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Shorter College

9/13/20132013

Policies and Procedures Manual

This document is purposed to provide information that will assist students as they matriculate through the Shorter College educational experience. The Office of Academic Affairs produces and distributes this document annually.

TABLE OF CONTENTS

ACCREDITATION.................................................................................................................................................. 6

FAMILY EDUCATIONAL RIGHTS AND PRIVACY (FERPA).........................................................................................7

CONFIDENTIALITY OF RECORDS........................................................................................................................... 7

AFFIRMATIVE ACTION STATEMENT..................................................................................................................... 7

SEXUAL HARASSMENT........................................................................................................................................ 8

EQUAL EMPLOYMENT AND EDUCATIONAL OPPORTUNITY...................................................................................8

DISCRIMINATION FREE ENVIRONMENT............................................................................................................... 9

SHORTER COLLEGE CONCELAED WEAPON POLICY................................................................................................9

SHORTER COLLEGE’S BIBLICAL FOUNDATION STATEMENT.................................................................................10

PHILOSOPHY OF EDUCATION............................................................................................................................. 10

ETHICAL VALUES AND STANDARDS STATEMENT................................................................................................11

THE MISSION.................................................................................................................................................... 12

THE VISION....................................................................................................................................................... 12

THE GOALS........................................................................................................................................................ 13

THE INSTITUTAIONL OBJECTIVES & OUTCOMES.................................................................................................13

PERSONNEL PROCEDURES, ADMINISTRATIVE POLICIES AND PROCEDURES........................................................14

FACULTY AND STAFF EMPLOYMENT POLICY......................................................................................................14Regular.............................................................................................................................................................14Part-time..........................................................................................................................................................15Probationary.....................................................................................................................................................15Temporary........................................................................................................................................................15Contract............................................................................................................................................................15Employment Agreement...................................................................................................................................16

ACCESS TO PERSONNEL FILES........................................................................................................................17EMPLOYMENT REFERENCE...........................................................................................................................17PERSONNEL DATA CHANGES.........................................................................................................................17PROBATIONARY PERIOD..............................................................................................................................17EMPLOYMENT APPLICATIONS.......................................................................................................................18PERFORMANCE EVALUATION.........................................................................................................................18TERMINATION OF SERVICE/RELEASE...............................................................................................................19

Resignation.......................................................................................................................................................19Release.............................................................................................................................................................19Dismissal for Cause...........................................................................................................................................19Retirement........................................................................................................................................................19

EMPLOYEE LEAVE POLICY.............................................................................................................................20Absent from duty..............................................................................................................................................20Study and Research Leave................................................................................................................................20Military Leave...................................................................................................................................................20Sabbatical Leave...............................................................................................................................................20Sick Leave.........................................................................................................................................................21Annual Leave....................................................................................................................................................22Other Leave and Excused Absences..................................................................................................................22

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Holidays............................................................................................................................................................22Jury Duty...........................................................................................................................................................23Bereavement Leave..........................................................................................................................................23Medical Leave...................................................................................................................................................24Family Leave.....................................................................................................................................................25Pregnancy-Related Absences............................................................................................................................26

DAILY WORK POLICIES AND PRACTICES...........................................................................................................28Purchasing Procedures.....................................................................................................................................28Obtaining Supplies............................................................................................................................................28Printing and Duplicating Service.......................................................................................................................28Bookstore Policy...............................................................................................................................................28Use of College Keys...........................................................................................................................................28Use of Office Telephones..................................................................................................................................28Smoking............................................................................................................................................................28Rest and Meal Periods......................................................................................................................................29Use of Equipment and Vehicles.........................................................................................................................29Emergency Closing............................................................................................................................................29Payday..............................................................................................................................................................29Administrative Pay Corrections.........................................................................................................................30Pay Deductions and Setoffs..............................................................................................................................30VEHICLE REGISTRATION AND PARKING............................................................................................................30

ADMISSIONS POLICIES AND PROCEDURES......................................................................................................... 31

REQUIREMENTS FOR ADMISSION...................................................................................................................31REQUIREMENTS FOR ADMISSION AND CLASS ENROLLMENT................................................................................31ASSESSMENT TESTING AND PLACEMENT.........................................................................................................32SPECIAL ADMISSION - EARLY ENTRY DUAL ENROLLMENT...................................................................................32ADMISSION OF TRANSFER STUDENTS.............................................................................................................33REQUIREMENTS FOR ADVANCE PLACEMENT....................................................................................................33TRANSIENT STUDENTS.................................................................................................................................33INTERNATIONAL STUDENTS ADMISSION..........................................................................................................33AFFIDAVIT OF SUPPORT...............................................................................................................................34VETERANS................................................................................................................................................34FACSIMILE (FAX) TRANSMISSIONS................................................................................................................34

FINANCIAL AID POLICIES AND PROCEDURES...................................................................................................... 34

HOW TO APPLY FOR FINANCIAL AID...............................................................................................................35TRANSFER STUDENTS APPLYING FOR FINANCIAL AID..........................................................................................36THE EFFECT OF WITHDRAWL ON FINANCIAL AID................................................................................................36TITLE IV REFUND POLICY..............................................................................................................................36SATISFACTORY ACADEMIC PROGRESS..............................................................................................................37REPEATED COURSE WORK............................................................................................................................38FINANCIAL AID APPEAL PROCESS....................................................................................................................38LOAN REMINDERS AND LIMITS......................................................................................................................38LOCATING YOUR STUDENT LOANS..................................................................................................................39EXIT COUNSELING.......................................................................................................................................39SCHOLARSHIP, GRANTS AND LOANS...............................................................................................................39

The Bennie Smith Scholarship...........................................................................................................................39

REGISTRAR’S POLICEIS AND PROCEDURES......................................................................................................... 40

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GENERAL POLICY.......................................................................................................................................40AUDITING COURSES....................................................................................................................................40ACADEMIC CLEMENCY.................................................................................................................................40RECORD KEEPING.......................................................................................................................................40TRANSFER CREDIT EVALUATION....................................................................................................................40ARKANSAS COURSE TRANSFER SYSTEM (ACTS)...............................................................................................41THE ASSOCIATE OF ARTS (A.A.) DEGREE........................................................................................................41THE ASSOCIATE OF ARTS (A.A.) DEGREE DISCLAIMER:......................................................................................41DEGREE PLAN............................................................................................................................................41STUDENT RECORD POLICY............................................................................................................................41ACADEMIC RECOGNITION............................................................................................................................42ADMINISTRATIVE DROP POLICY FOR NONATTENDANCE.....................................................................................42WITHDRAWL.............................................................................................................................................42ATTENDANCE............................................................................................................................................43ADD/DROP POLICY....................................................................................................................................43INCOMPLETE POLICY...................................................................................................................................43CLASSIFICATION AND COURSELOAD................................................................................................................44ORDER OF TRANSCRIPTS..............................................................................................................................44REGISTRATION...........................................................................................................................................44INDIVIDUALIZED INSTRUCTION.......................................................................................................................44GRADES AND THE GRADING SYSTEM..............................................................................................................45

Academic Probation.........................................................................................................................................45Grading.............................................................................................................................................................46Grades and Grade Points..................................................................................................................................47Grade Reports...................................................................................................................................................47

GRADUATION REQUIREMENTS......................................................................................................................47General Graduation Requirements...................................................................................................................47Commencement...............................................................................................................................................48

ACADEMIC POLICIES AND PROCEDURES............................................................................................................ 48

ACADEMIC INTEGRITY.................................................................................................................................48CLASS ATTENDANCE...................................................................................................................................49EXCUSED ABSENCE.....................................................................................................................................49MID-TERM AND FINAL EXAMNIATIONS..........................................................................................................49ACADEMIC HONORS...................................................................................................................................49ACADEMIC HONESTY AND MISCONDUCT........................................................................................................49BOOKS AND MATERIALS..............................................................................................................................50CLASS SCHEDULES......................................................................................................................................51CLASS SIZE................................................................................................................................................51COURSE SYLLABI........................................................................................................................................51ADMITTING STUDENTS TO CLASS..................................................................................................................51CLASS ATTENDANCE AND ABSENTEES.............................................................................................................51ADMINISTRATIVELY WITHDRAWING STUDENTS FROM CLASS..............................................................................51TEXTBOOKS...............................................................................................................................................51GRADING SCALE........................................................................................................................................52REPORTING GRADES...................................................................................................................................52CHANGING GRADES....................................................................................................................................52CURRICULA CHANGES.................................................................................................................................52

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PROFESSIONAL DEVELOPMENT......................................................................................................................53ACADEMIC COUNCIL...................................................................................................................................53

Membership.....................................................................................................................................................53Functions of the Academic Council...................................................................................................................53Academic Council Operating Procedures..........................................................................................................53

LIBRARY SERVICES POLICIES AND PROCEDURES................................................................................................65Circulation Policies............................................................................................................................................65Library Use........................................................................................................................................................65Borrowing Privileges.........................................................................................................................................65Borrower Confidentiality...................................................................................................................................65Non-Circulating Materials................................................................................................................................66Loan Periods and Returns.................................................................................................................................66Renewals..........................................................................................................................................................66Holds.................................................................................................................................................................66Reserves............................................................................................................................................................66Overdue Fines and Lost Book Charges..............................................................................................................67Reference Services............................................................................................................................................67Ready Reference...............................................................................................................................................67Interlibrary Loan...............................................................................................................................................68Library Instruction............................................................................................................................................68Reference assistance to patrons.......................................................................................................................68Coordination of Library and Faculty Goals........................................................................................................68Book Selection..................................................................................................................................................69Library Conduct Rules.......................................................................................................................................69Students’ Right to Read....................................................................................................................................70National Council of Teachers of English............................................................................................................71Copyright Guidelines and “Fair Use”.................................................................................................................71Faculty Employment.........................................................................................................................................72Reappointment/Contract..................................................................................................................................72

STUDENT SERVICES POLICIES............................................................................................................................. 72

JUDICIAL PROCESS......................................................................................................................................72STUDENT GRIEVANCE POLICY.......................................................................................................................74STUDENT ORIENTATION POLICY....................................................................................................................79CHAPEL SERVICES.......................................................................................................................................79TUTORING................................................................................................................................................79DISABILITY SERVICES...................................................................................................................................79HEALTH SERVICES......................................................................................................................................80

INFORMATION TECHNOLOGY (IT) POLICIES AND PROCEDURES..........................................................................80

INFORMATION USE POLICY..........................................................................................................................80SHORTER COLLEGE DATA INFORMATION.........................................................................................................80CONFIDENTIAL INFORMATION.......................................................................................................................80DIRECTORY INFORMATION...........................................................................................................................80IT SUPPORT POLICY....................................................................................................................................81PASSWORD POLICIES..................................................................................................................................81NETWORK USAGE POLICIES..........................................................................................................................82

FINANCIAL POLICIES.......................................................................................................................................... 83

FINANCIAL AND TUTITION FEES POLICIES.....................................................................................................83Tuition refund policy.........................................................................................................................................83

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BAD-DEBT WRITE-OFF POLICY.....................................................................................................................86ACCOUNTING POLICY..................................................................................................................................87CASH MANAGEMENT POLICY........................................................................................................................87CASH RECIEPT POLICY.................................................................................................................................88RECEIVING AND RECEIPTING MONIES POLICY..................................................................................................88DAILY CASH RECONILATION AND DAILY CASH RECEIPT POLICY...........................................................................89ENDOWMENT POLICY ENDOWMENT POLICY..............................................................................................89RISK MANAGEMENT AND INSURANCE POLICY...................................................................................................89PETTY CASH POLICY...................................................................................................................................90PURCHASING POLICY..................................................................................................................................90LONG DISTANCE TELEPHONE POLICY.............................................................................................................90PAYROLL POLICY........................................................................................................................................91BUDGET POLICY.........................................................................................................................................92BUDGET PREPARTION POLICY.......................................................................................................................92BOOK POLICY...........................................................................................................................................93MAIL DISBURSEMENT POLICY......................................................................................................................93TRAVEL AND PURCHASE REIMBURSEMENT POLICY............................................................................................94TRAVEL POLICY..........................................................................................................................................94TRAVEL ALLOWANCES.................................................................................................................................95TRANSPORATION POLICY.............................................................................................................................95

EMERGENCY POLICIES AND PROCEDURES.......................................................................................................... 96

EMERGENCY NOTIFICATION POLICY...............................................................................................................98PUBLIC INFORMATION POLICY......................................................................................................................99EVACUATIONG RELOCATION POLICY.............................................................................................................100DAMAGE ASSESSMENT AND RECOVERY........................................................................................................101DISPLACED WORK OR ACADEMIC ENVIORNMENT...........................................................................................103BOMB THREATS.......................................................................................................................................104

Bomb Threat Checklist....................................................................................................................................105CIVIL PROTEST.........................................................................................................................................107EARTHQUAKE..........................................................................................................................................109EXPLOSION.............................................................................................................................................110FIRE......................................................................................................................................................111HAZARDOUS MATERIAL INCIDENT...............................................................................................................112INFRASTRUCTURE FAILURE..........................................................................................................................114MEDICAL EMERGENCY..............................................................................................................................115INCLEMENT WEATHER POLICY....................................................................................................................116

Tornadoes.......................................................................................................................................................116Severe Winter Weather..................................................................................................................................117

ACTIVE SHOOTER.....................................................................................................................................118

BOARD POLICIES............................................................................................................................................. 120

BOARD GOVERNANCE POLICY.....................................................................................................................120BUDEGETING...........................................................................................................................................130INVESTMENT POLICY.................................................................................................................................131WEAPON POLICY.....................................................................................................................................133

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ACCREDITATION

Shorter College is a member of the Transnational Association of Christian Colleges and Schools (TRACS), P. O. Box 328, Forest, VA 24551 Telephone: (434)-525-9539; E-mail: [email protected], having been awarded Candidacy Status as a Category 1 institution by TRACS Accreditation Commission on April 13, 2011. This status is effective for a period of five years. TRACS is recognized by the United States Department of Education (USDE), the Council for Higher Education Accreditation (CHEA) and the International Network for Quality Assurance Agencies in Higher Education (INCAAHE).

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mailto:[email protected]

FAMILY EDUCATIONAL RIGHTS AND PRIVACY (FERPA)Notice is hereby given that Shorter College has adopted institutional procedures in compliance with the

Family Educational Right and Privacy Act of 1974, assuring the right of a student to view his or her

educational records upon request.

CONFIDENTIALITY OF RECORDS

Shorter College has adopted procedures in compliance with the Family Educational Right and Privacy Act

of 1974. To preserve strict confidentiality of records, the college does not permit access to or release of

educational records or personal information, without the written consent of the student.

AFFIRMATIVE ACTION STATEMENT

In 1965, Shorter College signed the Assurance of Compliance Agreement of the Department of Health,

Education and Welfare, Title VI of the Civil Right Act 1965. Consistent with this agreement, it is the policy

of the College to make available its teaching, research and service programs and its facilities to every

qualified person regardless of race, color, creed or natural origin. Shorter College is also an Equal

Opportunity Employer.

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SEXUAL HARASSMENT

Shorter College has a policy that prohibits sexual harassment or discrimination against any staff, faculty,

and student of the college on the basis of sex. Actions related to sexual harassment or discrimination

based on sex are also prohibited by law, Section 703, Title VII of the Civil Right Act of 1963 and Title IX of

the Educational Amendment Act of 1972.

Any member of the Shorter College community who violates any of these Acts faces disciplinary action

and potential legal consequences.

Sexual harassment is defined as an unwelcome sexual advance, request for sexual favors, and other

verbal or physical conduct. The following non-exhaustive list contains forms of sexual harassment:

(1) Submission to such conduct is, explicitly or implicitly, made a term or condition of an individual’s

employment or classroom evaluation.

(2) Submission to or rejection of such conduct by an individual is used as the basis for employment

or academic decisions affecting the status of the individual.

(3) Such conduct has the purpose or effect of unreasonably interfering with an individual’s work or

classroom performance, or creating an intimidating, hostile, or offensive working or academic

environment.

Shorter College shall take necessary steps to maintain a college environment that is free of sexual

harassment and discrimination on the basis of sex through programs and workshops developed to

prevent such acts. Members of the college are encouraged to report any violation of this policy against

an individual on or outside the college campus to the appropriate college authority. Appropriate

administrative departmental action(s) will be taken through either informal or formal procedures.

EQUAL EMPLOYMENT AND EDUCATIONAL OPPORTUNITY

Shorter College complies with applicable federal and state legislation and regulations regarding non-

discriminatory admission and employment policies and practices by providing equal opportunity to all

individuals without discrimination on the basis of extrinsic factors such as ethnic or national origin, sex,

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sexual orientation, age, color, religion, political affiliation, disability, or status as a war veteran. It is,

therefore, the institution’s policy to accord fair and equitable treatment of every person, at all times.

Shorter College will continue to maintain its policy of providing access to general education and Para-

professional programs to all persons regardless of race, national origin, sex color, creed, and political

persuasions. The College, however, recognizes its institutional responsibility to serve its community by

making institutional resources available to assist in the cultural, economic, and spiritual development of

the community.

DISCRIMINATION FREE ENVIRONMENT

Shorter College does not, in its admission or employment policies and practices, discriminate against

individuals on the basis of extrinsic factors such as ethnic or national origin, sex, sexual orientation, age,

color, religion, handicap, or status as a veteran of Vietnam War era or as a disabled veteran. The college

complies with applicable federal legislation and regulations regarding non-discrimination and equal

employment opportunity.

Shorter College also reaffirms the principle that its students, faculty, and staff have a right to be free form

sexual discrimination in the form of sexual harassment by any member of the college community. Sexual

harassment of students and employees at the college is unacceptable conduct, and it is also unlawful.

SHORTER COLLEGE CONCELAED WEAPON POLICY

It is the Policy of Shorter College that no weapons of any kind be allowed on the grounds or in the

buildings of Shorter College premises except in the possession of law enforcement authorities or security

officers specifically hired by Shorter College. This policy covers all weapons whether concealed or

unconcealed, and whether on the person of the possessor, in a container or in any compartment of a

vehicle.

This policy applies to persons who would otherwise be licensed to carry a concealed weapon under

Arkansas law pursuant to Arkansas Act 226 of 2013.

Shorter College administrative officials shall maintain appropriate signage and other notice on the campus

in the buildings and on the grounds, pursuant to Arkansas Act 226 of 2013, and Arkansas Code 5-73-

30(19) to give public notice that Shorter College has specifically elected to prohibit all firearms on its

campus including persons who are licensed to carry concealed weapons but who are not law

enforcement officers or security persons employed by Shorter College. This Policy was adopted by the

Shorter College Board of Trustees April, 2013

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SHORTER COLLEGE’S BIBLICAL FOUNDATION STATEMENT

Shorter College’s Biblical Foundation Statement is embodied in the following “Statement of Faith.”

Statement of Faith

Shorter College is an African Methodist Episcopal Church sponsored school and is shaped by the

Methodist traditional understanding of sin, grace, and the possibility of full salvation for Christ-like living.

Shorter College embraces the equality, dignity and worth of all persons and endeavors to be a campus

community that reflects both the unity and diversity of the body of Christ.

We believe that there is but one living and true God, everlasting, without body or parts, of infinite power,

wisdom, and goodness; the Maker and Preserver of all things, both visible and invisible. In unity of this

God-head, there are three persons, of one substance, power, and eternity-the Father, the Son, and the

Holy Spirit.

We believe that Jesus is the Son of God, who is the Word of the Father, the very and eternal God, of one

substance with the Father, took man's nature in the womb of the blessed Virgin; so that two whole and

perfect natures, that is to say, the God-head and manhood, were joined together in one person, never to

be divided; whereof is one Christ, very God and very Man, who truly suffered, was crucified, dead, and

buried, to reconcile his Father to us, and to be sacrifice, not only for original guilt, but also for the actual

sins of men.

We believe that Christ did truly rise again from the dead, and took again his body with all things

appertaining to the perfection of man's nature, wherewith he ascended into heaven, and there sitteth until

he returns to judge all men at the last day.

We believe in the Holy Spirit, proceeding from the Father and the Son is of substance, majesty, and glory

with the Father and the Son, very and eternal God.

We believe that the Holy Scriptures containeth all things necessary to salvation; and that the Bible is the

inspired word, infallible and authoritative word of God.

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PHILOSOPHY OF EDUCATION

Shorter College’s philosophy of education is to prepare students to live a productive life that requires

wisdom and understanding. Students are provided with tools to sort out that which is wise from that which

is not and learning skills that can be applied to all fields of human knowledge. Students must receive

education that focuses on developing sound learning skills, acquiring a broad base of knowledge and the

constructing of a well-considered worldview grounded in wisdom.

ETHICAL VALUES AND STANDARDS STATEMENT

We hold the following core values, approved by the Board of Trustees and followed by college

administration, faculty, staff, and students, to be the foundation of our identity as a community.

FaithWe value faith and learning as inescapably linked and that an exploration of faith and religion is essential

to education.

IntegrityWe value mutual respect, honor the dignity of each individual and foster a civil and ethical environment.

We will be fair, honest and ethical and assume responsibility for our actions in all dealings with and on

behalf of the college. Shorter College will never knowingly mislead or deceive members of the college

community, its various publics, or stakeholders. The college will practice transparency in all of its

dealings. The college will represent its programs and services fairly and accurately. We value learning

and a working environment that encourages and supports open sharing of information, empowerment and

shared responsibility for decision-making, and a culture that emphasizes continuous improvement and

growth. We believe in the sanctity of the individual in the mutually supportive community of a small

college. We believe in a focus on each person as an individual with inherent worth. We will work in

partnership with one another, encouraging broad participation and active engagement of all, to build a

sense of shared purpose about the importance and value of the College. Shorter College is committed to

the principle of academic freedom as it seeks to carry out its teaching and learning programs. Scholarly

investigation is encouraged through research. Faculty, administrators, and students are responsible for

upholding the high morals and ethical standards of academic honesty.

LearningWe value and encourage innovation, creativity and commitment in achieving and sustaining a quality

educational environment through continuous improvement. We believe that learning is best based on

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open inquiry and the liberal arts. We value learning as a lifelong process and strive to adapt and be

responsive to new challenges and opportunities. We will conscientiously strive for excellence in our

programs and services as well as foster a commitment to the highest standards in all areas of the

College’s mission.

InclusivenessWe value others and ourselves as unique individuals and celebrate both our commonalities and

differences. We promote open communication, ongoing collaboration and the free exchange of ideas. We

respect diversity and strive to reflect the communities that the College serves and to enrich our

understanding and appreciation of different people, cultures, and ideas.

ServiceWe seek non-violent resolution of conflict and just treatment of the world’s resources, both human and

physical. We believe we are called to educate morally and ethically responsible citizens of a pluralistic

society. To this end, we are guided by the idea of service. We value social responsibility; seek non-violent

resolution to conflict and hold ourselves accountable for the efficient and effective use of the human,

physical and fiscal resources entrusted to us.

THE MISSION

The Mission of Shorter College is to provide accessible, affordable and high quality education for

students to accomplish their academic goals by offering programs that meet the learner’s needs in a

challenging and nurturing Christian environment.

THE VISION

The vision of Shorter College is to seek and become a fully accredited two-year residential, Christian

College that excels in providing a challenging teacher-learner environment with flexible curriculum

offerings of academic, basic and career-oriented courses; and working in partnership with the community,

create opportunities for students to develop leadership abilities, life skills and to increase their

employment potential. It shall continue its special mission to help students overcome the persistent

obstacles of inadequate academic preparation and financial need. It shall seek out persons desirous of

obtaining a college education and maintain an open-door policy. It shall remain an educational institution

committed to academic excellence while simultaneously serving as the intellectual, spiritual and cultural

reservoir of African American History and tradition.

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THE GOALS

The goals of Shorter College are pursuing the following goals for institutional revitalization during the

next five years:

1. To become a fully accredited two-year institution.

2. To become financially secure and viable.

3. To excel in academic and instructional programs and provide a teaching-learning environment,

which promotes student success.

THE INSTITUTAIONL OBJECTIVES & OUTCOMES

The objectives Shorter College seeks:

1. To instill within each student the realization that God is the supreme center of all reality,

and that academic and life-purpose is ultimately realized only through obedience to the

revealed Will of God.

2. To provide the basic communication skills and general education needed to stimulate

intellectual curiosity and a continuous search for knowledge.

3. To provide both certificate and associate degree programs that prepare students for further

study or opportunities for work in the job market.

4. To serve as a center to transmit and preserve African-American heritage and culture.

5. To graduate students who think carefully and logically about and express with clarity their

observations, experiences, and findings concerning the world in which they live, both in writing and

verbally.

6. To graduate students who exhibit competency in their disciplines, character in their work with

others, and compassion toward all people consistent with an education in a Christian environment.

7. To provide knowledge and basic computer skills needed to be technologically competitive.

8. To provide an opportunity for under-performing students to overcome educational deficiencies.

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PERSONNEL PROCEDURES, ADMINISTRATIVE POLICIES AND PROCEDURES

FACULTY AND STAFF EMPLOYMENT POLICY

The college realizes that its fundamental strength and its future growth depend directly upon the

contribution made by each person within its organization, and that productivity and efficiency result from

real job satisfaction and from the opportunity each person receives and accepts for his/her individual self-

development.

The college’s employment policy is, therefore, designed to use every reasonable means available to

select the best employee for the position to be filled regardless of age, national or ethnic origin, religion,

sex, sexual orientation, disability, political affiliation, or status as a disabled veteran or veteran of the

Vietnam era. Furthermore, it is Shorter College’s employment policy:

1. The President approves appointment / hiring of employees to Shorter College.

2. At hiring, the employee shall be notified in writing of his/her assignment, employment date,

duration of the probationary period, and annual salary.

3. Shorter recognizes that orientation is important for each newly hired employee, transferred

employee, or employee whose job description has been changed. The orientation will be

conducted within the first month of employment.

It is the intent of Shorter College to clarify the definitions on employment classifications so those

employees understand their employment status and benefit eligibility. These classifications do not

guarantee employment for any specified period of time, except as stated in contracts or employment

agreements.

Accordingly, the right to terminate the employment relationship at will at any time is retained by both the

employee and Shorter College. Each employee will belong to one of the following employment

categories:

RegularREGULAR FULL-TIME employees are those who are not in a temporary or probationary status and who

are regularly scheduled to work Shorter College’s full-time schedule. Generally, they are eligible for

Shorter College’s benefit package, subject to the terms, conditions, and limitations of each benefit

program.

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Part-time

PART-TIME employees are those who are regularly scheduled to work from one to eleven hours per

week. While they do receive all legally mandated benefits, such as Social Security and workers’

compensation insurance, they also may be eligible for Shorter College’s other benefit programs.

Probationary

PROBATIONARY employees are those whose performance is being evaluated to determine whether

further employment in a specific position or with Shorter College is appropriate. Employees who

satisfactorily complete the probationary period of six (6) months will be notified of their new employment

classification.

Temporary

TEMPORARY employees are those who are hired as interim replacements, to temporarily supplement

the work force, or to assist in the completion of a specific project. Employment assignments in this

category are of a limited duration. Employment beyond any initially stated period does not in any way

imply a change in employment status. Temporary employees retain that status unless and until notified of

a change. While temporary employees receive all legally mandated benefits (such as worker’s

compensation insurance and Social Security), they are ineligible for all of Shorter College’s other benefit

programs.

ContractCONTRACT employees have a designated contractual term of service, which normally expires at the end

of the college fiscal year. Persons employed under contracts and grants and who fill full-time permanent

positions may be renewed for another year. Those filling temporary positions may, upon satisfactory

completion of that position, be renewed for another year. Those filling temporary positions and those

employed under grants may be notified at such time as the college has confirmation that the temporary

position is not being funded for the next school year. Notices of non-renewal of staff contracts shall be in

writing from the president within thirty days and will in no way affect the right of the staff employee to

complete his/her term of service under the existing contract. Persons employed under contracts that are

not renewed shall actually cease active employment prior to that date if they have unused vacation leave

since the college does not make cash payment for unused vacation leave not taken prior to termination of

employment with the college.

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Employment AgreementPersons employed under an employment agreement but do not have a designated contractual term of

service and may be given notice of discontinuance of the employment agreement by the college at any

time during the school year. Notices of discontinuance of employment agreement shall be in writing from

the president and employees receiving such notices shall be guaranteed no less than two full weeks of

continued employment with the college following the date of notification, unless reasons for

discontinuance calls for immediate termination.

Persons employed under Employment Agreements who receive two-weeks advance notice of

discontinuance of employment may also cease active employment prior to the effective date of

discontinuance of employment if they have unused vacation leave for the same reason indicated above

for Contract Employees.

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ACCESS TO PERSONNEL FILES

Shorter College maintains a personnel file on each employee. The personnel file includes such

information as the employee’s job application, resume, records of training, documentation of performance

appraisals and salary increases, and other pertinent records.

Personnel files are the property of Shorter College, and access to the information they contain is

restricted. Generally, only supervisors and management personnel of Shorter College who have a

legitimate reason to review information in a file are allowed to do so.

Employees who wish to review their own file should contact the Human Resources (or designated office

responsible). With reasonable advance notice, employees may review their own personnel files in the

presence of the Human Resource Office (or designated office responsible).

EMPLOYMENT REFERENCE

To ensure that individuals who join Shorter College are well qualified and have a strong potential to be

productive and successful, it is the policy of Shorter College to check the employment references of all

applicants.

The department manager will respond in writing only to those references check inquiries that are

submitted in writing. Responses to such inquiries will confirm only dates of employment, wage rates, and

position(s) held. No employment data will be releases without a written authorization and release signed

by the individual who is the subject of the inquiry.

PERSONNEL DATA CHANGES

At the beginning of each semester each employee will complete a personnel data form to indicate any

changes in their Personal mailing addresses, telephone numbers, number and names of dependents,

individuals to be contacted in the event of an emergency, educational accomplishment, and other such

status reports should be accurate and current at all times.

PROBATIONARY PERIOD

The introductory period is intended to give new employees the opportunity to demonstrate their ability to

achieve a satisfactory level of performance and to determine whether the new position meets their

expectations. Shorter College uses this period to evaluate employee capabilities, work habits, and overall

performance. Either the employee or Shorter College may end the employment relationship at any time

during or after the introductory period, with or without cause or advance notice. All newly rehired

employees are placed on an introductory work basis for the first 6 months after their date of hire. Any

absence of 5 days or more (within this introductory period) may extend an introductory period by the

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length of the absence or terminate employment. Upon satisfactory completion of the introductory period,

employees enter the “regular” employment classification.

During the introductory period, new employees are eligible for those benefits that are required by law,

such as workers’ compensation insurance and Social Security. After becoming regular employees, they

may also be eligible for other Shorter College provided benefits, subject to the terms and conditions of

each benefits program. Employees should read the information for each specific benefits program for the

details on eligibility requirements.

EMPLOYMENT APPLICATIONS

Shorter College relies upon the accuracy of information contained in the employment application, as well

as the accuracy of other data presented throughout the hiring process and employment. Any

misrepresentations, falsifications, or material omissions in any of this information or data may result in

Shorter College’s exclusion of the individual form further consideration for employment or, if the person

has been hired, termination of employment.

PERFORMANCE EVALUATION

Supervisors and employees are strongly encouraged to discuss job performance and goals on an

informal, day-to-day basis. A formal written performance evaluation will be conducted at the end of an

employee’s initial period of hire, known as the probationary period. Additional formal performance

evaluations are conducted to provide both supervisors and employees the opportunity to discuss job

tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive,

purposeful approaches for meeting goals.

Faculty evaluation will be conducted annually using the following criteria:

1. Effectiveness in working with students.

2. Preparedness in class presentations.

3. Effective teaching skills.

4. General accountability.

5. Professional ethics.

The students and the Dean of Academic Affairs will do faculty evaluations.

The performance of all employees is generally evaluated according to an ongoing 9 to 12 month cycle,

beginning at the academic year-end.

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TERMINATION OF SERVICE/RELEASE

Resignation

A faculty member shall indicate his/her decision to resign by writing a two-week notice letter to the

president, with copies to the Dean of Academic Affairs, and the appropriate department chairperson. The

president shall acknowledge the faculty member’s letter of resignation within a reasonable time and shall

send copies of the acknowledgment to the Dean of Academic Affairs and the department chairperson.

Release

The term “Release” refers to termination of employment by the college for reasons beyond the control of

the employee and bears no relation to the employee job performance or conduct. Should the college be

unable to continue a full-time employee (who had rendered satisfactory service) in his/her current

position, because of budget cuts, reorganization, or discontinuance or curtailment of a department,

division or area of service and is unable to offer some other mutually satisfactory assignment; the

employee shall be released. Notification of release shall be given to the employee in writing, by the

president, thirty (30) days in advance of the date of separation for the professional and faculty staff, and

fifteen (15) days for support staff. Vacation credit shall be allowed and this shall be given in days prior to

the actual date of separation since the college does not make cash payment for unused vacation leave

not taken prior to termination of employment with the college.

Dismissal for Cause

Faculty or staff persons may be dismissed for cause when it is determined that it is in the best interest of

the institution based upon the employee’s performance or other factors that negatively affect the

institution, provided that the reason for release is not a pretext for discrimination based upon age, race,

sex, religion, national origin or other reasons prohibited law. A statement of reasons for release shall

precede the dismissal. An employee dismissed for cause shall have the right to appeal and to receive due

process.

Retirement

Retirement is voluntary employment termination initiated by the employee meeting normal retirement age

or length of service. Although the normal retirement age at Shorter College continues to be 65, the

college recognizes that retirement may not be mandated.

A faculty member who wishes to retire should obtain approval of the department chair and the Dean of

Academic Affairs to the President in writing by March 1 of the year in which retirement is planned.

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EMPLOYEE LEAVE POLICY

Absent from dutyEffective work demands the presence of faculty members as officially scheduled. For this reason, prompt

and regular attendance of all classes, meetings, and other officially scheduled activities is expected of all

faculty members. Attendance at outside meetings as a representative of the college, attendance at

professional meetings as provided for, and all other leaves listed in this manual shall be the official

reasons for absence from duty. Absence form duty not covered by these provisions may result in a

corresponding loss in salary and constitute a breach of contract.

Study and Research LeaveLeaves of absence may be granted to a faculty member to permit him/her to pursue advanced study or to

carry on research in areas related to present or anticipated service to the college. The opportunity for

leaves of absence within the limits of its available resources and seeks to augment this provision with

grants, foundations, and other sources. The President of the College shall determine the appropriate

salary for a faculty member or staff who is on study leave.

Military LeaveMilitary leave, not to exceed 15 days without loss of pay, may be granted a faculty member who presents

evidence of his/her orders to serve in the National Guard, Armed Forces Reserves, or active military duty.

Vacation, sick leave, and holiday benefits will continue to accrue during a military leave of absence.

Sabbatical LeaveThe purpose of sabbatical leave shall be to enable a faculty member to engage in study and /or research

in his chosen field. A faculty member shall take a leave of absence with the understanding that he/she

shall return for service to the college at least two full years. Failure to return obligates the faculty member

to reimburse the college for all funds advanced, plus the amount of interest the money would have

generated during the leave of absence. The maximum length of a sabbatical leave shall be for nine

months.

Paid sabbatical leave may be granted only within the limits of available financial resources acquired

through grants, foundations and other sources. Unpaid sabbatical leave may also be granted as an

opportunity for faculty and staff to engage in research, if financial assistance is not available. The salary

for a faculty member (if granted) on sabbatical leave shall be his/her salary at the time the leave is

officially granted. The faculty member shall receive three-fourths salary for one semester or one half

salaries for nine months.

A faculty member may be granted sabbatical leave upon the recommendation of his/her

departmental/divisional chairperson and the academic dean and with approval of the president.

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All sabbatical leaves, whether paid or unpaid, must be recommended by the President of the College,

subject to approval by the Shorter College Board of Trustees. A faculty member shall serve seven years

before he/she is eligible to apply for sabbatical leave.

Sick LeaveSick leave is cumulative from the first month of employment at one (1) day per month; however,

employees are not eligible to use sick leave until their probationary period of three (3) months has ended.

At the beginning of the second contract renewal, persons on nine (9) month’s contracts are eligible for

nine (9) days sick leave per contract period, with pay.

At the beginning of the second contract renewal, persons on 12 month’s contracts are eligible for 12 days

sick leave per contract period, with pay. Unused sick leave is not cumulative.

Eligible employees may use sick leave benefits for an absence due to their own illness or injury or that of

a family member.

Employees who are unable to report to work due to illness or injury should notify their direct supervisor

before the scheduled start of their workday if possible. The direct supervisor must also be contacted on

each additional day of absence.

If an employee is absent for three or more consecutive days due to illness or injury, a physician’s

statement may be provided verifying the disability and its beginning and expected ending dates. Such

verification may be requested for other sick leave absences as well and may be required as a condition to

receiving sick leave benefits.

Before returning to work from an extended sick leave absence, an employee must provide a physician’s

verification that he or she may safely return to work.

Sick leave benefits will be calculated based on the employee’s base pay rate at the time of the absence

and will not include any special forms of compensation, such as incentives, commissions, or bonuses.

Unused sick leave benefits will not be allowed to accumulate.

Sick leave benefits are intended solely to provide income protection in the event of illness or injury, and

may not be used for any other absence. Unused sick leave benefits will not be paid to employees while

they are employed or upon termination of employment. Unused sick leave will not be carried over into the

next year.

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Annual LeaveVacation time off with pay is available to eligible employees to provide opportunities for rest, relaxation,

and personal pursuits. Employees in the following employment classification are eligible to earn and use

annual leave time as described in this policy:

Regular Full-time Employees Only twelve (12) months contract employees are eligible for annual leave. Twelve (12) months

contract employees who are under the classification of Support Staff are eligible for five (5) day’s

annual leave per year. Twelve (12) months contract employees who are under the classification

of professional staff are eligible for ten (10) day’s annual leave per year. Annual leave is not

cumulative and must be taken within each contract period.

Paid annual leave time can be used in minimum increments of one-half day. To take annual

leave, employees should request advance approval from their supervisors. Requests will be

reviewed based on a number of factors, including business needs and staffing requirements.

Annual leave is paid at the employee’s base pay rate at the time of annual leave. It does not

include overtime or any special forms of compensation such as bonuses.

Other Leave and Excused AbsencesEmployees may be periodically excused from work without using vacation or sick leave time on a case by

case basis and for the good of the institution in the discretion of their supervisors.

HolidaysShorter College will grant holiday time off to all employees on the holidays listed below:

New Year’s Day (January 1)

Martin Luther King, Jr. Day (third Monday in January)

Good Friday (Friday before Easter) * at the discretion of Administration

Memorial Day (last Monday in May)

Independence Day (July 4)

Labor Day (first Monday in September)

Thanksgiving Day (fourth Thursday in November)

Christmas Break

Day after Thanksgiving

Christmas Eve (December 24)

Christmas Day (December 25)

New Year’s Eve (December 31)

Spring week following midterm exam

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Shorter College will grant paid holiday time off to all eligible employees immediately upon assignment to

an eligible employment classification. Holiday pay will be calculated based on the employee’s straight-

time pay rate (as of the date of the holiday) times the number of hours the employee would otherwise

have worked on that day. Eligible employee classifications:

Regular full-time employees

Probationary employees.

A recognized holiday that falls on a Saturday will be observed on the proceeding Friday. A recognized

holiday that falls on a Sunday will be observed on the following Monday.

Paid time off for holidays will not be counted as hours worked for the purposes of determining overtime.

Jury DutyShorter College encourages employees to fulfill their civic responsibilities by serving jury duty when

required. A faculty or staff member who submits notification for jury duty may be granted leave to fulfill

this citizenship and community duty, without loss of pay.

Jury duty pay will be calculated on the employee’s base pay rate times the number of hours the employee

would otherwise have worked on the day of absence. Employee classifications that qualify for paid jury

duty leaves are:


Introductory employees

Employees must show the jury duty summons to their supervisor as soon as possible so that the

supervisor may make arrangements to accommodate their absence. Of course, employees are expected

to report for work whenever the court schedule permits.

Either Shorter College or the employee may request an excuse from jury duty if, in Shorter College’s

judgment, the employee’s absence would create serious operational difficulties.

Shorter College will continue to provide health insurance benefits for the full term of the jury duty

absence.

Vacation, sick leave, and holiday benefits will continue to accrue during unpaid jury duty.

Bereavement Leave Employees who wish to take time off due to the death of an immediate family member should notify their

supervisor immediately.

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Up to three days of paid bereavement leave will be provided to eligible employees in the following

classifications:



Bereavement pay is calculated based on the base pay rate at the time of absence. Approval of

bereavement leave will occur in the absence of unusual operating requirements. Employees may, with

their supervisors’ approval, use any available paid leave for additional time off as necessary. Additionally,

the President may at his or her discretion, make exception(s) where written requests are made for

bereavement leave of those not meeting the definition of immediate family, but who fulfill the role, i.e. an

aunt who takes on the role of mother or a foster child.

Shorter College defines “immediate family” as the employee’s spouse, parent, child, sibling; the

employee’s spouse’s parent, child, or sibling; the employee’s child’s spouse; grandparents or

grandchildren.

Medical Leave

Shorter College provides medical leaves of absence without pay to eligible employees who are

temporarily unable to work due to a serious health condition or disability. For purposes of this policy,

serious health conditions or disabilities include inpatient care in a hospital, hospice, or residential medical

care facility; continuing treatment by a health care provider; and temporary disabilities associated with

pregnancy, childbirth, and related medical conditions.

Employees in the following employment classifications are eligible to request medical leave as described

in this policy:



Eligible employees should make requests for medical leave to their supervisors at least 30 days in

advance of foreseeable events and as soon as possible for unforeseeable events.

A health care provider’s statement must be submitted verifying the need for medical leave and its

beginning and expected ending dates. Any changes in this information should be promptly reported to

Shorter College. Employees returning from medical leave must submit a health care provider’s

verification of their fitness to return to work.

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Eligible employees are normally granted leave for the period of the disability, up to a maximum of 12

weeks within any 12-month period. Any combination of medical leave and family leave may not exceed

this maximum limit. If the initial period of approved absence proves insufficient; consideration will be

given to a request for an extension. Employees will be required to first use any accrued paid leave time

before taking unpaid medical leave.

Employees who sustain work-related injuries are eligible for a medical leave of absence for the period of

the disability in accordance with all applicable laws covering occupational disabilities.

Subject to the terms, conditions, and limitations of the applicable plans, Shorter College will continue to

provide health insurance benefits for the full period of the approved medical leave.

Benefit accruals, such as vacation, sick leave, and holiday benefits, will continue during the approved

medical leave period.

So that an employee’s return to work can be properly scheduled, an employee on medical leave is

requested to provide Shorter College with at least two weeks advance notice of the date the employee

intends to return to work. When a medical leave ends, the employee will be reinstated to the same

position, if it is available, or to an equivalent position for which the employee is qualified.

If an employee fails to report to work promptly at the end of the medical leave, Shorter College will

assume that the employee has resigned.

Family Leave

Shorter College provides family leaves of absence without pay to eligible employees who wish to take

time off from work duties to fulfill family obligations relating directly to childbirth, adoption, or placement of

a foster child; or to care for a child, spouse, or parent with a serious health condition. A serious health

condition mean an illness, injury, impairment, or physical or mental condition that involves inpatient care

in a hospital, hospice, or residential medical care facility; or continuing treatment by a health care

provider.

Employees in the following employment classifications are eligible to request family leave as

described in this policy:



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Eligible employees may request family leave only after having completed 365 calendar days of service.

Eligible employees should make requests for family leave to their supervisors at least 30 days in advance

of foreseeable events and as soon as possible for unforeseeable events.

Employees requesting family leave related to the serious health condition of a child, spouse, or parent

may be required to submit a health care provider’s statement verifying the need for a family leave to

provide care, its beginning and expected ending dates, and the estimated time required.

Eligible employees may request up to a maximum of 12 weeks of family leave within any 12-month

period. Any combination of family leave and medical leave may not exceed this maximum limit. If this

initial period of absence proves insufficient, consideration will be given to a written request for a single

extension of no more than 30 calendar days. Employees will be required to first use any accrued paid

leave time before taking unpaid family leave. Married employee couples may be restricted to a combined

total of 12 weeks leave within any 12-month period for childbirth, adoption, or placement of a foster child;

or to care for a parent with a serious health condition.

Subject to the terms, conditions, and limitations of the applicable plans, Shorter College may provide

health insurance benefits until the end of the month in which the approved family leaves begins. At that

time, employees will become responsible for the full costs of these benefits if they wish coverage to

continue. When the employee returns from family leave, Shorter College will again provide benefits

according to the applicable plans.

Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during leave and will

resume upon return to active employment.

So that an employee’s return to work can be properly scheduled, an employee on family leave is

requested to provide Shorter College with at least two weeks advance notice of the date the employee

intends to return to work. When a family-leave ends, the employee will be reinstated to the same position

if it is available, or to an equivalent position for which the employee is qualified.

If an employee fails to report to work promptly at the end of the approved leave period, Shorter College

will assume that the employee has resigned.

Pregnancy-Related Absences

Shorter College will not discriminate against any employee who requests an excused absence for medical

disabilities associated with pregnancy. Such leave requests will be evaluated according to the family

leave policy provisions outlined in this handbook and all applicable federal and state laws.

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Requests for time off associated with pregnancy and/or childbirth, such as bonding and childcare, not

related to medical disabilities for those conditions will be considered in the same manner as other

requests for unpaid family leave.

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DAILY WORK POLICIES AND PRACTICES

Purchasing Procedures All matters affecting purchasing shall be processed though the Business Office. Requests for Academic

purchases shall be filed on a purchase order form obtainable from the Business Office and the request

shall have the approval of the department chairperson and the president.

Obtaining Supplies Filling out a requisition form obtained from the Business Office shall make all requests for supplies.

Printing and Duplicating Service Duplicating service for examinations, course syllabi, and other instructional materials, is available in the

office of the Academic Dean.

Bookstore Policy The college bookstore is located in the S. S. Morris Student Center, unless otherwise notified. Faculty

members shall order request all textbook orders through the Academic Dean to ensure availability at the

bookstore.

Use of College Keys Faculty members are issued keys to their offices, desks, and file cabinets and in some instances to

buildings and/or classrooms. Faculty members shall not duplicate keys or turn them over to other parties

without the written approval of the Director of Fiscal Affairs. A report on lost keys shall be made

immediately to the Business Office.

Use of Office Telephones Personal use of telephones for long-distance and toll calls is not permitted. Telephones in faculty

members’ offices shall be used for college business only.

Employees should practice discretion in using company telephones when making local personal calls and

may be required to reimburse Shorter College for any charges resulting from their personal use of the

telephone.

To ensure effective telephone communications, employees should always use the approved greeting and

speak in a courteous and professional manner. Please confirm information received from the caller and

hang up only after the caller has done so.

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SmokingIn keeping with Shorter College’s intent to provide a safe and healthful work environment, smoking is

prohibited throughout the workplace. This policy applies equally to all employees, students, and visitors.

Rest and Meal Periods Each workday, full-time employees are provided with two rest periods of 15 minutes in length. To the

extent possible, rest periods will be provided in the middle of work periods. Since this time is counted and

paid as time worked, employees must not be absent from their workstations beyond the allotted rest

period time.

All full-time support employees are provided with one meal period each workday. Employees will be

relieved of all active restrictions and responsibilities during meal periods and will not be compensated for

that time.

Use of Equipment and Vehicles Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to

replace. When using property, employees are expected to exercise care, perform required maintenance,

and follow all operating instructions, safety standards, and guidelines.

Please notify the supervisor if any equipment, machines, tools, or vehicles appear to be damaged,

defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could

prevent deterioration of equipment and possible injury to employees or others. The supervisor can

answer any questions about an employee’s responsibility for maintenance and care of equipment or

vehicles used on the job.

The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles, as

well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and

including termination of employment.

Emergency Closing At times, emergencies such as severe weather, fires, power failures, or earthquakes, can disrupt

company operations. In extreme cases, these circumstances may require the closing of a work facility. In

the event that such an emergency occurs during non-working hours, local radio and/or television stations

will be asked to broadcast notification of closing.

When operations are officially closed due to emergency conditions, the time off from scheduled work will

be paid.

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Payday All employees are paid monthly on the 5th and 20th of each month or as designated in the contract. Each

paycheck will include earnings for all work performed through the end of the previous payroll period.

In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday,

employees will receive pay on the last day of work before the regularly scheduled payday.

If a regular payday falls during an employee’s vacation, the employee may receive his or her earned

wages before departing for vacation if a written request is submitted at least one week prior to departing

for vacation.

Administrative Pay Corrections Shorter College takes all reasonable steps to ensure that employees receive the correct amount of pay in

each paycheck and that employees are paid promptly on the scheduled payday.

In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the

discrepancy to the attention of the Payroll Department so that corrections can be made as quickly as

possible.

Pay Deductions and Setoffs The law requires that Shorter College make certain deductions from every employee’s compensation.

Among these are applicable federal, state, and local income taxes. Shorter College also must deduct

Social Security taxes on each employee’s earnings up to a specified limit that is called the Social Security

“wage base.” Shorter College matches the amount of Social Security and Medicare taxes paid by each

employee. Payroll deductions are available as requested by employees at the beginning of the year. The

college will house payroll deduction requests for employees at the beginning of the year.

Pay setoffs are pay deductions taken by Shorter College, usually to help pay off a debt or obligation to

Shorter College or others. If you have questions concerning why deductions were made from your

paycheck or how they were calculated, the Director of Fiscal Affairs can assist in having your questions

answered.

VEHICLE REGISTRATION AND PARKING

Every student who owns or operates a motorized vehicle on campus is required to display a parking sticker. Parking stickers are issued in the Shorter College business office.

Registration of Vehicles

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A. All students who operate vehicles and park on any facility of or at events sponsored by shorter

college are required to register their vehicle with Shorter College. Registration for students is

required before the first day of the beginning of classes. Registration at events sponsored by the

college will be at the discretion of the campus Security Officer and/ or the College Administration.

B. Vehicle license number, make, model, year, and color, are required for registration at the discretion

of the College.

C. The fee for registering a vehicle and parking on campus is $25.00 for a semester or $50.00 for the

academic year.

D. All vehicles owned by individuals who live on campus must be registered. When a vehicle is sold

and another vehicle is brought onto campus, the issued vehicle decal must be transferred to and

displayed as required on the new vehicle while that vehicle is on campus or at a college-sponsored

event. If parking stickers becomes unreadable, a new sticker must be obtained. Parking stickers are

not transferable to other students or non-students.

E. If the parking sticker is lost or stolen the student must purchase another one for $10.

ADMISSIONS POLICIES AND PROCEDURES

REQUIREMENTS FOR ADMISSION

To be admitted to Shorter College as a regular student, an applicant for admission must present a high

school transcript as evidence that he or she has completed the requirements for high school graduation,

GED test scores, or a college transcript. Applicants who cannot meet the requirements for admission as

regular students may be admitted on probation or as special students.

REQUIREMENTS FOR ADMISSION AND CLASS ENROLLMENT

Applicants for admission must submit all appropriate items listed below to the Admissions office in order

to meet the requirements for admission and financial aid. Failure to submit all appropriate required

information may result in the denial of admission or provisional admission status. The following items

must be submitted:

1. A completed application for admission submitted by the deadline date;

2. An official high school transcript sent to Shorter College from the high school including the

applicant’s date of graduation;

3. An Arkansas high school diploma or a certificate of high school equivalency (GED);

4. Copy of your test score on ACT, SAT, ASSET, Compass Test (See placement policy below);

5. Referral Notices from any government agency, such as DHS, Ark-Rehab, etc. (if applicable);

6. Immunization record (if you were born after 12/31/1956);

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a. Act 141 of 1987 requires that full-time students born on or after January 1, 1957, MUST

provide the college with:

i. Immunization records dated after the first birthday against

1. (a) Measles and

2. (b) Rubella, or

ii. An authorized waiver (religious or health reason only) signed by the appropriate

official of the religious or health agency.

b. Immunization records can be obtained from

i. The family physician;

ii. Public school records; or

iii. The county health department.

7. Valid Photo ID;

8. Social Security Card; and

9. Placement Tests: Students who have been absent from college for ten years or more will be

regarded as students entering college for the first time. None of the previous college work will be

applied toward completion of requirements for graduation. All freshmen must take the placement

test for English, Reading, and Mathematics. Students who score below the raw score 75% will be

placed in Developmental Studies

ASSESSMENT TESTING AND PLACEMENT

Testing requirements at Shorter College are designed to provide information about students so that

counselors, advisors and faculty members can better assist them in their decision making while at the

college. In accordance with Arkansas law, all students enrolling in college level mathematics and English

will be tested for placement purposes. Students failing to achieve designated scores on the various

components of the ACT or COMPASS tests will be required to successfully complete developmental

education courses. Placement scores and corresponding courses are as follows:

1. Reading Policy: According to Arkansas Act 1101, students scoring 19 or above on the Reading section

of the ACT or 82 or above on the COMPASS Reading Placement test meet minimal reading skills

requirements. Students who do not meet this standard are required to enroll in the developmental reading

program during their first semester and will be placed in the appropriate course based on their individual

test scores.

2. Writing: Students scoring 19 or above on the English section of the ACT or 75 or above on the

COMPASS may enroll in college-level English composition courses. Students not meeting the standard

must successfully complete a developmental program in English composition before enrolling in college-

level English composition courses.

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SPECIAL ADMISSION - EARLY ENTRY DUAL ENROLLMENT

A high school senior who needs less than a full course load to complete graduation requirements may

take one or more courses while he or she is completing high school requirements. The combined load,

however, cannot exceed the equivalent of fifteen semester hours. For example, a student needing only

one course to complete high school requirements is eligible to enroll in college. To be eligible for the

program, a student must have a letter of recommendation from his or her high school counselor or

principal. Early-entry students are classified as special students until they have completed high school.

Students enrolled in this program are not eligible for financial aid under Title IV.

ADMISSION OF TRANSFER STUDENTS

Students transferring to Shorter College from other institutions must comply with all regulations governing

admission and registration. An applicant must (1) submit an application for admission and (2) have

official transcripts from all colleges and universities previously attended forwarded to the Director of

Admissions and Records.

Transfer credits from accredited institutions will be accepted by Shorter as long as the courses

represented by those credits relate to Shorter’s curriculum. Only those courses in which transferring

students have earned the grade of “C” or above will be accepted. The transferable credits of any student

from another institution will not exceed forty-five hours. The residence policy governing students who

transfer into a program at the institution states that those students must take their last fifteen (15) hours at

Shorter College.

REQUIREMENTS FOR ADVANCE PLACEMENT

Shorter College will honor the Advanced Placement Tests of the College Entrance Examination Board for

entering freshmen who have their scores sent to the office of the Director of Admissions and Records.

TRANSIENT STUDENTS

Students who are actively enrolled in other institutions of higher education and who wish to enroll in

Shorter College must submit the following:

1. An application for admission; and

2. A letter of good standing from the student’s home institution.

Transient students may also be required by the college to meet the requirements for transfer students. A

student who is enrolled in a course with a prerequisite must provide a transcript, or if currently enrolled in

the prerequisite, a letter from the instructor.

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INTERNATIONAL STUDENTS ADMISSION

An international student applying for admission to Shorter College must submit complete credentials and

detailed information before being considered for admission. Requirements are as follows:

1. Application for admission;

2. Application fee of $25.00 (non-refundable);

3. Test of English as a foreign language (TOEFEL) score;

4. Secondary school transcript;

5. School certificate/General Certificate of Education in at least five relevant subjects; and

6. Affidavit of Support

AFFIDAVIT OF SUPPORT

The prospective student must have the person responsible for his/her financial support officially execute

the document referred to as the Affidavit of Support. THIS DOCUMENT WILL HAVE TO BE ON FILE IN THE DIRECTOR OF ADMISSIONS AND RECORDS OFFICE BEFORE THE COLLEGE ISSUES THE I-20 FORM.

VETERANS

Students who are eligible to receive financial benefits as veterans should confer with the Admission’s

Office for assistance from the Veteran’s Administration application.

FACSIMILE (FAX) TRANSMISSIONS

Since the original source of documents received through a facsimile (FAX) transmission cannot always be

accurately determined, the Records Office will accept academic transcripts by FAX transmission ONLY as

working documents, pending the receipt of an official transcript from the sending institution.

FINANCIAL AID POLICIES AND PROCEDURES

Various types of financial aid are available to students who need assistance to continue their education. A

student begins the financial aid process by completing the Free Application for Federal Student Aid

(FAFSA). This application is used to provide a standardized objective analysis of the student’s and/or his

or her family’s ability to pay for the education.

The student’s financial aid package is based on his or her Expected Family Contribution (EFC) as

determined by the Department of Education through the FAFSA; the student’s cost of attendance as

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determined by Shorter College, and the student’s enrollment status. Students must reapply each year for

assistance.

Regardless of the type of financial aid desired (loans, grants or college work study), all applications and

requests for information should be addressed to:

The Office of Financial Aid at Shorter College

604 Locust Street, North Little Rock, AR 72114.

To ensure that funds are available on a timely basis, all accurately completed documents must be

submitted to the Office of Financial Aid by May 15 for the fall semester, October 15 for the spring

semester and March 15 for the summer sessions.

Note: Before any financial aid funds from student loans, scholarships, and federal or state aid are

released to a student, all charges or any monies owed to the college (tuition, books, fees) must be paid.

All financial aid funds received will be credited to the student’s account. After all charges to the student’s

account have been satisfied, remaining funds will be disbursed to the student by paper check or direct

deposit. Refunds from financial aid awards will be available approximately during the third week of

classes. Specific financial aid refund dates will be posted on the campus web site. Initial disbursement of

loan funds is subject to institutional policy and is established in accordance with federal regulations. After

initial disbursement dates, student refunds continue to be made as monies are received and are available

on a bi-weekly basis as determined by the Business Office.

HOW TO APPLY FOR FINANCIAL AID

1. Complete a Free Application for Federal Aid. Add Shorter College as a school code (School code:

001105). Make note of your PIN as it will be needed to complete steps 3 and

2. Upon completion of the student’s aid file and determination of student eligibility, an award notification

letter is issued to the student. The letter must be returned to Shorter College’s Financial Aid Office

indicating the following:

i. Intent to accept or decline the loan as awarded

ii. Intent to reduce loan amount as awarded (optional).

3. Complete the Direct Student Loan (Stafford) Entrance Counseling if you are a first time Loan

borrower at Shorter College. You will utilize the PIN you used to sign your FAFSA. The financial aid

office will receive confirmation of completion.

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4. Complete the Master Promissory Note. You will utilize the PIN you used to sign your FAFSA. The

financial aid office will receive confirmation of your completion.

5. Once Shorter College receives your completed MPN and notice of completed entrance loan

counseling if needed, loan funds are transmitted to your student account on the dates set by Shorter

College VFAO according to your loan period and in accordance with federal regulations.

TRANSFER STUDENTS APPLYING FOR FINANCIAL AID

Transfer students who have previously attended another accredited post-secondary institution must have

their official academic transcript submitted to the Office of Admissions and Records. Aid will not be

awarded until all transfer transcripts have been evaluated by Shorter College’s Office of Admissions and

Records. Federal regulations require schools to consider transfer credit hours in determining satisfactory

academic progress.

THE EFFECT OF WITHDRAWL ON FINANCIAL AID

Recipients of financial aid, who withdraw before the 60 percent point in time of the period of enrollment,

calculated using calendar days, will be required to return a portion of Title IV funds awarded in

accordance with the Higher Education Amendments of 1998. Title IV funds to be refunded include

Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, Academic Competitiveness

Grant, Federal Subsidized and Unsubsidized Direct Loans, but not Federal Work-Study. The calculation

of the return of these funds may result in the student owing a balance to the college and/or the federal

government. Students who intend to return will have their eligibility evaluated under the applicable

satisfactory academic progress policy. Students who borrowed under the Direct Loan program will be

required to complete an exit interview at the time of their withdrawal, and their lender will be notified of

their current status.

TITLE IV REFUND POLICY

Shorter College has developed the Title IV refund policy to comply with the federal aid requirements for

returning financial assistance when students completely withdraw, drop out, or otherwise fail to complete

the period of enrollment for which they were charged. The return of the funds will be distributed in the

following priority award order: Federal Financial Education Loans, Federal Pell Grant, Federal

Supplement Grant, and other Title IV programs.

The students have the responsibility of earning the financial aid provided for their period of enrollment.

The college follows federal regulations in determining how much financial aid the student has earned at

the time of their withdrawal. The unearned financial aid funds must be returned to the Title IV Programs.

The percentage of aid earned is determined by dividing the number of days students were enrolled by the

number of days in the semester, up to the sixty (60) percent point. If students withdraw from courses after

the sixty (60) percent point in the semester, they have earned 100 percent of the aid. If they withdraw

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from courses before the sixty (60) percent point, the students may owe part of their financial aid if the

college determines that the students have received an amount larger than the earned amount

The official withdrawal date indicates the date written notification is submitted to indicate the intent to

withdraw. The date is also determined by the midpoint of the period in which students stop attending class

without notifying the college. When the total amount of unearned aid is greater than the amount the

college returns from the students’ accounts, the students are responsible for returning the unearned funds

to the appropriate programs.

The students are notified by the financial aid office of the amount of the repayment within thirty (30) days

after determining the day the students withdrew from courses. The students have thirty (30) days after the

notification to pay in full or to make satisfactory payment arrangements with the financial aid office. If

students fail to make arrangements, the college will submit their names to the United State Office of

Education, and they will make arrangements with that office. Failure to make and fulfill satisfactory

payment arrangements will make students ineligible to receive federal funds.

SATISFACTORY ACADEMIC PROGRESS

Standards established to determine satisfactory academic progress apply to all students. The dual

purpose of the standards is to identify students whose progress toward their degree completion is below

the requirement and to determine if the grade point average for students who receive financial aid is

adequate for their continuous participation. The minimum progress standards are reviewed after each

semester. Students who fall below the standards their first semester will be given a warning, and they will

be offered services to assist them in improving their performance. The intent is to provide assistance to

those students, so that their grade point average will reach acceptable standards for financial aid and for

graduation.

The students must meet qualitative and quantitative requirements of the Federal Financial Aid Progress

Policy by the end of each term to continue receiving financial aid. The minimum qualitative requirement

for Shorter College is listed below:

Minimum Academic Standards

Hours Attempted Minimum Standards 1 - 15 1.50

16 -30 1.75

31 – 64 2.00

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The quantitative requirement refers to college credit load that students must complete at the end of each

term. It assesses the pace at which students make progress toward completing their degree. Students are

required to complete a minimum percentage of all attempted courses. The attempted courses are those

students are enrolled in after the add/drop period has ended. The minimum quantitative requirement for

Shorter College is listed below:

Number of Credits Attempted Percentage of Credits Completed 24 50%

25 - 50 65%

51 - 64 75%

REPEATED COURSE WORK

Classes that you have successfully completed (a grade of D or better) will not be considered in

determining your enrollment status for federal financial aid.

FINANCIAL AID APPEAL PROCESS

A student wishing to appeal the decision of the Financial Aid Office may do so by completing a financial

aid appeal form available in the Financial Aid Office (FAO). In order to be eligible to file an appeal for

financial aid suspension, the student must demonstrate that the student’s failure to meet SAP

requirements was due to mitigating circumstances such as:

• Illness of student

• Severe injury of student

• Death of a close relative

• Undue hardships or other circumstances

LOAN REMINDERS AND LIMITS

First year, first time borrowers do not have funds disbursed to Shorter College until 30 days after classes

begin. Every Loan must be delivered in two equal disbursements. The second disbursement must

be delivered after the midpoint of the loan period. Borrowers typically receive one disbursement to

coincide with fall and one to coincide with spring. Student’s enrolled for one semester only will receive

one disbursement to coincide with the beginning of the semester and one disbursement following the

midpoint of the semester.

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Students must be enrolled in at least six (6) credit hours to be eligible for a student loan. Classes that you

have successfully completed (a grade of D or better) will not be considered in determining your enrollment

status for federal financial aid which includes student loans. Loan limits for an academic year:

Dependent freshman (1-29 hours) - maximum $3500 plus additional $2000 unsubsidized

Dependent sophomore (30+ hours) – maximum $4500 plus additional $2000 unsubsidized

Independent freshman (1-29 hours) - maximum $3500 plus additional $6000 unsubsidized

Independent sophomore (30+ hours) – maximum $4500 plus additional $6000 unsubsidized

Lifetime loan limits:

Undergraduate dependent students $31,500

Undergraduate Independent students $57,500

Graduate Students $138,500

Dependent students may qualify for a Parent loan. Credit checks will be required on the parent borrowing

the loan.

LOCATING YOUR STUDENT LOANS

Are you not sure who holds (or collects on) your federal student loans? Visit the National Student Loan

Database System and review your student loan history and locate your loan holders.

EXIT COUNSELING

Before you graduate (or if you drop below half-time attendance), regulations require that you

complete an exit counseling session if you have borrowed under either the Federal Family

Education Loan Program or under the Direct Loan Program. The counseling session provides

important information about how to manage your student loans after college and helps borrowers

better understand the repayment process. Shorter College students complete this requirement through

an on-line counseling session at the following link by clicking Exit Counseling:

http://www.nslds.ed.gov/nslds_SA/.

SCHOLARSHIP, GRANTS AND LOANS

Awards, given by various individuals and organizations, are presented to students annually in recognition

of academic achievement, leadership, special service, performance in music, and athletic excellence.

The Bennie Smith ScholarshipFour scholarships of $750 per year in honor Bennie Smith will be awarded to a deserving Shorter

College student during the second semester of each year. To qualify for the scholarship, the student

must meet the following requirements: (1) maintain a grade point of 2.0 or better; (2) demonstrate

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qualities of good citizenship; (3) exhibit hard working and self-directing skills; and (4) be a resident of

Pulaski County as the first preference.

REGISTRAR’S POLICEIS AND PROCEDURES

GENERAL POLICY

At any time in a semester or between semesters, any person who has been admitted to the college may

pre-register for the next semester. Tuition and other fees which will be due and payable at the beginning

of the semester may be paid in advance. Regular registration proceedings will take place at the times

indicated in the college calendars. Each student must follow the times indicated in the college calendars.

Any student who registers after the end of the regular registration period for any semester will be charged

late registration fee.

AUDITING COURSES

A student will be permitted to audit a maximum of six semester hours during a semester (three semester

hours during a summer session) if the student secures the permission of the instructor of the course and

the registrar. Audit students will pay the course fee as indicated under the section on “Fees and

Expenses”.

ACADEMIC CLEMENCY

Shorter College has a policy whereby students who were not enrolled in a college or university for a ten

year period may petition the Registrar’s Office to have grades and credits earned prior to that period

removed from consideration in their cumulative grade point average. The Dean of Academic Affairs

approves the request for academic clemency.

RECORD KEEPING

There are two secure closets with academic record file cabinets. One closet holds academic records of

non-graduates and the other office holds academic records of graduates. The Registrar and cabinet

members have keys to those record closets. Current student files are locked in a file cabinet in the

Registrar’s office. The Registrar and the Dean of Academic Affairs has the key to the current student file

cabinet.

TRANSFER CREDIT EVALUATION

Shorter College may accept transfer work from regionally accredited institutions. The following policies

apply to the granting of transfer credits:

Official transcripts should be submitted to the Office of Admissions at the time of application.

Official transcripts are evaluated by the Registrar based upon the Arkansas Course Transfer

System (ACTS) or the decisions of appropriate faculty and staff.

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Only grades of “C” or higher are eligible for transfer credit. Credit is not granted for courses work

that is remedial or technical.

Grades earned at other institutions are not posted to the student’s Shorter College transcript and are not

calculated in the student’s Shorter College grade point average. Credits earned will be reflected in hours

earned and may be used for degree requirements.

ARKANSAS COURSE TRANSFER SYSTEM (ACTS)

The Arkansas Course Transfer System (ACTS) contains information about the transferability of courses

within Arkansas public colleges and universities. Students are guaranteed the transfer of applicable

credits and the equitable treatment in the application of credits for the admissions and degree

requirements. Course transferability is not guaranteed for courses listed in ACTS as No Comparable

Course. ACTS may be accessed on the ACTS website at http://acts.adhe.edu/.

THE ASSOCIATE OF ARTS (A.A.) DEGREE

The Associate of Arts (A.A.) degree is a 62-credit hour transfer degree designed for transfer to a four-year

institution.

THE ASSOCIATE OF ARTS (A.A.) DEGREE DISCLAIMER:

Students completing an A.A. degree should not assume that the degree or courses for the degree will be

accepted in transfer by another institution. While a few institutions have recently begun to accept some

courses in the A.A. programs, the general rule is that not all courses in the A.A. degree are accepted in

transfer toward baccalaureate degrees. Students who plan to transfer should get assurance of transfer

credit acceptance in writing in advance from the institution to which they plan to transfer.

DEGREE PLAN

After declaring a degree and emphasis, students are assigned an academic advisor who discusses the

degree plan with them. The students’ course of study is outlined for each semester. Students are to follow

their degree plans and changes in their plans are only modified with the approval of their academic

advisor. The students, their advisor, and the dean have copies of the degree plan.

STUDENT RECORD POLICY

The Family Educational Rights and Privacy Act (FERPA) of 1974 was designed to protect the privacy of

educational records, to establish the right of students to inspect and review their educational records, and

to provide guidelines for the correction of inaccurate or misleading data through informal or formal

hearings. Students also have the right to file complaints with the Family Educational Rights and Privacy

Act Office concerning alleged failures by the institution to comply with the act. Questions concerning the

act should be referred to the Dean of Enrollment Services. Copies of the policy and a directory of

educational records listing all institutional student records may be found in this office.

A student may request to examine his or her records. Each request will be granted within a reasonable

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period of time that does not interrupt the normal work of the office. Students who believe that the records

are inaccurate or misleading will be given an opportunity to present their views and facts to a person who

has no direct interest in the records. Copies of records will be provided upon written request.

Data from student records cannot be released without the student’s consent in writing. Exceptions to this

policy include information that is considered directory information and disclosure to the following:

1. Shorter College personnel with a legitimate educational interest.

2. Federal, state and local officials as specified by law.

3. Research and accreditation representatives.

Directory information is given to any inquirer. The following is considered directory information at Shorter

College:

• Student name • Address • Telephone • E-mail address • Dates of attendance • Major field of study • Full-

or part-time status

Currently enrolled Shorter College students may withhold disclosure of directory information under

FERPA. To withhold information, notification can be given at the time of registration to the Dean of

Student Services. Shorter College assumes that failure on the part of any student to request the

withholding of directory information indicates approval for disclosure.

ACADEMIC RECOGNITION

The college encourages students to strive for high scholastic standards. The college names to the

President’s List any student who has earned 12 or more credit hours in a given semester with a 4.0

grade-point average and to the Dean’s List any student who has earned 12 or more credit hours in a

given semester with at least a 3.5 grade-point average and no grade below a “C.” No developmental

courses may be included in the 12 or more credit hours.

ADMINISTRATIVE DROP POLICY FOR NONATTENDANCE

Instructors have the authority to drop students who are not attending their classes consistently during the

fall and spring semesters. For those departments that do not have an attendance policy, a student may

be dropped any time after the student consecutively has not attended twice the number of class meetings

per week. (For example, if the class meets three days per week, an administrative drop will be processed

after six days of non-attendance.) After it is determined that the student will not be returning to class, the

instructor should complete and submit the administrative drop form through the Academic Affairs Office.

The form must be approved by the Academic Dean and turned in to the Registrar for processing.

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WITHDRAWL

A student is not considered officially withdrawn until the withdrawal forms are completed and signed in the

Registrar’s office. Failure to complete the necessary procedure will constitute improper withdrawal and

may result in a failing grade. Additionally, account balances are immediately due upon withdrawal. Failure

to attend class or merely to notify an instructor of the intent to withdraw will not be regarded as an official

withdrawal.

ATTENDANCE

Students are expected to attend all class sessions. After an unavoidable absence due to illness,

emergency or other extenuating circumstance, the student must take the responsibility for contacting

instructors in order to initiate arrangements for completing all activities missed. Excessive absences and

work not made up may adversely affect final grades. Failure to attend class for any period of time does

not constitute a withdrawal. Students should attend the first day of classes.

Instructors establish attendance policies for their classes, and students have the responsibility to know

those policies and to comply with them. When absences exceed the number allowed by the instructor of

the class, the instructor has the authority to assign the student a grade of “F” at the end of the semester

or to drop the student from the class through an administrative drop. Unavoidable absences such as jury

duty, military duties, injuries or illness must have written documentation supplied by the student.

Whenever a student is to be absent from classes to represent the college at any activity, it is the

responsibility of the sponsor of the activity to notify the Academic Dean and request approval. The

Academic Dean will notify instructor if the request is approved. After a student has accumulated four (4)

unexcused absences, the student’s name and the dates of absences will be submitted to the dean’s

office. The student will be notified and advised of this serious condition and of further action that will be

taken should more unexcused absences occur.

ADD/DROP POLICY

A student who wishes to add a course may do so by completing the appropriate add/drop form in the

Registrar’s Office within two weeks of the start of a regular semester or three days into a summer

session. Students who fail to follow this procedure may not receive a grade for such courses.

A student may officially drop a class anytime during the semester. If a student drops the class or leaves

school after two weeks into a regular semester or after three days into a summer session, a grade of “W”

is awarded. In all cases, it is the student’s responsibility to make sure that the proper forms are

completed.

INCOMPLETE POLICY

The grade” I “(Incomplete) is assigned only when a student doing passing work fails to complete an

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essential part of the course work because of circumstances beyond his/her control. A student who

receives the grade “I “must remove it by the end of the next semester. An Incomplete grade will be

converted by the registrar to a failing grade if the student fails to complete the essential work by the end

of the following semester

CLASSIFICATION AND COURSELOAD

A student who has completed less than thirty (30) semester hours is classified as a freshman. A student

who has completed thirty or more semester hours is classified as a sophomore. A student with a

semester course load of twelve or more semester hours is a full-time student. A student with a semester

course load of eleven or fewer semester hours is a part-time student.

The normal course load for a freshman is 12-15 hours per semester; and for a sophomore, sixteen. The

maximum course load for a freshman is seventeen hours per semester; and for a sophomore, eighteen.

Students may be classified as a regular student enrolled in a program leading to an associate degree or a

special student who is not pursuing a degree.

A student enrolled in 12 credit hours during the fall or spring term or six credit hours during a summer

term is considered a full-time student. Generally, 18 hours is the maximum load that a student may carry

during a regular semester, although certain technical programs may require more hours. Any student

outside these technical areas who wishes to take more than 18 hours must request permission from the

Dean of Academic Affairs prior to registration. Seven semester hours is the maximum allowed during a

summer term without permission from the Dean of Academic Affairs. Students may not enroll for more

than the maximum via Web registration.

ORDER OF TRANSCRIPTS

To request a transcript, a student must complete a “Transcript Request Form” and return it to the

Registrar’s Office. These forms are available in the Registrar’s Office. Before the form is returned to the

registrar’s office, the requestor must get authorization from the business/fiscal affairs office. If there is a

balance owed to Shorter College, the request will not be granted until the balance is paid.

REGISTRATION

All students must fulfill admissions requirements prior to registration for classes. All students who are

entering college for the first time and are seeking a degree are required to attend a new student

orientation session. Advisement is required for all new students. Former students may be required to

meet with an advisor prior to being eligible for Student Portal registration. Continuing students are eligible

to register via the Student Portal beginning with their second semester of enrollment at Shorter College. It

is highly recommended that continuing students contact an advisor in their division or in the Academic

Advising for information and advisement prior to registration.

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INDIVIDUALIZED INSTRUCTION

A student, who plans to graduate at the completion of the semester in which he/she is enrolled, and

needs 3-6 hours to complete all academic requirements for graduation, may request permission to take

an Individualized Instruction Course. Individualized Instruction Courses will be held only in the event of a

schedule conflict or if the course necessary for graduation is not offered that semester. To registrar for an

Individualized Instruction Course, the student must be a candidate for graduation and have at least a 2.0

grade point average. The student must request permission from his/her advisor. The advisor must then

draw up a contract, which includes the course outline and requirements, to be authorized by the Dean of

Academic Affairs. The authorized contract must be submitted to the registrar.

GRADES AND THE GRADING SYSTEM

Academic ProgressThe purpose for establishing standards for satisfactory academic progress is to identify students whose

progress toward degree or certificate completion is below average in terms of grade point average. The

intent is to provide assistance to those students so that their GPA will reach acceptable standards for

graduation. A student who will be graduating from Shorter College must have a GPA of 2.00 or better.

Academic WarningA student who is failing or near failing at the close of a semester is placed on academic warning. This is to

alert the student that he or she is endangered for academic probation.

Academic ProbationAt the close of each semester or summer term, a student who fails to meet the Satisfactory Progress

Standards is placed on “academic probation.” Normally, “academic probation” does not prevent a student

from enrolling in the next semester or summer term, unless the student was already admitted

“conditionally.” A student who is placed on “academic probation” and then enrolls for another semester or

term must meet the minimum criteria for academic progress for that semester:

1. Specifically, if the student’s cumulative GPA equals or exceeds the minimum standards, the

student will be moved from “academic probation.”

2. If the student’s semester GPA equals or exceeds the minimum standards, but the cumulative GPA

still falls short of the standards, the student will continue on probation.

3. If the student’s semester GPA is less than the minimum standards, the student will be suspended

for at least one full semester (fall or spring semester).

A student in academic difficulty has opportunities through Student Services to seek counseling, and

academic advisement support.

Suspension

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Having failed to meet the criteria for “conditional enrollment” or “academic probation,” the student will be

suspended from Shorter College for at least one full fall or spring semester. After the minimum period has

elapsed, the student may seek re-enrollment through counseling and evaluation.

MINIMUM ACADEMIC STANDARDSHours Attempted Minimum GPA

1-15 1.00

16-30 1.50

31-45 1.70

46 and above 2.00

Minimum Academic Standards Hours Attempted Minimum Standards

1 - 15 1.50

16 -30 1.75

31 – 64 2.00

GradingShorter does not require its instructors to use any particular method of grading nor to have a prescribed

distribution of grades. Instructors are required to evaluate students’ progress and appraise the quality of

their work. Instructor must choose or develop methods and criteria to be used in grading that are

applicable to the course that he or she is teaching. Methods and criteria to be used in determining grades

for each course must be included in the course syllabus and explained to students enrolled in the course

at the beginning of each semester in which the course is offered.

In reporting grades, instructors use the traditional letter grades sometimes modified by pluses or minuses.

The grades correspond to grade point values as follows:

Grades Grade points per semester hour

A........................................................................................ 4.0

B........................................................................................ 3.0

C........................................................................................ 2.0

D........................................................................................ 1.0

F........................................................................................ 0

I (Incomplete)....................................................................0

W (Withdrawn).................................................................. 0

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To compute a grade-point average: (1) multiply the point value of each grade by the number of semester-

hour credits for the corresponding course; (2) total the products; (3) total the credits; and (4) divide the

sum of the products by the total number of credits. For example, if a student has taken a three-credit

course in mathematics, a three-credit course in history, and a three-credit course in English then the

student’s grade-point average is computed as follows:

Grade Credits Point Value Product of Credits and

Received per grade point value per grade

English A 3 x 4 12

Mathematics B 3 x 3 9

History C 3 x 2 6

Total of Products 27

Total Credits 9

Grade-Point Average (27÷9) 3.0

Grades and Grade Points Each student is expected to make satisfactory progress in all courses taken toward the completion of his

or her program. Students who do not make satisfactory progress will be notified.

Grade ReportsGrade reports are not mailed to students. All students will have access to the Shorter College Student

Portal, and grades will be accessible to view and/or print after the posting of final grades of the semester.

GRADUATION REQUIREMENTS

In order to qualify for an associate degree from Shorter College, students must complete at least sixty-

four semester hours of college work, specifically all of the general education requirements, with a 2.00

cumulative grade point average. The last thirty hours of work for the associate degree and certificates

must be taken in residence.

All prospective graduating students are required to submit an application for graduation to the registrar’s

office. Commencement ceremonies are held once a year at the conclusion of the spring semester.

Students may participate in the commencement ceremony if they complete all requirements for

graduation by the fall semester (December), spring semester (May) or the summer session following the

spring semester.

General Graduation RequirementsAll candidates for graduation must submit an application by November 1 for fall graduation, February 7 for

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spring graduation and July 7 for summer graduation to be sure they have satisfied the graduation

requirements listed below. Candidates not submitting applications by these deadlines may delay their

graduation until the next graduation period. Graduation applications may be obtained in Office of

Admissions and Records.

{94}

1. Successful completion of all required courses within the program.

2. A minimum cumulative grade-point average of 2.0.

3. Successful completion of the required number of credits.

4. Associate of Arts– The student must complete 15 semester credit hours of the degree at the college.

These credits must be earned as a regular student rather than by test-out or other means of advanced

placement.

5. Satisfaction of all financial obligations due to the college.

6. Transfer courses must be posted to the student’s permanent record prior to the graduation date.

Transfer transcripts not submitted to the Office of Admissions and Records at least one week prior to the

graduation date may delay graduation.

CommencementAll certificate and associate degree candidates are encouraged to participate in commencement

exercises, which are held at the end of the spring semester. Participation in commencement exercises

does not indicate a fulfillment of all requirements for graduation. Students must apply for graduation

according to the deadline to be eligible to participate in the ceremony. For the purposes of the

commencement exercises and the printed program, honors and highest honors are calculated based on

the cumulative GPA for the last semester completed. This means that for a student graduating in May,

semester grades from the previous spring semester are not included in the cumulative GPA. To receive

the honors classification, the cumulative GPA must be between 3.5 and 3.99; to receive the highest

honors classification, the cumulative GPA must be 4.00.

ACADEMIC POLICIES AND PROCEDURES

ACADEMIC INTEGRITY

Shorter College is committed to the growth and learning of our students. Intellectual and moral growth

requires an environment in which people deal with each other with truthfulness and integrity. The fair and

straightforward representation of what one has actually learned, researched and/or written is the

foundation of a healthy environment for learning. Professors, administrators, and students alike are

responsible for upholding high moral and ethical standards of academic honesty in all academic

endeavors. Shorter College is committed to the principle of academic freedom as it seeks to carry out its

teaching and learning programs. Scholarly investigation is encouraged through research. Each

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instructional faculty member has freedom in the exposition of his/her subject and is free to discuss

controversial issues within competency areas in the classroom, but must be careful not to introduce

materials, which have no relation to the courses being taught.

CLASS ATTENDANCE

All students are required to attend class regularly. Each instructor may penalize students for excessive

absences according to the attendance policy stated in the instructor’s course syllabus and announced to

students at the beginning of the semester. Instructors may allow students to make up missed

assignments due to their absence but are not required to do so unless the absence is authorized or

excused. Whenever a student is to be absent from classes to represent the college at any activity, it is

the responsibility of the sponsor of the activity to notify the Academic Dean and request approval. The

Academic Dean will notify instructor if the request is approved. After a student has accumulated four (4)

unexcused absences, the student’s name and the dates of absences will be submitted to the dean’s

office. The student will be notified and advised of this serious condition and of further action that will be

taken should more unexcused absences occur.

EXCUSED ABSENCE

All students are expected to attend their scheduled class. In the event that a student is unable to attend

class, he/she should contact his/her instructors to notify them of the absence. If a student plans to be

absent for an extended period of time, arrangements to perform missed assignments should be made

with each instructor to make up missed work prior to the dates of the absence. Failure to do so could

result in a lowering of the student’s letter grade. Instructors may allow students to do” make-up” to

compensate for absence from classes but are not required to do so unless the absence is authorized by

the Dean.

MID-TERM AND FINAL EXAMNIATIONS

Mid-term and final examinations are scheduled for all courses at the mid-point and the end of the

semester. If students have some emergency situation as determined by the institution and/or other

officials, arrangements must be made with the instructor and official documentation must accompany the

request.

ACADEMIC HONORS

The Dean prepares a Dean’s List at the end of each semester. Each list contains the names of all full-

time students who have earned a 3.0 average or above for the semester.

A President’s Honor Roll is prepared at the end of each semester. The names of all full-time students who

have earned an average of 3.75 or better for the semester and have received no grade lower than a “C” in

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any course taken during the semester will be placed on the Honor Roll. Graduation honors are recognized

in three categories: with honor, with high honor, and with highest honor.

ACADEMIC HONESTY AND MISCONDUCT

Academic misconduct is any activity that tends to compromise the academic integrity of the College, or

subvert the educational process. Examples of academic misconduct include, but are not limited to:

1. Violation of course rules as contained in the course syllabus or other information provided to the

student; violation of program regulations as established by departmental committees and made

available to students;

2. Knowingly providing or receiving information during examinations such as course examinations

and candidacy examinations; or the possession and/or use of unauthorized materials during

those examinations;

3. Knowingly providing or using assistance in the laboratory, on field work, or on a course

assignment, unless such assistance has been authorized specifically by the course instructor;

4. Submitting plagiarized work for an academic requirement. Plagiarism is the representation of

another's work or ideas as one's own; it includes the unacknowledged, word-for-word use and/or

paraphrasing of another person's work, and/or the inappropriate unacknowledged use of another

person's ideas;

5. Submitting substantially the same work to satisfy requirements for one course that has been

submitted in satisfaction of requirements for another course, without permission of the instructor

of the course for which the work is being submitted;

6. Falsification, fabrication, or dishonesty in reporting laboratory and/or research results;

7. Serving as, or enlisting the assistance of a substitute for a student in the taking of examinations;

8. Alteration of grades or marks by a student in an effort to change the earned grade or credit;

9. Alteration of academically-related college forms or records, or unauthorized use of those forms;

and

10. Engaging in activities that unfairly place other students at a disadvantage, such as taking, hiding

or altering resource material, or manipulating a grading system.

Any cheating or other act of academic dishonesty will be punished by an automatic “F” on that academic

work. Other sanctions may be applied as well. See the college student handbook for specific examples

of academic dishonesty, and possible sanctions.

BOOKS AND MATERIALS

Students are responsible for purchasing required books and materials for their classes. However, the

college will require all students receiving Title IV assistance to pre-purchase their books through a book

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vendor arranged by the college. This is done to ensure that financial assistance for books is used to

purchase books and to ensure that every Title IV assistance student is properly equipped to meet the Title

IV “Satisfactory Academic Progress” standard each semester, in order to maintain their financial aid

eligibility.

CLASS SCHEDULES

Recommendation for course offerings for each semester should be submitted to the executive assistant

by the department chairpersons. The Dean of Academic Affairs will approve the class offerings and

devise the total schedule for each semester.

CLASS SIZE

Class size shall be governed as stipulated by the Board of Trustees.

COURSE SYLLABI

Each faculty member shall prepare a syllabus for each course he/she teaches. A copy of each syllabus

shall be filed with the departmental chairperson and the dean’s office. Each student in the class shall be

given a copy of the syllabus. The syllabus shall contain the aims and objectives of the course, method

and procedure by which the aims and objectives are to be reached, outline of contents of the course,

bibliographical reference for the course, and textbook reference. The syllabus shall be on file in the

appropriate department chairperson’s office by the fourth week of the semester during the regular school

year and the second week during summer sessions.

ADMITTING STUDENTS TO CLASS

Faculty members shall admit to his/her class only officially registered students.

CLASS ATTENDANCE AND ABSENTEES

The faculty member shall keep class attendance in a class roll book provided by the college. Absentee

reports shall be made available to the Registrar and Dean of Academic Affairs if the absentees are in

excess of three per month. Faculty members shall be required as a condition of employment to submit

class attendance and academic progress reports to the Registrar’s Office using CAMS or other such

electronic record keeping system being used by the College, if any, as required by the Administration in

order to effectively participate in the Title IV Student Aid Program. Faculty members who fail to cooperate

with making timely reports of grades, class attendance, academic performance or other information

reasonably required in the manner requested shall be subject to having their paychecks withheld until

such information has been submitted.

ADMINISTRATIVELY WITHDRAWING STUDENTS FROM CLASS

The faculty shall have the discretion to drop a student from his/her class when conditions warrant such

action. After all to counsel a student on his or her poor attendance or poor performance on class work, the

instructor must complete a withdrawal/drop form and submit it to the registrar who shall notify the student.

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TEXTBOOKS

The selection of the textbook for a course shall be recommended by the instructor and shall be approved

by the departmental chairperson and the Dean of Academic Affairs. Textbooks recommendation shall be

made the semester prior for sufficient time for order, processing and review. Students are responsible for

purchasing their textbooks and required materials. However, the college shall provide the student s with a

list of required textbooks and materials as well as the access information to the vendors.

Each instructor is encouraged to recommend only enough textbooks for the students currently enrolled in

his/her class. A textbook may be changed with the approval of the departmental chairperson and the

Dean of Academic Affairs.

GRADING SCALE

The faculty shall assign final grades to students in his/her classes by using the following grading scale:

“A”, “B”, “C”, “D”, and “F”, “I”, “W”. The faculty member shall give an explanation of what the “I” grade

means and what must be done in order for the student to remove it.

REPORTING GRADES

The teaching faculty shall make two grade reports (midterm and final grades) to the Registrar during each

semester and one final grade report for each summer term. At midterm, the faculty member shall report to

the Registrar all grades.

At the end of the term, the faculty member shall report a grade from the grading scale given above for

each student in his/her class. The Registrar shall furnish the faculty member with grade reporting forms

for making midterm and final grade reports as a record of what the faculty member has submitted in

CAMS.

CHANGING GRADES

A faculty member may request permission from the Dean of Academic Affairs to correct a miss-assigned

grade. He/she shall submit the request on forms obtainable from the Registrar’s office.

CURRICULA CHANGES

Academic personnel (a faculty member) desiring to make recommendations for curricula changes in

academic programs shall submit proposed changes to the departmental chairperson who then submits

them to the Dean of Academic Affairs. The Dean of Academic Affairs shall meet with the Academic

Council to present the proposed changes. The Council will make the decision.

The College has a clearly delineated process by which program changes occur. Faculty within each

department is responsible for making proposed changes in program offerings. To that end, curricula

changes, course modifications and new degree programs originate with the department faculty. Any faculty

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member may propose a needed program change and submit the proposal to the departmental faculty. The

faculty, functioning as a departmental curriculum committee, vote to approve the proposal. With the

approval of the department chairs, the proposal is submitted to the Curriculum Committee, consisting of

faculty members. The Curriculum Committee which must approve the proposal prior to the submission to

the Vice President/Chief Academic Officer. If approved, it will then go before the Academic Council for

presentation and approval. Then it will be sent to the Vice President/Chief Financial Officer who will

determine approval for presentation to the President and ultimately to the Board of Directors for final

approval.

PROFESSIONAL DEVELOPMENT

Faculty members are encouraged to attend professional meetings related to their fields. Funds, if

available, shall be provided in accordance with college travel policy. The request to attend a meeting

shall be made through regular academic channels for approval.

When a faculty member is designated to attend a meeting to represent the college, the college shall

assume the cost of the necessary travel expenses in accordance with its travel policy. Such travel shall

be made only if representation shall be of definite value to the instructional program of the college.

ACADEMIC COUNCIL

MembershipThe membership of the academic council is recommended by the dean and approved or appointed by the

president of the college. The members shall include the chief academic officer (dean), full-time and part-

time faculty, registrar/admission officer, and recruitment/enrollment management officer. There is no term

of office for membership in the Academic Council, but members may be removed or reappointed during

each semester. All members have equal voting rights, except for the dean who only votes to break a tie.

Each member of the Academic Council has one vote.

Functions of the Academic Council The Academic Council is primarily responsible for the following:

Review and make recommendations for changes in academic programs, curriculum, and class

offerings.

Review and approve the list of graduating sophomores for meeting the graduation requirements.

The total faculty nominally approves graduates.

Academic Council Operating Procedures

A. Modification of Curricula and Degree/Career Programs

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Academic Council is responsible for reviewing and recommending changes in the curriculum. The Council

meets monthly, on the second Tuesday of each month. The Chief Academic Officer (academic dean)

serves as the chair of the Academic Council meeting. The secretary of the Council, who is appointed by

the dean, is responsible for taking minutes, reporting minutes of the previous meeting and

contacting/notifying members of about a Council’s scheduled meeting or emergency meeting.

During each academic year, the Council may review academic and career programs, undergraduate

curricula, or class offerings for addition, deletion, and modification. A faculty or a member of the Council

who wishes to propose a curriculum changes may do so by submitting a written proposal the Academic

Council. The Council shall discuss the proposal and make decision using the following procedures

outlined below:

1. Any changes, such as additions or deletions of individual courses, or academic or career

programs may be submitted on the appropriate forms through the dean’s office. Such changes

normally will take effect in the coming semester.

2. Any proposal for a new degree program or career program is considered a significant

modification, and should be initiated only after the faculty (initiator) has consulted with the

dean and they agreed to proceed. Thus, there must be a joint decision or agreement by the

proposing faculty and the dean in order to proceed with the proposal. However, the proposal

must be sufficiently developed before it is discussed and finalized at the Academic Council

meeting.

3. The proposal for a new degree or career program must meet the following factors in order to

be considered: 1) Availability of funding; 2) Stakeholders’ support; 3) Needs assessments;

and 4) Relevance to the mission and goals of the college.

B. Meeting Graduation Requirements

Student’s academic progress must be evaluated at the end of the first academic year of enrollment,

preferably at the end of spring semester. The student’s advisor, who may be a full-time faculty,

department head, or academic dean, is responsible for performing the academic evaluation. During

the fourth semester, a prospective graduate is required to complete application form for graduation

and request an evaluation of his/her academic progress for meeting graduation requirements.

A student is considered meeting graduation requirements if he/she has completed 50 or more credit

hours, and is enrolled in the remaing16 or less credit hours during the final semester. A total 64 credit

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hours is requirements for graduation in AA degree at Shorter College. However, the student must

ensure that credits completed must be those prescribed by the College in the degree requirements.

1. Appeal for Non-satisfactory of Academic Requirements

A student may submit a written appeal to the Academic Council if he/she feels unsatisfied with

the evaluator’s assessment of degree meeting requirements or believes that he/she was wrongly

excluded from the graduating class list for graduation.

2. Appeal Procedures

If a hearing is to be held, written notification will be provided. The notice may be hand delivered,

placed into a student's residence hall mailbox, or mailed to the last known address of the student,

either by certified mail or first class mail, no fewer than ten (10) calendar days prior to the

hearing. Unless already provided to the student, the notification will include the charge(s), date,

time, and location of the hearing, the designated hearing officer or panel, a statement of the

student's rights, and information on the hearing procedures. The accused student may request a

postponement for reasonable cause, or a hearing separate from other accused persons. A

request for a postponement for reasonable cause must be made in writing, include supporting

rationale, and be received by the person sending the hearing notification at least two (2) business

days before the scheduled hearing.

3. Hearing procedures:

Although the procedural requirements may or may not follow a formal procedure, it must ensure

fairness. However, the following procedures will apply and, unless already provided to the

student, be included within the hearing notice:

a) Attendance at hearings is limited to those directly involved or those requested by the Dean to

attend. The Dean will take reasonable measures to assure an orderly hearing, including

removal of persons who impede or disrupt the proceedings.

b) The appealing student may have an advisor throughout the hearing. The advisor may only

counsel the student and may not actively participate in the hearing, unless clarification is

needed as determined by the chair or Council.

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c) The appealing student may submit a written statement, may invite relevant witnesses to

attend, may ask questions of witnesses called by others, and will be notified of potential

witnesses to be called. The College may present witnesses as well as question those

presented by the accused.

4. Written statements may be used if, for good reason, a witness cannot attend the hearing. Written

statements must be notarized if other clear evidence of authenticity is lacking.

5. In cases requiring special expertise, the Chair may appoint individuals with appropriate expertise

to serve as consultants to the Council. The consultants may be present and provide information

as called upon during the hearing but will not vote.

C. Academic misconduct

Academic misconduct is any activity that compromises the academic integrity of Shorter College, or

subvert the educational process. Examples of academic misconduct include, but are not limited to:

1. Violation of course rules as contained in the course syllabus or other information provided to the

student; violation of program regulations as established by departmental committees and made

available to students;

2. Knowingly providing or receiving information during examinations such as course examinations

and candidacy examinations; or the possession and/or use of unauthorized materials during

those examinations;

3. Knowingly providing or using assistance in the laboratory, on field work, or on a course

assignment, unless such assistance has been authorized specifically by the course instructor;

4. Submitting plagiarized work for an academic requirement. Plagiarism is the representation of

another's work or ideas as one's own; it includes the unacknowledged, word-for-word use and/or

paraphrasing of another person's work, and/or the inappropriate unacknowledged use of another

person's ideas;

5. Submitting substantially the same work to satisfy requirements for one course that has been

submitted in satisfaction of requirements for another course, without permission of the instructor

of the course for which the work is being submitted

6. Falsification, fabrication, or dishonesty in reporting laboratory and/or research results;

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7. Serving as, or enlisting the assistance of a substitute for a student in the taking of examinations;

8. Alteration of grades or marks by a student in an effort to change the earned grade or credit;

9. Alteration of academically-related college forms or records, or unauthorized use of those forms;

and

10. Engaging in activities that unfairly place other students at a disadvantage, such as taking, hiding

or altering resource material, or manipulating a grading system.

Committee on Academic Misconduct

The Chair for the Council shall investigate or establish procedures for the investigation of all reported

cases of student academic misconduct. However, the Council does not hear cases involving academic

misconduct in professional colleges having a published honor code.

Students and members of the faculty should recognize that the rules regarding academic misconduct

apply to all scholarly activities associated with undergraduate education. Since the nature and scope of

these scholarly activities can vary among the academic/career programs, students must understand the

specific requirements of academic integrity for the College and programs.

Academic Misconduct, Procedures and Rules

The college shall follow its codes and procedures, which can be obtained in student handbook and/or

faculty handbook. The Chair or Council may refer complaints to the Office of Student Judicial Affairs if it is

determined that the academic misconduct allegation is incidental to some other misconduct.

(B) All complaints of academic misconduct shall be reported to the Chair of the Council. Students have an

obligation to report suspected misconduct. The Council consists of: 1) The chief academic officer (dean);

2) Full-time and part-time faculty; 3) Registrar/admission officer, and 4) Recruitment and Enrollment

Management Officer. No term of office for membership is required, but members may be removed or

reappointed by the Academic Dean during each semester. Except for the chair of the Academic Council,

all Council members have equal voting rights.

The Council chair, appointed by the president without vote convenes a meeting when a quorum for a

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hearing has no less than four (4) voting members of the Council present. The appeal proceedings shall

include no less than one (1) student member and two (2) faculty members.

Suspected Academic Misconduct

A. When a student is suspected of academic misconduct, the instructor should make every effort to inform

the student of the allegation. The presence of a colleague with the instructor at any subsequent meeting

with the student is recommended.

B. The instructor shall prepare a typed written report on department letterhead on the alleged academic

misconduct. The report should be as complete as possible and should have all relevant evidence

attached. The report should identify the student’s name and identification number, and the call number of

the course in which the alleged misconduct occurred. Whenever possible, original documents, such as

the alleged plagiarized paper, examination, printouts, etc., should be submitted.

Sources of plagiarized material should be provided with passages that are alleged plagiarized and clearly

marked. A copy of the course syllabus should be included. The instructor of record for the course, if

different from the person observing the alleged misconduct, must provide a letter acknowledging that

charges are being brought forward. The Coordinator may request additional information to clarify the

charges.

C. Students suspected of academic misconduct, whether acknowledging involvement or not, should be

allowed to continue in the course without prejudice, pending action by the Council. If the course ends

before the Council has acted, the instructor should assign the student the grade of “Incomplete” in accord

with College policy. The alternate grade for the Incomplete should be that which would be given if the

student were not found in violation of the Code of Student Conduct.

D. The chairperson of the academic unit (and/or the chairperson of the graduate studies committee in the

case of graduate students) should be informed of the allegations of academic misconduct. The report

prepared by the instructor and a letter from the department’s chairperson (or graduate studies

committee’s chairperson) should be sent to the

E. The Chair, on behalf of the Academic Council, will notify the accused student(s) of the charge of

Academic Misconduct and, whenever possible, provide the student with a copy of the materials that have

been received regarding the case.

4. Notice of charges

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Students shall be notified of College charges in writing, unless a more effective form of notification is

deemed appropriate. Charges may be presented in person, by placement in a student's residence hall

mailbox, or by mail to the accused student's local or permanent address on file in the office of the

Registrar. All students are required to maintain accurate and current local and permanent addresses with

the Registrar. Following notification of charges, students are encouraged to and shall be afforded the

opportunity to meet with a college official for the purpose of explaining the college judicial process and

discussion of the charges. Failure of the accused student to respond to the initiation of charges or

schedule a preliminary meeting shall in no way prevent the college from scheduling and conducting a

hearing in the absence of the accused student.

5. Administrative decision

In all cases, a student charged with one or more violations of the Code of Student Conduct has the right

to a hearing. However, in a case where a charged student admits such violations in writing, the student

may request in writing to have a decision as to appropriate action made administratively by a hearing

officer rather than have the charges referred to a panel or commission for a hearing. In such situations,

the student waives the right to a hearing and the related procedural guarantees provided by a panel or

commission hearing. Following an administrative decision, the student retains the right to request an

appeal of the original decision, but may do so only upon the ground that the sanction is grossly

disproportionate to the offense committed.

6. Notice of Hearing

If a hearing is to be held, written notification will be provided. The notice may be hand delivered, placed

into a student's residence hall mailbox, or mailed to the last known address of the student, either by

certified mail or first class mail, no fewer than ten (10) calendar days prior to the hearing. Unless already

provided to the student, the notification will include the charge(s), date, time, and location of the hearing,

the designated hearing officer or panel, a statement of the student's rights, and information on the hearing

procedures. The accused student may request a postponement for reasonable cause, or a hearing

separate from other accused persons. A request for a postponement for reasonable cause must be made

in writing, include supporting rationale, and be received by the person sending the hearing notification at

least two (2) business days before the scheduled hearing.

7. Hearing procedures

Although the procedural requirements are not as formal as those existing in criminal or civil courts of law,

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to ensure fairness, the following procedures will apply and, unless already provided to the student, be

included within the hearing notice:

(A) Attendance at hearings is limited to those directly involved or those requested by the Chair or

Academic Council to attend. The Chair or Council will take reasonable measures to assure an orderly

hearing, including removal of persons who impede or disrupt the proceedings.

(B) The accused student may have an advisor throughout the hearing. The advisor may only counsel the

student and may not actively participate in the hearing, unless clarification is needed as determined by

the Chair or Academic Council.

(C) The accused student may submit a written statement, may invite relevant witnesses to attend, may

ask questions of witnesses called by others, and will be notified of potential witnesses to be called. The

College may present witnesses as well as question those presented by the accused.

(D) Written statements may be used if, for good reason, a witness cannot attend the hearing. Written

statements must be notarized if other clear evidence of authenticity is lacking.

(E) In cases requiring special expertise, the Chair may appoint individuals with appropriate expertise to

serve as consultants to the panel. The consultants may be present and provide information as called

upon during the hearing but will not vote.

(F) Students are entitled to a presumption of innocence. Therefore, a student will not be found in violation

unless a preponderance of the evidence supports the charge(s).

8. Attendance

Because the most accurate and fair review of the facts can best be accomplished when all parties are

present, the accused is expected to attend and participate. If an individual does not choose to attend a

hearing, the charges will be reviewed as scheduled on the basis of the information available, and a

decision will be made. Although no inference may be drawn against a student for failing to attend a

hearing or remaining silent, the hearing will proceed, and the conclusion will be based on the evidence

presented. No decision shall be based solely on the failure of the accused student to attend the hearing or

answer the charges.

9. Record of proceedings

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A single record consisting of written notes, tape recording, or other method selected by the Coordinator,

will be made of all hearings. Such records will remain the property of Shorter College but will be made

available to the accused for review during the appeal period. A written notice of the decision and, if found

in violation, information regarding appeal procedures will be provided to the accused student.

10. Institutional Sanctions

General guidelines for sanctions

Sanctions should be commensurate with the violation(s) found to have occurred. In determining the

sanction(s) to be imposed, the Coordinator or panel should take into account any mitigating

circumstances and any aggravating factors including, but not limited to, any past misconduct by the

student, any failure of the student to comply fully with previous sanctions, the actual or degree of intent

and motivation of the student in committing the violation, and the severity and pervasiveness of the

conduct that constituted the violation. One or more of the following courses of action may be taken when

a student has been found to violate the Code of Student Conduct.

(A) Informal admonition

An oral or written admonition issued by the Coordinator resulting from the student's misconduct. No

formal charges, hearing, or other compliance with the Code of Student Conduct is required before the

issuance of an informal admonition. However, following issuance of an informal admonition, the student

shall be entitled to a hearing upon written request, under the procedures provided in the Code of Student

Conduct. A written request for such a hearing must be filed with the College official who administered the

informal admonition, within five (5) working days of the student's receipt of the informal admonition. An

informal admonition shall not be considered a disciplinary sanction, but may be considered in any

subsequent hearings.

(B) Disciplinary sanctions

(1) Formal reprimand: A written letter of reprimand resulting from a student's misconduct.

(2) Conduct probation: This probationary condition is for a specified period of time (quarters of enrollment)

but without loss of privileges. Further violation of college policies during the probationary period will be

viewed not only as the act itself, but also as a violation of the probation, which could result in disciplinary

probation, suspension or dismissal.

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(3) Disciplinary probation: This probationary condition is in effect for a specified period of time (quarters of

enrollment) and may involve the loss of specified privileges. Further violation of college policies during the

probationary period will be viewed not only as a violation based upon the act itself, but also as a violation

of the probation, which shall result in further action up to and including suspension or dismissal.

4) Suspension: Suspension is a sanction that terminates the student's enrollment at Shorter College for a

specified period of time. Satisfactory completion of specified stipulations may be required for readmission

at the end of the suspension period.

(5) Dismissal: Dismissal is a sanction that permanently separates a student without the opportunity to re-

enroll in the future.

(C) Conditions of suspension and dismissal

A student who has been dismissed or suspended from the college shall be denied all privileges afforded a

student and shall be required to vacate campus at a time determined by the hearing officer or panel. In

addition, after vacating campus property, a suspended or dismissed student may not enter upon campus

and/or other college property at any time, for any purpose, in the absence of express written permission

from the Director of Student Services or his/her designee. To seek such permission, a suspended or

dismissed student must file a written petition to the Director of Student Services for entrance to the

campus for a limited, specified purpose, or to have the terms of this condition modified or reduced.

(D) Failing or lowered grades

In cases of academic misconduct, the hearing officer or panel may authorize the instructor to award a

failing or lowered grade in the course, a loss of credit on the assignment or examination, and impose any

of the above-listed sanctions including suspension or dismissal from Shorter College.

If a student drops a course after being notified by the course instructor or the Committee on Academic

Misconduct of allegations of academic misconduct, and the student is found subsequently to be “in

violation” of the Code of Student Conduct and the authorized grade sanction is a failing grade in the

course, the student will be re-enrolled in the course in which the academic misconduct occurred and

given a failing grade. This policy does not apply if (1) a student drops a course before he/she is notified of

the allegations of academic misconduct or (2) a student drops the course after being notified of

allegations of academic misconduct and the grade sanction is anything other than a failing grade in the

course.

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(E) Other sanctions

2 If a student is suspended, a “disciplinary suspension” notation is added to the student’s transcript. The

student may request that this notation be removed from his/her transcript once the conditions of the

suspension have been met. This request must be submitted to Council.

3 If a student is dismissed, a “disciplinary dismissal” notation is added to the student’s transcript. This

notation is permanent.

11. Appeal Process

(A) Right to appeal: A student found to have violated this Code has the right to appeal the original

decision. An appeal of a decision must be submitted in writing and postmarked or hand delivered to the

Council chair (Academic Dean) or a designee, within ten (10) calendar days after the date on which

written notice of the decision is sent to the student. Each student shall be limited to one appeal. The

decision of the appeal officer is final.

(B) Grounds for appeal

An appeal may be based only upon one or more of the following grounds:

(1) Procedural error;

(2) Misapplication or misinterpretation of the rule alleged to have been violated;

(3) Findings of facts not supported by a preponderance of evidence;

(4) Discovery of substantial new facts that were unavailable at the time of the hearing; and

(5) That the disciplinary sanction imposed is grossly disproportionate to the violation committed.

(C) Appeal proceedings

(1) The appeal officer shall dismiss the appeal if the appeal is not based upon one or more of the grounds

set forth in Section (B) above.

(2) The appeal officer may decide the appeal based upon a review of the record.

(3) The appeal officer may request additional written information or an oral presentation from any relevant

person(s) and then decide the appeal based upon the enhanced record.

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(D) Possible dispositions by the appeal officer

The appeal officer may, after a review of the record, uphold the original sanction, dismiss the original

sanction, or impose a lesser sanction. An appeal officer may also remand the case to the original hearing

body or refer the case to a new hearing officer or panel to be reheard. If possible, the new hearing officer

or panel should be different from the one that originally decided the case. If a case is reheard by a

hearing officer or panel, the sanction imposed can be greater than that imposed at the original hearing.

(E) Minor deviations from procedure

A student and hearing officer may agree in advance to minor deviations from procedure. Such deviations

are not then subject to appeal. Other minor deviations are acceptable as long as such deviations are not

found upon appeal to be unreasonably harmful to the student.

12. The Council’s Records on Academic Misconduct

Records are considered confidential. Copies of sanction letters are sent only to those college officers with

a valid need to know, such as the Registrar, Director of Student Services, and Academic Dean, which

retains notations of records of students found in violation of academic misconduct for a minimum of ten

years.

If a student is suspended or dismissed from the college, the Office of the Registrar is informed and an

appropriate notation (“disciplinary suspension” or “disciplinary dismissal”) is added to the student’s

transcript. Once the conditions of a disciplinary suspension have been fulfilled, a student may request that

the "disciplinary suspension" notation be removed from his/her transcript. Since "dismissal" from the

University is permanent, a "disciplinary dismissal" notation on a transcript is also permanent.

13. Confidentiality and Release of Records

The Federal and State governments have adopted legal requirements designed to protect the privacy of

students’ educational records maintained by various offices and to provide for the students’ right to

access the educational records. Generally, any information from these records may not be released to

individuals outside the Shorter College community by the custodian of the records without permission of

the individual whose record it is, and any individual has the right to see his or her own educational

records.

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LIBRARY SERVICES POLICIES AND PROCEDURES

Circulation PoliciesThe A. W. Young Library is dedicated to providing service to students, faculty and staff with full access to

all materials. The professional library staff, as the direct circulation agent for library materials, maintains

the management responsibility for the entire collection to ensure the availability of information and

materials to fill the needs of individual patrons and to protect the collection and its integrity for the use of

future patrons. As a means of fulfilling this mission, these policies will be followed.

Library UseThe A. W. Young Library is open to the public for use of the collection within the physical premises. While

the general reference and stacks are completely open, items of rare or historical value that cannot be

readily replaced or those on reserve for particular class assignments will be held on a restricted shelf

requiring the patron to sign them out for use within the library. Those items will not be allowed to leave

the library. The library is equipped with a spacious reading room, which contains carrels and study

tables. The library is open from 8:30 a.m., until 8:00p.m., daily. Books can be checked out for a period of

three weeks.

Borrowing PrivilegesBorrowing privileges will be extended to current students, faculty and staff only upon registration with the

library and issuance of a valid Shorter College Identification Card. Registration forms will be furnished to

all students completing enrollment each term. Faculty and staff members will receive a registration form

during the fall Faculty/Staff Institute or whenever convenient. Upon the first visit of a registered person to

the library, a borrower’s card will be validated. This card will have a unique patron number and the

corresponding barcode which will be used to identify the patron This card must be presented each time

the patron checks out any materials. Each term a student must renew his card by showing proof of

enrollment for the new term. Faculty members will be automatically renewed if currently on the teaching

schedule No person with an outstanding balance for fines or lost books will be allowed to renew his card

until the balance has been paid.

Borrower ConfidentialityAs required by Arkansas law, the A. W. Young Library protects the confidentiality of each patron. The

library staff will not disclose information concerning any patron’s borrowing record unless required by law

to do so or unless it is necessary to recover the item borrowed. If the item is urgently needed, the staff

will attempt to contact the patron about returning the item.

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Non-Circulating MaterialsReady Reference Books, periodicals, and materials housed in the Rare and Historical Special Collection

areas are not circulated by the A.W. Young Library. Faculty members only may arrange for short loans of

reference books and periodicals for classroom use. Items in the Special Collection areas may be used In-

Library only. Audio-Visual materials will not circulate to students outside the library.

Loan Periods and ReturnsPatrons are granted the following loan periods.

Current students 2 weeks Limit – 3 books

Faculty members until the end of the term No limit on number

Staff members 3 weeks No Limit

Faculty members only may check out audio-visual materials for a two(2) week period.

Students may only use audio-visual materials inside the library.

Materials must be returned to the Circulation Desk during library hours.

RenewalsPatrons may renew any materials borrowed from the library provided that no other person has made a

request for the item but in no instance should the renewal last beyond the last day of the term. To renew

any item, the patron must present the book and a current library card at the Circulation Desk.

HoldsA patron may request that a hold be placed on any item checked out to another person by filling out a

request form giving a phone number where that patron may be reached. When the item is returned, two

attempts will be made to notify the patron that the book is available. If the item is not called for within

three days, it will be returned to the shelf for others to use.

ReservesShorter College faculty members may place materials needed for course assignments on reserve by

filling out a request form and filing it with the librarian. The materials will be pulled and placed behind the

desk. Students may request these at the Circulation Desk for use only within the library unless otherwise

directed by the faculty member as requested otherwise.

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Overdue Fines and Lost Book ChargesMaterials borrowed from the A. W. Young Library are subject to the following overdue fines.

Three week books $0.25 per day

Reserve books $0.50 per day

Weekend and days the library is closed will not be included when overdue fines are figured as there is no

outside book drop available. While overdue notices will be sent to address on record, these notices are a

courtesy only as delivery cannot be guaranteed. Failure to receive a notice does not constitute a basis for

altering or negating a fine.

Patrons must present their library card to pay overdue fines. Patrons will not be allowed to check out

additional materials until their record is cleared. Defacement or mutilation of any library materials will

result in a fine of $25.00. Damage to the book sufficient to render it unusable or loss of the book will

cause the patron to be charged the replacement cost of the book plus a $5.00 processing fee. Any

charges over $5.00 must be paid directly to the business office for crediting to the library account and the

receipt returned to the library to clear the library record.

Delinquent borrowers will not be permitted to receive grades, transcripts, or other credit for work

completed at Shorter College until all charges are cleared.

Reference Services

The A. W. Young Library staff provides reference assistance in utilizing the library’s materials including

the ready reference collection which contains encyclopedias, dictionaries, handbooks, atlases and

indexes; teaches library skills to students; provides training in new technologies and research materials

for the faculty; and serves to coordinate with the teaching faculty for the purposes of curriculum

enrichment and collection development. Some of the services provided are below.

Ready ReferenceThe Ready Reference section of the library is located in the middle of the library to be available easily to

all patrons. It contains a variety of materials that are often needed for short answer questions, immediate

facts, statistics, and identification questions. The materials include encyclopedias, dictionaries,

directories, manuals, handbooks, bibliographies, biographical references, atlases, etc. These materials

are kept in the library for use at any time.

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Interlibrary LoanAt present, Shorter has no arrangements for interlibrary loan. It is possible for students and faculty to use

the interlibrary loan facilities of either Laman Public Library of North Little Rock or the Central Arkansas

Library System of Little Rock and Pulaski County depending upon their home address. (Students go to

the public library and check out books. Library card needed.)

Library InstructionThe reference librarian is responsible for giving organized instruction in the use of the library, its

resources and services to the faculty, staff and students. The librarian will arrange to present orientation

classes to all incoming students. Additional training will be presented on an as-needed basis through

regular classes, in particular those such as English, Writing, Humanities, Speech, History, and

Government. Topics can range from simple tours and basic “How to use the catalog” to accessing online

databases and explanations on how to research topics via the internet.

Faculty members are encouraged to meet with the librarian early in the term to schedule library instruction

and prepare for class assignments and for other research assignments. The librarian staff will do all

within reason to assist with those requests.

Reference assistance to patronsReference assistance is individualized help in finding a specific piece of information, or locating specific

items or materials on a particular topic. The reference librarian is ready to provide such assistance to all

library patrons. The library staff will provide assistance with the use of computer databases, the

electronic catalog, searching the internet and using computer word processing and presentation programs

to prepare class assignments and other personal informational needs.

Coordination of Library and Faculty GoalsThe reference librarian will work to establish ongoing relationships with faculty members with the goal of

enhancing better communications to improve resources and services. Efforts will be made to facilitate

library/faculty collaboration in collection development activities, increasing library awareness of faculty

needs for teaching and research, developing innovative means of improving services to the college

community, and building student use and appreciation for the role of a library in everyday informational

needs.

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Book SelectionBook selection is a major responsibility of the librarian. In order to have a relevant, well-rounded, useful

collection, the librarian is encouraged to seek the recommendation of faculty members for new

acquisitions. If possible, faculty recommendations are honored and all patron suggestions will be

considered for purchase. To implement book selection, the following criteria should be used when

recommending library materials

• curriculum related

• authoritative research sources

• current and up-to-date subjects and topics

• standard sources

• not available in current library resources

• recommended resources from peer reviewed journals

• recommended book reviews

The sources for selection should come from reliable sources such as the following: 1) CHOICE Reviews;

2) scholarly journals; 3) reviews in library and book trade journals; 4) published bibliographies; 5)

recommended readings for the college’s courses; and 6) publisher’s catalogs.

Recommendation forms are available in the library and will be distributed from time to time at faculty

gatherings. A suggestion box is kept at the circulation desk for patrons to leave comments and

suggestions.

The library has an Advisory Board to help with collection development. The advisory committee consists

of 3 media specialists and Community personnel. There is a consultant from the business community

who will assist with needed materials. Meetings will be conducted monthly or as needed.

Library Conduct RulesRules and regulations are made for the general good of the library and to assure that all patrons have the

opportunity to learn and use the library materials in a pleasant, attractive setting. Please be considerate

of others by following these guidelines.

1. Quiet: The library is a place for reading and research; therefore, a quiet atmosphere must be

maintained in all areas. Keep voices low and conversation to a minimum. If you are using AV

materials, please keep the volume as low as possible to avoid disturbing others.

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2. Patrons should not lend materials checked out in their name to anyone else. The borrower is still

responsible for materials until returned or payment for loss is made.

3. Failure to maintain suitable standards of conduct or dress in any part of the library will lead to

disciplinary action, through referrals to the dean. Noisy or offensive behavior will result in being

asked to leave the library. All patrons are expected to treat everyone with courtesy and respect

at all times.

4. Smoking is not permitted in the library.

5. Cell phone use in the library is discouraged. Please keep phones on vibrate within the library and

speak softly if their use is necessary.

6. Food and drink are not permitted in the public areas of the library.

7. Anyone entering the library under the obvious influence of either alcohol or drugs will be asked to

leave. Security will be called to escort anyone refusing to leave voluntarily.

8. Patrons should help maintain the appearance and use of the library by returning all materials to

the desk for shelving and by cleaning up waste paper and other debris or clutter around their

work area.

9. All patrons are asked to sign into the library either by name or ID number when entering in order

that statistics may be obtained for the use of the library. This information is

10. Frequently needed when applying for accreditation or grants. Only totals will be reported or kept.

No personal information will be divulged to anyone outside the library staff.

Students’ Right to Read“The right of any individual to read is basic to democratic society. The right to read, like all rights

embedded in our constitutional tradition, can be used wisely or foolishly. In many ways education is an

effort to improve the quality of the choices which are the exercise of this right. But to deny the opportunity

of choice in the fear that it may be unwisely used is to destroy the freedom itself. For this reason, we

respect the right of individuals and groups to express their views for the guidance of others. But for the

same reason we oppose efforts by individuals or groups to limit the freedom of choice of others or to

impose their own standards or tastes upon a community at large.”

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National Council of Teachers of EnglishThis statement is also as applicable to materials for viewing and listening as to materials for reading.

Copyright Guidelines and “Fair Use” As these sources are long and fall under copyright protection, they cannot be copied here. Therefore,

please go to the following web sites for explanations of Copyright and Fair Use. Violating copyright law

can result in extreme penalties and large fines. Be sure you know the law before copying any materials,

especially from the internet. Look for copyright notices with explanations of allowed use on informational

sites. Some authors allow free use while others do not. Always give credit to sources when using

someone else’s work. http://home.earthlink.net/~cnew/research.htm

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Faculty EmploymentThe president approves all faculty appointments upon recommendation of the Chief Academic officer

(Dean of Academic Affairs). The academic dean recommends the appropriate position and salary for the

candidate to the president. If the president approves the candidate, the Dean of Academic Affairs may

send the candidate a notification of appointment and a written contract. The contract shall state the

salary, period for employment and other conditions relating to employment. The terms for the contract are

considered accepted when the candidate or faculty member signs and returns the contract within two

weeks of receiving it to the Dean of Academic Affairs for placement in the faculty member’s personnel

records.

All applicants for employment shall be submitted in writing supplemented by a personal interview. All

instructional staff shall submit complete transcripts, resumes, and other pertinent information that may be

requested.

Full-time faculty members are appointed for a period of one academic year (9-months). Initially, persons

seeking employment are invited to the college for an interview with the Dean of Academic Affairs,

Department Chairperson, and President of the college. Faculty members shall be employed without

regard to national or ethnic origin, religion, sex, sexual preference, age or physical handicap, in

compliance with equal employment opportunity principles. Primarily, a person’s competency, the

college’s need, the person’s character, and the conduciveness of his/her philosophy with the mission,

goals, and objectives of the college will be the major consideration for appointment to the faculty.

Reappointment/Contract The faculty members shall acknowledge the acceptance of their reappointment by signing and returning

their contract within the stipulated time. If faculty members do not plan to accept and honor the contract,

they shall inform the president in writing within a reasonable time stated by the President in the offer of

employment 15-day period. The contract may be terminated at any time by either party’s failure to fulfill

the terms of the contract.

STUDENT SERVICES POLICIESThe college views the activities, programs, and services that it offers or sanctions as integral parts of the

college experience. The integration of academic and non-academic experiences can enhance a student's

appreciation of moral, social, spiritual, and aesthetic values and contribute to his or her intellectual

development. Therefore, the college encourages every student to participate in co-curricular activities and

programs and to utilize services that are applicable to his or her needs.

JUDICIAL PROCESS

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The Judicial Process begins with the violation of a Shorter College rule, policy, or regulation. Once the

violator has been properly identified and notified, he/she is given the following” Due Process Procedures”.

Step 1. The student affected shall be notified in writing of the charges being made against him/her and of

the time and place a scheduled hearing will occur. The letter of notification shall be dated at least five (5)

days prior to the time designated for the student to appear before the Disciplinary Committee. In cases

requiring immediate action, notification shall be at once.

Step 2. The aforementioned letter of notification will specifically inform the student that he/she may bring

witnesses to the arranged meeting to testify on his/her behalf.

Step 3. The accused student will be permitted to face and question his/her accuser(s) and witnesses

testifying against him/her at the hearing.

Step 4. A record of the hearing will be made by recording or the secretary of the Disciplinary Committee.

The record will become a permanent file in the Student Services office, and a copy will be placed in the

Student folder.

Step 5. After due consideration, the Disciplinary Committee will render to the student a written decision

relative to the charges made.

Step 6. The right to appeal will be based on:

A. New evidence

B. New witnesses

C. Severity of punishment

Step 7. In cases of extreme emergencies, the Disciplinary Committee, with the approval of the President,

may temporarily suspend a student for breaking a civil (public) law or violating a college regulation.

Step 8. When the question of guilt is not at issue, the student has no right of appeal. The President may

review appeals involving severity of punishment at his/her own choosing.

Appeal Process

All appeals are to be written and submitted to the President’s office within seventy-two (72) hours of the

case’s final disposition from the Disciplinary Committee. All appeals will be turned over to the President or

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his/her designee. The highest appellate review level at the institution will be in the office of the President

who will review cases, as he/she deems necessary.

Disciplinary Committee

The Disciplinary Committee will consist of 4 members: Three faculty or staff members appointed by the

President; and one student member selected by the students. The Committee will function under the

structure of one vote per member. If a hearing has to take place right away and a majority of the

Disciplinary Committee cannot be assembled, the Dean of Student Services or the President may serve

as a voting member on the Committee.

Major Penalties

SOCIAL PROBATION: The minimum probationary period is one month. The maximum is one semester.

If a student violates the disciplinary regulation(s) during the probationary period, he/she may be

suspended or dismissed. Any student on probation may be restricted from certain social and athletic

functions during the probationary period. A written notification explaining the terms of the probationary

period is sent to the student. A copy of the notification is placed in the student’s file.

STUDENT GRIEVANCE POLICY

Student GrievancesA grievance is a formal complaint made by a student arising from an alleged action of the College or any

of its faculty members, administrators, staff or students. Such action is one that is claimed to be

unauthorized or unjustified and adversely affects the status, rights, or privileges of the student, including

actions based on race, color, religion, gender, sexual orientation, ethnicity, age or disability.

Any student who has a complaint shall make a reasonable effort to resolve the matter on an informal

basis before initiating a grievance. Student may request a grievance hearing. A grievance hearing

committee will be organized and a committee decision will be presented to the Dean of Student Services,

Dean of Academic Affairs, and President.

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All student grievance proceeding correspondence will be handled via email or otherwise documented and

placed in a secure file. An electronic copy of all correspondence will also be maintained. Copies of this

information will be placed in the student’s official school file.

Student Grievance PolicyA grievance shall herein be defined as any act allegedly depriving a student of any the rights set forth in

the statement of “Student Rights and Responsibility”, or any State Federal, or local codes.

Student Grievance Procedure

Informal ActionThe student (or group of students), who believes that an injustice has been done to him/her

(them), shall first attempt to resolve the complaint by informal discussion with the employee(s)

involved.

If the problem is not resolved in Step 1, an informal discussion should take place with the person

at the lowest level of authority directly above the person(s) at which the complaint is directed,

where authority exists to take corrective action.

The Dean of Student Services shall attempt to resolve the problem through informal meeting and

discussion among the pertinent parties while remaining neutral on all issues involved. This

informal meeting and discussion will attempt to involve the levels of administration concerned with

the problem and should be completed within ten (10) school days. In the event the informal

procedure fails, the formal procedure would be implemented.

Formal ActionThe grievant may obtain a student grievance form from the office of the Dean of Student

Services. After completion of this form, specifying the time, place, nature of the complaint and

remedy or correction requested, it should be submitted to the Student Services Dean. This

request must be submitted within (5) five school days after the failure of the informal procedure.

A day is defined as any day Monday through Friday that all normal college business is conducted.

The Dean of Student Services shall call a meeting of the Student Grievance Hearing Committee.

This committee is comprised of the Dean of Student Services, the administrative designee, the

Faculty Senate President or designee, and the Student Government President or designee. The

Dean of Student Services serves as chair of the committee and shall not have a vote on the

committee’s decision. The Faculty Senate selects four voting members and submits names to the

Dean of Student Services. The administrative designee shall serve as the Hearing Committee

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Executive Secretary, a voting member of the committee, and shall keep necessary records of the

hearings. Grievance Committee members are to deal with all grievances in a confidential manner,

except when both parties agree to a public hearing.

Formal HearingThe Student Grievance Hearing Committee shall conduct its proceedings according to the

following procedures:

The Student Grievance Hearing Committee must meet within ten (10) school days after informal

action has been completed and grievant has requested a formal hearing.

The chair must notify both parties involved within five (5) school days before the hearing along

with the written complaint, a copy of the Statement of Student Rights and Responsibilities, and a

copy of the Grievance Policy.

Four members shall constitute a quorum by which business may proceed. The quorum must

include at least one student member, one faculty member, and one administrative member.

Both parties shall have the right to present personal statements, testimonies, evidence, and

witnesses. Each party shall have the right to be present, to be accompanied by the person of this

choice, and to question witnesses who are present.

The Student Grievance Hearing Committee shall discuss the charge, hear the testimony,

examine the witnesses, and receive all available evidence to the charge.

The hearing shall be closed to the public unless otherwise agreed upon in writing by both parties.

The Student Grievance Hearing Committee shall make decisions in private. The Committee shall

record all findings and decisions. Copies of the findings and decisions, including majority and

minority reports, are to be sent to each party and the College President. The Committee’s

decision shall be final unless appealed.

A recording of the proceedings shall be kept in a confidential file in the Office of Student Services

and shall be available upon request to parties directly from the personnel files of the participants.

After a period of four years, the grievance file shall be destroyed.

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Reprisals of any kind will not be taken by the Board of Trustees or any of its agents, any party of

interest, or any other participant in the grievance procedure by person of such participation.

Evidence and testimony given in each case presented shall not be the sole cause of initiating or

filing further grievances.

If the grieved party does not respond within the time limits defined herein, the grievance is

considered terminated and no further action will be taken.

The number of working days indicated at each step herein should be considered a maximum and

every effort must be made to expedite the process. Time limits may be extended by mutual

consent in writing or by decision of the Student Grievance Hearing Committee.

The Student Grievance Hearing Committee should attempt to reach a decision by discussion and

consensus on a workable solution. Voting should be the last course of action.

The Appeal ProcessIf either party is dissatisfied with the recommendation of the Student Grievance Hearing Committee,

he/she may appeal within ten days to the college president, if the president is not a party to the grievance.

If the president is a party to the grievance, and the other party is dissatisfied with the recommendation of

the Hearing Committee, an appeal may be submitted directly to the Board of Trustees.

Upon receiving the findings and recommendations of the Hearing Committee, and after examination of

the appeal as requested by either party, the president may accept or reject the committee’s decision.

If the president rejects the committee’s decision, he/she shall submit his/her decision with the stated

reasons for the objection to the Student Grievance Hearing Committee within ten school days. The

Student Grievance Hearing Committee shall reconsider its decision within five school days and resubmit it

to the president for his/her final decision.

The president shall send his/her final decision to both parties and the Faculty Senate within five school

days. An appeal of the president’s decision may be submitted to the Board of Trustees by either party. If

unresolved, the appeal must be submitted within ten school days after the president’s decision. The

Board may review the appeal at its earliest reasonable opportunity before making a final determination of

the matter on the college level.

In the event that a student, faculty or staff member matriculates through the adopted and approved

grievance process, outlined in the Human Resource Manual, Student Handbook, and/or Faculty and Staff

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handbook, and believes that the resolution reached remains unacceptable, the student has the right to

escalate said grievance by filing a complaint with a relevant and appropriate government agency outside

of the Shorter College campus. One such agency is the Transnational Association of Christian Colleges

and Schools (TRACS). The student may reach TRACS by mail at P. O. Box 328, Forest, VA 24551: by

Telephone at (434)-525-9539; or by E-mail at [email protected]. The above process may be followed related

to any relevant and appropriate government agency.

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STUDENT ORIENTATION POLICY

Every student who enrolls at the beginning of a semester is introduced to the college and the various

functions of its offices, departments, programs, and activities through organized orientation sessions.

Provisions are made for night and weekend students to participate. At each orientation session, student

leaders, administrators, and faculty members present brief overviews of college operations and campus

life. New students may ask questions and make comments. Question and answer sessions provide

healthy discussions among students, the administration and the faculty.

CHAPEL SERVICES

Students, Faculty and Staff are required to attend chapel service each Wednesday from 11am-12pm.

Attendance will be recorded.

TUTORING

Tutoring service is available to students who have demonstrated the need for private instruction or

academic assistance that the regular instructors cannot provide. Students in need of tutoring are advised

to contact Student Services. If a student’s placement tests scores or grades indicate that the student may

not perform successfully in regular courses, the college requires that he or she take the developmental

courses in basic skills. All freshmen students must take a battery of tests in English, reading, and

mathematics.

DISABILITY SERVICES

Shorter College adheres to the provision of the Rehabilitation Act of 1973 (Section 504) and the American

with Disabilities Act of 1990 state that qualified students with disabilities who meet the essential functions

and academic requirements are entitled to reasonable accommodations. It is the student’s responsibility

to provide appropriate disability documentation to the College. The College has a policy to accommodate

people with disabilities, pursuant to federal and state law, and to provide equal opportunities. (College

Policy). The purpose of providing accommodations is to ensure that students with disabilities are granted

the opportunity to access programs and services offered by the college. Requested accommodations are

considered on a case by case basis by the Coordinator of Disability Services, who works with faculty to

ensure both access and academic standards are maintained. Students requesting services must meet

with the Disability Services Coordinator and provide sufficient documentation of the disability prior to

receiving accommodations. Accommodations are not retroactive and do not result in modification of the

essential academic elements of the course. If you are an ADA student, it the obligation of the student to

present your Accommodations paperwork to your instructor (for each class you are enrolled in). Ideally,

this paperwork should be submitted at the beginning of the semester to enable best course support for

you. Please contact the Office of Student Services via phone at 374-6305 with any questions.

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HEALTH SERVICES

The college is located within a 5 mile radius, of hospitals and clinics, should an emergency arise, the

student will be referred to the institution

INFORMATION TECHNOLOGY (IT) POLICIES AND PROCEDURES

INFORMATION USE POLICY

Shorter College collects, stores, and manages data and information in information technology systems.

In regards to this, Shorter College adheres to the following:

ITS develops and maintains appropriate security practices to safe guard the information stored in

our systems

ITS uses technology systems for the purpose of the institution.

ITS prohibits the release of confidential information to any public or non-related third-party unless

required by law.

Information Technology Services (ITS) are defined as institution-owned systems that transmit or store

data (including computers, user accounts, printers, peripherals, software, electronic mail, web home

page, video systems, telephones, and voice mail accounts).

SHORTER COLLEGE DATA INFORMATION

For the purposes of this policy, Shorter College data and information include directory information,

student policies and non-directory information. It does not establish owner-ship rights for intellectual

property produced by faculty, staff, student or others.

CONFIDENTIAL INFORMATION

Confidential Information is defined as non-directory information pertaining to employees, students,

financial records, alumni or any other information maintained in a confidential manner according to

Shorter College’s policy or practice. Such confidential information may include, for example: academic

records, compensation, and other financial information. All employees shall take all appropriate actions to

insure the protection, confidentiality, and security of sensitive information.

DIRECTORY INFORMATION

A directory of faculty, staff and student (current and former) information is made available through ITS.

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IT SUPPORT POLICY

Shorter College provides a wide range of support through ITS for technology systems to include computer

hardware, software and other devices as described in the following categories:

Full supportITS will provide resources to maintain designated information technology systems in working

order.

Limited SupportITS will make available limited resources to attempt to maintain designated information

technology systems in working order.

Non-supportive ITS will neither provide resources nor efforts to support non- designated information technology

systems.

PASSWORD POLICIES

Shorter College requires that passwords where necessary, adhere to minimum password standards.

Password-protected information is considered private and is not to be shared with others. Unauthorized

password use is prohibited. Remember that passwords are an important means of preventing

unauthorized access to computers, systems information resources.

Definition of a Password:A password is defined as a secured series of alpha-numeric characters that provides users access to

workstations, program files or other network resources.

Minimum Standard Structure:1. At least (8) characters in length

2. Must include at least one (1) capital letter

3. Must include at least one (1) numeric digit

4. Must not include any parts of the user’s name

5. Will automatically prompt the user to reassign a new password every 45 days

Password Precautions/Suggestions

Don’t share your password with others

Choose passwords that you will be able to remember

If a password must be written down or otherwise recorded, please ensure that it is kept in

a secure place.

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Users must log out or lock computer or others resources when leaving the workstation

un-attended.

Enforcement

When possible, standards will be enforced by the implemented security measures and

systems

ITS may audit other Shorter College systems to ensure compliance with this property.

NETWORK USAGE POLICIES

Shorter College’s network usage (both .net and .org) is restricted to activity that supports the work and

mission of the College. Other policies will be further developed as the needs of technological services

expand with the increase of faculty, staff, and students. As Shorter College increases its curriculum

offerings and unique programming technological and networking needs will be assessed and restructured

to adequately provide the level of support required.

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FINANCIAL POLICIES

FINANCIAL AND TUTITION FEES POLICIES

All students are required to meet their financial obligations to the college each semester.

No grades and/or transcripts will be issued until delinquent balances are paid in full. A student’s account

is delinquent when the student fails to make payments according to the arranged payment schedule. The

established fiscal policies under which Shorter College operates states that all student accounts are due

on the second week of December (or December 10), for Fall registration and on the second week of May

(or May 10) for Spring registration and must be paid in full prior to or on these dates.

.

Full-time Students: (12-16 hours) $1,800.00 per semesterPart-time Students: (1-11 hours) $150.00 per credit hourOverload Classes: (Above 16 hours) No ChargeAdditional Fees (total) $300.00Student Services Fee $25.00Technology Fee $150.00Activity Fee $25.00Library Fee $25.00Science Lab Fee $25.00Records Fee $25.00Student ID & Vehicle Decal Fee $25.00Total Fees $300.00Tuition and Fees per semester $2,100.00Estimated Cost Books/Materials/Supplies $400.00Tuition, Fees, books/Materials/Supplies $2,500.00

Note: Tuition and fees for both in-state and out of state students are the same

Tuition refund policy

A student is eligible for a refund if, he/she has dropped one or more classes during the drop/add period.

Secondly, a student who intends to withdraw from one or more classes must officially do so by completing

a withdrawal form and submit it to the Registrar. A withdrawal form should be obtained from the

Registrar’s office. Once the Registrar has processed the withdrawal request and has submitted a copy to

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the business office, Shorter will refund the unused portion of the student’s tuition fee, based upon the

approximate prorated portion of the total charges minus registration fee.

Refund dates will be announced by the Office of Financial Aid or you will receive a notice when refunds

are available for pick up.

All remittance for student accounts must be made payable to Shorter College by Checks, Money Orders, or by Cash. If a check is returned, a $27.00 fee is assessed and a cashier check, money order or cash is required for future payments.

Fall Semester

Registration……………………………………………………………………..40%September 20 to October 19………………………………………………….1/3 of balanceOctober 20 to November 19…………………………………………………..1/2 of balanceNovember 20 to December 10………………………………………………..Final payment is due

Spring Semester

Registration…………………………………………………………………………….40%February 20 to March 19……………………………………………………………..1/3 of balanceMarch 20 to April 19…………………………………………………………………..1/2 of balanceApril 20 to May 5……………………………………………………………………….Final payment is due

Summer Semester

Registration – 100% Tuition payment is due upon Registration.

Other Conditions

Please see the special conditions stipulated for payment of tuition, fees, textbooks/materials, and other charges.

Books and Materials

Students are now responsible for purchasing required books and materials for their classes. However, the college will provide necessary information to assist students in gaining access to vendors and publishers within a reasonable time prior to, or during the first week of enrollment.

Refund of Tuition

A student is eligible for a refund if, he/she has dropped one or more classes during the drop/add period. Secondly, a student who intends to withdraw from one or more classes must officially do so by completing a withdrawal form and submit it to the Registrar. A withdrawal form should be obtained from the Registrar’s office. Once the Registrar has processed the withdrawal request and has submitted a copy to the business office, shorter will refund the unused portion of the student’s tuition fee, based upon the approximate prorated portion of the total charges minus registration fee as shown below: The first and second week of this policy does not apply to students who pay their tuition and fees with their financial aid. Tuition refunds for students receiving Title IV funds will not be made directly to the student unless approved by the U.S. Department of Education. In most cases unused tuition and education expenses for

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which funds have been supplied through Title IV will be returned directly to the U.S. Department of Education.

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BAD-DEBT WRITE-OFF POLICY

POLICY: It is the policy of Shorter College to write off student accounts aftertwelve (12) months.

PROCEDURES: A notice should be sent to the delinquent student for twelve (12 ) months A”Hold” shall be placed on students requesting transcripts. The student shall be barred from registration for a subsequent term unless

approved by the President of the college. The bad debt will be referred to an appropriate collection agency.

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ACCOUNTING POLICY

POLICY: It is the policy of the Business Office to properly classify, accumulate and summarize accounting transactions in a consistent manner, which will facilitate the preparation of financial statements and reports.

Explanation: To accomplish this, Personnel in the fiscal office will be responsible for: Posting daily to the General ledger. Running daily a transaction to balance accounts. Running all financial statements and other reports monthly. Reconciling and checking all reports against input.

PROCEDURES: In order to carry out this policy, the Business Office will be responsible for: Providing all budget areas with a chart of his/her accounts. Posting of all transactions that have been made to his/her

balance. Submitting monthly budget balance reports.

CASH MANAGEMENT POLICY

POLICY: It is the policy of Shorter College to deposit all funds received by the college in theDirector of Fiscal Affairs’ Office.

PROCEDURES: In order to accomplish this, the following procedures are instituted:

Persons with funds will make deposits in the Director of Fiscal Affairs’ Office.

The Office will provide the person making payment with an official pre-numbered signed receipt.

The Office will deposit the funds in the proper account and provide a cash report at the end of the day with a cash report to the Fiscal Officer.

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CASH RECIEPT POLICY

POLICY: It is the policy of Shorter College that all monies received by the college are receipted.

PROCEDURES: The individual designated for receiving and receipting funds from all sources is

the Accountant. In the absence of the accountant, the Director of Fiscal Affairs will receipt funds.

All cash received must be recorded daily. In the event cash is received after the daily closing process, but before the end of the workday, it is receipted and reported on the cash report the following day.

All checks must be endorsed daily with the College’s restricted endorsement stamp” For Deposit Only.”

Cash and other negotiable items must be safe guarded at all times and under no circumstances be left unattended.

The Cashier’s Office will deposit the funds in the proper account and provide a copy of the deposit slip, along with a copy of the pre-numbered receipt to the Director of Fiscal Affairs and the Accountant.

RECEIVING AND RECEIPTING MONIES POLICY

1. Student account monies received at Cashier’s window2. Verify cash or check amount3. Issue student a pre-numbered receipt 4. Place money in cash drawer5. Return original receipt to remitter6. Retain duplicate receipt copy

Monies received by mail in the President’s office, Admission’s office, Student Financial Aid office, and on occasion, other offices on campus should be handled as follows:

Designated individual opens mail and records all checks, money orders, drafts, etc., on report of cash/check received.

Designated individual signs report of cash/check and forwards to Cashier. Accountant issues a pre-numbered receipt and signs report of cash/check for

the Business Office files and the designated individual. Accountant follows same procedures for all of the above sections.

All other monies (credit cards) received at Cashier’s window should be handled as follows:

Mail opened by designated individual and all checks recorded in the incoming check register.

All checks/money orders and etc. must be endorsed daily with the college’s restricted endorsement stamp “For Deposit Only.” Before given to Accountant/Cashier.

Cashier verifies amounts received and signs the designated area (received). Cashier issues pre-numbered receipt. If the incoming monies are contributions

and special gifts, a copy of the pre-numbered receipt and check will be forwarded to the President’s office.

Cashier will follow same procedures for all departments who will be receiving monies.

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DAILY CASH RECONILATION AND DAILY CASH RECEIPT POLICY

The Cashier:

Prepares a daily cash receipts summary. Prepares bank deposits daily. Signs and forwards executive reports, daily cash receipts summary, and bank

deposit to the Director of Fiscal Affairs of his/her designee. If discrepancies are noted, the Cashier must immediately rectify the discrepancy

by rechecking all of the documents and make the proper corrections.

Monthly Coding of Cash Receipts and Information Entered into Cash Receipt Journal:

Determine if receipt is a payment on an account previously established(Accounts Receivable).

Classify each receipt (e.g., receivable, income, refund, etc.) and record the amount code designated for such classifications on accountings of the cash receipt.

The data on the cash receipt is entered into the cash receipt journal. A preliminary print out of the cash receipts journal is processed. The accountant reviews the preliminary cash receipts and edits it before posting

to the General Ledger.

ENDOWMENT POLICY ENDOWMENT POLICY

POLICY: It is the policy of Shorter College that the Board of Trustees should manage the endowment funds.

PROCEDURE: In order to carry out this policy, the Board of Trustees will be responsible for:

Appointing a committee to work directly with the endowment funds Make sure that appropriate reports are made concerning the funds Make sure that the college’s funds show the appropriate growth

RISK MANAGEMENT AND INSURANCE POLICY

POLICY: It is the policy of Shorter College to purchase insurance in limited amounts for all areas of the college involving risk in such a way as to hold harmless the college’s assets and investments.

INSURANCE COVERAGES

Property Insurance Casualty Insurance Workmen’s Compensation Crime Insurance-blanket coverage Student accident and employee health insurance

PROCEDURES:

In order to carry out this policy, the Business Office will be responsible for the following:

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Studying the insurance market to make sure the college is getting the most for its

dollar. Accepting bids from new companies each year. Setting up risk management programs to make sure that accidents of all types are

minimized.

PETTY CASH POLICY

POLICY: The petty cash fund is set up to meet minor immediate cash needs of the college. It is not available for cashing checks or to circumvent the normal purchasing procedures.

1. All authorized persons will present for payment to the Accountant/cashier, a purchase request and a receipt. The department head must authorize this purchase request. In the event a petty cash advance is needed, in order to make a purchase, the receipt, once obtained, and any change must be given to the cashier within three days. When a petty cash advance is given and the receipt is not submitted to the cashier, the person receiving the advance must reimburse the total amount of the advance.

PROCEDURES: The requester fills out the petty cash voucher. The cashier attaches the purchase request to the receipt and distributes the cash to

the recipient. The accountant/cashier and recipient must sign the petty cash voucher. The cashier will post each transaction into the petty cash log. When the petty cash is depleted, the cashier will reconcile the petty cash fund by

submitting the petty cash vouchers, back up and the petty cash log to the accounts payable clerk for payment in order to rebuild the fund.

The accounts payable clerk will review the above documentation for proper coding, authorization and process the replenishment.

PURCHASING POLICY

POLICY: It is the policy of Shorter College to purchase material, supplies and contract services from the lowest bidder. Each operating and support department has the Responsibility and authority to determine its need.

PROCEDURES: Secure at least three bids in writing. (Working with the purchasing agent). Compare vender products for quality. Notify the area of purchase change of vendor if it occurs. Submit request to department head/or (approval person) for approval of purchase. (By getting

his/her signature). Submit purchase order to purchasing agent to secure purchase order number. The requestee may then place an order with the selected vendor.

Please note: Only the President may authorize the approval of purchase that exceeds available budget funds.

LONG DISTANCE TELEPHONE POLICY

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Policy: It is the policy of Shorter College that a log must be maintain of all long distance calls.

PROCEDURES:

All Faculty, Staff and Administrators should submit a log on long distance telephone calls to the Business Office by the 7th day of each month.

All unidentified long distance telephone calls will be investigated and charged to the appropriate person.

Telephone logs will be issued to each department and individual with access to institutional telephones.

There will be a monthly audit of telephone usage and a report will be submitted to the President.

PAYROLL POLICY

POLICY:

It is the policy of Shorter College that all employees will be paid according to their contract.

PROCEDURES:

In order to carry out this policy, the Business Office will make sure of the following:

Each individual’s contract states the terms by which he/she will be paid. Full-time salaried employees will be paid on the 5th and 20th of each month.

Wage employees will be paid every two weeks according to the schedule established by the Business Office. Time for wage employees must be supported by time sheets, which should be turned in to the Business Office along with proper signatures.

W-2 forms are prepared for each employee by January 31st each year.

New employees are hired to fill budget positions upon approval of the President.

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BUDGET POLICY

PURPOSE: To establish policies and procedures for the operating budget of Shorter College

The operating budget includes all revenues and expenditures. The budget classifications for revenues are: (1) tuition and fees; (2)Federal grants, and contracts;(3)State grants and contracts;(4) private gifts, grants, and contracts;(5) endowment income;(6) other sources.

The budget classification for expenditures are: (1) instruction; (2) research; (3) public service; (4) academic support; (5) student services; (6) institutional support; (7) plant maintenance; (8) scholarships and fellowships; (9) mandatory and non-mandatory transfer; and (10) auxiliary enterprises.

SCOPE: This policy applies to all college personnel.

POLICY:

The college budgetary system is used to insure the optimum allocation of resources to the academic program, while simultaneously insuring adequate support services.

The Board of Trustees has the ultimate responsibility for approval of the budget.

The annual operating budget is prepared for each fiscal year (July 1st –June 30th). The budget is a financial plan of operation, expressed in dollars for the fiscal year.

Expenditures are not to exceed allocations without approval revisions by the President and the Director of Fiscal Affairs.

The President of the College, with the assistance of the Administrative Council, which consist of the Director of Fiscal Affairs, Dean of Academic Affairs, Vice-President of Institutional Advancement and Dean of Student Affairs, settles disputes between one segment of the college and another when differences arise and reviews budget variance reports.

BUDGET PREPARTION POLICY

The Director of Fiscal Affairs, or accountant and any administrators needed, estimate the anticipated revenues from tuition, fees, auxiliary enterprises, Federal, State and appropriations, sponsored programs, unrestricted grants, contracts, gifts, and investments.

The Director of Fiscal Affairs, with the assistance of the Administrative Council, establishes expenditure guidelines, if any.

Budget Request Forms and instructions (timetable) will be sent to the President, Academic Dean, and the Dean of Students by the Director of Fiscal Affairs’ office.

The above administrators will distribute the Budget Request Forms to the Divisional Heads, Department Heads, or Program Coordinators.

Department Chairpersons and Program Coordinators will prepare individual budget requests with input from faculty and/or staff members.

Budget requests will be returned to area Deans. The Deans will review individual Department and Program budgets. Department or Program budgets disapproved; the area Deans will confer with Department

Chairpersons and/or Program Coordinators to revise the budget. Upon approval of the budget by the area Deans, budget requests will be forwarded to the Director

of Fiscal Affairs.

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The Director of Fiscal Affairs, with the assistance of the accountant, will consolidate Department and Program budgets into the college’s budget.

The Director of Fiscal Affairs will then forward the college’s budget to the President for review. The President and the Director of Fiscal Affairs will analyze the college’s budget. The President and the Administrative Council will review the college’s budget. If the budget is rejected, the budget will be returned to the Director of Fiscal Affairs for revisions

based on recommendations of the President. The approved budget is forwarded to the Finance Committee of the Board of Trustees. The Finance Committee reviews the budget. If the budget is rejected, it is returned to the President and the Director of Fiscal Affairs for

revisions. The approved budget is forwarded to the Board of Trustees for review and official approval. The approved budget is then forwarded to the President, Academic Dean, and Vice President of

Institutional Advancement by June 1st of the next year

BOOK POLICY

POLICY:

It is the policy of Shorter College to help provide the purchase of textbooks for all courses taught at Shorter College and that the textbooks are made available to all students and instructors.

PROCEDURES:

Obtain a textbook requisition list form from the Academic Dean.

Submit a Completed requisition list to the accountant. The accountant will inform a vendor who is prepared to sell the books to the student through Shorter College. The books will then be issued to the students and the books will then be charged the student’s account.

Following the ordering of copies, the textbook requisitions are distributed as indicated on the upper right hand corner of the form (white copy-Purchasing, yellow copy-student, pink copy-vendor).

INSTRUCTIONS:

The textbook requisition must be prepared when ordering books for courses at the college.

a. Indicate the specific period for which these books are required.

b. State name of Department.

c. State names of Instructors for who books are intended. Give home and office phone numbers.

d. Secure signature of approving Department Head.

e. Secure signature of the Academic Dean.

MAIL DISBURSEMENT POLICY

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It is the policy of Shorter College to disburse all off campus mail once per day and campus mail twice per day.

PROCEDURES:

The mail will be distributed by 12:00 noon to students.

The mail disbursement hours are from 8:30a.m. – 12:00 noon.

Campus mail will be distributed after 1:00 p.m. and 4:30 p.m.

All local mail should be addressed with the person’s full name and department and placed in his/her mail slot located in the President’s office.

TRAVEL AND PURCHASE REIMBURSEMENT POLICY

A shorter college employee who desires to purchase goods or services or travel on behalf of the college is generally required to complete and submit to his/her supervisor/department head, a request to purchase and or travel request form within 14 business days before purchasing goods or services or traveling.

An individual who travels or purchased goods and services with his or her personal funds on behalf of Shorter College shall be reimbursed in full with the proper receipts or documents. The purchaser, however, is required to complete and submit a valid purchase and or travel request to the Director of Fiscal Affairs or the President of the college to travel or purchase such goods or services. Please be mindful that reimbursements to the traveler and or purchaser may take up to 10 to 15 days before reimbursement is made.

TRAVEL POLICY

Travel on College Business is the responsibility of the traveler, his/her immediate Supervisor, and the approving authority to assure that all travel charged to the college is for the college’s benefit.

PROCEDURES:

Because of insurance requirements, as well as fiduciary responsibility, all expenditures

for travel must originate with a travel request form that has been properly filled out.

Once the form has been completed, there are several steps involved in assuring that the proper

approval has been given:

Have the completed form signed by the immediate (Supervisor) Department Head. Have the completed form signed by the Director of Fiscal Affairs.

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The Director of Fiscal Affairs will forward the travel request to the Accounts Payable Department and the required checks are processed.

TRAVEL ALLOWANCES

The meal allowance for employees is $30.00 per day. The college will reimburse the standard amount for lodging stated in the conference announcement. Reimbursement for ground transportation (taxi, limousines, buses, etc.) will not be paid without a receipt.

REIMBURSEMENT FOR CAR RENTAL: No reimbursement for car rental will be made without prior approval from the President and the Director of Fiscal Affairs.

All receipts and documentation of payment for advance travel expenses must be submitted within ten(10) working days after the date of return.

No cash advance will be made to any individual, group, or department with incomplete travel expense documentation or outstanding travel reports.

TRANSPORATION POLICY

POLICY:

It is the policy of Shorter College that all requests for vehicles are made to the Director of Institutional Advancement at least 48 hours prior to departure.

PROCEDURE:

The person requesting college vehicles must have a valid driver’s license. The college vehicle should not be given to any one once they have been assigned to an employee.

POLICY:

It is the policy of Shorter College that no alcoholic beverages should be carried in college vehicles at any time.

PROCEDURE:

The Director of Fiscal Affairs and Director of Institutional Advancement inform all drivers that Shorter College does not permit the use of Alcoholic Beverages in college vehicles at any time.

POLICY:

It is the policy of Shorter College that no responsibility for traffic violations incurred by a driver will be assumed.

PROCEDURE:

Shorter College will not assume any responsibility for traffic violations incurred by a driver in the college vehicle. It is expected that all employees will drive within the speed limit at all times.

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Use Of Personal Vehicle

The rate for any employee using their private vehicle for official travel will be $.25 perMile. No employee will be paid for gas & mileage.

The following expenses are not authorized for reimbursement:

Personal Expenses Entertainment ExpensesTravel Insurance Alcohol Beverages

EMERGENCY POLICIES AND PROCEDURES

In the event of a crisis incident, the Director of the Shorter College Police Department will notify the Director of Institutional Advancement, Planning, and Technology of students who will convene the Critical Incident Management Team (CIMT). The CIMT is comprised of members from Shorter College administration and selected department heads. The CIMT will be assembled to address the immediate crisis and disband when the crisis has ended and normal operating systems are in place.

The Critical Incident Management Team (CIMT) consists of:

College President: Communicates with the Board of Trustees on response and recovery operations, provides overall governance for recovery operations, and is the official spokesperson for the institution.

Director of Institutional Advancement, Planning and Technology: Provides liaison with the President reporting the status of the recovery operation and issues related to student matters and communicates with the news media, public, staff, faculty, and students as directed by the Shorter College President. Also provides for the planning, construction, operation, and maintenance of all college buildings, grounds, utilities, and information and communication systems.

Shorter College Police Department: Provides the initial response to the majority of campus emergencies. Reports directly to the Director of Institutional Advancement, Planning, and Technology.

Legal Affairs & General Counsel: Provides legal advice for all matters of the institution.

Business Manager: Provides support for human resources, elements of recovery, and staff notification through the President’s Office. Also acts as liaison with insurance carriers and claims adjusters coordinating the institution’s insurance program with continuity planning programs.

The CIMT may be expanded to include others as needed.The CIMT’s role is to support the emergency field operations from the Incident Command Center. The CIMT will not respond to the scene nor will they manage the initial response to an incident. It is the responsibility of emergency responders at/the scene to isolate, contain and neutralize the incident.In accordance with National Incident Management System (NIMS), the CIM will be responsible for managing and directing the activities of the various departments that will be involved in the crisis response and recovery. During the initial stages of the crisis, the CIMT will be responsible for providing resources for field operations when requested. It is the responsibility of the person (s) in charge of the scene to communicate with the CIMT to provide status reports and to inform the team as to what resources are needed. The CIMT will be responsible for managing and directing the activities of the various departments that will be involved in crisis response and recovery.Critical incidents are defined as those situations which have the potential to cause injury or loss of life, major campus disruptions and property damage or loss. The following are examples of events which may be designated as a critical incident which would activate the CIMT. These are merely examples and do not constitute a comprehensive list of possible crisis events.

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Fire, explosion, hazardous substance spill or other damage to campus property which may require closing the site temporarily or permanently.

Failure of utility systems to the extent that one or more buildings without service. An incident resulting in or with the potential for fatality or major injuries.

Critical Incident Planning Prioritization Criteria

1. Protect Human Life; Prevent/minimize personal injury2. Prevent/minimize damage to physical assets, including structures, animals, and research data3. Protect the Environment4. Restore normal operations

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EMERGENCY NOTIFICATION POLICY

There are various methods by which the College may notify the North Little Rock Community. In the event of an emergency the following methods of notification will be utilized as needed:

1. All Hazards Outdoor Warning System2. Emergency Broadcasting Radio and Television3. Mass Email4. North Little Rock Office of Emergency Services5. RAVE Mobile Early Alert System6. Social Media

Note – Some institutional departments may have individual emergency plansInternal Systems OperationsThe use of these systems will be authorized by the President’s Office, or designee, when it is necessary to transmit brief urgent messages to large segments of the Shorter College community.The information directory will be maintained by the Office of Institutional Advancement, Planning and Technology who will have the responsibility to receive and/or relay messages pursuant to these systems. Messages transmitted using these systems will typically include information concerning emergency weather and other critical incidents as defined in this document affecting the entire campus. These messages will be initiated from the Office of Institutional Advancement, Planning and Technology and are usually worded as follows:“The President’s Office has authorized the following Alert message___________. Please relay this information to affected individuals within your department or work area.”Each department is responsible for making certain that individuals under its supervision are aware of the ShorterAlert system and how the messages received are to be transmitted to other offices under its jurisdiction.In addition to the Critical Incident Management Team other methods for notifying those within the college community include telephone calling lists, cell phones, two-way radios, Shorter College Police Officers and as well as other college personnel.

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PUBLIC INFORMATION POLICY

The President serves as the authorized spokesperson for the college. All public information must be coordinated and disseminated by the President’s staff with assistance from other college departments and/or personnel.Shorter College policy requires that only certain administrators may speak on behalf of the institution. These spokespersons are the President and the Chair of the Board of Trustees. Under certain circumstances, the previously named administrators may designate others as spokespersons.Official information will be made available as quickly as possible to public.During critical incidents, Shorter College will work with each organizational unit of the Critical Incident Management Team to gather accurate and substantial information regarding the incident and will provide an official institutional response to faculty, staff, students, and the general public as progress is made toward recovery.

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EVACUATIONG RELOCATION POLICY

1. The transportation of persons shall be coordinated by the Shorter College Police Department for the purpose of evacuation and relocation of persons threatened by or displaced by an incident. A suitable temporary facility will be selected if needed.

2. The primary responsibility for the protection of property, assessment of damage, and restoration of normal operations shall be given to the appropriate institutional service unit. These units will include:

The Office of Institutional Advancement, Planning and Technology: Coordinates all services for the restoration of electrical, plumbing, heating, and other support systems as well as environmental enclosure and structural integrity. Assesses damage and makes a recommendation for occupancy of the structure affected by the disaster. Coordinates all services for data processing resources at the main data center and the designated recovery sites; provides alternate voice and data communications capabilities in the event normal telecommunication lines and equipment are disrupted by disaster. Assesses institutional needs and selects appropriate means of backing up and securing institutional data and telecommunications.

Shorter College Police Department: Provides safety and security for life and property, as well as emergency support to affected areas, and notification mechanisms for problems identified as disasters. Identifies and establishes a secured perimeter around the functional area affected by the disaster.

Evacuation/Rescue Plan for Persons with DisabilitiesThough provisions are made for emergency personnel to assist with evacuations, individuals who experience difficulty with independent evacuation are encouraged to coordinate with Shorter Police Department to make preparations which will ensure a safe exit in the event of an emergency.Individuals are encouraged to become familiar with their area by locating exits, stairwells, elevators, safety equipment, fire alarms and possible areas of rescue.Possible areas of rescue include stairwells, exit doors, or windows. It is understood that all structures may not have adequate landings within the stairwells to accommodate wheelchairs. Individuals are encouraged to use protected stairwells for exit when possible.

For those who have speaking or hearing impairments, it may be useful to carry a whistle or a similar device for the purpose of announcing your location to emergency services personnel who are searching for those in need of assistance. Individuals are encouraged to carry mobile devices to contact emergency services personnel when in need of assistance. In the case of emergency, dial 911 (or 9911 from a campus phone). Be prepared to provide your name, building, floor and location, the reason why you are calling, and the state of your emergency.

Advise others (supervisors, administrators, instructors, colleagues, fellow students) about any concern related to emergency exiting and how they can assist you in the event of an emergency. This can include assistance in exiting a building, assistance to areas of rescue and alerting emergency services of your location. (For exiting concerns related to Tornadoes or Bomb Threats, please see the appropriate Section herein.)

Assisting Those with Disabilities, Evacuation GuidelinesIt is recommended that each Department establish a “buddy” system recruiting volunteers and alternates to assist persons who have known disabilities. Special evacuation procedures and plans to alert and assist them should be established in the event an evacuation is ordered. Volunteers should keep in mind that many people with disabilities can assist in their evacuation.

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Persons with Impaired VisionIn the event of an emergency, tell the person the nature of the emergency and offer to guide him/her to safety. As you proceed, advise the person of your location and any approaching obstacles. Do not grasp a visually impaired person’s arm. Offer your arm for guidance.Persons with Impaired HearingPersons with impaired hearing may not hear audible emergency alarms. Alternative warning techniques are required. Two methods of warning are:

1. Writing a note describing the emergency and the nearest evacuation route/safe staging area.

2. Tapping the person on the shoulder or turning the light switch on and off to gain their attention, then indicating through gestures, or in writing, what is happening and what to do.

Persons Using Crutches, Canes, or WalkersIf a person is having difficulty exiting quickly, treat him/her as if injured for evacuation purposes. Carrying options include using a two-person carry; having the person sit in a sturdy chair, preferably with arms. For level travel, an office chair with wheels may be utilized.Non-Ambulatory PersonsThe needs and preferences of non-ambulatory persons will vary. Most non-ambulatory persons will be able to exit safely without assistance if on the ground floor. Two volunteers are needed in carrying a person in a wheelchair. It is advisable to use a two-person carry, locking all wheels to manage stairways. Some people have minimal ability to move making lifting them a painful and/or injurious experience. Frequently, non-ambulatory persons have respiratory complications. Remove them from smoke or fumes immediately.

Always consult the person as to his/her preference with regard to: Ways of being removed from wheelchair. The number of people necessary for assistance. Whether to extend or move extremities when lifting because of pain. Catheter bags, braces, etc. Whether a seat cushion or pad should be brought along if he/she is removed from the chair. Being carried forward or backward on a flight of stairs. After-care needs, if removed from a mobility device (wheelchair, scooter, etc).

DAMAGE ASSESSMENT AND RECOVERY

Departmental NotificationThe Shorter College Police Department shall be responsible for securing the incident site and notifying the designated representative (or alternative in designee’s absence) of the following departments:

College President Director of Institutional Advancement, Planning and Technology Business Manager North Little Rock Office of Emergency Services North Little Rock Public Works

Notified individuals shall immediately respond, meeting for the purpose of determining the extent of damages, recovery activities, relocation needs and public information needs that are immediately required.To the extent that hazardous materials or chemicals are involved, the Shorter College Police Department shall notify the Office of Institutional Advancement, Planning and Technology. All emergency clean-up and recovery activities shall be subject to instructions of the Office of Institutional Advancement, Planning and Technology in accordance with the requirements of public authorities. See the Hazardous Material Incident section for further information.Departmental ResponsibilitiesTo the extent that damage is minimal and relocation of activities is not required, the Office of Institutional Advancement, Planning and Technology shall be responsible for all site clean-up, debris removal and

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emergency or minor repairs. In the event that major remodeling or rebuilding is necessary, the Office of Institutional Advancement, Planning and Technology shall be responsible for preparation of plans, specifications or cost estimates for building remodeling, and equipment repair/replacement.Property Loss Reporting RequirementsPreliminary reports regarding the cause of the loss, the extent of damage and the plans for recovery and relocation shall be provided to the Business Manager by the Director of Institutional Advancement within 24 hours.All losses shall be reported by the Office of Institutional Advancement, Planning and Technology to the State Board of Regents Office.

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DISPLACED WORK OR ACADEMIC ENVIORNMENT

Shorter College seeks to provide a working and learning environment that supports people and the business of the institution.In the event that, due to equipment malfunction, weather, or other crisis situations, work space is deemed uninhabitable because of heat, cold, water, smoke, or other conditions, supervisors will make a decision relative to continuation of services at that location. If the supervisor, after consulting with appropriate college officials decides to vacate the work site he/she shall use the following guidance.

If possible, services to students, faculty, staff and the public should be continued at an alternate work location within the college campus. Supervisors should identify these alternate work locations in advance and advise faculty and staff of the location and circumstances that would require relocation to the alternate work site (i.e., lack of heat, fumes and threats to safety/security).

If alternate space is not available for all or portions of the affected staff, they should meet in public facilities on campus, i.e. the gymnasium and/or the library. To the extent possible, normal work flow should be maintained. If computers, phones and other necessary equipment are not available, staff should engage in planning, evaluation, or training activities, which require staff presence but not operational equipment.

If the options listed above are not feasible, the supervisor can authorize staff to work at home (if appropriate) or they may approve an alternate work schedule to make up the time.

If none of the above options are feasible, staff may be required to utilize paid leave (vacation) or unpaid leave, during periods of disruptions. It is the College’s intent to avoid this option if possible.

Supervisors are responsible for monitoring the availability of the original work space and for notifying staff and faculty when it is appropriate to return to the regular work area.Determinations regarding classes will be made by the Executive Office in coordination with the Office of Academic Affairs

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BOMB THREATS

All bomb threats must be treated as a serious matter. To ensure the safety of the faculty, staff, students, and the general public, bomb threats must be considered real until proven otherwise. In most cases, bomb threats are meant to disrupt normal activities. The procedures described below should be implemented regardless of whether the bomb threat appears real or not.

EMERGENCY ACTION PLANReport the threat to the Shorter College Police Department (SCPD) immediately. Call 911. Give your name, location, and telephone number. Inform the dispatcher of the situation, reporting the exact words of the threat, including information you may have as to the location of the threat, time of the threat, and time you received the call.All personnel should acquaint themselves with the following procedures:

STAY CALM.If a suspicious object or potential bomb is discovered, DO NOT TOUCH THE OBJECT, CLEAR THE AREA, AND CALL 911. Be sure to include the location and appearance of the object when reporting.If a phone call bomb threat is received:DO NOT put the caller on hold.DO NOT attempt to transfer the call.DO NOT HANG UP THE PHONE THAT THE CALL CAME IN ON. If possible have someone else use another phone to call 911.Pay particular attention to background noises, such as running motors, music, or any other noises that may indicate the location from which the call is being made. Record the call if possible.Listen closely to the voice to determine voice quality, accents, speech impediments, sex, or any unusual characteristics.Complete the BOMB THREAT CHECKLIST.

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Bomb Threat Checklist

STAY CALM—Do not get excited or excite othersCALLER DESCRIPTION: Detailed information is vital in identifying and locating the caller. Please report the following information in the case of a telephone bomb threat:CALLER’S NAMERECORD THE EXACT WORDS USED TO MAKE THE THREAT (if possible):QUESTIONS TO ASK:

WHEN IS THE BOMB GOING TO EXPLODE? WHERE IS THE BOMB LOCATED? WHAT KIND OF BOMB IS IT? WHAT WILL CAUSE THE BOMB TO EXPLODE? WHAT DOES THE BOMB LOOK LIKE? WHO PLACED THE BOMB? WHY WAS THE BOMB PLACED? WHAT IS YOUR NAME? WHERE ARE YOU CALLING FROM?

DESCRIPTION OF CALLER'S VOICE:

MALEYOUNGMIDDLE AGEDCALMSOFTSTUTTEREXCITEDLAUGHINGRASPRAPIDNORMALNASALANGRYLOUD

FEMALEOLDLISPSLOWCRYINGDEEPDISTINCTSLURREDRAGGEDDEEP BREATHINGDISGUISEDWHISPERINGACCENT

IDENTIFY BACKGROUND NOISESBOMB THREAT LANGUAGE:WELL SPOKEN (EDUCATED)INCOHERENTTAPEDIRRATIONALMESSAGE READ BY THREAT MAKER

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IF THE VOICE IS FAMILIAR, WHOM DID IT SOUND LIKE?YOUR NAMEYOUR JOB TITLEYOUR TELEPHONE NUMBER

It is highly recommended that all personnel become familiar with the checklist. A Bomb Threat Checklist should be immediately available and kept the close to phones.

106 | P a g e Shor ter Col lege Pol ic ies and Procedures ManualP o

Last Revised September 13, 2013

CIVIL PROTEST

A civil protest will usually take the form of an organized public demonstration of disapproval to display disagreement with an idea or course of action. It should be noted that in many cases, campus protests such as marches, meetings, picketing and rallies would be peaceful and non-obstructive. A protest should not be disrupted unless one or more of the following conditions exists as a result of the demonstration:

Disruption of the normal operations of the college. Obstructing access to offices, buildings, or other campus facilities. Threat of physical harm to persons or damage to campus facilities. Willful demonstrations within the interior of any college building or structure, except as specifically

authorized and subject to reasonable conditions imposed to protect the rights and safety of other persons and to prevent damage to property.

Unauthorized entry into our occupation of any Shorter College room, building, or area of the campus, including such entry or occupation at any unauthorized time, or any unauthorized or improper use of any college property, equipment, or facilities.

IMMEDIATE ACTION AND DECISION MAKER(S)If any of the above conditions exist, Shorter College Police Department should be notified and will be responsible for contacting and informing the President, Office of Institutional Advancement, Planning and Technology, and the Dean for Student Services. Depending on the nature of the protest, the appropriate procedures listed below should be followed:

1. Peaceful, Non-Obstructive ProtestA. Generally, peaceful protest should not be interrupted. Protesters should not be

obstructed or provoked and efforts should be made to conduct college business as normally as possible.

B. If protesters are asked, at the President or designee’s request, to leave but refuse to leave by regular facility closing time:

Arrangements will be made by the Director of Institutional Advancement, Planning and Technology to monitor the situation during non-business hours, or the determination will be made to treat the violation of regular closing hours as a disruptive protest. (See section 2)

2. Non-Violent, Disruptive ProtestIn the event that a protest blocks access to institutional facilities or interferes with the operation of the College:

A. The Director of Institutional Advancement, Planning and Technology or his/her designee will go to the area and ask the protestors to leave or to continue the disruptive activities.

B. If the protestors persist in disruptive activity, the following statement will be read by a selected Shorter College administrator as circumstances permit: “I am_____________, speaking on behalf of Shorter College. The institution’s Code of Student Life forbids:

1) Intentional interference with the right of access to college facilities by others entitled to use them or with the rights of other persons on the campus.



2) Willful demonstration within the interior of any college building or structure except as specifically authorized. Individuals here present violating these rules may be subject to disciplinary action, up to expulsion from the college. The individuals may also be subject to arrest for criminal trespass.

C. If the protestors persist in disruptive behavior after the above administrative message is read, the following statement shall be read as circumstances permit:

“Shorter College has requested that law enforcement clear this area. The college’s administration will now withdraw from this area to permit law enforcement to do so.” The following statement shall be read immediately by law enforcement personnel:“I am ____________, of Shorter College Police Department, I am asking you to leave these premises and disperse. If you do not now leave, you will be in violation of the State Code of Arkansas, Criminal Trespass. If you do not immediately disperse, you may be arrested and charged with violation of this act.”

3. Violent, Disruptive ProtestsIn the event that a violent protest in which injury to persons or property occurs or appears imminent, the following will occur:

A. During Business Hours

The Shorter College Police Department (SCPD) will be notified immediately. SCPD will in turn contact the Director of Institutional Advancement, Planning and Technology, the Dean of Student Services and other key administrators.If advisable, the Director of Institutional Advancement, Planning and Technology and the Dean of Students will alert the President. The President, in consultation with the Director of Institutional Advancement, Planning and Technology and the Dean of Student Services and will determine any further actions.

B. After Business Hours

Shorter College Police Department (SCPD) will be notified immediately of the disturbance. SCPD will investigate the disruption and report and notify the appropriate administrators. The Director of Institutional Advancement and the Dean of Students will report the circumstances to the President.Note: If possible, an attempt should be made to communicate with the protestors to convince them to desist from engaging in violent activities in order to avoid further escalation of possible violent confrontation.SUBSEQUENT PROCEDURES/INFORMATIONIf it becomes necessary, the Shorter College Police Department (SCPD) will call for assistance from the North Little Rock Police Department or other law enforcement agencies as needed. Efforts should be made to secure positive identification of protestors in violation to facilitate later testimony, including photographs if deemed advisable. Additionally, efforts should be made to video tape any police action for future reference.



EARTHQUAKE

An earthquake is the result of a sudden release of energy in the earth’s crust (ground) that creates seismic waves (shaking). Although Arkansas isn’t known for having earthquakes, potential damage could occur here.IMMEDIATE ACTIONIf inside a building: Stay indoors and seek shelter under sturdy tables, desk, or inside doorways. Do not use elevators. Stay away from windows, wall hangings, suspended objects, and tall-

unsecured furniture (bookcases, cabinets, or appliances)

If outside a building: Stay in the open, away from buildings, trees and power lines. Don’t go near anything where there is a

danger of fallen debris.

After seismic waves (shaking stops): Be prepared for aftershocks. Earthquakes sometimes occur in a series of tremors, which could last

for a period of several days. Aftershocks or even a series of aftershocks, are common after earthquakes and may last for a few seconds to perhaps as long as 5 minutes or more.

Attempts to safely evacuate the building. For additional information on evacuations, see section IX, Evacuation/Rescue Plan for Persons with Disabilities.

If you are trapped inside a building, try calling for help by yelling, banging on building material around you, or by using a telephone or cell phone (if service is available).

Be alert for gas and water leaks, broken electrical wiring, downed electrical lines, or ruptured sewer lines. Whenever possible, turn the utility off at its source.

Don’t re-enter damaged buildings. Aftershocks could cause more damage or knock them down.

DECISION The Critical Incident Management Team (CIMT) will respond and make decisions regarding the control and make abatement of the incident. These units will issue an “all clear” for safe building re-entry, when appropriate.SUBSEQUENT PROCEDURES/INFORMATIONDepending on the nature and degree of the incident, other supporting agencies and campus resource units may be brought in for services or assistance.



EXPLOSION

An explosion is caused by a rapid expansion of gas from chemical reactions or incendiary devices. Signs of an explosion may be very loud noise or series of noises and vibrations, fire, heat or smoke, falling glass or debris, or building damage.IMMEDIATE ACTION

Get out of the building as quickly and calmly as possible. As soon as possible, and from a safe location, press 911 on a telephone to report the incident. If items are falling off of bookshelves or from the ceiling, get under a sturdy table or desk. If there is a fire, stay low to the floor and exit the building as quickly as possible. If you are trapped in debris, tap on a pipe or wall so that rescuers can hear where you are. Assist others in exiting the building and move to designated evacuation areas. Keep streets and walkways clear for emergency vehicles and crews. Untrained persons should not attempt to rescue peoples who are inside a collapsed building. Wait

for emergency personnel to arrive.

DECISIONThe Critical Incident Management Team (CIMT) will respond and make decisions regarding the control and abatement of the explosion incident, and issuing or not issuing the all clear for safe building re-entry and occupancy.SUBSEQUENT PROCEDURES/INFORMATIONDepending on the nature and degree of the explosion incident, other support agencies and campus resource units may be brought in for service or assistance.



FIRE

In the case of fire in a building or property on the campus of Shorter College, dial 911 from a cell phone or 9911 from a campus phone. IMPORTANT: Because cell phone 911 calls are directed to the North Little Rock Fire Department through cell towers without exact location displayed, be sure to inform the 911 dispatcher that you are on the campus of Shorter College and provide the building or location for more rapid response.IMMEDIATE ACTION

Notify the fire department by pulling the fire alarm pull station and (from a safe distance) call 911 to provide details of the situation

Evacuate the building as soon as the alarm sounds and proceed to the designated emergency assembly location avoiding fire locations at all times

Notify others as you exit Touch closed doors with the back of your hand to test for heat. Do not open a door if it is hot to

the touch. This is a sign of direct fire exposure.

DECISIONThe Critical Incident Management Team (CIMT) will respond and make decisions regarding the control and abatement of the fire incident, and issuing or not issuing the all clear for safe building re-entry and occupancy.SUBSEQUENT PROCEDURES/INFORMATIONDepending on the nature and degree of the fire, other support agencies and campus resource units may be brought in for service or assistance.



HAZARDOUS MATERIAL INCIDENT

A hazardous materials incident may be a spill or release of chemicals, radioactive materials or biological materials inside a building or to the environment. Simple spills may be managed by trained person(s) or person(s) who are familiar with their departments spill protocol. Major spills or emergencies and chemical spills or incidents may require assistance from 24-hour emergency agencies, i.e. the North Little Rock Fire Department or Pulaski County Hazardous Material (HAZMAT) Team.Shorter College does not have a fire department or HAZMAT Team.Simple spill

Does not spread rapidly. Does not endanger people. Presents an inhalation hazard. Does not endanger the environment.

Major Spill Endangers people or environment.

Emergency Involves a personal injury or rescue.

Additional information is available through the North Little Rock Environmental Health and Safety Office.

IMMEDIATE ACTION Simple spills should be cleaned up by the person causing the spill. Major spills or emergencies Contact Shorter College Police Department Evacuate, assemble at a safe distance Account for individuals Wait for and provide information to responders

Notification and ReportingFor major chemical spill or incidents involving radioactive materials, an incident involving an oil spill, a release of hazardous material to the environment, or asbestos inside a building or structure, notify:Shorter College Police Department



HAZARDOUS MATERIALS INCIDENT, ContinuedDECISIONThe Critical Incident Management Team (CIMT) will respond and make decisions regarding the control and abatement of the explosion incident, and issuing or not issuing the all clear for safe building re-entry and occupancy.The decision that an accident is controlled and stabilized is made by the emergency response agency, i.e. the Incident Commander from the Fire Department or Pulaski County HAZMAT Team. After immediate hazards have been controlled and stabilized, the Incident Commander will transfer authority and responsibility for the site to the CIMT. SUBSEQUENT PROCEDURES/INFORMATIONDepending on the nature and needs of the incident, assistance and services may be brought in from other public support agencies, or specialized contractors.



INFRASTRUCTURE FAILURE

Shorter College campus may experience infrastructure failures or problems with the electricity, computer, steam, water, or telephone system.IMMEDIATE ACTION

Contact the Office of Institutional Advancement, Planning and Technology

DECISIONSThe Office of Institutional Advancement will assess the situation to determine the proper course of action to restore services to its normal state of operation.



MEDICAL EMERGENCY

In the event that a faculty, staff, student, or visitor experience a medical emergency while on the campus or at a function of Shorter Campus, please follow these procedures.IMMEDIATE ACTION

Dial 911 Have someone go to the door and meet the emergency responders Provide assistance if you have been trained.

DECISIONSThe Shorter College Police Department assisted by Emergency Medical Services and North Little Rock Fire Department units will respond to medical emergencies.



INCLEMENT WEATHER POLICY

In the event that the weather is so severe that the administration believes that life and property may

danger, the president of the College may cancel classes until weather conditions improve.

If class is canceled, or if the college is closed due to inclement weather, all due dates and scheduled tests

and activities will be pushed forward to the next scheduled class period. Students should listen for such

announcements on the radio and television stations. If there is no announcement, students should

assume that the college is open. Students can call (501) 374-6305 or any of the weather channels to

verify for weather closings or class delays. The school website may also post all school closings.

Tornadoes In the event of an approaching tornado, Shorter College will refer to the following operational guidelines.IMMEDIATE ACTION

The Office of Institutional Advancement, Planning and Technology will consult with the College President, the Dean of Student Services and others to declare an official advisory.

A public statement will be broadcasted on behalf of the institution utilizing the following methods: RAVE Mobile Alert System (SMS Messages, Voicemail, Phone Calls, Email) Broadcast Radio and Television Public Service Announcements College Voicemail Welcome Message All classes, meetings, and other functions will be immediately canceled. Shorter College buildings and facilities will be evacuated to ensure the safety and security of the

campus community. In the case that campus facilities can not be evacuated in a safe and timely manner, the following

procedures are suggested to ensure safety within campus buildings.o Go to the most interior room of the lowest floor of the building. Put as many walls as

possible between you and the outside.o Interior stairwells are usually good places to take shelter, and if not crowded, allow you to

get a lower level quickly.o Do not panic.o Watch for others.o Move as quickly as possible.

DECISIONSThe Office of Institutional Advancement will consider local and state weather advisories to assess the situation and determine the proper course of action to restore services to its normal state of operation.Appropriate make-up days will be scheduled for classes affected by severe weather to ensure the least amount of inconvenience possible as indicated in the Academic Catalog. Faculty and staff will refer to policies as indicated in the Human Resources Policies Manual.



Severe Winter Weather In the event of Severe Winter Weather, Shorter College will refer to the following operational guidelines.IMMEDIATE ACTION

The Office of Institutional Advancement, Planning and Technology will consult with the College President, the Dean of Student Services and others to determine severe winter weather advisory.

A public statement will be broadcasted on behalf of the institution utilizing the following methods: RAVE Mobile Alert System (SMS Messages, Voicemail, Phone Calls, Email) Broadcast Radio and Television Public Service Announcements College Voicemail Welcome Message All classes, meetings, and other functions will be immediately canceled. Shorter College buildings and facilities will be evacuated to ensure the safety and security of the

campus community.

DECISIONSThe Office of Institutional Advancement will consider local and state weather advisories to assess the situation and determine the proper course of action to restore services to its normal state of operation.Appropriate make-up days will be scheduled for classes affected by severe weather to ensure the least amount of inconvenience possible as indicated in the Academic Catalog. Faculty and staff will refer to policies as indicated in the Human Resources Policies Manual.



ACTIVE SHOOTER

In general, how you respond to an active shooter will be dictated by the specific circumstances of the encounter, bearing in mind there could be more than one shooter involved in the same situation. If you find yourself involved in an active shooter situation, try to remain calm and focused. Use these guidelines to help you plan a strategy for survival:

If you hear what sounds like gunshots or popping, immediately assume they are gunshots and don’t investigate. You need to quickly decide one of three courses of action

1. Can you stay where you are and secure yourself from the shooter? If so, take action to secure yourself, and, if it is safe, immediately call 911.

2. Can you escape the building or get to an area where you are secure from the shooter (or at least some place where the shooter can’t see you)? Get to a secure area if possible, and immediately call 911.

3. Are you unable to escape from the shooter? If you are unable to escape, you need to assess the situation to see if you can shield yourself, or you need to prepare to take aggressive action to protect yourself.

The information below will aid in deciding on which course of action might be your best option: If an active shooter is outside your building, proceed to a room that can be locked if possible,

close and lock all windows and doors, and turn off lights. If possible, get everyone down on the floor and ensure that no one is visible from outside the room. One person in the room should call 911; you may hear multiple rings, but stay on the line until it is answered. Tell the dispatcher of what is taking place, and inform him/her of your location; remain in place until the police, or campus administrator known to you, gives the “all clear.” Unfamiliar voices may be the shooter attempting to lure victims from their safe space. Do not respond to any voice commands until you can verify with certainty that they are being issued by a police officer.

If an active shooter is in the same building you are, determine if the room you are in can be locked and if so, follow the same procedure described in the previous paragraph. If your room can’t be locked, determine if there is a nearby location that can be reached safely and secured, or if you can safely exit the building. If you decide to move from your current location, be sure to follow the instructions outlined below. If the room cannot be locked, barricade the door with heavy furniture such as desks, tables and bookcases if possible. If you determine that escape is possible, run and attempt to alert others as you exit the building/area. As you exit, warn others from entering the area/building of danger.

If an active shooter enters your office or classroom, try to remain calm. Dial 911, if possible, and alert police to the shooter’s location; if you can’t speak, leave the line open so the dispatcher can listen to what’s taking place. At times the location of a 911 call can be determined without speaking. If there is absolutely no opportunity for escape or hiding, attempt to shield yourself with any available object (i.e., desk, book bags, computers, etc.) It might be possible to negotiate with the shooter, however, realize that this will involve significant risk and cannot be accomplished half-heartedly. If the decision is made to confront and attempt to overpower the shooter, experts recommend spreading out and not standing in a group. It may be possible to disorient the shooter by yelling and throwing items. Remember, this will involve significant risk



and may involve final attempts to preserve innocent lives. If the shooter leaves the area, proceed immediately to a safer place and do not touch anything that was in the vicinity of the shooter.

No matter what the circumstances, if you decide to flee during an active shooting situation, make sure you have an escape and plan in mind.

Do not attempt to carry anything while fleeing; move quickly, keep your hands visible, and follow the instructions of any police officer you may encounter and remain calm.

The police officer’s verbal commands will be loud and extremely insistent; do not be offended. Do not ask questions, but provide important information (such as the location of the shooter) if

you are certain of certain information. Do not attempt to remove injured people; instead , leave wounded victims where they are and

notify authorities of their location as soon as possible. Do not try to drive off campus until advised it is safe to do so by police or campus administrators;

law enforcement authorities will want to speak to you to obtain information.



BOARD POLICIES

BOARD GOVERNANCE POLICY

Purpose

The purpose of this document is to describe Shorter College Board of Trustees governance including its Board structure and management policies.

Mission Statement

It is the policy of Shorter College Board of Trustees to annually review and adopt a clearly articulated mission statement, which serves to guide the college’s work. This statement shall describe why the college exists and what it hopes to accomplish. The Board shall also develop business and strategic plans that describe the activities that the college will undertake, where, and for whom.

Organizational Documentation

The Board shall ensure that the College is organized and operated exclusively for the exempt purposes defined in its organizational charters, articles, bylaws, and related documents.

Governing Body

The Governing body of Shorter College is its Board of Trustees. The Board shall be charged to maintain a coeducational Christian College, where students may secure a sound classical, mathematical, technical and general education; to provide for the delivery and holding of lectures, exhibitions, public meetings, classes and conferences, calculated directly or indirectly to advance the cause of education whether general, professional, or technical, as the Board of Trustees acting through their duly authorized officials may deem proper; and further to promote Christian leaning and piety; to confer diplomas or other certificates of merit upon those who become proficient in one or more of the branches of instruction offered at the College, and to confer other literary and honorary degrees as the Board of Trustees shall deem proper; and shall be vested with such other franchises and privileges as are ordinarily enjoyed by other similar colleges.

Board Responsibilities

The Board is responsible for the leadership and control of Shorter College. This includes, but is not limited to, policy making and review, board appointments, Strategic Plan approvals, budget and funding approvals, significant expenditure approval, and annual review of the college’s policies, procedures, and internal controls.

The Board has delegated responsibility for the management of Shorter College to the president or Chief Executive Officer (CEO). The following are the chief responsibilities of the Board of Trustees:



The Board reviews the performance achieved by the college’s management and instigates change if necessary.

The Board approves the educational programs. The Board ensures the well-being of the faculty, students, and staff. The Board ensures adequate financial resources and management of all financial resources. The Board preserves institutional autonomy. The Board interprets the campus to the community. The Board interprets the needs of society to the campus. The Board serves as a court of appeal. The Board annually reviews its own performance and initiates improvement measures as

necessary. The Board approves executive compensation plans.

Board Member Responsibilities

Board members are charged with the following responsibilities:

Accept the ultimate legal authority for the College. Attend the board meetings. Serve and participate on Board committees. Provide governance to the College. Maintain overall responsibility for the college’s system of internal control and for annually

reviewing its effectiveness. Provide governance to the College.

Board Members

It is the policy of the Shorter College Board of Trustees that a majority of board members are non-executive members.

Members of the Board of Trustee are elected for terms of service as specified in the Articles of Incorporation.

Bishop Samuel L. Green, Sr., Chairperson of the BoardDr. O. Jerome Green, President (Ex-Officio)

Oklahoma State Conference: The Reverend Harvey G. PottsRev. Ruth HolmesMr. Leroy GlennRev. Kevin ClaytonRev. Marcellus FieldsMs. Mollie Miller

East Arkansas Conference: Rev. LaNell RossMrs. Elmarie Jones, Assistant SecretaryMrs. Martha Fisher Simpson



Rev. James ThomasRev. James H. Giles, Sr.

West Arkansas Conference: Dr. Carolyn JonesRev. James R. HooperDr. Anna Burnett Graham, SecretaryRev. Richard Sutton

Arkansas Conference: Mrs. Lavern Nelson Rev. Tyrone A. Broomfield, Vice-Chair

Mr. Harold MartinRev. Michael WashingtonRev. Eugene Brannon, Treasurer

Trustees At-Large: Dr. Levenis PenixRev. W. R. Norful, Sr.

Board Officers, the Executive Committee, and Job Descriptions

The Board of Trustees has elected officers of the Board whom are referred to collectively as the Executive Committee. The Executive Committee is responsible for management of the Board of Trustees during the periods between regular meetings of the board under the leadership of the Board Chair. The Executive Committee shall be composed of the Chair of the Board, Vice Chair, Secretary, Treasurer, and all Committee Chairpersons, as per Charter, having been elected from the Board of Trustees by said Board.

The Board has delegated responsibility for management of the college to the president (or Chief Executive Officer). The roles of the Chairperson of the board and president of the College are not combined; they are separate and distinct, and the responsibilities of each are set out in writing and approved by the Board.

Chairperson of the Board

The Chairperson of the board is responsible for the efficient operation of the board and to assure that the board fulfills its responsibilities for the proper governance of the college. The chairperson ensures that the board:

approves management’s plans, receives timely, accurate, and relevant information, conducts an annual review of the college’s governance, and plans for its own succession via the Nominating Committee.

In addition, the Chairperson:



works with the president of the college and prepares board agendas; the agendas reflect the college’s strategic issues,

presides over or chairs all Board meetings and Executive Committee meetings, Initiates performance and compensation review for the president, sometimes acts as spokesperson for Shorter College, calls for special meetings as necessary, appoints all committee chairs, serves as ex-officio member of all board committees, helps the Nominating Committee recruit new board members, helps to orient new board members, and helps board members analyze and maximize their performance.

Vice Chair

The Vice Chair serves on the Executive Committee. The Vice Chair is responsible for learning the role and duties of the Board Chairperson and performing those duties in the chairperson’s absence. The Vice Chair carries out any special assignments as requested by the Board Chairperson.

Treasurer

The Treasurer serves as the financial officer of the board and serves on the Executive and Finance Committees. The Treasurer is responsible for making sure that timely financial information is available and reported at board meetings. The treasurer is responsible for assisting the Chief Financial Officer (CFO) of the college and president in budget preparation and developing fundraising plans. The treasurer’s duties include, but not limited to, the following:

Ensure the board and College keep accurate financial records. Ensure the financial records are reported to the board in a timely manner. Ensure moneys are deposited in institutions approved by the Board. Endorse notes, checks, deposits and drafts received by the board. Approve and endorse board disbursements.

Secretary

The Secretary is responsible for the safe keeping of the records of Board actions, maintaining the college documents, and the taking of minutes at board meetings. The Secretary shall notify the committee members and any other persons required to attend the meetings, confirming the venue, time, date and agenda. The Secretary shall also forward any necessary supporting materials with the notice.

Board Committees

The Board of Trustees has delegated some of its responsibilities to board committees to assist in the execution of its responsibilities. Board committees are composed of board members with skills, interests, knowledge, and experience related to the committee’s purpose. All board committees are authorized to



seek any information it requires from the college’s employees and to obtain, at the board’s expense, any outside counsel it deems necessary to perform its duties upon Board approval.

All committees shall report to the full board on its proceedings after each committee meeting. The committees shall recommend to the board any action or improvement, within its remit, that it deems appropriate.

All committees shall meet at least once per year to assess its own performance, and terms of reference, to ensure it operates at maximum effectiveness and to recommend to the Board any changes it deems necessary to improve the committees’ function.

The Board of Trustees has authorized the following Committees:

Audit Committee

The Board has established an Audit Committee. This committee is composed of board members, at least one of whom has expertise in accounting. The Audit Committee is responsible for the following, but not limited to:

working with the college’s finance department to ensure proper implementation and update of an internal control system,

initiating investigative work as necessary,

approving of the Independent auditors and their fees,

reviewing all journal entries proposed by the auditors,

reviewing with the independent auditors the college’s annual audited financial statements and reports,

reviewing, evaluation of, and making recommendations based on the management letter received from the independent auditors,

meeting with the independent auditors separately to ensure understanding of their evaluation of management,

reviewing of tax filings with the college finance department,

reviewing of the college insurance coverage,

monitoring of important legal matters that could affect financial health,

The Audit Committee meets four(4) times per year and normally with the president and CFO. The Committee also meets with the internal auditors separately from the finance department.

Finance Committee



The Board has established a Finance Committee. This Committee is appointed by the Board and has at least three(3) members. The Chairperson of the Board is the Chairperson of the Committee. The Secretary of the Board is the Secretary of the Committee. The Treasurer of the Board is a member of the Finance Committee.

The Finance Committee is responsible for, but not limited to, the following:

meeting with president and CFO to ensure Board understanding of the college’s financial affairs, considering the financial requirements of the College and agreeing with the administration on

appropriate funding arrangements, establishing and conducting an annual review of an Investment policy, recommending to the Board of Trustees financial matters for board approval.

reporting to the Board the financial implications of significant Board decisions, and assisting the administration with any financial affair if requested.

Nomination Committee

The Board has established a Nomination Committee. This Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected board members. The Chairperson of the Board is the chairperson of the committee. The board secretary shall be the committee secretary. Only members of the Committee have the right to attend committee meetings.

The Nomination Committee is responsible for:

making recommendations to the Board considering its composition, structure, and size, succession planning for both board members and key executives, and

consideration of needed skills, knowledge, and experience, identifying suitable candidates, using outside consultant , and ensuring that candidates actually

have the time to devote to the position, nominating for approval of new board members when vacancies arise,

the annual review of the time requirements of board members and performance review to assess whether board members are actually investing enough time to fulfill their commitment to the board,

communicating with new board members in writing to clearly explain expectations for time commitment and committee service, and

consulting with the Committee Chairperson, make recommendations to the Board of Trustees regarding committee membership.

Fiscal Affairs Committee

The Board has established a Fiscal Affairs Committee. This Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected Board Members.

The Fiscal Affairs Committee seeks to undertake the following responsibilities:



Provide leadership in developing a Board of Trustees policy to govern the fiscal affairs of the college and to ensure that all financial matters are in compliance with all federal, state, and College Board regulations.

Provide leadership in researching the method of accounting used for all revenues coming into and going out of the public treasury, and make recommendations to the Executive Committee and/or full Trustee Board regarding the changes that need to be made.

Work to design an effective and sound system of fiscal accounting to ensure that all financial resources are used wisely and efficiently.

Study the overall status of fiscal affairs and make recommendations to the Executive Committee and/or the full Board of Trustees regarding management procedures, financial planning, and financial information for making economic decisions.

Work toward developing a system to provide accurate and necessary information to the public pertaining to the safeguarding of financial concerns of the college.

Work toward designing and maintaining a budgetary system that is compatible with an appropriate system of accounting and monitor to ensure implementation thereof.

Building and Grounds Committee

The Board has established a Building and Grounds Committee. The Building and Grounds Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected board members.

The Building and Grounds Committee shall be responsible for the following:

Provide leadership in developing a set of written Board policies governing the operation of the physical plant, which includes buildings and grounds.

Review yearly the set of policies pertaining to the operation of the physical plant (buildings and grounds) and recommend revisions if necessary to provided for adjustment to current changes.

Receive and study information and reports from the president regarding the operation and progress of the various aspects of operating the physical plant and make recommendations to the Executive Committee and/or full Board of Trustees.

Develop complete knowledge of the evaluative criteria used for monitoring the operation of the physical plant (buildings and grounds).

Seek to establish financial support for maintaining facilities and expanding the physical plant (building and grounds).

Student Activities/Services Committee

The Board has established a Student Activities/Services Committee. The Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected Board Members.

The Student Activities/Services Committee shall be responsible for the following:



Providing leadership in developing an appropriate board policy that focuses on including student activities and services in the school program only if such activities and services contribute to the attainment of educational objectives and have educational values attached.

Strive to establish a strong financial base for the support of student activities and services provided by the college.

Collect the necessary data and study the progress of activities and services at colleges of comparable size and nature. After careful study, seek to find ways to broaden the program of student services and activities at Shorter College.

Work cooperatively with the president and give guidance in planning and improving, monitoring, and evaluating the program of student activities and services.

Seek to regard relevant student activities and services as a fundamental part of the college curriculum and make provisions for underwriting costs to appear in the school budget.

Work in the direction of improving and broadening the spectrum of student services and activities by establishing and maintaining an Office of Student Services uniquely designed to deal with various aspects of student affairs.

Endowment Committee

The Board has established an Endowment Committee. The Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected Board Members. The Chairperson of the Board is the Chairperson of the Endowment Committee.

The Endowment Committee is responsible for:

Providing leadership in developing a set of written Board policies to govern the manner of establishing, maintaining, and administering endowment programs sponsored by the Trustee Board, the college, or other agencies under the control of the Trustee Board.

Investigating and studying various possibilities of securing resources (money, real property, or other commodities of value) that can be used for endowment purposes.

Collaborating with the Office of Development and the President to collect information that can be used to develop a broad donor base of support in the private sector for developing endowments.

Making periodic reports on new developments and progress made toward building a strong endowment program, (e.g. donor list of individuals and businesses).

Working toward the development of a proposal for long-term commitment of contributors to endowment programs; include various donor groups made up of the private sector.

Working toward designing a program to upgrade the colleges and Trustee Board’s capabilities to compete for major gifts and grants on a continuous basis for self-sufficiency.

Alumni Affairs Committee

The Board has established an Alumni Affairs Committee. The Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected Board Members.

The Alumni Affairs Committee is responsible for:

Working with supporters to establish a new vision for Shorter College Alumni in order to keep the spirit alive.



Putting forth a concerted effort and assist alumni in the building of a broad base of dedicated supporters, and friends, (e.g. designing a support campaign).

Promoting and protecting the interest of the college, and maintaining its traditions. Study the various ways to raise funds, recruit alumni, and recruit students.

Acting in an advisory capacity to the Alumni Association, and in collaboration with the President, articulate the needs and interest of Shorter College with regard to raising finance, improving facilities, and recruiting students.

Working with the Alumni Association and finding ways to build school pride.

Faculty Affairs Committee

The Board has established a Faculty Affairs Committee. The Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected Board Members.

The Faculty Affairs Committee is responsible for:

developing a Board of Trustee policy designed to govern the affairs of the faculty and staff to include, but not limited to, recruitment, employment and hiring, working conditions, instructional aspects, evaluation, fringe benefits, retirement, and salaries,

working toward finding ways to make salaries more attractive for administrative and instructional personnel, and other staff members,

making a periodic assessment of the current overall situation regarding faculty affairs, and share information with the Executive Committee and/or the full Board of Trustees,

working toward creating a Board policy that provides the opportunity for faculty members to advance their professional knowledge and status through staff development that leads to strengthening the educational programs,

serving as an advisory arm of the Board of Trustees on matters regarding Faculty Senate, and working to improve morale among the faculty and staff.

Public Relations Committee

The Board has established a Public Relations Committee. The Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected Board Members.

The Public Relations Committee is responsible for, but not limited to:

working to develop an appropriate Board policy that provides a basis for financing, organizing and administering a sound beneficial public relations program,

using every channel of communication to establish and maintain effective public relations, to include the press, radio and television, school advisory and study groups, community organizations, and the school staff. Help to improve community understanding of the college,

working to determine the needs of an effective public relations program for the local situation, i.e., critical information, problems, and issues with which public relations programs should deal; and helping to establish appropriate public relations goals and the means to be utilized to achieve these goals, and

working to develop a quality program of public relations for continuing growth of the college.

Fundraising Committee



The Board has established a Fundraising Committee. The Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected Board Members.

The Fundraising Committee is responsible for:

developing a Board policy to govern all fundraising practices to ensure safeguarding against damaging the reputation of the college and to protect the public, special interest groups, and individuals who would be supporters of the institution,

studying ways by which financial support for the operation of the college can be obtained and make recommendations to the Executive committee and/or full Board of Trustees,

seeking to have all fundraising activities coordinated with the Board of Trustees in order to avoid conflicts and to ensure smooth and cooperative effort on the part of all parties involved,

providing leadership in forming partnerships with constituents of the business community and reaching out for the procurement of funds, and

studying ways by which to provide a continuous flow of funds into the institution for permanent support and making recommendations to the Executive Committee and/or full Board of Trustees.

By-Laws Committee

The Board has established a By-Laws Committee. The Committee is appointed by the Board and is made up of at least three(3) members, the majority of whom are elected Board Members.

The By-Laws Committee is responsible for:

writing and publishing a set of By-laws to govern the Shorter College Board of Trustees so that it will operate effectively within the framework of the Articles of Incorporation of Shorter College (Charter),

studying the Articles of Incorporation of Shorter College (Charter) and become familiar with its provisions; learn how the Charter can effectively impact Shorter College through effective functioning of the Board of Trustees,

studying the By-Laws and providing interpretation to the Board of Trustees for clarity when the need arises,

defending the By-Laws in the adopted state until revisions have been made for more orderly procedure,

studying, analyzing, and revising the By-Laws when necessary to increase the efficiency of the manner of which the Board of Trustees operates,

establishing a procedure for evaluating the efficiency of the Board, and providing an explanation and interpretation of the By-Laws, or any revisions thereof, to the Board

of Trustees for adoption.

Governance and Management Policies

It is the policy of the Shorter College Board of Trustees that the Secretary, or designee, is responsible for documenting its governance decisions.

The Board has adopted and implemented governance and management policies. These include an Accounting Policy and Procedures manual with internal controls and financial reporting polices. The manuals also include policies relating to:



Asset monitoring and protection Recording of Revenue, Grants, and Contributions Executive compensation Conflicts of interest and Code of Ethics Investments Fundraising Records management Budgeting Computers, email, internet, and data integrity Fraud and Embezzlement Purchasing, Competitive Bidding, Contract Approval, and Disbursements Organizational Chart complete with Job Descriptions including the Board Personnel Policies Training

Commitment to Governance

Independent Certified Public Accountants

The Shorter College Board of Trustees shall utilize a CPA familiar with accounting experience in the higher education industry to annually audit and release an opinion on the college’s financial statements and its internal control system. In addition, the CPA shall prepare the college’s tax filings.

Transparency and Accountability

The Shorter College Board of Trustees is committed to governance by taking appropriate action, consistent with law and policy. The Board is committed to creating an unprecedented level of openness in practices involving the execution of policies and procedures, working to ensure the public trust and to establish a system of transparency and accountability, with public participation, and collaboration.

As non-profit , the Shorter College Board of Trustees shall also make its IRS Form 1023 Exemption Application, Form 990, Form 990-T, audited financial statements, annual reports, and this policy available on its website.

BUDEGETING

Purpose



This Document describes the budget process used at Shorter College.

Policy

The annual operating budget of the College is our statement of planned operating revenues and expenses for the fiscal year (July 1 through June 30). Development of the annual operating budget shall occur during the strategic planning process, not later than December 31 of the current fiscal year.

The budget shall summarize estimated expenditures by source.

Expenditure authority is granted to the President upon Board approval of the Budget.

Responsibilities

Budgeting at Shorter College is a continuous process that is carried out at all levels of management.

The Chief Financial Officer (CFO) of the institution is responsible for developing the budgeting policies and procedures.

The President of the institution is responsible for initiating the preparations of the annual budget during the strategic planning process. The President and the CFO are both responsible for managing the budgeting process ensuring adoption by the Board of Trustees.

Budget Fund and Source Groups

The annual budget shall be organized by the following revenue sources:

Tuition and Fees

Connectional Support

Episcopal District Support

Fundraising

Unrestricted Gifts and Donations

Restricted Funds

Grants and Scholarships

Investment Income

Expense Groups

The following expense groups shall be included in the annual budget:



Staff Positions

Fringe Benefits

Insurance and Taxes

Consulting and Professional Fees

Rent

Supplies

Equipment

Telephone and Communications

Contingency

INVESTMENT POLICY

Purpose

The purpose of our Investment policy is to describe the College’s investment goals and how we manage and monitor our portfolio of investment assets.

Policy

The Shorter College Board of Trustees has delegated to the Finance Committee responsibility for management of the College’s investments.

It is the policy of the Board that professional investment management services be used for management of our investments. The Finance Committee shall meet with the investment manager at least annually to review performance of our portfolio.

The investment managers shall report in writing on a monthly basis to the Board. The monthly report shall include information about the College’s investment portfolio valuation and returns.

The assets invested by the investment managers shall be invested with care prudence, diligence, and skill. The investments shall be diversified so as to minimize the risk of large losses. The investment managers shall not use market timing techniques and shall not allow the portfolio to experience high turnover rates.

The Finance Committee shall:

Annually update the investment policy for adoption by the Board. Recommend investment advisors and managers for Board approval. Report to the Board regarding the performance of the investment portfolio



Report to the Board on the performance of the investment managers Recommend changes in advisors and managers as necessary

Objectives for Long Term Investments

Our objectives are to achieve a long-term rate of return to provide source of capital to meet the needs of Shorter College.

Asset Allocation, Liquidity, and Diversification

Investment Risk and Safety

Rate of Return

Objectives for Short and Intermediate Term Investments

Funds that are expected to be used in the near term for major capital acquisitions and building construction shall be invested in short term instruments or commingled in pools with an emphasis on principal protection.

Authorized Investments

A majority of the College’s investment assets shall be invested in liquid publicly traded securities that can be transacted quickly without significant penalties for early withdraw. The Board has authorized the following types of investments:

Cash Equivalents including Treasury Bills, Money Market Funds, Commercial paper, Certificates of Deposit, Interest bearing checking and savings accounts

Publicly traded securities

Publicly traded fixed income securities

The Board has specifically disallowed the following types of investments:

Margin purchases Debt financed investments and loans except commercial paper Short sales Option trading and futures contracts Derivatives trading except mutual funds that use derivatives to hedge against inflation and risk Life insurance annuities Shares of non-public companies Restricted Stock Partnerships Real Estate and REITs (Real Estate International Transaction)



Safekeeping and Custody of Certificates

All securities shall be held as collateral on deposit or shall be bonded and held in a third party insured depository.

WEAPON POLICY

Purpose

The purpose of our weapon policy is to provide a safe, academic environment affecting students, faculty, staff, and others on and surrounding the campus of Shorter College at all times, and to maintain peace and harmony while striving toward the perpetuation of a crime/violence-free atmosphere.

Policy

It is the policy of the Shorter College Board of Trustees that no weapons of any kind be allowed on the grounds or in the buildings of Shorter College premises except in the possession of law enforcement authorities or security officers specifically hired by Shorter College. This policy covers all weapons whether concealed or unconcealed, and whether on the person of the possessor, in a container or in any compartment of a vehicle.

This policy applies to persons who would otherwise be licensed to carry a concealed weapon under Arkansas law pursuant to Arkansas Act 226 of 2013.

Shorter College administrative officials shall maintain appropriate signage and other notice on the campus in the buildings and on the grounds, pursuant to Arkansas Act 226 of 2013, and Arkansas Code 5-73-30(19) to give public notice that Shorter College has specifically elected to prohibit all firearms on its campus including persons who are licensed to carry concealed weapons but who are not law enforcement officers or security persons employed by Shorter College.

Adopted by the Shorter College Board of Trustees April 2013

Objectives

The weapon policy adopted by the Shorter College Board of Trustees is designed to:

ensure that the academic environment for students, faculty, staff, and others on the campus of Shorter College is as safe as possible at all times,

promote peace and harmony leading toward a crime/violence-free campus atmosphere, make people (students, faculty, staff, and others who visit the campus) feel safe and secure in

knowing that they are protected from danger or harm caused by violence and crime, and



inform people in the college community and elsewhere about Shorter College’s responsibility to educate students, and that any violations of said policy shall be dealt with in accordance with the appropriate laws governing gun control within schools.



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