriate Dean and Chief Academic
Officer, then forwarded to the Registrar.
6.1.3 Credit/No Credit Grade: Some courses may be graded on a pass/fail basis. In these instances, a
student may receive a grade of credit (CR) to indicate that the student has met the course
requirements. On the other hand, a student may receive a grade of no credit (NC) to indicate that the
student has not met the course requirements.
6.1.4 Audit Grade: A student interested in enrolling for a course and not receiving a grade may audit the
course. In auditing a course, the student pays the regular tuition and fees for the course, receives
instruction, and participates in classroom activities, but does not receive a grade. The final grade of
“AU” will be recorded on the student’s transcript.
6.2 The grades earned by a student are determined by the instructor of the course and can be changed only upon
the latter’s recommendation with final approval by the Chief Academic Officer, except as follows:
6.2.1 As set forth above, the appropriate Dean must approve a grade of “I” and must approve the final
grade once the work missed is satisfactorily completed.
6.2.2 The Chief Academic Officer may, upon recommendation of the Grievance Committee or Exceptions
Committee, request to change a grade.
6.3 At the close of each semester, the instructor shall evaluate each student enrolled in his or her assigned class.
6.3.1 The Registrar shall provide notice to each faculty member regarding deadlines when final grades
must be submitted. Deadlines must be met to facilitate decisions with regard to registration,
probation, sequence of classes, prerequisites and graduation requirements.
6.3.2 Grades shall be submitted as follows:
6.3.2.1 Full-time and adjunct faculty shall submit grades through entry in the BANNER System
using Faculty Self Service via mySouthern, or as arranged with the Dean.
SCP-4398, Student Grades and Grade Point Average Requirements for Graduation Page 2 of 5
Page 53 of 116
6.3.2.2 Both full-time and adjunct faculty must make available, if requested by the appropriate Dean,
or Chief Academic Officer, documented evidence of class attendance and performance
records. This is necessary and valuable in the event of student grade appeals. All
examinations or other graded assignments not returned to students must be maintained by
the faculty member for one succeeding semester.
6.3.3 In calculating a student’s grade point average, all assigned letter grades “A” through “F” will be used.
The grade point average is calculated on all work for which the student has registered with the
exception of courses with grades of “W,” “I,” “CR,” “NC,” and “AU”,
and courses repeated (see “D”
and “F” Repeat Provisions),
and courses forgiven (see Academic Forgiveness Provision). To
compute the overall grade point average, add all quality points and divide this number by the total
credit hours for courses in which a student earned a letter grade. A
g Grades of “F” and “F*” is are
included in the hours earned with “0" quality points.
6.3.4 Those students who successfully complete the requirements for an associate
certificate or associate
or certificate degree with a cumulative grade point average of 2.00 or better are eligible to graduate.
Some programs require that students earn a minimum grade of a “C” in certain courses taken in order
to graduate.
6.3.5 The grade point average to be computed for graduation purposes (not necessarily each semester) shall
be based upon all work for which the student has registered with the following exceptions:
6.3.5.1 Courses from which the student has withdrawn.
6.3.5.2 Courses in remedial/developmental (transitional studies) education.
6.3.5.3 Courses taken on a credit/no credit basis where credit is earned.
6.3.5.4 Courses taken on an audit basis.
6.3.5.5 Courses which have been repeated under the “D/F Repeat Provision” of this policy.
6.3.5.6 Courses which are covered under the “Academic Forgiveness Provision” of this policy.
6.3.6 “D” and “F” Repeat Provision: If a student earns a grade of “D” or “F” on any course taken no later
than the academic term or summer term during which the student attempts the sixtieth (60th) semester
hour, and if that student repeats this course prior to the receipt of a degree or certificate
, the original
grade shall be disregarded and the grade or grades earned when the course is repeated shall be used
in determining the student’s grade point average. The original grade shall not be deleted from the
student’s permanent record.
6.3.7 Discretionary Academic Forgiveness Provision: This provision is designed to assist students who
previously left college with low grades and may be implemented, provided certain conditions are
satisfied, where the “D” and “F” repeat provision is not applicable. The conditions for academic
forgiveness are as follows:
6.3.7.1 The student seeking academic forgiveness must not have been enrolled during any semester
or term at any higher education institution for a period of four consecutive years prior to the
request for academic forgiveness. Only “D” and “F”
grades received prior to the four-year,
SCP-4398, Student Grades and Grade Point Average Requirements for Graduation Page 3 of 5
Page 54 of 116
non-enrollment period may be disregarded for grade point average calculation.
6.3.7.2 This policy pertains only to the grade point average required for graduation and does not
pertain to the grade point average calculated for special academic recognition, graduation
with honors, admission requirements for particular programs,
or any other academic related
standards ,or requirements for professional certifications
.
6.3.7.3 To implement this policy, the student must submit a written request to the Chief Academic
Officer. The request must identify the non-enrollment period and the specific courses and
grades the student wishes to be exempted from grade point average calculation. The Chief
Academic Officer may accept, modify or reject the student’s request. Grades disregarded
for grade point average computation will remain on the student’s transcript.
6.3.7.4 In instances where a student requests and gains academic forgiveness from another higher
education institution and then transfers to Southern, Southern is not bound by the prior
institution’s decision to disregard grades for grade point average calculation and vice versa
.
6.3.8 The academic forgiveness policy for the Board of Governors Associate in Applied Science Adult
Completion Program differs from that specified above. Per the West Virginia Council for
Community and Technical College Education Administrative Guidelines for this program, all F’s
earned in College courses earned four or more years before admissions to program are disregarded
from the computation of the graduation grade point average. The “F” grades will not be deleted from
the transcript. The “D”and “F” Repeat Provision shall also apply if applicable.
SECTION 7. RESPONSIBILITIES AND PROCEDURES
7.1 The Chief Academic Officer shall cause the terms of this policy to be observed.
SECTION 8. CANCELLATION
8.1 SCP-4397, Student Grades and Related Concerns, September 1, 2000; SCP-4520, Submitting Student Grades
by the Faculty to the College’s Student Records Office and Authority for Changing Student Grades,
September 1, 2000; and SCP-4520.A, Final Grade Report Form, September 1, 2000.
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 the
President or the President’s designee. Upon such review, the President or President’s designee may
recommend to the Board that the policy be amended or repealed.
SECTION 10. SIGNATURES
Board of Governors Chair Date
President Date
SCP-4398, Student Grades and Grade Point Average Requirements for Graduation Page 4 of 5
Page 55 of 116
Attachments: None.
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes: October 2014 - Revisions reflect no substantial changes in procedure or documentation
requirements. Revisions provide clarity.
May 2018 - Revisions reflect technical changes, additions of definitions and clarity, as well as
title changes.
April 2019 - Revisions reflect technical changes in accordance with Procedural Rule 135, Series
22.
SCP-4398, Student Grades and Grade Point Average Requirements for Graduation Page 5 of 5
Page 56 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM: Request for Approval of Release of SCP-4800, Service
Animals on Campus
RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Community
and Technical College Board of Governors grant approval for
the distribution SCP-4800, Service Animals on Campus, to
Southern’s constituents and the Chancellor for Community
and Technical College Education for the required 30-day
public comment period.
STAFF MEMBER: Charles Lopez
BACKGROUND:
SCP-4800, Service Animals on Campus, is a new policy which was developed to comply with the
Americans with Disabilities Act. The purpose of this policy is to define what a service animal is and
to establish guidelines and procedures for students, faculty, staff and visitors, to have a service
animal on campus or in any of its rented spaces or facilities.
The policy originated in December 2019. It was reviewed and approved by the Management
Council for Academic Affairs and Student Services (MCAS) on March 25, 2020, by Executive
Council on May 7, 2020, and by the President’s Cabinet on May 12, 2020. The proposed policy has
been reviewed by the General Counsel for the West Virginia Higher Education Policy Commission.
Based upon the deliberations of the aforementioned bodies, the staff recommends that the Board
of Governors advance SCP-4800, Service Animals on Campus, as presented to Southern’s
constituents and the Chancellor for Community and Technical College Education for the required
30-day public comment period.
Page 57 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-4800
SUBJECT: Service Animals on Campus
REFERENCE: Americans with Disabilities Act (ADA); 504 of the Federal Rehabilitation Act; West Virginia's
White Cane Law, W. Va. Code § 5-15-1, et seq.; SIP 4200, Accessibility and Accommodations
for Persons with Disabilities
ORIGINATION: December 2019
EFFECTIVE:
REVIEWED: New
SECTION 1. PURPOSE
1.1 The purpose of this policy is to define what a service animal is and to establish guidelines and procedures for
students, faculty, staff and visitors, to have a service animal on campus or in any of its rented spaces or
facilities.
1.2 Southern complies with the Americans with Disabilities Act amendments in allowing the use of service
animals for students, staff, and visitors. The College is committed to allowing service animals as necessary
to provide individuals with disabilities an equal opportunity to access the programs, services, and physical
facilities of the College.
SECTION 2. SCOPE AND APPLICABILITY
2.1 Southern complies with the Americans with Disabilities Act amendments in allowing the use of service
animals for students, staff, and visitors. The College is committed to allowing service animals as necessary
to provide individuals with disabilities an equal opportunity to access the programs, services, and physical
facilities of the College.
SECTION 3. DEFINITIONS
3.1 Service Animal - Any dog, or miniature horse, that is individually trained to do work or perform tasks for the
benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other
mental disability including, but not limited to, guiding, alerting, pulling a wheelchair, fetching and/or opening
doors. Other species of animals, whether wild or domestic, trained or untrained, are not service animals for
the purposes of this definition. The work or tasks performed by a service animal must be directly related to
the handler's disability. The crime deterrent effects of an animal's presence and the provision of emotional
support, well-being, comfort or companionship do not constitute work or tasks for the purposes of this
definition.
3.2 Emotional Support Animal - An animal that provides emotional support or therapeutic benefits that alleviate
one or more of the identified symptoms or effect of a person's disability; however, the animal is not required
to be individually trained or certified to perform such a task. Emotional support animals may also be referred
to as "comfort animals," "companion animals" and "assistance animals" used to support individuals with
mental or emotional disabilities. These animals are not service animals.
SCP-4800, Service Animals on Campus Page 1 of 5
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3.3 Recreational Animal - A domestic animal used for sport, companionship or other non-service/assistance
functions. Recreational animals are not allowed inside college facilities.
3.4 Unauthorized Animal - Any animal not controlled by leash or harness, unless the animal is a service animal
and the handler is unable because of disability to use a leash or harness or if the leash or harness restricts the
service animal from functioning appropriately as such. Also, any animal that exhibits violent, uncontrollable,
aggressive or unhealthy behavior, including service animals.
3.5 Handler - The individual with a disability who uses a service animal.
SECTION 4. POLICY
4.1 Southern may make two inquiries to determine whether an animal qualifies as a service animal:
4.1.1 If the animal is a service animal required for a disability; and
4.1.2 What work or task the animal has been trained to perform.
4.2 Staff may not ask about the person's disability, require medical documentation, require certification of the
animal's training or ask that the animal demonstrate its ability to perform the work or task.
4.3 Use of miniature horses as a service animal will be reviewed based on the inquiries and exceptions listed
below and allowed by law.
SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 Every attempt for accommodations for service animals on Southern’s campus will be made at all times.
However, a service animal may be banned or denied on campus for reasons including, but not limited to,
below:
5.1.1 Disruptive Behavior - This will include, but is not limited to, barking, whining, growling, wandering,
sniffing (people, food, tables, others’ belongings), initiating contact with someone without owner’s
permission.
5.1.2 Illness - Any animal that is ill shall not be permitted on any campus grounds.
5.1.3 Hygiene - This includes but is not limited to all animals that are dirty, not groomed, have a strong
odor or have fleas and/or ticks.
5.1.4 Aggressive Behavior - Any animal that is aggressive toward another individual on campus shall not
be tolerated. This will be determined on a case by case basis by the appropriate campus administrator.
5.1.5 Owner Not Being Responsible - Should the owner break any sections listed in the service animal
policy, accommodations may be revoked. This will be determined on a case by case basis by the
appropriate campus administrator.
5.2 Removal of Service Animal - Southern may require the handler to remove the service animal from its campus
if:
5.2.1 The animal poses a direct threat to the health or safety of others or causes substantial property
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damage to the property of others;
5.2.2 The animal's presence results in a fundamental alteration of a College program;
5.2.3 The handler does not comply with the handler's responsibilities set forth above; or
5.2.4 The animal or its presence creates an unmanageable disturbance or interference with the College
community.
5.2.5 Southern will base such determinations upon the consideration of the behavior of the particular
animal at issue, and not on speculation or fear about the harm or damages an animal may cause. Any
removal of the animal will be done in consultation with the Coordinator of Disability Services and
may appeal to Southern's ADA Compliance Officer following Southern's complaint procedure set
forth in Accessibility and Accommodations for Persons with Disabilities, SIP-4200.
SECTION 6. GENERAL PROVISIONS
6.1 Persons with conflicting disabilities should contact the appropriate campus administrator and provide
verifiable medical documentation to support their claim. All parties involved will be taken into consideration
and resolution will be announced as soon as possible.
6.2 Concerns regarding a student’s service animal should be submitted to the Vice President for Student Services.
The Vice President for Student Services or his/her designee will work together with the affected party to
discuss and resolve all concerns related to service animals on campus in compliance with this policy.
6.3 Concerns regarding a faculty or staff member’s service animal should be directed to Human Resources. The
Director of Human Resources will work with the affected party to resolve all concerns related to service
animals on campus in compliance with this policy.
6.4 Service animals are allowed on-campus. Unauthorized animals, recreational animals, and emotional support
animals are not allowed on campus.
6.5 The use of an emotional support animal as an academic or workplace accommodation must be requested and
approved through either the Office of Disability Services or Human Resources. The documentation process
is found in SIP-4200, Accessibility and Accommodations for Persons with Disabilities.
SECTION 7. RESPONSIBILITIES
7.1 College Responsibilities
7.1.1 Allow service animals to accompany the handler to all areas of the facility where the handler is
normally allowed to go.
7.1.2 A handler may not be segregated from other similar members of the campus community except where
there is real danger to the animal or where the natural organisms carried by the service animal would
adversely affect research. Exceptions to the exclusions will be reviewed on a case-by-case basis.
7.1.3 Not to pet, feed or deliberately startle/disturb a service animal.
7.1.4 Not to separate, or attempt to separate, service animals from their handlers.
SCP-4800, Service Animals on Campus Page 3 of 5
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7.1.5 Southern will not retaliate against any person because that individual has requested or received a
reasonable accommodation, including a request for a service animal.
7.2 Handler or Owner’s Responsibility
7.2.1 Handlers must abide by all state laws and city ordinances related to animals on campus locations and
Southern’s guidelines, including but not limited to:
7.2.1.1 Handler is required to obtain a license required by a particular home municipality. The
license and/or tag must be reviewed annually.
7.2.1.2 The handler may be required to provide a collar or harness for the license and vaccination
tags to be affixed. The handler shall see that the animal wears the collar and tags at all times.
7.2.1.3 The handler is liable for damages caused by the service animal, emotional support animal
or recreational animal. Beyond reasonable wear and tear to the same extent that Southern
charges other individuals for damages beyond reasonable wear and tear.
7.2.2 The handler is responsible for the care and supervision of a service animal.
7.2.3 The handler must have full control of the service animal at all times. Animals may not run at large;
a leash or harness is required unless the handler is unable because of disability to use a leash or
harness or it restricts the animal's ability to function properly.
7.2.4 Disturbing animal vocalization must be kept to an absolute minimum.
7.2.5 Handlers are responsible for relieving animals in designated locations and must ensure immediate
clean-up and proper disposal of animal waste.
7.2.6 Vaccinations must be current and based on a veterinarian's recommendations, with records made
available at time of request.
7.2.7 Southern will not ask for or require an individual with a disability to pay a fee or surcharge for a
service animal.
7.2.8 The handler agrees to abide by all equally applicable Southern policies that are unrelated to the
individual's disability, such as assuring that the animal does duly interfere with the routine activities
of Southern's campus or facilities.
7.2.9 Southern personnel shall not be required to provide care or food for any service animal, including
but not limited to, removing the animal during emergency evacuation for events such as a fire alarm.
Emergency personnel will determine whether to remove the animal, and Southern shall not be held
responsible for the care, damage to, or loss of the animal.
SECTION 8. CANCELLATION
8.1 None.
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 the
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President or the President’s designee. Upon such review, the President or President’s designee may
recommend to the Board that the policy be amended or repealed.
SECTION 10. SIGNATURES
Board of Governors Chair Date
President Date
Attachments: None.
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes: December 2019 - Policy Originated.
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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM:
Request for Approval of Revisions to SCP-5050,
Assessment, Payment, and Refund of Tuition and Fees
RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Community
and Technical College Board of Governors grant approval for
the distribution of the aforementioned policy to Southern’s
constituencies and the Chancellor for Community and
Technical College Education for a thirty-day comment period.
STAFF MEMBER: Sam Litteral
BACKGROUND:
The purpose of this policy is to establish policy relating to assessment, payment, and refund of
tuition and/or fees.
This policy was reviewed by Executive Council on June 04, 2020 and the President’s Cabinet on
June 09, 2020. Language was added to provide clarity and to clearly define what the Official
Textbook list is. Changes were made to allow charging late fees for all possible types of
registration. Additional changes were made to include charging the late fee on the installment plan.
Following these reviews, it is recommended that the Board of Governors advance this policy to
Southern’s constituents and the Chancellor for Community and Technical College Education for the
required 30-day public comment period.
Page 63 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-5050
SUBJECT: Assessment, Payment, and Refund of Tuition and Fees
REFERENCE: West Virginia Code §18B- 10-1; West Virginia Higher Education Policy Commission, Title 133
Legislative Rule, Series 32, Tuition and Fee Policy; SCP - 4192, Administrative Withdrawal and
Administrative Drop of Students
ORIGINATION: January 15, 2002
EFFECTIVE: May 19, 2016
REVIEWED: January 6, 2016
June 4, 2020
SECTION 1. PURPOSE
1.1 To establish policy relating to the assessment, payment, and refund of tuition and/or fees.
SECTION 2. SCOPE AND APPLICABILITY
2.1 This policy applies to all students in matters related to payment and refund of tuition and/or fees in credit and
non-credit courses, training sessions, or other activities where tuition or fees are assessed.
SECTION 3. DEFINITIONS
3.1 Traditional Term – The standard fall, spring, and summer semester/term.
3.2 Non-traditional Term – Any term or part of term other than a standard semester/term
3.3 Installment Payment Plan Option – A payment plan option provided to assist students in paying tuition and
fees over a specified period of time.
3.4 Complete Withdrawal – To receive a refund a student must withdraw from all courses, both traditional and
non-traditional, leaving zero hours registered for the semester/term.
3.5 Administrative Withdrawal – A decision by the college to withdraw a student from an academic credit-based
course or courses for emergency reasons, or disciplinary reasons.
SECTION 4. POLICY
4.1 The College shall operate on a strictly cash basis with all payments and obligations being collected prior to
the start of classes except as provided in this rule.
SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 Exceptions may be granted where a bona fide third-party agency has provided authorization in writing that
payment will be made for the student.
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5.2 Exceptions may be granted for late financial assistance disbursements for situations at no fault of the student.
5.3 Exceptions may be granted for students who enroll in the College’s Installment Payment Plan Option.
5.4 All exceptions to this policy must be approved by the Vice President for Finance and Administration or other
College Officer that may be designated by the President before a refund may be processed. Any decision to
reduce or deny a refund may be appealed through the established process for appeals.
SECTION 6. GENERAL PROVISIONS
6.1 Tuition and Fees
6.1.1 Students enrolled for twelve or more credit hours pay the maximum charges in the tuition and fee
category.
6.1.2
Students enrolled for less than twelve credit hours in a traditional semester/term shall have their fees
reduced pro rata based upon one-twelfth of the full-time rate per credit hour.
6.1.3 Fees for students enrolled in a traditional summer term or any non-traditional term shall be prorated
based upon the number of credit hours for which students enroll.
6.1.4 The College reserves the right to establish and collect certain special fees for designated purposes
separate from and above those identified in the regular fee schedule. Some of these fees may not be
refundable.
6.1.5 All regular and special fees charged by the College shall be identified separately and published so
they are readily available to all students.
6.1.6 Fees shall be established and charged for all non-credit economic, workforce, and community
development courses in an amount to ensure that the offering is self-supporting, including indirect
cost.
6.2 Refund of Regular Fees
6.2.1 The following schedule for calculating refunds shall be adhered to for those students who withdraw
from the institution via the official withdrawal process and who are eligible to receive refunds.
Students qualify for a full refund (100%) of tuition/fees, if they drop any or all of their courses prior
to the start of classes for the semester/term. Once classes begin for the semester/term, there are only
two ways a student may qualify for a tuition/fee refund. The first is to completely withdraw from
the institution for the semester/term within the refund schedule dates set for the term
(this means
carrying zero credit hours for the
semester/term). This includes any courses that have not started for
the semester/term, including all non-traditional courses. The second way to qualify for a refund is
if the institution cancels a course. The student will get a 100 percent (100%) refund for any course
that is canceled.
6.2.1.1 Any student who has received an administrative withdrawal due to disciplinary action will
not be eligible for a refund at any time during the semester.
6.2.1.2 Refund Schedule – A student who begins a term and withdraws after completing up to (1)
week or ten percent (10%) of the term is entitled to a refund of ninety (90%) of the charges;
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6.2.1.3 A student who withdraws after completing more than ten percent (10%) through twenty-five
percent (25%) of the term is entitled to a refund of seventy-five percent (75%) of the
charges;
6.2.1.4 A student who withdraws after completing more than twenty-five percent (25%) through
fifty percent (50%) of the term is entitled to a refund of fifty percent (50%) of the charges;
6.2.1.5 A student who withdraws after completing more than fifty percent (50%) of the term is not
entitled to a refund.
6.3 Registration Period – Late Fee
6.3.1 A formal registration and late registration
periods shall be established for registering into non-
traditional courses such as evening, weekend, off campus, extension and other special classes. Due
to the differing duration of these courses, the registration and late registration periods should be
considered and established on a case-by-case basis. all classes. A late fee of not to exceed thirty
dollars ($30) the amount approved by the Board of Governors and listed on the schedule of tuition
and fees shall be imposed on all late registrants.
6.4 Installment Payment Plans
6.4.1 Installment payment plans will be offered for fall and spring traditional semesters/terms. After all
financial aid is applied to the student’s account, at least 60 percent (60%) of the student tuition and
fees must be paid prior to the start of classes. The remaining balance (40%), including interest, must
be paid prior to the end of the sixth week of classes. Failure to do so will prohibit a student from
having this payment option in the future. Interest and/or a service fee, on the remaining 40 percent
(40%) may be charged at a rate not to exceed the legal limit. The Governing Board permits fee
payments to be made in installments over the course of the academic term. All fees shall be paid prior
to the awarding of course credit at the end of the academic term. Installment payment plans will be
offered in only the fall and spring. The Vice President for Finance and Administration shall develop
the installment payment plans and the procedures to implement the plans. A late payment fee may
be charged not to exceed the amount approved by the Governing Board and listed on the schedule
of tuition and fees.
6.5 Use of Credit Cards
6.5.1 The use of credit cards for payment of student tuition and fees are authorized under the statewide
contract initiated by the State Board of Investments or under an alternate program that may be
approved by the Board of Governors. To the extent allowed by a law or policy of the credit card
company, the College may impose a surcharge on credit card payments equal to any amount that may
be imposed by the credit card company as a service fee.
SECTION 7. RESPONSIBILITIES
7.1 The Finance Unit is responsible for this policy.
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 the
President or the President’s designee. Upon such review, the President or President’s designee may
recommend to the Board that the policy be amended or repealed.
SECTION 10. SIGNATURES
Board of Governors Chair Date
President Date
Attachments: None.
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes: January 11, 2011 – Revisions reflect no substantial changes in procedure or documentation
requirements. Revisions provide clarity and reflect changes in management responsibilities.
May/June 2011 – Policy revisions provide clarity and reflect changes in management
responsibilities.
November 2015 – This policy was revised to comply with West Virginia Higher Education
Policy Commission, Title 133, Legislative Rule, Series 32 Tuition and Fee Policy.
January 2016 – Policy revisions provide clarity and reflect changes in management titles.
June 2020 - Changes were made to allow charging late fees for all possible types of registration.
Changes were also made to include charging the late fee on the instalment plan.
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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM: Request for Approval of Revisions to SCP-5066, Third-Party
Tuition and Fee Waiver and attachments.
RECOMMENDED RESOLUTION: RESOLVED, That the Southern West Virginia Community
and Technical College Board of Governors grant approval for
the distribution of the aforementioned policy to Southern’s
constituencies and the Chancellor for Community and
Technical College Education for a thirty-day comment period.
STAFF MEMBER: Sam Litteral
BACKGROUND:
This policy establishes institutional guidelines regarding the approval of tuition and/or fee waivers
for students participating in certain educational courses and/or programs sponsored by third-parties
and offered for academic credit by Southern West Virginia Community and Technical College.
This policy was reviewed by Executive Council on May 07, 2020 and the President’s Cabinet on
May 12, 2020. The revisions were made to add attachment SCP-5066.A, Third-Party Tuition And/Or
Fee Waiver. Following these reviews, it is recommended that the Board of Governors advance this
policy to Southern’s constituents and the Chancellor for Community and Technical College
Education for the required 30-day public comment period.
Page 68 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-5066
SUBJECT: Third-party Tuition and Fee Waivers
REFERENCE: West Virginia Code §18B-10-9
ORIGINATION: March 2010
EFFECTIVE: January 9, 2015
REVIEWED: September 3, 2014 May 7, 2020
SECTION 1. PURPOSE
1.1 To establish institutional policy regarding the approval of tuition and/or fee waivers for students participating
in certain educational courses and/or programs sponsored by third-parties and offered for academic credit by
Southern West Virginia Community and Technical College (College).
SECTION 2. SCOPE AND APPLICABILITY
2.1 This issuance applies to any course, institute, workshop, special course, or other educational program offered
for academic credits that are subject to the payment of regular tuition and/or fees by participants, for which
a third-party sponsor has requested a waiver of such payment of tuition and/or fees.
SECTION 3. DEFINITIONS
3.1 For purposes of this policy, the following terms are defined as:
3.1.1 Third-party Sponsor – Any federal, state or local agency or any foundation, corporation or other
association or person wholly financing the cost of an academic, credit-based course, institute,
workshop, special course, or other educational program.
3.1.2 Tuition and/or Fee Waiver – The relinquishment of payment of the standard tuition and/or fees
normally charged for enrollment, registration, and participation in an academic, credit-based course,
institute, workshop, special course, or other educational program financed by a third-party sponsor.
SECTION 4. POLICY
4.1 Pursuant to West Virginia Code §18B-10-9, Southern West Virginia Community and Technical College may
enter into agreements whereby a third-party may sponsor and wholly finance a course, institute, workshop,
special course, or other educational program offered by the College for academic credit and individual
students enrolled in such third-party-sponsored offerings shall be excused from the payment of regular,
standard tuition and/or other associated fees for such courses, institute, workshop, special course, or other
educational offering.
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SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 This policy replaces the former Title 133 Interpretive Rule, Series 40, of the State College System of West
Virginia Board of Directors which was abolished by the West Virginia Higher Education Policy Commission
with the authority to enter into such agreements transferred to the institutional Board of Governors.
5.2 This policy does not apply to non-academic credit-based courses, institutes, workshops, or training programs
under the auspices of the Workforce and Community Development Unit of the College.
SECTION 6. GENERAL PROVISIONS
6.1 Under the terms of the third-party tuition and/or fee waiver agreements, all participants enrolled shall be
excused from the payment of the regular, standard tuition and/or fees normally associated with participation
in such courses, institute, workshop, special course, or other educational program offered by the College for
academic credit.
6.2 All third-party waiver agreements shall clearly state all costs to be financed by the third-party sponsor. Costs
for third-party waiver agreements shall include, but are not limited to, any direct costs for instruction and
instructional materials, such as textbooks, and other indirect costs for administration and overhead expenses.
SECTION 7. RESPONSIBILITIES
7.1 Procedures for requesting tuition and/or fee waivers by third-party sponsors shall be established by the Vice
President for Finance and Administration and Chief Academic Officer. Such procedures shall be made
available to the general public and posted on the College’s official web site.
7.2 All third-party tuition and/or fee waiver agreements shall be documented through completion of the required
College form and shall be signed by the responsible representative(s) of the third-party and College
official(s).
7.3 The President or her/his designee shall be responsible for approving all third-party tuition and/or fee waiver
agreements on behalf of the College.
SECTION 8. CANCELLATION
8.1 None.
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 the
President or the President’s designee. Upon such review, the President or President’s designee may
recommend to the Board that the policy be amended or repealed.
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SECTION 10. SIGNATURES
Board of Governors Chair Date
President Date
Attachments: None
SCP-5066. A, Third-party Tuition and/or Fee Waiver Agreement
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes: June 2010 – This is a new policy which addresses approval of tuition and/or fee waivers for
students participating in certain educational courses and/or programs sponsored by third-parties
and offered for academic credit by Southern West Virginia Community and Technical College.
September 2014 – Revisions made reflect changes in job titles.
May 2020 - The attachment, SCP-5066.A, Third-party Tuition and/or Fee Waiver Agreement,
was added to the policy.
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SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-5066.A
Third-party Tuition and/or Fee Waiver Agreement
This agreement is made and entered into by and between Southern West Virginia Community and Technical College
(College) and _________________________________________________ (Third-party Sponsor) for the delivery of
__________________________________________________________________________ during the ______ term of the
_______________ academic year.
Instructional, textbook(s), administrative and other overhead costs to provide the above described course(s), institute,
workshop, special course(s), or other academic, credit-based educational offering include the following:
Instruction............................. $ ______
Textbooks ............................ $ ______
Instructional materials ................... $ ______
Other ............................... $ ______
Administrative costs (at ___ percent) ........ $ ______
Total ................................. $ ______
The College and Third-party Sponsor agree as follows:
COLLEGE’S RESPONSIBILITY
(Please describe)
THIRD-PARTY SPONSOR’S RESPONSIBILITY
(Please describe)
By signing this agreement, the parties agree that the costs incurred under this agreement as detailed above will be paid to the
College upon presentation of an invoice.
APPLICABILITY OF COLLEGE POLICIES AND PROCEDURES
With the exception of payment of tuition, fees, and other charges, students enrolled in an academic, credit-based course(s)
offered through this agreement shall be treated as regularly enrolled students and subject to all applicable College policies
and the general policies of the Community and Technical College System of West Virginia.
Third-party Sponsor Representative President or Designee
Date Date
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Page 72 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
MEETING OF AUGUST 18, 2020
ITEM:
RECOMMENDED RESOLUTION:
Request for Approval of Revisions to SCP-5074,
Selection, Adoption, Use and Sale of Textbooks
and Other Course Materials
RESOLVED, That the Southern West Virginia
Community and Technical College Board of
Governors grant approval for the distribution of
the aforementioned policy to Southern’s
constituencies and the Chancellor for Community
and Technical College Education for a thirty-day
comment period.
STAFF MEMBER: Sam Litteral
BACKGROUND:
The purpose of this policy is to establish and communicate the rule of Southern West
Virginia Community and Technical College regarding the selection, adoption, use and sale
of textbooks and other course materials for all credit-based College courses and programs
in compliance with state and federal requirements.
This policy was reviewed by Executive Council on May 07, 2020 and the President’s
Cabinet on May 12, 2020. Language was added to provide clarity and to clearly define
what the Official Textbook list is. Titles were changed to reflect the current organizational
structure. Following these reviews, it is recommended that the Board of Governors
advance this policy to Southern’s constituents and the Chancellor for Community and
Technical College Education for the required 30-day public comment period.
Page 73 of 116
SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE
BOARD OF GOVERNORS
SCP-5074
SUBJECT: Selection, Adoption, Use and Sale of Textbooks and Other Course Materials
REFERENCE: West Virginia Code §18B-10-14; West Virginia Council for Community and Technical College
Education, Title 135, Procedural Rule, Series 51, Bookstores and Textbooks; Public Law 110-
315, Higher Educations Opportunity Act, August 2008
ORIGINATION: June 2010
EFFECTIVE: May 21, 2015
REVIEWED: December 3, 2014 May 7, 2020
SECTION 1. PURPOSE
1.1 The purpose of this policy is to establish and communicate the rule of Southern West Virginia Community
and Technical College regarding the selection, adoption, use and sale of textbooks and other course materials
for all credit-based College courses and programs in compliance with state and federal requirements.
SECTION 2. SCOPE AND APPLICABILITY
2.1 This policy applies to the selection, adoption, use of textbooks and other course materials by faculty in all
academic units, departments, programs and/or courses, and addresses the sale of the adopted textbooks and
materials by bookstores operated and/or contracted by Southern West Virginia Community and Technical
College.
SECTION 3. DEFINITIONS
3.1 None.
Official Textbook List - A document used on a college-wide basis for the ordering of course textbooks
and supplemental materials. All sections will use the textbooks and supplemental materials listed.
SECTION 4. POLICY
4.1 It is the policy of Southern West Virginia Community and Technical College (College) to comply with the
mandates of Series 51 of the Rules and Administrative procedures of the West Virginia Council for
Community and Technical College Education (Council) and the requirements of the Higher Education
Opportunity Act (HEOA) regarding the selection, adoption, use and sale of textbooks and other course
materials as well as the regulations pertaining to the operation of bookstores.
4.2 Employees of the College will comply with the above cited mandates and the institutional procedures
established in respect to the selection, adoption and use of textbooks and other course materials for all
academic credit-based courses offered by the College at all campuses, instructional sites and course locations.
4.3 Employees of the College, or those employed by contractors for purposes of operating College bookstores,
shall comply with the above cited mandates and the institutional procedures established in respect to the sale
of textbooks and other course materials.
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SECTION 5. BACKGROUND OR EXCLUSIONS
5.1 Series 51 requires the Board of Governors to promulgate a rule that fully and adequately addresses the
mandates in West Virginia Code §18B-10-14 regarding the actions of employees of the institution in the
selection and adoption of textbooks and course materials. These mandates include:
5.1.1 The faculty must commit, to the maximum percent practicable, to a selection procedure that will
ensure certain basic textbooks will be utilized for a reasonable number of consecutive years without
new editions being adopted unless earlier editions are not easily utilized in the courses.
5.1.2 The faculty or any employee is prohibited from receiving any payment, loan, subscription, advance,
deposit or money, service, benefit or anything of value, at present or promised, as an inducement for
requiring students to purchase a specific textbook or supplemental course material.
5.1.3 The faculty or any employee may receive royalties or other compensation from such sales that
include the faculty member or other employee’s own writing or work.
5.1.4 The faculty or any employee may receive free sample copies, instructors’ copies, and instructional
materials for review, but shall not resell those items and retain the proceeds.
5.1.5 The faculty or any other employee is prohibited from requiring for any course a textbook that
includes his or her own writing or workbook if the textbook or workbook incorporates either
detachable worksheets or workbook-style pages intended to be written on or removed from the book.
5.2 In addition, Series 51, requires the institutional rule to address the mandates of West Virginia Code §18B-10-
14 related to the actions of employees and bookstores operated or contracted by the College regarding the sale
of textbooks and course materials. These mandates require that the institution:
5.2.1 Provide specific mechanisms to minimize the costs to students for textbooks and course materials.
5.2.2 Commit to, the maximum percent practicable, the number of used books the bookstore will
repurchase from students at the end of each semester.
5.2.3 Commit to, the maximum percent practicable, a range of percentage of repurchase prices based on
the new textbook price.
5.3 Series 51 also requires that institutional policy comply with the mandates of Public Law 110-315, the Higher
Education Opportunity Act enacted on August 14, 2008 in the selection, adoption, and use of textbooks and
course materials. This law requires that:
5.3.1 Prior to considering a specific textbook for selection, adoption, and/or use, a faculty may require that
textbook publishers provide, in writing:
5.3.1.1 The price of the textbook and/or supplemental course materials to be considered;
5.3.1.2 The copyright dates of the three previous editions, if any;
5.3.1.3 A description of substantial content revisions from pervious editions;
5.3.1.4 Whether the textbook is available in other lower cost formats and, if so, the price to the
institution and the general public;
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5.3.1.5 The price of textbooks unbundled from supplemental materials; and
5.3.1.6 The same information, to the extent practicable, for custom textbooks.
5.3.2 No employee shall select or assign a textbook or supplemental course material if the publisher has
not supplied the required information in Section 5.3.1, if requested, in writing.
SECTION 6. GENERAL PROVISIONS
6.1 Institutional procedures for the selection, adoption and use of textbooks and/or supplemental course materials
shall be developed through an inclusive process under the direction of the Vice President for Academic
Affairs and Student Services
. Such procedures shall include the following:
6.1.1 Firm deadlines for the faculty to be assigned to courses.
6.1.2 Firm deadlines for the selection, adoption and placement of orders with the College bookstore for
textbooks and supplemental course materials to be used in each course.
6.1.3 For deadlines not met, to the maximum extent practicable, there shall be a mechanism in place
reasonably calculated to ensure that used textbooks, if available, can be located and purchased by the
time of enrollment each semester. This mechanism should include, but is not limited to, such
measures as default selection of certain textbooks, continuing to use the previous textbook, or having
the appropriate Division Head
School Dean select the textbook. Any such textbook default selection
must be strictly enforced and the faculty does not be allowed to change the selection.
6.1.4 Guidelines to be used by faculty in the selection, adoption and use of textbooks and supplementary
course materials include the following:
6.1.4.1 The faculty must consider more than one textbook publisher;
6.1.4.2 The faculty must compare prices for textbooks and supplemental course materials in
their consideration for selection and adoption;
6.1.4.3 A simple form stating that the required information as stated in section 5.3.1was or was
not provided by the publisher must be submitted to the appropriate Division Head
School Dean in support of the adoption of any textbook or supplemental course material;
and,
6.1.4.4 Procedures for textbook selection and adoption must include a requirement that a
textbook be used for a minimum of three academic years before any change is
considered, to the extent practicable;
6.1.4.5 Textbooks and supplemental course materials from publishers who refuse to submit the
required, written information by established deadlines shall not be considered for future
selection, adoption, and/or use for a minium of three academic years from the date of
such failure;
6.1.4.6 Discourage the selection and adoption of textbooks in which less than 50 percent of the
content will be used in the course unless the same textbook will be used in subsequent
courses;
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6.1.4.7 Encourage the use of textbooks that have low-cost alternative editions available;
6.1.4.8 Encourage the selection of textbooks it is believed will not be revised by the publisher
within the next three (3) years;
6.1.4.9 Encourage the use of consortia which make available open source textbooks or course
materials to the faculty and students free or at low cost; and,
6.1.4.10 Encourage the use of various technology innovations for the provision of textbooks and
course materials such as electronic textbooks, on-line textbooks, print-on-demand
services, open source materials, and institutionally produced materials.
6.2 Institutional procedures for sharing of information with currently admitted and potential students regarding
all required and/or recommended textbooks and supplemental course materials shall be developed through
an inclusive process under the direction of the Vice President for Finance and Administration. Such
procedures shall include the following:
6.2.1 Information on all required or recommended textbooks and supplemental materials shall be
prominently posted in a central location on each campus, in a prominent central location on each
campus and on the institution’s website prior to the designated registration period for each semester.
6.2.2 The information provided shall include the International Standard Book Number (ISBN) and retail
price.
6.2.3 If the ISBN is not available, then the author, title, publisher and copyright date shall be provided.
6.2.4 If the required information cited in 6.2.2 and 6.2.3 to be disclosed is not available, then the
designation “To be Determined” shall be used.
6.3 The College shall include a link on its website for any provisions for rental of textbooks, purchase of used
textbooks, textbook repurchase or buyback, and any alternative content delivery programs available.
SECTION 7. RESPONSIBILITIES
7.1 The Vice President for Academic Affairs and Student Services
, through a collaborative and inclusive process,
shall be responsible for developing academic unit, division, department, and/or program procedures and
assigning responsibilities for the implementation of all sections of this policy applicable to faculty and other
employees under the direction of the Academic Affairs Unit.
7.2 In addition to the requirements set forth in previous sections of this policy, the Vice President for Academic
Affairs and Student Services
shall:
7.2.1 Include training for all faculty on textbook selection and strategies that guarantee high quality course
materials at the most affordable cost;
7.2.2 As appointed by the Vice President for Academic Affairs and Student Services
, an academic Division
Head School Dean will serve as a liaison with textbook publishers and be responsible for
dissemination of relevant information to the faculty on textbook strategies and education and training
opportunities regarding textbook selection; and
7.2.3 Enforce the policies of the Board of Governors concerning textbook selection, adoption, and use.
SCP-5074, Selection, Adoption, Use and Sale of Textbooks and Other Course Materials Page 4 of 6
Page 77 of 116
7.3 The Vice President for Academic Affairs, in conjunction with the School Deans, shall compile and maintain
an Official Textbook List. The Official Textbook List will be utilized for all courses on a college-wide basis.
The Official Textbook List will be reviewed and updated at least annually. The Official Textbook List will
be used to submit textbook information to the Bookstore.
7.4 7.3 The Vice President for Finance and Administration, through a collaborative and inclusive process, shall
be responsible for developing procedures and assigning responsibilities for the implementation of the sections
of this policy applicable to the bookstore and other employees under the direction of the Finance and
Administration Unit.
7.5
7.4 In addition to the requirements set forth in previous sections of this policy, the Vice President for Finance
and Administration shall:
7.5.1
7.4.1 Direct an examination of the feasibility of operating a textbook rental program;
7.5.2
7.4.2 Establish a permanent Textbook Affordability Committee consisting of a representative from
the faculty, students, administration, and bookstore. The Textbook Affordability Committee shall:
7.5.2.1
7.4.2.1 Meet periodically, but at least annually;
7.5.2.2
7.4.2.2 Advise the Faculty Senate, Student Government Association(s), Administration,
and Board of Governors on affordability issues and initiatives, textbook selection
guidelines and procedures, and educational opportunities;
7.5.2.3
7.4.2.4 Meet annually with the Board of Governors to make recommendations and
provide reports it may have generated with copies to be forwarded to the Chancellor.
SECTION 8. CANCELLATION
8.1 SCP-3780, Textbook Selection Policy, and SCP-5075, Bookstore Textbook Procedures
SECTION 9. REVIEW STATEMENT
9.1 This policy shall be reviewed on a regular basis to comply with any future federal mandates with a time frame
for review to be determined by the President or the President’s designee.
SECTION 10. SIGNATURES
Board of Governors Chair Date
President Date
Attachments: None.
SCP-5074, Selection, Adoption, Use and Sale of Textbooks and Other Course Materials Page 5 of 6
Page 78 of 116
Distribution: Board of Governors (12 members)
www.southernwv.edu
Revision Notes: June 2010 - This is a new policy and addresses the requirements of Series 51 of the Council for
Community and Technical College Education and the mandates of Public Law 110-315, the
Higher Education Opportunity Act of August 2008 regarding the selection, adoption, use and
sale of textbooks and other course materials. This policy supersedes any and all previous
policies pertaining to these subjects and related bookstore procedures.
December 3, 2014 - Revisions made to this policy are grammatical in nature and reflect changes
in job titles.
May 2020 - Language was added to provide clarity and to clearly define the Official Textbook
List. Titles were changed to reflect the current organizational structure.
SCP-5074, Selection, Adoption, Use and Sale of Textbooks and Other Course Materials Page 6 of 6
Page 79 of 116
DISCUSSION ITEMS
Page 80 of 116
Revised 7/8/2020
EFFECTIVE
JULY1,2020
SOUTHERNWESTVIRGINIA
COMMUNITYANDTECHNICALCOLLEGE
OrganizationalChart
HUMANRESOURCESDEPARTMENT
07/01/2020
Page 81 of 116
Revised 7/8/2020
SOUTHERNWESTVIRGINIACOMMUNITYANDTECHNICALCOLLEGE
ORGANIZATIONALCHART
INDEX

_______________________________________________________________________________________________________
President……………………………………………………………………….…………….…. Page 1
Human Resources
Facilities and Campus Operations……………………………………………………………. Page 2
Institutional Advancement and Marketing...……………………………………………..…… Page 3
Graphic and Web Design
Media/Television Services
Public Relations Specialist
Finance ………………………………………………………………………………………….. Page 4
Business and Auxiliary Services
Controller
Fleet Management and Purchasing
Information Technology Services ………………………………………………………. Page 5
Accreditation and Assessment
Institutional Research
Network and User Services
Workforce and Community Development……………..…………..………………………… Page 6
Academy for Mine Training and Energy Technologies
Entrepreneurship and Business Coaching Center
Workforce Development
Student Services……………………………………………………….………………………. Page 7
Admissions and Student Life
Advising and Retention
Counseling, Disability and Adult Services
Financial Assistance
Recruitment
Registrar
Academic Affairs……………………………………………………………………….………... Page 8-10
Distance Education…………..………………………………………………..……….. Page 8
Libraries………………………………………………………………………………….. Page 8
School of Arts and Sciences….……………………….……………………….……… Page 9
School of Career and Technical Studies……………………………………………... Page 10
Page 82 of 116
Revised 7/8/2020
PRESIDENT
Dr. Pamela L. Alderman
EXECUTIVE ASSISTANT TO THE
PRESIDENT / BOG
Logan Campus
Emma L. Baisden
CHIEF FINANCE
OFFICER
Logan Campus
Samuel M. Litteral
Legend : Direct Reporting Line ______
Coordinating Line - - - - - -
INTERIM VICE
PRESIDENT FOR
ACADEMIC
AFFAIRS
Logan Campus
Guy Lowes
EXECUTIVE
DIRECTOR
FOR
WORKFORCE AND
COMMUNITY
DEVELOPMENT /
GRANTS
COMPLIANCE
OFFICER
Logan Campus
Allyn Sue Barker
C
E
G
EXECUTIVE
DIRECTOR FOR
STUDENT
SERVICES
Logan Campus
Dr. Charles Lopez
BOARD OF GOVERNORS
Classified Staff Council
Faculty Senate
General Counsel
Student Government Associations
FB
CHIEF
INFORMATION
OFFICER
Logan Campus
Thomas Cook
HUMAN
RESOURCES
REPRESENTATIVE
Logan Campus
Susan Ross
D
DIRECTOR OF
HUMAN
RESOURCES
Logan Campus
Doug Kennedy
DIRECTOR OF
FACILITIES AND
CAMPUS
OPERATIONS
Logan Campus
Joe Linville
EXECUTIVE
DIRECTOR FOR
INSTITUTIONAL
ADVANCEMENT
AND MARKETING
Logan Campus
Rita G. Roberson
A
Page 83 of 116
Revised 7/8/2020
DIRECTOR OF SAFETY AND
CAMPUS OPERATIONS
Wyoming/McDowell Campus
David Lord
PROGRAM
ASSISTANT I
Wyoming Campus
Patricia A. Brooks
MAINTENANCE
WORKER I
Wyoming Campus
Danny White
DIRECTOR OF CAMPUS
OPERATIONS
Boone/Lincoln Campus
Brittany Bartram
MAINTENANCE
WORKER I
Boone Campus
James Parker
PROGRAM
ASSISTANT I
Boone Campus
Anna Evans
PROGRAM
ASSISTANT I /
CASHIER
Boone Campus
Vacant
DIRECTOR OF FACILITIES AND CAMPUS OPERATIONS
Logan Campus
Joe Linville
Legend : Direct Reporting Line ______
Coordinating Line - - - - - -
DIRECTOR OF CAMPUS
OPERATIONS
Williamson Campus
Perry Jobe
TRADES
SPECIALIST LEAD I
Williamson Campus
Kenny Bowens
CAMPUS SERVICE
WORKER
Williamson Campus
Garnet Bolen
Jessica Stratton
CAMPUS SERVICE
WORKER LEAD
Logan Campus
Delbert Queen
CAMPUS SERVICE
WORKER
Logan Campus
Rhonda Vance-
Richards
CAMPUS
MAINTENANCE
SPECIALIST/INTERIM
ASST. DIRECTOR
All Campus
Eric Brumfield
CAMPUS
MAINTENANCE
SPECIALIST
Logan Campus
Scott Pritchard
CAMPUS SERVICE
WORKER
(PART TIME)
Williamson Campus
Darlene Cooper
ASSISTANT DIRECTOR/
PHYSICAL PLANT III
All Campus
John Vance
SITE
COORDINATOR
Lincoln County Site
Angela Bell
MAINTENANCE
WORKER II
Williamson Campus
Mark Bowens
PROGRAM
ASSISTANT I
Wyoming Campus
Donna Lafferty
A
PRESIDENT
Dr. Pamela L. Alderman
SNACK BAR CONTRACTORS
Logan
Williamson
Wyoming/McDowell
Page 84 of 116
Revised 7/8/2020
PRESIDENT
Dr. Pamela L. Alderman
EXECUTIVE DIRECTOR FOR INSTITUTIONAL
ADVANCEMENT AND MARKETING
Logan Campus
Rita G. Roberson
PROGRAM SPECIALIST
Logan Campus
Tammy Toppings
GRAPHIC AND WEB DESIGNER
Logan Campus
Katie Jarrell
PUBLIC RELATIONS SPECIALIST
Logan Campus
Mandy Lester
PRODUCTION ASSISTANT
Williamson Campus
Christopher Lawson
Darrell Mitchem
Legend : Direct Reporting Line
_
______
Coordinating Line - - - - - -
B
ACCOUNTANT
Logan Campus
Vacant Position
Page 85 of 116
Revised 7/8/2020
CHIEF FINANCE OFFICER
Logan Campus
Samuel M. Litteral
Legend : Direct Reporting Line ______
Coordinating Line - - - - - -
DIRECTOR OF FLEET MANAGEMENT
AND PURCHASING
Logan Campus
Velva Pennington
CONTROLLER
Logan Campus
Adrian May
MANAGER BUSINESS/AUXILIARY
SERVICES
Logan Campus
Patricia Miller
MANAGER BUSINESS/AUXILIARY
SERVICES
Williamson Campus
J. Christopher Gray
PROGRAM
COORDINATOR
PAYROLL
Logan Campus
Carol Jobe
ACCOUNTANT
Logan Campus
Coral Nutter
ACCOUNTANT
Logan Campus
Z. Evan Riggins
ACCOUNTING
ASSISTANT II
Logan Campus
JoAnn Kirkendall
ACCOUNTING
ASSISTANT I
Logan Campus
Cassandra Goble
ACCOUNTING
ASSISTANT III
Logan Campus
Judy Slazo
ADMINISTRATIVE
SECRETARY, SR.
Williamson Campus
Ruby Runyon
FOR CASHIERING
MATTERS ONLY
PROGRAM ASSISTANT
II
Boone Campus
Vacant
ACCOUNTING
ASSISTANT I
Williamson Campus
Vacant
FOR CASHIERING
MATTERS ONLY
PROGRAM ASSISTANT
I
Wyoming Campus
Donna Lafferty
ACCOUNTING
ASSISTANT III
Logan Campus
Cheryl Elliott-Hicks
CASHIER LEAD.
Logan Campus
Margaret Ferguson
C
PRESIDENT
Dr. Pamela L. Alderman
Page 86 of 116
Revised 7/8/2020
CHIEF INFORMATION OFFICER
Logan Campus
Thomas Cook
USER SERVICES MANAGER
Logan Campus
Curtis Campbell
Legend : Direct Reporting Line ______
Coordinating Line - - - - - -
NETWORK SERVICES
MANAGER
Logan Campus
William Smith
TELECOMMUNICATIONS
NETWORK SPECIALIST II
Logan Campus
Willard (Mac) Thompson
INFORMATION SYSTEMS
TECHNICIAN
Logan Campus
Lee Stroud
J. Brandon Vance
Vickie Workman
Wyoming Campus
Michael Hunter
PRESIDENT
Dr. Pamela L. Alderman
APPLICATION
PROGRAMMER/DEVELOPER
Logan Campus
Brian Chaney
D
DATA NETWORK SPECIALIST
Logan Campus
Joseph Justice
ACCREDITATION LIAISON
OFFICER
Logan Campus
William ‘Bill’ Alderman
DIRECTOR OF
ACCREDITATION AND
ASSESSMENT
Logan Campus
Vacant
DIRECTOR OF INSTITUTIONAL
RESEARCH
Logan Campus
Vacant
Page 87 of 116
Revised 7/8/2020
EXECUTIVE DIRECTOR FOR WORKFORCE AND COMMUNITY
DEVELOPMENT / GRANTS COMPLIANCE OFFICER
Logan Campus
Allyn Sue Barker
ADMINISTRATIVE ASSISTANT
Logan Campus
Sandra K. Podunavac
PROGRAM ADMINISTRATOR
ENTREPRENEURSHIP AND
BUSINESS COACHING CENTER
(Grant)
Logan Campus
Bryan Shaw
PRESIDENT
Dr. Pamela L. Alderman
Legend : Direct Reporting Line ______
Coordinating Line - - - - - -
OPERATIONS COORDINATOR
ACADEMY FOR MINE
TRAINING AND ENERGY
TECHNOLOGIES
(Grant)
Logan Campus
Thomas Dotson
WORKFORCE DIRECTOR
Logan Campus
Jacquelyn A. Whitley
E
Page 88 of 116
Revised 7/8/2020
STUDENT GOVERNMENT
ASSOCIATIONS
Logan
Williamson
Boone/Lincoln
Wyoming/McDowell
DIRECTOR OF DISABILITY
AND ADULT SERVICES
Logan Campus
Dianna Toler
PRESIDENT
Dr. Pamela L. Alderman
Legend : Direct Reporting Line ______
Coordinating Line - - - - - -
ACADEMIC
ADVISORS
Williamson Campus
Rhonda Collins
Leah Marcum
(GEARUP Grant)
Roger Williamson
Cynthia Workman
(TANF Grant)
Wyoming Campus
Katrina Matney
DIRECTOR OF ADMISSIONS
AND STUDENT LIFE
Logan Campus
Darrell Taylor
EXECUTIVE DIRECTOR FOR STUDENT SERVICES
Logan Campus
Dr. Charles Lopez
F
ACADEMIC ADVISOR
Boone Campus
Lisa Light
ADMINISTRATIVE ASSISTANT
Logan Campus
Lisa Britton
Three Part-time
Tutors
DIRECTOR OF ADVISING
AND RETENTION
Logan Campus
Tim Ooten
ACADEMIC
ADVISORS
Logan Campus
Brian Carter
Hattie Newsome
(TANF Grant)
Kara Plummer
(GEARUP Grant)
DIRECTOR OF FINANCIAL
ASSISTANCE
Logan Campus
Stella Estepp
FINANCIAL AID
COUNSELOR
Logan Campus
Beverly McDonald
Mary Trent
Williamson Campus
Janice Bowens
REGISTRAR
Logan Campus
Teri Wells
STUDENT SUCCESS
COORDINATOR
Logan Campus
Vacant
TRANSFER
COORDINATOR
Logan Campus
Angela Dotson
STUDENT
RECORDS
ASSISTANT
Williamson
Campus
Paula Maynard
PROGRAM
ASSISTANT I
Logan Campus
Shelly Parker
FOR STUDENT
RECORDS
MATTERS ONLY
Boone Campus
Anna Evans
Wyoming Campus
Patricia Brooks
RECRUITMENT AND
OUTREACH
SPECIALIST
Logan Campus
Shelby Porter
Page 89 of 116
Revised 7/8/2020
INTERIM VICE PRESIDENT FOR ACADEMIC
AFFAIRS
Logan Campus
Guy Lowes
PRESIDENT
Dr. Pamela L. Alderman
Legend : Direct Reporting Line ______
Coordinating Line - - - - - -
ADMINISTRATIVE ASSISTANT
Logan Campus
Nancy J. Fala
ACADEMIC AFFAIRS
SCHOOL DEANS
DIRECTOR OF LIBRARIES II
Logan Campus
Kimberly Maynard
G
I
LIBRARY
TECHNICAL
ASSISTANT II
Logan Campus
Pamela Freeman
Williamson Campus
Anita Messer
LIBRARY
TECHNICAL
ASSISTANT I
Logan Campus
Kendra Hall
Williamson Campus
Jennifer Dove
DIRECTOR OF DISTANCE
EDUCATION
Logan Campus
Vacant Position
INSTRUCTIONAL
TECHNOLOGIST
Logan Campus
Tim Owens
H
Page 90 of 116
Revised 7/8/2020
ADMINISTRATIVE SECRETARY, SR.
Logan Campus
Angela McDonald
LEAD FACULTY
FOR ARTS
FACULTY
Will Alderman
HUMANITIES
FACULTY
Boone Campus
Larry D'Angelo
Logan Campus
Will Alderman
Nathan Freeman
Tehseen Irfan
Lillie Teeters
Williamson Campus
Adam Banks
Vicky Evans
Wyoming Campus
Dr. Jeffrey Yeager
NATURAL SCIENCES
FACULTY
Boone/Lincoln Campus
Rebecca Pratt
Logan Campus
Dr. Matt Ellis
1 Vacant Position (GL)
Charles Puckett
Williamson Campus
Kimberly Hensley
Wyoming Campus
Dr. Kevin Bartlett
Legend : Direct Reporting Line ______
Coordinating Line - - - - - -
DEAN FOR THE SCHOOL OF
ARTS AND SCIENCES
Logan Campus
Dr. David Kommer
MATHEMATICS
FACULTY
Boone/Lincoln Campus
Christopher Ward
Logan Campus
Alfredo Bonilla
Dr. Sarma Pidaparthi
Williamson Campus
Verna Phillips
Wyoming Campus
Dr. Kevin Bartlett
SOCIAL SCIENCES
FACULTY
Boone/Lincoln Campus
Brandon Kirk
Logan Campus
Dr. Charles Keeney
Williamson Campus
Dr. Susan Baisden
INTERIM VICE PRESIDENT FOR ACADEMIC AFFAIRS
Logan Campus
Guy Lowes
H
COORDINATOR FOR
BOARD OF GOVERNORS
DEGREE PROGRAM
Boone/Lincoln Campus
Brandon Kirk
EDUCATION FACULTY
ASSOCIATE
PROFESSOR /
COORDINATOR FOR
DUAL CREDIT &
EDUCATION
PROGRAM LIAISON
Lincoln Location
Mary Hamilton
Boone/Lincoln Campus
Nicole Vineyard
CRIMINAL JUSTICE
FACULTY
Logan Campus
1 Vacant Position
Page 91 of 116
Revised 7/8/2020
PROFESSOR/
COORDINATOR,
MEDICAL
LABORATORY
TECHNOLOGY
Logan Campus
Shirley A. Dardi
ASSOCIATE
PROFESSOR/
COORDINATOR,
RESPIRATORY
CARE
TECHNOLOGY
Williamson
Campus
Stephanie Daniel
INSTRUCTOR /
COORDINATOR
FOR SURGICAL
TECHNOLOGY
Logan Campus
Misha Herndon
PROFESSOR/
COORDINATOR
FOR RADIOLOGIC
TECHNOLOGY
Logan Campus
Eva Hallis
DEANFORTHESCHOOLOF
CAREERANDTECHNICALSTUDIES
LoganCampus
RussellSaunders
Legend:DirectReportingLine______
CoordinatingLine‐‐‐‐‐‐
PROFESSOR/
COORDINATOR
FOR
NURSING
Logan Campus
Sheliah Elkins
FACULTY
Logan Campus
Regina Bias
Tamara Browning
Sharon Davis
Heather Drake
Stacy Hatfield
Melissa Kirk
Dr. Debra Mullins
Takara Muncy
Megan Montgomery
2 Vacant Positions
ACADEMIC
LAB
MANAGER I
Logan Campus
Lisa Harless
ASSISTANT
PROFESSOR /
COORDINATOR
FOR MEDICAL
ASSISTING
Boone Campus
Lora Foster
ADMINISTRATIVE
SECRETARY, SR.
Logan Campus
Penni Johnson
INTERIMVICEPRESIDENTFORACA DEMIC
AFFAIRS
LoganCampus
GuyLowes
ASSISTANT
PROFESSOR/
COORDINATOR
FOR EMS
Logan Campus
Katherine Deskins
FACULTY
Williamson Campus
Ashley Starkey
FACULTY
Logan Campus
Meloney
McRoberts
FACULTY
Logan Campus
Karrie Spears
FACULTY
Logan Campus
Christy Spry
FACULTY
Williamson Campus
Gina Lester
Wyoming Campus
Emily Browning
(Grant)
FACULTY
ALLIED HEALTH
Logan Campus
Andrea Brown
Tricia Lowe
Cynthia Lowes
ADMINISTRATIVEASSOCIATE
LoganCampus
SusanWolford
LEAD FACULTY
FOR TECHNICAL
STUDIES FACULTY
Matt Payne
Logan Campus
Erica Farley
Zachary Johnson
(Grant)
William Mosley
Rick Thompson
1 Vacant Position
(MP)
Williamson Campus
Alberto Coffin
Logan Campus
John Evans
Boone Campus
Paul Lowe
BUSINESS AND
ENTREPRENEUR
FACULTY
Logan Campus
Bill Alderman
Stephanie Mounts
Lincoln Location
1 Vacant Position
(Agribusiness)
Williamson Campus
Patricia Poole
Gordon Hensley
INSTRUCTIONAL
SPECIALIST/
DRONE GRANT
COORDINATOR
Logan Campus
Matt Payne
(Grant)
I
Page 92 of 116
Please Note: Results on this self-evaluation will be shared and discussed on an aggregated and anonymous basis only.
At the end of the survey, a text box will be provided for your opportunity to give additional explanation, information
and suggestions as you deem necessary.
1. The Board as a whole is meeting its 2018-2020 strategic goals of:
(a) To attend at least five (5) Board meetings
each year.
(b) To attend at least 75% of the meetings of
assigned committees.
(c) To develop and ensure fulfillment of the mission
of Southern West Virginia Community and
Technical College.
(e) To ensure compliance with federal, state
and local laws.
(f) To establish and ensure compliance with a code
of ethics and standards of conduct governing the
actions of the Board and staff.
(g) To protect against conflict of interest in
the business affairs of Southern West Virginia
Community and Technical College.
(h) To review and approve annual budgets, monitor
performance and dictate changes required to
operate within the approved budget.
(i) 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 support of the Vision 2020 Major
Gifts Campaign.
(d) To establish policy and plans for Southern
West Virginia Community and Technical College.
Strongly Disagree Disagree Agree Strongly Agree Don't Know
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Page 93 of 116
(k) To provide feedback and input to the Southern
West Virginia Community and Technical College as
to community attitudes, comments, questions and
suggestions.
2. I am meeting my individual obligations as a Board member to support the Board’s strategic goals of:
(a) [for Board members that reside within the
College service district] To attend at least one
Southern event or activity each year.
(b) [for Board members who reside outside
of the College service district] To identify or
establish at least one opportunity each year
for staff and representatives of the College to
make presentations to or otherwise interact with
members of the community where the board
member resides, thereby promoting the mission of
the College.
(c) As overseers of a public trust, each board
member has an obligation to remain open to input
from external stakeholders to help ensure that
Southern West Virginia Community and Technical
College is responsive to state and community
needs. However, as member of a board consisting
of independent men and women acting together
to be fully informed and impartial in their policy
determinations, each must recognize that, in the
end, his/her decision must rise above any external
pressures being applied to the Board’s work.
3. Board meetings are efficient and productive.
4. Board meetings could be improved by:
5. The Board, as a group, works cooperatively
and effectively with the President of the College.
6. The Board effectively represents the
communities that it serves and seeks input from
diverse interests.
(j) To serve as an advocate, champion and
representative of Southern West Virginia Community
and Technical College in the community.
Strongly Disagree Disagree Agree Strongly Agree Don't Know
Strongly Disagree Disagree Agree Strongly Agree Don't Know
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Page 94 of 116
Do you have a comment to support your rating?
If yes, what could have been better handled?
10. Should any other information be provided in advance of Board meetings that is not
currently provided?
8. New members of the Board receive an
appropriate orientation to their new roles and
responsibilities.
9. Board members are provided enough
information in advance of meetings to prepare
for active participation in Board meetings.
If yes, what should be provided? (Please be specific.)
11. I believe I am knowledgeable about the
operations of the College.
12. I work cooperatively and effectively with the
President of the College.
13. I always support the decisions of the majority
of the Board.
14. I respect other members of the Board who
differ from me in opinion and/or belief.
15. In the past year, were there items on the Board’s agenda that could have been better
handled by a committee or College Administrators?
7. The members of the Board work well together
as a team.
Strongly Disagree Disagree Agree Strongly Agree Don't Know
Strongly Disagree Disagree Agree Strongly Agree Don't Know
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Yes No
Yes No
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Page 95 of 116
18. In the space provided you are asked to give additional explanation, information, and/or suggestions:
17. College administrative staff make effective
presentations at Board meetings that are
appropriate in content and length.
16. In the past year, have there been issues the Board should have addressed or spent
more time considering that are not currently receiving appropriate attention?
If yes, what should receive more attention?
Strongly Disagree Disagree Agree Strongly Agree Don't Know
Yes No
Page 96 of 116
Submit
Clear Form
Print
!
Audience: Peer Reviewers Process: Focused Visit
Form Contact: peerreview@hlcommission.org
Published: 2019 © Higher Learning Commission Page 19
Expectations Regarding the Notice Status for the Comprehensive Visit of 2022-2023
A1. The visiting team found evidence that Southern has made considerable progress in responding to
the concerns expressed by the 2018 visiting team. However, because so many of the changes have
been implemented within the last six months, the team believes that it is essential for the HLC team
visiting in 2022-23 to see clear evidence that the policy and processes are being followed over a more
extended period of time. The institution is expected to provide evidence of the following:
1. Consistent and continuous application of the faculty credentialing process utilizing the
complete Tested Experience procedures (SIP2171);
2. Regular utilization of the complete Tested Experience procedures (SIP 2171--Parts A-D) with
files demonstrating adherence to all processes and requirements identified in the procedure,
including the requirement for faculty mentoring;
3. Quantitative (i.e. data from Great Colleges to Work for survey data) and qualitative (i.e.
interviews with faculty and staff) that substantiates an increase in confidence that faculty
credentialing decisions are being made consistently and in an unbiased fashion;
4. Evidence of continued communication, monitoring and review of the existing faculty
credentialing processes, with changes only with appropriate consultation and involvement of
Faculty Senate.
A2. The institution is expected to clearly and specifically address the following:
1. Provide compelling evidence that the Watermark suite of products is being utilized effectively
to organize and document all of the institution’s assessment activities;
2. Deliver evidence of robust assessment results in general education and program and course
assessment using the Watermark tools, including evidence of appropriate course and
program modifications based on data obtained from assessment activities;
3. Consistent syllabi across all sections of courses in identifying course-specific learning
outcomes and general education learning outcomes;
4. Documented evidence that co-curricular assessment is gaining consistency using Watermark
AMS. Show that appropriate programmatic changes are being based on data obtained from
the system.
A3. The institution is expected to clearly and specifically address the following:
1. Include with the definitions for retention, persistence and completion the methodology for
establishing them and the process for determining benchmark targets for each;
2. Establish measurable, baseline targets for each goal, action, and strategy outlined in the
SEMP;
3. Work with academic affairs to establish and align programmatic goals with those outlined in
the SEMP;
4. Develop an institutional data plan which includes the following:
a. identification of key data managers, area of responsibility, and data to be
collected/reported;
b. a schedule of all internal and external data reports that includes the agency/recipient
requesting the data, due date, and timeline for analysis;
c. a schedule (i.e. daily, weekly, monthly, annual) of regular data reports provided to
institutional stakeholder groups and used for review and decision-making;
Page 97 of 116
!
Audience: Peer Reviewers Process: Focused Visit
Form Contact: peerreview@hlcommission.org
Published: 2019 © Higher Learning Commission Page 20
d. a process for requesting, cleaning/verifying, and analyzing data
e. training on the collection and use of institutional data; and
f. creation of a repository for institutional data reports which are accessible to faculty,
staff and students.
A.4. The institution is expected to clearly and explicitly address the following:
1. Documented evidence that the shared governance process is working by providing topics/issues
raised under shared governance, the individual, department, or committee that first brought the
topic/issue forward, progress through each shared governance committee, and ultimate
resolution for each topic/issue;
2. Survey evidence that the members of the institution fully understand, participate in, and support
the shared governance process. This should include an assessment of the overall effectiveness
of the process every 2 years to determine what changes or tweaks may need to be made to the
overall structure and framework;
3. Orientation and feedback mechanisms that assist new members of the college community to
understand the shared governance process and each role within it;
4. Evidence that Human Resource policies and procedures around organizational culture,
grievances, conflict resolution, and mediation are in place and employees have ready access to
these documents;
5. Evidence that the new president undertakes a full review of shared governance within the first
year of his appointment;
6. Documented evidence that the president has undertaken a full review of administrative
duties/responsibilities and their assignments to shared governance committees. Indications that
the institution has fully examined the number of shared governance committees, the size of those
committees, and types of individuals assigned to those committees.
A.5. The institution is expected to clearly and explicitly address the following:
1. Annual repeat of Great Colleges to Work for Survey with improvement in agreement between
administration and faculty, classified staff on areas such as trust, respect, shared governance and
collaboration. The institution will identify action steps, goals and measurable targets as a result of
the 2020 and future annual surveys and include timelines for actions, responsible entities,
measures of improvement, and results of these actions for a minimum of two years;
2. BOG documents that provide evidence that the board has set goals every six months for the
newly hired president focused on improving the culture of the institution and evidence that the
individual is thoroughly evaluated on those goals and coached to succeed;
3. Evidence that the BOG and all employees receive shared governance and HLC accreditation
training the effectiveness of such training by December 2021;
4. Evidence that the BOG is reviewing policies and results of those policies related to the culture of
the institution, mediation and conflict resolution, and termination procedures;
5. Evidence that the president is making efforts to reassure the staff, communities, and students
regarding any lingering negative perception of college culture;
6. Documented evidence that the board is hearing from all areas of the college on a regular and
scheduled basis;
7. Documentation of efforts to plan for presidential and administrative succession and replacement
as needed;
8. Evidence that administrative turnover has slowed down between 2020 and 2022.
Criterion 5C. The institution is expected to clearly and explicitly address the following:
Page 98 of 116
!
Audience: Peer Reviewers Process: Focused Visit
Form Contact: peerreview@hlcommission.org
Published: 2019 © Higher Learning Commission Page 21
1. Documented evidence that the institution has developed a strategic plan that clearly links
assessment of student learning and institutional operations to budgeting and revenue allocation;
2. Evidence, with a minimum of one year of results, that the institution has access to and utilized
data, including assessment, enrollment, and student success, to develop a strategic plan;
3. The strategic plan will include specific goals, clear timelines, accountability by title, quantitative
results, and use of results for institutional improvements. The comprehensive plan will include
one year of data.
Criterion 5D. The institution is expected to clearly and explicitly address the following:
1. The institution will provide documented evidence of a comprehensive database for planning and
institutional effectiveness purposes, active one year prior to the Comprehensive Visit of 2022-
2023;
2. Evidence that the institution has developed a comprehensive and easily accessed schedule of
annual or regular reports produced for accreditation, state and federal reporting, and monitoring
internal processes such as enrollment, revenue and expenditures, strategic plan dashboards,
and other significant internal concerns. This reporting/data schedule will be active at a minimum
six months prior to the Comprehensive Visit of 2022-2023;
3. Quantitative, documented evidence that the organizational culture of the institution has
improved sufficiently that a trajectory of progress in all operating areas of the college is
demonstrated, indicating that the institution is improving its institutional effectiveness and
capabilities in all aspects of its operations.
)
)
)
))
Stipulations or Limitations on Future Accreditation Relationships
If recommending a change in the institution's stipulations, state both the old and new stipulation and
provide a brief rationale for the recommended change. Check the Institutional Status and Requirement
(ISR) Report for the current wording. (Note: After the focused visit, the institution’s stipulations should be
reviewed in consultation with the institution’s HLC staff liaison.)
Monitoring
The team may call for a follow-up interim report. If the team concurs that a report is necessary, indicate
the topic (including the relevant Core Components or other HLC requirements), timeline and
expectations for that report. (Note: the team should consider embedding such a report as an emphasis in
an upcoming comprehensive evaluation in consultation with the institution’s HLC staff liaison.)
The team may call for a follow-up focused visit. If the team concurs that a visit is necessary, indicate the
topic (including the relevant Core Components or other HLC requirements), timeline and expectations for
that visit. (Note: The team should consider embedding such a visit as an emphasis in an upcoming
comprehensive evaluation in consultation with the institution’s staff liaison.)
Core Component Determinations
Indicate the team’s determination(s) (met, met with concerns, not met) for the applicable Core
Page 99 of 116
INFORMATIONAL ITEMS
Page 100 of 116
Board of Governors
Dr. Lisa Haddox-Heston
Chair
Ms. Stephanie Abraham
Mr. J. Chris Adkins
Mr. Eddie J. Canterbury
Ms. Janice N. Olive
Mr. Samuel A. Stewart
Dr. Pat J. White
Dr. Mason E. White II
Mr. William ‘Bill’ Alderman
Faculty Representative
Ms. Casara Spry
Student Representative
Ms. Dianna Toler
Classified Staff Representative
Dr. Pamela L. Alderman
President
P. O. Box 2900, Mount Gay, West Virginia 25637 ! Phone: 304•896•7439 ! FAX: 304•792•7046
July 14, 2020
Dr. Sarah Armstrong Tucker, Chancellor
Community and Technical College System
of West Virginia
1018 Kanawha Boulevard, East, Suite 700
Charleston, West Virginia 25301
Dear Chancellor Tucker:
As Chair of the Southern West Virginia Community and Technical College
Board of Governors, I hereby certify that pursuant to the requirements of
West Virginia Code §18B-1-6, Rulemaking, the attached list contains all of
the institutional rules of Southern West Virginia Community and Technical
College in effect on July 1 of this year, including the most recent date on
which each rule was adopted, amended, or repealed by the Board of
Governors. I further certify that for all rules adopted, amended, or repealed
since July 1, 2005, that:
1. Public notice was given of the proposed rulemaking and interested
parties were given a fair and adequate opportunity to respond to the
proposed rulemaking;
2. A minimum 30-day comment period prior to final adoption of the
rule was provided;
3. A single location was designated where all proposed rules could be
posted and accessed; and
4. Internet access to all proposed and adopted rules was maximized.
All rules can be found at the following web address:
http://southernwv.edu/administration/policies
DateLisa J. Haddox-Heston, D.D.S., Chair
Southern West Virginia Community and
Technical College Board of Governors
LHH:elb
Attachment: 2020 BOG Institutional Rulemaking Report
cc: Dr. Pamela L. Alderman, President
07/14/2020
Page 101 of 116
Southern West Virginia Community and Technical College
Board of Governors Rulemaking Report
Institutional Policies in Effect on July 1, 2020
West Virginia Code §18B-1-6
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
1000 GENERAL
1000 Manuals, Announcements, and
Polices (MAP) Development
System
11/30/2017 10/30/2017 07/2017
09/2012
01/24/2008
Replaced
SCP-1467
01/24/2008
04/06/1999
1000.A Classification Table 11/30/2017 10/30/2017 09/19/2012
02/21/2006
04/06/1999
1000.B Format for Southern College Policy (SCP) 11/30/2017 10/30/2017 09/19/2012
01/24/2008
02/21/2006
04/06/1999
1000.C Format for Southern Administrative
Announcements (SAA)
11/30/2017 10/30/2017 09/19/2012
02/21/2006
04/06/1999
1000.D Format for Southern Administrative Manuals
(SAM)
11/30/2017 10/30/2017 09/19/2012
02/21/2006
04/06/1999
1001 Records Retention Policy 07/21/2016 06/21/2016 04/19/2016 04/19/2011
1001.A General Records Retention Schedule 07/21/2016 06/21/2016 02/2016
1002 Official College Spokesperson and Media
Releases
01/11/2019 12/11/2018 08/30/2018 04/22/2014
1003 Consumer Information (new) 09/20/2019 08/20/2019 01/30/2019
1004 Copyright Policy and Laws (new) 05/29/2020 04/29/2020 03/2019
1010 Use of Alcoholic Beverages on
Campus
11/13/2016 10/13/2016 03/2016
08/17/2010
08/20/2000
01/21/2013
1040 Use of College Bulletin Boards,
Directories, and Information
Dispensing Equipment
12/09/2008 07/272000 12/09/2008
Reconstruct as
a procedure.
02/01/1985
1091 Classified Staff Council Constitution 11/01/2018 08/21/2018 03/2018
12/2011
03/04/2009
12/13/2006
11/18/2003
(Originated to
supercede SCI
1672 and SCI
1672.01)
Southern WV Community and Technical College Revised 07/13/2020
Board of Governors Rulemaking Report Page 1 of 15
Page 102 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
1153 Consumer Complaint Procedures 12/10/2013 09/01/2000
08/2008
12/10/2013
Reconstruct as
a procedure.
04/03/1995
1153.A Consumer Complaint Form 12/10/2013 09/01/2000
08/2008
12/10/2013 04/03/1995
1160 Diversity Philosophy 11/08/2015 10/8/2015 08/18/2015
08/17/2010
09/01/2000
08/20/1998
1167 Emergency Procedures 02/17/2009 08/20/2000 02/17/2009
Reconstruct as
a procedure.
01/01/1985
1180 Equipment Loans 12/09/2008 09/01/2000 12/09/08
Reconstruct as
a procedure.
07/01/1984
1180.A Contract of Equipment Loan 12/09/2008 09/01/2000 12/09/2008 07/01/1984
1215 Use of Institutional Facilities 11/15/2019 10/15/2019 06/06/2019
05/07/2014
03/02/2010
09/01/2000
01/01/1985
1215.A College Facility Use Agreement 11/15/2019 10/15/2019
10/09/2014
05/07/2014
1230 Firearms, Weapons, and Explosives Policy 09/16/2016 08/16/2016 05/24/2016
1233 First Aid 02/17/2009 08/20/2000 02/17/2009
Reconstruct as
a procedure.
03/01/1985
1375 Reports of Accidents/Incidents 03/16/2016 02/16/2016 11/04/2015
12/09/2008
09/01/2000
01/28/1991
1375.A Accident / Incident Report Form 03/16/2016 02/16/2016 11/04/2015
02/17/2009
12/09/2008
09/01/2000
01/28/1991
1375.B Monthly Report of Accidents /
Incidents
03/16/2016 02/16/2016 11/04/2015 12/2013
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Board of Governors Rulemaking Report Page 2 of 15
Page 103 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
1400 Guest Speakers, Lecturers, Performers, and
Organized Groups
07/24/2015 06/24/2015 02/26/2015
12/09/2014
06/17/2014
1400.A Request for Approval of External Guest
Speakers, Lecturers, Performers, and
Organized Groups
07/24/2015 06/24/2015 06/17/2014
1435 Inclement Weather and
Emergency Situations
05/16/2019 04/16/2019 11/2018
02/2018
08/2017
08/2012
02/2008
11/2002
10/1994
1435.A Media Notification List 05/16/2019 04/16/2019 11/2018
08/2017
02/2008
11/2002
10/1994
1435.B Essential Employee Guidelines 05/16/2019 04/16/2019 11/2018
08/2017
12/2013
1467 MAP Development System 02/21/2006 02/21/2006 10/20/2005
04/05/200208/
21/2000
10/1998
Assigned new
classification
number, SCP-
1000
02/21/2006
10/1994
1481 Naming of Facilities or Organizational Units 04/05/2018 03/05/2018 10/25/2017
09/19/2012
09/04/2007
Replaced
SCP-1480,
Naming and
Renaming of
Buildings and
Organizational
Units, Effective
11/27/2001
12/2004
1500 Philosophy, Vision, and Mission of Southern
West Virginia Community and Technical
College
11/08/2015 10/8/2015 07/2015
09/2010
07/27/2000
07/01/1984
1625 Publications and Productions 12/09/2008 09/01/2000 12/09/2008
Reconstruct as
a procedure.
07/01/1984
1725 Private Scholarships 12/11/2012 10/11/2012 09/25/2012
03/20/2008
09/01/2000
07/01/1984
Southern WV Community and Technical College Revised 07/13/2020
Board of Governors Rulemaking Report Page 3 of 15
Page 104 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
1735 Solicitation Policy 03/21/2017 02/21/2017 09/28/2016
07/2011
01/2007
05/20/2004
1735.A On Campus Solicitation Request Form 03/21/2017 09/2016 07/2011 01/02/2007
1750 Tobacco and Smoke-free Campus Policy 07/01/2017 08/16/2016 04/12/2016
11/2015
11/2010
09/01/2000
Repealed
SCI-1375
09/01/2000
01/01/1988
2000 HUMAN RESOURCES
2000 Elimination of Faculty Positions Due to
Program Reduction or Elimination
01/13/2017 12/13/2016 07/2011
01/2011
09/01/2000
Replaced SCP-
3650, Program
Reduction or
Elimination
10/13/2011
Repealed
SCI-1542
09/01/2000
09/01/1985
2005 Catastrophic Leave 03/02/2010 03/02/2010 01/2008 03/02/2010
Reconstruct as
a procedure.
02/15/2005
2005.A Catastrophic Leave Request Form 03/02/2010 03/02/2010 03/2008 03/02/2010 02/15/2005
2005.B Catastrophic Leave Donation Form 03/02/2010 03/02/2010 03/2008 03/02/2010 02/15/2005
2006 Employee Leave 07/24/2015 06/24/2015 11/05/2014 11/16/2009
2125 College-wide Employee / Personnel
Policy
08/20/2013 09/01/2000 08/20/2013
Replaced with
SAM-2000.1
Employee
Handbook
07/01/1984
2156 Drug and Alcohol Policy 11/30/2017 10/30/2017 06/07/2017
07/2012
07/2007
01/2007
09/01/2000
03/31/1989
Southern WV Community and Technical College Revised 07/13/2020
Board of Governors Rulemaking Report Page 4 of 15
Page 105 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
2156.A Employee Drug Awareness
Clarification Form
11/30/2017 10/30/2017 06/07/2017
07/2012
09/01/2000
03/31/1989
2165 Educational Release Time Policy 11/30/2017 6/7/2017 12/2012
12/2011
08/31/2006
02/17/2004
2165.A Educational Release Time Request 11/30/2017 10/30/2017 06/2017
12/2011
02/17/2004
2171 Professional and Educational
Requirements for Faculty
01/17/2020 12/17/2020 08/29/2019
03/02/2016
12/11/2012
09/28/2007
05/2004
Repealed
SCI-2122
05/2004
09/01/2000
2171.A Faculty Credentials Certification Form 01/17/2020 12/17/2019 08/2019
03/2016
11/2012
09/01/2000
2202 Personnel Assessment, Philosophy,
and Practice Statement
05/19/2016 04/19/2016 01/06/2016
07/2010
08/21/2000
07/08/1987
2218 Evaluation Process for Full-time Faculty 01/17/2020 12/17/2019 02/22/2019
11/2011
04/2006
09/01/2000
08/17/1984
2218.A Supervisor’s Evaluation of Faculty Member 01/17/2020 12/17/2019 02/2019
11/2011
04/2006
09/01/2000
08/17/1984
2220 Course Feedback Policy 12/09/2008 04/2003 12/09/2008
Reconstruct as
a procedure.
09/2000
2220.A Course Feedback Form 12/09/2008 04/2003 12/09/2008 09/2000
2226 Faculty Incentive Pay Plan 07/21/2016 06/21/2016 05/03/2016
04/19/2011
11/11/2008
09/16/2008
09/06/2005
04/01/2001
Southern WV Community and Technical College Revised 07/13/2020
Board of Governors Rulemaking Report Page 5 of 15
Page 106 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
2226.A Faculty Merit Pay Program Criteria and
Application Deadline
07/21/2016 06/21/2016 08/01/2001
2226.B Faculty Incentive Pay Program Agreement
Form
07/21/2016 06/21/2016 03/2011
2234 Work Schedules 05/21/2015 04/21/2015 12/2014
09/2009
09/01/2000
06/01/1987
2250 Hiring Adjunct Faculty 05/18/2017 04/18/2017 12/07/2016
01/05/2007
09/01/2000
11/01/1984
2254 Hiring Process 04/24/2007 09/01/2000 04/24/2007 09/2000
2360 Holidays 01/12/2018 12/12/2017 09/2017
07/2012
03/2008
11/19/2002
2375 Home Campus Assignment and
Campus Requirements for Faculty
03/21/2017 02/21/2017 11/2016
11/2011
12/08/2005
09/01/2000
07/01/1985
2406 Illness of the Faculty Member,
Responsibilities for Meeting Affected
Classes, and Leave Request Due to Illness
03/02/2010 09/01/2000 03/02/2010
Reconstruct as
a unit
procedure.
01/01/1985
2406.A Faculty Absence Request / Report 03/02/2010 09/01/2000 03/02/2010 01/01/1985
2484 Medical Leave of Absence 03/02/2010 09/01/2000 03/02/2010 01/01/1985
2484.A Request for Medical Leave of Absence 03/02/2010 01/03/2006 03/02/2010 01/01/1985
2484.B Treating Licensed Physician Statement -
Medical Leave Verification
03/02/2010 03/02/2010 01/01/1985
2484.C Return to Work Authorization
Medical Release Form
03/02/2010 03/02/2010 01/01/1985
2562 External Professional Activities of Faculty
and Other Professional Staff
03/19/2019 02/19/2019 11/01/2018
11/06/2013
09/2008
03/2008
09/01/2000
11/01/1984
Southern WV Community and Technical College Revised 07/13/2020
Board of Governors Rulemaking Report Page 6 of 15
Page 107 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
2562.A External Professional Activities for Pay
Report Form
03/19/2019 02/19/2019 10/2018
09/2008
11/01/1984
2575 Overtime and Compensatory Time 03/19/2019 02/19/2019 11/1/2018
08/2012
10/2007
10/21/2003
02/17/2004
2575.A Request to Work Additional Hours 03/19/2019 02/19/2019 11/01/2018
10/04/2012
02/17/2004
2580 Part-time Employees: Classified Staff
and Adjunct Faculty
02/19/2013 02/19/2013 11/06/2012
10/2007
06/15/2004
2593 Payments to Employees for Contracted
Services (Other Than Regular Employment)
05/19/2016 04/19/2016 01/26/2016
09/2010
09/01/2000
04/22/1998
2593.A Payment to Individuals for Services Form 04/19/2016 04/19/2016 01/06/2016
09/2010
04/22/1998
2624 Employee Development 01/28/1991 04/22/2014 12/04/2013
08/2008
09/01/2000
Repealed
SCI-1623
09/01/2000
07/01/1986
2624.A Funding Request Form (Staff) 01/28/1991 12/09/2008 07/01/1986
2624.B Presentation Request Form 01/28/1991 12/09/2008 07/01/1986
2624.C Funding Request Form (Faculty) 01/28/1991 12/09/2008 07/01/1986
2686 Promotion-in-Rank and Tenure Policy 09/20/2019 08/20/2019 02/22/2019
11/06/2013
07/31/2007
10/01/2001
Repealed
SCI-2321
10/01/2001
08/17/1984
2686.A Promotion-in-Rank and/or Tenure Criteria
and Forms
09/20/2019 08/20/2019 02/22/2019
11/06/2013
02/06/2009
07/31/2007
10/01/2001
08/17/1984
2700 Reduction in Workforce – Classified
Personnel
12/11/2012 12/11/2012 10/2012
10/2007
02/17/2004
10/21/2003
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Board of Governors Rulemaking Report Page 7 of 15
Page 108 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
2701 Reduction in Workforce – Faculty Personnel 03/17/2015 02/17/2015 09/24/2014
12/2012
10/2007
10/21/2003
2748 Request for Release Time for Full-time
Faculty
07/20/2017 06/20/2017 03/01/2017
12/2011
08/2006
09/01/2000
Repealed
SCI-2420
09/01/2000
01/28/1991
2748.A Release Time Request Form for Full-time
Faculty
07/20/2017 06/20/2017 04/2017
06/2006
04/2004
01/28/1991
2810 Sabbatical Leave for Full-Time
Faculty
03/16/2016 02/16/2016 11/04/2015
11/02/2010
02/2006
09/2002
Repealed
SCI-2411
09/2002
08/1992
2810.A Sabbatical Leave Request Form 03/16/2016 02/16/2016 11/04/2015
02/2006
08/1992
2810.B Sabbatical Leave Promissory Note 03/16/2016 02/16/2016 02/2006 10/2002
2825 Salary Administration 05/19/2016 04/19/2016 01/06/2016
03/2015
10/2007
12/2004
2843 Discrimination, Harassment, Sexual
Harassment, Sexual and Domestic
Misconduct, Stalking, and Retaliation Policy
07/20/2017 06/202015 03/10/2014
12/04/2013
01/2011
06/01/1984
2875 Workload Requirements for Full-time Faculty 03/21/2017 02/21/2017 11/2016
12/2014
11/2009
09/01/2000
04/15/1985
2875.A Class Load Formula Matrix (Summer) 03/02/2010 03/02/2010 09/01/2000 11/2009 04/15/1985
2875.B Class Load Formula Matrix (Fall
and Spring)
03/02/2010 03/02/2010 09/01/2000 11/2009 04/15/1985
3000 ACADEMIC AFFAIRS
3000 Distance Learning 03/19/2019 02/19/2019 09/28/2018
08/2016
02/07/2012
Southern WV Community and Technical College Revised 07/13/2020
Board of Governors Rulemaking Report Page 8 of 15
Page 109 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
3100 Faculty Responsibilities for Academic
Advising of Students
01/12/2018 12/12/2017 08/2017
09/2011
01/05/2007
10/21/2004
04/15/1985
3160 Course Syllabus 12/09/2008 12/09/2008 09/20/2005
07/1993
12/09/2008
Reconstruct as
a procedure.
06/01/1984
3160.A Course Syllabus Format 12/09/2008 12/09/2008 09/20/2005 06/01/1984
3165 Adding Courses to the Curriculum and
Revising Existing Courses
12/09/2008 12/09/2008 09/01/2000 12/09/2008
Reconstruct as
a procedure.
06/01/1984
3170 Deleting Courses from the Curriculum 12/09/2008 12/09/2008 09/01/2000 12/09/2008
Reconstruct as
a procedure.
06/01/1984
3188 College Level Exam Program (CLEP) 10/14/2010 10/14/2010 09/20/2005 10/14/2010
Reconstruct as
a procedure.
10/01/1985
3200 Awarding College Credit for Prior Learning 11/13/2016 10/13/2016 01/08/2016
3201 Challenging a Course/Credit by
Examination
01/12/2018 12/12/2017 08/2017
10/2012
08/2007
10/27/2004
02/15/2002
09/01/2000
07/01/1986
3201.A Challenge Examination Request Form 01/12/2018 12/12/2017 08/2017
10/2012
08/2007
09/01/2000
07/01/1986
3201.B Challenge Examination Results Form 01/12/2018 12/12/2017 08/2017 10/2012
3214 College Board Advanced Placement Credit 11/15/2018 10/15/2018 03/2018
10/2013
07/2009
09/01/2000
09/13/1993
3227 Credit Based on Experience 10/14/2010 10/14/2010 09/20/2005 10/14/2010
Reconstruct as
a procedure.
12/19/1984
Southern WV Community and Technical College Revised 07/13/2020
Board of Governors Rulemaking Report Page 9 of 15
Page 110 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
3227.A Portfolio Evaluation Form 10/14/2010 10/14/2010 09/20/2005 10/14/2010 12/19/1984
3240 Assignment of Credit/Non
Credit Courses
12/09/2008 12/09/2008 09/01/2000 12/09/2008
Reconstruct as
a procedure.
06/01/1986
3245 Faculty and Administrative
Productivity
12/08/2015 12/08/2015 11/2010 12/08/2015 10/20/2005
3250 Final Examinations 12/19/2008 12/09/2008 09/01/2000 12/09/2008
Reconstruct as
a procedure.
06/01/1984
3401 Independent Study 12/09/2008 12/09/2008 08/2007
09/01/2000
12/09/2008
Reconstruct as
a procedure.
07/01/1984
3401.A Independent Study Request Form 12/09/2008 12/09/2008 12/09/2008 08/2007
3401.B Independent Study Contract 12/09/2008 12/09/2008 12/09/2008 08/2007
3479 Mid-Term Grade Reports 03/02/2010 03/02 09/01/2000 03/02/2010 09/1991
3479.A Mid-Term Grade Report Form 03/02/2010 03/02/2010 09/01/2000 03/02/2010 09/1991
3551 Meeting Scheduled Classes 02/21/2012 02/21/2012 01/05/2007
04/28/2005
02/21/2012
Reconstruct as
a procedure.
01/01/1985
3600 Faculty Office and Class Schedule 02/15/2011 02/15/2011 09/01/2000 02/15/2011
Reconstruct as
a procedure.
07/01/1984
3600.A Faculty Office and Class Schedule Form 02/15/2011 02/15/2011 09/01/2000 02/15/2011 07/01/1984
3620 Policy Regarding Program Review 05/16/2019 04/16/2019 11/2018
02/28/2014
09/2008
10/08/2001
3625 General Studies (University Parallel)
Program Evaluation Model Policy
02/17/2020 02/17/2020 09/12/2019
08/27/2014
01/2010
09/01/2000
Repealed
SCP-3625
02/17/2020.
Duplicates
SCP-3620.
09/01/1985
3625.A General Studies (University Parallel)
Program Evaluation Model
02/09/2015 12/09/2014 12/09/2014
Reconstruct as
a procedure.
Southern WV Community and Technical College Revised 07/13/2020
Board of Governors Rulemaking Report Page 10 of 15
Page 111 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
3637 General Education Philosophy and Goals 05/16/2019 04/16/2019 11/2018
11/2012
08/30/2007
01/2005
12/19/1997
3650 Program Reduction or Elimination 10/13/2011 10/13/2011 01/2011
09/01/20000
2/1993
10/13/2011
Policy re-titled.
Assigned new
classification
number, SCP-
2000.
Repealed SCI-
1542
09/01/1985
3670 Public School Service Program 03/16/2016 02/16/2016 10/2015
01/2011
09/20/2005
3670.A Public School Service Form 03/16/2016 02/16/2016 10/2015 09/20/2005
3693 Instructional Schedule Development 04/17/2012 04/17/2012 09/23/2005
09/01/2000
04/17/2012
Reconstruct as
a procedure.
09/01/2000
Repealed SCI-
1271
07/01/1984
3705 Student Academic Rights 04/18/2006 04/18/2006 03/06/2003 04/18/2006 02/15/2002
3736 Student Standards of Academic
Progress
11/15/2018 10/15/2018 03/2018
02/28/2014
09/01/2000
11/01/1984
3780 Textbook Selection Policy 03/02/2010 03/02/2010 11/16/2001
09/01/2000
03/02/2010 07/01/1986
4000 STUDENT SERVICES
4000 Basic Admissions Guidelines 11/30/2017 10/30/2017 06/28/2017
08/22/2016
03/07/2012
08/16/2011
4001 Student Consumer Protection (new) 09/20/2019 08/20/2019 01/30/2019
Southern WV Community and Technical College Revised: 07/23/2019
Office of the President
Page 11 of 15
Page 112 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
4110 Institutional Policy Regarding ACT
Requirements
12/08/2009 12/08/2009 09/01/2000 12/08/2009
Reconstruct as
a procedure.
12/01/1984
4151 Regarding the College Catalog as Academic
Standards and Expectation from Students
01/08/2016 12/08/2015 08/26/2015
09/23/2010
02/21/2006
06/09/1987
4192 Administrative Withdrawal and Administrative
Drop of Students
01/12/2018 12/12/2017 08/02/2017
07/2011
10/2006
05/19/2004
09/01/2000
4233 Deans’s List of Students; Graduation with
Honors Status
03/16/2016 02/16/2016 09/2015
12/2010
09/01/2000
07/01/1985
4274 Standards of Progress for Federal Financial
Assistance Recipients
09/20/2019 08/20/2019 02/2019
12/2015
04/2011
10/2006
09/01/2000
01/01/1984
4274.A Financial Assistance Appeal 09/20/2019 08/20/2019 02/2019
12/2015
04/2011
10/2006
09/01/2000
01/01/1984
4274.B Letter of Warning 09/20/2019 08/20/2019 02/2019
4356 Financial Aid Recipient - Change in
Enrollment Status
09/16/2016 08/162016 12/2015
04/2011
10/2006
09/01/2000
01/01/1985
4385 Reduced Tuition and Fee Program for State
Residents Age 65 and Older
02/21/2006 02/21/2006 02/21/2006
Assigned new
classification
number, SCP-
5051.
12/02/2004
4397 Student Grades and Related Concerns 09/20/2005 09/20/2005 09/01/2000 09/20/2005 01/15/1985
Southern WV Community and Technical College Revised: 07/23/2019
Office of the President
Page 12 of 15
Page 113 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
4398 Student Grades and Grade Point Average
Requirements for Graduation
01/11/2019 12/11/2018 05/02/2018
10/7/2013
09/2008
09/20/2005
11/20/2002
4520 Submitting Student Grades by the Faculty
to the College’s Student Records Office
Authority for Changing Grades
09/20/2005 09/20/2005 09/01/2000 09/20/2005 01/01/1985
4520.A Grade Sheet 09/20/2005 09/20/2005 09/01/2000 09/20/2005 01/01/1985
4558 Administration of Credit Course
Registration Procedures
11/28/2006 11/28/2006 09/01/2000 11/28/2006 11/01/1984
4634 Student Activities 10/15/2009 10/15/2009 09/01/2000 10/15/2009
Reconstruct as
a procedure.
07/01/1984
4672 Student Class Attendance 12/08/2009 12/08/2009 09/01/2000 12/08/2009
Reconstruct as
a procedure.
07/01/1984
4710 Academic Dishonesty 05/18/2017 04/18/2017 10/2016
11/2011
05/2006
07/01/1984
4748 Southern West Virginia Community and
Technical College Student Government
Constitution
12/08/2009 12/08/2009 12/08/2009
Reconstruct as
a procedure
07/01/1985
4770 Student Rights and Responsibilities 05/19/2016 04/19/2016 09/20/2005 09/20/2005 09/01/2000
4786 Transfer Student Requirements and Credit
Evaluation
01/17/2020 12/17/2019 08/21/2019
10/2014
09/01/2009
09/01/2000
07/01/1984
4825 Transfer of Student Credit Hours from
Another Institution
12/08/2009 12/08/2009 09/20/2005 12/08/2009
Reconstruct as
a procedure.
03/01/1985
5000 FINANCE
5050 Assessment, Payment, and Refund of Tuition
and Fees
05/19/2016 04/19/2016 01/2016
11/2015
06/2011
01/11/2011
01/15/2002
Southern WV Community and Technical College Revised: 07/23/2019
Office of the President
Page 13 of 15
Page 114 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
5051 Reduced Tuition and Fee Program for State
Residents Age 65 and Older
09/20/2019 08/20/2019 05/02/2019
09/04/2013
08/05/2008
12/09/2005
12/02/2004
5065 Awarding of Undergraduate Tuition and Fee
Waivers
09/20/2019 08/20/2019 05/02/2019
02/24/2014
12/04/2013
08/2008
08/2006
02/21/06
01/15/2002
5065.A Employee Tuition Waiver Application 09/20/2019 08/20/2019 05/02/2019
02/24/2014
12/2012
5066 Third-Party Tuition and Fee Waivers 01/09/2015 12/09/2015 09/03/2014
06/2010
03/2010
5074 Selection, Adoption and Sale of
Textbooks and Other Course Materials
05/21/2015 04/21/2015 12/03/2014 06/2010
5075 Bookstore Textbook Procedures 03/02/2010 03/02/2010 09/01/2000 03/02/2010 07/01/1984
5100 Disposition of Sale of Surplus/ Excess
Property
11/30/2017 10/30/2017 06/2017 02/2005
5260 Meeting Financial Exigencies 04/05/2018 03/05/2018 11/02/2017
04/2013
07/2011
10/2003
05/27/1988
5525 Maintenance Work Order Request System 04/19/2011 04/19/2011 09/01/2000 04/19/2011
Reconstruct to
a procedure.
07/01/1984
5620 Traffic and Vehicle Speed, Flow, and Parking
Regulations Policy
07/21/2016 06/21/2016 09/2010
09/01/2000
02/01/1989
5620.A Decal Log 02/15/2011 02/15/2011 09/01/2000 02/15/2011 02/01/1989
5780 Travel Regulations 05/29/2020 04/29/2020 11/07/2019
11/2013
12/2011
02/25/2004
09/2002
5830 Use of Southern West Virginia
Community and Technical College Vehicles
05/19/2016 04/19/2016 01/2016
01/2010
09/01/2000
01/28/1991
Southern WV Community and Technical College Revised: 07/23/2019
Office of the President
Page 14 of 15
Page 115 of 116
SCP
Number
Policy Title Effective
Date
Adopted
Date
Amended
Date
Repealed
Date
Origination
Date
6000 ECONOMIC, WORKFORCE AND COMMUNITY DEVELOPMENT
6125 Contractual Training for
Workforce Development
12/09/2008 12/09/2008 07/2001 12/09/2008
Reconstruct as
a procedure.
07/01/1999
7000 TECHNOLOGY
7000 Email Established as an Official Form of
Communication
09/21/2018 08/21/2018 04/27/2018 02/03/2012
7125 Information Technology Acceptable Usage 01/17/2020 12/17/2019 09/05/2019
09/2014
02/2009
09/01/2000
07/07/1997
7680 Reports for External Use 10/15/2009 10/15/2009 07/27/2000 10/15/2009
Reconstruct as
a procedure.
05/01/1985
7688 Reports for Internal Use 10/15/2009 10/15/2009 07/27/2000 10/15/2009
Reconstruct as
a procedure.
05/01/1985
7712 Requests for Media Service and Television
Agreements
12/09/2008 12/09/2008 09/01/2000 12/09/2008
Reconstruct as
a procedure.
05/01/1985
7720 Security of Management Information
Technology
01/17/2020 12/17/2019 09/05/2019
09/2014
02/2009
09/01/2000
05/01/1988
8000 BOARD OF GOVERNORS
8600 Board of Governors Operational
Guidelines Policy
07/19/2018 06/19/2018 03/01/2018
09/28/2012
10/18/2007
08/2001
8600.A Board of Governors Operational Guidelines 07/19/2018 06/19/2018 03/01/2018
10/20/2013
09/28/2012
02/19/2008
09/2007
06/10/2002
08/2001
8601 Emergency Presidential Succession Plan 09/18/2014 08/19/2014 06/17/2014
Southern WV Community and Technical College Revised: 07/23/2019
Office of the President
Page 15 of 15
Page 116 of 116
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2020 08 18 BOG Meeting Agenda Book (Southern West Virginia Community and Technical College)

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