Policy and Procedures

(Under Construction)

 



Academic Credit for Noncredit Coursework, Examination, and Experiential Learning Policy:

View/Print PDF version of Academic Credit for Noncredit Coursework, Examination, and Experiential Learning Policy & Procedures

Approved By and Date:
Board of Trustees, 12-11-2017
Executive Leadership Team, 11-16-2017

Kilgore College (KC) recognizes and values knowledge and skills gained in many ways.   Credit may be awarded for noncredit coursework, by examination, or through experiential learning.  For all degrees and certificates awarded by KC, students must earn a minimum of 25% of the credits in the award through KC course instruction.

Academic Credit for Noncredit Coursework, Examination, and Experiential Learning Procedures:

Approved By and Date:
Executive Leadership Team, 11-16-2017

Credit for Coursework Taken on a Noncredit Basis:

KC awards credit for coursework taken on a noncredit basis only when there is documentation that the noncredit coursework is equivalent to a comparable credit experience. Students consult with the appropriate department chair to begin the process of having credit awarded.  

Academic credit may be awarded for noncredit coursework taken through the East Texas Police Academy and the Kilgore College Fire Academy when the noncredit coursework contains the same student learning outcomes as the credit coursework, as designated in the Workforce Education Course Manual.

KC awards academic credit to Cosmetology students who transfer into the KC Cosmetology Program.  Transfer students who have clock hours from for-profit (proprietary) schools have their credit hours calculated as follows:  For every 125 clock hours, students will be granted credit for one college course.  All student clock hours are verified by Texas Department of Licensing and Regulation before academic credit is awarded.

Credit by Exam:

KC awards credit by exam [e.g., College Board Advanced Placement, College Board College Level Examination Program, and International Baccalaureate (IB)] for designated courses based on commonly recognized standards.

  1. Except where noted below, credit by examination and advanced placement are available both to incoming students and students currently enrolled.
  2. KC will award credit only after students enroll at the College and earn 15 credit hours through classroom instruction. This restriction does not apply to the IB program.
  3. Scores earned on national examinations should be sent to KC. Students must contact the Office of Admissions and Registrar to have credit posted on transcripts.
  4. The symbol "CR" (credit), rather than a grade, will be posted to a transcript.
  5. KC will not award credit by examination for courses in which a student is currently enrolled, for courses which a student has previously failed, or for courses which are prerequisites to courses for which the student has already earned credit.
  6. A student may earn a maximum of 24 credit hours through credit by examination. 
  7. Credit by examination or advanced placement is not applicable toward determination of scholastic standing or academic honors. Likewise, credit hours earned through credit by examination or advanced placement will not satisfy requirements for minimum hours in residence that the student must earn at KC for a certificate of completion or a degree.
  8. Colleges and universities to which KC students plan to transfer determine their own policies for the transfer of credits awarded through examinations. KC urges students to verify transferability and applicability of such course credits with the colleges or universities to which they intend to transfer.
  9. Fees for posting credits to KC transcripts are listed in the KC Catalog.

College Board Advanced Placement (AP) Examinations:  High school students who take AP examinations should have the College Board forward their scores to Kilgore College. AP examinations and minimum scores for which students may earn KC course credit are included in the KC Catalog.

College Level Examination Program (CLEP): The College Level Examination Program (CLEP) is designed primarily to evaluate non-traditional, college-level education such as independent study or correspondence work. Although KC does not accept scores for CLEP general examinations, the College grants credit for specified CLEP subject examinations. Students may receive information about CLEP through the KC Testing Office. CLEP examinations and minimum scores for which students may earn KC course credit are included in the KC Catalog. 

Advanced Placement without Credit: A student who wishes to enroll in an advanced course (e.g., foreign language, mathematics) for which there is no credit by examination or departmental examination for the prerequisite courses may do so with the consent of the appropriate dean. The student must demonstrate or present documentation that he or she possesses the academic background and/or experiences to justify the advanced placement. The student will not receive credit for the prerequisite courses and no fees apply.

International Baccalaureate (IB) Diploma Credit: Kilgore College will grant a minimum of 24 semester credit hours (SCH) to any new student who earns the International Baccalaureate Diploma and has scores of at least 4 on all subjects. KC may grant fewer than 24 SCH if the student earned the IB Diploma and scored less than 4 on any IB examination. The maximum number of semester credit hours that will be awarded is 30. Applicants with the IB diploma must provide a completed IB transcript to the Office of Admissions and Registrar prior to enrolling in order to receive credit.

Credit for Experience:

KC awards credit for experiential learning when students demonstrate that they have achieved the student learning outcomes of a designated workforce education course by way of a departmental exam or appropriate industry recognized credential.  Credit may be awarded toward completion of an Associate of Applied Science degree or a Certificate of Completion for learning achieved through experiences outside typical educational settings when it is consistent with the educational objectives of the student, the requirements of the curriculum, and the policy on granting credit for experiential learning. 

  1. Virtually all credit granted for experience must be validated through a departmental examination. To inquire if an appropriate departmental examination is available, students seeking credit for experience should contact the appropriate division dean. Appropriate documentation of skills and/or knowledge must accompany the petition to take the departmental examination. In exceptional cases, as determined by the division dean, where credit is awarded without validation through a departmental examination, the request for credit must be supported by official and verifiable documentation. Credit may be awarded for military training based on American Council on Education (ACE) recommendations, as recorded on military transcripts. ACE-recommended credit must be equivalent to existing KC courses. 
  2. A minimum of 15 semester hours in residence must be completed before credit is posted and a degree is awarded. For certificates, credit may be posted when at least three semester hours have been earned in residence; however, in all cases, a minimum of 25% of the credits in the award must be earned through KC course instruction.    
  3. A maximum of 24 semester credit hours may be awarded toward the Associate of Applied Science degree while a maximum of 15 credit hours may be applied toward a Certificate of Completion.  
  4. The symbol "CR" (credit), rather than a grade, will be posted to a transcript. A grade equivalent of "C" or higher must be earned on an examination in order for "CR" to be awarded. Unsuccessful attempts are not recorded on transcripts. 
  5. Fees for taking departmental exams and for posting credits to KC transcripts are listed in the KC Catalog.

KC awards credit for appropriate documented experience in the following instances:

  1. Military training and experience, including basic training
  2. Selected work experience in business and industry
  3. Professional certificates, licenses, and credentials 
  4. Learning achieved through proprietary schools, apprenticeship, or other intra-company training.
  5. Learning achieved through noncredit workshops, seminars, and conferences

Academic Freedom Policy:

View/Print PDF version of Academic Freedom Policy & Procedures

Approved By and Date:
Board of Trustees: 06-19-2017
Executive Leadership Team: 05-04-2017

The Kilgore College Board of Trustees recognizes that while individual faculty members have the freedom to discuss, research, and publish academic material that may be controversial or unpopular (academic freedom), faculty members must focus their classroom time on those activities which address the specified learning outcomes of each individual course.

Academic Freedom Procedures:

Approved By and Date:
Executive Leadership Team: 05-04-2017

In the 2016 spring semester, the Faculty Senate voted to endorse the American Council on Education’s Statement on Academic Rights and Responsibilities. (http://www.acenet.edu/news-room/Documents/Statement-on-Academic-Rights-and-Responsibilities-2005.pdf). 

State and institutional requirements also govern course content and delivery as follows:

  1. Texas regulations dictate what courses may be offered at public community colleges.
  2. The Academic Course Guide Manual and the Workforce Education Course Manual specify the student learning outcomes (SLOs) which must be addressed in individual courses. Additionally, the Texas core curriculum identifies the common objectives of the general education curriculum.
  3. Kilgore College faculty committees have identified the activities and assessments which address applicable SLOs. Faculty committees also determine many common textbooks and resources that faculty within individual departments are expected to use in addressing SLOs.
  4. Furthermore, the Kilgore College educational community expects that instructors will use pedagogy which actively engages students in the pursuit of learning.

If faculty members think that anyone has infringed upon their right of academic freedom, they should first try to resolve the issue informally with the parties involved.  If they are not able to resolve the issue, they may submit a formal complaint to the vice president of instruction.  The VPI will form an ad hoc committee consisting of one faculty member from each of the four instructional divisions and the VPI to consider the merits of the complaint.  The recommendation of the majority of the faculty members will guide the resolution of the complaint.  In the case of a tie among the faculty members, the VPI will make the final decision.  In a case in which the faculty complaint is against the VPI, the president of the college will convene the committee to address the complaint.

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Academic Policy and Curriculum Review Policy:

View/Print PDF version of Academic Policy & Curriculum Review Policy & Procedures

Approved By and Date:
Board of Trustees, 4-10-17
Executive Leadership Team, 3-3-2017

The Board of Trustees of Kilgore College recognizes that the curriculum is appropriately of central concern to the faculty, and therefore encourages all faculty members to propose the addition of courses and programs as well as the revision and deletion of existing courses and programs.  Although most of the initiatives for curriculum change come from faculty, the process of moving those ideas through the necessary channels to incorporate them into the curriculum requires the joint effort of faculty, instructional leaders, administrators and staff.  The approval process for such additions and revisions will include review by the affected departments or programs.

The Academic Policies and Curriculum Committee (APCC), appointed by the Vice President of Instruction, has a key role in this process.  It is responsible for representing all faculty members by bringing their ideas to the committee and discussing the ideas and concerns to the committee for discussion and possible action.  The Committee is comprised of instructional leaders from all curricular areas to ensure the proposed curriculum changes are sufficiently vetted by all potentially affected disciplines.

Academic Policy and Curriculum Review Procedures:

Approved By and Date:
Executive Leadership Team, 3-3-2017

The Academic Policies and Curriculum Committee (APCC) is appointed by the Vice President of Instruction, and is comprised of a broad representative group consisting of faculty from both the academic and workforce areas of the college, the division deans, and the Vice President of Instruction, who chairs the committee. Student development and business office personnel serve on the committee as ex officio members to facilitate communication.

Responsibilities of the APCC:

  1. Meets as needed to study and to respond to college issues as recommended by the Vice President of Instruction.
  2. Reviews all instructional policies and considers the need for additional ones, as needed.
  3. Reviews all academic course recommendations and revisions to existing academic courses and determines that they meet the Texas Higher Education Coordinating Board (THECB) guidelines as outlined in the Lower Division Academic Course Guide Manual (ACGM), and ensures compliance with Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) requirements.
  4. Reviews all new workforce education courses and determines that they meet THECB guidelines as outlined in the Guidelines for Instructional Programs in Workforce Education (GIPWE).
  5. Reviews and ensures that all workforce education courses and program changes comply with the requirements for the Associate of Applied Science Degrees, and or Certificates in the Guidelines for Instructional Programs in Workforce Education (GIPWE) and the Workforce Education Course Manual (WECM).
  6. Reviews and approves all courses to be designated as fulfilling core requirements for the AA, AS, and the AAT degrees
  7. Reviews and approves any new Associate of Applied Science degree.Reviews curriculum for proliferation of courses within programs and departments.
  8. Evaluates the curriculum, curriculum change process, and curriculum issues as needed.

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Annual External Financial Audit Policy:

View/Print PDF version of Annual External Financial Audit Policy & Procedures

Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 8-25-2017

In accordance with statutory requirements, and sound governance practices, the annual financial statements of Kilgore College will be audited each year by an independent Certified Public Accounting (CPA) firm. The CPA firm performing the audit will possess the necessary qualifications to perform the annual audit according to the applicable accounting and auditing standards generally accepted in the United States of America. The audit firm reports to the Board of Trustees.

Annual External Financial Audit Procedures:

Approved By and Date:
Executive Leadership Team, 8-25-2017

  1. A Request for Qualifications (RFQ) will be issued no less than every five calendar years. (A) When issued, RFQs will be solicited by January 31, in order to provide for a timely selection process; (B) The college president will provide a synopsis of the solicitations received and make a recommendation to the Board Finance, Investment and Auditing Committee.  Upon consideration of the recommendation, the Committee will take the recommendation to the full Board of Trustees (Board). (C) At the option of the Board of Trustees, the same firm will not be chosen as auditors for more than 5 out of any 10 years.
  2. The audit firm will initiate the annual audit by communicating with the Board Finance, Investment and Auditing Committee, the college president, and the vice president of administrative services/CFO. The Auditor will communicate with Trustees and college staff pursuant to applicable generally accepted auditing standards and governmental auditing standards.
  3. Results from the annual audit will be presented to the Board Finance, Investment and Auditing Committee, and then to the full Board during its December meeting, or in the event of an unforeseen delay, as soon thereafter as practicable.
  4. The vice president of administrative services/CFO is responsible for posting the audited financial report on the College’s website, and the distribution of the audited financial report to other governmental agencies, accrediting entities, credit rating agencies, and others as required or requested. 

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Anti-Harassment & Complaint Policy:

View/Print PDF version of Anti-Harassment & Complaint Policy & Procedures

Approved By and Date:
Board of Trustees, 12-11-17
Executive Leadership Team, 11-16-17

No member of the Kilgore College community may harass another.  The College implements a specific way to review and resolve complaints of harassment by any member of the staff or faculty against another staff or faculty member.  Appropriate corrective action will be taken by the College when it determines that harassment has occurred.   

Anti-Harassment & Complaint Procedures:

Approved By and Date:
Executive Leadership Team, 11-16-17

Each supervisor has the responsibility to maintain a workplace free of harassment.  This responsibility includes discussing this policy with all employees and assuring them that they are not to endure insulting, degrading, or exploitative treatment.

Definition:

Harassment is written, electronic, verbal or physical conduct that denigrates or shows hostility or aversion toward an employee or group of employees because of sex, race, color, religion, age, national origin, disability, veteran’s status, genetic information, or any other characteristic protected by institutional policy or local, state, or federal law and: 

  • Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment; or 
  • Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting the individual; or 
  • Such conduct is so severe, persistent, or pervasive that it has the effect of substantially interfering with an individual's work performance or creating an intimidating, hostile, or demeaning employment environment, and such conduct would do so for a reasonable person in the individual's position.

Harassing conduct includes (1) epithets, slurs, negative stereotyping, or threatening, intimidating, or hostile acts that relate to any of the above listed protected classifications and/or (2) written or graphic material that denigrates or shows hostility or aversion toward an individual or group because of membership in any of the above listed protected classifications and that is placed on walls, bulletin boards, or elsewhere on College premises, or is circulated in the workplace. Harassment is prohibited regardless of whether or not the alleged harasser shares the same gender, sex, age, race, creed, national origin, religion, disability, or veteran status as the complaining party. Harassment is prohibited whether in the form of supervisor-employee, employeeemployee, employee-student.

Prohibited Conduct:

Employees will not engage in conduct constituting harassment.  College officials or their agents will investigate all allegations of harassment and officials will take prompt and appropriate disciplinary action against employees found to engage in conduct constituting harassment.

Sexual harassment is a form of sex discrimination.  Generally, sexual harassment includes any sexual advances that are unwelcome or sexually motivated conduct.  Sexual harassment means conduct amounting to more than an occasional, isolated, or trivial act or remark.  The following examples of sexual harassment are illustrations of prohibited conduct, but are not an all-inclusive list of such conduct: 

  • Physical assault, sexual advances, or touching intimate body parts. 
  • Direct or implied threats that submission to sexual advances will be a condition of employment, work status, promotion or letters of recommendation. 
  • Direct propositions of a sexual nature. 
  • A pattern of conduct intended to discomfort or humiliate a person that includes one or more of the following: (a) Comments of a sexual nature. (b) Sexually explicit statements, questions, jokes, pictures, or anecdotes, even when carried out under the guise of humor regarding a particular classification. (c) Unnecessary touching, patting, hugging, or brushing against a person's body. (d) Remarks of a sexual nature about a person's clothing or body. (e) Remarks about sexual activity or speculations about previous sexual experience. 

Generally, other types of harassment (race, religion, nation origin, etc.) include any attention based on such classification that is unwelcome.  Harassment is conduct amounting to more than an occasional, isolated, or trivial act or remark.  The following examples of harassment are illustrations of prohibited conduct, but are not an all-inclusive list of such conduct: 

  • Physical assault based on the classification. 
  • A pattern of conduct intended to discomfort or humiliate a person that includes statements, questions, jokes, pictures, or anecdotes (even when carried out under the guise of humor), or remarks in general about a person's clothing, body or culture regarding such classification.

Complaint Guidelines:

A complaint will be filed within twenty (20) business days of the date of the alleged conduct.  If the complainant fails to report the alleged conduct within 20 business days, it could impair the College’s ability to investigate and/or address the alleged conduct.  The complainant is strongly encouraged to submit the complaint in writing. The complainant will be provided a copy of the College’s anti-harassment policy and will be informed about the formal process of filing a complaint.  Supervisory employees who suspect violations of this policy are required to submit a report.  All other employees are encouraged to report known or suspected violations.  All complaints and reports must be submitted to the director of human resources.

Tony Johnson
Kilgore College
1100 Broadway Blvd.
Kilgore, Texas 75662
903-983-8102
tjohnson@kilgore.edu

All complaints of sexual harassment against a student must be submitted through the College’s

Nondiscrimination and Student Grievance Policy.  The investigation and/or other requirements of the grievance process under the Nondiscrimination and Student Grievance Policy will be followed in all instances involving sexual harassment against a student.

Investigation Guidelines:

All reports and complaints of harassment will be reviewed and are subject to investigation by the director of human resources or designee.  Upon receipt of any such report or complaint, the director of human resources will determine whether the allegations, if proven, would constitute prohibited conduct as defined by this policy.  If there is a determination that the allegations, if proven, would constitute prohibited conduct, as defined herein, then the director of human resources or designee will immediately undertake an investigation.  If there is a determination that the allegations, even if proven, would not constitute prohibited conduct as defined herein, then the College may still take action if warranted, but the complaint will be dismissed.  The complainant will be notified of same in writing.  

The investigation will be conducted by the director of human resources or designee.  When appropriate, a third party (such as an attorney) may be the designee.  When investigating the complaint, he/she will act as an impartial party rather than a representative of either the complaining or accused parties, and will not offer opinions on the matter when interviewing and investigating.  Efforts will be made to maintain confidentiality of both parties during any investigation to the extent provided by law and to the extent it does not hinder the investigation, but, confidentiality cannot be guaranteed in any circumstance.  This duty of confidentiality also extends to the complainant, alleged harasser, and others involved in the investigation.  The College will attempt to complete this investigation within 30 days, though this is a goal rather than a deadline.

The following is a general guideline for investigations, but the course of an investigation may vary from case to case.  An investigation normally will begin with an initial interview or meeting with the complainant.  During the initial meeting with the complainant, information should be gathered such as the date, time, place, nature of the alleged harassment, frequency of the alleged conduct, the complainant’s response or reaction to the alleged conduct, and the names of any witnesses.  The investigator shall interview other witnesses and gather other relevant evidence.

After meeting with the complainant and others with knowledge of the circumstances surrounding the allegations or relevant to the allegations, the director of human resources or designee will then meet with the alleged harasser.  The alleged harasser will be provided a copy of this policy.   If the director of human resources or designee determines that the nature of the charge appears to warrant immediate action, appropriate steps may be taken (with the approval of the College President) to protect the alleged harasser, or the complainant, or both, pending further investigation. 

If the alleged harasser does not deny the complainant’s material allegations, the director of human resources or designee may attempt to resolve the complaint informally by acting as a facilitator or mediator between the alleged harasser and the complainant.  Any proposed solutions or agreements are subject to the College President’s approval. If the alleged harasser denies the complainant’s material allegations, or if the director of human resources or designee determines that the matter deserves further inquiry, further investigation may be conducted. 

After the investigation, a written report with findings and/or recommendations for action will be presented to the College President, to the complaining party, and to the alleged harasser.  A written report will be prepared even if the investigator concludes that there is no evidence of a violation of the anti-harassment policy or if there is a mutually agreed upon informal resolution.  This written report will be automatically reviewed by the College President.  Both the complaining party and the alleged harasser will be given the opportunity to provide a written statement and other evidence for the College President’s review and the deadline for providing same will be given to both parties in writing.  The College President will review the evidence and facts and make a final determination in the case.  The College may take action based on the results of the investigation and review of the College President even if the conduct did not rise to the level of Prohibited Conduct.  If the results of the investigation and review by the College President indicate that prohibited conduct occurred, then the College will take appropriate action.  Actions may include, but are not limited to, written warning, reassignment, suspension from work, or termination of employment.  If termination is recommended for the alleged harasser and the alleged harasser is a contractual employee, then the alleged harasser may follow the appeal guidelines as discussed in the Termination of Employment policy for Term Employees.  In all other instances, the automatic review by the College President is the final level of appeal.   

Retaliation Forbidden:

Retaliation against an individual who complains of harassment, an employee who reports harassment, or an employee who serves as a witness regarding same will not be tolerated and is a violation of College policy.  Examples of retaliation include such negative employment actions as:  termination, demotion, denial of promotion, unjustified negative evaluations, or refusal to hire.  Retaliation may result in disciplinary action up to and including termination of an employee.  Any person who feels that he or she is being retaliated against, either during or after an investigation pursuant to this policy, will report the incidents of retaliation to the investigator or human resources director.  Such reports should be made as soon as possible after the alleged act.  Failure to promptly report may impair the College’s ability to investigate and/or address the alleged conduct.

Other Provisions:

  • A copy of this anti-harassment policy is to be available upon request by any faculty or staff member. 
  • Sexual harassment may result in not only civil liability but also criminal liability on the part of the harassing individual.  Likewise, false charges may result in civil liability against the complaining party.
  • An employee who intentionally makes a false claim, offers a false statement, or refuses to cooperate with a College investigator under this policy is subject to appropriate discipline, up to and including termination.

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Board Conflict of Interest Policy:

View/Print PDF version of Board Conflict of Interest Policy & Procedures

Approved By and Date:
Board of Trustees: 06-19-2017
Executive Leadership Team: 05-04-2017

The Kilgore College Board of Trustees will avoid all personal, professional, and business conflicts of interest in the performance of their official duties.  This includes avoiding potential and actual conflicts of interest, as well as perceptions of conflicts of interest.

Board Conflict of Interest Procedures:

Approved By and Date:
Executive Leadership Team: 05-04-2017

The Kilgore College Board of Trustees Procedure Manual outlines the following procedures for Trustees to follow in order to avoid all personal, professional and business conflicts of interest:

  1. All elected and appointed Kilgore College Trustees will complete a “Local Government Officer Conflicts Disclosure Statement” (FORM CIS) kept on file with the Assistant to the President. This form will be used to disclose areas of possible conflict of interest where the Trustee must abstain from participation. This form will be updated in June of each calendar year, is available for public inspection upon request, and will also be posted on the Board website.
  2. A Trustee who believes he or she has experienced a change in circumstances from the last filing that subsequently has caused him/her to have a conflict of interest will file an updated FORM CIS with the Assistant to the President not later than 5pm on the seventh business day after the date on which the Trustee becomes aware of the facts that require the filing of the statement (Local Government Code 176.003(a)).  That Trustee will also notify the Executive Committee of the Board and will recuse himself/herself from any discussion, deliberation, and/or vote related to the conflict of interest. 
  3. The Procedure Manual cautions Trustees not to accept or solicit any gift, favor, service or benefit that the Trustee should reasonably know is offered with the intent to influence his/her decisions or actions. Likewise, the Trustee is cautioned not to solicit, accept, or agree to accept any unauthorized gifts, services, or other benefits from having exercised the powers and responsibilities of his/her official position.
    1. Gifts include any items not obviously of an advertising nature. Gifts of an advertising nature are those with the name of the firm affixed which have an estimated value of $50.00 or less (Texas Penal Code 36.10.a.6)
    2. Excessive entertainment includes, but is not restricted to, transportation beyond district boundaries, and overnight accommodations.  Strict adherence to these tenets protects and preserves Kilgore College’s independence from undue outside pressure and interference.
  4. Internally, a Trustee is cautioned not to solicit an employee of the college for favors, services or other benefits as those will constitute a conflict of interest between the Trustee and the employee.
  5. Furthermore, the Procedure Manual cautions that a Trustee must also be very careful in any business dealings (outside of college business) with either the college President, college administration, or their immediate family members so that any conflict of interest or perceived conflict of interest is avoided.

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Board Evaluation Policy:

View/Print PDF version of Board Evaluation Policy & Procedures

Approved By and Date:
Board of Trustees, 4-10-17
Executive Leadership Team, 3-21-17

The Kilgore College Board of Trustees recognizes the importance of employing an annual Self-Assessment Questionnaire to evaluate Board health and effectiveness.

Board Evaluation Procedures:

Approved By and Date:
Executive Leadership Team, 3-21-17

  1. Each year in conjunction with the President’s evaluation process, the Kilgore College Board of Trustees will complete a Self-Assessment Questionnaire.  
  2. Results of the questionnaire will be compiled and distributed to the Board and to the President.
  3. The Board will then schedule a retreat to review its self-evaluation and address concerns in the way that the Board now functions in tandem with setting specific goals to pursue.
  4. This cycle will repeat itself.  
  5. Each year the Self-Assessment Questionnaire, in addition to its normal content, will encompass questions specifically related to how successful the Board believes itself to have been in addressing its noted concerns and accomplishing its goals from the previous year’s Self-Assessment Questionnaire.

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College Events and Facility Rentals: Alcohol Use Policy:

View/Print PDF version of College Events and Facility Rentals: Alcohol Use Policy & Procedures

Approved By and Date:
Board of Trustees: 06-19-2017
Executive Leadership Team: 05-22-2017

The Kilgore College President is authorized to permit the possession, use, serving and/or consumption of alcoholic beverages by persons aged 21 and over as follows:

  1. At designated College facilities as part of a specifically defined and approved academic curricular program or class (e.g., culinary arts, East Texas Police Academy, etc.);
  2. At official events sponsored by the College;
  3. At special fund-raising functions for the College sponsored by the College or the Kilgore College Foundation; or
  4. At approved events being held at the College through a facility rental agreement.

The Kilgore College President has the right to deny any or all requests under this policy.

College Events and Facility Rentals: Alcohol Use Procedures:

Approved By and Date:
Executive Leadership Team: 05-22-2017

The following procedures will be followed when alcoholic beverages are permitted at college sponsored events or functions, regardless of whether the event is held on or off campus.

  1. Alcoholic beverages will not be permitted without the specific authorization of the College President.
  2. Kilgore College institutional funds cannot be used to purchase alcohol unless the purchase is part of a specifically defined and approved academic curricular program or class.
  3. Under no circumstances will individuals be allowed to bring their own alcoholic beverages.
  4. Alcoholic beverages will only be permitted at events, functions and/or activities that are not intended to be “student related” functions unless the function is part of a specifically defined and approved academic curricular program or class.
  5. On campus events that are authorized to serve alcoholic beverages should be held at a time and/or location that minimizes contact or interaction with students. Attendance of students, staff or guests who are under the age of 21 is not permitted.
  6. Any group sponsoring a function at which alcoholic beverages are to be served will be responsible for providing appropriate personnel to verify the age of attendees at the entry point of the event.
  7. Alcoholic beverages may not be served without food also being served.
  8. Cash bars will be permitted only in strict conformity with the rules and regulations of the Texas Alcoholic Beverage Commission.
  9. Any group sponsoring a function at which alcoholic beverages are to be served will be responsible for providing appropriate security as required by the KC Chief of Police.
  10. Outside individuals or organizations renting College facilities for an event may request, as part of the rental request, the ability to serve alcoholic beverages. Typically, approval will only be granted for those events that will not have guests under the age of 21.  
  11. Approval of rental requests that include the serving of alcoholic beverages will be conditioned upon compliance with all facets of this procedure and the use of an insured caterer/bartender licensed under the Texas Alcoholic Beverage Commission to serve alcoholic beverages. In addition, a separate damage deposit will be required and will be based upon the size of the event. Any damages incurred will be billed at the actual cost of repair/replacement, less the deposit amount.
  12. All parties serving alcoholic beverages must comply with College policy, local ordinances, the rules and regulations of the Texas Alcoholic Beverage Commission, laws of the State of Texas and federal law, including but not limited to the Drug-Free Schools and Communities Act and the Drug-Free Workplace Act.
  13. Federal law, state law and local ordinances shall be strictly enforced at all times on all property owned, leased or controlled by the College in regards to the possession and consumption of alcoholic beverages.
  14. Additional requirements may be imposed at the discretion of the Kilgore College President.

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Concealed Handgun Policy:

View/Print PDF version of Concealed Handgun Policy & Procedures

Approved By and Date:
Board of Trustees, 4-10-17
Executive Leadership Team, 3-22-17

  • Kilgore College is committed to providing a safe and secure living, learning and working environment for all students, faculty, staff, and community visitors in a diverse campus community setting. As provided by law, handgun license holders may carry concealed weapons on Kilgore College campuses, except for a limited number of exclusion zones and certain necessary restrictions as outlined in the accompanying procedures.
  • The open carrying of handguns is prohibited on campus. 
  • Licensed peace officers are authorized by law to carry firearms at all times both open carry and concealed carry.  Licensed peace officers who are open carrying must have law enforcement identification easily visible to the public.
  • In compliance with Texas S.B. 11, the Kilgore College Board of Trustees established this policy upon recommendation of the college administration and the concealed carry committee. This committee developed and presented recommendations after consulting with Kilgore College students, staff, and faculty about the nature of the student population, specific safety considerations, and the uniqueness of the campus environment. This policy was reviewed by the Kilgore College Board of Trustees as required by law.

Concealed Handgun Procedures:

Approved By and Date:
Executive Leadership Team, 3-22-17

Definitions:

  • Campus:  All land and buildings owned or leased by an institution of higher education.
  • Concealed Carry:  The handgun’s presence is not openly discernable to the ordinary observation of a reasonable person.
  • Exclusion Zones:  Areas where the carrying of a handgun by a license holder is prohibited.  These areas are to be indicated by signage in compliance with Penal Code 30.06(c)(3).
  • Handgun:  Any firearm that is designed, made, or adapted to be fired with one hand.
  • Handgun License:  A license issued by the State of Texas or another U.S. state recognized under the Texas Government Code 411, Subchapter H allowing an individual to carry a handgun on or about their person.
  • Holster:  A device specifically designed and manufactured to be worn on the body and have sufficient tension or grip to retain a handgun securely while being jostled.  It must be designed to completely cover the trigger and the entire trigger guard area.  
  • Residential Facilities:  Dormitories or other residential facilities that are owned or leased and operated by the institution and located on the campus of the institution.
  • Testing Center:  Any facility owned or utilized by Kilgore College in which the administration or proctoring of exams by a Kilgore College Testing Center is actually occurring or imminently about to occur.

Exclusion Zones:  Handgun license holders are responsible for obeying all properly posted exclusion zones. Exclusion zones will have signage that prohibits handguns and is compliant with Penal Code 30.06(c)(3).  Kilgore College excludes concealed handguns in the following areas:

  • Exclusions Required by Other Entities. Areas for which state or federal law, licensing requirements, or contracts require exclusion exclusively at the discretion of the state or federal government, or in which handguns are prohibited by an accrediting authority. Refer to Appendix A for a list of exclusion zones.
  • Patient Care Areas. Section 46.035(b)(4) of the Penal Code excludes hospitals licensed under Chapter 241 of the Health and Safety Code. By analogy and extension, patient care areas will be excluded, including hospitals, clinics, and mental health treatment areas. A “patient care area” is restricted to patient care areas for which a formal record of treatment is maintained.  Refer to Appendix A for a list of exclusion zones.
  • Areas Where Discharge of a Handgun Might Cause Widespread Harm. Laboratories and instructional areas with extremely dangerous chemicals, biologic agents, explosive agents, compressed gases, or equipment that is incompatible with metallic objects, such as magnetic resonance imaging machines, are exclusion zones. Refer to Appendix A for a list of exclusion zones.
  • Premises in or on which a Sporting Event is Taking Place. Section 46.035(b)(2) of the Penal Code prohibits concealed handguns at high school, collegiate, and professional sporting events. By analogy and extension, any sporting event is excluded on Kilgore College campuses, whether an intercollegiate event or not.  Refer to Appendix A for a list of exclusion zones.  The Athletic Department will be responsible for the placement and removal of the exclusion signs for these sporting events.
  • Formal Hearing Areas. Section 46.03(a)(3) of the Penal Code excludes “any government court or offices utilized by the court.” Any facility used as a hearing room that operates similar to a court, i.e., where an individual or panel is designated under institutional policy to adjudicate the rights or privileges of a student or an employee of the institution, may be excluded.  Refer to Appendix A for a list of exclusion zones.
  • Areas where K-12 School Sponsored Activities Are Conducted. Section 46.03(a)(1) of the Penal Code prohibits the carrying of handguns on “any grounds or building on which an activity sponsored by a school … is being conducted.”
  • Open Meetings Area.  Section 46.035(c) of the Penal Code prohibits a licensee from carrying handgun regardless of whether the handgun is concealed in the room or rooms where any meeting of a governmental entity is held and if the meeting is an open meeting subject to Chapter 551, Government Code, and the entity provided notice as required by that chapter.
  • Presidential Directive to Maintain Public Safety.  Any premises where the college, as directed or approved by the President as necessary for campus safety, gives effective notice on a temporary basis pursuant to Section 30.06, Penal Code.  For this rule, the term “owner of the property” in Section 30.06(b), Penal Code, means the President of the college.   No college employee is “someone with apparent authority to act for the owner” for purposes of Section 30.06(b), Penal Code.  All notices under Section 30.06, Penal Code, will be institutional notice, conform to Sections 46.03 and 46.035, Penal Code, and apply equally to all handgun license holders;

Review of Exclusion Zones:  Future proposals and recommendations for exclusion zones will be reviewed by the Kilgore College Campus Police; Environmental Safety, Construction & Facilities Manager; and the President. Each person proposing an exclusion zone is responsible for providing the justification for the exclusion zone based on a provision of this policy. Exclusion zone recommendations should be presented to the President by the end of each academic year. Campus Police will maintain signs available for temporary exclusion zones.

Training:  Additional training will be provided by the college for those interested in more in-depth information about campus carry and related issues. Responsibility for campus carry training rests with Campus Police, Vice President of Student Development, and Human Resources.

Residential Facilities:  Senate Bill 11 provides that, “An institution of higher education … may establish rules, regulations, or other provisions concerning the storage of handguns in dormitories or other residential facilities that are owned or leased and operated by the institution and located on the campus of the institution.”

Any resident of campus housing who is a handgun license holder and wants to store a handgun in his/her assigned room must request a gun safe that will be provided by the student housing department.  Residents may not provide their own personally owned safe for the purpose of handgun storage.  The resident may not provide access to his/her handgun safe to any other individual.  Failure  to  comply  with  this  rule  may result  in  removal  from  campus  housing and subject the student to the college student conduct process.

The Residential Life department will develop roommate selection clauses for students who do not wish to room with licensees. The residential housing application will be revised to provide an opportunity for residents to self-select a non-license holder as a roommate. For example, applicants could be asked to indicate on the residential application form, “I voluntarily disclose that I am not licensed to carry a concealed handgun, and I request a roommate who has made this same voluntary disclosure.”

Requirement for Holster:  A license holder who carries a handgun on campus must carry it in a holster or other secure weapon case that completely covers the trigger and the entire trigger guard area. The holster must have sufficient tension or grip on the handgun to retain it in the holster even when subjected to unexpected jostling.

Inclusion in Syllabi:  The following statement shall be included in all syllabi:

  • “We respect the right and privacy of those who are duly licensed to carry concealed weapons in this class. License holders are expected to behave responsibly and keep a handgun secure and concealed. Open carry is not allowed.  More information is available at http://www.kilgore.edu/campuscarry.”

Enforcement:  If a person is believed to have improperly displayed a handgun or carried a handgun into a location where concealed carry is not permitted, the campus police should be contacted.

Any violation of state law on the campuses may lead to the filing of criminal charges.  The college will consider any violation of state law regulating firearms to be a violation of this policy. Accordingly, such a violation is subject to disciplinary action under the student code of conduct or personnel policies.

The licensing statute, Chapter 411, Government Code, effectively requires that the handgun be “concealed,” meaning that the handgun’s presence is “not openly discernable to the ordinary observation of a reasonable person.” Similarly, Section 46.035, Penal Code, on unlawful carry by a licensed holder, prohibits intentional display of the handgun in plain view of another person in a public place as well as possession, whether or not concealed, in specific areas.  The open carrying of handguns is prohibited on campus.

Student and employee policies will be modified to provide for disciplinary action for violating the Kilgore College Campus Carry Policy and shall include the following language:

  • "License holders bear the responsibility for safeguarding their handguns at all times and must take all necessary precautions to ensure their handguns are secured in a manner that is most likely to prevent theft, loss, damage or misuse. Failure to secure a handgun at all times on the Kilgore College campus will be considered a failure to use reasonable care. License holders affiliated with Kilgore College who fail to use reasonable care in securing their handguns or act negligently are subject to disciplinary action, up to and including suspension, termination or non-renewal of appointment, or dismissal.”

APPENDIX A:

FACILITY/PROGRAM/OFFICE

AREA EXCLUDED

TIMEFRAME

  1. Health Science Center

Entire Health Science Center – all floors.

PERMANENT

  1. Kilgore College Police Department

Entire KCPD office suite on the Kilgore Campus.

PERMANENT

  1. Testing

Testing Centers on the Kilgore and Longview campuses and/or anywhere else on campus utilized as a temporary testing center.

PERMANENT:  Full-time Testing Centers.

TEMPORARY: During the operation of temporary testing centers.

  1. East Texas Police Academy

Participants of the Basic Peace Officer Course will be prohibited from carrying while participating in the course.

TEMPORARY: During participation in the course.

  1. Fire Academy

Participants of the Basic Firefighter Course will be prohibited from carrying while participating in the course.

TEMPORARY: During participation in the course.

  1. Human Resources

Entire Human Resources office suite in the McLaurin Administration Building and/or anywhere else on campus that a personnel hearing or action takes place.

TEMPORARY: During personnel hearings and actions.

  1. Vice President of Student Development

Entire VPSD office suite in the Devall Student Center and/or anywhere else on campus that a student hearing or action takes place.

TEMPORARY: During student hearings and actions.

  1. McLaurin Administration Building

Entire Administration Building when open meetings are held there.

TEMPORARY: During open meetings.

  1. Turner Physical Education Building/Parks Fitness Center

Entire or portion of the PE/Fitness Center when 1) a sporting event is taking place or 2) a K-12 school sponsored activity is conducted. Private renters of the facility may exclude handguns.

TEMPORARY: During sporting, K-12 events, or a private rental.

  1. Masters Gym

Entire Masters Gym when 1) a sporting event is taking place or 2) a K-12 school sponsored activity is conducted. Private renters of the facility may exclude handguns.

TEMPORARY: During sporting, K-12 events, or a private rental.

  1. R.E. St. John Memorial Stadium

Entire St. John Stadium when 1) a sporting event is taking place or 2) a K-12 school sponsored activity is conducted. Private renters of the facility may exclude handguns.

TEMPORARY: During sporting, K-12 events, or a private rental.

  1. The Ballpark at KC Commons/Softball Complex

Entire Softball Field Complex when 1) a sporting event is taking place or 2) a K-12 school sponsored activity is conducted. Private renters of the facility may exclude handguns.

TEMPORARY: During sporting, K-12 events, or a private rental.

  1. Devall Student Center Ballroom

During a K-12 school sponsored activity. Private renters of the facility may exclude handguns.

TEMPORARY: During K-12 events or a private rental.

  1. Dodson Auditorium

During a K-12 school sponsored activity. Private renters of the facility may exclude handguns.

TEMPORARY: During K-12 events or a private rental.

  1. Kilgore College—Longview

Entire Administration office suite in the Hendrix Building and/or anywhere else on campus that a student hearing or action takes place.

TEMPORARY: During personnel or student hearings and actions.

  1. Any area assigned by the President

Any specified temporary area that the President designates to maintain public safety

TEMPORARY

All exclusion zones must be clearly marked by the required signage for the exclusion to be in effect.

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Distance Learning Policy:

View/Print PDF version of Distance Learning Policy & Procedures

Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 8-25-2017

Distance learning courses and programs shall meet the same high standards of quality as those offered on campus and at off-campus instructional sites. Kilgore College will offer distance learning courses and programs in accordance with:

  • Applicable law;
  • Policies and guidelines of the Southern Association of Colleges and Schools Commission on Colleges;
  • Policies and guidelines of the Texas Higher Education Coordinating Board; and College policies and procedures.

Distance Learning Procedures:

Approved By and Date:
Executive Leadership Team, 8-25-2017

Definitions:

  1. Distance learning shall be defined as a formal educational delivery process that allows for students and instructors to be in different physical locations for 50% or more of the instructional time.
  2. A distance learning course shall be defined as a course in which 50% or more of the instruction occurs when the student and instructor are not in the same physical location.  Two categories of distance learning include:
  • Fully distance learning course – a course that may have mandatory face-to-face sessions totaling no more than 15% of the instructional time.  Examples of face-to-face sessions may include orientation, laboratory, exam review, and in-person exams.
  • Hybrid/Blended course – a course in which at least 50% but no more than 85% of the planned instruction occurs when the student and instructor are not in the same place.

       3. A distance learning degree or certificate program shall be defined as a program in which a student may complete 50% or more of the required credit hours through distance learning courses.

Procedures:

In order to ensure that distance learning courses programs meet the same high standards of quality as those offered on campus and at off-campus instructional sites, the vice president of instruction, in collaboration with the director of distance learning and faculty, will:

  1. Provide approval, coordination, delivery, and evaluation of courses and programs;
  2. Implement and manage effective instructional technology and related resources to facilitate delivery of courses and programs;
  3. Ensure all courses and programs are comparable and meet the quality standards applicable to on-site courses and programs;
  4. Provide faculty members with ongoing technical and pedagogical training and with support services that are appropriate and specific to distance learning;
  5. Ensure that students enrolled in distance learning courses are provided appropriate academic  services, student services, and technical support; and
  6. Provide distance learning students with an adequate procedure for resolving complaints.
  7. Assess and evaluate instruction, courses, programs and student learning outcomes in accordance with the College’s ongoing institutional effectiveness practices.

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Employee Dependent Child Scholarship Policy:

View/Print PDF version of Employee Dependent Child Scholarship Policy & Procedures

Approved By and Date:
Board of Trustees, 2-27-17
Executive Leadership Team, 2-2-17

Dependent children of full time employees may be eligible to receive an institutional scholarship in an amount equivalent to the in-district tuition and general education fee costs. Application for this scholarship and eligibility determination must occur annually.

Employee Dependent Child Scholarship Procedures:

Approved By and Date:
Executive Leadership Team, 2-2-17

1. Prospective scholarship recipients must file the annual Free Application for Federal Student Aid (FAFSA) application and receive their Student Aid Report (SAR) before scholarship eligibility can be determined.  NOTE: Students claiming independent status when filing their FAFSA have waived their dependency rights and are not eligible for this scholarship. Dual credit/early admission students need not file the FAFSA.

2. “Dependent children” of full-time employees who have a minimum of one year of service at Kilgore College and are in good standing with the institution will be considered eligible for this scholarship.

3. Dependency must be documented through one of the following means:

  • The student is claimed as a dependent on the employee’s most recent IRS tax return; or
  • The student is covered by the employee’s Kilgore College sponsored insurance plan; or
  • The employee is currently paying child support to/on behalf of the student; or
  • The student lists dependency to the employee on his/her FAFSA application.

Employees who do not meet the eligibility requirements but who have extenuating circumstances may request a review of their eligibility status by completing a review request form  This form can be found on the Human Resources website.

4. This scholarship will have the following limitations:

  •  A maximum of 60 attempted semester credit hours (or equivalent continuing education certificate clock hours) will be covered.
  • Participants will be limited to one degree or certificate except in the case of stackable credentials where the certificate is a direct segue into the associate’s degree occurring without loss of hours.
  • Only in-district tuition and general education fees will be paid; out-of-district fees, course specific fees, books, uniforms, supplies, etc. will not be covered.
  • This will be a non-liquidated scholarship; thus, no cash will accrue to the student.
  • Students will maintain satisfactory progress and must meet 2.5 Satisfactory Academic Progress (SAP).  A student who is meeting SAP will have a 2.5 cumulative grade point average or above.   

For more information on this employee benefit, please contact the Human Resources Office.

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Faculty Competence Policy:

View/Print PDF version of Faculty Competence Policy & Procedures

Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 9-01-2017

As part of its ongoing commitment to excellence, Kilgore College will employ competent faculty members qualified to accomplish the mission and goals of the institution. In selecting its full- and part-time faculty, Kilgore College will hire individuals whose qualifications are consistent with the guidelines of the Southern Association of Colleges and Schools Commission on Colleges and the Texas Higher Education Coordinating Board.

To facilitate the continued competence of its full-and part-time faculty, the College will provide a positive environment for employee professional growth and development. Professional employees will be given opportunities and encouraged to continue studies in their areas of specialization.

Faculty Competence Procedures:

Approved By and Date:
Executive Leadership Team, 9-01-2017

The College will use the following guidelines for credentials:

Developmental Education Faculty:

  1. An instructor of developmental courses must meet one of the following:
  2. Bachelor’s degree with a major in the subject and successful teaching experience in public schools or college; or
  3. Bachelor’s degree in a related subject with coursework in the subject to be taught and successful teaching experience in public schools or college.
  4. Other qualifications to be considered in lieu of some of the above are:

            a. teaching certificate in the subject
            b. professional development activities
                (coursework, workshops, or conferences)
                emphasizing developmental education
            c. prior evaluations of instruction
            d. teaching awards

Those teaching College Success Strategies (COLS) will have a bachelor’s degree and will have teaching experience or will have a bachelor’s degree and extensive experience in higher education.

ESOL (English for Speakers of Other Languages) Faculty:

ESOL instructors will have the credentials listed above plus TESOL (Teaching English to Speakers of Other Languages) certification or endorsement.

Workforce Education Faculty:

An instructor of workforce education courses must have at least an associate’s degree in the teaching discipline or in a related field. Relevant work experience in the field is required.
Note: For those disciplines in which Kilgore College offers only a certificate, instructors must have at least a certificate in the teaching discipline or in a related field. Relevant work experience in the field is required.
Faculty who teach in programs that are approved, licensed, certified or accredited by external agencies and who meet the qualifications prescribed by those agencies, may substitute the external agency approval/licensure/certification for the required certificate in the teaching discipline and/or associated work experience.

Academic Transfer Faculty:

  • Faculty teaching courses designed for transfer to a baccalaureate degree program will have at least a master’s degree in the teaching discipline or master’s degree with at least 18 graduate semester hours in the teaching discipline. 
  • Those teaching Learning Framework (EDUC 1300) will have a master’s in education, counseling, psychology, or a related field and will have teaching experience.
  • Those teaching anatomy and physiology (BIOL 2401, 2402, 2404) will have a master’s degree in biology with graduate hours in life science.
  • Those with degrees in English or mathematics education may teach entry-level English and mathematics courses.  

Kinesiology Faculty:

  1. To teach a 3-hour lecture course, faculty must have a master’s degree plus 18 graduate semester hours in kinesiology, physical education, or a related field.
  2. To teach activity courses, faculty must have a bachelor’s degree or current certification in the specific activities they are teaching. Kinesiology faculty teaching activity courses must also have a current CPR certification.

Adult Education and Literacy:

Faculty and staff members in the Adult Education Program must meet the qualifications as prescribed by the Texas Workforce Commission. Directors, teachers, counselors, and supervisors in the program hired after September 1, 1996, must possess at least a bachelor’s degree.

Additional Considerations:

In lieu of specific academic credentials listed above, Kilgore College will also consider demonstrated competencies that contribute to teaching and learning, such as related work experiences in the field, professional licensure and certifications, professional honors and awards, and juried publications.

Professional Development:

Instructors are expected to meet their professional growth responsibilities by completing one of the following every two years:

  1. Three hours of college coursework, or work beyond their present development level.
  2. Thirty hours of involvement in workshops, seminars, and professionally sponsored activities approved by the division dean. Coursework in pedagogy, community college curriculum, human resources-related topics, and technology education is strongly encouraged. 

Activities not counted for professional development include committee work, advising, speaking, working with advisory committees, taking courses not related to the teaching discipline, recruitment, and other activities not related to course delivery (e.g., creating or revising face to face or web courses).

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Faculty Load, Roles, and Responsibilities Policy:

View/Print PDF version of Faculty Load, Rules, and Responsibilities Policy & Procedures

Approved By and Date:
Board of Trustees, 12-11-17
Executive Leadership Team, 11-16-17

Faculty are those positions involved in direct instruction whose assignments require either an advanced degree or specialized training and experience. In order to accomplish its mission, the College will maintain a full-time faculty base which will provide instruction for a minimum of 50% of all sections of credit classes offered. Faculty roles and assignments are designed to help the College accomplish its mission, which focuses on student access, success, and completion. 

Faculty Load, Roles, and Responsibilities Procedures:

Approved By and Date:
Executive Leadership Team, 11-16-17

Full-time Faculty:

Full-time faculty are benefit-eligible positions that are contractual and will have a 9, 10, 10.5, 11, or 12-month duration. 

Full-time faculty contractual workload is a minimum of 30 hours each week on campus, which typically includes a teaching assignment of 15 semester credit hours for each fall and spring semester, and campus time that may include, but is not limited to, service on committees, meetings, special projects, student consultation and advising, grading, class preparation, registration, commencement, and similar activities. The performance of these activities may vary for nontraditional instruction such as distance learning, which may not require on campus instruction. 

When developing their work schedules, instructors will use the following guidelines: 

1.Schedule a minimum of 30 hours/week. Overload classes are in addition to this total. 

2.Identify in-class hours. If instructors’ regular load hours are more than 15 clock hours, they should work with their dean regarding how to adjust office and/or on-campus hours. 

3.Identify 10 hours of office time. 

  • Generally, these are during regular campus working hours (7:45a.m.-5:00 p.m., and until 7:00 p.m. at KC – Longview). Deans may approve exceptions, such as evening office hours for those teaching evening classes. 
  • Three virtual office hours may be approved by the dean for those teaching online courses. 
  • Office hours will be scheduled in both mornings and afternoons. 
  • At least one hour twice a week will be scheduled after 1:00 p.m. 

4.Identify five hours of other on-campus hours. 

  • Instructors will be available to their supervisor by phone during these hours. 
  • Generally, these are during regular campus working hours (7:45 a.m.-5:00 p.m., and until 7:00 p.m. at KC – Longview). 
  • Thirty minutes/day (or the equivalent of 2.5 hours/week) may be in the Parks Fitness Center (or at the First Baptist Church Recreational Outreach Center for KC – Longview). 
  • Hours may include time in the library, cafeteria, sports grill, KC – Longview snack bar, etc. 

Instructors are encouraged to consider using office or other on-campus hours to assist students in Kilgore or Longview tutoring labs or to conduct group study sessions at various locations on campus. 

A normal teaching assignment may also include evening and/or weekend classes. 

The vice president of instruction, in consultation with the division deans, will establish equivalent teaching assignments for lab hours, self-paced instruction, and other nontraditional modes of instruction as needed. 

Exceptions to instructor work hours must be cleared by the appropriate dean.

Adjunct Faculty:

Adjunct or part-time faculty are typically non-benefit eligible positions which are classified as at-will hired on a semester-by semester basis. A part-time instructor's workload is a maximum of the equivalent of 9 on-campus instructional hours per week. A part-time instructor's workload will include preparing for and teaching assigned classes, providing consultation to students, conducting examinations, and submitting grades to the college. Adjunct faculty may be eligible to participate in the group benefits program as an employee if the faculty member: 

  1. receives compensation for services rendered to a public institution of higher education  as an adjunct faculty member; 
  2. has been employed as a faculty member by the same public institution of higher education and has taught at least one course in each regular fall and spring semester at the public institution of higher education in each of the preceding three academic years; and 
  3. is scheduled to teach at least 12 semester credit hours in the academic year of coverage.

The vice president of instruction, division deans, and other instructional leaders are responsible for monitoring compliance with this policy and accompanying procedures.

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Family Medical Leave Act (FMLA) Policy:

View/Print PDF version of FMLA Policy & Procedures

Approved By and Date:
Board of Trustees, 6-19-2017
Executive Leadership Team, 5-15-2017

Kilgore College (KC) complies with the Family and Medical Leave Act (FMLA) of 1993 (as amended).

Family Medical Leave Act (FMLA) Procedures:

Approved By and Date:
Executive Leadership Team, 5/15/2017

Overview:

The FMLA entitles eligible employees of covered employers to take unpaid, job-protected leave, for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave.  Notification of the need for FMLA must be presented to the Human Resources Director either through the immediate supervisor or the employee.  A written certification from a health care provider for an employee’s serious health condition or family member’s serious health condition is required for absences of more than three calendar days from work.  FMLA begins on the first day of absence. 

Eligible Employees:

Only eligible employees are entitled to take FMLA leave. An eligible employee is one who:

  • Works for Kilgore College (KC);
  • Has worked for KC for at least 12 months;
  • Has at least 1,250 hours of service during the 12 month period immediately preceding the leave; and
  • Works at a location where KC has at least 50 employees within 75 miles.

Leave Entitlement:

Kilgore College uses a “rolling” 12-month period measured backward from the date an employee uses FMLA leave. Under this method, each time an employee takes FMLA leave the remaining leave would be the balance of the 12 weeks which has not been used during the immediately preceding 12 months. All FMLA leave must be taken in quarter hour increments.

Eligible employees may take up to 12 workweeks of leave in a 12-month period for one or more of the following reasons:

  • The birth of a child and to bond with the newborn child within one year of birth.

An employee's entitlement to FMLA leave for birth and bonding expires 12 months after the date of birth. Both mothers and fathers have the same right to take FMLA leave for the birth of a child. Birth and bonding leave must be taken as a continuous block of leave unless the employer agrees to allow intermittent leave.  (e.g., allowing a parent to return to work on a part-time schedule for 10 weeks).

  • The placement with the employee of a child for adoption or foster care and to bond with the newly placed child within one year of placement.

FMLA leave may be taken before the actual placement or adoption of a child if an absence from work is required for the placement for adoption or foster care to proceed. FMLA leave to bond with a child after placement must be taken as a continuous block of leave unless the employer agrees to allow intermittent leave. An employee’s entitlement to FMLA leave for the placement of a child for adoption or foster care expires 12 months after the placement.

  • A serious health condition that makes the employee unable to perform the functions of his or her job.

An employee is “unable to perform the functions of the position” where the health care provider finds that the employee is unable to work at all or is unable to perform any one of the essential functions of the employee's position. "Serious health condition" means an illness, injury, impairment, or physical or mental condition that involves: any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical care facility; or a period of incapacity requiring absence of more than three calendar days from work, school, or other regular daily activities that also involves continuing treatment by (or under the supervision of) a health care provider; or any period of incapacity due to pregnancy, or for prenatal care; or any period of incapacity (or treatment therefore) due to a chronic serious health condition (e.g., asthma, diabetes, epilepsy, etc.); or a period of incapacity that is permanent or long-term due to a condition for which treatment may not be effective (e.g., Alzheimer's, stroke, terminal diseases, etc.); or, any absences to receive multiple treatments (including any period of recovery therefrom) by, or on referral by, a health care provider for a condition that likely would result in incapacity of more than three consecutive days if left untreated (e.g., chemotherapy, physical therapy, dialysis, etc.).  

  • An employee who must be absent from work to receive medical treatment for a serious health condition is considered to be unable to perform the essential functions of the position during the absence for treatment.
  • An employee who suffers from a serious health condition that does not prevent him or her from performing the essential functions of the position is not entitled to FMLA leave. Similarly, an employee who cannot perform one or more of the essential functions of the position, but whose condition does not meet the statutory and regulatory definition of a serious health condition, is not entitled to FMLA leave.
  • To care for the employee’s spouse, son, daughter, or parent who has a serious health condition.

An employee must be needed to provide care for his or her spouse, son, daughter, or parent because of the family member’s serious health condition in order for the employee to take FMLA leave. An employee may be needed to provide care to the family member, for example

  • when the family member is unable to care for his or her own medical, safety or other needs, because of the serious health condition or needs help in being transported to the doctor; or
  • to provide psychological comfort and reassurance to the family member with a serious health condition.

Generally, an employee is not entitled to FMLA leave to care for other family members with serious health conditions, such as siblings, grandparents, grandchildren, or parents-in-law.

Exceptions may arise where the employee can document the existence of an in loco parentis relationship. For example, an employee may take FMLA leave to care for an aunt or uncle with a serious health condition if the aunt or uncle stood in loco parentis to the employee when the employee was a child.

  • Any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a military member on covered active duty.

Qualifying exigencies are situations arising from the military deployment of an employee’s spouse, son, daughter, or parent to a foreign country. Qualifying exigencies for which an employee may take FMLA leave include making alternative child care arrangements for a child of the military member when the deployment of the military member necessitates a change in the existing child care arrangement; attending certain military ceremonies and briefings; taking leave to spend time with a military member on Rest and Recuperation leave during deployment; or making financial or legal arrangements to address a covered military member’s absence; or certain activities related to care of the parent of the military member while the military member is on covered active duty. An employee may take qualifying exigency leave for the deployment of a son or daughter of any age.

  • To care for a covered service member with a serious injury or illness if the employee is the spouse, son, daughter, parent, or next of kin of the service member (military caregiver leave).

Eligible employees are entitled to up to 26 workweeks of FMLA leave in a “single 12-month period” to care for that covered service member. Covered service members include current members of the Regular or Reserve components of the Armed Forces and certain veterans.

The single 12-month period for military caregiver leave begins on the first day the employee takes FMLA leave to care for a covered service member and ends 12 months after that date, regardless of the method used by the employer to determine the employee’s 12 workweeks of leave entitlement for other FMLA-qualifying reasons.

If an employee does not take all of his or her 26 workweeks to care for a covered service member during this single 12-month period, the remaining leave is forfeited.

Medical Certification:

An employee absent three or more consecutive workdays because of personal illness shall submit, upon return to work, a medical certification of illness and of his or her fitness to return to work. An employee absent three or more consecutive workdays because of illness in the immediate family shall present, upon return to work, medical certification of the family member’s illness.

Medical certification shall be made by a health care provider as defined by the Family and Medical Leave Act.

Intermittent Leave:

Under some circumstances, employees may take FMLA leave on an intermittent or reduced schedule basis. That means an employee may take leave in separate blocks of time or by reducing the time he or she works each day or week for a single qualifying reason. When leave is needed for planned medical treatment, the employee must make a reasonable effort to schedule treatment so as not to unduly disrupt the employer's operations. If FMLA leave is for the birth, adoption, or foster placement of a child, use of intermittent or reduced schedule leave requires the employer’s approval.

Spouses Working for Same Employer:

When spouses work for the same employer and each spouse is eligible to take FMLA leave, the FMLA limits the combined amount of leave they may take for some, but not all, FMLA-qualifying leave reasons.

 Eligible spouses who work for the same employer are limited to a combined total of 12 work weeks of leave in a 12-month period for the following FMLA-qualifying reasons:

  • the birth of a son or daughter and bonding with the newborn child,
  • the placement of a son or daughter with the employee for adoption or foster care and bonding with the newly-placed child, and
  • the care of a respective parent with a serious health condition.

The limitation on the amount of leave for spouses working for the same employer does not apply to FMLA leave taken for some qualifying reasons. Eligible spouses who work for the same employer are each entitled to up to 12 workweeks of FMLA leave in a 12-month period, without regard to the amount of leave their spouses use, for the following FMLA-qualifying leave reasons:

  • the care of a spouse or son or daughter with a serious health condition;
  • a serious health condition that makes the employee unable to perform the essential functions of his or her job; and
  • any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a military member on “covered active duty.”

Eligible spouses who work for the same employer are also limited to a combined total of 26 workweeks of leave in a single 12-month period to care for a covered service member with a serious injury or illness (commonly referred to as “military caregiver leave”) if each spouse is a parent, spouse, son or daughter, or next of kin of the service member. When spouses take military caregiver leave as well as other FMLA leave in the same leave year, each spouse is subject to the combined limitations for the reasons for leave listed above.

Maintenance of Health Benefits:

If an employee is provided group health insurance, the employee is entitled to the continuation of the group health insurance coverage during FMLA leave on the same terms as if he or she had continued to work. If family member coverage is provided to an employee, family member coverage must be maintained during the FMLA leave. The employee must continue to make any normal contributions to the cost of the health insurance premiums.

Paid leave runs concurrently with FMLA leave, and the employee’s share of group health plan premiums must be paid by the method normally used during paid leave (usually payroll deduction). An employee on unpaid FMLA leave must make arrangements to pay the normal employee portion of the insurance premiums in order to maintain insurance coverage. If the employee’s premium payment is more than 30 days late, the employee’s coverage may be dropped. The College will provide written notice to the employee that the payment has not been received and allow at least 15 days after the date of the letter before coverage stops.

In some instances, the College may choose to pay the employee’s portion of the premium, for example, in order to ensure that it can provide the employee with equivalent benefits upon return from FMLA leave. In that case, the College may require the employee to repay these amounts. In addition, the College may require the employee to repay the employer’s share of the premium payment if the employee fails to return to work following the FMLA leave. An employee must return to work for 30 days in order to avoid being obligated to repay such amounts unless the employee does not return because of circumstances that are beyond the employee’s control, including a FMLA-qualifying medical condition.

Maintenance of Other Benefits:

Any benefits that would be maintained while the employee is on other forms of leave, including paid leave, must be maintained while the employee is on FMLA leave.

In order to restore any benefit, other than group health benefits, provided by insurance to the employee without the employee having to re-qualify for such benefits upon his/her return from leave, the College may find it necessary for premiums for such insurance to be paid continuously during the unpaid leave period to avoid a lapse of coverage. If the employee’s premium payment is more than 30 days late, the employee’s coverage may be dropped. The College will provide written notice to the employee that the payment has not been received and allow at least 15 days after the date of the letter before coverage stops.

Designation of Paid Leave:

Accrued paid leave such as sick, personal, bonus, or vacation leave is required to be used concurrently with FMLA leave. When using accrued paid leave, the employee must follow the College’s normal rules for the use of that type of leave, such as submitting a leave request and providing advance notice. If an employee does not meet the requirements to take paid leave under the College’s normal leave policies, the employee may still take unpaid FMLA leave.

Job Restoration:

When an employee returns from FMLA leave, he or she must be restored to the same job or to an "equivalent job". The employee is not guaranteed the actual job or title held prior to the leave. An equivalent job means a job that is virtually identical to the original job in terms of pay, benefits, and other employment terms and conditions (including shift and location).

Equivalent pay includes the same or equivalent pay premiums and the same opportunity for overtime as the job held prior to FMLA leave. An employee is entitled to any unconditional pay increases that occurred while he or she was on FMLA leave. Pay increases conditioned upon seniority, length of service, or work performed must be granted only if employees taking the same type of leave for non-FMLA reasons receive the increases. Equivalent pay includes any unconditional bonuses or payments.

All benefits an employee had accrued prior to a period of FMLA leave must be restored to the employee when he or she returns from leave. An employee returning from FMLA leave cannot be required to requalify for any benefits the employee received before the leave began.

Limitations to FMLA Protections:

An employee on FMLA leave is not protected from actions that would have affected him or her if the employee was not on FMLA leave. For example, if a shift has been eliminated, or overtime has been decreased, an employee would not be entitled to return to work that shift or the original overtime hours. If an employee is laid off during the period of FMLA leave, the College must be able to show that the employee would not have been employed at the time of reinstatement.

An employer may also deny restoration to a “key” employee under certain circumstances. A key employee is a salaried, FMLA-eligible employee who is among the highest-paid 10 percent of all of the employer’s employees within 75 miles. To deny restoration to a key employee, an employer must have determined that substantial and grievous economic injury to its operations would result from the restoration, must have provided notice to the employee that he or she is a key employee and that restoration will be denied, and must provide the employee a reasonable opportunity to return to work.

Fitness-For-Duty (Return-to-Work Doctor’s Note):

An employee out on FMLA must provide a return to work, or “fitness-for-duty,” certification from the employee’s health care provider showing that the employee is able to resume work.

In general, a fitness-for-duty certification may not be required for each absence taken on an intermittent or reduced leave schedule. However, if the College has a reasonable belief that the employee’s return to work presents a significant risk of harm to the employee or to others, the College may require a fitness-for-duty certification up to once every 30 days.

As long as the College has provided the required notice regarding any fitness-for-duty certification requirement, the employee’s return to work may be delayed until the fitness-for-duty certification is provided. KC’s Human Resource Director may contact an employee’s health care provider to clarify or authenticate a fitness-for-duty certification, but cannot delay the employee’s return to work while making that contact. The employee is responsible for paying any cost of obtaining the fitness-for-duty certification.

Notice and Reporting by Employees:

  • An employee must provide the College at least 30 days advance notice before FMLA leave is to begin if the need for leave is foreseeable. If 30 days’ notice is not practicable, notice must be given as soon as possible and practical taking into account all of the circumstances. For foreseeable leave due to a qualifying exigency, an employee must provide notice as soon as practicable, regardless of how far in advance such leave is foreseeable. 
  • The College will require the employee to comply with the College’s usual and customary notice and procedural requirements for requesting leave absent unusual circumstances. If the employee does not comply with the College’s usual and customary policy and procedures and no unusual circumstances exist, the FMLA-protected leave may be delayed or denied. 
  • Whenever leave is needed for a planned medical treatment, whether for an immediate family member or the employee, the employee will make efforts to schedule the treatment so as to minimize disruption to the operations of the College. 
  • An employee must provide sufficient information to reasonably determine whether the FMLA may apply to the leave request. Calling in “sick” without providing more information is not considered sufficient notice to trigger an employer’s obligations under the FMLA. 
  • An employee on FMLA leave will be required to report periodically on his/her status and intention to return to work. The Human Resources Director will determine the frequency of reporting required based on the employee’s situation. 
  • Employees should advise the College if and when they decide unequivocally not to return to work.
  • When leave is needed for a planned medical treatment, a leave request will be submitted prior to the absence. When leave is not foreseeable, a leave request will be completed by the supervisor. All leave requests will be submitted to Human Resources on a monthly basis.

Designation of Leave:

  • It is the College's responsibility to determine that an employee is eligible for FMLA leave. FMLA paperwork may be obtained through the Human Resources office. However, the determining factor in designating FMLA leave is the qualifying reason(s), not the employee's election or reluctance to use FMLA leave or to use all, some, or none of the accrued leave. The College's designation must be based on information obtained from the employee or the employee's authorized representative.
  • If an employee notifies the College of the need for FMLA leave before the employee meets the eligibility criteria, the College will notify the employee of the effective eligibility date.
  • Employees seeking to use FMLA leave may be required, at the election of the College, to provide:
     
    • Medical certifications supporting the need for leave due to a serious health condition affecting the employee, an immediate family member, or a covered service member no later than 15 calendar days after the request by the College.
    • Second or third medical opinions and periodic re-certification (at the College's expense). The College is permitted to designate the health care provider to furnish the second opinion, but the selected health care provider may not be employed on a regular basis by the College. If the opinions of the employee's and the College's designated health care providers differ, the College may require the employee to obtain certification from a third health care provider, again at the College's expense. This third opinion shall be final and binding. The third health care provider must be designated or approved jointly by the College and the employee. The College is required to provide the employee, within five business days, with a copy of the second and third medical opinions where applicable, upon request by the employee. If the employee refuses to release relevant medical records in order for the health care provider to render a sufficient and complete opinion, the employee's request for FMLA leave may be denied.
    • The College may request periodic medial recertification in connection with an ongoing or long-term condition. A recertification may be required when an employee is seeking an extension of the initial leave period. The timing and frequency of medical recertification will depend on the reason for the leave and its expected duration.
    • Certification of fitness-for-duty prior to returning to work.
    • Active duty orders for the covered military member when the employee first requests exigency leave or supporting documentation which may include:
  • A description, signed by the employee, describing facts supporting the leave request and including any available documentation, such as a copy of the appointment, or copy of a bill for service.
  • The approximate date the qualifying exigency commenced or will commence.
  • The beginning and end dates for the absence if the request is for a single period of time.
  • An estimate of the frequency and duration of the exigency if the request is for intermittent or reduced schedule basis.
  • Contact information of the third party or entity and a brief description of the purpose of the meeting if the exigency involves meeting with a third party or entity.

Requesting Leave:

  • The employee will notify Human Resources 30 days in advance of the leave date, whenever practicable or as soon as possible if 30 days is not practical. The employee will also notify his/her supervisor with as much notice as possible for scheduling purposes. When a supervisor is aware of a pending absence or has an employee who has been absent for more than three consecutive work days, the supervisor will also contact the Human Resources Director to inform him/her of such absences.
  • The Human Resources Director will provide the employee with the proper Certification of Health Care Provider request and the Notice of Eligibility and Rights & Responsibilities information. The Certification of Health Care Provider must be returned within 15 calendar days. If a certification is incomplete or insufficient, the employee will have up to seven calendar days to remedy the deficiency. The College may designate a Human Resources representative or a health care provider to contact the employee's health care provider, consistent with the Health Insurance Portability and Accountability Act (HIPAA), to verify and/or clarify if the employee cannot cure any deficiencies in the medical certification. If the employee refuses to cure deficiencies or does not grant permission to clarify, the employee's request for FMLA leave may be denied.
  • The Human Resources Director will notify the employee, the employee's supervisor, and the Payroll Manager of the status of the request for leave within five workdays of the date of the submission of all necessary information. The employee will receive the Designation Notice as official documentation of their FMLA status. The College may designate FMLA leave with appropriate information without an application from the employee. Notification to the employee that leave will be designated as FMLA will be provided to the employee, the employee's supervisor, and the Payroll Manager.
  • The Payroll Manager will arrange with the employee the payment schedule for coverage of the employee's spouse and/or dependents for all applicable benefit deductions if leave is without pay.
  • If an absence which begins as other than FMLA leave later develops into an FMLA-qualifying absence, the entire portion of the leave period that qualifies under FMLA will be counted as FMLA leave.
  • Once the College has knowledge that the leave is being taken for an FMLA-required reason, the College will, within five business days, absent extenuating circumstances, notify the employee that the leave is designated and will be counted as FMLA leave.

Working from Home While on FMLA:

Employees on FMLA leave for their own serious health condition or that of a family member must take full leave during a time of absence. Working from home, or in any capacity, is not allowed.

Exempt employees on intermittent leave for their own serious health condition or that of a family member may, with the approval of Human Resources and their supervisor, work out an arrangement where hours missed from work are made up over a two week period. The two week period may be extended if a holiday falls within the time period. Hours not made up will be designated as leave. The normal leave process must initially be followed, but the supervisor will indicate on the leave request that the hours were made up before sending the leave request to Human Resources.

Non-exempt employees on FMLA leave are never allowed to work from home or any day the College is not fully open. In rare instances, non-exempt employees on intermittent leave for their own serious health condition or that of a family member may, with the approval of Human Resources and their supervisor, work out an arrangement where hours missed in a day are made up sometime in the same week. Due to the Fair Labor Standards Act, hours worked in a single week must never be more than 40.

Enforcement:

It is unlawful for any employer to interfere with, restrain, or deny the exercise of or the attempt to exercise any right provided by the FMLA. It is also unlawful for an employer to discharge or discriminate against any individual for opposing any practice, or because of involvement in any proceeding, related to the FMLA. If the employee believe that his/her rights under the FMLA have been violated, the employee may file a complaint with the Wage and Hour Division of the U.S. Department of Labor or file a private lawsuit.

Definitions:

  • Spouse: Spouse means a husband or wife as defined or recognized in the state where the individual was married and includes individuals in a same-sex marriage or common law marriage. Spouse also includes a husband or wife in a marriage that was validly entered into outside of the United States if the marriage could have been entered into in at least one state.
  • Parent: Parent means a biological, adoptive, step or foster father or mother, or any other individual who stood in loco parentis to the employee when the employee was a child. This term does not include parents “in law.”
  • Son or Daughter: Son or daughter means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is either under age 18, or age 18 or older and “incapable of self-care because of a mental or physical disability” at the time that FMLA leave is to commence.
  • In Loco Parentis: The FMLA regulations define in loco parentis as including those with day-to-day responsibilities to care for or financially support a child. Employees who have no biological or legal relationship with a child may, nonetheless, stand in loco parentis to the child and be entitled to FMLA leave. Similarly, an employee may take leave to care for someone who, although having no legal or biological relationship to the employee when the employee was a child, stood in loco parentis to the employee when the employee was a child, even if they have no legal or biological relationship.
  • Next of Kin: Nearest blood relative
  • 12-month period: Kilgore College uses a “rolling” 12-month period measured backward from the date of any FMLA leave usage.

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Free Speech and Public Assembly Policy:

View/Print PDF version of Free Speech and Public Assembly Policy & Procedures

Approved By and Date:
Board of Trustees, 12-11-17
Executive Leadership Team, 11-16-17

Kilgore College (KC) fully supports lawful freedom of expression by all members of the academic community, including students.  This policy informs members of the College community and the public of the manner in which they may engage in constitutionally protected speech and expression at KC.  It is intended to protect one’s rights without interfering with the primary educational purpose of the College.  The right to reasonably and without regard to content restrict the time, place, and manner of expression is specifically reserved for the College.    

Free Speech and Public Assembly Procedures:

Approved By and Date:
Executive Leadership Team, 11-16-17

Kilgore College encourages its community to exercise the right to freedom of speech granted by the First Amendment to the Constitution of the United States of America. Any acts that are disruptive to normal operations of the College, including but not limited to instruction or college business, or actions that interfere with the rights of others will not be tolerated. The use of Kilgore College’s space for public assemblies or demonstrations is available to current academic community members only (faculty, staff and students). Individuals who are not current faculty, staff, or students may not use the College’s property for demonstrations, but may apply for a demonstration permit through the city of Kilgore or Longview. Such demonstrations will be limited to city sidewalks immediately adjacent to city streets. 

Separate and apart from public assemblies or demonstrations, the College does make specific areas of the campus available to any individual or group through its facility rental procedures. 

Application for Assemblies/Demonstrations:

Generally, the College allows for the spontaneous speech, expression, or assembly of small groups (less than 25 individuals) without pre-approval, subject to the “General Assembly/Demonstrations/Expressive Activites Restrictions” and “Prohibitions of Disrupting College Activities” addressed herein. 

Based upon federal law, the College can put reasonable, viewpoint neutral, time, place, and manner of expression restrictions on assemblies to ensure the ongoing safety of the campus community while protecting from any disruption of institutional activities. Therefore, should a large group (25 or more individuals) pre-plan an assembly or demonstration to take place on College property, pre-approval from the College is required. An Application for Assembly must be completed in the coordinator of student activities office at least 48 hours in advance and all rules and regulations pertaining to the application and this policy must be followed.  The College will have the authority to decide if overtime police protection is required and, if so, the applicant will be charged such a fee.  No fee will be charged based on the content of the speaker/assembly.  Application approval will generally be determined on a first come, first served basis if competing applications for the same time or location are received by the College.  A student is ineligible to apply if he/she is under disciplinary sanction, suspended, expelled, or owes fines or fees to the College under this policy.  An employee is ineligible to apply if he/she has been terminated, or is on leave.

The Application for Assembly is designed to ensure that space utilization conflicts and violations of assembly/demonstration restrictions do not occur and that proper crowd control/safety measures are in place.  The Application for Assembly is subject to viewpoint neutral review and may be denied for the following reasons:

  • Applicant failed to sign the application, supply all necessary information, or included a mispresentation
  • Requested space is not available
  • The date falls during final examinations
  • Planned assembly would be disruptive or otherwise violate the rules set forth herein
  • Applicant is ineligible
  • Proposed use is not suitable for location
  • Proposed activity is commercial in nature
  • Off campus individual or group is actually a sponsor or co-sponsor
  • Any other viewpoint neutral reason that applies to all groups/speakers and furthers the College's significant interest(s)

All denial decisions will be reviewed and approved by the vice president of student development prior to being communicated to the applicant.

General Assembly/Demonstration/Expressive Activities Restrictions:

Expressive activities or conduct are subject to the following restrictions:

  1. Kilgore College space for public assemblies or demonstrations is available to current academic community members only (faculty, staff, and students). This right is extended to recognized campus groups, organizations, and clubs whose membership is made up of members of the academic community.
  2. Public assemblies or demonstrations may occur between the hours of 8:00 a.m. and 9:00 p.m. only.
  3. To protect the rights and freedoms of all campus community members, speakers will refrain from the use of obscenities, fighting words, words used to incite violence or lawless action, and defamatory speech.  Any signs, literature or written materials may not be obscene, incite others, or be defamatory.
  4. The use of amplified sound must be pre-approved to ensure there is no disruption to college functions.
  5. Any literature, signs, pamphlets, etc. displayed or distributed at public assemblies must also comply with the restrictions listed herein.  No litter is permitted.
  6. Assemblies and/or demonstrations that are materially disruptive to Kilgore College's educational environment or the College's activities, that are non-peaceful, and/or that involve substantial disorder or invasion of the rights of others on the property of Kilgore College are prohibited. 
  7. The activity or conduct may not promote commercial products or services.
  8. The activity must not interfere with the free flow of vehicular or pedestrian traffic on sidewalks, on streets, at entrances/exits to buildings, or otherwise.
  9. The activity must not involve conduct that does, or is likely to, result in damage or destruction of property.
  10. No one may threaten or endanger the physical safety of any person on the College campus.
  11. The use of fire or fireworks is prohibited. 

Appeal Procedure for Assembly Applications:

Based upon federal law, the College can put reasonable, viewpoint neutral, time, place, and manner of expression restrictions on assemblies. While the college will work with assembly/ demonstration organizers to meet their requests, the College may deny an application for assembly for the reasons set forth herein. Should the event organizers and College staff not be able to agree on mutually agreeable logistics or the Application for Assembly is denied, the following appeal process is available.

  1. Applicants aggrieved by the refusal of an application are entitled to appeal to the director of human resources by giving written notice to the vice president of student development on or before the fifth class/business day after the decision is received by the applicant. 
  2. The notice is informal, but will contain the applicant’s name and College email address, a concise description of the decision complained of, reasons for disagreeing with the decision, and the date the decision was received.
  3. When appeal is received, according to the prescribed deadlines, the vice president of student development will prepare and send to the director of human resources a written statement of reason(s) for refusal and a copy of the application along with copies of any printed material submitted with the application. The director of human resources may meet with the applicant to obtain more information, if desired. The director of human resources will render a decision to uphold, modify, or overturn the coordinator of student activities decision as soon as practicable but no later than five class/business days after receiving the appeal. 
  4. The decision of the director of human resources is final.

Prohibition of Disrupting College Activities:

It is unlawful for any person, on College property or on public property within five hundred feet of College property, alone or in concert with others, to willfully disrupt the conduct of classes or other College activities.  In doing so, the person will be guilty of a misdemeanor and upon conviction may be punished by a fine or by confinement for not less than 10 days or more than six months or both, fine and confinement 

Conduct that disrupts the educational activities of a College includes emission by any means of noise of an intensity which prevents or hinders classroom instruction and enticement or attempted enticement of students away from classes or other college activities which students are required to attend. (Texas House Bill # 186, 62 Legislature, Regular Session, 1971).

The State law prohibiting disruptive activities defines “disruptive activity” as meaning:

  • Obstructing or restraining the passage of persons in an exit, entrance, or hallway of any building without the authorization of the administration of the college.
  • Seizing control of any building or portion of a building for the purpose of interfering with any administrative, education, research, or other authorized activity.
  • Preventing or attempting to prevent by force or violence or the threat of force or violence any lawful assembly authorized by the school administration.
  • Disrupting by force or violence or the threat of force of violence any lawful assembly in progress; or
  • Obstructing or restraining the passage of any person at an exit or entrance to said campus or property or preventing or attempting to prevent by force or violence or by threats thereof the ingress or egress of any person to or from said property or campus without the authorization of the administration of the school.  The law further states that a “lawful assembly is disrupted when any person in attendance is rendered incapable of participating in the assembly due to the use of force or violence or due to a reasonable fear that force or violence is likely to occur.”

College Response to Assemblies that Violate this Policy:

In the event of any expressive activity that violates this policy or any non-peaceful or disruptive activities on the property of Kilgore College, the College may take action to stop or minimize same.  When responding to such activity, the College administration and/or law enforcement will not consider the viewpoint of the individuals or group involved.  The College will generally follow these procedures in such instances:

  1. The President of the College, or his/her designee, will determine whether or not negotiation will take place with those involved in the demonstration or disruption. 
  2. The College officials will temporarily revoke any and all privileges related to assemblies and take steps to end disruptive or non-peaceful protests. 
  3. The President, or his/her designee, will also determine the actions to be taken (if any) including, but not limited to, discipline, interim suspension, or arrest. The President of the College, or his/her designee, may place students on interim suspension for violating this policy and will adjudicate complaints and make final decisions about alleged violations of conduct, apart from those decisions made by a court of law.
  4. Cases of disruption or non-peaceful action normally will be treated as a violation of the Code of Student Conduct and will be adjudicated by the normal conduct process at the College.  The President of the College, or his/her designee, may put disruptive or non-peaceful students on notice that they are in violation of this policy and file charges against them. Nothing in this paragraph limits the President’s or his/her designee’s authority to place a student on interim suspension for violating this policy as set forth above.
  5. .All individuals who are engaged in disruptive or non-peaceful action may be notified that they are trespassing. Persons who continue to trespass after notification are subject to arrest.
  6. Kilgore College may bill students or file civil suits to recover damages and costs resulting from nonpeaceful or disruptive protests or other violations of this policy.

Any violation of this policy that involves literature, signs, pamphlets or other written materials will generally involve a warning and, if not followed, the College official may confiscate the material and take any other necessary steps as outlined herein or otherwise.

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Hiring Policy:

View/Print PDF version of Hiring Policy & Procedures

Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 9-06-2017

Kilgore College faculty and staff are expected to be involved in setting a climate conducive to promoting and maintaining diversity.  It is the policy of Kilgore College that all qualified applicants receive equal consideration without regard to gender, race, color, religion, national origin, disability, age, veteran status or genetic information.  This policy reflects compliance with all appropriate federal, state, and local statutes including, but not limited to, the Civil Rights Act of 1964, as amended; the Age Discrimination in Employment Act of 1967, as amended; the Rehabilitation Act of 1973 (section 503, 504); the Americans with Disabilities Act; Title IX of the Educational Amendments of 1972; the Veterans Assistance Act of 1974; Article 5221k V.A.C.S.; Executive Orders 11246 and 11758; the Texas Commission on Human Rights Act, as amended.

Hiring Procedures:

Approved By and Date:
Executive Leadership Team, 9-06-2017

Kilgore College establishes procedures, provides instructions, and sets forth basic principles to be followed in the administration of the hiring process.  The objectives for the screening committees are to select and present for administrative consideration, the best candidates to fill faculty and staff vacancies in a timely manner; and to ensure that individual applicants are afforded the opportunity to compete for available positions on an equal basis. 

By authority of the Kilgore College Board of Trustees, the president is authorized to make offers of employment and to employ personnel, subject to Board ratification.  While administrators at levels other than the president may be authorized to negotiate employment, only the president can make an offer of employment.  Administrators other than the president are authorized only to make recommendations for employment.  When positions become vacant for any reason, no hiring or search procedures will be initiated until a Request for Authorization to Conduct an Employee Search form has been completed and must have all appropriate signatures and be received in the Office of Human Resources.  This policy applies to all faculty and staff positions of Kilgore College.  Vice presidents, deans (or equivalents), directors, department chairs, and coordinators are accountable for efforts to achieve a diverse faculty and staff in their respective areas.  Positive action will be taken by the administration to identify and eliminate any unnecessary barriers to equal employment opportunities.  Recruitment efforts will be made to utilize both traditional and non-traditional employment sources which reach individuals who are members of racially and ethnically underrepresented groups, as well as underrepresented gender groups.  In the event of an unexpected faculty or staff vacancy, and when time does not permit a full search to be conducted, the president may approve an interim appointment.  The duration of this appointment shall not exceed one year, during which time a search will be conducted.  Exceptions to this procedure may be made only with written authorization of the president.

Responsibilities for organizing and conducting searches:

President:

It is the responsibility of the president to:

  • Approve or disapprove all requests to conduct an employment search.
  • Approve or disapprove all recommendations for hiring.
  • Issue a written offer of employment to each successful candidate.
  • Submit each new employee to the Board of Trustees for ratification.  

Vice Presidents (or equivalents):

It is the responsibility of the vice presidents to:

  • Approve or disapprove each search before forwarding such requests to the Office of Human Resources and the President’s Office.
  • Approve or disapprove all finalists for employment consideration and submit same to the president for final approval.
  • Meet with committee should he/she disapprove a finalist.

Deans or Equivalent Supervisor:

It is the responsibility of the deans or equivalent supervisors to:

  • Complete and submit a Request for Authorization to Conduct an Employee Search and the Position Specification or updated job description.
  • Approve the screening committee composition.  The committee must, to the maximum extent possible, include a cross section of persons with regard to race, gender, and ethnic origin, and the voting members should have knowledge in the field or other meaningful insights as related to the position.
  • Receive the screening committee's recommendations and conduct second round interviews, as appropriate.
  • Make objective recommendation for employment to the appropriate vice president with a copy to the Office of Human Resources.
  • Ensure that all hiring and employment practices are followed in accordance with Kilgore College procedures.
  • Notify the successful candidate of the outcome of the search by telephone or delegate that responsibility to HR or appropriate department chair.
  • Indicate that an official offer of employment can only be extended by the president.
  • Assume all of the responsibilities listed below for a department chair if the search is for a program coordinator or department chair level position.

Screening Committee Chair:

For faculty positions, the department chair, program director, or coordinator typically serves as the chair of the screening committee.  For non-faculty positions, the direct supervisor typically fills this role. 

It is the screening committee chair's responsibility to:

  • Assist the dean or supervisor in writing the Kilgore College Job Description to include qualifications and responsibilities of the position.  (Note: If the search is to fill an existing position, the chair will check with Human Resources to see if a job description already exists and if so, an update to the current job description can be used.)
  • Initiate the hiring process by assisting the dean or equivalent supervisor in completing a Request for Authorization to Conduct an Employee Search form. 
  • Recommend to the dean a three to five member screening committee, after conferring with the Director of Human Resources.  The committee must, to the maximum extent possible, include a cross section of persons with regard to race, gender, and ethnic origin, and the voting members should have knowledge in the field.
  • Meet with the screening committee to emphasize compliance with the procedures and to give the committee its charge, including the target date for completion of the search, as well as any other specific instructions.
  • Receive applications from the Office of Human Resources and duplicate and distribute, as appropriate, to members of the screening committee.
  • Work with the screening committee to ensure that all the appropriate steps of this procedure are completed and that a fair and objective hiring recommendation is reached.
  • Notify the Office of Human Resources of those candidates not selected for an interview so that letters of non-selection may be developed.
  • Forward a copy of the interview questions to the Office of Human Resources for review prior to the start of interviews.
  • Forward the Screening Committee Recommendation form to HR and the appropriate dean/administrator for consideration.
  • Forward a copy of the all application materials, a copy of the interview questionnaire, and all Pre-employment Reference Check forms to the Office of Human Resources.
  •  Notify by phone those individuals who were interviewed but not selected for employment, expressing gratitude for their interest in Kilgore College.

Screening Committee:

It is the responsibility of the committee to:

  • Review and understand the hiring procedures.
  • Maintain confidentiality regarding individuals in the applicant pool, as well as all committee discussions and ratings.  Develop a list of essential candidate characteristics (knowledge base, skills, abilities and other qualifications) to be considered in the screening process.
  • Develop interview questions which will be asked of every candidate.  This list of questions must focus only on job related issues and must avoid discriminatory or overly personal subjects.
  • Screen application materials to determine applicant qualifications based upon job related criteria.  Individuals not meeting the "minimum requirements", as listed on the official Kilgore College Job Announcement, should not be considered for employment; thus, they should not be offered an interview.
  • Select those individuals who will receive an interview. The most equitable method for selecting candidates to interview involves grouping all applications by similar job related criteria (e.g., all applicants with a master's degree and three or more years of experience in group 1, applicants with bachelor's degree and three or more years of experience in group 2.)  Interviews should be offered to all individuals within the "highest" or most qualified group.  If the screening committee desires to interview someone in the second most qualified group, all applicants within that group must also be offered an interview.  (Note: There is no such thing as being "over qualified" for a job.)
  • Schedule interviews.  To the maximum extent possible, interviews should be set at a time convenient to the committee members, as well as the applicants.  If desired, the Office of Human Resources will schedule interviews on behalf of the committee.
  • Conduct the interviews.  Every applicant interviewed must be asked the same basic questions.  However, based upon responses received to the basic questions, the screening committee members are permitted to ask follow up or probing questions that differ person to person.  In addition, the committee must ensure that each candidate is treated similarly (If one candidate is provided a tour, all candidates should be provided the same opportunity.)
  • Rank the top three finalists in order of preference and submit the Screening Committee Recommendation form.
  • Contact references and/or previous employers of top finalist after the interview process.  Record the results of the conversations on the Pre-Employment Reference Check form.

Office of Human Resources:

It is the responsibility of the Office of Human Resources to monitor the search process and to:

  • Authorize the search opening, in consultation with the president, by signing the Request for Authorization to Conduct an Employee Search form.
  • Develop and distribute the official Kilgore College Job Announcement based upon the Position Specification or updated job description.
  • Develop and transmit to the public information officer any paid advertising of the vacancy requested by the department.  Please note: paid advertising is done only at the request of the department and all associated costs must be paid out of departmental budgets.
  • Receive original application materials from prospective employees.
  • Meet with the screening committee prior to the initiation of the interview process to cover all necessary procedures.
  • Prepare and transmit letters of non-selection.
  • Receive employment recommendations from the screening committee and arrange or conduct final interviews, as appropriate.
  • Make the final employment recommendation to the president.
  • Prepare for the president's signature a written offer of employment.
  • Conduct background check on the recommended candidate.

Ensure that all rules, policies, and regulations concerning equal employment opportunity are adhered to during the search process.

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Information Technology Resources Acceptable Use Policy:

View/Print PDF version of Information Technology Resources Acceptable Use Policy & Procedures

Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 9-01-2017

Kilgore College provides information technology resources to employees and students to support the College’s mission.  Access to Kilgore College’s (KC) information technology resources is a privilege, not a right.  All users are required to acknowledge receipt and understanding of all administrative regulations governing use of KC’s information technology resources and will agree in writing to allow monitoring of their use and to comply with such regulations and guidelines annually. Noncompliance will result in suspension of access or termination of privileges and other disciplinary action consistent with KC policies. Violations of law may result in criminal prosecution as well as disciplinary action by KC.

Information Technology Resources Acceptable Use Procedures:

Approved By and Date:
Executive Leadership Team, 9-01-2017

Electronic files created, sent, received, or stored on information technology resources owned, leased, administered, or otherwise under the custody and control of Kilgore College are the property of Kilgore College unless a written agreement exists otherwise. All messages, files and documents – including personal messages, files and documents – located on Kilgore College information technology resources are owned by Kilgore College, may be subject to open records requests, and may be accessed by the Director of Information Technology in accordance with this policy.

Definitions:

  1. Information technology resources are defined as any and all computer and peripheral devices capable of receiving, storing, managing, or transmitting electronic data, the wired and wireless networks that connect these devices, and the information stored on those devices.
  2. A user is defined as an individual or an automated application process that is authorized to access Kilgore College Information Technology Resources.

Procedures:

  1. All wireless access points/routers accessing Kilgore College’s network must be owned or approved, in writing, by Kilgore College.  
  2. Users must not share their Kilgore College account(s), passwords, personal identification numbers (PIN), security tokens (i.e. Smartcard), or similar information or devices used for identification and authorization purposes.
  3. Users must report any weaknesses in College computer security and any incidents of possible misuse or violation of this policy and its procedures to the appropriate supervisor.
  4. Users must not download, install, or run security programs or utilities that reveal or exploit weaknesses in the security of a system. For example, College users must not run password cracking programs, packet sniffers, port scanners, or any other non-approved programs on College information technology resources.
  5. Users must not attempt to access any data or programs contained on College information technology resources for which they do not have authorization or explicit consent.
  6. Users must not make, acquire, or use unauthorized copies of copyrighted software on Kilgore College information technology resources.
  7. Users must remove disruptive software, shareware, or freeware installed on College information technology resources when requested by appropriate management personnel.
  8. Users must not purposely engage in any activity that may do any of the following: harass, threaten, or abuse others; degrade the performance of information technology resources including downloading large files from the Internet that are unrelated to the academic or administrative functions of Kilgore College; deprive an authorized Kilgore College user access to a Kilgore College resource; obtain extra resources beyond those allocated; or circumvent Kilgore College computer security measures.
  9. Users must not intentionally access, create, store or transmit material which Kilgore College may deem to be offensive, indecent, or obscene (other than in the course of academic research where this aspect of the research has the explicit written approval of the Kilgore College vice president of instruction).
  10. Kilgore College information technology resources must not be used for personal business or benefit.
  11. Kilgore College owned software will not be installed on personally owned equipment. 
  12. Users must not otherwise engage in acts against the aims and purposes of Kilgore College as specified in its governing documents or in rules, regulations, and procedures adopted from time to time.
  13. As a convenience to the Kilgore College user community, incidental personal use of information technology resources is permitted. The following restrictions apply:
  • Incidental personal use of electronic mail, internet access, fax machines, printers, copiers, and so on, is restricted to Kilgore College approved users; it does not extend to family members or other acquaintances.
  • Incidental personal use must not result in any direct costs to Kilgore College.
  • Incidental personal use must not interfere with the normal performance of an employee’s work duties.
  • No files or documents may be sent or received that may cause legal action against, or embarrassment to, Kilgore College.

     14. Storage of personal email messages, voice messages, files, and documents within Kilgore College’s information technology resources must be nominal. Violation of this policy may result in disciplinary  action which may include termination for employees; a termination of employment relations in the case of contractors or consultants; dismissal for interns and volunteers; or suspension or expulsion in the case of a student. Additionally, individuals are subject to loss of Kilgore College information technology resources access privileges, as well as, civil, and criminal prosecution.

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Intellectual Property Policy:

View/Print PDF version of Intellectual Property Policy & Procedures

Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 9-11-2017

Kilgore College employees and students own all rights to copyrightable or patentable independent works created by that person without College support. Unless otherwise provided in a rights agreement, the College owns all rights to a copyrightable or patentable work created by the person with College support.

Intellectual Property Procedures:

Approved By and Date:
Executive Leadership Team, 9-11-2017

The ownership of a copyright or patent resulting from the development of intellectual property and any rewards or recognition attributed to the copyright or patent will be determined according to the following conditions:

Ownership resides with the employee or student under the following criteria:

  1. The work is the result of individual initiative, not requested by the College.
  2. The work is not the product of a specific contract or assignment made as a result of employment or enrollment at the College.
  3. The work is not prepared within the scope of the employee’s job duties or the student’s enrollment.
  4. The work involves insignificant use of College facilities, time, and/or other resources.

Ownership resides with the College if the above criteria are not met and/or if the following criteria apply:

  1. The work is prepared within the scope of the employee’s job duties or the student’s enrollment.
  2. The work is the product of a specific contract or assignment made in the course of the employee’s employment with the College or the student’s enrollment.
  3. The development of the work involved significant facilities, time, and/or other resources of the College including but not limited to released time, grant funds*, college personnel, salary supplement, leave with pay, equipment, or other materials or financial assistance.
  4. The College and the employee or student may enter into an agreement for an equitable arrangement for joint ownership, sharing of royalties, or reimbursement to the College for its costs and support. When it can be foreseen that commercially valuable property will be created, the College and the employee or student will negotiate an agreement for ownership and the sharing of benefits prior to creation of the property. In all such cases, the agreement will provide that the College will have a perpetual license to use the work without compensation to the employee or student for such use.
  5. If an employee is granted full or partial leave with pay (e.g., release time or educational leave) to write, develop, produce, or invent intellectual property, the employee and the College will share in any financial gain; and the College’s share will be negotiated prior to the time the leave is taken.

*Notwithstanding the provisions of this policy, in the case of a work created under a grant accepted by the College the ownership provisions of the grant will prevail.

Kilgore College expects its employees and students to abide by all U.S. copyright regulations. The College website contains specific details regarding applicable copyright information and prohibitions against unauthorized duplication and distribution of copyrighted materials, including copyrighted music and video. Violations of copyright laws, including unauthorized peer-to-peer sharing, are subject to college disciplinary sanctions as well as civil and criminal liabilities.

Issues or disputes between the College and its employees, including student workers, regarding intellectual property should be directed to the director of human resources.

Issues or disputes between the College and students regarding intellectual property should be directed to the vice president of student development.

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Marketing, Advertising and Recruitment Materials Policy:

View/Print PDF version of Marketing, Advertising and Recruitment Materials Policy & Procedures

Approved By and Date:
Board of Trustees: 08-14-2017
Executive Leadership Team: 07-31-2017

Kilgore College is committed to providing informative marketing, advertising, recruitment, and promotional materials that accurately represent the institution and its practices and policies. To ensure consistency, accuracy and integrity in all messaging, the KC Marketing Department will, at a minimum, review and approve all marketing, advertising, recruitment and promotional materials prior to distribution.

Marketing, Advertising and Recruitment Materials Procedures:

Approved By and Date:
Executive Leadership Team: 07-31-2017

Marketing, Advertising, and Promotional Materials:

Departments and/or programs desiring to develop and publish marketing, advertising and/or recruitment materials are expected to follow the standards outlined in the KC Publications and Graphics Standards Manual. Additionally, departments are encouraged to utilize the services of the KC Marketing Department. In situations where a department or program develops its own materials, KC Marketing Department approval is still required prior to printing, publishing, and/or distribution.

The typical process for developing a marketing piece is as follows:

  1. Initial contact is made from a department or group on campus to the Director of Enrollment Management and Marketing concerning a project. 
  2. A response to the department is generated that includes a copy to all members of the marketing team who will be involved in the project. 
  3. Content is provided by the originating department or organization before design begins. 
  4. Once design of project has begun, a scope of the project will be given to the KC Print Shop. The KC Print Shop, in return, will provide all parties with a print schedule. 
  5. Marketing, printing and public relations staff will review draft versions for style, correctness, and accuracy, including proper logo usage, nondiscriminatory statement usage (print publications only) and picture usage.
  6. The marketing staff strives to ensure that the students represented in advertising characterize the diverse nature of the student body and full programmatic offerings of KC. Whenever possible, photos will portray actual students. The staff then secures photo releases of students, if necessary. If students, faculty or staff are quoted, the quote is attributed to the respective person. 
  7. Marketing sends a final electronic proof to the originating department or organization to grant final approval of the project. The KC Print Shop will provide, when appropriate, a printed copy of the project as part of the final approval process. 
  8. Printing/publication begins when approval is received. 

Website:

The KC Marketing Department is responsible for the development and maintenance of the official college website. Individual departments/programs are responsible for providing accurate and up-to-date information related to their area(s). All information published to the website must be reviewed and approved by the Marketing Department.

Faculty and staff are responsible for informing the Marketing Department of any updates, modifications and/or corrections needed. 

Presentations:

Kilgore College faculty and staff are frequently called upon to present information to outside groups and organizations. All department supervisors must ensure consistency, accuracy, and integrity in all presentations. This shall be achieved via the following:

All college related information and data used in a presentation to external groups or individuals must be retrieved from an official KC source such as the college catalog or official offices (i.e. institutional research, registrar’s office, an instructional division dean, or appropriate Vice President, etc.). Estimates, guesses and opinions are not to be used.

  1. All images used must be actual images of KC people or places (i.e. facilities, students, faculty). Furthermore, all images and graphics must adhere to the graphics standards published in the KC Publications and Graphics Standards Manual.
  2. In order to ensure consistency, accuracy, and integrity in messaging, any staff, faculty member, or student delivering a presentation developed by the institution will receive sufficient training and the approval to present by the appropriate department supervisor. 

Representation of Regional Accreditation Status:

The regional accreditation status of Kilgore College is officially published in two locations, the annual college catalog and the accreditation webpage of the college website. If it is necessary to represent accreditation status in any other document such as an application or a report, it must be written as follows:

“Kilgore College is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award the associate degree. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of Kilgore College.”

 

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Nondiscrimination and Student Grievance Policy:

View/Print PDF version of Nondiscrimination and Student Grievance Policy & Procedures

Approved By and Date:
Board of Trustees, 12-11-2017
Executive Leadership Team, 11-16-2017

Kilgore College prohibits discrimination, including harassment, against any student on the basis of sex, race, color, religion, age, national origin, disability, veteran’s status, genetic information, or any other characteristic protected by institutional policy or local, state, or federal law. The institution is committed to promptly responding to and resolving concerns involving allegations of illegal discrimination, including illegal harassment, in violation of local, state and/or federal civil rights laws and/or regulations.

Nondiscrimination and Student Grievance Procedures:

Approved By and Date:
Executive Leadership Team, 11-16-2017

To ensure that the process for considering student grievances is well publicized, reasonable, and fairly administered, the Kilgore College Title IX coordinator will coordinate the student grievance process for the entire institution. 

Definitions:

  1. Discrimination: Any distinction, preference, advantage for or detriment to an individual compared to others that is based upon an individual’s actual or perceived sex, race, color, religion, age, national origin, disability, veteran’s status, genetic information, or any other characteristic protected by institutional policy or local, state, or federal law that is so severe, persistent, or pervasive that it unreasonably interferes with or limits a student’s ability to participate in or benefit from the College’s educational program or activities.
  2. Discriminatory Harassment: Detrimental action based on an individual’s actual or perceived sex, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion, sexual orientation, or other protected status that is so severe, persistent, or pervasive that it unreasonably interferes with or limits a student’s ability to participate in or benefit from the College’s educational program or activities.
  3. Retaliatory Harassment: Intentional action taken by an accused individual or allied third party, absent legitimate non-discriminatory purposes, that harms an individual as reprisal for filing or participating in a civil rights grievance proceeding.
  4. Sexual Harassment of a Student by Another Student: Any unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature by a student toward another student that is so severe, persistent, or pervasive that it unreasonably interferes with or limits a student’s ability to participate in or benefit from the College’s educational program or activities. 
  5. Sexual Harassment of a Student by a Faculty/Staff Member: Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature by a faculty or staff member toward a student are held to constitute sexual harassment when: (a) Submission to such sexual conduct is made either explicitly or implicitly a term or condition of rating an individual’s educational or activity development or performance; or (b) Such conduct is so severe, persistent, or pervasive that it unreasonably interferes with or limits a student’s ability to participate in or benefit from the College’s educational program or activities.
  6. While a particular interaction must be offensive to both a reasonable person and to the victim to be defined as harassment, faculty and staff members and other persons of authority should be sensitive to questions about mutuality of consent that may be raised and to the conflict of interests that are inherent in personal relationships that result from professional and educational interactions. Harassment is particularly damaging when it exploits the educational dependence and trust between students and faculty/staff. When the authority and power inherent in faculty/staff relationships with students, whether overtly, implicitly, or through misinterpretation, is abused in any way, there is potentially great damage to the individual student, to the accused individual, and to the climate of the institution.
  7. Sexual Violence: A form of sexual harassment that includes physical sexual acts perpetrated against a person’s will or where a person is incapable of giving consent due to the victim’s use of drugs, alcohol, or other intoxicating substances or due to an intellectual or other disability. Examples of sexual violence include non-consensual sexual contact, non-consensual sexual intercourse, rape, sexual battery, and other sexually motivated conduct, communications, or contact.

Grievances Concerning Discrimination and/or Harassment:

The college does not permit discrimination or harassment in its programs and activities on the basis of sex, race, color, religion, age, national origin, disability, veteran’s status, or genetic information or any other characteristic protected by institutional policy or local, state, or federal law. Students who believe they have been subjected to discrimination or harassment in violation of this policy should follow the procedures outlined herein to report those concerns.

How to File a Grievance:

Students or any other persons who wish to report a concern or file a grievance relating to Discrimination or Harassment (including Sexual Violence) may do so by reporting the concern to the College Student Title IX coordinator or his/her designee.  When appropriate, a third party (such as an attorney) maybe the designee.  When investigating the complaint, he/she will act as an impartial party rather than a representative of either the complaining or accused parties and will not offer opinions on the matter when interviewing and investigating.  The Student Title IX coordinator designated by the College is: 

Bindy Tice
Kilgore College
1100 Broadway Blvd.
Kilgore, TX 75662 (903) 988-7590
btice@kilgore.edu

Individuals with grievances of discrimination also always have the right to file a formal grievance with the United States Department Education:

Office for Civil Rights (OCR)
400 Maryland Avenue, SW
Washington, DC 20202-1100
Customer Service Hotline #: (800) 421-3481 Facsimile: (202) 453-6012
TDD#: (877) 521-2172
Email: OCR@ed.gov
Web: http://www.ed.gov/ocr

Responsible Employees:

These designated individuals are defined as the College president, Student Title IX coordinator, any vice president, the executive dean of KC—Longview, any instructional division dean, any member of the Kilgore College Police Department, the director of student success/athletic director, the director of enrollment management and marketing, the director of admissions and registrar, the coordinator of residential and student life, and the director of financial aid. These employees of Kilgore College are considered mandatory reporters. 

Overview of the Grievance Process:

The grievance process involves an immediate initial investigation to determine if there is reasonable cause to believe the nondiscrimination policy has been violated. If so, the College will initiate a prompt, thorough, and impartial investigation, or facilitate an informal resolution. This investigation is designed to provide a fair and reliable determination about whether the College’s nondiscrimination policy has been violated. If so, the College will implement a prompt and effective remedy designed to end the discrimination, prevent its recurrence, and address its effects. 

Informal Dispute Resolution Efforts:

Informal resolution is optional and may be used if the College determines that it is appropriate under the circumstances, and both parties are agreeable. A College representative will facilitate the process.

Filing a Grievance:

The Student Title IX Coordinator is designated to formally coordinate and oversee the student grievance process, address inquiries, and coordinate the College’s compliance efforts regarding student grievances. Notice of a formal grievance may be made in person or orally to a “responsible employee”, but the College encourages submission of grievances in writing or by email. If the report is made orally, the Student Title IX coordinator will reduce the report to written form.

Reports of prohibited conduct will be made as soon as possible after the alleged act or knowledge of the alleged act. A failure to immediately report may impair the College’s ability to investigate and address the prohibited conduct.  Requests for confidentiality will be honored to the extent possible, but cannot be guaranteed in any instance.

Requested Contents of a Written Grievance:

The grievant should clearly and concisely describe the incident(s), when and where it occurred, and the desired remedy sought. The grievance should be signed by the initiator or, in the case of an email submission, sent as an email attachment, in letter format and should contain the name and all contact information for the grievant. Any supporting documentation and evidence should be referenced within the body of the formal grievance.

Options for Addressing Grievances:

It is the responsibility of the Student Title IX coordinator to determine the most appropriate means for addressing the report or grievance. Options include one or a combination of the following: 1) investigating the report or grievance as described below; 2) resolving the situation through an informal resolution process; 3) determining that the facts of the grievance or report, even if true, would not constitute a violation of the conduct code or applicable policy; or 4) determining that the allegations are unfounded.

Interim Action:

If appropriate, and regardless of whether a criminal or regulatory investigation regarding the alleged conduct is pending, the College may, at the College’s discretion, promptly take interim action calculated to address prohibited conduct prior to the completion of the investigation. Examples of possible interim actions include counseling, extensions of time or other course-related adjustments, modifications of work or class schedules, campus escort services, restrictions on contact between the parties, changes in work or housing locations, changes in classes or extra-curricular activities, leaves of absence, increased security and monitoring of certain areas of campus, and other similar accommodations.

Investigation Process and Protocols:

The Student Title IX coordinator will make a good faith effort to conduct a fair and impartial review and/or resolve the grievance in a prompt and timely manner.  All persons investigating such grievances will be impartial and free of any conflict of interest or bias in the outcome. 

If an investigation is conducted, the Student Title IX coordinator may appoint an investigator(s) and will send the respondent a notice of investigation as soon after the commencement of the investigation as is practical. The notice of investigation will include a description of the alleged misconduct, which includes sufficient detail for the respondent to prepare a response, and the requirement that the respondent must set up a meeting with the Student Title IX investigator within the time frame designated in the notice. The respondent will be given adequate time to prepare a response prior to this initial meeting.  At the meeting, the respondent will have the opportunity to respond to the allegations, present relevant information, identify and/or present relevant witnesses (other than the grievant) or witness statements, and have an advisor or counsel present.

The notice will be sent to the student or employee’s college e-mail address; it may also be hand-delivered or sent to the mailing or permanent address appearing in the college’s information system, or police report. Notice to the student or employee will be considered furnished on the date of hand-delivery; on the date e-mailed or three days after the date the notice is placed in the U.S. mail.

If the respondent does not schedule or attend a meeting by the date specified in the notice, or if the respondent or grievant schedules a meeting but does not attend or attends but does not participate, the Student Title IX investigator may complete the investigation based on the information obtained.

The College president will be notified when an investigation occurs.  Other College employees may be notified on an as-needed basis only.

At the conclusion of an investigation, the investigator will prepare a written report that will include a statement of factual findings and a determination as to whether or not there was a violation of the Code of Student Conduct or College policy. The standard of proof will be a preponderance of the evidence (more likely than not). 

If a law enforcement or regulatory agency notifies the College that a criminal or regulatory investigation has been initiated, the Student Title IX coordinator will confer with the investigating agency to determine if the College’s investigation would impede the ongoing criminal or regulatory investigation. The College will proceed with its investigation only to the extent that it does not impede the ongoing criminal or regulatory investigation. If the College is compelled to suspend its investigation, it will promptly resume the investigation as soon as the law enforcement or regulatory agency has completed gathering its evidence.

Student Title IX Coordinator’s Review of the Investigatory Report:

The Student Title IX coordinator will receive and review the investigator’s report. Within the scope of this review, the Student Title IX coordinator may consult with the parties, request that further investigation be done by the same or another investigator, or request that the investigation be conducted again by another investigator. The Student Title IX coordinator may conduct his/her own investigation or interviews.

Final Determination:

The Student Title IX coordinator may adopt the investigator’s report as his/her own final determination or may prepare a separate final determination report based on the findings of the investigation. 

Notification of Final Determination:

The Student Title IX coordinator will advise the grievant and respondent of the final determination of the findings of any investigation conducted under this policy. A copy of the final written report as approved by the Student Title IX coordinator will be concurrently provided to: (1) the grievant; and (2) the respondent.  This written report provided to grievant and respondent will comply with the Family Educational Rights and Privacy Act (FERPA), and a copy of same will be provided to the College president.

Assignment of Sanctions:

In cases where the investigation results in a determination that the Code of Student Conduct or College policy has been violated, the Student Title IX coordinator or his/her designee will determine an appropriate sanction(s), in accordance with the Code of Student Conduct or College policy. The grievant or the respondent may submit a written impact statement or other evidence that would be relevant to the imposition of a sanction within three (3) business days of the date of notification of final determination.  If no impact statement or other evidence is submitted, the Student Title IX coordinator or designee will determine the sanction without the parties’ input and provide written notice of same to both parties.

Time Frame and Grounds for Filing an Appeal of the Findings:

Should the respondent or the grievant not accept the findings of the investigation, the decision of the Student Title IX coordinator may be appealed in the circumstances described below.  All other findings are final.

The ONLY grounds for appeal are as follows: (a) A procedural (or substantive error) occurred that significantly impacted the outcome of the hearing (e.g. substantiated bias, material deviation from established procedures, etc.); or (b) To consider new evidence, unavailable during the original hearing or investigation, that could substantially impact the original finding or sanction. A summary of this new evidence and its potential impact must be included.

Thus, the party requesting appeal must provide new evidence or show error as the original finding is presumed to have been decided reasonably and appropriately. Respondents or grievants must petition for an appeal, in writing, within three (3) business days of receiving the written decision of the findings. The College will share the appeal with the other party (e.g., if the respondent appeals, the appeal is shared with the grievant, who may also wish to file a response). All appeals and responses are then forwarded to a standing appeals committee for review to determine if the appeal meets the limited grounds and is timely. The original finding will stand if the appeal is not timely or substantively eligible, and the decision is final. If the appeal has standing and is timely, then the standing committee will review the documentation and consider the appeal. The appeal is appellate in nature and only written evidence/documentation will be considered.  No oral arguments or live witnesses will be presented.

Time Frame and Grounds for Filing an Appeal of Sanctions:

Sanctions imposed by the Student Title IX coordinator or designee post investigation can be appealed by either party according to the grounds detailed below. 

Either the grievant or the respondent may petition, in writing, within three (3) business days of receiving notice of the sanctions for a review of the decision. The College will share the appeal with the other party (e.g., if the respondent appeals, the appeal is shared with the grievant, who may also wish to file a response and vice versa). All appeals and responses are then forwarded to a standing committee for review to determine if the appeal is timely. The original finding will stand if the appeal is not timely, and the decision is final. If the appeal is timely, then the standing committee will review the appeal of sanctions. The appeal is appellate in nature and only written evidence/documentation will be considered.  No oral arguments or live witnesses will be presented.

If the appeal of sanctions is filed by a respondent who is a contractual employee and the sanction is termination, then the respondent’s appeal will be handled through the hearing procedure provided in the College’s Policy regarding termination of employment for contractual employees (as opposed to the standing committee referred to above).  However, the hearing committee’s decision is final and non-appealable.

All sanctions imposed by the Student Title IX coordinator will be in effect pending any appeal. Graduation, study abroad, internships/externships, etc. do NOT in and of themselves constitute exigent circumstances, and students may not be able to participate in those activities during their appeal. In cases where the appeal results in reinstatement to the institution or of privileges, all reasonable attempts will be made to restore the student and/or employee to his/her prior status, recognizing that some opportunities lost may be irretrievable in the short term.

Records Retention:

In all cases, the Student Title IX coordinator will retain the investigator’s report and final sanction decision for a minimum of seven years after the respondent graduates or permanently withdraws from the college. All records, reports, and investigations obtained pursuant to this process will not be disclosed publicly except to the extent required by law.

Grievant Support and Protection:

The investigator will discuss with the grievant the support services available to him or her (e.g. counseling services, community resources, etc.). The investigator or Student Title IX coordinator will also discuss with the grievant whether he/she resides in the same housing or has classes or activities with the respondent and may take interim steps to protect the grievant prior to the outcome of the investigation if deemed necessary by the College.

Special Grievance Process Provisions:

  1. Attempted violations. In most circumstances, the College will treat attempts to commit any of the violations listed in the Code of Student Conduct as if those attempts had been completed.
  2. College as Grievant. As necessary, the college reserves the right to initiate a grievance, to serve as grievant, and to initiate conduct proceedings without a formal grievance by the victim of misconduct.
  3. False Reports. The college will not tolerate intentional false reporting of incidents. It is a violation of the Code of Student Conduct to make an intentionally false report of any policy violation, and it may also violate state criminal statutes and civil defamation laws.
  4. Limited Immunity for Victims and Witnesses. The College encourages victims and witnesses to report violations of the Student Code of Conduct, College policy, and crimes. Sometimes, victims or witnesses are hesitant to report to College officials or participate in grievance processes because they fear that they themselves may be accused of policy violations, such as underage drinking at the time of the incident. It is in the best interests of this community that as many victims as possible choose to report to College officials, and that witnesses come forward to share what they know. While policy violations cannot be overlooked, the College will generally provide educational options, rather than punishment, to crime victims and witnesses.

Bystander Engagement. The welfare of students in the College community is of paramount importance. At times, students on and off-campus may need assistance. The College encourages students to offer help and assistance to others in need. Sometimes, students are hesitant to offer assistance to others, for fear that they may get themselves in trouble (for example, as student who has been drinking underage might hesitate to help take a sexual misconduct victim to the campus police). While policy violations cannot be overlooked, the College will generally provide educational options, rather than punishment, to those who offer their assistance to others in need.

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Non-Renewal of Term Contract Policy:

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Approved By and Date:
Board of Trustees, 12-11-2017
Executive Leadership Team, 11-16-2017

Employees’ contracts may be non-renewed at the end of their contract terms for any reason or no reason.  The College shall not be obligated to automatically renew any employee's contract.  Nonrenewal shall not be based on an employee’s exercise of rights guaranteed by the Constitution, issues related to academic freedom, or be based unlawfully on an employee’s sex, race, color, religion, age, national origin, disability, veteran’s status, genetic information, or any other characteristic protected by institutional policy or local, state, or federal law.

Non-renewal of Term Contract Procedures:

Approved By and Date:
Executive Leadership Team, 11-16-2017

The College will make best efforts to notify a full-time faculty member of its intent to non-renew  his or her contract by  July 31 of each year. However, the College’s failure to notify the employee by this date does not renew the employee’s contract, create a property right in continued employment at the College, or create a new employment contract, either express or implied. Notifications of any full-time non-faculty employee's nonrenewal may be sent at any time prior to the date the current contract expires.

Grievance of non-renewal:

The Board designates the director of human resources as the person to whom a full-time faculty member may present a grievance under Education Code 51.960 on an issue related to his or her nonrenewal. Such grievance must be filed in writing within 5 business days of the notice of nonrenewal. 

Appeals of Non-renewal:

Appeals for non-renewal are generally not allowed. There are two exceptions to this rule: (a) if the employee alleges that the non-renewal constitutes a violation of a constitutional or statutory right, or (b) if the employee has continuously been employed as a full-time employee by the College for at least ten (10) full academic years.

If an appeal is allowed related to non-renewal, then a written appeal must be given to the President within 5 business days of the date of notice of non-renewal. The same hearing procedures set forth under the College's policies related to appeal for a Termination of Employment – Dismissal Policy apply.  However, the employee bears the burden of proof to prove any violation of his or her rights.

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Performance Review & Appraisal Policy:

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Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 9-14-2017

The employee evaluation process is designed to ensure the continued quality of Kilgore College’s educational services by systematically collecting information pertinent to measuring an individual’s performance and potential.  The process is intended to evaluate current performance, monitoring both strengths and weaknesses; to provide information necessary to the individual’s career development plan; to improve communication between supervisor and employee; and, most importantly, to enhance each individual’s performance, thus benefiting the College’s students, administration, faculty, staff, and community. The entire process is predicated upon a positive, constructive approach to performance appraisal.

Performance Review & Appraisal Procedures:

Approved By and Date:
Executive Leadership Team, 9-14-2017

Performance Review & Appraisal (PR&A) should be viewed as a process, rather than an event.  While certain activities may occur on an established schedule, the process of improvement and communication should continue throughout the year.  All full time staff employees of the College are evaluated using the same performance evaluation tool and process. All full time faculty members are evaluated using the same performance tool and process.  During the performance review conference, supervisors are provided with feedback from their direct reports which informs of any areas for growth related to leadership abilities.  The president of the College is evaluated annually by the Board of Trustees.  Adjunct faculty are evaluated through a separate format as stipulated below.  Part time staff are evaluated according to formats and criteria established in the respective departments.  Professional Development activities are expected of all full time employees annually. New employees are on a six month provisional period and will be given a PR&A at the end of the six month period.

Performance Review & Appraisal of Full Time Staff Employees:

  • In preparation for the upcoming year, performance goals are established through a mutual decision process between the employee and the supervisor. 
  • Professional development activities planned are projected for the upcoming year.
  • Through-out the year, the supervisor will provide feedback on performance.
  • Mid-way through the year, a short conference will be conducted between the supervisor and the employee to get a status check on the employee’s goals and professional development activities.
  • Prior to the actual performance review in the spring of each year, the supervisor will (A) Review the job description for any needed changes; (B) For those direct reports who in turn supervise other employees, distribute the Supervisor Feedback form to applicable individuals.
  • In the spring of each year the supervisor will conduct a performance review conference with the employee, reviewing the progress on goals and professional development activities completed, as well as the supervisor ratings on the performance factors.  The conference is documented on the PR&A form, completed with signatures, and submitted to Human Resources (HR). Any supplemental materials are attached and submitted as needed including, but not limited to, performance improvement plans, progressive disciplinary documents, etc.
  • In cases of disagreement with the appraisal, an employee has the right to submit additional comments to be included in his/her personnel file.  Employees have up to five (5) working days after the conference to complete their comments and return to the supervisor if necessary.
  • A copy of the PR&A form is made available to the employee and supervisor for their files. 

Supervisor Feedback Process:

  • Approximately two months in advance of the performance review conference, Supervisor Feedback forms will be distributed to the direct reports of each supervisor.
  • In cases where fewer than three (3) employees report to the intended supervisor, additional individuals who work closely with the supervisor in other capacities may be added at the discretion of HR in order to preserve anonymity.
  • The supervisor’s supervisor will compile comments and provide the results of the feedback process to the supervisor at the time of the performance review conference.
  • A copy of the feedback compilation will be attached to the completed PR&A form when submitted to HR and individual feedback forms will be retained by HR.

Performance Review and Appraisal of Full Time Faculty:

  • Full Time Faculty members are evaluated every two years through the use of in-class observation (or online observation utilizing Blackboard), student evaluations, grade distribution, instructor insights and documentation of professional development.
  • The department chair or the assistant department chair, if applicable is responsible for ensuring the evaluation is carried out.  The divisional dean can assist when needed. 
  • In the case of in-class observation, the full time faculty member will be notified prior to the event of an in-class observation.  The department chair or the assistant department chair will sit in on a class period and monitor classroom activity.
  • Department chairs or assistant department chairs are assigned monitoring rights for all Blackboard courses in their division.
  • Instructor Insights and the Professional Development Report is filled out by the Faculty member and submitted as part of the evaluation process.  The planned professional development is projected for the upcoming year.  
  • The conference is documented on the PR&A form, completed with signatures, and submitted to HR.  Any supplemental materials are attached and submitted as needed including but not limited to in-class room visitation appraisal or Blackboard, student evaluations, grade distribution, performance improvement plans, and progressive disciplinary documents, etc.
  • A copy of the PR&A form and other supporting documentation is made available to the employee and department chair/assistant department chair for their files. 

Performance Review and Appraisal of Adjunct Faculty:

  • Adjunct faculty members are evaluated during their first semester of hire and periodically thereafter through a process of in-class observation or Blackboard, student evaluations, and grade distribution.
  • The department chairs or the assistant department chairs, if applicable, are responsible for ensuring the evaluation is carried out.
  • In the case of in-class observation, the adjunct faculty member will be notified prior to the need for in-class observation. The department chair or assistant department chair will sit in on a class period and monitor classroom activity.  The written observation will be discussed with the adjunct faculty member at a later time and signed by both parties.
  • Department chairs or assistant department chairs are assigned monitoring rights for all Blackboard courses in the division.  Adjunct faculty members’ courses are closely monitored over their first semester of hire.  Department chairs or assistant department chairs maintain monitoring for all semesters beyond the first semester.
  • Adjunct faculty members’ classes are evaluated by students every semester.  Department chairs or assistant department chairs examine course evaluations and discuss feedback with adjuncts.
    1. Positive feedback is noted and the evaluations are shared with the instructor.
    2. Negative feedback is discussed, the evaluations shared with the instructor, and plans for improvement are made and monitored in the next semester.
    3. Extremely negative student evaluations may result in the instructor not being hired to teach courses in future semesters.
  • Adjunct faculty members are employed on a course by course basis and evaluation results from all methods above are used to inform the decision of department chairs or assistant department chairs to offer employment in future courses.

Professional Development Expectations:

  • Each full time Kilgore College employee is required to participate in professional development activities in order to promote professional growth.
  • Kilgore College employees plan and implement their own professional development plans.  Completion of professional development plans will be a critical component for performance expectations.
  • In developing a professional development plan, employees should assess their own professional development needs, and develop an effective plan to get those needs accomplished.
  • Various forms of professional development may be available to employees and include on-campus activities, conferences/seminars/workshops, and webinars.  Employees should consult with HR for requests involving sabbatical leave.
  • The College will provide a positive environment for employee professional growth and development. Professional employees will be given opportunities and encouraged to continue studies in their areas of specialization.
  • Non-teaching professionals may attend appropriately related workshops, seminars, courses, and activities as a means of satisfying professional development requirements.
  • Instructors are expected to meet their professional growth responsibilities by completing one of the following every three years: (A) Three hours of college coursework, or work beyond their present developmental level; (B) Thirty hours of involvement in workshops, seminars, and professionally sponsored activities approved by the divisional dean.  Coursework in pedagogy, community college curriculum, human resource-related topics, and technology education is strongly encouraged.

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Policy Development and Review Policy:

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Approved By and Date:
Board of Trustees, 08-14-17
Executive Leadership Team, 2-2-17

Kilgore College’s (KC) Board of Trustees has the ultimate responsibility for adopting policy as may be required in the judgement of the Trustees for the effective discharge of the Board of Trustees’ duties and the effective operation of the College.  It is the policy of the Board of Trustees to comply with relevant state and federal laws, rules and regulations at all times.  Any policy found to be in conflict with a state or federal law, rule or regulation will be null and void to the extent of conflict.  The Board of Trustees will collectively formulate policy and leave policy administration to the President and the College staff.

Policy Development and Review Procedures:

Approved By and Date:
Executive Leadership Team,  2-2-17

A policy is defined as a standard, statement, or plan of action of general applicability, originating with the Board of Trustees or recommended by College staff and adopted by the Board of Trustees pursuant to delegated authority.  A procedure or rule (college or departmental level) is a statement of actions or operating practices adopted by College staff to address specific subject matters that are limited in scope to functional operations.  A procedure or rule may supplement, but not conflict with policy.  Policies shall be subject to regular and continuous review for relevance, clarity, currency, and appropriateness.

  1. The Board of Trustees may at any time create, adopt, or revise College policy pursuant to their delegated authority.  Recommendations for policy adoption or revision will be referred to the Policy and Personnel Committee, and the full Board of Trustees for official action.
  2. In addition, any College group, staff or faculty member may submit recommendations for new or revised Board policy/procedure.  Requests for new policy or for revisions to existing policy may be submitted to the appropriate vice president who will evaluate the request and, if warranted, take it forward for evaluation and approval.  The requests will be provided in writing in the College approved template for Policy/Procedure or College Rule as applicable.
  3. The approval steps for college level Board policy/procedures, if arising from College personnel recommendations, include the Executive Leadership Team, the Policy and Personnel Committee, and the full Board of Trustees for official action.  Revisions to just the procedures section will not warrant re-approval by the Policy and Personnel Committee or the full Board of Trustees.
  4. Once fully approved, the Board policy/procedures will be posted on the Human Resources (HR) webpage and a notification email will be sent out to all employees from the HR Office.
  5. Department level policy/procedures and College Rules will flow through the appropriate vice president and the Executive Leadership Team for approval.
  6. Once fully approved, College Rules will be posted on the HR webpage and a notification email will be sent out to all College employees.  Departmental policy/procedures will reside within the department and be dispersed to other parties as necessary. 
  7. Compliance with all stated policies, procedures and rules is mandatory.

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Progressive Discipline Policy:

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Approved By and Date:
Board of Trustees, 6-19-2017
Executive Leadership Team, 5-15-2017

Kilgore College maintains the right to enforce rules of conduct among its employees and expects each employee to perform his/her work and to conduct him/herself in a manner that brings credit to the College.  Therefore, appropriate disciplinary action will be taken for misconduct. (Misconduct is defined as mismanagement of a position of employment by action or inaction, neglect that endangers the life or property of another, intentional wrongdoing or malfeasance, intentional violation of a law, or violation of a policy or rule adopted to ensure the orderly work and the safety of employees or violations of established policy, procedures, or rules.)

Progressive Discipline Procedures:

Approved By and Date:
Executive Leadership Team, 5-15-2017

Action by the College will begin with a restorative approach when warranted and may include a progressive series of disciplinary actions that include warnings, suspension, or termination.  The College endeavors to use progressive discipline, but reserves the right, depending on the facts and circumstances of any particular case, to forego the progressive options and take necessary remedial or disciplinary action as warranted.  

The nature or severity of the offense will determine the first option to be taken:

Option 1-Oral Warning. 

For less severe misconduct or rule violations, the initial disciplinary action may be an oral warning by the employee’s supervisor.  The responsible supervisor speaks to the employee to: a) review expected job performance or conduct; b) explain specifically how the employee has not met College expectations; c) provide an opportunity for the employee to explain his/her actions; and together, d) establish a course of action that will correct the job performance or conduct under question.  The discussion between the employee and supervisor will be serious and professional in manner to ensure that the employee clearly understands the established standards and expectations with regard to his/her misconduct.  The supervisor will maintain a record of the date and content of the oral warning.

Option 2-Written Warning.

A written warning may be issued by the supervisor if the misconduct is more severe or frequent in nature or if an oral warning has already been issued and the employee misconduct has not been corrected.  The written warning will outline the misconduct, state expectations, and indicate the consequences that will occur if there is no improvement in conduct.  Written warnings will be forwarded to the Office of Human Resources for placement in the employee’s official personnel file.

Option 3-Performance Improvement Plan.

A Performance Improvement Plan (PIP) may be issued by the supervisor when misconduct has occurred and/or job performance is poor.  A PIP may be issued when previous oral and/or written warnings and job coaching efforts have failed to result in improvements in performance.  The PIP will outline the misconduct, state the corrective measures to be taken (NOTE:  corrective actions may include training or retraining elements), the assessment interval and criteria to judge performance, and indicate the consequences that will occur if there is no improvement in conduct.  The completed PIP will be forwarded to the Office of Human Resources for placement in the employee’s official personnel file.  The supervisor will monitor the employee across the designated evaluation period of the PIP.  Employment may be terminated at any time should the employee fail to make satisfactory progress on the performance indicators.

Option 4-Suspensions. 

(A.) Disciplinary suspension without pay may follow an oral warning, a written warning, or may be the first disciplinary action taken if warranted by the circumstances.  Prior to suspending an employee, supervisors must obtain approval from the appropriate Vice President and the Human Resources Director and supply thorough supporting documentation if any.  The duration of the suspension will depend upon the facts of each case.  Circumstances that may be considered include, but are not limited to, type and severity of the misconduct, previous work performance of the employee, and prior disciplinary actions.  The suspended employee will be notified of the suspension by letter.  A copy of the letter will be forwarded to the appropriate Vice President and to the Office of Human Resources for placement in the employee’s official personnel file. 

(B.) Investigative Suspension - In cases of alleged employee misconduct, an employee may be placed on an investigative suspension.  In such cases, the employee will be removed from the workplace while the Human Resources Director, in conjunction with the appropriate Vice President, investigates the matter. Investigative suspension is leave with pay.  The Human Resources Director and appropriate Vice President must approve an investigative suspension.  The employee under investigation will be notified by letter of the suspension with pay, the alleged misconduct, and the college’s intent to investigate.

Notice of Intent to Recommend Termination.  When justified by the facts and circumstances, the appropriate Vice President and Human Resources Director will recommend termination of an employee to the President in cases where it has been established that an employee has either:  1) engaged in misconduct that reflects a conscious disregard or indifference for the rights or property of others, the policies and rules of the College or state or federal laws; or 2) demonstrated an inability or unwillingness to correct misconduct after previous oral or written warnings.  The Human Resources Director will provide written notice to the employee that the President intends to recommend termination of employment to the Board of Trustees which will include reasonable notice of the proposed action and the grounds, set out in sufficient detail to fairly enable him or her to show any error that my exist.  (See Termination of Employment: Dismissal Policy, for Employee Appeal Process)

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Resignation/Retirement Policy:

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Approved By and Date:
Board of Trustees, 6-19-2017
Executive Leadership Team, 5-15-2017

To facilitate an orderly and smooth transition, all Kilgore College employees will follow prescribed procedures during the resignation/retirement process.

Resignation/Retirement Procedures:

Approved By and Date:
Executive Leadership Team, 5-15-2017

The following procedures will be followed in the event an employee elects to resign/retire from his/her employment with the college: 

  1. Employees who resign employment must provide at least a fourteen (14) day written notice unless approved in writing by Kilgore College.  Employees who are retiring, must provide a thirty (30) day written notice.
  2. Notice will be presented to the immediate supervisor, detailing intentions in the following areas:
    1. Effective date of resignation/retirement,
    2. Disposition of vacation time, if any,
    3. Disposition of earned income not previously paid, and
    4. Any other pertinent data useful to execute the employee’s request.
  3. The immediate supervisor will review the notice and transmit the information to the Director of Human Resources. 
  4. Upon receipt by the Director of Human Resources, the notice will become official and may not be retracted.  The Director of Human Resources will send a written response to the employee to indicate acceptance of the resignation/retirement and place the resignation/retirement documentation in the employee’s official personnel records.
  5. The Office of Human Resources will notify the payroll department of the resignation/retirement and provide relevant payroll information.

Employment separation clearance checklist will be completed by the employee’s supervisor and then forwarded to the Human Resource Director.  This checklist will provide a means by which all college property is returned prior to the last day of employment and that access to College information technology resources is deactivated.  The supervisor will be responsible for collecting all Kilgore College property.

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Shared Governance Policy:

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Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 9-01-2017

The accomplishment of the goals of any educational institution depends on the successful interaction of the administration, the faculty, and the students. It is the faculty which carries out the College’s primary function, the education of the students; and it is the proximity to both administration and students which puts the faculty in an advantageous position to assess student and institutional needs. Therefore, it is prudent and necessary that the faculty play a role in the planning, policy-making, and decision-making processes of Kilgore College. Members of the faculty accomplish this by serving on various departmental or institutional committees and through participation in the work of the Faculty Senate.

All College committees will include faculty members, as practical. The College encourages and expects faculty to contribute as members and leaders of committees that deal with faculty issues.

Shared Governance Procedures:

Approved By and Date:
Executive Leadership Team, 9-01-2017

Shared governance is dependent upon broad and unending communication. When stakeholders communicate accurately and regularly with each other, when they understand what developments are occurring within the college community, and when they participate as true partners in decision-making processes, students succeed. 

Faculty Senate:

The purposes of the Faculty Senate is to represent the interests of the faculty in their relations with the College administration and the Board of Trustees; to serve as a forum for the exchange of ideas and information; to provide opportunities for professional growth and development among the faculty; and to provide for active participation in the planning, policy-making, and decision-making processes of the institution.

Academic Policies and Curriculum Committee:

The Academic Policies and Curriculum Committee (APCC) is appointed by the vice president of instruction, and is comprised of a broad representative group of academic transfer and workforce faculty, the division deans, the director of contract training, the director of eLearning, the director of the library, and the vice president of instruction, who chairs the committee. Selected student development and business office personnel attend meetings in an ex officio/consultative role.

Although most of the initiatives for curriculum change come from faculty, the process of moving those ideas through the necessary channels to incorporate them into the curriculum requires the joint effort of faculty, administrators, and staff. The APCC has a key role in this process, as it is responsible for representing all faculty members, instructional leaders, and division deans by bringing their ideas to the committee and discussing ideas with the committee members to gain consensus. When a proposed curriculum change or academic policy or procedure is known to affect disciplines or programs other than the one(s) proposing the change, it is the responsibility of the APCC to consider how proposed changes might affect all instructional disciplines and programs.

The Academic Policies and Curriculum Committee will:

  • meet as needed to study and respond to college issues affecting instruction.
  • review academic policies and procedures and consider the need for additional ones, as needed. 
  • review all new academic and workforce course recommendations and revisions to existing courses and ensure that they meet requirements of the Texas Higher Education Coordinating Board, the Southern Association of Colleges and Schools Commission on Colleges, and Kilgore College.
  • review and approve any new degrees or certificates.
  • evaluate the curriculum and curriculum change process, as needed.
  • review other curriculum/instructional issues as needed.

Standing Committees:

In addition to the Faculty Senate and the Academic Policies and Curriculum Committee, faculty serve on other standing committees such as the Calendar Committee, the Research and Institutional Effectiveness Committee, the Student Success Council, the Innovation Committee, and the Library Advisory Committee.

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Student Admissions Policy:

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Approved By and Date:
Board of Trustees, 12-11-2017
Executive Leadership Team, 11-16-2017

Kilgore College (KC) is an "open door" admission institution ensuring that all persons who can profit from post-secondary education will have an opportunity to enroll. Admission to the college does not imply admission to all programs as some programs have additional application and entrance requirements.

Student Admissions Procedures:

Approved By and Date:
Executive Leadership Team, 11-16-2017

Prior to registering for and attending academic classes, individuals must be admitted to Kilgore College. In order to be admitted, an application for admission and all information (documents, transcripts, etc.) necessary for the college to render an admission decision must be on file in the Office of Admissions and Registrar. Information relating to, and details on the materials required for, admission are available in the College Catalog, published annually on the KC web page.

General Admission Categories:

KC offers the following general admission categories:

  • Freshman/High School Equivalency: High school/home school graduates or Certificate of High School Equivalency (formerly called the GED) recipients with no previous college coursework (dual credit courses do not count as previous college coursework for admission purposes)
  • Transfer: Students who have attended another institution of higher education after high school graduation
  • Transient: Visiting students who are attending another institution of higher education and plan to attend KC for a single term or the summer with the intention of returning to their home institution
  • Readmission: Former KC students seeking readmission

Freshmen:

Students who have a diploma from an accredited public or private high school; who have completed a nontraditional secondary education course of study in a non-accredited private school setting, including a home school; or who have successfully completed a Certificate of High School Equivalency (formerly called the GED) and who have attempted no college (other than dual credit coursework) must complete the following steps:

  1. Submit an application for admission as early as possible prior to registering for classes.
  2. Submit an official high school transcript with graduation date or proof of obtaining a Certificate of High School Equivalency. Home School transcripts must be signed by the home school teacher or administrator and notarized by a notary public. Students who have not yet graduated from high school should submit a current high school transcript and then follow up with the final transcript documenting graduation date when available.
  3. Students who took college courses for dual credit at a school other than Kilgore College must submit an official college transcript in addition to the high school/home school transcript.

Kilgore College will not recognize a student as a high school graduate who has obtained a diploma through a school or online program that requires only payment of a fee with little or no coursework requirements. Determination of the legitimacy of these diplomas will be at the discretion of the Office of Admissions and Registrar. Graduates of such programs will be considered for admission on an individual approval basis (see Individual Approval section below).

Transfer:

Students who are transferring from another college or university must meet the following requirements:

  1. Submit an Application for Admission as early as possible prior to registering for classes.
  2. Verify Texas Success Initiative (TSI) status and take the TSI Assessment if scores or proof of exemption is not provided.
  3. Submit to KC an official transcript directly from each college or university attended.  

Note: Transfer students meeting the above requirements who are seeking a KC degree will be informed of the amount of credit which will transfer to Kilgore College as soon as possible and no later than the end of the first academic term in which they are enrolled. However, students seeking to transfer credit from non-regionally accredited institutions must submit a "petition for transfer credit" form. Students must also furnish supporting documents to substantiate that the course outcomes and faculty credentials are equivalent to those of KC courses, as described in the form.

Transient (Visiting) Students:

Transient students are those pursuing a degree elsewhere who attend Kilgore College for a long semester (fall or spring), December Mini, May Mini or summer terms and intend to return to their previous college or university. Students must be enrolled at their prior institution in the long semester (fall or spring) immediately preceding admission as a Kilgore College transient student.  Traditionally, transient students enroll while home for the winter or summer breaks or for a single long semester.

Individuals who are seeking enrollment as a transient student must meet the following requirements:

  1. Submit an Application for Admission as early as possible prior to registering for classes.
  2. Verify Texas Success Initiative (TSI) status and take the TSI Assessment if scores or proof of exemption is not provided.
  3. Submit to KC an official transcript directly from the college or university currently attending.  Transcripts from other colleges or universities attended may be required for verification of prerequisite completion, as applicable.

Note: Transient students are limited to one long semester (fall or spring), the December Mini, or May Mini and/or summer terms.  Previous transient students are required to reapply if they return as a transient student for a future term.  Should a transient student decide to continue at Kilgore College immediately following the transient term, the student must reapply as a transfer student and meet all transfer admission requirements.

Transient students cannot use financial aid awarded at their home institution at Kilgore College.

Readmission:

Readmission is available to formerly enrolled students who have not enrolled in KC for one or more long semesters (spring or fall term) and who wish to return. Students who have been away from KC for one long semester (spring or fall term) may submit a reactivation form available in the Office of Admissions and Registrar.  Students who have been away from KC for more than one long semester must reapply for admission.  Whether these students were required to leave (academic or disciplinary suspension) or chose to leave, they must meet the following requirements:

  1. Submit a new Application for Admission or Reactivation Form as applicable as early as possible prior to registering for classes. 
  2. Submit an official transcript from every college or university attended since the last enrollment at KC, as applicable.

Request for Readmission under Texas Academic Fresh Start Provisions:

Section 51.931 of the Texas Education Code provides Texas residents with the "Right to an Academic Fresh Start." A student who is returning to Kilgore College after an absence of at least 10 years may seek a fresh start by requesting approval to use this option upon application for readmission. Under this provision, all Kilgore College coursework completed 10 or more years prior to readmission is eliminated from computation of the grade point average (GPA). None of the coursework can be used to meet degree or prerequisite requirements, though the coursework remains on the student's record. In addition, coursework cannot be used to satisfy Texas Success Initiative requirements. Further, no credit will be given for transfer coursework earned 10 or more years ago. A student readmitted under this policy is placed on academic probation.

The student must seek application of this provision when applying to return to KC. The provision must be used on or before the last day of the semester or term in which the student returns to school.

Financial aid and veterans benefits may be affected by this policy. Acceptability of this provision by other colleges is solely at the discretion of the receiving institution. 

Transcripts for Admission Purposes:

Any reference to high school or college transcripts submitted for admission means that an official transcript is required. To be considered "official", transcripts must:

  • Be issued within the last 6 months and bear the signature of the registrar and/or seal of the issuing institution or be submitted electronically to KC from the issuing institution.
  • Be submitted directly from the issuing institution to KC (hand-carried transcripts may be considered if in an unopened, sealed college/high school letterhead envelope).
  • Bear a graduation date. High school and home school transcripts without a graduation date are not considered official. A final transcript with graduation date must be provided after the graduation date.

Unofficial transcripts may be considered on an individual and temporary basis, but official transcripts must be received in the first two weeks of the student’s first semester of attendance.  Lacking academic credentials will result in a hold on the student’s account preventing future registration and the release of official KC transcripts. All transcripts submitted become the property of KC and cannot be returned. Records of students who do not enroll may be destroyed after one year.

Special Admission Options

Dual Credit/Early Admissions:

Students who exhibit exceptional academic ability may apply for admission to KC and take college courses while completing high school according to the following procedures. All students who enroll in classes at KC prior to high school graduation are considered dual credit students.

  • To be eligible for enrollment in dual credit courses, students normally have at least junior year high school standing at the time the course is taken and demonstrate appropriate college readiness for the courses that are taken. Exception: Younger students who demonstrate outstanding academic performance and show college readiness may be recommended by their high school and individually approved by the vice president of instruction.
  • High school students are generally limited to no more than two courses per semester. Exception: Students who have met the required minimum scores in reading, writing, and math may enroll in three dual credit courses during the fall or spring semesters (students wishing to enroll in more than three courses require permission from the high school principal or designee and the KC vice president of instruction). In a standard summer term, a student may enroll in a maximum of two courses. Students may enroll in only one mini-term course at a time.
  • Students taking dual credit courses for the first time after their junior year must meet the minimum ACT, SAT, STAAR End-of-Course (English III and Algebra II), or TSI Assessment scores in the sections(s) of the test relevant to the course(s) in which they wish to enroll.
  • Students taking dual credit courses for the first time after their sophomore year (or those seeking approval to enroll prior to completion of the sophomore year) must meet the minimum PLAN, PSAT, ACT, SAT, STAAR End-of-Course (English II and Algebra I), or TSI Assessment scores in the sections(s) of the test relevant to the course(s) in which they wish to enroll. NOTE: PLAN and PSAT scores can only be used for enrollment during the junior year. 
  • Students taking workforce education/technical courses may enroll based on designated STAAR scores (must meet program and course prerequisites; additional testing may be required prior to enrollment in college after high school graduation).
  • A dual credit student may neither enroll in a college level course in which he/she requires remediation nor take remedial classes at Kilgore College.
  • A final high school transcript must be provided upon graduation, even if not attending KC after graduation.
  • General academic courses offered through the dual credit program are courses that are commonly required for either an associate's or bachelor's degree. Acceptance of credit by another institution, however, is left to the discretion of the receiving institution. Public universities in Texas are not required to accept more than 66 hours of transfer coursework from a community college.

Individual Approval:

Students who do not meet the Freshman/High School Equivalency or Transfer admissions guidelines may be admitted conditionally on an individual approval basis at the discretion of the Office of Admissions and Registrar. This category includes students who have not graduated from high school or earned a Certificate of

High School Equivalency or whose high school credential is not recognized by the Office of Admissions and

Registrar. Students admitted as Individual Approval must provide evidence of successful completion of the Certificate of High School Equivalency or graduation from a recognized high school during the first semester of enrollment, or future enrollment will be blocked.  

Federal regulations (34 CFR 668.32(e)) require that students admitted with this status must successfully complete one of the following requirements in order to be eligible for Title IV financial aid consideration:

  • Take the Certificate of High School Equivalency test, with all sections passed, and furnish proof of the certificate to the Office of Admissions and Registrar
  • Submit an official transcript from a bona fide high school as recognized by the Office of Admissions and Registrar
  • Submit an official transcript from a bona fide home school as recognized by the Office of Admissions and Registrar   

International Student Admission:

Non-immigrant alien students seeking F-1 Visa category are managed by the Office of Admissions and Registrar. Students must submit and meet the following criteria: 

  1. Submit a completed Application for International Student Admission to the Office of Admissions and Registrar 60 days prior to the beginning of registration.
  2. Request official Test of English as a Foreign Language (TOEFL), International English Language Testing System (IELTS), or approved alternate exam results be sent to KC. Official scores must be sent directly from ETS to Kilgore College (DI Code: 6341). KC requires a minimum iBT score of 41 (computer-based, 132, or paper-based, 450).
  3. A financial statement proving that the applicant has sufficient resources for support during the entire period of study in the United States. (Amounts provided on the international student section of the Kilgore College website.)
  4. International transcripts should be evaluated, translated to English, and sent directly to
  5. Kilgore College's Office of Admissions and Registrar. Kilgore College requires evaluations and translations be conducted by a National Association of Credential Evaluation Services member. http://www.naces.org/
  6. If the student has attended a school(s) in the United States, official transcript(s) must be sent directly to the Office of Admissions and Registrar from the issuing institution.
  7. A medical record giving evidence of immunization against tetanus, diphtheria, poliomyelitis, mumps, measles, rubella, and bacterial meningitis.
  8. Kilgore College does not accept international students who are out of status in the Student and Exchange Visitor Information System (SEVIS).
  • Note: The U.S. Immigration and Naturalization Service Form I-20 will not be issued until admission procedures are completed to the satisfaction of the Office of Admissions and Registrar.
  • Note: KC provides English language courses to assist students in attaining the level of English proficiency needed to enroll in academic courses. International students are subject to the requirements of the Texas Success Initiative (TSIAssessment).
  • Additional English proficiency testing may be required prior to registration.  During the entire period of study at KC, each international student is required to purchase health and accident medical insurance.

Health Science Programs:

Health science programs have additional entrance requirements and recommend early application. Admission to the college in no way implies or guarantees entrance to the professional health science programs. Prior to making application to any professional health science program, the student should contact the health science advisor. Entrance procedures are designed to ensure fairness to each applicant. To ensure orderly and timely progress toward acceptance, progression, and completion of the desired health science program, the student is responsible for seeking advice, for knowing and meeting requirements of the health science program of interest, for enrolling in courses appropriate to that program, and for taking courses in the proper sequence.

Note: An applicant must show evidence of good physical and mental health. If accepted into a health science program, the student must submit a medical record and certification of immunizations for measles, mumps, and rubella (MMR), tetanus, and, in most cases, Hepatitis B. Updated immunizations are an integral part of health care and provide protection against these communicable diseases.

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Student Complaint Policy:

View/Print PDF version of Student Complaint Policy & Procedures

Approved By and Date:
Board of Trustees, 9-18-2017
Executive Leadership Team, 8-24-2017

Kilgore College is committed to resolving student concerns or complaints in the most expeditious and informal manner possible. For situations that cannot be resolved in an informal manner, students have the right to submit a written complaint.

Student Complaint Procedures:

Approved By and Date:
Executive Leadership Team, 8-24-2017

To ensure that the process for considering written complaints is well publicized, reasonable, and fairly administered, the vice president of student development’s office shall coordinate the student complaint process for the entire institution.

So that student complaints are addressed and responded to expeditiously, specific timeframes and deadlines have been established and incorporated into the processes listed below. A student’s failure to meet specified deadlines ceases the complaint review process and the most recent determination will be considered as final. The vice president of student development’s office shall monitor the deadlines listed and may extend the listed deadlines under exceptional situations. Examples of exceptional situations include: medical emergencies, holiday breaks when the college is closed, weather emergencies, etc.

Definitions:

An academic complaint is any concern or dissatisfaction related to the instructional processes of the institution. Such complaints may be related to grading, instructional activities within the classroom, admissions decisions related to specific educational programs, etc.

A non-academic complaint is any concern or dissatisfaction with the institution that does not fall under the academic complaint definition. Such complaints may be related to customer service, student services, business services, food services, etc.

A valid student complaint is one that meets following criteria:

  1. The individual filing the complaint is an enrolled student of Kilgore College.
  2. The student has first taken the problem or question to the instructor, staff member or office in which they experienced dissatisfaction in an attempt to resolve the situation informally.
  3. The student completes a standard, online written complaint form. Partial, incomplete, or anonymously submitted Student Complaint Forms will not be accepted as valid.

Exclusions to the Complaint Process:

The following issues are excluded from the complaint process and are handled by specific departments to ensure compliance with local, state and federal laws:

  1. Claims of discrimination, harassment or sexual misconduct. These should be addressed through the Student Grievance Procedures that are coordinated by the College’s Title IX Administrator.
  2. Financial Aid Appeals. An appropriate appeals process is available through the Office of Financial Aid and Scholarships.
  3. Residency Appeals. An appropriate appeals process is available through the Office of Admissions and Registrar.

Academic Complaint Procedures:

Step 1. Students must first take problems or questions to the instructor with whom they are experiencing the concern, as most problems can be resolved in an informal manner. To ensure a reasonable and prompt response to a student concern, this should occur within one week after the occurrence of the event or situation giving rise to the complaint.

Step 2. If the student and the instructor are unable to find a solution to the problem, the student must make an appointment to visit with the appropriate department chair/program director within three working days of meeting with the instructor in an attempt to informally resolve the situation.

Note: Students who do not address their concerns within the time limits stated above retain their rights to proceed through the complaint process. However, it must be noted that unreasonable delays will have an impact on the decision making process, as information, memories, and other pertinent details deteriorate over time.

Step 3. If the student and the department chair/program director are unable to resolve the situation informally, the student may file a formal written complaint by completing the online Student Complaint Form, provided on the Kilgore College website, within three working days of meeting with the department chair/program director.

The student will complete the online Student Complaint form, including the student’s electronic signature, and attach any appropriate written documentation to the form. Partial, incomplete, or anonymously submitted Student Complaint Forms will not be accepted.

Note: At any point in steps 1 - 3, the appropriate instructional division dean may intervene in order to expedite the process for the benefit of the student.

Step 4. Upon receipt of a valid, written student complaint, the vice president of student development will log the complaint and forward it to the appropriate instructional division dean within three working days. The instructional division dean will investigate the situation and will then communicate the decision to the student via email to the student’s official Kilgore College email address.

If the instructional division dean determines it is in the best interest of the student to conceal the student’s identity from the instructor on whom the complaint is filed, the dean will write a redacted account of the complaint on a separate document and present it to the instructor.  The instructor may write a follow-up document, which will become part of the written complaint record.

Step 5. If the student is not satisfied with the decision of the instructional division dean, the student will notify the vice president of instruction via email of his/her desire for a review of the process. This request must be submitted within three working days of receiving a formal response from the dean. The vice president of instruction will review the issue with regard to proper policy and procedure adherence.

Step 6. The vice president of instruction will communicate the decision via email to the student’s official Kilgore College email address. The decision of the vice president is final and concludes the academic complaint process.

Non-Academic Complaint Procedures:

Step 1. Students must first take problems or questions to the staff member with whom they are experiencing the concern, as most problems can be resolved in an informal manner. To ensure a reasonable and prompt response to a student concern, this should occur within one week after the occurrence of the event or situation giving rise to the complaint.

Step 2. If the student and the staff member are unable to find a solution to the problem, the student must make an appointment to visit with the appropriate department supervisor within three working days of meeting with the initial staff member in an attempt to informally resolve the situation.

Note: Students who do not address their concerns within the time limits stated above retain their rights to proceed through the complaint process. However, it must be noted that unreasonable delays will have an impact on the decision making process, as information, memories, and other pertinent details deteriorate over time.

If a student organization or another student is involved, the appointment should be made with the organization’s sponsor or other appropriate authority. The vice president of student development’s office will assist in identifying the appropriate authority to which complaints shall be directed.

Note: At any point in steps 1 or 2, the vice president of student development and/or the executive dean of KC—Longview may intervene in order to expedite the process for the benefit of the student.

Step 3. If the student and the department supervisor are unable to resolve the situation informally, the student may file a formal written complaint by completing an online Student Complaint Form within three working days of meeting with the department supervisor.

The student will complete the online Student Complaint form, including the student’s electronic signature, and attach any appropriate written documentation to the form. Partial, incomplete or anonymously submitted Student Complaint Forms will not be accepted

Step 4. Upon receipt of a valid, written student complaint, the vice president of student development will log the complaint and will either review the issue with regard to proper policy and procedure adherence or direct the complaint to the executive dean of KC-Longview if the subject matter of the complaint relates to an incident/issue arising at that location.

If the vice president of student development or executive dean determines it is in the best interest of the student to conceal the student’s identity from the staff member on whom the complaint is filed, the vice president or executive dean will write a redacted account of the complaint on a separate document and present it to the staff member.  The staff member may write a follow-up document, which will become part of the written complaint record.

Note: In the event that the vice president of student development or the executive dean is the subject of the complaint, the dispute will proceed to the vice president of instruction, following the procedures above.

Step 5. The vice president of student development or the executive dean will communicate the decision via email to the student’s official Kilgore College email address. The decision of the vice president/executive dean is final and concludes the non-academic complaint process.

Accommodations for Distance and Off-Site Students:

To ensure that distance and off-site learners have the same opportunity to have complaints addressed and responded to in an expeditious manner, the above described procedural steps may be completed via telephone or email conversations.

Record-Keeping and Records Retention:

Upon conclusion of each student complaint process, the complaint file, including all information and correspondence related to the review and resolution of issue, will be forwarded to the office of the VPSD for retention for a period of two years after final resolution of the complaint. 

Visual Depiction of the Complaint Process:

A flow chart depicting the above student complaint procedures follows.


Termination of Employment: Dismissal Policy:

View/Print PDF version of Termination of Employment: Dismissal Policy & Procedures

Approved By and Date:
Board of Trustees, 12-11-17
Executive Leadership Team, 11-16-17

Termination of a term contract will not be based on an employee’s exercise of rights guaranteed by the Constitution, issues related to academic freedom, or be based unlawfully on an employee’s sex, race, color, religion, age, national origin, disability, veteran’s status, genetic information, or any other characteristic protected by institutional policy or local, state, or federal law.  An employee may be dismissed for good cause before the completion of the term fixed in his or her contract.

Termination of Employment: Dismissal Procedures:

Approved By and Date:
Executive Leadership Team, 11-16-17

Delegation of Powers to President:

The Board delegates to the President authority to make employment decisions for all employees, contractual and at-will employees. This delegation of power includes the authority to hire all employees, to non-renew a contract, and to terminate all employees (whether contractual or at-will). All such offers of employment will be provisional until approved by the Board via the consent agenda. All decisions to non-renew or to terminate any employee will be reviewed by the Board only to the extent set forth in the Non-Renewal of Term Contract Policy and within the Termination of Employment: Dismissal Policy.                                

Term Contracts – Notice of Dismissal:

Before any contract employee is dismissed, the employee will be given reasonable notice (3 business days) in writing of the proposed action and the grounds, set out in sufficient detail to fairly enable him or her to show any error that may exist.

Term Contracts – Grievance:

If, upon receipt of written notification of a recommendation for dismissal, the contract employee desires to be heard and to contest the proposed action, he or she will give the President written notice within three business days from the notice of dismissal letter.  The hearing will be set on a date that affords the employee at least 10 business days to prepare an adequate defense.

The hearing will be conducted in closed session unless the employee requests a public hearing, in which case the hearing will be open to the public. The hearing will be conducted by a standing hearing committee selected by the college on a periodic basis.

At the hearing, the employee may employ counsel. If the employee chooses to be represented by counsel, he or she must notify the President at least five business days before the hearing of same so that counsel for the College may be present. The hearing panel will set 30 minute time limits for each side. The employee also has the right to hear the evidence upon which the charges are based, to cross-examine all adverse witnesses, and to present evidence why the proposed action should not be taken.  The hearing may be recorded and the rules of evidence do not apply. The hearing panel will determine the existence of good cause for termination. The College bears the burden of proof by preponderance of the evidence.  Such determination will be based solely on the evidence presented in the hearing. A written statement of the hearing committee's decision will be given to the employee and the President, as well as the human resources director within two working days of the hearing.

The President will approve or reject the decision of the hearing committee within 3 business days of receipt of the committee's written statement. The employee may request a review by the Board within 3 business days of the receipt of the President's decision.

If the employee does not request review by the Board within 3 business days of the receipt of the President’s decision, the decision of the President is final and effective as of the date of the President's decision.

If a request for review by the board is received in the President’s office within 3 business days then the Board will accept the recommendation of the President or conduct a review of same, at its sole option. If the Board decides to review the appeal, the proceeding is appellate in nature and only written evidence/documentation will be considered.  No oral arguments or witnesses will be presented.

At-Will Employment: Dismissal:

Employees without a contract are at-will employees and may be dismissed at any time for no reason or any reason not prohibited by law, as determined by the College's needs and its best interest. Non-contractual employees who are dismissed may request review of that decision by filing a written complaint with the College President within 5 business days of termination. The at-will employee will receive pay through the end of the last day worked. The College President or his or her designee will request additional documentation, schedule a meeting with the employee and/or any other necessary persons, or request a statement from the employee and/or other necessary persons. If the employee fails to file a written complaint within 5 business days of termination the decision to terminate will be upheld.  The President or designee of the President will issue a written finding regarding the termination as soon as practical; and in most cases within 20 business days of the date of the employee's written complaint. The President or designee of the President's decision is final. The Board is not required to take any action concerning this review process but is required to listen if the employee presents a grievance at a public meeting.

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Substantive Change Policy:

View/Print PDF version of Substantive Change Policy & Procedures

Approved By and Date:
Board of Trustees, 2-27-17
Executive Leadership Team, 2-2-17

To be in compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) policy on substantive change, Kilgore College personnel must closely monitor the College’s activities in order to ensure that SACSCOC is appropriately notified.  Instructional administrators, in particular, should be familiar with what constitutes substantive change and should immediately notify the vice president of instruction and the accreditation liaison if substantive change notification must be made to the Commission.

Substantive Change Procedures:

Approved By and Date:
Executive Leadership Team, 2-2-17

According to the SACSCOC policy statement on substantive change, “substantive change is a significant modification or expansion in the nature and scope of an accredited institution” (http://www.sacscoc.org/pdf/081705/SubstantiveChange.pdf).  The policy statement outlines the following institutional obligations: 

  1. Member institutions are required to notify the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) of changes in accordance with the substantive change policy and, when required, seek approval prior to the initiation of changes.
  2. Member institutions are required to have a policy and procedure to ensure that all substantive changes are reported to the Commission in a timely fashion.

Under federal regulations, substantive change includes:

  • Any change in the established mission or objectives of the institution
  • Any change in legal status, form of control, or ownership of the institution
  • The addition of courses or programs that represent a significant departure, either in content or method of delivery, from those that were offered when the institution was last evaluated
  • The addition of courses or programs of study at a degree or credential level different from that which is included in the institution’s current accreditation or reaffirmation.
  • A change from clock hours to credit hours
  • A substantial increase in the number of clock or credit hours awarded for successful completion of a program
  • The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50% of an educational program.
  • The establishment of a branch campus
  • Closing a program, off-campus site, branch campus or institution
  • Entering into a collaborative academic arrangement that includes only the initiation of a dual or joint academic program with another institution
  • Acquiring another institution or a program or location of another institution
  • Adding a permanent location at a site where the institution is conducting a teach-out program for a closed institution
  • Entering into a contract by which an entity not eligible for Title IV funding offers 25% or more of one or more of the accredited institution’s programs

While it is expected that information on potential substantive changes will be communicated to the vice president of instruction and the accreditation liaison as soon as is feasible following the decision to make the change, it is important to have a procedure in place to insure that no potential substantive changes are overlooked.  Therefore, the vice president of instruction and the accreditation liaison will meet with the Instructional Council once each fall and spring semester to determine if substantive change submission is needed.  The fall semester meeting shall take place no later than October 1 for changes to be implemented between July 1 and December 1 of the following year, with any necessary submissions made by January 1 of the following year.  The spring semester meeting shall take place no later than April 1 for changes to be implemented between January 1 and June 30 of the following year, with any necessary submissions made by July 1 of the current year.  

Substantive change submissions for new programs and expanded offerings at off-site locations that fall outside of the required time frame for notifying the Commission should be avoided if at all possible.  Submission outside of the appropriate time frame will only be made with permission of the president and is reserved for those occasions on which there is a request from an outside entity, such as a business or school district, to offer a new program or expand course offerings.    

Once a substantive change is identified, the following steps will be followed:

  • Accreditation liaison determines whether the change requires notification only or prior approval.
  • Accreditation liaison determines the appropriate documentation to be submitted to SACSCOC based on the type of substantive change (i.e., whether prospectus or abbreviated prospectus is required).
  • Accreditation liaison coordinates development of appropriate notification and documentation for submission to SACSCOC.
  • Accreditation liaison mails notification letter and, if applicable, all required documents and Commission forms to SACSCOC.  Accreditation liaison maintains a hard copy of all documents mailed.
  • Accreditation liaison enters date of submission and type of change into Substantive Change Log stored electronically on SACSCOC shared drive.
  • Accreditation liaison is responsible for coordination and submission of any additional information requested by SACSCOC.
  •  Once the College receives notification of the Commission’s decision on the change, accreditation liaison logs the date of approval or denial into Substantive Change Log and notifies all relevant personnel of the Commission’s decision.  Hard copy of notification is filed in accreditation liaison’s office

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Trustee Removal from Office Policy:

View/Print PDF version of Trustee Removal from Office Policy & Procedures

Approved By and Date:
Board of Trustees, 6-19-2017
Executive Leadership Team, 5-10-2017

In accordance with the Texas Constitution, Local Government Code and the Texas Education Code, Kilgore College Trustees can be dismissed only for appropriate reasons and by a fair process.

Trustee Removal from Office Procedures:

Approved By and Date:
Executive Leadership Team, 5-10-2017

Actions for the removal of Board members must be brought before the judge of the district court holding jurisdiction (Local Government Code 87.001, 87.012, 87.013, 87.015, 87.031; Education Code 44.032 (e)). 

An officer may be removed for:

1.  Incompetency.  “Incompetency” means:

  • a.  Gross ignorance of official duties;
  • b.  Gross carelessness in the discharge of those duties; or
  • c.  Unfitness or inability to promptly and properly discharge official duties because of a serious physical or mental defect that did not exist at the time of the officer’s election.

2.  Official misconduct.  “Official misconduct” means intentional, unlawful behavior relating to official duties by an officer entrusted with the administration of justice or the execution of the law.  The term includes an intentional or corrupt failure, refusal, or neglect of an officer to perform a duty imposed on the officer by law.

3.  Intoxication on or off duty caused by drinking an alcoholic beverage.  Intoxication is not grounds for removal if it appears at the trial that the intoxication was caused by drinking an alcoholic beverage on the direction and prescription of a licensed physician practicing in this state.

4.  The conviction of a board member by a jury for any felony or for misdemeanor official misconduct.  The conviction of a public officer by a petit jury for any felony or for a misdemeanor involving official misconduct operates as an immediate removal from office of that officer.

5.  Nonattendance of board meetings if the member is absent from more than half of the regularly scheduled board meetings that the member is eligible to attend during a calendar year, not counting an absence for which the member is excused by a majority vote of the board.

Tex. Const. Art. V, Sec. 24; Local Gov’t Code 87.011(2)–(3), .013, .031; Education Code 130.0845

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Tuition Grants for Regular Full-Time Employees and Retirees Policy:

View/Print PDF version of Tuition Grants for Regular Full-Time Employees and Retirees Policy & Procedures

Approved By and Date:
Board of Trustees, 2-27-17
Executive Leadership Team, 2-2-17

Kilgore College values an educated workforce and strives to help its employees in the pursuit of continuing their education.  Regular full-time employees and college retirees are eligible for tuition, general education and out-of-district fee grants for courses taken at Kilgore College.

Tuition Grants for Regular Full-Time Employees and Retirees Procedures:

Approved By and Date:
Executive Leadership Team, 2-2-17

The following procedures will be followed in the enrollment and consideration of approval for tuition grant courses:

  1. The course(s) to be taken should not conflict with the employee’s official work day, unless otherwise approved by the employee’s supervisor and appropriate Vice President. 
  2. The employee will be limited to a maximum of two credit courses per semester.  Approval for additional courses will based upon job related expectations and must be approved by the appropriate Vice President or the President.
  3. Tuition grants do not include three-peat charges; these are the responsibility of the employee/retiree.
  4. The employee/retiree must maintain satisfactory progress and must meet 2.0 Satisfactory Academic Progress (SAP).  An employee/retiree who is meeting SAP will have a 2.0 cumulative grade point average or above.  Unofficial transcripts are required and are to be attached to the tuition enrollment form.
  5. The enrollment of an employee in a course as a tuition-grant student will not be a factor in determining if the course is offered. The course must have sufficient tuition-paying students to justify its offering. Courses will be canceled in the absence of a sufficient number of tuition-paying students.
  6. Enrollment in Virtual College of Texas Courses are not eligible for tuition grants.
  7. Auditing of classes will not be allowed.

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Verifying Student Identity in Online Course Policy:

View/Print PDF version of Verifying Student Identity in Online Course Policy & Procedures

Approved By and Date:
Board of Trustees, 2-27-17
Executive Leadership Team, 2-02-17

Verifying the identity of the student accessing and participating in an online course is fundamental to the integrity of the course as well as the College.  In addition, Kilgore College’s (KC) external accrediting body the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) requires a consistent procedure to ensure student identity in an online course.  The College satisfies these standards with the use of a standard campus-wide learning management system (LMS) requiring the use of a unique student identification number and password.

Verifying Student Identity in Online Course Procedures:

Approved By and Date:
Executive Leadership Team, 11-08-17

1. Each student, upon admission to KC, is assigned a unique student identification number, userid and password.

2. The unique user ID and password are generated using the following schema:  

  • a. User ID = the first four letters of the last name plus the first four letters of the first name plus the last 4 digits of the student identification number.  For example:  smitjohn6789.
  • b. Password = “Student” plus the 2-digit month/day of birth.  For example: Student0101.

3. The user ID and password are placed into KC’s active directory and used to securely logon/access the student information system portal (myKC), the college network, on-campus computers and the learning management system (Blackboard). 

4. Faculty teaching online courses must have 40% of a student’s final grade come from activities completed in a monitored/proctored environment.  To accomplish this requirement, instructors have the autonomy to utilize and/or incorporate components that may include, but are not limited to, the following:

  • Proctored tests on campus, at a testing center, or via an online test proctoring service.
  • Web conferencing (Collaborate, etc.).
  • Live chats

Students are notified of potential extra charges associated with proctoring through the registration guide, myKC homepage, and course syllab

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