Policy Updates

September 2016 policy updates

6.24 Drug & Alcohol Policy (revised):

  • Adding definition of “student” to section IX. Definitions (which was provided by Lina Blair)
  • Added this sentence under X. Procedures:  The College will conduct a Biennial Review, provide a report to Cabinet, and post the Biennial Review on the College Drug and Alcohol website by the end of each calendar year. 

6.4 Sexual Misconduct Policy: September 2016 Revisions as recommended from Updated Clery Act Handbook

  • Section IX-E: Updated Sexual Assault definition to comply with VAWA, per updated 2016 Clery handbook recommendation. Also incorporates ATIXA-suggested definitions, which are broader than VAWA-required definition.
  • Section IX-H: Added definition of “reasonable person” under definition of stalking, also per Clery recommendation.
  • Section X-A-1: Specifying that programming is aimed at new students/employees, as well as ongoing education for all.
  • Section X-B-1: Clarifying that Title IX coordinator reports Clery information without including personally identifying information.
  • Section X-B-2: Clarifying the content of the written documentation we give reporting students and that protective measures could last throughout duration of process including going forward as sanction. Clery handbook states we need to identify specific information we provide in writing, and state details about our protective measures.
  • Section X-B-6: Clarifying that investigators and those involved in Title IX process receive regular training and will not have a conflict of interest in any case where they are directly involved. Also clarifying parties have equal notice of relevant meetings and equal access to information provided.
  • Section X-B-7: Adding language from Clery handbook that complainant and respondent receive simultaneous notification of result, and will receive notice of any changes to finding, as well as when finding becomes final.
  • Section X-B-7 (iv): Added language suggested by Clery handbook that we separate out and identify possible employee sanctions.


August 2016 policy updates

No Policy Meeting


July 2016 policy updates

11.4 Travel Policy (revised)

  • Primary change is to update language to reflect the new per diem reimbursement policy for meals.
  • Names of Documents, Definitions and Forms have been updated to reflect current information and to be consistent with the Employee Reimbursement Policy.
  • Section X.D. - indicates that travel advances are no longer an option.
  • Expenditure Limits section (1.) - explains the new per diem meal reimbursement, and references the Employee Reimbursement Policy.
  • Expenditure Limits section (5.) - refers to "EBCO", as opposed to Vice President.
  • Expenditure Limits section (6.) - clarifies that reimbursement for personal calls will only be allowed where there is an additional cost to the employee.

11.1a Food & Beverage Policy (revised)
• Under Section X, added subsections A & B
A: The following guidelines apply when using GRCC funds for food
B: The following are limitations for food expenditures related to food purchases


June 2016 policy updates

6.4 Sexual Misconduct Policy (revised):

  • Section III-A: Clarifying sentence was added specifying prohibited actions. 
  • Section III-C and going forward, “volunteers” was changed to “authorized volunteers” to clarify roles that would require training and ongoing education efforts.
  • Section III-F: Confidentiality provision- this is not a change, but given upcoming change to our counseling/advising areas, going forward, this section will mean that advisors, even those who are licensed professional counselors, will not be considered confidential employees. Only those who are licensed counselors in a counseling role at GRCC will be confidential employees.
  • In Section VIII, Contacts were updated to reflect current personnel/contact info.
  • Section IX, G: Altered definition of Consent: Word “verbalized” was removed from definition sentence, and added as a clarifying factor to determine whether agreement re: sexual activity was reached. The inclusion of “verbalized” in the definition of consent is not part of ATIXA model policy, and making this change reconciled internal inconsistencies.
  • Section X: separated portion on “Education and Prevention Programs”; separated that section from Processes section and provided more detail.
  • Section X, B- “Investigation Procedures”: description of process was separated into “Resources” and “Investigation”, and clarified.
  • Section X, B, 3; “Withdrawal of a Complaint”: considerations were clarified as to how/why college might investigate a complaint even without complainant’s consent. Added language indicating college may investigate in instances where incident is determined to “affect the college as a whole”.
  • Section XIV: Policy history updated to summarize current changes.
  • Appendix: State criminal law definitions were moved to appendix.


May 2016 policy updates

11.1 Employee Reimbursement (revised)

  • VII – Added GSA & Meal Incidental Expenses Rates
  • IX – Updated definitions to include GSA Per Diem language
  • X – Updated procedures by removing accountable language, advance language, and payment timeline.
  • X – Added language to procedures to include reimbursement time frame, per diem language, payroll language, and updated guidelines.
  • XI – Forms:  Added Online Leave of Absence form, IIPD & SSPD Grant, and Reimbursement forms.


April 2016 policy updates

10.5 Student Refunds (revised)

  • Updated contacts – Associate Director changed to Director
  • Changed web to Online Center throughout
  • IX.A. –
    • Removed “Withdraw on or before start date of class…. 100% refund”
    • Changed “Withdraw before 5% of calendar days from 75% to 100%
    • Non-refundable fees have been changed to Student Records Fee only.  All other fees have been changed to the same % as the tuition.
  • IX.B. Complete paragraph was replaced with new Title IV Funds regulations
  • IX.D. Added: Appeals submitted after this time period will not be accepted.

14.2 Firearms, Explosives, or Weapons (revised)

  • Added to V. Entities Effected by this Policy: "This policy does not apply to active enforcement officials who are carrying weapons in the course of their duties."
  • Updated VI. Who should read this policy: Faculty, Board of Trustees, Visitors, and Vendors


March 2016 policy updates

No policy meeting


February 2016 policy updates

6.1 Transgender Equal Opportunity (revised)

  • Clarified process for requesting name change (directed to Student Records Office) and added form for requests.
  • Added contact for Raider card gender designation changes or email address changes to be Director of EO Compliance, and clarified process for such requests.

14.10 Service Animals (revised)

  • Clarified exceptions to policy related to "fundamental alteration" of a program
  • Edited policy owner (Director of Equal Opportunity Compliance)
  • Clarified definitions of "Service Animal" and "Service Animal Training Requirements"
  • Included language clarifying that service animals do not need to be registered

14.14 Building Access (revised)

  • Updated policy statement to include: “maintaining a high level of security for College facilities”.
  • Moved “The President of the College or his/her designees will be responsible for maintaining procedures for securing buildings and classrooms” from a stand-alone statement at the end of the policy to the policy statement.
  • Updated procedures to state: “Access will only be available at primary or specified access points as identified per building.” To be able to properly secure the buildings when sparsely occupied.
  • Added the whole section, “Access to academic buildings for students and the general public is limited to the hours of operation in each building.  After hours use by students is strictly prohibited. Unless otherwise posted, the hours of operation are generally 7 A.M. to 9 P.M. Monday through Friday.  Weekend hours will vary depending on campus activities. Exceptions: The Wisner –Bottrall Applied Technology Center (ATC) and Spectrum Bakery will be open for students from 6 A.M. to 10 P.M. Added whole section: “Access to non-academic buildings such as College Park Plaza, Mable Engle House, the Administration Building, etc. will be restricted to normal business hours.”
  • Clarified student key sign out process at campus police.
  • Added language to be consistent with current practice, “The only exception is if a Human Resources representative takes possession of the keys during the separation process. In this situation, the HR representative will be responsible for turning the keys in to Campus Police.”


January 2016 policy updates

No policy meeting


December 2015 policy updates

4.1 Development and Issuance of College Administrative Policies (revised)

  • Clarified policy statement: "Policies promote the College mission, maintain accountability, and provide the GRCC community with a clear explanation of how College activities must be undertaken."
  • Removed reference to obsolete policy flowchart.
  • Distinguished College-wide policies from departmental policies and procedures: "This definition encompasses only College-wide polices, which should be distinguished from procedures and from departmental policies. Only those policies approved in accord with this policy will have the force of College policy and will be published on the College policy website. In the event of a conflict between a College-wide policy and a departmental policy, the College –wide policy will supersede the departmental policy."
  • Updated titles of Policy Advisory Committee members.

14.0 Risk Management (revised)

  • Updated to the current policy format.
  • Removed reference to the former risk management team and related procedures, and added information on the new risk management oversight team and related sub teams.
  • Added to Policy Statement: “The risk management program is designed to identify and minimize risks.  Employees will be responsible for complying with specific guidelines for risk management established pursuant to this policy.”


November 2015 policy updates

No policy meeting


October 2015 policy updates

11.9 Energy Conservation (revised)

  • Changed “staff” to “employees” throughout to be consistent with other policies that cover faculty and staff.

14.12 Open Flame (revised)

  • Changed “staff” to “employees” throughout to be consistent with other policies that cover faculty and staff.
  • Updated contacts by changing “Risk Manager” to “Executive Director of Financial Services.”

6.3 Harassment Policy (revised)

  • Updated the reason for the policy to include: "For purposes of this policy, harassment means unlawful conduct related to a protected status which is prohibited under state and federal law or College policy."
  • Updated who should read this policy to include volunteers and independent contractors.
  • Clarified wording throughout the policy.
  • Added: "The College does not and cannot guarantee confidentiality."

6.19 Freedom of Information Act (FOIA) Procedures & Guidelines (revised)

  • Revised to comply with amendments to the Michigan Freedom of Information Act to make the FOIA process more transparent and to control the fees charged in responding to FOIA requests.
  • Retitled “FOIA Procedures and Guidelines”
  • Updated policy statement by adding: “Certain records may be protected from disclosure. GRCC FOIA Coordinator will assess requests to determine what records are subject to disclosure.”
  • Includes a description of the procedure for submission of a FOIA request, responding to a FOIA request, deposit requirements, fees, and how to challenge a response or charged fee.
  • Requires that requesters be informed if the public records are available on GRCC’s website regardless of whether the request is received in writing or verbally.


September 2015 policy updates

No policy meeting


August 2015 policy updates

14.7 Use of College Provided Vehicle Transportation (revised)

  • Updated who should read the policy to include volunteers who use college provided transportation.
  • Reflected the current process used to verify driving records of college employees in departments which college owned vehicles permanently assigned
  • Clarified process to obtain use of a fleet or rental vehicle.
  • Restricted the use of our 15 passenger vans:
    • The vans may be loaded with up to 15 passengers, including the driver only when they will be used within a 25 mile radius and will not be driven on limited-access freeways.
    • The vans may be loaded with up to 10 passengers, including the driver, when they will be driven outside of a 25 mile radius or when they will be taken on the freeway.
    • The 15 passenger vans must be loaded from the front.  There should be no passengers in the last bench seat when the van is taken on the freeway or outside of a 25 mile radius.
    • Mandated that cargo may not be loaded above the level of the rear seat.
  • Specified that only college employees and approved volunteers may drive College provided vehicles.  Students, including student employees, are no longer permitted to drive college vehicles.
  • Updated contacts and form name(s).

6.1 Transgender Equal Opportunity (new policy)

  • Policy Statement: GRCC is committed to a College culture that respects and values all students, faculty and staff and fosters understanding of gender identity within the College community.  All students, faculty and staff will adhere to procedures established in connection with this policy to ensure a safe working and learning environment, free of discrimination and harassment, which promotes the educational and social wellbeing of transgender students, and employees.
  • Reason for policy: To accommodate, support and protect transgender students and employees from sex discrimination and harassment.