I. By-Laws

Procedures: Open Forum

In the interest of improved communications and access to the Board of Trustees, the Board wishes to provide an opportunity for citizens to address the Board at their regular meetings. As of January 3, 2012, the Board will provide such opportunity, under the following guidelines.

  1. Persons wishing to speak to the Board should notify the Secretary to the Board not later than the close of the business day prior to the Board of Trustees meeting, with a written statement of the topic they wish to address. The Secretary to the Board of Trustees is presently located in Room 305, Payne Hall.
  2. Each individual will be permitted a maximum of 10 minutes for their presentation. The aggregate amount of time for the presentation of viewpoints at any one Board meeting will not exceed 30 minutes. The Chair of the Board will call upon those who wish to speak immediately prior to the consent agenda section of the Board meeting or at the Chair’s discretion.
  3. The Secretary to the Board will accept all requests to speak and maintain a continuing list of petitioners for subsequent Board meetings. If a petitioner wishes to withdraw a request, he/she must notify the Secretary to the Board.
  4. While the Trustees may take up the issue raised under New Business, dialogue with the Trustees is not part of the Open Forum.
  5. The format of the Open Forum is subject to change by the Trustees if it proves detrimental to the conduct of the Board's business.
All policies will be presented to the Board first as a first reading on the meeting agenda for discussion. The following meeting agenda will include the policy as an item for action unless further discussion is necessary. The only exception to the approval schedule will be if all Board members are present and unanimously approve the policy as the first reading.

Audit and Finance

Academic and Student Success

Facilities and Campus Safety

Governance Committee

Personnel Committee

Nominating Committee

II. Personnel

Mohawk Valley Community College Hiring Process for External Candidates – Full-time Positions (December 2014)

Phase 1: Gathering a Diverse Pool of Candidates and Forming a Screening Committee

Job description has been created, confirmed, and funding status has been established

Board of Trustees (BOT) approves position to be filled based upon Cabinet recommendation

Hiring Supervisor creates posting in applicant system. Posting must include:

  • Required and preferred qualifications in accordance with job description, and at least one qualifying question
  • Proposed screening committee membership, to be reviewed by the President – department, center, discipline personnel must be included as appropriate. Availability of screening committee members shall be considered.
  • Suggested ad and advertising plan that attracts diverse pool of candidates (please contact HR for advertising deadlines)
  • Posting forwarded to Cabinet member and/or President for approval

Applicant System gathers applications, resumes and cover letters for review by the Screening Committee

Chair schedules initial meeting with Screening Committee, Hiring Supervisor and Director of Human Resources to discuss position requirements and screening process, schedules meetings and appointments using College calendar and meeting software.

*An “internal candidate” for purpose of recruitment during an external search, refers to a current College employee (excluding student assistants, work study or like position), including the Dormitory Corporation, Auxiliary Services, and Bookstore, who meets the minimum qualification in the official job description and posting.

Phase 2: Screening Candidates (suggested completion time - Two (2) weeks)

Screening Committee reviews applications, resumes and cover letters in applicant system and identifies first those that meet the required qualifications and second those who meet required and preferred qualifications (found in job description, posting and/or ad) and ranks each candidate in the applicant system

Screening Committee members shall not download applicant data for storage on any devices, but may print resumes and cover letters and then shred in a secure location

Chair runs report in applicant system to tally up screening committee members ranking and to identify desirable candidates

Screening Committee develops questions and rubric for interviewing utilizing any questions provided by the hiring supervisor

Screening Chair contacts selected candidates regarding preliminary interview and confirms interest at the current base salary and benefit level

  • Screening Committee conducts preliminary interviews consistently for candidates using job related questions only, if applicable
  • Screening Committee communicates and assesses soft skills – communication, behavioral, interpersonal, etc. using job related questions only
  • Screening Chair may contact candidates to assess ongoing interest

Hiring supervisor may concurrently review applicants and make recommendations to committee

Phase 3: Formal Interview of Candidates and Committee Recommendations (suggested completion time - Three (3) weeks)

Screening Committee Chair contacts candidate(s) to arrange for formal interview which may require one or two College visits depending on distance/location, size of applicant pool and lead time

  • Screening Committee Chair communicates status of application with non-finalists
  • HR makes arrangements for out of area/state candidate accommodations
  • Screening Committee interviews candidates and ensures process is positive and comfortable (escort, beverage, directions, maps, schedule with names of participants, website, parking, etc.)
  • Interview may include presentations and/or open forum with questions.           

Screening Committee Chair presides over open forum and advises open forum participants that questions asked during open forum are to appropriate job related questions only.

  • Screening Committee members, hiring supervisors and others involved in the interviewing of applicants are discouraged from gathering information about the applicants through the Internet or social media
  • Final candidates meet with Hiring Supervisor, Vice President, appropriate Executive Cabinet member and other constituencies as appropriate

Campus tour

Human Resources – benefits review

Screening Committee Recommendations

  • Provides written strengths and weaknesses for finalists, enter into College applicant system, and provide to Hiring Supervisor for review
  • Strengths and weaknesses shall only include information about the applicant’s qualifications related to the position, and shall not contain personal information the applicant may share with the committee
  • Any concerns the screening committee may have about the applicant’s ability to perform the essential functions of the position other than qualifications as listed in the posting, shall be provided to Human Resources for follow up with the candidate.

Phase 4: Selection of Finalists (suggested completion time - Two (2) weeks)

Hiring Supervisor

  • Reviews written strengths and weaknesses
  • Discusses finalists with Screening Committee Chair
  • Hiring Supervisor and Chair may initiate a 360 degree review of candidates that may include, but is not limited to, screening committee members and others involved in the process (Optional)
  • Discusses finalists with appropriate Executive Cabinet Member
  • Checks references using College reference checking guidelines
  • Discusses final salary offer with Director of Human Resources

Phase 5: Employment Offer, Criminal Background Check and Board of Trustee Approval (suggested completion time - Two (2) weeks)

Hiring Supervisor or Executive Cabinet Member

  • Offers position contingent upon criminal background check and BOT approval at the pre-determined salary
  • Notifies Screening Committee and Human Resources of acceptance of position, salary and start date
  • Human Resources runs criminal history check
  • Notifies other finalists not selected

Human Resources prepares BOT resolution

Human Resources prepares and sends out appointment letter upon BOT approval

Human Resources closes out posting in applicant system

Mohawk Valley Community College, in order to further its mission, must endeavor to employ the most qualified individuals available. In addition, all employees should avoid conflicts of interest that might challenge their duty while at work to promote the best interests of the MVCC community  Therefore, employees shall neither directly initiate, participate in, nor influence institutional decisions involving a direct benefit to a close relative. A direct benefit shall be defined as including decisions affecting initial appointment, retention, performance review, promotion, salary, leave of absence, or any other benefit affecting a close relative. Employees may not supervise, at any level, a close relative. For the purposes of this policy, members of the MVCC Board of Trustees are considered employees of the college; they shall be restricted to the same parameters regarding such institutional decisions.  

For purposes of this policy, a “close relative” refers to a person related consanguineously ("blood relatives") and to a person related by affinity (“relatives by marriage"). This includes spouses, the employee’s or the spouse’s children, parents, grandparents, great-grandparents, brothers, sisters, half-brothers and half-sisters, grandchildren, great-grandchildren, aunts, uncles, nieces, nephews, first cousins, first cousins once-removed and persons married to them, including adopted, step, and foster relationships, or anyone serving in such a relationship. A close relationship is also considered to exist when there is a committed relationship and/or the persons share the same household.

An employee or prospective employee must report the existence of a close relative relationship, as described above, to the Human Resources Department as soon as a potential conflict is first known. The Employment of Close Relatives policy described herein shall not apply to close relatives who already occupied positions prior to the adoption of this resolution, where such employment would be prohibited by this policy; but it shall apply to these positions and these persons if any reclassification, change in assignment or other significant personnel action occurs. Exceptional circumstances may be reviewed by the Director of Human Resources, the President, and/or the Board of Trustees.

Reporting Violations

The College maintains an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, an employee’s supervisor is in the best position to address an area of concern. However, if an employee is not comfortable speaking with his or her supervisor about a possible violation, or is not satisfied with the supervisor’s response, or if the person is not an employee, such person is encouraged to speak with the Director of Human Resources or any administrator with whom the person feels comfortable discussing the issue. Supervisors and managers are required to report suspected violations to the College’s Director of Human Resources, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when the forthcoming employee is not satisfied or is uncomfortable with the open door policy, the Director of Human Resources should be contacted directly.

Compliance

The Director of Human Resources is responsible for investigating and resolving all reported complaints and allegations concerning violations and, at the Director’s discretion, shall advise the President and, as appropriate, the Board of Trustees Audit and  Finance Committee. The Director of Human Resources has direct access to the Audit and Finance Committee and is required to report to this Committee at least annually on compliance activity. If the forthcoming employee is not comfortable speaking with the Director of Human Resources or, if the Director is not available, the employee may contact the President or Vice President of Administrative Services. In unusual circumstances, the forthcoming employee may contact the Chair of the Audit and Finance Committee.

Accounting and Auditing Matters

The Audit and Finance Committee of the Board of Trustees shall address all reported concerns or complaints regarding College accounting practices, internal controls or auditing. The Director of Human Resources shall immediately notify the Committee of any such complaint and work with the committee until the matter is resolved.

No Retaliation

No officer or employee who in good faith reports a violation shall suffer harassment, retaliation or adverse employment consequence because of such filing. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy and procedure are intended to encourage and enable employees and others to raise serious concerns within the College rather than seeking resolution outside the College.

Acting in Good Faith
Anyone filing a complaint concerning a violation or suspected violation must act in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove to have been made maliciously or knowingly to be false will be viewed as a serious offense and may result in disciplinary action.

Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Handling of Reported Violations

The Director of Human Resources will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

Emeritus/Emerita or Distinguished Retiree are honorary titles awarded for distinguished service to the academic community.

All full-time employees of MVCC are eligible for consideration for recognition of their contributions to the College upon retirement. Such recognition is conferred by the Board of Trustees. The Trustees may waive any of the criteria in favor of a retiree of exceptional merit.

There shall be two honorary titles: “Emeritus/Emerita” or “Distinguished Retiree”. Administrators with titles Director and above (including all exempt administrators) who have achieved level III status or higher; all faculty who have achieved the rank of associate professor or higher; and all professional staff who have achieved the rank of level III or higher in their position at the time of retirement are eligible for Emeritus/Emerita title. All other staff are eligible for the Distinguished Retiree title. The Emeritus/Emerita title will be preceded by administrative position title at the time of retirement, Professor, or Professional Staff as appropriate. 

Criteria
To be eligible for recognition, a retiree must meet the following criteria:

  • Have a minimum of ten years contiguous full-time service at MVCC
  • Have retired in good standing
  • Have a demonstrated record of meritorious service to the College

Other criteria which should be considered depending on a retiree’s title are:

  • The final rank for those who are eligible for promotion
  • Consistent service to the College above and beyond the job description
  • Consistent service to students
  • Consistent fulfillment of professional responsibilities outlined in the job description
  • Scholarship or volunteer service within the nominee’s professional field
  • Continuous professional development or service to others through professional development

Process

Nominations may be made by any member of the College community.  Such nominations are to be made to the retiree’s immediate supervisor and should document how the nominee meets the criteria set forth above. Such nomination will normally be made within three years of retirement.

The supervisor will forward the nomination with the supervisor’s recommendation and justification through the administrative organization until the nominations and justifications reach the appropriate Vice President. The Vice President will review the recommendations, justifications, and the retiree’s personnel file. The Vice President will then forward a recommendation with justification to the President.

The President will review the nominee’s file and make a recommendation to the Board of Trustees for their final decision. Nominees who are being recommended to the Board for recognition and who have held multiple titles, except for promotion in academic rank, will be asked which title they wish used. Those involved in the nomination process including the nominee will be notified of the final outcome.

Privileges

  • Participation in academic processions.
  • Use of the College library.
  • College ID identifying the person as a “Emeritus/Emerita” or “Distinguished Retiree.”
  • College employee fee for cultural events.
  • Use of recreational/athletic facilities without cost.
  • College e-mail account.
  • Parking privileges in an appropriate gated lot as space allows.
  • Listing in the College Catalog.
  • Invitation to all Distinguished Retiree, Emeritus, and retiree events held by the College.
  • Use of complimentary box of business cards with Emeritus or Distinguished Retiree title.

In accordance with the Family and Medical Leave Act of 1993, Mohawk Valley Community College will grant an eligible employee up to 12 weeks of unpaid, job-protected leave for the following reasons:

  1. For incapacity due to pregnancy, prenatal medical care or child birth;
  2. To care for an employee’s child after birth, or placement for adoption of foster care;
  3. To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition; or
  4. For a serious health condition that makes the employee unable to perform the employee’s job.

Military Family Leave Entitlements

Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.

FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render this service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.

Leave as provided by the Family and Medical Leave Act and as stated in these policies and procedures may be available under the appropriate collective bargaining agreements, Policies of the MVCC Board of Trustees, or Oneida County Personnel Rules. Only leave taken in accordance with the Family and Medical Leave Act and these policies and procedures will be designated FMLA leave and will qualify for the benefits provided by the law.

Coordination with Collective Bargaining Agreements, Policies Of The MVCC Board Of Trustees, Or Oneida County Personnel Rules.  Where provisions of any of these documents exceed those of these policies and procedures (e.g., sick leave may be used to care for people other than those listed in this policy), the provisions of the other document will prevail.  However, such leave will not be FMLA leave. Where an employee is eligible for and is granted more than 12 weeks leave, only the first 12 weeks will be FMLA leave.

Where the provisions of any of these documents exceed with these policies and procedures (e.g., sick leave may be used only for personal illness and not to care for others), the provisions of that document will prevail.

The 12-month period measured forward from the date any employee's first FMLA leave begins. An employee will be informed by Human Resources of the amount of available FMLA leave when the employee applies for FMLA leave.

Eligible Employee  

Employees are eligible if they have worked for a covered employer for at least one year, for 1,250 hours over the previous 12 months.

Spouses 

A husband and wife who are eligible for FMLA leave are permitted to take only a combined total of 12 weeks of FMLA leave during any 12-month period if the leave is taken for the birth of a son or daughter or to care for the child after birth, the placement of a son or daughter for adoption or foster care, or to care for the child after placement, or to care for a parent (but not a parent-in-law) with a serious health condition. If one spouse is not eligible for FMLA leave, the other is entitled to the full 12-week FMLA leave. 

Where a husband and wife both use a portion of the total 12-week FMLA leave for the above purposes, each is entitled to the difference between the amount taken individually and 12 weeks for leave for other FMLA purposes.

Intermittent Leave 

An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable effort to schedule leave for planned medical treatment so as not to unduly disrupt MVCC’s operations.  Leave due to qualifying exigencies may also be taken on an intermittent basis. Leave may be taken to cover absences in increments of no less than one hour. 

Family Member

  1. Spouse means a husband or wife as defined or recognized under New York State law for purposes of marriage.
  2. Parent means biological parent or an individual who stands or stood in loco parentis to an employee when the employee was a child. This term does not include parents-in-law.
  3. Son or daughter means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is either under age 18, or age 18 or older and incapable of self-care because of a mental or physical disability.

Serious Health Condition 

A serious health condition is an illness, injury, impairment, or physical or mental condition that involves an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job or prevents the qualified family member from participating in school or other daily activities.

Subject to certain conditions, the continuing treatment requirements may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.

Paid Leave 

Employees are required to substitute any accrued earned leave (vacation, personal, compensatory, or sick as appropriate) for unpaid FMLA leave. The period of paid leave will be deducted from the unpaid FMLA leave available under these policies and procedures. Sick leave may only be used for the purposes specified in the appropriate collective bargaining agreement or Board of Trustees Policies.

Health Insurance 

An employee granted FMLA leave will continue to be covered by the employee's health insurance plan under the same conditions as before the employee went on leave. The employee is required to continue to pay any employee portion of health insurance coverage which the employee normally paid before the leave. If the employee is utilizing accrued and available leave time, the normal amounts will be deducted from the employee's paychecks.  If the employee is on unpaid leave, the employee must pay such amounts monthly by check payable to MVCC Health Insurance sent to Human Resources.  Employee contribution amounts are subject to any change in rates which occurs while the employee is on leave.

If an employee fails to make the required payments for health coverage within 30 days, MVCC may decide in its sole discretion to terminate coverage. If MVCC pays the employee contributions, the employee will be required to reimburse MVCC for the contributions upon return from leave.

If an employee fails to return from FMLA leave for reasons other than the continuation of a serious health condition of the employee or a covered family member which would entitle the employee to FMLA leave, or circumstances beyond the employee's control, or does not return for at least 30 days, the employee must reimburse MVCC for the employer contributions made while the employee was on unpaid leave. The obligation to reimburse MVCC for any employee contributions made remains. Certification of the reason why the employee did not return is required within 30 days of the end of the leave. 

If leave continues beyond the 12-week FMLA leave because of provisions of collective bargaining agreements, Policies of the Board of Trustees, or Oneida County Personnel Rules, health insurance will be provided and paid for under the terms of those documents.

Other Benefits 

Other benefits while on leave will be provided as specified in the Policies of the MVCC Board of Trustees, collective bargaining agreements, or Oneida County Personnel Rules, as appropriate.

Reinstatement  

On return from FMLA leave, the employee will be returned to the same position held when leave commenced, or to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment.

The employee's restoration rights are the same as they would have been had the employee not been on leave. Thus, if the employee's position would have been eliminated or the employee would have been terminated but for the leave, the employee would not have the right to reinstatement. Examples of such situations would be a term or grant-funded appointment which has ended, a provisional appointment when a list is established and MVCC is required by Civil Service Law to appoint someone else, non-renewal of probationary appointment, retrenchment or layoff.

If the employee is unable to perform the duties of the position because of physical or mental condition, including continuation of a serious health condition, reinstatement will be governed by Board of Trustees Policies, collective bargaining agreements, Oneida County Personnel Rules, applicable New York State and federal laws, including the Americans with Disabilities Act, as appropriate.

Key Employee Exception 

If an employee has gross income that is within the top 10% of the College's employees, the College may deny reinstatement to the position held before FMLA leave if the reinstatement will result in substantial and grievous economic injury to the College.  An employee will be informed at the time of application for FMLA leave if the employee is in the top 10% and if reinstatement will be denied.

Request For Leave

Employees must provide 30 days advance notice of the need to take FMLA when the need is foreseeable. When 30 days notice is not possible, the employee must provide notice as soon as practicable and generally must comply with the employer’s normal call in procedure.

Submit an Application for FMLA Leave form to Human Resources

Since it is MVCC's responsibility to designate leave as FMLA leave, you must provide sufficient information at the time of the request for MVCC to make that determination. You will also need to submit a Certification by your physician or health care practitioner or other documentation supporting the request for the leave, as appropriate. If an employee fails to provide in a timely manner a requested medical certification to substantiate the need for the leave, MVCC may at its sole discretion deny FMLA leave until the employee submits the certification. If an employee fails to provide fitness-for-duty certification to return to work, if appropriate, MVCC may in its sole discretion not allow the employee to return until the certificate is submitted.

Limitations 

Except as otherwise stated, these policies and procedures are not intended to create any rights greater than those conferred on employees by the Family and Medical Leave Act of 1993, collective bargaining agreements, Policies of the MVCC Board of Trustees, or Oneida County Personnel Rules. Any benefit or condition of employment which has been discontinued for other employees will not be reinstated upon the employee's return from leave.

Incidents of workplace violence or threats of workplace violence are not to be ignored by any member of the College. Workplace violence or threats of workplace violence must be promptly reported to the appropriate College official:

  1. Any person subjected to, or witnessing, an act of violence should immediately contact Mohawk Valley Community College Public Safety Department (MVCC PSD) at 5777.  (MVCC PSD calls 911 as necessary.)
  2. Any person subjected to, or witnessing a threat involving violence in the workplace should immediately contact the MVCC PSD at 5777.
  3. Any person suspecting a violation of the Workplace Violence Prevention Policy should report the suspicion to his or her supervisor or contact the MVCC PSD at 5777.

Responsibilities

  1. College
    1. MVCC will disseminate to all employees a statement regarding all acts of violence, including domestic violence. This statement will be posted in prominent locations accessible to College community members.
    2. The College will provide information to all employees about services available through the Employee Assistance Program (EAP) including those designed to help employees deal with any issues related to workplace or family violence.
    3. The College will regularly review the workplace environment and minimize, wherever possible, environmental factors which may expose our employees or other members of the College community to violent acts.
    4. Employees with questions or complaints about workplace behaviors which fall under the policy may discuss them with their supervisor, a member of management, or with a representative from Human Resources. Concerns will be investigated and appropriate action will be taken. This may include disciplinary action for an employee, in accordance with respective bargaining agreements.
    5. The College will provide Workplace Violence Prevention training to all employees at the time of hire. Training will be offered annually thereafter.
    6. The College will develop a written Workplace Violence Prevention program, which will be accessible to all employees, upon request. The Workplace Violence Prevention Program will be maintained in the Office of Human Resources and the MVCC PSD.
    7. MVCC will provide counseling services or referrals for employees, as appropriate.
  2. Employees
    1. All employees are responsible for helping to maintain a safe work and educational environment and are urged to take reasonable precautions to prevent violence and other unsafe conditions in the workplace and report indications of increased risk of violent behavior.
    2. Employees are required to notify the MVCC PSD whenever an Order of Protection is granted which mentions College property or involves a College employee or other person working at the College.  A copy of the Order shall be provided to the MVCC PSD.  Appropriate efforts will be made to protect the privacy and sensitivity of the information provided.  Employees must also notify their supervisor.
    3. Those who are experiencing domestic violence and believe that the violence may extend into the workplace, or employees who believe that domestic or other personal matters may result in violence extending into the workplace, are encouraged to notify their supervisor, and the MVCC PSD.  Confidentiality will be maintained to every extent possible.
    4. All employees have an obligation to report any incidents of violence or threats of workplace violence to their supervisor and the MVCC PSD immediately.  If an employee believes that imminent danger exists, they must contact the MVCC PSD immediately at 5777.
    5. Any employee or representative of employees who believes that a violation of a Workplace Violence Protection Policy exists shall bring such matter to the attention of a supervisor.  The supervisor will obtain, or assist employee with preparing, a written statement. If, following a written notice, the matter has not been resolved and the employee or representative still believes that a violation of a Workplace Violence Prevention Policy remains, or that an imminent danger exists, the employee or representative should contact one of the following:
      1. MVCC PSD (if imminent danger exists) 5777
      2. Director or Dean of the area in which the employee reports
      3. Vice President of the Division
  3. Supervisors
    1. Each dean, director, department chairperson, executive officer, administrator, or other person with supervisory responsibility (hereinafter “supervisor”) is responsible within his/her area of jurisdiction for the implementation of this policy.
    2. Supervisors are required to contact the MVCC PSD immediately in the event of imminent or actual violence.
    3. Supervisors are expected to:
      1. Report to the MVCC PSD any complaint of workplace violence made to him/her or any other incidents of workplace violence of which he/she becomes aware or reasonably believes to exist.
      2. Inform their immediate supervisor promptly about any complaints, acts, or threats of violence even if the situation has been addressed and resolved. After having reported such complaint or incident to the MVCC PSD and immediate supervisor, the supervisor should keep the information confidential and disclose it only as necessary during the investigation process and/or subsequent proceedings.
      3. Report any knowledge of workplace violence to Human Resources Office or MVCC PSD immediately. Failure of a supervisor to initiate appropriate action may result in administrative action.
  4. Mohawk Valley Community College Public Safety Department
    1. The MVCC PSD is responsible for
      1. Responding to,
      2. Intervening in, and
      3. Documenting incidents of violence in the workplace
    2. The MVCC PSD will immediately log all incidents of workplace violence and will notify the respective supervisor of an incident with his/her employee(s).
    3. The MVCC PSD will maintain an internal tracking system of all threats and incidents of violence. Annual reports will be submitted to the President or designee which specify the number, description and disposition of workplace violence incidents, and which recommend policy, training issues, or security procedures that should be implemented to maintain a safe working and learning environment.
    4. Security Staff will be trained in workplace violence awareness and prevention, non-violent crisis intervention, conflict management, and dispute resolution.
    5. The MVCC PSD will maintain a record of all received Orders of Protection.
  5. Office of Human Resources
    1. The Office of Human Resources is responsible for:
      1. Assisting the Director of Public Safety and supervisors in responding to workplace violence,
      2. Facilitating appropriate responses to reported incidents of workplace violence,
      3. Notifying the MVCC PSD of workplace violence incidents reported to HR, and
      4. Consulting with counseling services as necessary to secure professional intervention.
    2. The Office of Human Resources is responsible for providing new MVCC employees with a copy of the Workplace Violence Prevention Policy, Procedure and documented written program, and insuring that employees receive appropriate training pursuant to NYS Labor Law 27b.
    3. The Office of Human Resources will also be responsible for annually disseminating the policy and procedure to all employees, as well as posting the policy throughout the campus and on the College’s website, as appropriate. Every employee must sign for receipt of the policy and procedure upon publication or at orientation. Signed receipt will be placed in each employee’s personnel file.

Education and Prevention

In compliance with NYS Labor Law 27b, and in keeping with the College’s interest in making MVCC a safe living, working, and learning environment, the College will provide training to each new member of the organization as part of the orientation process.  Employee training will include a comprehensive review of the Workplace Violence Prevention Policy, details about the written Workplace Violence Prevention Procedures, and information about methods to protect themselves from potential risks. Every employee must sign for receipt of the policy and procedure upon publication or at orientation. The signed receipt will be placed in each employee’s personnel file.

No Retaliation Clause

Retaliation against anyone acting in good faith who has made a complaint of workplace violence, who has reported witnessing workplace violence, or who has been involved in reporting, investigating, or responding to workplace violence, is a violation of the policy and will not be tolerated. MVCC will take appropriate formal disciplinary action, which can include penalties up to, and including, termination of employment in accordance with existing collective bargaining unit agreements for those found responsible for retaliatory action.

Employee Assistance Program

Every employee has the right to seek assistance through the Employee Assistance Program (EAP) to deal with any issues of violence, wherever they happen, including outside of the workplace. The College’s EAP offers a professional and confidential source of help for people who need assistance with personal problems or concerns. This service is available to employees and to their families. The program recognizes that employees are people first, and are subject to stress and pressures that affect their ability to be effective at work. Contact Human Resources for the number for the College’s EAP provider MVCA. Brochures are available in the Human Resources office and at new employee orientation.                           .

In addition to EAP, NYS Balance is available to employees who need assistance to cope with stressful situations. Employees are encouraged to contact NYS Balance at 1-800-320-4760 or to seek professional counseling services for assistance. NYS Balance can also be accessed at http://www.worklife.ny.gov/.  Employees are also encouraged to utilize nonviolent conflict resolution through such organizations as the Peacemaker Program.

The College shall maintain the confidentiality of workplace violence to the extent possible. The College will act on the basis of anonymous complaints where it has a reasonable basis to believe that there has been a violation of the policy and that the safety and well-being of members of the College community would be served by such action.

  1. Purpose
    The purpose of this procedure is to secure, at the lowest possible administrative level, a prompt and equitable solution to individual grievances of members of the administrative staff.
  2. Definitions
    1. A. Grievance - A "grievance" is an allegation by an administrator that he/she has suffered injury or damage because of a misinterpretation, misapplication or violation of Board Policies and/or administrative procedures.
    2. Grievant - A "grievant" is the excluded administrative staff filing a grievance.
    3. Working Day - A "working day" means a calendar day except a Saturday, Sunday or a scheduled holiday of recess observed by the college.
    4. Advisor - the grievant's "advisor" shall be the person selected by the grievant to provide advice, support and consultation at any point during the grievance process.
  3. Steps in Grieving
    Any grievance shall be presented through the following procedure, although the grievant is urged to discuss items informally within the department and/or with the immediate supervisor before filing a formal written grievance.
    1. Step 1 - Within thirty days after the event or occurrence giving rise to the alleged grievance, or within thirty days from the date on which the administrator should have reasonable knowledge of its occurrence, the grievant shall present the grievance in writing to the appropriate Dean, Vice President or equivalent position. The statement of grievance shall include:
      1. The name of the aggrieved party
      2. A statement of facts upon which the grievance is based
      3. Identification of all provisions of Board policy or administrative procedures alleged to be violated
      4. The date on which the event or occurrence first occurred
      5. Such other information which the grievant deems relevant
      6. The remedy or relief requested
        The immediate supervisor shall conduct an investigation, may hold a conference and render a decision to the grievant in writing within five working days after receipt of this grievance. In cases where the grievant reports to the President, the initial filing shall be at Step 2.
    2. Step 2 - In the event the aggrieved party is not satisfied with the decision at Step 1, he/she may within five working days of receiving the decision, present an appeal in writing to the President. With this appeal shall be included a copy of the original grievance and the replies received in Step 1. The President or authorized representative shall conduct an investigation and hold a conference within ten working days after receipt of the appeal. Participants in the conference will include the campus President, and the grievant and may include the appropriate supervisor, the grievant's advisor, and such other persons requested by either administration or the grievant. The President or an authorized representative shall render a final decision and the reasons for that decision, in writing, within ten working days after the conference.
  4. Failure to Render a Decision or to Appeal
    Failure to render a decision at any step of this procedure within the specified time limits, shall permit the grievance to proceed to the next step.
    Failure of the aggrieved party to appeal a decision at any step within the specified time limits shall constitute a termination of the grievance,
    The time limits specified in this policy may be extended by mutual written agreement.
  5. Grievance Level
    The initial filing of the grievance should occur at the lowest appropriate administrative level at which a recommendation or action has been initiated or occurred leading to the grievance.
  6. Reprisals
    No reprisals of any kind shall be taken by the Board or by any member of the administration against a staff member because of his/her participation in this grievance process.
  7. Separate Grievance File
    All documents, communications and records dealing with the processing of a grievance, shall be filed in a separate grievance file and shall not be kept in the personnel file of any of the participants.
  8. Meetings and Hearings
    All meetings and hearings under this process shall not be conducted in public and shall include only the parties and their designated counsel, as well as necessary witnesses. All meetings or hearings will be scheduled so as to not interfere with the grievant’s work schedule.
  9. Withdrawal of Grievance
    A grievance may be withdrawn, in writing, at any time without prejudice or precedent.

Before discipline is issued, the supervisor of an excluded administrative staff member may consider issuing a non-disciplinary counseling memo to address the violation.

Discipline of an excluded administrative staff member may include, but is not limited to, a warning or reprimand and shall be issued in writing upon review by the President, Executive Director of Human Resources or designee.

The excluded administrative staff member being disciplined may request clarification on the notice of discipline within ten (10) working days of receipt of the discipline, and may also provide a written response to the discipline to be placed in their human resources file.

An excluded administrative staff member may be placed on administrative leave and/or may be terminated as approved by the President or designee.

Sexual/Romantic Relationships Policy

Policy:

Sexual or romantic relationships, as defined herein, often result in a loss of objectivity, and further create a conflict of interest in any evaluative, supervisory, instructional or other professional role because of the unequal power dynamic.

Sexual or romantic relationships shall not exist between Mohawk Valley Community College employees (including College Affiliates and their employees, as well as College Affiliated Board members), and Mohawk Valley Community College students or employees over whom they have, or might reasonably be expected to have, an evaluative, supervisory, or instructional relationship without prior disclosure to the appropriate authorities so that remediate actions may be taken, and alternate arrangements put in place to address the power dynamic situation.

Definitions:

“College Affiliate” is defined herein as a business entity aligned directly with Mohawk Valley Community College.  This definition shall also be extended to include employees of any business, organization or agency, including a not-for-profit corporation, which enters into a contractual relationship with Mohawk Valley Community College.

“College Affiliated Board” is defined herein as any board or panel which has or exercises any form of a fiduciary responsibility with respect to Mohawk Valley Community College.

“Employee” is defined herein as any person receiving remuneration from Mohawk Valley Community College.

“Professional Responsibility” for a student is defined herein as a level of responsibility that includes, but is not limited to:  any academic matters including teaching, counseling, grading, advising, evaluating, hiring, supervision, coaching, making decisions or recommendations that confer benefits such as admissions, registration, financial aid, awards, remuneration, or other academic opportunities. 

“Sexual or Romantic Relationship” is defined herein as any intimate, sexual, or amorous relationship. A single sexual encounter is considered a sexual relationship under this policy. Conversely, the relationship does not have to include physical intimacy if a romantic/amorous relationship exists, and the behaviors of the individuals extend beyond the reasonable boundaries of a collegial or professional relationship.

“Student” is defined herein to include persons currently registered for College credit/equivalent courses at Mohawk Valley Community College, either full or part-time. The status of student becomes null and void upon withdrawal from the institution or any administrative revocation of this standing. 

“Supervising an Employee” is defined herein as supervising in an employment setting, including hiring, evaluating, assigning work, making decisions or recommendations that confer benefits such as promotions, wage adjustments, or performing other functions that might affect employment opportunities.

 

Context:  

Existing or pre-existing relationships between faculty (or staff with “professional responsibility” for a student or students, as defined above) and any student are prohibited unless disclosed in accordance with this policy.  Such relationships involve issues of student vulnerability and have the potential of coercion.  Conflicts of interest or perceived conflicts of interest may arise when a faculty or staff member is required to evaluate the work or make personal or academic decisions with respect to a student with whom he or she is in a romantic relationship.  Should the relationship end in a non-amicable manner, the relationship may lead to charges of, and possible liability for, sexual misconduct.  Furthermore, even if the relationship continues and even thrives, issues may arise that can call into question the credibility of the evaluative and grading used with respect to the student in question, which may result in questions of accuracy concerning the grade received.   

Many of the concerns about consensual romantic relationships between faculty/staff and students also apply to relationships between supervisors and employees they supervise, as such is defined above. 

Procedure: 

Human Resources must be made aware of existing or pre-existing sexual or romantic relationships to eliminate any unequal power dynamic. This disclosure requirement is in addition to any disclosures required under current MVCC policies, including, but not limited to, Board of Trustees policy #2003, which requires disclosure of familial relationships in evaluative, supervisory or instructional situations. 

For relationships between students and faculty or staff, the faculty or staff member is required to disclose the relationship as soon as one exists.  For relationships between faculty and staff members, both parties to the relationship are required to disclose the relationship as soon as one exists.  Such disclosure will be made through Human Resources. 

Students shall not be required to disclose a relationship between themselves and a faculty or staff member, but such disclosure is strongly encouraged.  A notation about this policy will be placed into the Student Handbook advising the same.   Again, the concern for students is that these relationships may compromise academic integrity and the credibility of the grading process.

When such a relationship is disclosed, alternative supervisory or teaching roles shall be created to ensure that any activity or decision that appears to reward, penalize, or otherwise affect the learning environment of the student or the employment status of the employee is corrected.     

Violations of this policy will be regarded as unprofessional, inappropriate conduct and will be addressed by the College in accordance with the appropriate disciplinary processes and procedures in the collective bargaining agreement or other applicable contractual agreements.

III. Students

Sexual/Romantic Relationships Policy

Policy:

Sexual or romantic relationships, as defined herein, often result in a loss of objectivity, and further create a conflict of interest in any evaluative, supervisory, instructional or other professional role because of the unequal power dynamic.

Sexual or romantic relationships shall not exist between Mohawk Valley Community College employees (including College Affiliates and their employees, as well as College Affiliated Board members), and Mohawk Valley Community College students or employees over whom they have, or might reasonably be expected to have, an evaluative, supervisory, or instructional relationship without prior disclosure to the appropriate authorities so that remediate actions may be taken, and alternate arrangements put in place to address the power dynamic situation.

Definitions:

“College Affiliate” is defined herein as a business entity aligned directly with Mohawk Valley Community College.  This definition shall also be extended to include employees of any business, organization or agency, including a not-for-profit corporation, which enters into a contractual relationship with Mohawk Valley Community College.

“College Affiliated Board” is defined herein as any board or panel which has or exercises any form of a fiduciary responsibility with respect to Mohawk Valley Community College.

“Employee” is defined herein as any person receiving remuneration from Mohawk Valley Community College.

“Professional Responsibility” for a student is defined herein as a level of responsibility that includes, but is not limited to:  any academic matters including teaching, counseling, grading, advising, evaluating, hiring, supervision, coaching, making decisions or recommendations that confer benefits such as admissions, registration, financial aid, awards, remuneration, or other academic opportunities. 

“Sexual or Romantic Relationship” is defined herein as any intimate, sexual, or amorous relationship. A single sexual encounter is considered a sexual relationship under this policy. Conversely, the relationship does not have to include physical intimacy if a romantic/amorous relationship exists, and the behaviors of the individuals extend beyond the reasonable boundaries of a collegial or professional relationship.

“Student” is defined herein to include persons currently registered for College credit/equivalent courses at Mohawk Valley Community College, either full or part-time. The status of student becomes null and void upon withdrawal from the institution or any administrative revocation of this standing. 

“Supervising an Employee” is defined herein as supervising in an employment setting, including hiring, evaluating, assigning work, making decisions or recommendations that confer benefits such as promotions, wage adjustments, or performing other functions that might affect employment opportunities.

Context:  

Existing or pre-existing relationships between faculty (or staff with “professional responsibility” for a student or students, as defined above) and any student are prohibited unless disclosed in accordance with this policy.  Such relationships involve issues of student vulnerability and have the potential of coercion.  Conflicts of interest or perceived conflicts of interest may arise when a faculty or staff member is required to evaluate the work or make personal or academic decisions with respect to a student with whom he or she is in a romantic relationship.  Should the relationship end in a non-amicable manner, the relationship may lead to charges of, and possible liability for, sexual misconduct.  Furthermore, even if the relationship continues and even thrives, issues may arise that can call into question the credibility of the evaluative and grading used with respect to the student in question, which may result in questions of accuracy concerning the grade received.   

Many of the concerns about consensual romantic relationships between faculty/staff and students also apply to relationships between supervisors and employees they supervise, as such is defined above. 

 

Procedure: 

Human Resources must be made aware of existing or pre-existing sexual or romantic relationships to eliminate any unequal power dynamic. This disclosure requirement is in addition to any disclosures required under current MVCC policies, including, but not limited to, Board of Trustees policy #2003, which requires disclosure of familial relationships in evaluative, supervisory or instructional situations. 

For relationships between students and faculty or staff, the faculty or staff member is required to disclose the relationship as soon as one exists.  For relationships between faculty and staff members, both parties to the relationship are required to disclose the relationship as soon as one exists.  Such disclosure will be made through Human Resources. 

Students shall not be required to disclose a relationship between themselves and a faculty or staff member, but such disclosure is strongly encouraged.  A notation about this policy will be placed into the Student Handbook advising the same.   Again, the concern for students is that these relationships may compromise academic integrity and the credibility of the grading process.

When such a relationship is disclosed, alternative supervisory or teaching roles shall be created to ensure that any activity or decision that appears to reward, penalize, or otherwise affect the learning environment of the student or the employment status of the employee is corrected.     

Violations of this policy will be regarded as unprofessional, inappropriate conduct and will be addressed by the College in accordance with the appropriate disciplinary processes and procedures in the collective bargaining agreement or other applicable contractual agreements.

Graduation Requirements

Degrees and Certificates

  1. MVCC grants four Associate degrees and one Certificate.
    1. Associate in Arts (AA)
    2. Associate in Science (AS)
    3. Associate in Applied Science (AAS)
    4. Associate in Occupational Studies (AOS)
    5. Certificate
  2. Students completing a two year program will be awarded an Associate in Arts, an Associate in Science, an Associate in Applied Science and an Associate in Occupational Studies. Students completing a one year program will be awarded a Certificate.

General Requirements

  1. A program grade point average of 2.0 (C) or higher. Credits transfer from other colleges may not be used in this computation.
  2. A minimum of 25% of credits completed in residence with an average of 2.00 (C) or higher.
  3. Satisfactory completion of the minimum of sixty (60) college credits in approved curriculum for a two year degree or the minimum of twenty-four (24) credits in approved curriculum for a certificate.
  4. Satisfactory completion of Diversity and Global View requirement
  5. Satisfactory completion of General Education Requirements
  6. Satisfactory completion of SUNY General Education Requirements
  7. High School graduation or GED Certificate
  8. Satisfactory completion of one credit of ED 100
  9. Satisfactory completion of two credits of Physical Education unless stated otherwise in the catalog.

Posthumous Graduation

The Board of Trustees will consider granting posthumous degrees or certificates to students under the following conditions:

  1. Student is registered at MVCC during the term in which the student dies.
  2. The degree or certificate will be in the program in which the student is matriculated at the time of death.
  3. The student has completed the number of courses and credits required by the program.
  4. The student is certified for graduation by Vice President for Learning and Academic Affairs or designee.

Background:

A student may be placed on an Interim Medical Withdrawal (IMW) or a Medical Leave of Absence (MLA) when his/her behavior poses a threat to the health, safety, or well- being of the student and others within the College community and/or threatens to cause a disruption to or interruption of College operations. The College initiates this.

A student may be placed on a Medical Leave of Absence due to a medical emergency or medical condition that prevents the student from attending classes for an extended period of time (surgery, hospitalization due to a car accident, illness, etc.) The student initiates this.

A student’s status may also convert from an IMW to an MLA as determined by the College and outlined in the procedures that follow.

A student on a Medical Leave of Absence is still matriculated at the College, and therefore, is permitted to register for classes at the expiration of the approved leave. Students will be asked to provide medical documentation to support their request. No grades will be posted for incidents occurring prior to the census date of the semester. All courses will have transcript grades of “W” when the incident occurs after the census date.

Procedures:

There are two types of procedures; one initiated by the student and one that is unanticipated where the College needs to initiate an Interim Medical Withdrawal or a Medical Leave of Absence.

A MLA initiated by the student should go through the Counseling Department and should follow the same procedure as a Withdrawal but should be noted as MLA on the form. The student will be withdrawn from classes effective as of the date stated in the form.

An unanticipated incident will be managed initially by first responders (e.g., Department of Public Safety, Residence Life, emergency medical responders, etc.) in order to ensure the immediate safety of the individual(s) involved and the campus community. After the incident is secured, the mental health, substance abuse or other unanticipated emergency will be managed in partnership with the College, the student, and in some cases the student’s medical, mental health or substance abuse practitioner and parent/official guardian as necessary or appropriate and in compliance with FERPA regulations.

An interim medical withdrawal will be initiated by the Vice President Student Affairs (VPSA) or his/her designee, following a report of an unanticipated incident or a report and preliminary investigation opened by any of the following: BERT, the Counseling Department, Office of Judicial Affairs &s; Community Standards, Dean of the Rome Campus, Office of Student and Residence or the Department of Public Safety. These reports and the subsequent Interim Medical Withdrawal will have drawn to a conclusion that the student’s behavior:

  1. Poses a threat to the health, safety, or well-being of the student and others within the College community and/or
  2. Threatens to cause a disruption to or interruption of College operations

Policy violations that occur during a mental health, substance abuse or any other unanticipated emergency may be subject to judicial or criminal proceedings that may occur concurrently with this policy or may follow upon resolution of the emergency. 

The steps that are taken in the event of an Interim Medical Withdrawal or a Medical Leave of Absence follow based on an unanticipated event include:

Step 1: A letter is presented to the student:

When possible, in person;

When possible, emailed by way of the College’s judicial software system;

By alternative delivery method if no other avenues are identified.

The content of the letter will address the reasons for the withdrawal and the requirements for reinstatement consideration. The letter will preschedule a follow-up meeting for five (5) business days hence. The student is notified that if the requested documentation is incomplete it will delay consideration for reinstatement.

Step 2: If a residence hall student, the following actions are initiated:

The student is provided escorted access to his/her room to retrieve personal belongings and leave the campus;

The room key is confiscated and proximity card deactivated until reinstatement;

The emergency contacts are notified as warranted under standard College operating procedure.

If the student is an international student or any other special population that requires specific additional accommodations, the College will take those steps as appropriate and/or necessary.

Step 3: A follow up meeting to review required documentation will occur on or before the fifth business day, unless waived by the student, in which case the interim medical withdrawal may proceed to a Medical Leave of Absence for an appropriate period of time. The review will determine compliance with the requested information.

If all information has been received and satisfactorily addresses the concerns, the student is reinstated and all pertinent College employees are notified. A student’s academic class standing is subject to the rules of each class syllabus and must be discussed with each individual instructor.

If the documentation is incomplete, an extension may be granted upon approval of the VPSA or designee.

If the documentation is not received within the timeframe established or does not meet the minimum requirements for the student to return to the College, the student will be placed on a Medical Leave of Absence for an appropriate period of time and a Vice President of Student Affairs (VPSA) hold will be placed on his/her account alerting the College to outstanding documentation needs. The student is formally notified of this.  No grades will be posted for incidents occurring prior to the census date of the semester. All courses will have transcript grades of “W” when the incident occurs after the census date.

Step 4: If, based on the severity of the original incident and its effect on students and staff involved, the student’s return may potentially continue to:

Negatively impact the well-being of the student and others within the College community and/or

Threaten to cause a disruption to or interruption of College operations

The student may be placed on a Medical Leave of Absence for an appropriate period of time and a VPSA hold will be placed on his/her account. The student is formally notified of this. No grades will be posted for incidents occurring prior to the census date of the semester. All courses will have transcript grades of “W” when the incident occurs after the census date.

If a Medical Leave of Absence is initiated it automatically applies to the College and Residence Halls. There may be occasion where a student is permitted to return to the College but not the Residence Halls. These individual nuances will be clearly communicated to the student and all pertinent College employees.

Step 5: In the event a student is placed on a Medical Leave of Absence from either the College or the Residence Halls following an interim medical withdrawal, the student has the right to request an independent review of the case to the College President. This must occur in writing and be received by the President within five (5) business days of the date of the letter communicating the Medical Leave of Absence. The President will appoint a College official to act as an independent review (not a hearing). A final decision will be rendered within five (5) additional business days and communicated in writing to the student.  

The College reserves the right to review student charges and fees generated by the student attending classes at Mohawk Valley Community College. Any changes, adjustments and/or refunds will be processed in accordance with the College’s refund policies. If the student is receiving any financial aid, including grants, and/or student loans, payment of funds will be pro-rated in accordance with Federal and NY State regulations.

Definitions

  1. Affirmative consent is a clear, unambiguous, knowing, informed, and voluntary agreement between all participants to engage in sexual activity. Consent is active, not passive. Silence or lack of resistance cannot be interpreted as consent. Seeking and having consent accepted is the responsibility of the person(s) initiating each specific sexual act regardless of whether the person initiating the act is under the influence of drugs and/or alcohol. Consent to any sexual act or prior consensual sexual activity between or with any party does not constitute consent to any other sexual act. The definition of consent does not vary based upon a participant’s sex, sexual orientation, gender identity or gender expression. Consent may be initially given but withdrawn at any time. When consent is withdrawn or cannot be given, sexual activity must stop. Consent cannot be given when a person is incapacitated. Incapacitation occurs when an individual lacks the ability to fully, knowingly choose to participate in sexual activity.
  2. Incapacitation includes impairment due to drugs or alcohol (whether such use is voluntary or involuntary), the lack of consciousness or being asleep, being involuntarily restrained, if any of the parties are under the age of 17, or if an individual otherwise cannot consent. Consent cannot be given when it is the result of any coercion, intimidation, force, or threat of harm.

Reporting

In accordance with the Victim/Survivor Bill of Rights, victims/survivors shall have the right to pursue more than one of the options below at the same time, or to choose not to participate in any of the options below:

  • To report confidentially the incident to one of the following college officials, who by law may maintain confidentiality, and can assist in obtaining services:
  • To disclose confidentially the incident and obtain services from the New York State, New York City or county hotlines: http://www.opdv.ny.gov/help/dvhotlines.html. Additional disclosure and assistance options are catalogued by the Office for the Prevention of Domestic Violence and presented in several languages: http://www.opdv.ny.gov/help/index.html.
    • For local assistance, contact the YWCA Mohawk Valley Domestic and Sexual Violence Hotline for 24-hour confidential help or information at 315-797-7740.
    • To report a sexual assault on a New York college campus to the State Police, call the 24-hour hotline at 1-844-845-7269. For confidential support resources, call the New York State Domestic and Sexual Violence Hotline at 1-800-942-6906.
  • To report the incident to one of the following college officials who can offer privacy and can assist  in obtaining resources (note that an official who can offer privacy may still be required by law and college policy to inform one or more college officials about the incident, including but not limited to the Title IX Coordinator):
    • Title IX Coordinator
    • Department of Public Safety; and
    • Counseling
  • To file a criminal complaint with the MVCC’s Department of Public Safety and/or with local law enforcement:
  • To file a report of sexual assault, domestic violence, dating violence, and/or stalking, and/or talk to the Title IX Coordinator for information and assistance. Reports will be investigated in accordance with MVCC’s policies and procedures. If a victim/survivor wishes to keep his/her identity private, he or she may call the Vice President for Student Affairs’ office anonymously to discuss the situation and available options:
    • Stephanie Reynolds, Vice President for Student Affairs & Dean of Students; Payne Hall 347, 315-792-5324
  • When the accused is an employee, a victim/survivor may also report the incident to the MVCC’s Office of Human Resources or may request that one of the above referenced confidential or private employees assist in reporting to Human Resources. Disciplinary proceedings will be conducted in accordance with applicable collective bargaining agreements. When the accused is an employee of an affiliated entity or vendor of the college, college officials will, at the request of the victim/survivor, assist in reporting to the appropriate office of the vendor or affiliated entity and, if the response of the vendor or affiliated entity is not sufficient, assist in obtaining a persona non grata letter, subject to legal requirements and college policy.
    • Kim Evans – Dame, Executive, Executive Director of Human Resources, Academic Building 113, 315-792-5637
  • You may withdraw your complaint or involvement from the MVCC process at any time.

Protection and Accommodations

  • When the accused is a student, to have the college issue a “No Contact Order,” meaning that continuing to contact the protected individual is a violation of college policy subject to additional conduct charges; if the accused and a protected person observe each other in a public place, it is the responsibility of the accused to leave the area immediately and without directly contacting the protected person.
  • To have assistance from the Department of Public Safety or other college officials in obtaining an Order of Protection or, if outside of New York State, an equivalent protective or restraining order.
  • To receive a copy of the Order of Protection or equivalent and have an opportunity to meet or speak with a college official who can explain the order and answer questions about it, including information from the Order about the accused’s responsibility to stay away from the protected person(s); that burden does not rest on the protected person(s).
  • To an explanation of the consequences for violating these orders, including but not limited to arrest, additional conduct charges, and interim suspension.
  • To have assistance from Department of Public Safety in effecting an arrest when an individual violates an Order of Protection or, if outside of New York State, an equivalent protective or restraining order within the jurisdiction of Department of Public Safety or, if outside of the jurisdiction to call on and assist local law enforcement in effecting an arrest for violating such an order.
  • When the accused is a student and presents a continuing threat to the health and safety of the community, to have the accused subject to interim suspension pending the outcome of a conduct process.
  • When the accused is not a member of the college community, to have assistance from the Department of Public Safety or other college officials in obtaining a persona non grata letter, subject to legal requirements and college policy.
  • To obtain reasonable and available interim measures and accommodations that effect a change in academic, housing, employment, transportation, or other applicable arrangements in order to ensure safety, prevent retaliation, and avoid an ongoing hostile environment. While victims/survivors may request accommodations through any of the offices referenced in this policy, the following office can serve as a point to assist with these measures:
    • Vice President of Student Affairs and Dean of Students, 315-792-5324
    • Executive Director of Human Resources, 315-792-5637

Student Conduct Process

  • For information regarding our formal Student Conduct Process please refer to our Student Handbook.

Introduction

The goal of MVCC’s use of social media is to foster an online community for various MVCC constituents, reflecting the mission, vision, and values of the institution. Although these sites are outside the direct control of the institution, MVCC maintains an interest in how it is portrayed by them. Social media should be used to enhance communications, providing value to the College’s target audiences.

This regulation does not apply to an individual’s private use of social media on private resources. Instead, this administrative regulation establishes standards for employees and students who create, administer or post to social media pages on behalf of MVCC and the use of public resources. They should be seen as supplementing, and not in lieu of, existing Board policies and regulations, official public stewardship responsibilities, technology resource standards, marketing and communications guidelines, and other applicable laws and administrative standards. It is important to remember and respect the privacy of others when using social media in the context of the educational setting. When posting photographs, videos, quotes or recorded statements of individuals on MVCC social media pages, forms that authorize MVCC may be required for their use; for instance, when interviewing or photographing an individual for a story that will be posted online.

Nothing contained in this regulation shall be construed as denying the civil and political liberties of any person as guaranteed by the United States Constitution, nor does it seek to impede upon the tenants of academic freedom that are extended to faculty.

Definition

Social media can be defined as media based on the use of web and mobile technologies that allow for user-generated exchanges of information. Social media are powerful communication tools, enabling collaboration and communication as an interactive dialogue, enhancing the value of conversations across a global audience. Social media includes, but is not limited to, social networking sites, collaborative projects such as wikis, blogs and micro-blogs, content communities, virtual game worlds, and virtual communities.

Institutional Social Media Guidelines and Procedures

Institutional Social Media includes various sites, pages, profiles, projects, and virtual communities that are created specifically on behalf of MVCC, and that exist to serve as official MVCC communications. Creation and use of social media sites on behalf of MVCC is for business use, such as for educational, research, service, operational, marketing, and management purposes. Likewise, data, voice, images, videos and links posted or transmitted via MVCC’s technology resources are limited to the same purposes.

Authorization to create and administer social media sites on behalf of MVCC must be coordinated through the Marketing and Communications Office. Before you start, send an email request with the following information to the Media Content Coordinator:

  • The purpose of the profile. What are the goals of having a social media page or profile for your department or organization?
  • Who will be responsible for updating the page? Keeping the page up-to-date may seem like a daunting task, but it is important to keep your followers engaged.
  • A rough outline of what content you will post throughout the year. Having a basic plan for what you will post to your page for the next three months, six months and year will be helpful in making sure you have enough content to warrant a profile. Remember that information an always be posted via the College’s main channels, just email your posts to the Media Content Coordinator.

If having a social media profile makes sense for your department or office, Marketing will work with you to create a page that is branded consistently with MVCC’s social community.

Guidelines

  • Remember the mission of MVCC: Any official MVCC social media profile must provide a link to the official MVCC website. You don’t have to link to the homepage. For example, CCED may link to the CCED subpage on the site. Links can be placed on the Info section of the page profile.
  • Disclaimer: Every social media site must make an effort to display or link to the following disclaimer (or some version of it) in a conspicuous manner: The statements, comments, or opinions expressed by users through use of MVCC’s social media platforms are those of their respective authors, who are solely responsible for them, and do not necessarily represent the views of MVCC.
  • MVCC identity: Use of any MVCC logos, marks or likeness on personal social media sites is forbidden. Social media sites established for conducting MVCC business must adhere to established brand identity standards.
  • Add a Marketing Admin: The Marketing & Communications Office should be given access to all MVCC social media accounts to ensure backup in case of absence or employee turnover.
  • Keep it real: Make sure to communicate in an authentic voice. Talk to your followers like you would talk to real people in real life. Avoid language that is too formal or technical.
  • Post smart: As a representative of MVCC, you have more responsibility than the average user about what you post on social networks. Realize that there are real-world consequences for things that you communicate online, just as there are real-world consequences for how you conduct yourself on the job. Also, familiarize yourself with Family Educational Rights and Privacy Act (FERPA). For information on this, email Kate Barefoot at kbarefoot@mvcc.edu.
  • Post frequently: If your page isn’t active, followers won’t have a reason to return. Pages should be updated at least once per month. Some pages will be updated more often, perhaps several times a day. If your page doesn’t have enough content to post at least one update a month, consider posting to the main MVCC profile instead of having a separate one. Inactive sites will not be supported by the College and will be deactivated.
  • Exercise good judgment: You are communicating with many people who all have varied opinions. Think twice about everything you post.
  • Consider accessibility: Remember that not all students have the same abilities. Facebook has an Accessibility and Assistive Technology page that outlines its resources. If you have specific questions about your page and accessibility, email Tamara Mariotti in Disabilities Services at tmariotti@mvcc.edu.
  • Respect copyrights: Always give people proper credit for their work, and make sure you have the right to use something before you share it. Never post copyrighted photos, music, text or video content without permission of the copyright owner.
  • Consider College policies: Refer to the Board of Trustees policies, Information Technology Policy, Student Handbook Code of Conduct, and on the Office of Human Resources page for policies that cover social media usage.
  • Respect privacy: Social media sites have varying levels of privacy settings and terms of agreement. Agents posting on behalf of MVCC must be aware of the social media site’s privacy policy, terms of use and community guidelines. Be aware that no social media privacy option completely protects information being shared beyond desired boundaries.

Guidelines for Employees

Employees should remember that students and the community might judge them and MVCC by their posts. Employees should be honest and transparent about their identity and role at MVCC. Maintain accuracy by verifying facts before posting information via social media. Exercise restraint and show respect for the opinions of others. Do not use MVCC-related social media to promote services, products or organizations that are unrelated to MVCC or its business. Use good judgment in connecting with others via social media sites.

Employees will keep their personal social media sites separate from MVCC social media. In personal posts, employees may identify themselves as an MVCC faculty or staff member. MVCC telephone numbers, email addresses, and images are not to be posted by employees on personal social media sites. Employees need to be clear that they are sharing their views as a member of the higher education community, not as a formal representative of MVCC or its member institutions.

Guidelines for Students

Students are not restricted from using social media. However, they must understand that any content made public via MVCC social media sites is expected to follow acceptable social behaviors and comply with the law, Student Handbook, the Student Code of Conduct and Commitment to Civility, Information Technology Policy, and other MVCC policies and procedures.

A student who feels that he/she has been treated unfairly or unjustly by a fellow student or faculty member (full-time or part-time) with regard to communications conducted via MVCC social media sites should contact the Office of Judicial Affairs &s; Community Standards.

Inappropriate Content

The malicious use of MVCC social media, including derogatory language about any member of the MVCC community; threats to any third party; incriminating photos or statements depicting hazing, sexual harassment, vandalism, stalking, underage drinking, illegal drug use, or any other inappropriate behavior, will be subject to disciplinary action.

Employees should be advised against perpetuating negative media from official MVCC social media sites or damaging the MVCC brands in any way. This type of negative social media engagement from official MVCC sites can result in a loss of privileges to use social media in any official capacity.

The following list includes, but is not limited to, inappropriate content posting to social media sites:

  • Conducting MVCC business using social media sites that are not authorized as an official means of communication per marketing standards and processes.
  • Posting confidential or propriety information about MVCC students, alumni and employees that is in violation of MVCC policies or FERPA.
  • Violating any provision of MVCC’s Information Technology Policy.
  • Violating any provision of the Student Code of Conduct and Commitment to Civility.
  • Posting comments to MVCC-authorized social media sites that are not directly related to MVCC business or accomplishing work-related goals.
  • Posting any text, images or links to content that violate copyright law.
  • Violating MVCC’s Harassment Policy.
  • SPAM comments. All platforms that enable comments should be reviewed regularly for SPAM, removing SPAM comments as quickly as possible.
  • Violating the terms of use, conditions or community guidelines as defined by each social media platform.

Enforcement

Complaints or allegations of a violation of these standards will be processed through MVCC’s articulated grievance procedures, Student Code of Conduct and Commitment to Civility or resolution of controversy.

Upon determination of a violation of these standards, MVCC may unilaterally delete any violating content, and terminate the user's access. It is the user's responsibility to demonstrate and/or establish the relevance of content in the event that a content complaint is made official.

IV. Financial Resources

Purchasing Procedure Overview

The Purchasing Department serves the Mohawk Valley Community College community by placing all orders for goods and services. The Purchase Requisition form (found on the Intranet) is used to request items or services to be ordered. The Coordinator of Expendable and Fixed Asset Procurement (Purchasing Agent) is responsible for the selection of vendors. Although those placing an order are encouraged to indicate potential vendors on the requisitions, the ultimate selection authority rests with the Purchasing Agent.

If the total dollar amount of the requisition is $1,000 to $19,999, additional quotations must be obtained, unless the source of the purchase is exempt (See Using Sources Exempt from Quotations and Competitive Bids). Competitive bids are solicited when the aggregate amount for goods or services exceeds $20,000, or when the aggregate amount for a Public Works contract exceeds $35,000. A good faith effort is made to determine if the purchase is subject to competitive bid based on the annual estimated aggregate expenditures and past purchases. Contracts are awarded only after bids are solicited in compliance with Section 103 of the General Municipal Law.

At least one qualified local vendor shall be sought on all purchases of the College. To the extent feasible, all local qualified vendors are invited to make bids where bids are being sought and to make proposals for services where services are being solicited. A local vendor is defined as a business located within Oneida County, or maintaining a business presence within Oneida County.

The Purchasing Department is committed to ensuring that all purchasing procedures are met before placing the order. The Department assists in finding supply sources and information on vendor performance.  Its goal is to expedite the procurement of approved goods and services for the College community.

The Purchasing Department has the responsibility of assuring that all purchases are made in compliance with all applicable laws and regulations governing the State of New York, the County of Oneida and Mohawk Valley Community College. Additionally, the purchase is made for the lowest price available at the time the request is made.

Responsibility of the Employee/Requisitioning Department

It is the responsibility of the requesting department to fill out the proper forms, obtain the required signatures, attach supporting documents and submit the paperwork to the Purchasing Department for processing.   Purchases, agreements to purchase, or changes to issued purchase orders by any individual (other than purchasing staff) are not legally binding to Mohawk Valley Community College. Such unauthorized purchases will not be paid by Mohawk Valley Community College and may become the financial responsibility of the individual who incurred the expense.

Conflict of Interest Policy
No employee can be financially interested in any contract which Mohawk Valley Community College establishes, pursuant to Sections 800-808 of the General Municipal Law and Board of Trustee Policy (Section 3.8).

Any College officer or employee who has, or will have, or later acquires an interest in any company or entity which forges an actual or proposed contract with the College shall publicly disclose the nature and extent of such interest, in writing, to the Board of Trustees as soon as he/she has knowledge of such actual or prospective interest. No College officer or employee shall be interested financially in any contract entered into by the College. This also precludes acceptance of gratuities, financial or otherwise, by the above persons from any supplier of materials or services to the College. A written statement of disclosure should be addressed to the President of the College with a request that it be forwarded to the Board of Trustees.

Using Sources Exempt from Quotations and Competitive Bids

Ordering goods and services from current New York State contracts, SUNY contracts and U.S. Government price lists place the purchase under the terms and conditions negotiated by the government entity, providing Mohawk Valley Community College additional recourse in dispute issues. Requisitions requests submitted under the following categories do not require additional price quotation and are exempt from competitive bid:

  • Purchases made from New York State contracts (www.ogs.state.ny.us)  (Section 104 General Municipal Law), SUNY contracts, Oneida County contracts (Section 408A County Law) or U.S. Government price lists
  • Purchases of parts/enhancements for existing equipment
  • Purchases of materials or items that must "match exactly" with items purchased previously
  • Membership fees
  • Purchases made directly from the manufacturer
  • Fees to accrediting organizations 
  • Educational testing materials
  • Preventative maintenance agreements for specialized equipment
  • Advertisements
  • Emergency situations as declared by the President or appropriate Vice President
  • Consultant fees
  • Purchases from correctional institutions (section 186 Corrections Law)
  • Purchases from agencies for the blind or industries for the disabled (Section 175B Finance Law)
  • Sole source (e.g., patented software); written justification required

Expenses Ineligible for State Aid Reimbursement

The expenses listed below are not allowed for reimbursement under the guidelines for NYS aid reimbursement. Claims submitted in these categories will not be paid:

  • Individual memberships in professional organizations and associations (exception: when institutional memberships beneficial to the educational purposes of the College are not available, or when the individual membership serves the same benefit to the College, and is more cost effective for the College)
  • Contingency accounts
  • Subcontracted food service and bookstore expenses and losses
  • Dormitory operation/administrative expenses
  • Penalty fees for overdue payment of legal obligations
  • Collection agency fees for delinquent student accounts (fee is added to the student’s account)
  • Student cap and gown rentals
  • Student activities (e.g., student publications, student-faculty receptions)
  • Faculty-Student association and activity expenses
  • Rental and maintenance costs for property not used for College purposes
  • Food, beverage and entertainment expense for College social functions
  • Matching funds for off-campus College work study programs
  • Administrative overhead expenses otherwise chargeable to federal programs (e.g., SEOG, NDSL, CWS, etc.)
  • Service area educational program, non-State University approved expenses
  • Reimbursement for alcoholic beverages

Requisitions

The requisition process includes a system of authorizations and safeguards so that improper or illegal purchasing is difficult both to initiate and to conceal.  The Purchase Requisition form is used to request a purchase order. Forms are available in the MVCC Business Office and on the Intranet. A completed form is the source document for the purchase order. Incomplete requisition forms (e.g., those without the required signatures or supporting documents) will be returned. Processing costs exceed $50 per purchase order; purchases should be planned to meet the minimum processing cost. Exceptions are at the discretion of the Controller. A requisition must be typewritten or printed legibly in ink and include the following information:

  • Date/department/receiving department
  • Quantity/cost/description of items requested ($50 minimum)
  • Vendor name/address
  • Budget account to be charged
  • Processing instructions (e.g., fax the purchase order, prepayment required, etc.)
  • Required signatures
  • Quotations (if exempt, write “exempt” on the requisition) and any supporting documents
  • All advertising requires “Tear Sheets or Notarized Affidavits Required” written on the requisition
  • All labor requests require “Certified Payroll Required” to be written on the requisition

The original completed Requisition Form must be sent to the Purchasing Department; a copy should be kept.

Quotation Requirements and Exemptions

Verbal and written quotations are obtained by the requestor. The Purchasing Department will provide assistance as necessary; it maintains a list of vendors for various types of equipment, materials and supplies. 

This information must be listed on the Purchase Requisition form: Date, Vendor Contacted, Price and Delivery Terms. 

Quotations are required for all non-exempt purchases $1,000 and above:

Requisition                                       
Estimated Total Value  (incl S&H) Action
$1,000 - $2,499 Two verbal quotes. Attach quotes to requisition.
$2,500 - $19,999 Three written quotes or written RFP. Attach quotes to requisition.
$20,000 and above Competitive Formal bid required. Send specifications to Purchasing Department.

Public Works
(Estimated Total Value)                                        Action
$1,000 - $2,499 Two verbal quotes. Attach quotes to requisition.
$2,500 - $4,999 Two written quotes. Attach quotes to requisition.
$5,000 - $34,999 Three written quotes or written RFP. Attach quotes to requisition
$35,000 and above Competitive bid required. Forward specifications to Purchasing Department.

A good faith effort must be made to obtain the required number of quotations or bid proposals. If the required number cannot be met, the attempts made must be documented with the requisition (e.g. fax requests, e-mail requests).

Purchases for goods and services costing less than the established ceilings may be price quoted, verbally, or through written/fax price quotations when the Purchasing Agent deems it to be in the best interest of the College.

Competitive Bids

Competitive bids are required by NYS General Municipal Law when the annual aggregate expenditure for a given good or service exceeds $20,000 or for Public Works projects when the annual aggregate amount exceeds $35,000.

The bidding process insures that public funds are spent legally and that the best possible value is received. It also provides an equal opportunity to those qualified and responsible vendors who want to do business with Mohawk Valley Community College to compete with each other. A standard bidding procedure assures the public that its money is properly safeguarded.

The competitive bid process requires that only sealed bids be considered. First, the bid is advertised in at least two newspapers. Specifications set the date, place, time and hour that bids must be received by the College. The bids are opened and read aloud at the published date and hour; no bids are accepted beyond that. Generally, the lowest responsible bidder is awarded the contract.  If no bid is acceptable, the entire bidding process must be repeated. Contracts are awarded in compliance with NYS General Municipal law.

To submit a bid request:

  • Plan in advance when submitting a request for a competitive bid. Turn-around time is 14 days for competitive bid requests.  Legal notices, prepared by the Purchasing Department, must be submitted to the newspapers four business days in advance of the publication date. A bid must be advertised for 5 to 14 days prior to the bid opening, depending on the goods or services being solicited.
  • Email to the Purchasing Department the request and a detailed specification of the goods or services needed.
  • Once the bid has been awarded, a completed Purchase Requisition form must be submitted to the Purchasing Department to complete the process.

Equipment

Equipment is defined as machinery, vehicles and apparatus costing $1,000 or more with a probable useful life of at least two years that is used repeatedly without any material impairment of physical condition. All equipment is charged to Account 72100.

Prepayments

Prepayments for travel, goods and certain services are processed when sufficient justification for prepayment is included with the request.  “Prepayment required” must be written on the requisition form, and documentation attached (e.g., a photocopy of the order form) prior to submission to the Purchasing Department for processing. The Accounts Payable office (ext. 5577) can answer any questions concerning prepayments.

Blanket Orders

Blanket purchase order requests require the approval of the Controller. Blanket orders allow the purchase of an item on an “as needed” basis and are used primarily for frequent purchases from the same vendor. “Blanket Order” should be written on the requisition form, as well as a “Not to exceed” dollar amount prior to submission to the Purchasing Department for processing.

Confirming Orders

Verbal or telephone orders, subject to subsequent confirmation by a written purchase order may be given in cases where the need for immediate action exists. These orders are rare and require approval by the Vice President for Administrative Services or designee. Lack of proper planning is not justification for confirming orders. “Confirming Order, Do Not Duplicate” must be written on the Purchase Requisition form, which is submitted to the Purchasing Department for processing.

Purchase Orders

Mohawk Valley Community College uses program generated numbered forms for Purchase Orders for internal control. The Purchasing Agent is the only person authorized to commit Mohawk Valley Community College to a purchase. Vendors must be in possession of a properly executed purchase order before goods or services are delivered to Mohawk Valley Community College.

The source document for a purchase order is the Purchase Requisition form.  Requisitions are checked for accuracy, required signatures and supporting documents (e.g. quotations). Appropriate changes are made in accordance with established procedures. The Mohawk Valley Community College chart of accounts is used to match the account codes charged against the requested items. The account code on the requisition must have unencumbered funds to cover the total projected cost. All requisitions data is then entered into the Banner system and a six-part purchase order is generated.

All purchase orders are reviewed and signed by the Purchasing Agent or the Controller. The printed purchase orders are separated and distributed as follows:

  • White copy - Vendor
  • Pink copy (Receiving) - Ordering department
  • Gold copy - Ordering department
  • Blue copy - Business Office
  • Yellow copy - Purchasing Department
  • Green copy - Inventory Control

Receipt of Goods and Services

All goods from vendors are delivered to the receiving dock in the Facilities Department. The Facilities Department sends the goods to the receiving department listed on the purchase order. It is the responsibility of the person receiving the order to inspect the goods and the quantity and compare it to the detail referenced on the purchase order. 

When the goods (or the services rendered) are received:

  • Match the items against the pink receiving copy
  • Enter the quantity received
  • Check the appropriate Material Safety Data Sheet (MSDS) box
  • Sign the pink receiving copy
  • Obtain a second signature as co-signer
  • Return the pink receiving copy to Accounts Payable

When the goods received (or services rendered) are not acceptable:

  • The Purchasing Department should be contacted as soon as possible. For goods, the shipping box is saved.
  • The Purchasing Department contacts the vendor for a Return Material Authorization (RMA) number and return instructions.
  • The Purchasing Department contacts the department with the return information.
  • The items returned are denoted on the pink receiving copy as “Returned” and the completed pink receiving copy is sent to the Business Office.

The vendor is not paid until a completed pink receiving copy is returned to Accounts Payable and an original invoice from the vendor is received.

Insufficient Funds

Deans/Directors have the responsibility of verifying available funds prior to submitting a requisition. Insufficient funds require a transfer of funds through the appropriate channels. Requisitions are converted to Purchase Orders only after sufficient budget appropriations are made. Failure to comply with this procedure will significantly delay the processing time of the purchase request.

Budgetary Appropriation Transfer Procedures

A Request for Budgetary Appropriation Transfer form (on the Intranet) is used to transfer funds. The following must be entered:

  • Account Description
  • Account Code
  • Amount Budgeted From/To
  • Increase or Decrease
  • Reason for transfer
  • Sign and date

The appropriate Vice President /Dean must approve the form and forward it to the Vice President for Administrative Services. Final approval requires the Vice President for Administrative Services and/or the President's Signature (Section 602-4 Code of Standards and Procedures to the Administration and Operation of Community Colleges under the Program of State University of New York). When approved, the completed document will be forwarded to the department and the Controller, who will make the appropriate amendments in the budget master file.

Transfers within the same organization code and object code do not require Board of Trustees approval. All other transfers must be approved by the Board of Trustees.

There are four object codes; account numbers beginning with:
6  = Personal Services
72 = Equipment
74 = Contractual
78 = Employee Benefits

Cancel Purchase Order

To cancel a purchase order:

  • Write the reason for the cancellation on the pink Receiving copy
  • Sign and return to the Purchasing Department

The Purchasing Department will notify the vendor of the cancellation and liquidate the encumbrance.

Labor Contracts

A certified payroll is required on all labor contracts regardless of the dollar amount and is a condition of payment. A “Certified Payroll Required” notice appears on the purchase order. The vendor must provide the certified payroll document before payment is made. Exception: a vendor who owns the business and performs all the work is exempt from certified payroll providing the vendor sends a letter to the College attesting to the same.

Travel (Refer to the Travel Procedure)

File a Travel Authorization with Accounts Payable before submitting any requisition relating to travel to the Purchasing Department. The purchase requisition is not processed until after this document is on file.

For College sponsored bus trips, a list of the attendees must be attached to the requisition before the request is processed.

Approval Requirements

  1. All college-wide printing and advertising must be approved by the Director of Marketing and Communications.
  2. All computer hardware and software requests must be approved by the Executive Director of Information Technology.  Contact that department for the appropriate procedure to be followed.
  3. All charges to other than home department must be approved by the person responsible for the account. (e.g., if the Vice President for Learning and Academic Affairs wishes to charge a Facilities and Operations account, that charge must be approved by the Vice President for Administrative Services.)
  4. The Controller has final approval/disapproval responsibility and authority for any expenditure he/she considers questionable. He/she is authorized to obtain additional information/justification for any purchase order or voucher.
  5. Purchases can be made only if sufficient funds are available in the budget line to be charged. Should a transfer be required, it must be approved before a purchase is placed.
  6. Purchases must be made in accordance with the most recent MVCC Purchasing procedures.

Payment Vouchers

Certain expenditures are exempt from the Purchase Order procedure and do not require a Purchase requisition. Payment is made on a completed Payment Voucher form (found on the Intranet), with attached documentation. 

Voucher payments are processed for only these items:

  • Employee expenses for travel (e.g., conference expenses, mileage, etc.); please see Travel Procedures
  • Reimbursement of petty cash fund
  • Utility bills
  • Legal notices
  • Postage meter costs
  • Contracts for personal services
  • Library materials (e.g. books, periodicals, etc.)

The completed payment claim must contain sufficient detail to satisfactorily audit the claim. These procedures must be followed:

  • The Payment Voucher must be completed in full
  • The invoice must be attached
  • The appropriate account code, which has sufficient funds, must be noted
  • The Voucher must be signed by the petitioner and the supervisor
  • The Voucher, with supporting documentation, must be submitted to the Accounts Payable Department

Vendor Access to Employees and Students

Individuals or organizations who wish to sell products or services to College employees may do so only under the following established procedures:

  1.  Employee Benefits
    1. Organizations providing the basic retirement plans may have access to campus rooms as needed to provide services to existing clients. These include ERS, TRS, TIAA-CREF and the alternate funding vehicles.
    2. Vendors of tax-sheltered investment vehicles may offer their products to employees once a year at the spring benefits fair.
    3. Vendors of insurance products (health, life, homeowners, auto, etc) may offer their products to employees at both the spring and fall benefits fairs.
    4. Credit unions may offer their products to employees at both the spring and fall benefits fairs.
    5. Campus visits will be limited to the above times.
    6. Vendors of other services require the approval of the Director of Human Resources for campus visits.
  2. Special Offers - Special offers will be distributed at a central point on each campus. Announcements of availability will be made through such vehicles as MVCCToday.
  3. Sales by Outside Vendors - Sales may be permitted only if the individual or organization has a contract with the College.
  4. Student Groups Hosting an Outside Vendor will follow these established procedures:
    1. Vendors must have a valid NYS tax certificate on display at time of sale.
    2. Vendors will sell only legally copyrighted or trademarked merchandise.
    3. The College at its sole discretion may prohibit vendors from selling products, such as, but not limited to:  phone cards, credit cards, “knock-offs” or products that may be considered “drug paraphernalia.”
    4. The College at its sole discretion may end a sale at any time and may prohibit any vendor from future sales on campus.
    5. Vendors will supply receipts of purchase to purchasers.
    6. A mutually agreed upon contract between the vendor and the organization inviting them on campus must be on file in the appropriate college office. This contract will contain a “hold harmless” clause for MVCC (Trustees and employees), Oneida County, the officers of Student Government and officers of the sponsoring student organization. The contract will have other information and terms as deemed necessary by the College.
    7. Space allotted to a vendor will not exceed two 6 foot tables in length. Said space will be scheduled with the appropriate office no less than 5 days in advance. Vendors will not impede traffic, compromise safety, or violate fire codes, as determined solely by the College.
    8. Clubs will be notified of their ability to negotiate contracts with vendors, in an effort to maximize profitability for the club.
    9. The President of Mohawk Valley Community College, or designee, may waive any of these procedures as he/she deems necessary.
    10. These procedures will not apply to fundraising done directly by student organizations. These apply when a student group contracts an outside party to raise funds for them.
    11. These procedures will not apply to artists, authors or other entertainers who wish to sell their own material on the day of their performance at the College.
    12. A sign will be conspicuously posted indicating what group is sponsoring the vendor.

Travel expenses that are related to College business will be reimbursed according to the following guidelines.

  1. Local Travel
    Mileage between campuses and local work or meeting sites will be reimbursed for teaching or other job-related duties without prior approval. This includes internship sites, business calls, and meetings within the County or a 30-mile range of either campus. This also includes recruitment activities regardless of distance or length of stay.
    Employees who have professional obligations at more than one site on the same day and who use their own motor vehicles for transportation shall be reimbursed at the IRS mileage rate for travel between work sites. Employees who are assigned to fulfill their professional obligation at off-campus sites located ten miles in excess of the distance normally traveled to their primary worksites and who use their own vehicles for transportation will be reimbursed at the current Internal Revenue mileage rate for travel for the excess distance.
    No meals will be reimbursed for same-day visits.
    Travel to campus social events and community service meetings/events is not reimbursable.
    A Travel Voucher and, as necessary, a Travel Register, is used to claim reimbursement for local mileage and expenses.  These forms can be obtained at (website.edu). 
  2. Long-distance Travel
    Long-distance travel is defined as travel that is for job-related duties or professional development and is:
    • Beyond a 30-mile radius of the employee’s primary worksite, or
    • Outside of the County, or
    • For meetings/conferences for which there are fees, and/or
    • For overnight stays

For such travel, all documented incurred expenses will be reimbursed with prior approval, contingent upon the following regulations. For the purposes of travel reimbursement, members of the MVCC Board of Trustees are considered employees of the College. All procedures, except those outlined in A, must be adhered to by Trustees to obtain reimbursement.

  1. A completed Request for Travel Authorization form must be submitted to the Business Office prior to departure. It is the responsibility of the employee to ascertain that it has been received. The authorization must include the employee’s and another authorizing signature (generally, the employee’s supervisor, at Director level or above). Depending upon the total cost of the travel, a second signature, at the next higher level, is required (supervisors are apprised of their signing limits). The President’s approval is required for his direct reports, regardless of the amount of the travel.
  2. A Purchase Requisition may be utilized to pre-pay such items as registration fees, airline tickets and hotel registrations. A full description, including the attendee’s name, and the name, date and location of the conference must be stated on the form; copies of the Authorization and registration form or airline/hotel documentation must be attached. Indicate “prepayment required” on the form. Such requests must be submitted to the Business Office four weeks prior to the due date for the prepayment. The Business Office will mail the check with the original registration form unless other arrangements are made.    
  3. Travel advances may be obtained through the Auxiliary Services Corporation; the Application for Travel Advance is available at (wherever.website.edu). Repayment must be made within 15 days of return to campus.
  4. The method of travel should represent the greatest economic benefit to the College in terms of time and expense. It is expected that reasonably priced airfare, lodging and meals will be selected. Travelers will be requested to justify charges that appear to be excessive. All reservations for air, hotel, and conference fees, and any changes or cancellations, should be made as early as possible to avoid unnecessary costs. The supervisor and the Business Office must be notified of any changes.
  5. Mileage reimbursement will be paid on the same basis as for local travel.
  6. The following types of expenses are not reimbursable by the College: personal telephone calls, valet service, laundry, dry cleaning, personal services, parking and traffic tickets, movie rental, alcoholic beverages, room service, added costs because of guests in company of employees, and any expenses incurred by extending official travel into personal week-ends or vacations. Lodging is reimbursed for single occupancy. The employee is required to pay all costs for the guest(s), including transportation, lodging, meals and registration. Submitted telephone charge receipts must be accompanied by an explanation of to whom the calls were placed, and the purpose of the call.
  7. Meal reimbursement during travel will be made according to the following guidelines:
    (View Meal Reimbursement Table)
  8. There is no reimbursement for New York State tax. Tax exempt forms are available in the Business Office.
  9. Travel expenses are reimbursed upon submission of actual costs for applicable transportation, lodging, meals, registration fees, and other expenses, via a Reimbursement Voucher (wherever.website.edu). The Voucher must include the travel destination, purpose of the trip including statement of “Benefit to the College,” and departure and return times and dates. It must be signed by the employee and the appropriate supervisor, and a copy of the approved Request for Travel Authorization must be attached. Original itemized receipts are required. The only exception is the cost of meals; meals will be paid at the per diem rate when no receipts are supplied: $5.00 for breakfast, $10.00 for lunch and $15.00 for dinner. 
  10. Reimbursement Vouchers, with all receipts, must be submitted to the Business Office within thirty days of the travel.  Travel that occurs near the end of the fiscal year must be submitted by August 15th of the current year. 
  11. It is the responsibility of the employee to follow these guidelines, and of the supervisor to review the voucher and supporting receipts prior to signing approval.
  12. For international travel:
    1. Immunizations required by the country being visited will be paid by the College in excess of the amount covered by the employee’s insurance. The “explanation of benefits” from the insurance company must be submitted to show the amount to be paid by the College.
    2. Passport issuance fees will not be reimbursed.
    3. Entrance visas and departure/exit fees required by some countries are reimbursable, as well as reasonable bills for visa application photographs. 
    4. In cultures where it is appropriate to bring gifts, the College will pay for such gifts, if discussed with and pre-approved by the appropriate Cabinet member in advance.
    5. Foreign exchange rates must be documented by exchange receipts. Use of major credit cards is encouraged for reporting purposes and fairness of exchange rates.

The College will pay for or reimburse a business meal or refreshment expense when it is deemed necessary, reasonable and appropriate for official business by the President or a member of the Cabinet. This authority is not intended for use with the normal daily operations of the College, such as committee and informal meetings consisting solely of College employees. College funds may be used to entertain guests, such as new employee candidates, speakers, and consultants, if the expense clearly benefits the College. Justification for appropriated funds must include the following:

  • Purpose and necessity of the meeting, including the specific nature of College business
  • Why the meeting needed to include a meal or refreshments
  • The names of participants
  • Cost

Sales by an outside vendor will be permitted only if the individual or organization has a contract with the College.

In-person solicitation activities, including distribution of printed materials and/or advocacy of a cause/belief, must have a contract with MVCC, and/or written approval permitting such activities, before they may approach students or employees of Mohawk Valley Community College. If a solicitor is unable to produce proof that he/she has permission, they will be reported to MVCC’s Department of Public Safety and asked to leave campus immediately.

Employee Benefits:

  1. Organizations providing the basic retirement plans may have access to campus rooms as needed to provide services to existing clients. These would be ERS, TRS, TIAA-CREF and the alternate funding vehicles (ING, Met Life and Valic).
  2. Vendors of tax-sheltered investment vehicles may offer their products to employees once a year at the spring benefits fair.
  3. Vendors of insurance products (health, life, homeowners, auto, etc) may offer their products to employees at both the spring and fall benefits fairs.
  4. Credit unions may offer their products to employees at both the spring and fall benefits fairs.
  5. Campus visits will be limited to the above times.

Special offers will be distributed at a central point on each campus.  Announcements of availability will be made in through such vehicles as MVCC Today.

Prohibition on the Marketing of Credit Cards: Mohawk Valley CC complies with the legal requirements of NYS Education Law §6437. MVCC prohibits the advertising, marketing, or merchandising of credit cards to students.

Student Groups Hosting an Outside Vendor:

  1. Vendors must have a valid NYS tax certificate on display at time of sale.
  2. Vendors will sell only legally copyrighted or trademarked merchandise.
  3. The College at its sole discretion may prohibit vendors from selling products such as but not limited to: phone cards, credit cards, “knock-offs” or products that may be considered “drug paraphernalia.”
  4. The College at its sole discretion may end a sale at any time and may prohibit any vendor from future sales on campus.
  5. Vendors will supply receipts of purchase to purchasers.
  6. A mutually agreed upon contract between the vendor and the organization inviting them on campus must be on file in the appropriate college office. This contract will contain a “hold harmless” clause, for MVCC (Trustees and employees), Oneida County, the officers of Student Government and officers of the sponsoring student organization. The contract will have other information and terms as deemed necessary by the college.
  7. Space allotted to a vendor will not exceed two 6 foot tables in length. Said space will be scheduled with the appropriate office no less than 5 days in advance. Vendors will not impede traffic, compromise safety, or violate fire codes, as determined solely by the College.
  8. Clubs will be notified of their ability to negotiate contracts with vendors, in an effort to maximize profitability for the club.
  9. The President of Mohawk Valley Community College, or designee, may waive any of these policies as he/she deems necessary.
  10. These policies will not apply to fundraising done directly by student organizations. These apply when a student group contracts an outside party to raise funds for them.
  11. These policies will not apply to artists, authors or other entertainers who wish to sell their own material on the day of their performance at the College.
  12. A sign will be conspicuously posted indicating what group is sponsoring the vendor.
The Administration will establish a procedure for executing the transfer of funds within the budget. All transfers above $30,000 will be reported at regular meetings of the Board of Trustees. The specifics relating to this policy can be found on this page or in the Business Office.

Policy and Program Rationale:

Mohawk Valley Community College (“College”) has developed the Identity Theft Policy (“Policy) and Prevention Program (“Program”) pursuant to the Federal Trade Commission’s Red Flags Rule (“Rule”), which implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003. The program was developed with oversight and approval of the Audit Committee of the Board of Trustees. 

Approval and Effective Date of the Policy:

Based on the size of the College’s operations and account systems, and the nature and scope of the College’s activities the Board of Trustees determined that this Policy and Program was appropriate for MVCC.

Approved by the Board of Trustees, effective May 1, 2009.    

Knowledge of this Policy and Program:

All Business Office and institutional personnel with access to data related to covered accounts should be knowledgeable of this policy. 

Responsibilities:

College’s Vice President for Administrative Services is responsible for the execution of the program

Policy:

The purpose of this policy is to establish an Identity Theft Prevention Program designed to detect, prevent and mitigate identity theft in connection with the opening of a covered account or an existing covered account and to provide for continued administration of the Program.

The Program shall include reasonable policies and procedures to:

  • Identify relevant red flags for covered accounts it offers or maintains, and incorporate those red flags into the program
  • Detect red flags that have been incorporated into the Program
  • Respond appropriately to any red flags that are detected to prevent and mitigate identity theft
  • Ensure the Program is updated periodically to reflect changes in risks to consumers and to the safety and soundness of the creditor from identity theft

The program shall, as appropriate, incorporate existing policies and procedures that control reasonably foreseeable risks.

Definitions:

Identify theft means fraud committed or attempted using the identifying information of another person without authority.

Covered account means a consumer account that a creditor offers or maintains, primarily for personal, family, or household purposes that involves or is designed to permit multiple payments or transactions.  Covered accounts include, but are not limited to, credit (debit) cards, loans, and unpaid or partially unpaid student accounts.

Red flag means a pattern, practice or specific activity that indicates the possible existence of identity theft.

Creditor means any person who defers payment for services rendered, such as an organization that bills at the end of the month for services rendered the previous month.  A college or university could be considered a creditor by participating in the Federal Perkins Loan Program, participating as a lender in the Federal Family Education Loan Program, offering institutional loans to students, faculty, or staff, or offering a plan for payment of tuition throughout the semester rather than requiring full payment at the beginning of the semester.

Program:

The following information outlines the details of MVCC’s Identity Theft Program.

Identification of Covered Accounts:

College has identified five types of accounts, four of which are covered accounts administered by the College and one type of account that is administered by a service provider.

College-covered accounts:

  1. Refund of credit balances involving PLUS loans
  2. Refund of credit balances, without PLUS loans
  3. Emergency loans 
  4. The service provider-covered account is a tuition payment plan administered by Nelnet.

Identification of Relevant Red Flags:

College considers the following risk factors in identifying relevant red flags for covered accounts:

  • Types of covered accounts offered or maintained
  • Methods provided to open covered accounts
  • Methods provided to access covered accounts
  • College’s previous history of identity theft

College will address the detection of red flags (1) when opening new covered accounts by obtaining identifying information about and verifying the identity of a person opening a covered account, and (2) with existing accounts by authenticating persons, monitoring transactions, and verifying the validity of change of address requests.

College considers the following risk factors in identifying relevant red flags for covered accounts:

  1. The types of covered accounts as noted above;
  2. The methods provided to open covered accounts-- acceptance to the College and enrollment in classes requires all of the following information:
    • common application with personally identifying information
    • high school transcript  ( GED )
  3. The methods provided to access covered accounts:
    • Disbursement obtained in person require picture identification
    • Disbursements obtained by mail can only be mailed to an address on file
  4. The College’s previous history of identity theft.
    College identifies the following as red flags:
    • Documents provided for identification appear to have been altered or forged;
    • The photograph or physical description on the identification is not consistent with the appearance of the student presenting the identification;
    • A request made from a non-College issued E-mail account;
    • A request to mail something to an address not listed on file;
    • Presentation of suspicious or altered personal identifying information or other documents
    • Alerts, notifications or other warnings received from consumer reporting agencies or service providers
    • Notice from customers, victims of identity theft, law enforcement authorities, or other persons regarding possible identity theft in connection with covered accounts
    • Discrepancies in name, address, photograph or physical description on the identification being presented
    • Attempts to access an account by unauthorized users
    • Unusual use or other suspicious activity related to a covered account

Detection of Red Flags:

The Program will detect red flags relevant to each type of covered account as follows:

  1. Refund of a credit balance involving a PLUS loan - As directed by federal regulation (U.S. Department of Education) these balances are required to be refunded in the parent’s name and mailed to their address on file within the time period specified. No request is required.
    Red Flag – None as this is initiated by the College.
  2. Refund of credit balance, no PLUS loan -  The refund check can only be mailed to an address on file or picked up in person by showing picture ID.
    Red Flag – Picture ID not appearing to be authentic or not matching the appearance of the student presenting it. 
  3. Emergency loan - Requests must be made in person by presenting a picture ID. The loan check can only be mailed to an address on file or picked up in person by showing picture ID.
    Red Flag - Picture ID not appearing to be authentic or not matching the appearance of the student presenting it. Request not coming from a student issued e-mail account.
  4. Tuition payment plan - Students must contact an outside service provider and provide personally identifying information.

SEE APPENDIX A FOR EXAMPLES

Responses to Red Flags Detected:

College will provide for appropriate responses to detected red flags in each type of covered account to prevent and mitigate identity theft.  Responses may include:

  • Monitoring a covered account for evidence of identity theft
  • Contacting the account holder
  • Changing the passwords, security codes, or other security devices that permit access to a covered account
  • Reopening a covered account with a new account number
  • Not opening a covered account
  • Closing an existing account
  • Denying access to a covered account until adequate information is available to eliminate the red flag
  • Notifying law enforcement
  • Determining that no response is warranted under the circumstances

SEE APPENDIX A FOR EXAMPLES

Oversight of the Program:

Responsibility for developing, implementing and updating this Program lies with the Vice President for Administrative Services. The Vice President for Administrative Services will be responsible for the following:

  • Program administration
  • Training College staff members on specific responsibility for the Program
  • Reviewing any staff reports regarding the detection of Red Flags and the steps for preventing and mitigating identity theft
  • Determining which steps of prevention and mitigation should be taken in particular circumstances
  • Providing guidance to the Audit Committee of the Board of Trustees as to periodic changes to the Program
  • Preparing and delivering an annual report to the Audit Committee of the Board of Trustees regarding compliance with Red Flag rules

Updating the Program:

This Program will be periodically reviewed and updated to reflect changes in risks to students and the security of the College from identity theft. At least once per year in October, the Vice President for Administrative Services will consider the College's experiences with identity theft, changes in identity theft methods, changes in identity theft detection and prevention methods, changes in types of accounts the College maintains and changes in the College's business arrangements with other entities. After considering these factors, the Vice President for Administrative Services will determine whether changes to the Program, including the listing of Red Flags, are warranted. If warranted, the Vice President for Administrative Services will update the Program.

Staff Training:

College staff responsible for implementing the Program shall be trained either by or under the direction of the Vice President of Administrative Services in the detection of Red Flags, and the responsive steps to be taken when a Red Flag is detected.

Oversight of Service Provider Arrangements:

College shall take steps to ensure that the activity of a service provider is conducted in accordance with reasonable policies and procedures designed to detect, prevent and mitigate the risk of identity theft whenever the organization engages a service provider to perform an activity in connection with one or more covered accounts.

Currently the College uses Nelnet to administer the Tuition Payment Plan and ACS for the Perkins Loan. Students contacting Nelnet or ACS directly through its website or by telephone and provide personally identifying information to be matched to the records that the College has provided to them.


APPENDIX  A

Example Covered Accounts; Responsible Staff; Red Flags; Responses:

Covered Account: Student Accounts
Responsible Staff: Bursar Office
Red Flag 1: Suspicious ID presented by a student who is trying to access or alter account. 
Response: Deny access to account until the student's identity has been established through acceptable means.
Red Flag 2: A change of address request occurs under suspicious circumstances.   
Response: Ask student to come in and personally verify address and any suspicious usage activity. 

Covered Account: Financial Aid Account
Responsible Staff: Financial Aid Advisor
Red Flag 1: Department of Education selects student's FAFSA for verification  
Response: Collect supplemental information from student and resolve any conflict between FAFSA and supplemental information provided by student
Red Flag 2: Student submits multiple FAFSAs containing conflicting information
Response: Contact student to resolve conflict and verify information

Covered Account: Email Accounts
Responsible Staff: Information Technology
Red Flag: Notification from student that email has been accessed without authorization 
Response(s): Freeze account; secure account; issue new account if necessary

Covered Account: Banner Accounts
Responsible Staff: Programming Manager/Coordinator
Red Flag: Multiple failed login attempts
Response: Freeze account and/or reset password

Covered Account: Emergency Loans
Responsible Staff: Bursar Office
Red Flag: Inaccurate information on application
Response: Deny loan request until verified with student

BACKGROUND:

The Federal Trade Commission (FTC) issued a Red Flags Rule requiring institutions and creditors to develop Identity Theft Prevention Programs aimed at recognizing and preventing activity related to identity theft.  SUNY campuses come within the definition of creditors as colleges defer payments pending receipt of aid and also engage in the issuance of loans.
The Program must include written policies and procedures for: 1) identifying “covered accounts”; 2) identifying relevant patterns, practices and forms of activity within those accounts that are “red flags” signaling possible identity theft; 3) detecting red flags; 4) responding appropriately to any red flags that are detected in order to prevent and mitigate identity theft; and, 5) administering the program in a manner that ensures proper staff training, implementation, oversight  and updating.

V. Physical Resources

Information Technology Procedure (Revision – Senate approved: April 2016)
Reference: Board of Trustees Policy 5001

Audience and Scope

Mohawk Valley Community College is committed to providing its employees, students and partners with current technology and computing resources and to protect them from illegal or damaging actions committed, either knowingly or unknowingly, by individuals who use these resources. Therefore, to protect themselves and others, all MVCC employees, students, alumni, contractors, consultants, temporary employees, tenants and guests of MVCC are required to adhere to the established procedures related to all College Information Systems, including:

  • MVCC owned and supported desktop and laptop computers
  • Non-MVCC computers used to access MVCC network resources.
  • Voice and data networks, wired and wireless, that are owned and operated by MVCC< and any equipment directly attached to them (such as personally owned laptops, computers, tablets, smart phones, networking devices, etc.)

Terms of Computing and Network Usage

  • It is expected that primary use is restricted to any activity that supports the Mission, Vision and Purpose of the College. Employees are responsible for exercising good judgment regarding the reasonableness of personal use. If there is any uncertainty, employees should consult their direct supervisor, the Director of Human Resources, or the Executive Director of Information Technology. MVCC desires to provide reasonable levels of privacy; however, users should be aware that all material and data they create on the College's systems may be requested and possibly disclosed under the Freedom of Information Law (FOIL).
  • MVCC aspires to provide, but cannot guarantee, a high expectation of electronic privacy in use of its computing and networking systems. All best practice and reasonable anti-intrusion systems and software will be maintained.
  • All information stored, processed, or transmitted by electronic devices may be monitored or legally disclosed to appropriate personnel, or law enforcement agencies. Any such monitoring or disclosure shall be conducted for a stated purpose, and will expose confidential information as minimally as possible and only as needed for the stated purpose. The MVCC Director of Human Resources must approve, in writing, the monitoring and/or dissemination of any individual’s e-mail communications, web/internet activities or stored data.
  • Any information that is considered Personally Identifiable Information (PII) that college procedure indicates is sensitive or confidential must be appropriately protected as described within this procedure.
  • MVCC will implement anti-intrusion, anti-virus, anti-SPAM and other appropriate systems in order to provide a secure and private computing environment.
  • MVCC reserves the right to block all Internet communications from sites, hosts or devices that are involved in disruptive or damaging practices, or that provide services that may expose the College to legal liability, or that are deemed to not meet the Mission, Vision or Purpose of the College.
  • MVCC reserves the right to prioritize the allocation of network resources in times of peak resource demand.
  • MVCC makes no warranties of any kind for the access being provided, and assumes no responsibility for the quality, availability, accuracy, nature, or reliability of the  material accessed from the internet.
  • MVCC will not be responsible for any damages suffered by a user resulting from the use of the Internet. MVCC will not be responsible for any unauthorized financial obligations resulting from the use of the Internet.
  • Authorized users are responsible for the security of their passwords and accounts and are responsible for any violation that may originate from their computer or account.  
  • Personally Identifiable Information (PII) or other sensitive data must not be stored on local hard drives or removable media (including but not limited to floppy disks, PDAs, flash/thumb drives, writable CDs, DVDs, portable hard drives, smart phones, or MP3 players).
  • All devices connected to MVCC networks, whether owned by the employee or MVCC, shall have current anti-virus and operating system security patches installed.
  • It is the responsibility of employees to physically secure their mobile devices.  Any instances of theft of MVCC equipment must be reported to the MVCC Director of Campus Safety and Security for on-campus incidents.  For off-campus incidents, it is the responsibility of the employee to report the theft to the appropriate police agency, with a copy of the report filed with the MVCC Public Safety Office.
  • MVCC reserves the right to audit networks and systems to ensure compliance with these procedures.

Prohibited Practices

The following is expressly prohibited:

  • Activity that is illegal under local, state, federal or international law while utilizing MVCC-owned computers or networks.
  • Violations of the rights of any person or company protected by copyright, trade secret, patent or other intellectual property.
  • The installation or distribution of "pirated" software products that are not appropriately licensed for use by MVCC.
  • The installation of “Bootable Devices” on any PC or Laptop.
  • Unauthorized copying of copyrighted material including, but not limited to, digitized and distributed photographs from magazines, books or other copyrighted sources, copyrighted music or videos, and any copyrighted software for which MVCC or the end user does not have an active license.
  • Misrepresenting one's identity or relationship to the College when obtaining or using College computers or networks.
  • Exporting software, technical information, encryption software or technology that violates local, regional, international or export control laws.
  • Introduction of malicious programs into the network or servers (e.g., viruses, worms, Trojan horses, phishing, etc.).
  • Using an MVCC computing asset to actively engage in procuring or transmitting material that is in violation of anti-pornography, sexual harassment, libel, slander or hostile workplace laws in the user's local jurisdiction.
  • Using an MVCC computing asset for private commercial purposes or making fraudulent offers of products, items, or services originating from any MVCC account.
  • Effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the employee is not an intended recipient or logging into a server or account that the employee is not expressly authorized to access, unless within the scope of regular duties. For purposes of this section, "disruption" includes, but is not limited to, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious purposes.
  • Port scanning or security scanning.
  • Executing any form of network monitoring which will intercept data not intended for the employee's host device, unless this activity is a part of the employee's normal job/duty.
  • Circumventing user authentication or security of any device, network or account.
  • Interfering with or denying service to any user (for example, denial of service attack).
  • Using any program/script/command, or sending messages of any kind with the intent to interfere with or disable a user's terminal session, via any means, locally or via the network
  • Providing information about, or lists of, MVCC employees to parties outside MVCC, unless within the formal approved scope of one’s job; or without college approval from college presidential cabinet level.
  • Using the College's email system (outside of MVCC Today) to solicit or advertise personal products, productions or other items or events not related to the College's stated mission, vision and purpose unless the user has obtained prior approval from his or her direct supervisor.
  • Any form of harassment via email, telephone, instant messaging, or other electronic means, whether through content, frequency, or size of messages.
  • Unauthorized use or forging of email header information.
  • Solicitation of email for any other email address, other than that of the poster's account, with the intent to harass or to collect replies.
  • Creating or forwarding "chain letters", "Ponzi" or other "pyramid" schemes of any type.
  • Posting the same or similar non-business-related messages to large numbers of Usenet newsgroups (newsgroup spam).
  • Use of College equipment and communication systems by employees or other authorized users to attempt to influence legislation or in any other way lobby elected officials, except on behalf of SUNY or the College.
  • Blogging that does not fall within the Mission, Vision or Purpose of the College.

MVCC Telecommunications Network Access

Open Usage Computers: Computers are available for use in Open Labs by all current MVCC students, staff, Board of Trustees members, emeritus and retirees of distinction. A valid MVCC ID Card may be requested for verification. Student, faculty and staff computer access is gained by one’s username and password. 

Teaching Lab Computers: Teaching Lab Computers are accessible to all MVCC students and faculty during a formal class period. Special hours of Open Lab time specific to the software/course being taught in the lab may be provided.

Office computers: Only active MVCC employees (excluding students), who hold a Network Account for access to the MVCC Domain are authorized to access faculty and administrative office computers, unless otherwise authorized by the area Dean/Supervisor or the Executive Director of Information Technology. 

Wireless Network Access: Active Employees, Active students, Trustees, Emeritus and Distinguished Retirees are authorized to access MVCC Wireless Networks via their username and password. Using their own devices, guests of the college may request a temporary guest account at the Information Technology Help Desk.

Classroom Ports: Active network ports in classrooms may only be used by faculty or staff if arrangements are made in advance with the Information Technology Department. Under no conditions should a preexisting network connection be unplugged without the approval of the Information Technology Department.

Operating Systems and Anti-Virus Updates: MVCC owned computers, upon connection to one of the network domains, will have patches and updates automatically downloaded and installed.

Access to Administrative Data
Banner/DegreeWorks/Argos/Onbase Accounts (Administrative Data)
Employees with an MS-Windows Network Account (on the MVCC Domain), with “Administrative Data Supervisor” approval (or appointed designee), are authorized to access administrative data in which they have a legitimate business interest. 

Administrative Data Supervisors are defined as follows:

  • Student – Registrar
  • Admissions – Director of Admissions
  • Finance – Controller
  • Payroll – Controller
  • Student Accounts Receivable – Controller
  • Human Resources – Director of Human Resources
  • Advancement – Executive Director of Institutional Advancement
  • Financial Aid – Director of Financial Aid
  • Advisement (DegreeWorks) – Asst. Dean of Student Enrollment and Advisement
  • Banner General – Information Technology Database Administrator

Periodic Review On a yearly basis a report of all individuals who have access to MVCC Administrative Systems and Data will be provided to the Administrative Data Supervisors for their review. Any irregularities in access rights must be reported to Information Technology Database Administrator for corrective actions.

Self- Service Banner (“SIRS”) - All MVCC employees, past and present, have access for current administrative functions and personal employment data. Former employees' access is limited to viewing historical tax-related forms (W-2, forms, etc.). 

MVCC Telecommunication Network and Email Accounts
The following individuals are authorized to hold active Network and Email Accounts:

  • Current employees and students of MVCC
  • Former students who have not been unregistered for three (3) consecutive academic terms
  • Members of the MVCC Board of Trustees
  • Emeritus
  • Distinguished Retirees
  • Retirees, for a period of three years from retirement (and beyond, contingent upon active use)
  • Others as approved by the appropriate by MVCC Presidential Cabinet Level or the Executive Director of Information Technology.
  • End-User Accounts – Storage Quotas
  • Employee / Ex-Employees are allocated 10GB of email storage and 25GB of file storage. Active and past students are allocated 2.0 GB of email storage and 15GB of file storage.

Employee Email Address Format
The standard email address format is: firstname.lastname@mvcc.edu (all lower case) as determined by the employee name on file for HR/Payroll purposes. At the discretion of the appropriate area Dean/Supervisor and/or the Executive Director of Information Technology, employees may request a modified firstname in order to provide an alternate email address. The standard email address will still function.

Student Accounts shall be automatically deleted after three consecutive semesters of non-usage.

End-User Account Deletion
Upon notification to the Information Technology Department (in writing or by email) by a Presidential Cabinet level member or the Executive Director of Human Resources (or designee), an individual employee’s Systems / Data access will disabled.

Password Protocol
All passwords must meet the following standards to be considered a valid and “strong password”:

  • A minimum of 8 characters
  • May not contain User/Login Name
  • Must contain the following two characteristics:
  • At least one upper case character
  • At least one numeric

Password Expiration

Existing passwords will automatically expire after 180 days of creation. End-Users will be required to specify new passwords and may not repeat previously used passwords.

Account Security
A user has five opportunities to enter a correct password. .  If s/he does not enter the correct password after five tries the account will be locked and s/he will be prompted to contact the Information Technology Help Desk for a reset.

Sharing Account Information
A user should not share his/her account password with others or allow use of his/her account by others, with the exception of the Information Technology Department for the purpose of software troubleshooting or installation.

“Generic Accounts”
Creation of Generic Accounts is considered an exception to security best practice and will only be done with the approval of the Executive Director of Information Technology.  

Locking Machines
Users should “lock” their computers when they leave their work stations, for security of data.

Connecting Personal Equipment to the Network
Personal equipment is not allowed to be connected to the MVCC network with the following exceptions:

Virtual Private Network (VPN) - Computers that connect to the MVCC networks from offsite using a Virtual Private Network must have virus protection installed and be current with all patches or updates for the operating system. By using a VPN, users agree that their computers may be remotely inspected to verify the presence of virus protection and patches or updates. Computers may be denied access via a VPN should the virus protection be deemed to be inadequate or it is discovered that patches or updates are missing.

Change of Job Duties

In the event that an employee changes jobs within the College, access to computer network resources related to their old job will be discontinued. If access from their former job is still required, written authorization must be obtained from the supervisor for the former job.

If an employee changes jobs, and the new job requires access to new Administrative Systems/Data, changes in access must be approved by the appropriate Administrative Data Supervisor(s).

Data Access Privileges
Shared Folders
Individuals will be granted access to Shared Folders upon approval from the folder’s MS-Windows Owner.

Domain Top Administrator Account Privileges
MS-Windows Domain Administrator level access to computer and network systems shall be granted only to specific Information Technology Department personnel as authorized by the Executive Director of Information Technology.

Sensitive Data/Privacy
Sensitive/Private data is defined as any data that could provide access to personal information of an individual or institution. Such data includes, but is not limited to, documents and files that may contain Personally Identifiable Information such as financial, human resources, payroll and student information documents and files.

Personally Identifiable Information (“PII”) is defined as any of the following:

  • First, Middle, Last Names
  • Social Security Number
  • Passport Number
  • Employee or Student Identification Number (M#)
  • State or Federally Issued ID numbers (e.g., driver’s licenses).
  • Date of Birth
  • Maiden Name
  • Mother’s Maiden Name
  • Credit Card or Financial Account Information
  • Results of background or criminal history checks
  • Payroll and salary information
  • Medical Information
  • Accommodation requests and related information
  • Biometric data (such as fingerprint, voice print, retina or iris images)
  • Digital or other electronic signature files.

External Transmission of Sensitive Data 

Sensitive data must never be transmitted outside of the College system via insecure means, including email and File Transfer Protocol (FTP).  The Information Technology Department shall provide secure email and file encryption resources to employees and/or departments for strict compliance of HIPAA and FERPA Privacy Regulations.

Faculty/Staff Standard Software

  • MS-Windows 7
  • MS-Office 2013
  • MS-Outlook 2013
  • Internet Explorer11

Employees should contact the Information Technology Help Desk to arrange for custom software installations. Installation of specialized software is at the discretion of the appropriate supervisor and the Executive Director of Information Technology. Employees are not permitted to perform their own installations without the authorization of the Information Technology Department. 

Personal software shall not be installed on college owned devices. Installation Technology assume no responsibility for the recovery of data stored on local storage devices and not on the employee’s network folder.

Academic Labs Software

  • MS-Windows7
  • OSX (Mac)
  • MS-Office 2013
  • MS-Outlook 2013
  • Internet Explorer11

Customized software installations in Academic Labs will be configured over summer and holiday breaks to meet the particular curriculum needs.   Modifications to customized software in Academic Labs will not be performed after the start of each semester’s classes unless authorized by the Executive Director of Information Technology.

Computer Energy Management – Best Practices

  • All employee computers should be “shutdown” at the end of the workday.  
  • When two (2) hours or more of inactivity is expected, the computer should be shutdown or placed into hibernation or standby mode.
  • Hard drives should be configured to turn off after 30 minutes of inactivity.
  • Computer monitors should be configured to enter power-saving mode after 20 minutes of inactivity.
  • Screen savers should not be configured.

Telecommuting

Telecommuting is defined as the “ability to work at home (or other remote location) using a computer or mobile device connected to the MVCC Data Network, servers and its software." All special telecommuting requests must be approved by the appropriate supervisor and the Executive Director of Information Technology. All reasonable software, hardware, security and support considerations will be provided upon approval of such requests; under the assumption that telecommuting is considered a courtesy and not a mandated employee right.

College-Issued Laptops

Full-time faculty members may choose to be issued either a desktop computer or a laptop. Part-time employees may request a loaner laptop from the MVCC Media Center (pending availability).

Full-time non-teaching staff may request a laptop in lieu of a desktop with a justification that their job requires mobility of their computer.

Upon termination of employment from the College, College-issued laptops must be returned to the Information Technology Help Desk as part of the overall College checkout procedure.

If a full-time faculty member (with a previously issued laptop) moves to part-time employment status, that employee shall relinquish the laptop to the Information Technology Help Desk. 

Mobile Devices Connecting to MVCC Email Systems

Personal cell phones and/or other employee owned mobile devices may connect to the MVCC Email System(s). The Information Technology Department will provide the needed credentials for the connection. The selection, purchase and configuration of personal cell phones are the responsibility of the end-user. End-users should be aware that optimal configurations will occur if the phone is compatible with MS-Exchange Server 2013. The Information Technology Department will provide reasonable levels of assistance for mobile devices, but assumes no liability for their ability to connect and function with MVCC Systems in cases of non-compliant software and hardware.

Damaged Equipment

Damage to College-issued equipment (laptops, desktop computers, etc.) must be reported to the Information Technology Department Helpdesk. Attempts will be made to repair the equipment; and as required, equipment will be replaced.  In the case of damage due to negligence, replacement will not occur until the Executive Director of Information Technology has documented the damage with the appropriate supervisor. Any repayment of replacement costs or other corrective action is at the discretion of the supervisor and the Executive Director of Human Resources.

Microsoft Office Software for Home Usage

Full-time employees may request a licensed version of MS-Office for working at home and will be loaned a CD-ROM with the software. Software installation and all potential risk to personally owned systems is the responsibility of the requesting employee. Before the software is issued, the requesting employee must sign an affidavit that the issued software (to be installed on non-MVCC equipment) will be used for MVCC-related business needs; this form must also be signed by the appropriate supervisor, indicating approval.

Disposal and Inventory of Computer Equipment

  • At periodic intervals or due to computer obsolescence, campus computers (in offices and academic labs) will be removed and/or replaced by the Information Technology Department. 
  • IT will evaluate all equipment to see if it can be used for another College application.
  • IT will arrange for the removal of any and all data from the machine using a hard drive wiping application or degaussing prior to final disposition.
  • If appropriate, the Business Office will coordinate the sale or public auction of surplus computers/equipment.
  • If old computers are deemed no longer usable, operational or not fit for public sale or auction (by the Information Technology Department),  the Environmental Health and Safety Officer will coordinate with a NYSDEC authorized recycling vendor for removal from the College physical inventory and proper disposal.
  • Items to be disposed will be recorded with item description, College decal number and item serial number.
  • A summary list of equipment to be disposed will be approved by the Executive Director of Information Technology and the Vice President for Administrative Services prior to disposal. Appropriate updates to the Fixed Assets Module in Banner will be maintained.
  • Per requirements of the New York State Office of the State Comptroller, the Environmental Health and Safety Officer will retain all certificates and detailed disposal invoices.
  • Equipment will be stored in a secure area prior to its disposal.
  • A yearly report of Computer Assets will be submitted to the Vice President for Administrative Services for insurance purposes.

Data Privacy and Software Usage

Anyone having data representation in a college database has the right to data privacy. There are specific federal and state legal rights involving personal data access, manipulation and dissemination that are afforded to everyone. They address:

  • Right of access -  "legitimate interest" required in the normal conduct of business
  • Manipulation - being accomplished with full knowledge and consent of the file or account owner
  • Dissemination of data - only to persons or agencies having a "need to know"

In addition, students have specific rights under the Family Educational Rights and Privacy Act of 1974 including access to their data by themselves and their families. College procedure governing the implementation of the provisions of this Act is detailed in the Student Handbook (“Release of Student Information"). In general, student educational records should be accessible to College faculty and staff when they have a "legitimate educational interest in the data." Personally identifiable information can only be released to other persons or agencies within the limitations described in the procedure.

Data privacy restrictions also apply to the creation and release of student data in response to special external requests outside normal college operations.  They specify that:

  • Release of student data must conform to the provisions of the Family Educational Rights and Privacy Act. If there is doubt regarding this, please contact the Registrar.
  • Use of the data must have a legitimate educational basis. If in doubt, please contact the Vice President for Learning and Academic Affairs.
  • Creation of special lists or reports must not unduly interfere with college operations.
  • Data requests are handled by the Information Officer, the Vice President for Administrative Services.
  • There may be a charge for creation of special lists and reports. The current College charge is $50 per hour for computer personnel and computer time to produce the material plus 10 cents per page for the printout. The rates may be changed by the Vice President for Administrative Services.

Violation/Enforcement

Individual users are responsible for any violation of any of these procedures that may originate from their computer(s) or account(s). Violations of these procedures may result in disciplinary action, including suspension of privileges, termination of employment, and civil liability. Violations of some portions of this policy may constitute a criminal offense, and may result in the engagement of appropriate law enforcement authorities.

Periodic Review

These procedures shall be reviewed by the Executive Director of Information Technology and the Vice President for Administrative Affairs on a yearly basis.

Introduction

The goal of MVCC’s use of social media is to foster an online community for various MVCC constituents, reflecting the mission, vision, and values of the institution. Although these sites are outside the direct control of the institution, MVCC maintains an interest in how it is portrayed by them. Social media should be used to enhance communications, providing value to the College’s target audiences.

This regulation does not apply to an individual’s private use of social media on private resources. Instead, this administrative regulation establishes standards for employees and students who create, administer or post to social media pages on behalf of MVCC and the use of public resources. They should be seen as supplementing, and not in lieu of, existing Board policies and regulations, official public stewardship responsibilities, technology resource standards, marketing and communications guidelines, and other applicable laws and administrative standards. It is important to remember and respect the privacy of others when using social media in the context of the educational setting. When posting photographs, videos, quotes or recorded statements of individuals on MVCC social media pages, forms that authorize MVCC may be required for their use; for instance, when interviewing or photographing an individual for a story that will be posted online.

Nothing contained in this regulation shall be construed as denying the civil and political liberties of any person as guaranteed by the United States Constitution, nor does it seek to impede upon the tenants of academic freedom that are extended to faculty.

Definition

Social media can be defined as media based on the use of web and mobile technologies that allow for user-generated exchanges of information. Social media are powerful communication tools, enabling collaboration and communication as an interactive dialogue, enhancing the value of conversations across a global audience. Social media includes, but is not limited to, social networking sites, collaborative projects such as wikis, blogs and micro-blogs, content communities, virtual game worlds, and virtual communities.

Institutional Social Media Guidelines and Procedures

Institutional Social Media includes various sites, pages, profiles, projects, and virtual communities that are created specifically on behalf of MVCC, and that exist to serve as official MVCC communications. Creation and use of social media sites on behalf of MVCC is for business use, such as for educational, research, service, operational, marketing, and management purposes. Likewise, data, voice, images, videos and links posted or transmitted via MVCC’s technology resources are limited to the same purposes.

Authorization to create and administer social media sites on behalf of MVCC must be coordinated through the Marketing and Communications Office. Before you start, send an email request with the following information to the Media Content Coordinator:

  • The purpose of the profile. What are the goals of having a social media page or profile for your department or organization?
  • Who will be responsible for updating the page? Keeping the page up-to-date may seem like a daunting task, but it is important to keep your followers engaged.
  • A rough outline of what content you will post throughout the year. Having a basic plan for what you will post to your page for the next three months, six months and year will be helpful in making sure you have enough content to warrant a profile. Remember that information an always be posted via the College’s main channels, just email your posts to the Media Content Coordinator.

If having a social media profile makes sense for your department or office, Marketing will work with you to create a page that is branded consistently with MVCC’s social community.

Guidelines

  • Remember the mission of MVCC: Any official MVCC social media profile must provide a link to the official MVCC website. You don’t have to link to the homepage. For example, CCED may link to the CCED subpage on the site. Links can be placed on the Info section of the page profile.
  • Disclaimer: Every social media site must make an effort to display or link to the following disclaimer (or some version of it) in a conspicuous manner: The statements, comments, or opinions expressed by users through use of MVCC’s social media platforms are those of their respective authors, who are solely responsible for them, and do not necessarily represent the views of MVCC.
  • MVCC identity: Use of any MVCC logos, marks or likeness on personal social media sites is forbidden. Social media sites established for conducting MVCC business must adhere to established brand identity standards.
  • Add a Marketing Admin: The Marketing & Communications Office should be given access to all MVCC social media accounts to ensure backup in case of absence or employee turnover.
  • Keep it real: Make sure to communicate in an authentic voice. Talk to your followers like you would talk to real people in real life. Avoid language that is too formal or technical.
  • Post smart: As a representative of MVCC, you have more responsibility than the average user about what you post on social networks. Realize that there are real-world consequences for things that you communicate online, just as there are real-world consequences for how you conduct yourself on the job. Also, familiarize yourself with Family Educational Rights and Privacy Act (FERPA). For information on this, email Kate Barefoot at kbarefoot@mvcc.edu.
  • Post frequently: If your page isn’t active, followers won’t have a reason to return. Pages should be updated at least once per month. Some pages will be updated more often, perhaps several times a day. If your page doesn’t have enough content to post at least one update a month, consider posting to the main MVCC profile instead of having a separate one. Inactive sites will not be supported by the College and will be deactivated.
  • Exercise good judgment: You are communicating with many people who all have varied opinions. Think twice about everything you post.
  • Consider accessibility: Remember that not all students have the same abilities. Facebook has an Accessibility and Assistive Technology page that outlines its resources. If you have specific questions about your page and accessibility, email Tamara Mariotti in Disabilities Services at tmariotti@mvcc.edu.
  • Respect copyrights: Always give people proper credit for their work, and make sure you have the right to use something before you share it. Never post copyrighted photos, music, text or video content without permission of the copyright owner.
  • Consider College policies: Refer to the Board of Trustees policies, Information Technology Policy, Student Handbook Code of Conduct, and on the Office of Human Resources for policies that cover social media usage.
  • Respect privacy: Social media sites have varying levels of privacy settings and terms of agreement. Agents posting on behalf of MVCC must be aware of the social media site’s privacy policy, terms of use and community guidelines. Be aware that no social media privacy option completely protects information being shared beyond desired boundaries.

Guidelines for Employees

Employees should remember that students and the community might judge them and MVCC by their posts. Employees should be honest and transparent about their identity and role at MVCC. Maintain accuracy by verifying facts before posting information via social media. Exercise restraint and show respect for the opinions of others. Do not use MVCC-related social media to promote services, products or organizations that are unrelated to MVCC or its business. Use good judgment in connecting with others via social media sites.

Employees will keep their personal social media sites separate from MVCC social media. In personal posts, employees may identify themselves as an MVCC faculty or staff member. MVCC telephone numbers, email addresses, and images are not to be posted by employees on personal social media sites. Employees need to be clear that they are sharing their views as a member of the higher education community, not as a formal representative of MVCC or its member institutions.

Guidelines for Students

Students are not restricted from using social media. However, they must understand that any content made public via MVCC social media sites is expected to follow acceptable social behaviors and comply with the law, Student Handbook, the Student Code of Conduct and Commitment to Civility, Information Technology Policy, and other MVCC policies and procedures.

A student who feels that he/she has been treated unfairly or unjustly by a fellow student or faculty member (full-time or part-time) with regard to communications conducted via MVCC social media sites should contact the Office of Judicial Affairs &s; Community Standards.

Inappropriate Content

The malicious use of MVCC social media, including derogatory language about any member of the MVCC community; threats to any third party; incriminating photos or statements depicting hazing, sexual harassment, vandalism, stalking, underage drinking, illegal drug use, or any other inappropriate behavior, will be subject to disciplinary action.

Employees should be advised against perpetuating negative media from official MVCC social media sites or damaging the MVCC brands in any way. This type of negative social media engagement from official MVCC sites can result in a loss of privileges to use social media in any official capacity.

The following list includes, but is not limited to, inappropriate content posting to social media sites:

  • Conducting MVCC business using social media sites that are not authorized as an official means of communication per marketing standards and processes.
  • Posting confidential or propriety information about MVCC students, alumni and employees that is in violation of MVCC policies or FERPA.
  • Violating any provision of MVCC’s Information Technology Policy.
  • Violating any provision of the Student Code of Conduct and Commitment to Civility.
  • Posting comments to MVCC-authorized social media sites that are not directly related to MVCC business or accomplishing work-related goals.
  • Posting any text, images or links to content that violate copyright law.
  • Violating MVCC’s Harassment Policy.
  • SPAM comments. All platforms that enable comments should be reviewed regularly for SPAM, removing SPAM comments as quickly as possible.
  • Violating the terms of use, conditions or community guidelines as defined by each social media platform.

Enforcement

Complaints or allegations of a violation of these standards will be processed through MVCC’s articulated grievance procedures, Student Code of Conduct and Commitment to Civility or resolution of controversy.

Upon determination of a violation of these standards, MVCC may unilaterally delete any violating content, and terminate the user's access. It is the user's responsibility to demonstrate and/or establish the relevance of content in the event that a content complaint is made official.

VI. Academic Affairs

Micro-Credentials

Micro-Credentials should be offered in a stepped format, meaning that MVCC will provide the initial opportunity to earn a Micro-Credential on a limited scale, allowing for adjustments to the program and policies as the institution becomes more familiar with market potential and operational issues. 

The initial offering format should be:

  • A credit bearing Micro-Credential
  • Micro-Credentials should consist of 3 - 5 courses with a minimum of 9 credit hours.

General Policy Recommendations for Micro-Credentials

  1. Classes that require pre-requisites must be met with the same criteria currently in place.
  2. There is no limit to the number of Micro-Credentials that a student may earn.
  3. Classes previously taken as part of a program may be used toward a Micro-Credential. Existing programs may have Micro-Credentials imbedded in them, therefore all classes taken would apply to both the Micro-Credential & the student’s Associate Degree.  
  4. Residency Policy: To earn an MVCC Micro-Credential, the majority of the courses must be taken at MVCC.
  5. Coursework within the Micro-Credential must have a cumulative GPA of at least 2.0. 
  6. Prior to signing up for a Micro-Credential, a student must be approved by the department offering the Micro-Credential.
  7. Grandfather Policy: No course may be applied to a Micro-Credential that was completed more than five years prior to their application. Departments may determine any length requirement under five years as specific disciplines deem necessary.
  8. Substitutions for courses listed as required for a Micro-Credential must be approved by the Associate Dean of the department offering the Micro-Credential.
  9. Proposals for new or revised Micro-Credentials must be initiated by person of academic rank. Proposals may be submitted by an individual, a pair, or a team of individuals. Only the initiator must have academic rank.
  10. All Micro-Credential proposals must follow College-Wide Curriculum Committee process.
Upon approval of the College Wide Curriculum Committee, the Vice President for Learning and Academic Affairs and the Board of Trustees, new program proposals will be forwarded to SUNY and then to the State Education Department for system and State approval.