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Policy Updates

Policy Management New/Updated

Policies 2014-2015

1) 9.5 Use of the College Name, Seal, and Emblem/Logo (Revised) Policy Section 9.0  Subsection 9.5

Effective September 9, 2014

  • Clarified the overall purpose of the policy
  • Defined the ownership of the policy
  • Removed the following sections of the policy as these areas are incorporated into the work of the communication department in department procedures:
  • Publication and Image
  • College Promotions and Outreach Procedures

2) 6.2 Equal Employment Opportunity and Non-Discrimination (Revised) Policy Section 6.0  Subsection 6.2

Effective September 9, 2014

  • Updated EEO Policy to add the following protected characteristics and associated definitions: “sexual orientation, gender identity, gender expression, political affiliation and familial status….”
  • Updated to be consistent with the newly updated Sexual Misconduct Policy, recent legislation regarding Title IX (VAWA), and LGBT Workers Executive Order signed by President Obama July 2014.
  • Updated to include protected categories under Title VII
  • Specifically referencing "sexual orientation" and "gender identity or expression" sends a clear message that all employees will be respected and able to work free of any kind of harassment, and that no form of harassment or offensive conduct directed at individuals based on sexual orientation or gender identity will be tolerated.
  • The previous version of the policy stated that "any supervisor who experiences, witnesses or receives a written or oral report or complaint of discrimination or related retaliation shall promptly report it to the Office of General Counsel."  We have changed that statement to say "any employee" as it is every employee's responsibility to make sure that concerns are properly forward to be addressed once they are made aware of them.

3) 14.9 Camera Phone and Related Technology (Eliminated) Policy Section 14.0 Subsection 14.9

Effective September 9, 2014

  • Policy unnecessary. This policy simply restates current law.

4) 11.18 Mobile Devices and Data Service Plans (Eliminated) Policy Section 11.0 Subsection 11.18

Effective September 9, 2014

  • Policy unnecessary as this process should be a departmental procedure.

5) 7.10 Grading Policy (revised)  Policy Section 7.0 Subsection 7.10

Effective July 1, 2014

  • Revised the Withdraw and "I" policy language. 
  • Language regarding the potential impact of W grades on financial aid and at transfer schools was added. 
  • A statement indicating that the incomplete grade is only applicable in extenuating circumstances was added.  A statement regarding the approximate portion of the course that must be completed (90%) in units of time or points before an incomplete grade can be assigned was added.

6) 8.18 Children in the Classroom (revised)  Policy Section 8.0 Subsection 8.18

Effective July 1, 2014

  • This policy was revised to include a classroom and campus policy.  Children accompanying visitors, employees or students of GRCC must be under the constant supervision of a responsible adult while on GRCC property.

7) 8.27 ACT Cut Scores(revised)  Policy Section 8.0 Subsection 8.27

Effective July 1, 2014

  • This policy was reviewed and upon review of bench marking data, the team determined that GRCC's ACT composite score of 18 was consistent with other community colleges. No change was made.

8) 8.5 Student Rights/Program Requirements-Catalog Year (new) Policy Section 8.0 Subsection 8.5

Effective July 1, 2014

  • This policy clarifies for GRCC students what program requirement will be used for their graduation audit, to allow students to align their course selections to these Catalog requirements.

9) 3.8 Audiovisual Captioning Policy (revised)  Policy Section 3.0 Subsection 3.8

Effective July 1, 2014

  • Captioning in a given situation may be Required, Advised, or Not Required, as indicated in the full policy.  This policy complies with a federal mandate to provide access to equal and effective communication for all students, staff, and community members.  The purpose of this policy is to make the campus community aware of our responsibility, resources available to address shortcomings, and appropriate courses of action to take in select scenarios. 

10) 6.4 Sexual Misconduct (revised)  Policy Section 6.0 Subsection 6.4

Effective September 16, 2014

  • Amended in 2014 to implement changes to the Clery Act made by the Violence Against Women Reauthorization Act of 2013 (VAWA)
  • Amended the investigation procedures to provide legally required procedural rights for both parties
  • Outlined reporting options and for victims and for those receiving the complaint, including recommended steps following any act of sexual misconduct
  • Outlined the institutional response to complaints of sexual misconduct
  • Added a statement that the institution prohibits the crimes of dating violence, domestic violence, sexual assault, non-consensual sexual contact, sexual exploitation and stalking, including the applicable definitions under Michigan law.
  • Added the definition of consent, in reference to sexual activity
  • Outlined awareness and prevention programs for ongoing employee and student education including bystander intervention and risk reduction
  • Outlined who are “confidential/privileged employees” for reporting on campus and the reporting requirements for all employees.
  • References separate document listing community and GRCC resources

11) 3.0 Copyright  (revised)  Policy Section 3.0 Subsection 3.0

Effective November 18, 2014

  • Reduced redundancy
  • Fixed formatting
  • Moved Audit section to beginning
  • Clarified labeling responsibility
  • Corrected cross-references
  • Improved consistency of capitalization
  • Updated office names
  • Checked URLs
  • Revised definitions
  • Removed obsolete forms
  • Updated dates associated with policy history
  • Standardized applied styles
  • Reduced the total number of pages (33 in 2004, 17 in 2012, 10 in 2014)
  • Added page numbering

12) 12.8 Events on Campus and Amplified Sound (revised)  Policy Section 12.0 Subsection 12.8

Effective February 3, 2015

  • The appeal process has been eliminated, as the Provost decision is final.
  • Changed the number of weeks to submit the original request from five to four.
  • Changed the notification of all staff to the appropriate staff.
  • Added the Lakeshore Campus to the Policy.


13) 15.1 Personally Identifiable Information(revised)  Policy Section 15.0 Subsection 15.1

Effective February 3, 2015

  • Replaced “All electronic files that contain Protected PII will reside within a GRCC information system. Do not store PII on the S: or J: network drives.”  With “All electronic files that contain Protected PII will reside within a protected GRCC information system location.”

14) 3.7 Contracting Authority(revised)  Policy Section 3.0 Subsection 3.7

Effective February 10, 2015

  • Added provision which requires agreements for goods or services in excess of $1000 to be authorized by the Budget Control Officer and reviewed by the Director of Purchasing.  This change makes this policy consistent with the Purchasing Policy.

15) 11.15 Purchasing Policy(revised)  Policy Section 11.0 Subsection 11.15

Effective February 10, 2015

  • Added provision under Procedures (Section X, paragraph F) requiring best economic approach, e.g.  purchase vs. lease alternative analysis
  • Added provision under Procedures (Section X, paragraph F) for periodic review for procurement duplication
  • Updated non-discrimination paragraph to reflect updated EEO statement

16) 11.6 Use of College Equipment off College Property(revised)  Policy Section 11.0 Subsection 11.6

Effective February 10, 2015

  • Format Changes
  • Updated “use agreement” under Related Documents to “Acceptable Use Agreement”
  • Removed VP Finance/Admin from contacts
  • Added Procurement Specialist to contacts
  • Deleted cell phones and palm pilots (college no longer provides)
  • Added provision under Section X, Paragraph C, subsection 1 to include statement “college equipment assigned to employees for their normal daily work is exempt from this procedure.”

17) 14.5 Campus Closing Due to Inclement Weather & Emergency Conditions(revised)  Policy Section 14.0 Subsection 14.5

Effective February 10, 2015

  • Added provision under Section X, Paragraph B, subsection 1 to include delayed start option
  • Modified factors considered in the decision to close: Removed evaluation of local businesses closing and added consideration of the current weather conditions and anticipated length of storm
  • Modified statement under Section X, Paragraph B to indicate 5:30 AM as a target decision time (the decision may not always be made at that exact time).

Policies 2013-2014

1) 11.15 Purchasing Policy  (Revised) Policy Section 11, Subsection 11.15

Effective August 20, 2013

  • Reorganized sections for ease of accessing information.
  • Added provision prohibiting use of college resources  for charitable donations or sponsorships unless approved in advance by the President or designee.
  • Added requirement that all products and services must be universally accessible
  • Updated link to  City of Grand Rapids - Office of Diversity and Inclusion
  • Revised language for  Personal Gifts (section L).
  • Revised language for Purchase of Gifts (section O)
  • Revised language and order for Procurement/Travel Cards (section M)
  • Revised language in Section VI Who should read this policy to include All GRCC staff that influence, authorize and/or execute purchases.
  • Included section addressing Accessible Electronic Information Technology
  • Added Purchasing Policy Attachment B – MLBE Guidelines

2) 14.6 Hazard Communication (Revised) Policy Section 14, Subsection 14.6

Effective August 20, 2013

  • Revised the policy statement for clarification regarding the expectation that employees are to be aware of the hazardous chemicals they may encounter in the normal course of their employment and procedures established for appropriate response to these hazards.
  • Simplified references to the GRCC Right to Know Program Document

3) 3.7 Contracting Authority Policy (new) Policy Section 3, Subsection 3.7

Effective September 3, 2013

  • Ensures that contracts that obligate College time or resources receive appropriate review and are signed by appropriate College officials.
  • Defines contracts to include: MOUs, affiliation agreements, clinical agreements, leases, partnership agreements, articulation agreements
  • Only the President, EBCO or their designees may sign contracts.
  • Purchasing agreements that do not obligate the College beyond the current fiscal year and do not have renewal provisions may be signed by the BCO without prior review and approval. 
  • The Executive Director of Purchasing may request review of agreements that contain unusual or complex terms and conditions.
  • Establishes a process and timeline for contract review by general counsel and appropriate EBCO.

4) 14.5 Closing Campus Due to Severe Weather Conditions (revised ) Policy Section 14.0, Subsection 14.5

Effective November 12, 2013

  • The policy used to be the "Inclement Weather" policy.  Now, it applies to campus closings due to weather or other "emergency" types of events.  (power outages, mechanical failures, etc)
  • The "weather delay" option has been removed
  • Decision making criteria has been added for inclement weather and other events
  • Information regarding facilities staff reporting has been added
  • Definition section has been expanded

5) 11.16 Tax Sheltered Annuities (revised) ) Policy Section 11, Subsection 11.16

Effective November 12, 2013

  • VIII. Contacts - Updated with new contact information
  • X. Procedures - Revision to wording concerning mailing list

6) 14.3 Complaints Regarding Violations of Privacy and Confidentiality (HIPAA) (revised) Policy Section 14, Subsection 14.3

Effective November 12, 2013

  • VII. Related Document - Added link to GRCC website
  • VIII. Contacts - Updated with new contact information
  • X. Procedures - Updated with new telephone number
  • XII, XIII, XIV - Added – These areas were not in previous document.

7) 14.4 Sanctions for Violations of Confidentiality – Recommendation to eliminate this policy. Policy Section 14, Subsection 14.4

Effective November 12, 2013

8) 14.10  Service Animals (revised) Policy Section 14, Subsection 1410

 Effective November 12, 2013

  • Distinguishes between a service animal (dog) and other comfort animals.
  • Added provision regarding Miniature Horses
  • Clarified decision making authority regarding the appropriateness of a service animal.
  • Complies with Department of Justice revised regulations on the Americans with Disabilities Act (ADA) for Title II and Title III
  • Provides notice that the College must permit service animals to accompany people with disabilities in all areas where members of the public are allowed to go.
  • Provides guidance about the three questions employeesare permitted to ask regarding a service animal.

9) 8.17 Academic Standing Policy (revised) Policy Section 8, Subsection 8.17

 Effective November 12, 2013

  • From one year suspension to two semesters
  • Early return option after one semester or session suspension with required enrollment in CLS 102 or PY 97 (if required and not passed)
  • Early return student is limited to eight (8) total credits for the semester or session and a student could go back to FT status after the early return semester.
    Effective Winter 2014

10) 3.5 Tobacco Free Environment (revised) Policy Section 3, Subsection 3.5

Effective December 17, 2013

  • Updated title to reference Tobacco and E-Cigarette Free
  • Updated to include medical marijuana
  • Updated to include e-cigarettes
  • Added definitions for medical marijuana and e-cigarettes
  • Struck outdated term “Learning Academy”
  • Struck information related to tobacco free card distribution
  • Struck the word “tobacco” to refer to the policy being inclusive of more than tobacco


11) 11.3 Professional and Institutional Memberships (revised) Policy Section 11, Subsection 11.3

Effective December 17, 2013

  • Add and any applicable employee reimbursement to last sentence
  • Change to Vice President for Finance and Administration
  • Change NA to None
  • Change personal to personnel in the last sentence
  • Delete Professional
  • Add Updated December 2013
  • Change to December 2018


12) 12.7 State of Michigan Capital Outlay Request Process(revised) Policy Section 12, Subsection 12.7

Effective December 17, 2013

  • Committee proposes to eliminate this policy as it is no longer necessary and the College does not have official policies for many of our other required state/federal submissions. 

13) 11.19 Lobbying(revised) Policy Section 11, Subsection 11.19

Effective January 21, 2014

  • Format Changes
  • Policy statement taken directly from federal grant certification forms.


14) 11.20 Supplanting of Federal Funds(revised) Policy Section 11, Subsection 11.20

Effective January 21, 2014

  • Format changes
  • Removed reference to the Carl D. Perkins Vocational and Applied Technology Education Act because provisions prohibiting supplanting state or local funds with federal monies apply to all federal grants.
  • Policy Owner changed from Provost to VP for finance and administration

15) 11.7 DISPOSAL OF SURPLUS, USED OR OBSOLETE FURNITURE AND EQUIPMENT(revised) Policy Section 11, Subsection 11.7

Effective February 11, 2014

  • Format changes
  • Removed VP Finance/Admin from contacts
  • Added Procurement Specialist to contacts
  • Added recycling as an option for obsolete equipment
  • Removed annual sale as an option for the sale of equipment
  • Added GRCC Online Store as an option for the sale of equipment

16) 6.24 Drug and Alcohol Policy(revised) Policy Section 6, Subsection 6.24

Effective February 28, 2014

  • Expanded to cover volunteers.
  • Addresses use as well as abuse of controlled substances.
  • Provides clear investigatory procedures for incidents involving both students and staff.
  • Penalties are consistent with GRCC's Misconduct policy re: zero tolerance offenses.
  • Removed language related to evaluation of Drug and Alcohol Prevention Program from the policy. This will be incorporated into the annual DAPP document that will be shared with all students and staff as required by law.

17) 11.2 Personal Information Privacy (eliminate) Policy Section 11, Subsection 11.2

Effective April 15, 2014

  • Recommendation is to eliminate as no longer necessary
  • We have separate guidance around HIPPA that did not exist when the policy was first drafted
  • Most of this policy is  covered in the more current IT Policy 15.1  regarding Personally Identifiable Information


18) 11.12 Budget Adoption(eliminate) Policy Section 11, Subsection 11.12

Effective April 15, 2014

  • Recommendation is to eliminate as this is not necessary as a college policy.  We do not hold people accountable for “violations”
  • Budget adoption is covered by State law.  The internal processes to meet state requirements may vary from year to year.
  • The policy will be converted to a work instruction for reference by finance personnel.


19) 11.21 Enterprise Print Management(eliminate) Policy Section 11, Subsection 11.21

Effective April 15, 2014

  • Eliminate and replace with departmental guidelines
  • The policy provides guidance to staff using enterprise print management services, but we do not hold people accountable for “violations”
  • Enterprise Print Management services change and require frequent updates.  Guidelines are more appropriate to suit the purpose of the EPM system than a GRCC policy.

20) 11.8 Investment Policy(revised) Policy Section 11, Subsection 11.8

Effective April 15, 2014

  • Eliminated requirement for written approval from the Vice President of Finance and Administration for other wire activity in excess of $4,000,000. 

21) 3.2 Non Discrimination on the Basis of Disability(New) Policy Section 3.0, Subsection 3.2
Effective April 15, 2014

  • Robust policy statement detailing GRCC’s commitment to nondiscrimination in all programs, services or activities offered by the college including employment opportunities.
  • Clear statement prohibiting retaliation against individuals who file complaints against the institution, exercise their rights under the ADA or Section 504 or participate in an investigation.
  • Includes definitions for Complaint, Disability, Major Life Activity, Essential Abilities and Technical Standards, Essential & Marginal Functions and Qualified Individual with a Disability.
  • Includes Procedures for Accommodation (Student/Faculty & Staff) and Complaints (Student/Faculty & Staff)
  • Links to applicable policies and forms

22) 8.3 College Sponsored Student Travel (Revised) Policy Section 8.0, Subsection 8.3

Effective June 17, 2014

  • Clarified the overall purpose as instructional operations
  • Defined the four types of college sponsored travel as it relates to instruction
  • Delineated this policy from risk management policies and procedures
  • Defined the ownership of the policy
  • Refined the policy to ensure that it supports Student Life activities that require travel
  • Created procedures that centralize Study Away events

Policy Management New/Updated Policies 2012-2013:

1)      6.7 Conflict of Interest Policy  (Revised) Policy Section 6, Subsection 6.7

Effective August 8, 2012

  • Separated "Misconduct" provisions into a separate "Misconduct" policy
  • Added references to professional organization codes of ethics for financial aid, admissions and recruitment staff.
  • Added detail regarding financial conflicts of interests
  • Added additional guidance regarding supplemental employment


2)      6.23 Misconduct Policy (New policy) Policy Section 6, Subsection 6.23

Effective August 8, 2012

  • Separated "Misconduct" provisions from the Conflict of Interest Policy
  • Modified zero tolerance provision to clarify that only “verified” and “intentional” listed acts are treated as “zero tolerance offenses”


3)      11.1 Employee Reimbursement Policy(New policy) Policy Section 11, Subsection 11.1

Effective August 8, 2012

  • This policy was separated from the current Travel Policy
  • Language was added to Section III Policy Statement requiring that travel covered by agreements and bargaining units shall be in accord with the conditions of said agreement
  • Added definition of “Federal Per Diem Rates” to Section IX Definitions
  • Clarified guidelines for reimbursable claims in Section X Procedures
  • Added “reasonable internet services required to do business” as a reimbursable expense in H of Section X Procedures
  • Added Electronic Application for Leave of Absence, Employee Reimbursement Request Form, Employee Mileage Reimbursement Request Form,  & Adjunct Faculty Mileage Reimbursement Request Form under Section XI Forms


4)      11.1a Food and Beverage Policy (Revised) Policy Section 11, Subsection 11.1a

Effective August 8, 2012

  • Combined current “Food & Beverage Standards” and “Retirement Reception Guidelines” into one policy.
  • Added Purchasing Policy and Procurement Card Agreement, Travel Card Agreement, & BOT Policies under Section VII,  Related Documents
  • Removed requirement for  EBCO prior approval under Section X
  • Eliminated retirement reception maximum cost table based on years of service and replaced this with a flat maximum of $720/per retiree.
  • Added  Employee Reimbursement Request & Food Function Form to Section XI Forms


5)      11.4 Travel Policy(Revised) Policy Section 11, Subsection 11.4

Effective August 8, 2012

  • Separated “Employee Reimbursement” provisions into a separate policy.
  • Added language to Section III Policy Statement requiring that travel covered by agreements and bargaining units shall be in accord with the conditions of said agreements.
  • Added definitions of “Reasonable and Customary Expenditures” and “Federal Per Diem Rates” to Section IX Definitions.
  • Added language regarding requirements for leave of absence forms in Section X Procedures
  • Added rule regarding reimbursement claims to Section X Procedures
  • Added Electronic Application for Leave of Absence, Employee Reimbursement Request Form, Employee Mileage Reimbursement Request Form & Adjunct Faculty Mileage Reimbursement Request Form in Section XI Forms
  • Added all Bargaining Unit Agreements, 11.1 Employee Reimbursement Policy, 11.15 Purchasing Policy, Procurement Card Agreement, Allowable Mileage Form & Travel Card Agreement to Section VII Related Documents.


6)      9.3  Grand Rapids Community College Foundation (Revised) Policy Section 9, Subsection 9.3

Effective September 18, 2012

  • There are no substantive changes to the policy.
  • The policy recognizes that the GRCC Foundation exists to support the College.
  • The GRCC Foundation’s By-Laws establish it as a Michigan non-profit organization that exists to support the College. The Policy indicates the dates the By-Laws were most recently modified.
  • GRCC employees, the GRCC Board of Trustees, and the GRCC Foundation Board of Directors should be aware of the policy.


7)      9.10  Contributions to the College (Revised) Policy Section 9, Subsection 9.10

Effective September 18, 2012

  • The primary changes to the policy include: 1) moving it from the “old” format to the “new format; and, 2) changing the numbering and associated sections/subsections (11.10 to 9.10).
  • The policy communicates the process for receiving and documenting gifts to the College.


8)      Drug and Alcohol Abuse Policy Highlights (New policy) Policy Section 6, Subsection 6.24

Effective September 18, 2012

  • The policy has been updated and modified to provide greater clarity to supervisors regarding concerning behaviors that may indicate substance abuse.
  • Provides students and employees with information regarding how to access community resources if they have a substance abuse problem.
  • Provides required warning regarding the dangers of alcohol and substance abuse to students and staff In compliance with the Clery Act.
  • Policy is required by the Drug-Free Workplace Act and Drug Free Schools and Communities Act
  • The use of alcohol on campus is prohibited unless specifically permitted for work or educational events or at the Heritage during regular hours.
  • Covered substances and exceptions are outlined in the policy
  • Identifies actions to be taken for refusal of pre-employment drug-screening


9)      Admissions Cut-off Date (New AGC policy) Policy Section 8, Subsection 8.20

Effective September 18, 2012

  • GRCC will not accept new student applications five business days prior to the start of a semester.
  • Allows opportunity for academic advising
  • Allows more time to deliver other needed services to students


10)      Blocking Late Enrollment (New AGC policy) Policy Section 8, Subsection 8.21

Effective September 18, 2012

  • GRCC will not allow students to enroll in a class after midnight of the day before the class meets for the second time.
  • Allows for limited swaps if the second class has not met
  • Promotes student responsibility and planning
  • Facilitates building a learning community from the start of a class

 11)      Maximum Student Credit Hour Load Per Semester (New AGC policy) Policy Section 8, Subsection 8.22

  • Students who want to enroll in more than 18 hours in a semester must get permission from the appropriate Associate Dean.
  • Student success rates are negatively impacted when students enroll in too many credits in a given semester.


12)      Freedom of Information Act Policy (Revised)Policy Section 6.0, Subsection 6.19

Effective October 17, 2012

  • Corrected format
  • Clarified language throughout policy
  • Moved paragraph regarding cooperation with federal agencies from Section IV Entities Affected by this Policy to Section XI Procedures


13)      Reporting Child Abuse and Neglect Policy (new policy) Policy Section 14.0, Subsection 14.15

Effective October 17, 2012

  • This is a new policy developed because GRCC faculty and staff  have increasing contacts with minors through our Middle College program and other GRCC programs and services.
  • State law defines “mandated reporters” of abuse and neglect. This policy will require all faculty and staff to report suspected abuse.
  • Provides contact information for making reports.
  • Provides information on how to identify abuse and neglect


14)      Personally Identifiable Information Policy (PII) (new policy) Policy Section 15.0, Subsection 15.1

Effective October 17, 2012

  • This is a new policy that has been developed to reduce risk when handling confidential data
  • Provides students and employees and contractors with information on how to avoid risky business practices when working with PII
  • Policy supports compliance with PCI-DSS, HIPAA, FERPA and GLBA
  • Policy defines public and protected PII
  • Encourages identification and modification of current risky business practices with help from the Information Security Department
  • This will be the first policy in a new policy section:  Information Technology


15)      Prior Learning Assessment Policy (New AGC policy) Policy Section 7.0, Subsection 7.15

Effective October 17, 2012

  • Recognize respect for skills and knowledge acquired outside traditional classroom settings
  • Award academic credit for college level learning which leads to degrees
  • Comply with Higher Learning Commission Criteria: Academic Programs-Quality, Resources and Support (3-1.g)

16)      Utilizing the Freedom of Information Act to Request Information on Behalf of the College (new policy) Policy Section 6.0, Subsection 6.25

Effective November 6, 2012

  • New Policy
  • Addresses situations when the FOIA is used by an individual in his/her capacity as an employee of GRCC to request information from other public institutions.
  • Designates the Office of the General Counsel as the single point of contact to send and receive FOIA requests on behalf of GRCC.


17)      Student Medical Withdrawal (new policy) Policy Section 8.0, Subsection 8.23

Effective November 6, 2012

  • New Policy
  • Provides notice to students regarding criteria for requesting medical withdrawal from classes
  • Provides guidance to administration regarding circumstances when medical withdrawals will be considered.
  • Provides consistent criteria for granting medical withdrawals to ensure integrity of academic transcripts

18)       Web Accessibility Policy (new) Policy Section 15.0, Subsection 15.2

Effective February 13, 2013

  • GRCC's web accessibility policy provides students, faculty, and staff a clear definition of what web accessibility is and why it is necessary.
  • This policy mandates that all of GRCC’s web content should meet W3C WAI's Web Content Accessibility Guidelines 2.0, Level AA conformance.
  • The Americans with Disabilities Act (ADA) and the 1998 amendment to the Rehabilitation Act of 1973 (Section 508) requires GRCC to provide individuals with disabilities access to information that is comparable to the access and experience available to others.


19)       Privacy and Access to Student Records (revised) Policy Section 8.0, Subsection 8.6
Effective February 13, 2013

  • Policy was modified to new policy format (The policy was last updated in 1991)
  • Made changes to conform to new FERPA regulations that have gone into effect since the policy was last updated.
  • Provided definitions to various key phrases
  • “Directory Information Stop Card” was changed to the current “FERPA Release Form”.  Also, old policy states; “The Card must be filed by February 1 of the year in which the student intends to graduate” this was eliminate as students may file a FERPA Release Form at any time.
  • Enhanced the scope of what GRCC will consider “Directory Information” from what was stated in the ‘old’ policy.
  • Added under “Reason for Policy” student rights with respect to education records.
  • Added changes to the policy on Authorized Representatives and the definition of an education program
  • Added Guidelines for Faculty and Staff
  • Added information on Subpoenas


20)       Title IV Loan School Code of Conduct (revised) Policy Section 6.0, Subsection 6.6

Effective February 13, 2013

  • Added policy owner
  • Made minor formatting corrections
  • Added to a 4 year review cycle

21)        Building Access Policy  (Revised) Policy Section 14.0, Subsection 14.14

Effective March 18, 2013

  • Includes definitions of standard and extended access (along with the process to get extended access). The changes are directly related to Department Heads, Directors, Executive Directors, and Associate Deans being responsible for initiating and/or authorizing access.   
  • Standard Access: All staff and faculty will have access to GRCC buildings during standard hours of operation. Standard hours are considered 6 A.M. to 10 P.M. Monday through Thursday, and 6 A.M. to 9 P.M. on Fridays. Weekend and later weekday hours will exist for all regularly scheduled classes and approved scheduled events.
  • Extended Access: Employees may request access for Saturdays and Sundays from 8 A.M. to 9 P.M. by completing the "Extended Access Request Form".  The form MUST be approved by the employee's Executive Director or Associate Dean and submitted to Campus Police.
  • Extended access is intended for faculty and administrative staff for class preparation and other administrative duties.
  • Extended access must be requested/renewed at the beginning of each academic year, but new requests can be processed throughout the year as the need arises.
  • Department Heads, Program Directors and Immediate Supervisors will be responsible for initiating the access process for their employees as the "Requesting Party" on the Access Request Form.
  • Campus Police must receive a signed access request form authorized by the Executive Director or Associate Dean, before a key is issued, or RaiderCard Access is granted.

22) Records Management (new) Policy Section 3.0, Subsection 3.6

Effective March 18, 2013

  • New Policy
  • A records retention and destruction schedule is being developed and we hope to have State approval, as required by law, by July 1, 2013.
  • This policy will make employees aware of the need to systematically retain and destroy college records and their individual responsibilities as custodians of college records.


23) Facility Use Policy (new) Policy Section 12.0, Subsection 12.9

Effective April 16, 2013

  • This is a new Policy
  • The “Facility Use and Fee Structure” document  was never a policy;  the process for approval for use and related fee structures was not consistent across campus facilities
  • The previous “Facility Use and Fee Structure” document has not been reviewed/updated since December 2001.  
  • Proposed policy establishes facility use intent, prioritizes use hierarchy and establishes expectations for fees
  • This policy will apply to all campus facilities.
  • GRCC’s fee structure must still be reviewed and updated. 
  • A fees and procedures document will still need to be developed.

24) Tuition and Fees (revised) Policy Section 10.0, Subsection 10.1

Effective April 16, 2013

  • A provision for a separate dual enrollment rate was incorporated into the revised policy (item #4)
  • The statement around universal fees was clarified (item #5)
  • The statement indicating that any student that is not a United States Citizen will be charged out of state tuition was eliminated, and the section describing acceptable documentation to prove residency was expanded.
  • The policy statement has been expanded to reference job training and construction trades.

25) FMLA Policy (revised) Policy Section 6.0, Subsection 6.14

Effective August 6, 2013

  • Updated to provide more detailed information around the federal guidelines, procedures, and the process.
  • Newly added provisions related to military service
  • Measurement period changed from rolling calendar year to fiscal year effective July 1, 2013.


26) Open Flame policy (revised) Policy Section 14.0, Subsection 14.12

Effective August 6, 2013

  • Added Sneden and White Halls


27) Energy Conservation (revised) Policy Section 11.0, Subsection 11.9

Effective August 6, 2013

  • Revised policy statement for greater clarity
  • Changes are noted in Section XIII


28) Tuition Refund Policy (revised – last revised in 1995) Policy Section 10.0, Subsection 10.5

Effective August 6, 2013


  • Policy re-written to:
    • Ensure consistency in administering refunds.
    • Inform students of the circumstances under which refunds may be granted.
    • Inform students of the process to seek refunds.
  • Requests for refunds outside of the withdrawal periods must be made using the refund appeal process.
  • Refund appeals will be granted for fewer extenuating circumstances (e.g. job change, relocation, loss of transportation). Extenuating circumstances for which refunds will be considered are listed on the appeal form for a student to review when considering making an appeal.
  • (process change) Data coding for refunds was changed to improve future tracking of number of students, extenuating circumstances and refund amounts.
  • (process change) Letters will be sent to each student documenting appeal outcome for tracking and improved communication
  • (process change) There is now a single point of contact for students to initiate an appeal.
  • (process change) New standardized form and access on web
  • Timelines for appeals have been added


29) Medical Withdrawal Policy(revised) Policy Section 8.0, Subsection 8.23

Effective August 6, 2013

  • Changes were made to ensure consistency between Tuition Refund Policy and Medical Withdrawal policy. 


30) Criminal Background Check Policy (revised) Policy Section 6.0, Subsection 6.20

Effective August 6, 2013

  • Policy Statement modified to expand the scope of the policy to address all circumstances when background checks will be used for both students and staff.
  • Included information regarding background checks for study away programs throughout the policy.


Policy Management: New/Updated Policies 2011-2012:

1) Harassment (Revised) Policy Section 6, Subsection 6.3

Effective September 13, 2011

  • This revision incorporates language defining bullying as actionable harassment and provides examples of bullying behavior.
  • “Cyber bullying” through the use of technology is specifically prohibited.
  • “Bullying” is defined as:  

  systematic intentional behavior that may take many forms, including but not limited to, repeated unwanted physical, verbal, or written acts which are hostile or offensive, targeted at an individual or group and creates an intimidating and/or threatening environment which produces a risk of psychological and/or physical harm. Bullying may manifest as cyber stalking or cyber bullying as well as excluding behaviors such as ignoring or dismissing individuals or groups.  


2) Administrator Code of Ethics (new) Policy Section 6, Subsection 6.21

Effective October 4, 2011

  • Applies to all administrators, Vice Presidents and President
  • Patterned after Faculty Code of Ethics previously adopted by the Academic Governing Council
  • The Code is aspirational, educational and regulatory
  • The Code addresses administrators’ responsibilities to guard the institution’s academic mission and to serve as good stewards of the College’s resources.


3) EEO Policy (Revised) Policy Section 6, Subsection 6.2

Effective November 15, 2011

  • Updated to include newly protected characteristics (”genetics”)
  • Includes investigation procedure (modeled after procedure set forth in harassment policies)
  • Includes links to relevant statutes (state and federal)
  • Clearly prohibits retaliation for filing or participating in an investigation
  • Includes policy holder: EEO Officer Eric Williams


4) Sexual Misconduct Policy (Revised) Policy Section 6, Subsection 6.4

Effective March 16, 2012

  • Changed title to “Sexual Misconduct Policy”
  • Added descriptions of sexual misconduct
  • Added sentence to section A of IX  Definitions which describes who may be affected by sexual misconduct
  • Added Section I to IX Definitions which provides further examples of sexual misconduct
  • Added #3 to Section A of X Procedures stating that complaints from students will be investigated by the Conduct Office consistent with the process established in the Student Code of Conduct.
  • Added sentence to #5 of Section C of X Procedures stating that the validity of a complaint involving a student shall be determined in accordance with the process set forth in the Student Code of Conduct .


5) Course Credit Hour Definition (New AGC) Policy Section 7, Subsection 7.13

Effective April 16, 2012

  • Policy defines a credit hour and gives value to the amount of work represented in learning outcomes and is verified by evidence of student achievement of those outcomes. 
  • A credit hour requires a minimum of one hour of direct faculty instruction and two hours of out-of-class student work each week for the equivalent of fourteen weeks.
  • Clinicals require a minimum of 1.75 hours of student participation each week for the equivalent of fourteen weeks for each credit hour.
  • Laboratories, Music Ensembles, Studios, Practica, Internships, and Fieldwork require a minimum of 2 hours of student participation each week for the equivalent of fourteen weeks for each credit hour.
  • Co-ops require a minimum of 5 hours of student participation each week for the equivalent of fourteen weeks for each credit hour.
  • Lecture/Labs are a way to implement an instructional strategy particular to a discipline.  The department/program defines the credit hour/contact hour ratio according to the type of work required of students to meet the outcomes of those courses.


6) Seminar Courses (New AGC) Policy Section 7, Subsection 7.13

Effective April 16, 2012

  • Policy is intended ensure the quality of the College curricula and the means to offer courses in special topics.
  • Curriculum: A seminar course focuses on a topic that is not included and/or studied in depth in the discipline’s regular course offerings. 
  • Student: Students may not use more than twelve (12) credits of a combination of Seminar and Independent Study courses toward the fulfillment of the requirements for any associate’s degree. 


7) Firearms, Explosives or Weapons (Revised) Policy Section 14, Subsection 14.2

Effective May 14, 2012

The policy committee reviewed this policy and determined that simplifying the policy language would provide a clear understanding that weapons of any kind are prohibited on campus.

  • Changed title to “Firearms, Explosives or Weapons”
  • Removed language that created ambiguity relating to restrictions of weapons on campus
  • Included definition of a firearm


8) ESP Code of Ethics (New) Policy Section 6, Subsection 6.22

Effective May 14, 2012

  • New policy which details principles of appropriate conduct expected of all ESP members.
  •  Provides rationale for each principle.
  • Provides a process for reporting concerns regarding  non-compliance with the policy


9) Dual Enrollment Policy (Revised – AGC) Policy Section 8, Subsection 8.1

Effective May 14, 2012

  • Changed policy title from “Early College” to” Dual Enrollment” to accomplish alignment with the state legislative terminology.
  • The list of courses available for Dual Enrolled students were removed from the policy and replaced with a link. This provides easier access and ability to keep the   course listing current.
  • The application fee references were removed from the procedure section to reflect the current no fee application practice.
  • Application deadlines were corrected to reflect current practice


10) Copyright Policy (Revised) Policy Section3, Subsection 3.0

Effective June 5, 2012

  • Retained only general content in the Policy Statement section
  • Moved contents of Section B through F of the Policy Statement to the Procedures
  • Updated Section F to include process of how to verify coverage under GRCC’s annual copyright license
  • Added Section G to the Procedures which references Permission Request for Duplication of Print Materials
  • Added Procedure for affixing copyright statement to copiers
  • Moved FAQ to an LLC web page and added the link under related documents
  • Converted all FAQ topics to questions
  • Includes requirement for periodic audits of copyright compliance
  • Added revision date
  • Added "Students" to the Who Should Read This Policy section
  • Added 2 URLs to the Related Documents section: 
    1.GRCC Information Technology Acceptable Use Agreement

          2. GRCC Student Code of Conduct

Policy Management: New/Updated Policies 2010-2011:


1)      Naming Policy (Update) Policy Section 9, Subsection 9.9

Effective August 2010

  • Guides the consideration and acceptance of all gifts made to the GRCC Foundation.  The GRCC Foundation Guidelines for Naming Based on Monetary Gifts guide the decisions regarding appropriate gift levels to merit naming opportunities for GRCC facilities, rooms, and programs.


2)      Sexual Harassment Policy (New) Policy Section 6, Subsection 6.4

Effective October 2010

  • Sexual Harassment is a form of harassment that has always been prohibited by GRCC’s College Harassment policy as well as State and Federal law.  A separate Sexual Harassment Policy has been developed to provide greater clarity about what constitutes prohibited sexual harassment.
  • Consensual Relationships: The new Sexual Harassment Policy prohibits consensual sexual or dating relationships where there is an institutional power difference between the parties involved. Relationships with this power disparity may cast doubt on the objectivity of the supervision and evaluation provided, and may result in claims of sexual harassment and questions about the voluntariness of the relationship.
  • Duty to Report: Any Supervisor who receives or becomes aware of a complaint of sexual harassment or other violation of this policy should report the complaint to the Office of the General Counsel as soon as possible and normally within three workdays.  All complaints of sexual harassment, investigation documents and documents relative to the resolution of the complaint will be maintained in a confidential file in the Office of General Counsel.
  • False Statements:  Knowingly making false allegations of sexual harassment or providing evidence with the knowledge that it is false is also a violation of this policy and will subject a person to disciplinary action.
  • Disclosure of Current Prohibited Consensual relationships: In the event that a prohibited consensual relationship is in existence at the time of the adoption of this policy, the supervisor must disclose the relationship to the appropriate supervisor and initiate arrangements to address any conflict of interest issues. 


 3)      Harassment Policy (Update) Policy Section 6, Subsection 6.3

Effective October 2010

  • GRCC’s Harassment Policy continues to remain in effect (and has been updated) to proscribe all forms of harassment, including bullying. 


4)      Development and Issuance of College Policies (Update) Policy Section 4, Subsection 4.1

Effective October 2010

  • Simplifies policy development and revision process
  • Modifies membership of Policy Advisory Committee to include representatives from each of the College’s bargaining groups
  • Differentiates the processes for developing administrative policies and for developing academic polices, consistent with AGC by-laws


5)      Computer and Network Acceptable Use Agreement  (Update)


6)      Acceptable Use of Technology  (Update)

Effective February 2011

  • New language regarding GRCC 's expectations for the use of social media by students and staff.
  • New language regarding all forms of technology (new and emerging), including activity conducted on wireless networks provided by GRCC


7)      Investment Policy (Update) Policy Section 11, Subsection 11.8

Effective February, 2011

  • Updates employee titles.
  • Revises provisions to ensure consistency with legislated changes to the investment statute for Michigan community colleges, effective December of 2009.
  • Provides enhanced flexibility to:
    • Allow the use of financial institutions outside Kent County;
    • Eliminate the requirement to obtain a minimum number of quotes for all investment purchases
    • Allow investment amounts to be based on payroll requirements, available rates and the security of principal.


8)      Revised: Purchasing Policy   Policy Section 11, Subsection 11.15

Effective February, 2011

  • Updates supplier non-discrimination clause to match GRCC EEO policy.
  •  Modifies language to allow for advertisement /solicitation/acceptance of bids in appropriate media (online - e.g.
  • Adds $25 limit on personal gifts from suppliers.
  • Prohibits the use of College funds to purchase gifts and gift cards except for student incentives.  The purchase of gift cards for student incentives requires EBCO approval.
  • Adopts Micro Local Business Enterprise bid discount to provide enhanced competitiveness for suppliers engaging certified MLBEs.
  • Adds language to allow bids to be postponed for extraordinary circumstances (e.g. - extreme weather)


9)      Criminal History Check Policy (New) Policy Section 6, Subsection 6.20

Effective April, 2011

  • Codifies GRCC’s current practices regarding conducting criminal background checks for new employees and students entering health and education programs as well as the Police Academy.
  • Directs persons to websites where they can obtain more specific information pertaining to unique departmental criminal history screening procedures.


10)   Attendance Policy (Revised and AGC Adopted)  Policy Section 8, Subsection 8.8A – Faculty Attendance and 8.8B – Student Attendance

Effective August 2011


11) Campus Closing Due to Inclement Weather Conditions (Revised) Policy Section 14, Subsection 14.5

Effective March 22, 2011

  • Updates Procedures to allow for a morning delay in inclement weather.
  • In the event of a  morning delay,  employees report for work at 10:00 (campus opens) and classes that begin after 11:30 AM run as scheduled.


12) No Show Notation (New) Policy Section 8, Subsection 8.19

Effective May 12, 2011

  • NS is designed to identify students who register for classes, but do not attend any sessions and do not drop or withdraw from class.
  • NS would effect financial aid eligibilities
  • NS notations would be final and students would not be allowed to enter class once NS is issued.