TABLE OF CONTENTS
SECTION 1: ORGANIZATION OF THE COLLEGE
1.1Legal Authority Policy (Adopted December 3, 1968; Revised February 4, 2002; Revised November 12, 2007)
1.2Mission Policy (Adopted December 6, 1994; Revised October 6, 2003)
1.3Authority and Responsibilities of the Board of Trustees Policy (Adopted June 6, 1988; Revised November 12, 2007)
1.4New Instructional Programs Policy (Reaffirmed December 2, 1991; Revised November 12, 2007)
1.5Organization of the College Policy (Adopted February 7, 1991; Revised February 4, 2002)
1.6Approval of Contracts Policy (Adopted November 12, 2007)
1.7Elections Policy (Reaffirmed December 2, 1991; Revised November 12, 2007)
1.8Sub-districting Policy (Adopted December 2, 1991; Revised February 4, 2002)
1.9Trustee Qualifications Policy (Adopted November 12, 2007)
1.10Trustee Elections Policy (Adopted November 12, 2007)
1.11Assuming the Office (Adopted December 3, 1968; Revised February 4, 2002)
1.12Seating of Members (Adopted December 3, 1968; Revised February 4, 2002)
1.13Vacancy on the Board of Trustees (Adopted December 3, 1968; Revised February 4, 2002)
1.14Officers and Staff of the Board of Trustees Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised February 4, 2002)
1.15Board Meetings Policy (Adopted December 3, 1968; Revised February 4, 2002)
1.16Telephone Meetings Policy (Adopted November 12, 2007)
1.17Special Meetings Policy (Revised November 12, 2007)
1.18Quorum Policy (Revised November 12, 2007)
1.19Closed Meetings Policy (Adopted November 7, 1988; Revised January, 2005)
1.20Release of Information to the Public (Adopted November 12, 2007)
1.21Rules of Order Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised August 14, 2006)
1.22Voting Procedures (Adopted December 3, 1968; Revised November 12, 2007
1.23Board Agenda Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised November 12, 2007)
1.24Board Minutes Policy (Adopted December 3, 1968; Revised January, 2005; Revised November 12, 2007)
1.25Board Committees Policy (Adopted December 3, 1968; Revised January, 2005)
1.26Board Travel Policy (Adopted February 4, 2002)
1.27Board Member Service Policy (Adopted August 12, 1991; Reaffirmed August 29, 2005; Revised November 12, 2007)
1.28Board Member Conflict of Interest Policy (Adopted November 12, 2007; Reaffirmed August 31, 2009)
1.29Personal Financial Disclosure Statements Policy (Adopted November 12, 2007)
1.30Responsibilities of the President Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised February 4, 2002)
1.31Evaluation, Planning and Assessment Policy (Adopted June 4, 1973; Reaffirmed December 2, 1991; Revised November 12, 2007)
1.32Role and Relationship Between the Board of Trustees and the Chief Executive Officer Policy (Adopted June 6, 1988; Reaffirmed December 2, 1991; Revised February 4, 2002)
1.33Citizens Advisory Committees Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised February 4, 2002)
1.34College Governance Associations (Adopted March 10, 2003)
1.35Amendments to Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised November 12, 2007)
SECTION 2: Instruction Policies and Procedures
2.1Accreditation Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised May 12, 2008)
2.2Degree Policy (Adopted December 2, 1991; Revised April 2, 2007)
2.3Definition of Credit Hour (Adopted July 12, 2010)
2.4Course Credit Options (Adopted April 7, 2003; Revised May 12, 2008; Revised August 31, 2009)
2.5Transfer Credit Policy (Adopted August 31, 2009)
2.6Course Placement Policy (Adopted May 12, 2008)
2.7Curriculum Development and Review (Adopted May 12, 2008)
2.8Discontinuance of a Program Policy (Adopted June 4, 1979; Revised May 6, 2002)
2.9College Committees Policy (Adopted December 3, 1968; Revised May 12, 2008)
2.10Non-credit Programs (Adopted May 12, 2008)
2.11Library Materials Policy (Adopted June 1, 1987; Revised August 28, 2003)
2.12Records Retention Policy (Adopted January 4, 1988; Revised May 12, 2008)
2.13Archives Development Policy (Adopted January 4, 1988; Revised August 28, 2003)
2.14Field Trip Policy (Adopted December 3, 1968; Revised August 28, 2003)
2.15Children on Campus Policy (Adopted May 9, 2005; Revised May 12, 2008)
SECTION 3: STUDENT SERVICES POLICIES AND PROCEDURES
3.1Admission Policies (Adopted February 6, 1989; Revised December 4, 2000; Revised June 23, 2003)
3.2Program Admission Policy (Adopted May 9, 2005)
3.3International Student Admission Policy (Reaffirmed December 2, 1991; Revised August 27, 2007)
3.4ResidencyStatus Policy (Revised October 7, 1985; Revised June 23, 2003)
3.5InstitutionalScholarships Policy (Revised May 12, 2008)
3.6Grade Policy (Adopted August 28, 2003; Revised August 27, 2007; Revised August 31, 2009)
3.7Grade Appeal Process Policy (Adopted August 28, 2003; Revised August 27, 2007)
3.8Grade Forgiveness Policy (Adopted August 28, 2003; Revised August 27, 2007)
3.9Grade Replacement Policy (Adopted August 28, 2003; Revised August 27, 2007)
3.10Graduation and AcademicHonors Policy (Adopted May 6, 1974; Revised June 23, 2003)
3.11Academic Standards of Progress Policy (Adopted December 3, 1968; Revised August 27, 2007)
3.12Academic Probation and Suspension Policy (Adopted December 3, 1968; Revised August 27, 2007)
3.13Graduation Requirements (Adopted December 3, 1968; revised June 1, 1998)
3.14Return of Title IV Funds Policy (Adopted September 11, 2000)
3.15Extracurricular Activities Policy (Revised May 12, 2003)
3.16StudentHealth and Safety Policy (Revised May 12, 2008)
3.17Student Conduct Policy (Revised May 7, 1973; Reaffirmed December 2, 1991; Revised August 28, 2003)
3.18Student Discipline Policy (Revised May 1, 1989; Reaffirmed December 2, 1991; Revised August 28, 2003)
3.19Student Drugs and Alcohol Policy (Reaffirmed December 2, 1992; Revised November 5, 2001)
3.20Student InformationPolicy (Reaffirmed December 2, 1991; Revised April 7, 2003)
3.21Student Right-to-Know and Campus Security Act Policy (Revised April 7, 2003)
3.22TransferArticulation Officer (Adopted October 1, 1973; Revised April 7, 2003; August 31, 2009)
3.23Student Attendance Policy (Adopted May 9, 2005)
3.24Student ADA Grievance Policy (Adopted May 8, 2006)
3.25Student Protection Against Discrimination (Adopted May 12, 2008)...... 67
SECTION 4: FINANCE AND ADMINISTRATION POLICIES AND PROCEDURES
4.1Accounting System Policy (Adopted June 1, 1987; Revised August 25, 2008)
4.2Tax Rate (Approved August 25, 2008)
4.3Budget Policy (Reaffirmed December 2, 1991; Revised August 25, 2008)
4.4Financial Reports Policy (Revised June 23, 2003)
4.5Auditing Policy(Adopted December 3, 1968; Revised June 23, 2003)
4.6 Purchasing Policy (Reaffirmed December 2, 1991; Revised August 25, 2008)
4.7Selection of Architectural/Engineering and/or Land Surveying Services (Adopted August 25, 2008)
4.8Construction Contracts Bidding and Awards (Adopted August 25, 2008)
4.9Construction Manager Option (Adopted August 25, 2008)
4.10Change Orders During Construction (Adopted August 25, 2008)
4.11 Use of College Employees in Lieu of Contractors (Approved 8/25/08)
4.12College Liability Insurance (Adopted August 25, 2008)
4.13Financial Exigency Policy (Adopted June 4, 1979; Implemented February 9, 1981; Revised August 28, 2003)
4.14Receipt and Disbursement of Funds Policy (Revised April 7, 2003)
4.15 Investment of Funds Policy (Adopted February 1, 1988; Revised August 25, 2008)
4.16Inventory Control Policy (Adopted December 3, 1968; Revised April 7, 2003)
4.17Payment of Bills Policy (Adopted December 3, 1968; Revised April 7, 2003)
4.18 Expense Reimbursement Policy (Reaffirmed December 2, 1991; Revised November 3, 2003).
4.19Facilities Maintenance and Repair Account Policy(Adopted December 7, 1987; Revised June 23, 2003)
4.20Surplus Property Policy (Adopted May 1, 1990; Reaffirmed December 2, 1991; Revised August 28, 2003)
4.21Default of Payment (Approved March 8, 2004)
4.22Bank Credit Card Policy (Adopted May 1, 1990; Revised June 23, 2003)
4.23 Bookstore Policy (Revised December 2, 2002)
4.24 Solicitation and FundraisingPolicy (Adopted December 3, 1968; Revised January, 2005)
4.25Gifts (Adopted August 25, 2008)
4.26Product Endorsement (Adopted August 25, 2008)
4.27Naming of East Central College Facilities (Adopted October 5, 2009)
4.28 Facilities Use Policy (Adopted November 2, 1987; Revised March 4, 2002)
4.29 Political Activities (Adopted January 6, 1997; Revised August 25, 2008)
4.30Keys Policy (Adopted November 2, 1987; Revised June 23, 2003)
4.31Smoke-Free Buildings Policy (Approved May 6, 1991; Revised June 23, 2003)
4.32Motor Vehicles Policy (Adopted November 2, 1987; Revised August 28, 2003)
4.33Fees and Refunds Policy (Reaffirmed December 2, 1991; Revised May 8, 2006)
4.34Ownership and EquityPolicy (Adopted January 4, 1988; Revised August 25, 2008)
4.35Research Conducted on Campus (Adopted July 12, 2010)
4.36Safety Policy (Reaffirmed December 2, 1991; Revised August 25, 2008)
4.37Reporting Crimes and Emergencies (Adopted August 25, 2008)
4.38 Security and Access to College Facilities (Adopted August 25, 2008)
4.39 Cellular Phone or Other Mobile Communication Devices Policy (Adopted April 7, 2003; Revised August 25, 2008)
4.40 Weapons (Adopted May 8, 2006)
4.41 Automated External Defibrillators (Adopted December 11, 2006)
SECTION 5: PERSONNEL POLICIES AND PROCEDURES
5.1Staffing Plan Policy (Adopted June 1, 1992; Revised June 23, 2003)
5.2Equal Employment Opportunities and Affirmative Action (EEO/AA) Policy (Approved June 24, 1991; RevisedNovember 4, 2002)
5.3Academic Freedom Policy (Approved December 3, 1968; Revised June 23, 2003)
5.4Employee Conduct and Discipline Policy(Adopted June 1, 1992; Revised December 2, 2002)
5.5 Sexual Harassment Policy (Adopted June 1, 1992; Revised February 4, 2002)
5.6Drugs and Alcohol Policy (Reaffirmed December 2, 1991; Revised July 30, 2001)
5.7Communicable Diseases Policy (Approved March 7, 1988; Revised November 3, 2003)
5.8 EmployeeGrievance Policy (Approved June 4, 1990; Revised May 8, 2006)
5.9 Hiring Policy (Approved November 4, 2002)
5.10Personnel Records Policy (Adopted June 1, 1992, Revised April 7, 2003)
5.11Employment Contracts Policy (Adopted June 1, 1992; Revised May 6, 2002)
5.12Classification of EmployeesPolicy (Approved August 14, 1989; Revised November 3, 2003)
5.13Qualifications for Employment Policy (Approved August 14, 1989; Revised May 12, 2003)
5.14Position Descriptions Policy (Approved August 14, 1989; Revised May 12, 2003)
5.15Employment-At-Will Policy (Adopted June 1, 1992,Revised June 23, 2003)
5.16Temporary Employees Policy (Approved January 7, 1991, Revised June 23, 2003)
5.17EmployeeTransfer Policy (Adopted June 1, 1992; Revised May 9, 2005)
5.18Supplemental Employment Policy (Approved December 3, 1968; Revised June 23, 2003)
5.19Faculty Academic Rank and Promotion Policy (Approved September 8, 1998; Revised February 2, 2004; Revised July 12, 2010)
5.20Pay Policy (Adopted June 1, 1992; Revised November 4, 2002)
5.21 Salary Placement Guidelines(Approved July 15, 1991; Revised May 8, 2006)
5.22Employee Benefits Policy (Adopted June 1, 1992; Revised June 23, 2003)
5.23Employee Retirement (Adopted June 1, 1992; Revised June 23, 2003)
5.24 Educational Assistance Policy (Adopted June 1, 1992; Revised June 4, 2001)
5.25Service Award Program Policy (Approved March 4, 1991; Revised June 23, 2003)
5.26 Academic Dress Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised April 7, 2003)
5.27Faculty and StaffProfessional Development (Approved April 7, 2003; Revised August 27, 2007)
5.28Memberships andParticipation in Professional Associations Policy (Adopted June 1, 1992; Revised November 3, 2003)
5.29Performance Review Policy (Adopted June 1, 1992, Revised February 2, 2004)
5.30Hours of Work Policy (Adopted June 1, 1992, Revised June 23, 2003)
5.31Attendance and Punctuality Policy (Adopted June 1, 1992; Revised June 23, 2003)
5.32Rest and Meal Breaks Policy (Adopted June 1, 1992; Revised June 23, 2003)
5.33 Holiday Policy (Approved December 18, 1989; Revised August 7, 2000)
5.34 Paid Leave Policy (Adopted June 1, 1992; Revised June 4, 2001)
5.35Shared Sick Leave Program (Approved April 2, 2007)...... 167
5.36 Unpaid Leave Policy (Adopted June 1, 1992; Revised June 4, 2001)
5.37 Sabbatical Leave (Approved October 6, 1989; Revised August 7, 2000)
5.38 Professional Leave Policy (Approved October 6, 1989; Revised December 4, 2000)
1
SECTION 1: ORGANIZATION OF THE COLLEGE
1.1Legal Authority Policy (Adopted December 3, 1968; Revised February 4, 2002; Revised November 12, 2007)
The Junior College District of East Central Missouri, its Board and employees will comply with allapplicable public school laws of Missouri. Other sections and statutes, not specifically written for public schoolsbut applicable to themwill be complied with as interpreted and defined by the Coordinating Board for Higher Education and by legal counsel.
1.2Mission Policy (Adopted December 6, 1994; Revised October 6, 2003)
Institutional Mission. East Central College will provide an environment for lifelong learning.
1.3Authority and Responsibilities of the Board of Trustees Policy (Adopted June 6, 1988;Revised November 12, 2007)
The Board of Trustees of the Junior College District of East Central Missouri is the sole statutory legislative governing body responsible for the control and operation of EastCentralCollege.
The statutory responsibilities of the Board of Trustees include, but are not limited to, the following:
- Approve the appointment, retention and dismissal of employees of the College, define and assign their powers and duties and fix their compensation.
- Levy such taxes as are required for the operation of the College.
- Establish fees for students in the amount necessary to maintain College courses.
- Provide instructional programs and services and physical facilities.
- Approve all contracts where the consideration to be paid is $15,000 or more
- Formulate and oversee disciplinary policy regarding students.
- Comply with all applicable federal, state and local mandates.
1.4New Instructional Programs Policy (Reaffirmed December 2, 1991; Revised November 12, 2007)
The Board will approve all new instructionalprograms.
1.5Organization of the College Policy (Adopted February 7, 1991; Revised February 4, 2002)
The organization of the College shall be proposed by the President of the College and approved by the Board.
1.6Approval of Contracts Policy (Adopted November 12, 2007)
The Board of Trustees shall approve all contracts where the consideration to be paid under the contract is $15,000 or more. Approval requires an affirmative vote of at least four trustees. A contract requiring Board approval may not be signed by a representative of the College unless and until the Board has approved the contract.
The Board hereby delegates to the College President the authority to approve and sign contracts where less than $15,000 is to be paid.
1.7Elections Policy (Reaffirmed December 2, 1991; Revised November 12, 2007)
All elections will be carried out in accordance with Missouri law.
1.8Sub-districting Policy (Adopted December 2, 1991; Revised February 4, 2002)
For the purpose of electing trustees, a sub-districting plan will beadopted by the Board of Trustees, approved by the Coordinating Board for Higher Education and reviewed following publication of each decennial census.
1.9Trustee Qualifications Policy (Adopted November 12, 2007)
Members of the Board of Trustees shall be citizens of the United States and at least twenty-one years of age. They shall also have been voters of their respective sub-district for at least one whole year preceding their election or appointment.
1.10Trustee Elections Policy (Adopted November 12, 2007)
The qualified voters of the Junior College District of East Central shall elect two (2) trustees for terms of six (6) years each on municipal election day in April of each even-numbered year. Unexpired vacant terms will be filled in accordance with law.
1.10.1Candidate Filing
Before the sixteenth Tuesday preceding the election, the Board shall publish in at least one (1) newspaper of general circulation in the district the opening filing date, the offices to be filled, the place for filing, the closing date for filing and a statement that candidates filing on the first day of filing will be listed on the ballot in random order.
Qualified applicants for the Board may file a declaration of candidacy during business hours in the President's office commencing at 8:00 a.m. on the sixteenth Tuesday prior to the election and ending at 5:00 p.m. on the eleventh Tuesday prior to the election. The candidate shall declare his or her intent to become a candidate in person and in writing to the Recording Secretary of the Board of Trustees or designee.
The names of qualified candidates shall be placed on the ballot in order of filing, except that for candidates who file a declaration of candidacy prior to 4:30 p.m. on the first day of filing, the College shall determine by random drawing the order in which such candidates' names shall appear on the ballot. Each candidate filing on the first day shall draw a number at random at the time of filing. The College shall record the number drawn with the candidate's declaration of candidacy. The names of candidates filing on the first day of filing shall be listed in ascending order of the numbers so drawn and ahead of the names of candidates filing on a later date.
The notice of election and certification of candidates must be submitted to the various election authorities by the tenth Tuesday prior to the election in the manner provided by law. After the tenth Tuesday prior to the election, the candidate list may only be modified pursuant to court order, in accordance with law.
Prior to the College's certification of candidates to the election authorities, a candidate may withdraw from the election by presenting to the College a notarized written statement of his or her intention to withdraw. After the deadline for certification of candidates to the election authority, a candidate may only withdraw pursuant to court order, in accordance with law.
The College will provide each candidate a copy of the Notice of Candidate's Obligation to File Financial Interest Statement and a plain language summary of the applicable laws provided by the Missouri Ethics Commission as required by law. Candidates must comply with laws concerning eligibility, campaign financing and campaign disclosures.
1.10.2No Election Held
No election will be held if, after the last date of candidate filing, the number of candidates who have filed is equal to the number of positions to be filled by the election. However, if the number of candidates filing exceeds the number of positions, the election will be held even if a sufficient number of candidates withdraw so that the remaining candidates are equal to the number of positions to be filled.
1.10.3Certification of Results Policy
Within seven business days after receipt of the official election returns from the election authorities, at least a majority of the then-qualified members of the Board of Trustees will tabulate the results so received and declare and certify the candidate or candidates receiving the greatest number of votes and the result of balloting upon any question. Said certification will be duly noted in the official minutes of the Board meeting.
1.11Assuming the Office (Adopted December 3, 1968; Revised February 4, 2002)
At the first meeting of the Board of Trustees after the election of a member or members of the Board of Trustees has been certified, said member or members so elected and certified shall present themselves for the purpose of being seated.
1.11.1Oath
All members of the Board of Trustees shall be required to take and subscribe to an oath of office in the following form:
“I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the State of Missouri, and that I will faithfully demean myself in the office of Trustee of the Junior College District of East Central Missouri.”
1.12Seating of Members (Adopted December 3, 1968; Revised February 4, 2002)
The President of the Board shall thereupon recognize newly elected membersas members of the Board of Trustees, and theyshall thenceforth be entitled and qualified to perform the duties of the office of members of the Board of Trustees.
1.13Vacancyon the Board of Trustees (Adopted December 3, 1968; Revised February 4, 2002)
Any vacancy shall be filled by an act of the Board.
A.In the case of a vacancy occurring in the membership of the Board of Trustees from any cause, it shall be the duty of the Secretary to certify such fact to the Board and to each remaining member thereof.
B.After such certification, the Trustees at a regular or special meeting shall nominate and appoint a successor Trustee to serve until the next election held by or for the district when a Trustee shall be elected for the unexpired term.
C.Upon appointment by the Board, the Secretary shall issue a certificate of appointment to the newly appointed Trustee.
D.When a person becomes a member of the Board of Trustees by appointment, the new member shall be seated at the next regular meeting after said appointment and after having taken the prescribed oath of office.
1.14Officers and Staff of the Board of Trustees Policy (Adopted December 3, 1968; Reaffirmed December 2, 1991; Revised February 4, 2002)
The Board of Trustees shall select members and other personnel to serve as officers and staff.
1.14.1Officers
The officers of the Board of Trustees shall be a president and a vice president who shall be members of the Board, and a secretary, treasurer and a recording secretary, who may but need not be members of the Board.
1.14.2Officers – When Elected
Officers shall be elected at the first meeting of the Board in April following elections in each even numbered year. In the case of a vacancy in any office, such vacancy shall be filled as soon as practicable by electing a successor to the unexpired term of office.
1.14.3Election – How Conducted
The election of all officers may be by secret ballot and shall be held at a regular meeting or at a special meeting of the Board held for that purpose.
1.14.4Term of Office
Each officer of the Board shall be elected for a term of two years, shall assume office immediately upon election, and shall hold office until his/her successor shall be elected and qualified.
1.14.5Duties of the Officers and Staff
President
The duties of the President shall be, specifically:
1.To preside at all meetings of the Board of Trustees.
2.To appoint or provide for the election of all committees.
3.To call special meetings as required.