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SOUTH GEORGIA STATE COLLEGE

FACULTY HANDBOOK

2013-2014

March 2013

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FOREWORD

The Faculty Handbook is intended to be a reference to the policies, procedures, and

guidelines relating to the operation of the instructional program at South Georgia State College. The handbook is not to be construed as an official publication of the Board of Regents of the University System of Georgia, nor is it meant to replace any portion of the South Georgia State College Catalog, Personnel Policy Manual, Statutes, or Faculty Handbook, all of which are available online at the South Georgia State College website, www.sgsc.edu (under construction).

AFFIRMATIVE ACTION

South Georgia State College is committed to the operation of all its educational,

employment, and related programs without discrimination on grounds of race, color, creed, religion, gender, national origin, age, physical or mental disability, or other factors which cannot lawfully be the basis of denying equal opportunity.

College Administration

President Dr. Virginia Carson

Vice President for Academic Affairs Dr. Carl McDonald

Vice President for Student Success Mr. Wes Brown

Vice President for Fiscal Affairs Mr. Mark Latham

Vice President for Operations Mr. Keith Newell

Vice President for External Affairs Ms. Walda Kight

Assistant Vice President for Academic Affairs Dr. Rick Reiman

Dean of Students Dr. Greg Tanner

Director, Waycross Campus Ms. Sara Selby

Interim Director of Enrollment Services Dr. Randy Braswell

Registrar Ms. Ame Wilkerson

Director of Entry Programs & Planning Ms. Valerie Webster

Coordinator of SGSC Entry Program/GSWSU Ms. Christy Barry

Dean, School of Nursing Dr. Scott Thigpen

Interim Chair, Humanities Dr. Lori Seward

Interim Chair, Business/Social Sciences Dr. Yuna Chen

Chair, Science/Math/Physical Education Dr. Charles Johnson

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Director, Libraries Ms. Jacqueline Vickers

SGSC Frequently Used Telephone Numbers

Office Telephone Building

Academic Affairs 260-4201 Thrash Hall

Admissions 260-4206 Engram Hall

Advancement/External Affairs 260-4268 Richey Hall

Athletics 260-4216 Wellness Ctr

Bookstore 260-4231 Engram Hall

Business & Social Sciences 260-4248 Collins Hall

Counselor 260-4438 Powell Hall

Disabilities Coordinator 260-4435 Powell Hall

Entry Program, VSU (229) 293-6135 VSU Campus

Entry Program, GSWSU (229) 931-5141 GSWSU Campus

Financial Aid 260-4282 Engram Hall

Fiscal Affairs 260-4236 Richey Hall

Humanities 260-4248 Collins Hall

Institutional Effectiveness 260-4419 Powell Hall

Instructional Technology 260-4317 Richey Hall

Liberty Center (912) 877-1906 Hinesville

Library, Douglas Campus 260-4323 Smith Library

Library , Waycross Campus (912) 449-7515 Administration Bldg

Nursing 260-4356 Nursing

Personnel 260-4376 Richey Hall

President’s Office 260-4397 Thrash Hall

Public Safety 260-4401, 4444 Shannon Hall

Registrar 260-4406 Engram Hall

Residence Life 260-4429 Peterson Hall

Science, Math & PE 260-4336 Stubbs Hall

STEM Center 260-4349 Stubbs Hall

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Student Life 260-4427 Powell Hall

Student Success 260-4312 Engram Hall

Waycross Campus Director (912) 449-7576 Administration Bldg.

Applying for a faculty position

• All advertisements for faculty positions will instruct applicants to send their application materials to the division chair/School of Nursing Dean of the discipline being advertised.

• The division chair/dean will screen the applications to determine which candidates are qualified for the position. The division chair/dean will not make any recommendations on candidates until all application materials are received in accordance with position announcements.

• The division chair/dean will forward the originals of all application materials of candidates for serious consideration to the office of the VPAA. The division chair/dean will also forward copies of all application materials of candidates for serious consideration at off-campus sites to the Director of Entry Programs. The division chair/dean will also keep a copy of all application materials of candidates for serious consideration.

• The VPAA, and in the case of off-campus sites, Director of Entry Programs, will review the materials of candidates for serious consideration and, together with the appropriate division chair/dean, make decisions about which candidates to invite to campus or the off-campus site for an interview.

• Based upon the recommendations of the division chair/dean and the Director of Entry Programs, the VPAA will make a hiring recommendation to the college President.

• The above steps apply to the hiring of both full and part-time faculty.

Faculty vacancies are advertised on the college website (www.sgsc.edu; under construction) through the “Human Resources” link and in local news media. The application form for a faculty position is also available on the college website (http://www.sgsc.edu/faculty_staff/hr/employment_opp.html; under construction). To be eligible to teach at South Georgia State College, the candidate must have completed a Master’s Degree and must have earned at least eighteen graduate semester hours in the academic discipline he/she will teach. The only exception is in the case of institutional credit-only courses, such as learning support courses, which require a minimum of a Bachelor’s Degree. To be considered for a faculty position, candidates for both campus and off-campus sites must provide the following documents to the division chair/dean of the discipline applied for:

• a signed application for the position • a current résumé • official transcripts of work completed at all colleges and universities

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• three original, current letters of recommendation

The division chair/dean will make faculty hiring recommendations to the VPAA, and in the case of off-campus sites, the off-campus Director of Entry Programs will be involved in recommendations, as well.

Required Business Office Procedures

Before a faculty member can be entered into the payroll system, he or she must complete certain paperwork in the college’s Business Office, located on the second floor of Richey Hall. The Director of Personnel will provide the faculty member with guidelines for completing the following forms:

• I-9 Employment Eligibility Verification (requires proof of U.S. citizenship) • Board of Regents Security Questionnaire • Federal and State income tax withholding forms • Georgia Defined Contribution Plan form (part-time state employee mandatory

retirement plan) • Personnel Data Form (emergency contacts and the like) • Authorization for direct deposit • Policy statements and acknowledgement (Drug-Free Workplace Policy; Sexual

Harassment Policy; Governor’s Ethics Policy; Workers’ Compensation Policy; Right to Know Policy

• Background checks)

Appointments to the Full-Time Faculty

1. Minimum Requirements.

a. All faculty members are expected to possess an earned master's degree (or an equivalent) from a regionally accredited college or university. b. The faculty member should have an area of concentration in the field in which he or she is expected to teach. A minimum of 18 graduate semester hours or 27 graduate quarter hours for the degree is considered an area of concentration. c. Exceptions to minimum education or degree requirements may be made for persons having special training, abilities, and competencies or for persons in specialized technical, artistic, or vocational fields. Any exceptions must be approved by the Vice President for Academic Affairs and the President in consultation with the division chair/dean.

2. Other Criteria.

In addition, the following criteria may be considered when appropriate in reviewing the credentials of candidates for faculty positions:

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a. Evidence of superior teaching. b. Evidence of scholarly achievement. c. Prior successful experience. d. Evidence of community and public service. e. Personal qualities which are compatible with the mission and philosophy of the College.

3. Minimum Requirements for Appointment to Professional Ranks.

a. Professor (1) Earned doctorate. (2) A minimum of 12 years successful full-time experience, at least three of which should be at the level of associate professor. b. Associate Professor (1) Earned doctorate, or its equivalent in training, ability, or experience. (2) A minimum of six years successful full-time experience, three of which should be at the level of assistant professor. OR (1) Earned master's degree. (2) Seventy (70) semester hours or one hundred five (105) quarter hours of a planned program beyond the bachelor's degree. A planned program must be approved by the division chair/dean and the Vice President for Academic Affairs. (3) At least seven years of successful full-time experience, at least three of which should be at the level of assistant professor. c. Assistant Professor (1) Earned doctorate, or its equivalent in training, ability, or experience. OR (1) Earned master's degree or equivalent. (2) At least three years successful full-time experience. (3) Fifty-four (54) semester or eighty-one (81) quarter hours of a planned program beyond the bachelor's degree. A planned program must be approved by the division chair/dean and the Vice President for Academic Affairs. d. Instructor (1) Earned master’s degree or equivalent; earned bachelor’s degree or equivalent for institutional credit only courses (2) An instructor with only a bachelor’s degree is not eligible for promotion. e. Lecturer and Senior Lecturer (1) Earned master’s degree or equivalent; earned bachelor’s degree or equivalent for institutional credit only courses (2) A Lecturer/Senior Lecturer is not eligible for promotion to professorial ranks. (3) Lecturer/Senior Lecturer is neither a tenure nor non-tenure track.

Earned master's degree or equivalent (see C.1). Exceptions to minimum education or degree requirements may be made for persons having special training, abilities, and competencies or for persons in specialized technical, artistic, or vocational fields. Any exceptions must

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be approved by the Vice President of Academic Affairs and the President in consultation with the division chair/dean.

Faculty Responsibilities

This section enumerates: 1) types of activities which each faculty member is expected to perform in addition to competent classroom teaching, 2) specific responsibilities of faculty members, and 3) Councils and Committees to which faculty may be appointed or elected.

ADVISING. (See appendices for Academic Advising Resources, all of which are accessible as clickable links at www.sgsc.edu/academics/advising.html; website under construction).

All fulltime teaching faculty, academic division chairpersons, and the Dean of the School of Nursing participate in academic advising. A file of assigned advisees is maintained by the Registrar. Each new faculty member is expected to assume advisement duties. It is the faculty member's responsibility to familiarize himself/herself with the College Catalog (under construction) in order to advise students properly. Most of the time faculty will advise students in their major field of study; however, if one has an advisee who is majoring in a field in which faculty cannot correctly advise or if an advisee changes majors, that student should complete a Change of Advisor/Major form. The purpose of academic advisement is to aid students in course selection and help them meet degree or transfer requirements as efficiently as possible. Advisors should have a thorough understanding of curricula, programs, and requirements at South Georgia State College. If an advisee is to transfer to any four-year school, the advisor should encourage the student to obtain a current catalog from the senior institution and bring the catalog to advising sessions.

Advisors are assigned by the Admissions Office according to a student’s program of study. Advisors access all pertinent academic information concerning the student from the campus-wide network Banner system. This system informs the advisor of the student's academic history, listing courses completed and grades sorted by subject area within the student's major. If a student requests an advisor change, the change must be approved by the current advisor, the prospective advisor, and the Registrar.

Advisors should be cognizant of the Learning Support program and of the University System of Georgia Learning Support Policies in effect as of Fall 2012. Incoming students pursuing an A.A. or A.S. degree who achieve an SAT score of below 400 on the Quantitative section or below 430 on the Verbal portion are required to take collegiate placement examinations (COMPASS) tests in reading, mathematics, and English. If an institutional cut-off score is not achieved on one or more of the three tests, appropriate remedial work is required in institutional credit Learning Support. The current cut-off scores for the COMPASS tests are 74 for reading, 37 for mathematics, and 60 for English tests. Advisors will ensure that LS students are not registered for credit-bearing courses in the disciplines of courses that they are taking

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for Learning Support. Students requiring LS courses may take credit-bearing courses in other disciplines concurrently with their Learning Support obligations only if all current LS course obligations are represented on the student’s schedule.

During the latter part of each term, advisement and advance registration is held for the succeeding term. Students meet with advisors at appointed times to determine courses and schedules for the next term. The student can register and pay fees for prescribed courses during that period. Advisors are required to post appointment sign-up sheets with an adequate number of time slots to accommodate advisees. Advisement and registration also take place just prior to the beginning of each term. Faculty members are also required to be available during regular registration to advise students. In the registration process just described, faculty members will adhere to all policies in their current Division Retention Plans. The “Academic Advising Resources” page available under “Faculty/Staff” on the college’s website (under construction) provides a wealth of information and forms related to the advising process.

It should be noted that veterans require special attention during advisement including completion of the VA Class Schedule Form. Faculty are expected to keep accurate records of all courses taken and those dropped. Only courses pertaining to that student's major will be paid for by the Veteran's Administration. If there are questions about veterans, the Registrar’s Office should be contacted.

OFFICE HOURS

Full-time faculty members should maintain a minimum of two-thirds of an hour of office hours per week for every credit hour taught (for example, ten hours of office time for a course load of fifteen hours), during which they must be readily available to students. A proportionate number of those hours may be on-line for faculty teaching on-line courses. Office hours and a schedule of classes taught with locations indicated shall be posted on the office door. Office hours must be honored. On the rare occasions when faculty members must be away during office hours, they should post a note on the office door indicating when they expect to return. Faculty members are required to turn in a copy of their office hours to their division chair/dean for submission to the Vice President for Academic Affairs at the beginning of each term. RECORD KEEPING

A class record for all classes taught shall be maintained and securely kept indefinitely after course completion. Copies of exams given shall be kept on file, and completed exams not reviewed by the student prior to course completion shall be kept on file for a minimum period of two years.

ABSENCE FROM CLASS The College considers absence from the classroom a privilege, not a right. Participation in activities of professional organizations and in other activities of value

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to the professor or College is encouraged. Anyone who wishes to be away for any reason should confer with the division chair/Dean of Nursing well in advance to discuss the validity of the request and to arrange for the meeting of classes. In the event of illness or unexpected conflict, the division chair/dean or administrative assistant shall be notified by 7:30 a.m. of the first day of absence. If the Chair or administrative assistant cannot be contacted, the faculty member should notify the Vice President for Academic Affairs directly. Substitute teaching is generally done by members of the full-time staff.

ATTENDANCE AT FACULTY MEETINGS

In addition to regularly scheduled Faculty Assembly meetings, there will be from time to time mandatory called faculty meetings for the purpose of conducting official college business. Presence of two-thirds of the faculty constitutes a quorum.

COMMUNITY SERVICES

The faculty should willingly serve as sources of academic and technical information for residents of the community. It is considered appropriate that faculty members accept invitations to speak to clubs, organizations, and school groups whenever possible.

INTELLECTUAL PROPERTY

Employees of South Georgia State College who are involved in research (as defined in the Policy Manual of the Board of Regents) which results in the creation of goods, services, or processes, including scholarly publications, should refer to the Intellectual Property guidelines discussed in Section 6 of the Board of Regents Policy Manual.

COMMITTEES AND COUNCILS

With the exception of Lecturers and Senior Lecturers, fulltime faculty members are expected to serve as called upon on the various committees and councils of the College. The SGSC Statutes mandate nine standing committees and councils (See Article III).

1. The President’s Cabinet

2. The Administrative Council

3. The Academic Council

4. The Faculty Affairs Committee

5. The Promotion and Tenure Committee

6. The Post-Tenure Review Committee

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7. The Discipline Committee

8. The Grievance Committee

9. The Library Committee

In addition, faculty members may be called upon to serve on non-statutory or ad hoc committees, as appointed by the President or the Vice President for Academic Affairs.

FACULTY: GENERAL INFORMATION

Faculty Workload and Schedules

The total workload of each faculty member includes not only the hours spent in the classroom but also the hours spent in supervising laboratory work, in grading, in counseling, in coaching, and in sponsoring student activities. The normal teaching load for faculty members except for Lecturers is 15-16 hours per semester. Lecturers teach 18 hours per semester. Except for Lecturers, a teaching load greater than 16 hours for any semester is considered an overload and must be approved by the Vice President for Academic Affairs. Overload pay is at the part-time rate for the hours beyond the normal load. The maximum number of semester hours a faculty member may teach in any term is 21, including any hours taught at another institution. In addition, faculty members may not be assigned or assume any duties which encroach upon the quality or the quantity of the work for which they were employed by the College. Faculty members wishing to engage in instruction at another institution may do so only with the express permission of the appropriate division chair/dean, the Vice President for Academic Affairs, and the President. It is the responsibility of the division chair/dean to monitor the work load of each faculty member within the academic unit and to report that workload to the Vice President for Academic Affairs each term.

OUTSIDE EMPLOYMENT

No faculty member of the College should engage in any occupation, pursuit, or endeavor which will interfere with the regular and punctual discharge of official duties. In situations in which outside employment is justified and does not violate the above stipulations, such employment can be undertaken with the full knowledge and written approval of the appropriate division chair/dean, the Vice President for Academic Affairs, and the President.

STATE SECURITY QUESTIONNAIRE AND LOYALTY OATH

This form must be completed, notarized, and submitted prior to official appointment to the faculty. The form is available at the SGSC Human Resources Office.

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FACULTY OFFICES

Office space is assigned to faculty members by the division chair/dean. Every attempt is made to give faculty members as much privacy as possible for student conferences, classroom preparations, and research.

ADMINISTRATIVE ASSISTANTS

Administrative Assistants are normally assigned to each division. These assistants are located in or adjacent to the offices of chairs of the divisions/Dean of the School of Nursing.

The responsibility of administrative assistants is first to the academic unit manager then to all the teaching faculty of the division to which each is assigned. Each assistant will, from time to time, be temporarily assigned to any division or office burdened with a workload which is excessive.

Since there are a number of faculty members in each division who will use the services of these assistants, it will be necessary to schedule work assignments several days prior to expecting copy. Faculty are strongly encouraged to create and make necessary copies of their own work.

ANNUAL EVALUATION At SGSC evaluation is viewed as an ongoing process which is essential, positive, and supportive of faculty efforts to improve instruction. The objectives of that evaluation are as follows:

1. To provide each faculty member a formalized method of reporting performance, accomplishments, development, and contributions which are considered relevant for evaluation and decisions by administration.

2. To provide each faculty member a regular series of opportunities to secure student and administrative data as a basis for professional growth and development.

3. To provide procedures and reporting instruments that produce an equitable and comparable data base for evaluation of all faculty.

4. To provide each faculty member with an annual written assessment of job performance.

5. To foster the long-term growth and development of each faculty member.

There are four data bases upon which the annual evaluation is based: student evaluations, the faculty member's self-evaluation, the Faculty Member's Five Year Plan, and administrative feedback from other division chairs/dean and/or other administrative officials of the College.

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The Criteria to be used in annual evaluations include the faculty members' teaching, service to the College, academic achievement, professional growth and development, and academic advisement.

The annual evaluation shall result in a written summary jointly completed by the division chair/dean and the faculty member. Following is the chronology of events involved in the annual evaluation process:

Fall Semester: Student evaluations completed within the two weeks immediately following mid-term. Those evaluations are primarily for the faculty member's own information--with sharing with the division chair/dean should the faculty member choose to do so.*

Spring Semester: Student evaluations completed by mid-March or required due date. Those evaluations are primarily for the chair's use in annual evaluation of faculty. The results must be shared with the faculty member at the time of the annual evaluation conference.

Faculty member's annual report completed by April 1st or required due date. Summary of annual evaluation conference jointly completed by the faculty member and the division chair/dean by mid-April or required due date.

*The student evaluation instrument may differ from unit to unit to account for individual needs in each evaluation. To ensure the anonymity of the student and thus to improve the reliability of the student evaluation data, the administration of the student evaluation will be coordinated by the division chairs/dean. The chair/dean will designate individuals to conduct the student evaluations, determine the dates of administration, and secure the completed instruments until after the posting of course grades.

ADMINISTRATIVE EVALUATION

Each year faculty will be accorded the opportunity to offer anonymous evaluations of their respective division chairs/dean. The evaluation instrument will come from the VPAA.

POST-TENURE REVIEW

CRITERIA

Because the College believes that teaching and learning are life-long developmental activities and form the core of the institution’s mission, the primary purpose of conducting post-tenure reviews of South Georgia State College faculty members is to assist tenured faculty to develop to their fullest potential as contributing members of the college community. The College has identified five criteria for use in post-tenure reviews:

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a) Superior teaching

b) Outstanding service to the College

c) Academic achievement

d) Professional growth and development

e) Academic advisement

Noteworthy achievement in all five of the above is not required, but it is expected in at least three, one of which must be superior teaching.

PROCEDURES

The following procedures are hereby established to facilitate post-tenure review on campus. Questions regarding the interpretation or intent of these procedures should be addressed to the Vice President for Academic Affairs.

f) Time-Line

All tenured faculty members will be reviewed five years after their most recent promotion or personnel action with subsequent reviews at five-year intervals unless interrupted by a promotion review. These reviews will be conducted by a three-member committee of peers to be known as the Post-Tenure Review Committee (PTRC).

g) Membership

The Post-Tenure Review Committee shall be comprised of three tenured members of the South Georgia State College faculty. The committee members shall serve two-year terms. In the event of a vacancy on the committee, the President shall name a replacement from among other tenured faculty members. Insofar as it is possible, at least one member of the committee will come from the discipline of the faculty member under review. All members shall be approved by the President with recommendations for membership as follows:

(1) One (1) committee member recommended by the Faculty Affairs Committee.

(2) One (1) committee member recommended by the Vice President for Academic Affairs.

(3) One (1) committee member recommended by the division chairs/dean.

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h) Committee Chair

The membership of the PTRC shall elect its chair from its membership at the first meeting of the Committee. The Vice President for Academic Affairs shall convene the first meeting of the PTRC and charge the committee at that time.

i) Committee Functions

(1) The PTRC shall assemble a portfolio for each faculty member under review. The portfolio must contain the following items:

(a) A current resume including a listing of publications and activities.

(b) Copies of annual evaluations, professional growth and development plans, and faculty members’ annual reports for the previous five years.

(c) Any other materials the faculty member wishes to have included in the review as well as any materials the PTRC considers to be of value in carrying out the review.

(2) The PTRC shall conduct an intensive review of the faculty member’s accomplishments in teaching, service to the College, academic achievement, professional growth and development, and academic advisement.

(3) The PTRC shall conduct an interview with the faculty member to discuss the five items listed in item 2.

(4) The PTRC shall report its findings in writing to the faculty member, the appropriate division chair/dean, and the Vice President for Academic Affairs by the required due date.

j) Use of Post-Tenure Review Results

(1) Improvement Plan

When deficiencies are identified by the review process, the faculty member and the appropriate division chair/dean shall develop an improvement plan. The elements of that plan must include the following:

(a) Specific goals that are designed to help the faculty member overcome any identified deficiencies

(b) Activities to achieve the goals set forth in the

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improvement plan

(c) Time-line within which to achieve the goals

(d) The criteria by which the faculty member and division chair/dean monitor progress towards achievement of the goals

(e) An appropriately detailed request for funding if the plan requires funding.

(2) Penalties

(a) When a faculty member makes satisfactory progress toward remediating deficiencies identified in the review process, the faculty member is eligible for consideration for merit pay increases.

(b) When a faculty member does not make satisfactory progress toward remediating the identified deficiencies, that faculty member’s pay increases may be restricted to mandated across the board raises. The Vice President for Academic Affairs shall notify that faculty member in writing of the failure to meet on a timely basis the goals set forth in the improvement plan.

(c) Should the faculty member not make timely and satisfactory progress toward meeting the improvement plan goals within six months from the date of the warning letter from the Vice President for Academic Affairs, that faculty member may be subject to dismissal for cause.

STELLAR PERFORMANCE

When the post-tenure review documents outstanding performance by a faculty member, that finding is to be highlighted in the written report to the faculty member, division chair/dean, and Vice President for Academic Affairs. Insofar as funding is available, the division chair/dean should recommend an above average merit pay increase for that faculty member for the next contract year.

APPEALS

A faculty member wishing to appeal the findings of the PTRC may do so in writing to the Vice President for Academic Affairs within 20 working days of the faculty member’s receipt of the original findings of the PTRC. Subsequent actions taken by the division chair/dean and/or Vice President for Academic Affairs may be appealed in writing to the President of the institution.

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Promotion and Tenure

PROCEDURES

1. Application for promotion in rank as well as for the granting of tenure shall originate with the faculty member who is eligible according to Board of Regents guidelines. The request for promotion or tenure moves from the faculty member to the division chair/dean to the Promotion and Tenure Committee to the Vice President for Academic Affairs (VPAA) for final approval by the President. 2. The faculty member approved for tenure and/or promotion by the division chair/dean should submit a dossier to the Promotion and Tenure Committee (PTC). The PTC, consisting of three tenured faculty members from different divisions, will conduct a review of the faculty member’s accomplishments in teaching, service to the college, academic achievement, professional growth and development, and academic advisement and make a recommendation to the Vice President for Academic Affairs. The dossier submitted by the faculty member shall contain the following items: (a) A current resume including a list of publications and activities. (b) Copies of annual evaluations, the faculty member’s annual reports, and student evaluations for the previous three years of service. (c) Any other materials the faculty member wishes to have included for the interview. 3. The Vice President for Academic Affairs shall make a recommendation to the President. 4. The President shall consider the recommendations, and if approved the recommendations and required information shall be submitted to the Chancellor for consideration by the Board of Regents. Criteria

The criteria for the promotion or tenuring of any faculty member shall include the following:

1. Superior teaching. 2. Outstanding service to the College. 3. Academic achievement. 4. Professional growth and development. 5. Academic Advisement.

Noteworthy achievement in all five of the above is not required, but it is expected in at least three, one of which must be superior teaching.

6. Length of Service.

In promotion cases, the practice of the Board of Regents is to require minimum lengths of service in rank, as follows:

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To Assistant Professor: three years as instructor.

To Associate Professor: four years as assistant professor.

To Professor: five years as associate professor.

In addition, to be promoted to a higher rank, the faculty member must meet the minimum requirements set for initial appointment to that rank.

In tenure cases, Board policy requires a minimum of five years probationary service at the assistant professor level or higher. (See Policy Manual, Section 8.3.7).

Also, successful full-time teaching experience must be at a regionally accredited institution of higher learning. All degrees must be earned at regionally accredited colleges or universities. Neither the possession of a doctorate nor longevity of service is a guarantee per se of promotion.

Promotion in rank neither suggests, promises, nor implies eventual tenure. The award of tenure neither suggests, promises, nor implies subsequent promotion in rank.

SALARY INCREASES

The Board receives an annual appropriation from the General Assembly for all phases of its operations. This appropriation may be increased or decreased by the Legislature or the Governor during the period of any fiscal year. Expenditures for operation of the University System are therefore necessarily contingent upon legislative appropriations. In the event that the General Assembly or the Governor at any time reduces the amount of funds appropriated to the Board, the compensation of all employees and other operating expenses may as a consequence be correspondingly reduced. It shall, however, be the intent of the Board to maintain current salary commitments in so far as possible to every employee, and the Board will exert its composite influence and best efforts to that end. (See Policy Manual, Section 8.3.12.1))

The college administers salary increases with respect to the salary administration

increase instructions received from the Board of Regents. These instructions are typically based upon a merit method of salary increases rather than an across the board method. /s make recommendations for salary increases for teaching faculty (those not holding administrative appointments) to the Vice President for Academic Affairs. Those recommendations are based upon the evaluation of that faculty member’s work for the academic year. The criteria utilized in making those evaluations are as follows: teaching, service to the Institution, academic achievement, professional growth and development, and academic advisement. From year to year, additional one-time adjustments in annual salary may also be provided in the case of promotion in rank, earning of tenure, or attainment of the doctorate. The amounts provided in these cases are: promotion to assistant professor,

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$500; associate professor, $1000, professor, $1500; earning of tenure, $500. The adjustment for earning a doctorate will be the difference in the most recently advertised salary for a doctorate prepared faculty member as opposed to a masters prepared faculty member in the appropriate discipline. The degree must be completed and all paperwork on file in the Vice President for Academic Affairs’ Office before the first day of the new fiscal year. Merit raises and salary adjustments take effect at the time stipulated by the Georgia Legislature for State raises to take effect. Adjustments will be awarded for attaining only the first degree of a kind, unless a specific agreement is made in advance with the Vice President for Academic Affairs. The college recognizes that differences in salaries may exist among disciplines because of the employment market. The division chairs/dean and the Vice President for Academic Affairs attempt to achieve the maximum amount of equity in salary administration.

The following increases will serve as a general guide for faculty members moving into administrative posts: promotion to division chair/dean, $12,000; promotion to non-cabinet level administrator, an additional $9,000; and promotion to a cabinet level administrator, an additional $9,000. Salary adjustments for movement into administrative posts take effect on the first day of the new responsibilities unless other arrangements have been negotiated. Market factors, education, and experience may also affect these adjustments. To ensure continued equity, an annual review of all faculty salaries is completed by the President, the Vice President for Academic Affairs, and the Vice President for Fiscal Affairs. During this review, special attention is paid to any discrepancies which may exist among faculty members with comparable years of service, degrees earned, and performance levels.

SUMMER TERM TEACHING

Teachers may be employed to instruct one or more classes during the summer term. Pay for such services will be at the rate determined annually by the College.

RESIGNATION

All full-time faculty members employed under written contract for the fiscal or academic year shall give written notice to the Vice President for Academic Affairs of their intention to resign no later than three months prior to the expiration of the contract period.

FACULTY/STAFF GRIEVANCE PROCEDURES

The Grievance Committee at South Georgia State College shall be known as the Board of Review. The Board of Review is established to provide a means to hear the complaints of College employees (faculty members and classified personnel) who have exhausted normal channels, as defined herein, but who have not received satisfaction in the resolution of a grievance. Prior to filing a complaint with Board of Review, an aggrieved employee shall have attempted, through normal channels, that is, by appeal to administrative officers through and including one level of authority higher than the grievant's immediate supervisor, to resolve satisfactorily the grievance.

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The Board of Review shall have jurisdiction to consider grievances of any faculty member or classified employee of South Georgia State College. Grievances heard by the Board of Review shall include, but not be limited to, the following:

Complaints reasonably related to terms and conditions of employment, supported by affidavit of the grievant or other credible evidence, when properly and timely filed.

Grievances concerning salary or promotion of any employee or involving the award of tenure or non-renewal of a faculty member, but only when it is reasonably alleged that the action complained of was the result of discrimination based on race, color, sex, religion, creed, national origin, handicap, or age.

Any grievance referred to the Board of Review for hearing by the President of South Georgia State College or the Board of Regents of the University System of Georgia.

The guiding principles on employment appeals are set forth in the Board of Regents Policy Manual, Section 8.2.21, as follows: [A]pplications from University System employees for Board of Regents’review of presidential decisions shall be limited to instances in which an employee is terminated, demoted, or otherwise disciplined in a manner which results in a loss of pay; provided, however, appeals may be heard if the Chair of the Board’s Committee on Organization and Law, in consultation with the Board’s chief legal officer, determines that the matter should be presented to the Board. A Board of Review shall not hear any grievance concerning which the President has already made a final decision unless directed to do so by the Board of Regents.

BOARD OF REVIEW

Selection of Chair*. There shall be a Chair for each Board of Review, who along with two Alternate Chairs, shall be nominated by the Faculty Affairs Committee and elected annually by the faculty of the College from among the tenured faculty of the institution for a one (1) year term, to begin on September 5 of each academic year; provided, however, that not more than one person shall be elected from the faculty of any one department of the College. The Chair and Alternate Chairs will be briefed thoroughly on the conduct of the grievance mechanism by University System counsel or the Affirmative Action Officer of the College or the University System. The Chair and Alternate Chairs shall rotate, on an alternating basis, the duties of the Chair.

*As used herein, the word "Chair" shall be construed to mean the person who chairs a Board of Review, whether male or female, and the Alternate Chair when he/she is in charge of the grievance procedures set forth herein.

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Drawing of Panel. All Grievances shall be filed in writing with the Chair within thirty (30) days after the alleged act prompting the grievance. If the grievance is determined by the Chair to be within the jurisdiction of the Board, he/she shall draw a panel of nine (9) persons as potential members of the Board, by lot, or other random process, from a list of eligible faculty members or classified employees, as appropriate to each case. When grievances involve only faculty member(s), the Chairman shall draw the nine (9) member panel from faculty members** having at least one (1) academic year (nine months) of continuous service at the College. For grievances between faculty members and classified personnel**, the Chairman shall draw four (4) members of the panel from eligible faculty members and five (5) members from eligible classified employees, all of whom shall have at least nine months of continuous service at the College. For grievances involving classified employees only, the Chairman shall draw the nine (9) member panel from the names of classified employees having at least nine months of continuous service at the College. A new panel for each grievance shall be drawn by the Chairman in the presence of the Affirmative Action Officer of South Georgia State College who shall certify to the President that the panel drawing process has been impartially executed.

Eligibility for Service on Board. With the exception of the President, all full-time employees (faculty and classified) having at least one (1) academic year (nine months) of continuous service at the College are potential panel members of the Board of Review. Employee's names shall be removed from the pool if: (a) employment terminates; (b) an employee is a grievant; or (c) an employee is named or otherwise directly involved in the grievance.

Excusing of Panel Members. Panel members who are drawn as possible Board of Review members may be excused by the Chairman if he/she determines that: (1) there is a bona fide conflict of interest between the panel member(s) and either of the parties of the grievance; (2) the potential panel member is ill; or (3) service on the Board of Review should be excused for good cause shown.

Selection of Review Board Members. Each Review Board shall consist of the Chairman (non-voting) and three (3) voting members chosen from a panel of nine (9). Upon notification of the names of the panel members, each party shall in the presence of the Chairman strike the names of three (3) persons from the panel. The parties shall alternate in exercising their strikes, beginning with the grievant, until three (3) members remain. These three (3) members shall constitute the Board of Review. It is anticipated that this "striking" process will be completed within five (5) days following the selection of the panel by the Chairman.

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Removal of Review Board Members for Cause. A party may present a request in writing, at least three (3) days in advance of any hearing, to the Chairman, to remove any member of the Board for reasonable cause. If the Chairman grants the request, he/she shall fill the vacancy thus created by random selection of another member. The member chosen to fill the vacancy may likewise be removed for reasonable cause. The Chairman may on his/her own motion remove any member for reasonable cause stated.

Notice to Parties and Review Board of Hearing. After the Board of Review {three (3) members} has been selected as aforesaid, written notice of the time and date set for hearing shall be hand delivered or mailed to the parties, and to the members of the Board of Review, by the Chairman, no less than three (3) nor more than ten (10) working days in advance of the date set for the hearing.

**Faculty members shall be construed to mean those persons defined as "faculty" by The Policy Manual of the Board of Regents and those persons without faculty status appointed by the President to administrative positions at the institution.

DUTIES OF THE CHAIR. The Chair of each Board of Review shall not vote but shall be responsible for the conduct of the hearing and implementation of the grievance procedures. His/her duties include:

Assuring that all parties are familiar with the grievance procedures.

Receiving the grievance and determining that:

(3) It is one which is properly heard by a Board of Review, (if not, the grievant shall be so notified in writing).

(4) It has been timely filed.

Drawing, at random, within five (5) working days following receipt of a written grievance, a panel of nine (9) persons as potential members of the Board of Review from the pool of faculty or classified employees, or both as the case may be, having at least one academic year (nine months) of continuous service at the institution.

Notifying the parties: (1) whether the grievance is one which is properly heard by a duly constituted Board of Review, and if so (2) that a hearing panel of nine (9) members has been drawn and (3) that each party should come before him on a date certain and strike the names of three (3) panelists.

Distributing the complaint (grievance) to the members of the Board of Review; setting a date for the hearing after conferring with the Board members.

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Convening the hearing after written notice {at least three (3) but no more than ten (10) working days in advance of the hearing} to the members of the Board of Review and the parties; conducting and presiding over the hearing; ruling on motions of the parties and assisting the Board of Review during its deliberations.

Assuring that a tape recording or transcript of the hearing is made and retained for use in the event an appeal is filed.

Forwarding a copy of the written Findings of the Board of Review to the President within ten (10) working days after the hearing; and forwarding a copy of the Board's Confidential Recommendation(s), (if any) to the President.

PROCEDURES FOR REQUESTING A HEARING.

The grievant, within thirty (30) working days after the occurrence of the alleged act causing the grievance, shall file a written request for a hearing with the Chairman of the Board of Review stating the following:

The facts of the complaint, including the date, time and place the act occurred and other pertinent facts, verified (sworn to) by the grievant.

The names of possible witnesses.

A description of the evidence which tends to support the complaint.

The Chairman, within three (3) working days from the filing of the application for hearing by the grievant, shall determine whether the grievance is one which has been properly and timely filed, and whether the nature of the grievance is one which may be properly heard by a Board of Review. If so, the Chairman will instruct the parties as to the procedures to be followed in drawing the names of the members of the Board of Review and in conducting the hearing. If not, the Chairman will notify the parties and the President of his/her determination and give the reason(s). The President may, nevertheless, direct that the grievance be heard by a duly constituted Board of Review. The Chairman will within ten (10) working days following receipt of a grievance cause the panel and Review Board members to be selected.

HEARING PROCEDURE.

a) The hearing before the Board of Review will be conducted in private; however, the parties may each select one (1) person to attend as an observer.

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b) Attorneys are not authorized to participate in grievance hearings; however, the grievant may select an advisor, other than an attorney, from the College to assist him/her at the hearing.

c) A tape recording, transcript or written summary of the proceedings shall be kept and made available to the parties concerned at reasonable cost.

d) The parties shall be afforded a reasonable opportunity to obtain and present witnesses and documentary or other evidence except personnel and other confidential records of College employees.

e) The parties shall have the right to cross-examine witnesses against them. Should a witness be unable to appear because of illness or other cause acceptable to the Chairman, the sworn statement (affidavit) of the witness may be introduced into the record.

f) An oath or affirmation shall be administered to all witnesses by a notary public.

g) The Board of Review will not be bound by strict rules of legal evidence. It may receive any evidence deemed by the Chairman to be of probative value in determining the issues involved. Every possible effort shall be made to obtain the most reliable evidence available. All questions as to the admissibility of evidence or other legal matters shall be decided by the Chairman.

h) The Board of Review shall make no decision on the merits but shall state its Findings which shall be based on the evidence introduced at the hearing. The Chairman will report the Findings to the President who will decide the case.

i) Public statements and publicity about the complaint shall be avoided and the confidentiality of the hearing shall be preserved.

FINDINGS AND RECOMMENDATIONS BY THE BOARD.

The Findings of the majority and Confidential Recommendation(s) (if any) to the President from the Board of Review shall be written by a member selected by the Board at the conclusion of the hearing. Findings shall be sent to the President, immediately upon conclusion of the hearing, but not later than ten (10) working days following the hearing, unless a transcript of the hearing is required, in which event Findings shall be sent no later than ten (10) working days following receipt of the transcript. The Board of Review may in addition to its Findings, make Confidential Recommendation(s) (if any) to the President. Findings and Confidential Recommendation(s) (if any) made by the Board of Review to the President shall be advisory only, and shall in no way bind or commit him/her to any suggested course of action.

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ACTION BY THE PRESIDENT.

In making his/her decision, the President will not be bound by the Findings, or Confidential Recommendation(s) (if any) of the Board of Review. The President should, within ten (10) working days after receipt of such written notification of the Findings, and Confidential Recommendation(s) (if any) of the Board of Review, advise the faculty member or classified employee, his or her direct supervisor, and other parties concerned in writing of his/her decision, or he may refer the matter back to the Chairman of the Board of Review for further response and recommendation(s) before rendering his/her final decision.

TIME REQUIREMENTS OF THE REVIEW PROCESS.

This procedure contemplates that grievance panels {nine (9) members} should be constituted (drawn by lot) within five (5) working days following receipt by the Chairman of an acceptable written grievance from any employee of South Georgia State College, and that the final selection of a three (3) member Board of Review from the panel should be completed within ten (10) working days after the filing of the alleged grievance. The Chairman should give written notice of any hearing date to the members of the Board of Review and to the parties at least three (3), but no more than ten (10) working days prior to the date set for the hearing. Findings and Confidential Recommendation(s) (if any) should be forwarded by the Board of Review to the President within ten (10) working days from the conclusion of the hearing unless a transcript of the evidence is required. If a transcript of the evidence is required, such documents should be forwarded to the President within ten (10) working days after receipt of the transcript from the Chairman. The final decision of the President should be made within ten (10) working days thereafter unless he/she refers the matter back to the Board of Review for further response and recommendation(s).

PROHIBITION OF RETALIATORY ACTION.

A grievant shall not be harassed, intimidated, or otherwise penalized for utilization of the grievance procedures.

ALTERNATIVE DISPUTE RESOLUTION (MEDIATION)

South Georgia State College subscribes to the University System of Georgia’s initiative on Alternative Dispute Resolution (ADR). Also known as “mediation,” ADR aims to resolve disputes between two persons without a formal grievance procedure or legal action. The goal of such a resolution is to satisfy the needs of both parties in a non-threatening manner in an atmosphere where both sides are expressed and possible solutions to the dispute are developed by the disputants themselves. To arrive at a win-win solution that will satisfy both parties, a certified mediator facilitates the expressions of concern, identifies issues for negotiation, and helps the parties work toward an agreement that can satisfy their needs.

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This process works very well for most disputes that do not involve criminal activity or academic grades. Further, the positions of the disputants are of minimal concern. Therefore, disputes between student and faculty member, student and student, faculty and staff, or faculty/staff and administration can be reasonably settled through mediation. For information on Alternative Dispute Resolution (mediation), please contact the Vice President for Academic Affairs in Thrash Hall or at (912) 260-4201.

SEXUAL HARASSMENT POLICY OF SOUTH GEORGIA STATE COLLEGE

South Georgia State College firmly believes that such actions demean individuals and interferes with the principles that our institution upholds, therefore, all complaints will be resolved by a thorough and confidential investigation.

a) The College supports a discrimination-free work environment for all employees. This includes freedom from sexual harassment. The College strongly disapproves of sexual harassment in any form and prohibits employees at all levels from engaging in offensive or inappropriate sexual and/or sexually harassing behavior at work. In addition, all employees will be held responsible for insuring that the workplace is free from sexual harassment.

b) The College specifically prohibits the following behavior:

(1) unwelcome sexual advances;

(2) requests for sexual favors, whether or not accompanied by promises or threats regarding the employment relationship;

(3) other verbal or physical conduct of a sexual nature that threatens or insinuates that submission to or rejection of sexual advances will influence personal decisions regarding employment, evaluation, wages, advancement, assigned duties, shifts or any other condition of employment or career development;

(4) any verbal or physical conduct that substantially interferes with employees' ability to do their jobs;

(5) any verbal or physical conduct that creates an intimidating, hostile or offensive work environment; and

(6) other sexually harassing behavior including, but not limited to, comments about an individual's body, sexually degrading words to describe an individual, offensive comments, off-color language or jokes, innuendoes, and sexually suggestive objects, books, magazines, photographs, cartoons or pictures.

c) Sexual harassment may result in disciplinary action up to and

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including dismissal.

d) Employees who experience sexual harassment from anyone at work, including Supervisors, coworkers, or visitors, are urged to report this conduct to College officials so they may investigate and resolve the problem. Employees are encouraged to first use the procedures for filing a complaint of sexual harassment (see Complaint Procedures). Should the administrative officer not be able to effectively resolve the complaint, the Faculty and Staff Grievance Procedures should be followed.

e) The College will make every effort to keep all information confidential provided in the course of any investigation.

f) There will be no retaliation against employees for reporting sexual harassment or assisting the College in the investigation of a complaint.

g) The College may take disciplinary action against an employee who provides false information during the investigation of a complaint of sexual harassment or unlawful discrimination.

(The Sexual Harassment Policy of the Board of Regents is set forth in the BOR Policy Manual, Section 8.2.16.)

SEXUAL HARASSMENT COMPLAINT PROCEDURES: FACULTY, STAFF, & STUDENTS

h) Procedures

(1) Informal Processes

Conduct that is perceived as sexual harassment by the offended party may result from a lack of awareness of the offended person's sensitivities or from an attitude of general indifference toward the sensitivities of others. If lack of awareness or insensitivity is a factor, the simplest solutions to sexual harassment may be for the offended party to advise the other party that, while he/she might not be aware of this, the offended party finds the other party's conduct (touching, language, graphics, etc.) to be offensive (intimidating, hostile, etc.) and is asking that the other party refrain from this conduct. A repetition of this or similar offensive conduct is a basis for complaint, even where no conditions regarding employment or academic standing have been implied or expressed.

(2) Filing of a Complaint

(a) A complainant wishing to make a formal complaint

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and have it pursued should file it in writing with the Affirmative Action Officer who will consult with the appropriate Vice President to determine the method by which an investigation will be conducted. Sexual harassment between students, neither of whom is employed by South Georgia State College, should be treated as disciplinary matters which, if such conduct violates College regulations for students, should be reported to the Vice President for Student Success' Office.

(b) To be considered for review, formal complaints of sexual harassment must be filed within 60 calendar days of the last alleged incident of harassment.

(c) The purpose of the investigation is to establish whether there is a reasonable basis for believing that the alleged violation of this policy has occurred. In conducting the investigation, the appropriate administrator may interview the complainant, the accused, and other persons believed to have pertinent factual knowledge. At all times, the administrator conducting the investigation will take steps to insure confidentiality.

(d) The investigation will afford the accused a full opportunity to respond to the allegations.

(e) Possible outcomes of the investigation are: a judgment that the allegations are not warranted; a negotiated settlement; or the initiation of further action.

(3) Board of Review

If the administrative officer is unable to effect an administrative resolution of the complaint, the administrative officer or complainant may request the President to appoint a Board of Review to hear the complaint.

The Board of Review shall consist of three South Georgia State College faculty/staff members, selected randomly by the Affirmative Action Officer, with the Affirmative Action Officer selecting a chair. Students will serve on the Board of Review only in instances where a student is the complaining party and he/she requests student representation on the Board of Review. Those two student representatives will be selected randomly by the Affirmative Action Officer from the list of currently enrolled full-time students.

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Sanctions

Depending upon the nature of the offense, South Georgia State College sanctions imposed for sexual harassment may range from reprimand to dismissal. Nothing in this policy is intended to foreclose criminal complaint through judicial channels. Reprisal against any person for good faith use of internal or external channels of dispute resolution is expressly prohibited and is subject to similar sanctions.

President's Statement Regarding Sexual Harassment

South Georgia State College is committed to maintaining a working and learning environment free of objectionable and disrespectful conduct and communication of a sexual nature, especially when such conduct is imposed by one on another and/or adversely affects a staff member's employment relationship or a student's opportunity to pursue his or her educational objectives.

The College will not tolerate behavior between or among members of the College community which creates an unacceptable working or educational environment.

ADDING/DROPPING PROGRAMS AND COURSES

Proposals to originate or discontinue programs of study (including both certificate and associate degree level programs) and/or courses originate at the divisional level and, upon divisional approval, are submitted to the Vice President for Academic Affairs. Such requests will be referred to the Academic Council for study prior to submission to the faculty. The Academic Council will make appropriate recommendations to the Faculty Council or will return the proposal(s) to the division for further study. Any additions or deletions are not official until approved by the Faculty Council. Admissions requirements for degree and certificate programs must correspond to the current South Georgia State College Catalog.

2. All proposals for additions shall include the following:

a) Statement of the proposal. For degree programs and certificate programs, list all course requirements and prerequisites.

b) Rationale for the proposal. This must include evidence of interest in and need for the program or course, including estimate of number of students who will complete the program or course annually.

c) Statement indicating how the proposal is consistent with the Purpose of the College.

d) Statement indicating how the proposal is consistent with current degree programs of the College.

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e) Estimate of the cost to the College and how the cost will be covered.

f) Statement indicating special facilities needed, if any.

g) Statement of the effective date of the proposal.

h) Statement of where a new course goes in terms of which program of study and which area (A-F.)

All proposals for new degree programs must comply with Board of Regents Policy Manual and Academic Affairs Handbook . All proposals for discontinuance of programs or deletion of courses shall include the following:

i) Statement of the proposed discontinuance or deletion.

j) Rationale for the discontinuance or deletion.

k) Statement of the impact on the College and its constituents.

l) Statement of the effective date of the discontinuance or deletion.

TEXTBOOKS

All texts and supplemental materials required of students will be sold through the College bookstore.

The textbook orders must be submitted through division chairs/dean by the following deadlines:

April 15 -- Fall Semester

October 1 -- Spring Semester

March 15 -- Summer Semester

DESK COPIES

The bookstore cannot furnish textbook desk copies to faculty members, because publishers reserve the right to supply desk copies directly to the faculty. The bookstore will furnish order forms that a faculty member may use for ordering such copies. If a faculty member has need for a desk copy before the one ordered arrives, he/she may purchase one from the bookstore. When the copy arrives, if it has no markings (such as complimentary) stamped on or inside the book, the purchase price will be refunded by the bookstore.

PERSONNEL OFFICE (forms accessible as clickable links at www.SGSC.edu/faculty_staff/hr/hr_forms.html; under construction)

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The Personnel Office is located on the first floor of Thrash Hall. It is important that all new faculty members contact this office as soon as possible after arriving at South Georgia State College and prior to the effective date of their contract. Various forms and records which are discussed below must be completed to insure prompt inclusion on the payroll and coverage under the employee benefit programs of the College. Each faculty member is encouraged to notify the Personnel Office promptly when changes occur in his/her personal status that affect his/her withholding income tax, group insurance, or Teachers Retirement Program.

PAYROLL PERIODS

Each member of the teaching faculty is normally under an academic year contract of two semesters while administrative officers and division chairs/dean are appointed for the fiscal year. Faculty members under academic contracts receive their compensation as follows: Beginning in August, they receive one-tenth of their contract salary each month until May. Faculty members under full fiscal year contracts receive their salary in twelve monthly installments.

PAYROLL DEDUCTIONS

Federal Income Tax -- The College is required to deduct Federal Withholding Tax from each salary payment at the rate determined on the basis of the number of exemptions claimed by the employee on the Federal Withholding Form (W-4). Upon request, an employee's Federal Withholding Tax may be adjusted if a change in the number of dependents occurs during the year. Adjustments will be made effective on July 1 and January 1 only.

State Income Tax -- Mandatory deductions also include State Withholding Tax which is determined on the basis of the number of dependents claimed by the faculty member on the State Income Tax Exemption Form (G-4). Adjustments on the State Income Tax Exemption Form can be made effective July 1 and January 1 in the event there is a change in the status of dependents.

Social Security

Terms, conditions, requirements, reservations, benefits, privileges, and other conditions of Title II of the Social Security Act, as amended, apply to all employees of the College.

The appropriate percentage will be deducted from each employee's pay in accordance with the provisions of the Federal Insurance Contribution Act. The benefits of this program are varied and individual information should be obtained through contact with a Social Security office.

Employees working less than half-time are not covered by Social

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Security.

Group Insurance Plan

All full-time, regular employees are eligible for the group insurance plan.

Health Insurance

The University System of Georgia offers three health care plans from which to choose. Contact the Personnel Office for further details or consult the brochure provided annually for further information. Online health insurance information is available at : www.usg.edu/admin/humres/benefits/health

Employees on approved leaves of absence may retain their group insurance. See the personnel office for details.

Health insurance premiums are tax sheltered.

Dental Insurance

Dental insurance is also offered by the USG up to an annual maximum of $1000 per person. Dental insurance must be elected upon initial employment. Dental insurance premiums are tax sheltered.

Life Insurance

The life insurance is administered through the Connecticut General Life Insurance Company. For each employee, there is a $25,000 basic life insurance policy, provided at no charge by the institution. Employees may elect to increase their life insurance coverage by purchasing supplemental life insurance one times (1X), two times (2X), or three times (3X) their salary. Employees may also elect to purchase dependent life insurance which covers each dependent for $10,000.

Retirement Plans

Faculty members must choose one of the following retirement plans.

Georgia Teachers' Retirement System -- Regular contributions of five percent (5%) are withheld from pay checks of participating faculty so that members can receive benefits from the Georgia Teachers' Retirement System upon retirement. This plan currently provides for a 9.24 percent contribution of the member's gross salary by the State of Georgia. TRS contributions are tax sheltered.

Optional Retirement Plans B Regular contributions of five percent (5%) are withheld from pay checks of participating faculty so that members can receive benefits from the specific optional plan selected upon

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employment. These plans currently provide for a 10.02 percent contribution of the member's gross salary by the State of Georgia. Optional Retirement Plans contributions are tax sheltered.

Annuity Program -- Units of the University System of Georgia are authorized to make available to their employees a nonforfeitable annuity contract under the provisions of the Federal Internal Revenue Code. Such a contract allows a person to have a portion of his salary withheld each month and invested in an annuity plan which is tax exempt. Persons interested in such a plan should contact the Personnel Office for further details.

Long Term Disability Insurance -- Employees desiring income protection insurance have available to them one (1) group plan. This insurance is in addition to the group hospitalization and medical plan mentioned above. This plan provides for salary continuation in cases of extended disability due to sickness or accident. Detailed information concerning the plan is described in brochures which are available from the Personnel Office.

DEATH OF AN EMPLOYEE

In the event of an employee's death, a check will be drawn in favor of the deceased employee for the amount of any earnings due plus any unpaid accrued vacation due. The check will be delivered to the deceased employee's family or to the executor of the estate.

GRATUITIES

An employee of the College shall not accept gratuities, courtesies, or gifts in any form whatsoever from any person or persons, corporations, or associations that, directly or indirectly, may seek to use the connection thus formed for securing favorable comment or consideration on any commercial commodity, process, or undertaking.

ANNUAL LEAVE/SICK LEAVE

The Board of Regents has established a standard policy for recording and administering annual leave and sick leave for all faculty. Below is a summary of those items adopted by the Board of Regents and South Georgia State College.

Twelve (12) months faculty:

Annual leave (vacation) will accumulate at the rate of 1 3/4 days per month. Leave days, partial or whole, will be recorded on the appropriate online ADP portal form and approved by both the employee and the employee’s immediate supervisor. Cumulative leave balances will be maintained in ADP as part of the personnel/payroll records.

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Earned vacation may be accrued to a maximum of 45 days, and the employee will be paid for all such leave upon termination. A terminating employee shall not accrue leave after the last working day (See 3 below).

Sick leave will be earned at the rate of one (1) day per month and absences will be reported on the same leave forms as annual leave. Upon retirement under the Georgia Teachers Retirement System, some accumulated sick leave may be applied toward determining years of service for retirement purposes. See the Personnel Office for details.

Nine (9) months faculty:

Annual leave (vacation) is not earned by nine (9) months faculty.

Sick leave will be earned at 10 days per academic year and additional days will be earned if he/she teaches during the summer based on EFT. Temporary faculty will not earn sick leave. Upon retirement under the Georgia Teachers Retirement System, some accumulated sick leave may be applied toward determining years of service for retirement purposes. See the Personnel Office for details.

Transferring sick leave/vacation leave within the University System of Georgia:

When a faculty member moves from one University System unit to another, accumulated sick leave, retirement benefits and service continuity will be transferred if there is no actual break in service. Faculty members who serve on a fiscal year basis earn annual leave (vacation days). If the faculty member has accrued annual leave and no break in service occurs, that employee must transfer any accrued vacation leave up to twenty (20) days. For employees with accrued vacation leave of greater than twenty (20) days, the employee may elect one of the following options:

Transfer of the total accrued vacation balance not to exceed forty-five (45) days.

Collect payment by South Georgia State College for accrued vacation leave greater than twenty (20) days. The total accrued vacation leave for which the employee may be paid shall not exceed twenty-five (25) days.

The academic unit head is responsible for monitoring absences within the division.

SICK LEAVE POLICY FOR FULL TIME FACULTY

The following provisions for the reporting of sick leave shall apply to all full time

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faculty, employed by institutions of the University System of Georgia, who serve primarily in assignments defined by faculty roles in instruction, research and scholarly activity, and service.

Faculty are responsible for informing their Chair of any illness that prohibits them from meeting their assigned responsibilities in instruction, research, and service.

In reporting sick leave, academic year faculty will report leave based on the number of whole hours sick, with a full day being nine (9) hours, Monday through Thursday, and four (4) hours on Fridays.

Nothing in this policy shall be interpreted to indicate that faculty work on a standardized schedule.

WORKMEN'S COMPENSATION BENEFITS

All employees are covered by Workmen's Compensation Insurance which entitles them to certain scheduled benefits prescribed by law in the state of Georgia. These benefits are contingent upon prompt reporting of all on-the-job accidents regardless of how minor they might seem. The immediate supervisor shall be responsible for advising employees under his or her supervision that such is the case. Individuals injured on the job or during the discharge of their duties must immediately report such injury to the Personnel Office. Georgia Law provides penalties for anyone making false or misleading Workmen’s Compensation claims.

FAMILY AND MEDICAL LEAVE POLICY

South Georgia State College is in full compliance with Federal law regarding Family and Medical leave. For details on that law and its implementation on this campus, please contact the Human Resources Director at 260-4377.

GARNISHMENT OF PAY

Employees are enjoined to manage their financial affairs so that it will not be necessary for business firms and others to contact the College regarding nonpayment of just debts.

The College considers the acceptance and settlement of just and honest debts to be a mark of personal responsibility. Failure to meet personal financial obligations causes discredit to the institution. Any garnishment subpoena to the College must be referred to the Central Office of the University System. This information will be recorded in the individual's personnel file.

EMPLOYEE SAFETY

All employees of the College are urged to furnish information concerning accidents, identify hazards, and offer suggestions in carrying out a safety and accident program throughout the campus. The Campus Safety Officer may be contacted at 260-4402.

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POLITICAL ACTIVITIES

As an individual, each employee of the College retains all rights and obligations of citizenship provided in the Constitution of the State and the Constitution and Laws of the United States. However, no employee of the College shall hold or be a candidate for public or political elective office at the State or Federal level while in the employ of the College or take an active part in a political campaign while on duty or perform services for which he or she receives compensation.

COLLECTION OF FUNDS

The responsibility for the receiving and disbursing of all College funds is assigned to the Vice President for Fiscal Affairs' office and carried out in accordance with the laws of the State of Georgia, regulations of the Board of Regents, College policies, and generally accepted accounting principles.

Authorization from the Vice President for Fiscal Affairs is necessary before anyone can collect funds for the College. Adequate records are kept on all transactions by this office which are subject to audit. Receipts are issued for all money received. When monies are to be collected on behalf of the College through charges for admission to various functions, registrations, solicitation of funds, etc., arrangements must be made with the Vice President for Fiscal Affairs for the proper accounting for such funds prior to turning them in to the cashier.

FUND RAISING ON CAMPUS

From time to time some campus organizations may wish to sell items or services as fund raising projects. Such projects will be permitted only under the following conditions:

The project must be sponsored and conducted by an officially recognized College club or organization which is made up of students and/or College employees.

A College employee approved by the Vice President for Student Success or the Vice President for Academic Affairs must be affiliated with the organization as a sponsor, advisor, or member.

A request for permission to conduct a fund raising activity must be submitted to the Vice President for Student Success and Vice President for Fiscal Affairs describing the project in terms of plans of solicitation, merchandise and/or services to be sold, and object for which funds are being raised.

Upon written approval by the Vice President for Student Success and the Vice President for Fiscal Affairs, the organization may proceed with the project in accordance with their instructions.

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All monies collected will be handled by the treasurer or other designated member of the organization. These monies will be deposited at the cashier's office of the College business office as soon as practical where they will be retained in an agency account under the name of the organization.

Any disbursements from the account will be made only by College check properly requested by submission of a Departmental Request Form.

Personal solicitations may not be made. A location on campus will be approved by the Vice President for Fiscal Affairs and appropriate advertising carried out to invite customers to come to the sales location to purchase and support a cause.

Personal solicitation projects off campus by person or organizations using the name of the College must also be approved by the Vice President for Fiscal Affairs and shall normally be restricted to seeking support by selling tickets for fine arts, athletics, lectures, and other official activities and events.

CONFLICT OF INTEREST

An employee of the University System of Georgia should avoid actual or apparent conflict of interest between College obligations and outside activities. Both nine month and twelve month faculty are required to file an annual statement of their outside activities.

CAMPUS PARKING PERMITS

Faculty parking permits for faculty assigned to the Douglas Campus should be obtained at the campus security office located on the first floor of Tanner Hall. There is a charge of $1.00 for each decal. The automobile license number is needed to secure a parking permit. Waycross Campus faculty may obtain a parking permit from the Waycross Campus cashier’s office.

That part of the Student Handbook pertaining to South Georgia State College Traffic Regulations shall be applicable to all faculty, staff, visitors, and students of this institution.

Non-student traffic violations will be processed through civil courts.

KEYS

All requests for door keys must be submitted through the division chair/dean on a Key Request Form. The director of physical plant will issue keys, and the faculty member must sign a receipt for them at the time of issue.

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HOURS OF OPERATION

All administrative offices of the College are open regularly from 8:00 a.m. to 6:00 p.m. Monday through Thursday and 8:00 a.m. until noon on Friday each semester, including summer, exclusive of official holidays.

REQUISITIONING AND PURCHASING PROCEDURES

Before any purchase is made, funds must be available in a properly approved budget for the year in which the purchase is made. The following steps are required in order to insure proper requisitioning procedure:

The academic unit manager will prepare a Departmental Request Form. This order must be approved and signed by the unit manager and the VPAA prior to making any purchases. Under no circumstances shall an order be placed or a purchase made prior to obtaining approvals.

EXPENDITURE AND COMMITMENT OF COLLEGE FUNDS

Division chairs/the Dean of Nursing and the VPAA must approve all requisitions for purchases of supplies, equipment, and materials. All requisitions are submitted to the procurement officer who issues a purchase order after following procedures outlined by the Board of Regents. Only the procurement officer, under the direction of the Vice President for Fiscal Affairs, has the authority to commit College funds. Bills, invoices, or statements for purchases made in violation of the above procedures may not be paid from College funds.

No reimbursement by the College will be made to any student, faculty, or staff member for purchases not authorized by the Vice President for Fiscal Affairs' office nor may any such purchase be charged for later payment by the College. Persons making unauthorized purchases or imposing unauthorized obligations upon the College will be subjecting themselves to personal liability for the payment of such. Any such purchase requires a review and an approval by the President of the institution before disbursement of funds.

WORK ORDERS

When repairs are needed, complete a Work Order Report and send it to the director of physical plant. In case of an emergency, telephone in the request to extension 4392.

TRAVEL REGULATIONS

In requiring certain of its employees to travel in the performance of their duties, the University System expects to reimburse them for reasonable and necessary expenses as may be incurred while traveling away from their official headquarters and places of residence. In cooperation with regulations promulgated by the State Auditor's Office and the Office of Planning and Budget, the Board of Regents has adopted the

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following general regulations regarding travel of employees on official business of the University System.

In order to be reimbursed for travel, the faculty member must submit a Critical Travel Authorization Form prior to traveling. This form is available in the Business Office and online on the SGSC web site (under construction).

Authorizations

Standing authorizations (in-state or out-of-state). These are for trips on a regular or continuous basis and should be prepared on a semester basis. Indicate the itinerary, estimated cost of travel, mode of transportation, and general purpose of travel. Standing authorizations must be approved by all supervisors including the president.

Specific authorizations for trips within the state of Georgia require only the approval of the budget administrator.

All out-of-state travel authorizations require the approval of all supervisors including the president and the director of business services.

To be valid, all travel authorizations must be properly signed and a copy in the possession of the traveler prior to departure. Failure to observe this regulation may result in the loss of insurance coverage and/or reimbursement.

Authorized trips not actually made require notification to the business office.

Trips to professional meetings must be limited to those professional meetings directly related to the field in which the employee works at South Georgia State College. Exceptions may be made when a person is assigned to represent the College.

Authorization requests for trips to professional meetings must have attached copies of the printed announcements of the meetings or where these are not available a statement containing the name and purpose of the meeting and explaining why South Georgia State College should send a representative. These documents shall be filed with the supervisor's copy of the travel authorization. Very little explanation would be necessary for most meetings. For example, a request to travel to the annual meeting of the Southern Historical Association by a professor of history would be self-explanatory. On the other hand, a request to travel to a meeting of a planning committee of the Southern Regional Education Board by the same professor would not be authorized unless a strong justification of benefits to South Georgia State College could be established.

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Subsistence (meals and lodging)

Reimbursement claims for subsistence (meals and lodging) are to be reported on travel expense statements for each meal and lodging claimed. Employees must obtain and submit receipts for lodging. Receipts are not required for meals; however reimbursable amounts for meals will be in accordance with current State of Georgia policy and may not cover the entire cost of a meal at a high-end restaurant. Reimbursement for alcoholic beverage purchases is not allowed. Reimbursement requests for meals while attending a professional event must be submitted along with a copy of the event’s agenda in order to verify whether or not any meals are included in payment for the event. An individual taking annual leave while away from headquarters on official business is not entitled to subsistence for the period of leave. With certain exceptions, reimbursement for subsistence within a 30-mile radius (or the county) of a person's home or residence is not allowable.

Lodging

Reimbursement may be made for actual lodging expenses based on reasonable rates as determined by the agency authorizing the travel. All lodging claims must be documented by receipts.

Reservations should be made in advance whenever practical, that minimum rate accommodations available will be utilized, that "deluxe" hotels and motels will be avoided, and that commercial rates will be obtained whenever possible. Many hotels and motels grant commercial rates upon request to state employees who show identification. Charges exceeding reasonable rates must be explained on the travel expense vouchers. These rates may be exceeded and be justified if an employee stays at a higher cost motel where a meeting is held in order to avoid excessive transportation costs between a lower cost motel and the location of the meeting.

Act No. 621, passed during the 1987 legislative session, provides that Georgia state or local government officials or employees traveling on official business should not be charged county or municipal excise tax on lodging. This optional excise tax is normally 3% but can be as much as 6% in some locations. To avoid paying the excise tax, the employee must present an exemption form at the time he/she checks in.

All in-state lodging requests should be made in advance by sending a Departmental Request Form with hotel invoice to accounts payable. A state check will be cut for the lodging costs and excise tax exemption forms will be included with the check and returned to the requestor prior to taking the trip. Failure to request advance lodging checks may result in the requestor being held responsible for excise taxes.

When a room is shared with other state employees on travel status,

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reimbursement will be calculated, if practical, on a pro rata share of the total cost. A state employee on travel status, if accompanied by someone, who is not a state employee on travel status, would be entitled to reimbursement at a single room rate.

The following documentation is required with submission of the travel expense statement:

Employee traveling alone – motel invoice.

Two employees sharing a room -- separate invoices indicating the cost for each person.

Employee traveling with spouse -- invoice for the cost of the room with the single room rate written on the face of the invoice by the motel clerk.

Transportation

Vehicles

Use of common carrier or a private aircraft will be left to the discretion of the institutional personnel responsible for authorizing travel. A traveler will be authorized to choose between a personal vehicle and a common carrier or private aircraft only after a careful analysis of the distance, timeliness and overall cost factors of a trip. Reimbursement for the most economical mode of transportation, consistent with the purpose of the travel, will be authorized.

Reimbursement for transportation expenses incurred by use of personally-owned vehicles will be at the rate per mile as provided by law for the actual miles traveled in the performance of official duties. The mileage rate is currently $0.555 per mile. The initial point of departure during an employee's normal workweek shall be individual's residence or headquarters, whichever is nearer the destination point. The initial point of departure on weekends or holidays, however, should be the individual's actual point of departure. No transportation costs will be allowed between an employee's place of residence and his official headquarters. Reimbursement will not be allowed for expenses other than those incurred by the employee in travel status; payments to friends or other individuals will not be allowed. When possible, employees should attempt to travel together to the same destination. Actual odometer readings will be reported; however, personal mileage will be excluded in determining the mileage for which reimbursement may be made. Claims exceeding mileage computed by the most direct route from the point of departure to destination (due to field visits, picking up passengers, etc.) must be explained on the travel expense voucher.

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The authorized mileage rate includes the normal expenses incurred in the operation of a personal vehicle. In addition, parking and toll expenses will be paid for official travel in personal or state vehicles. (Low-cost long-term parking or automobile storage should be used.) A receipt should be provided when possible; if not, a written explanation should be made on the expense voucher.

Use of commercially-leased vehicles will be left to the discretion of institutional personnel responsible for authorizing travel. Commercially-leased vehicles should be obtained from the state contracted rental agency according to the conditions of the state contract. Employees will be reimbursed for costs associated with official use of such vehicles.

Transportation by common carrier will be by scheduled plane or rail. Reimbursement will be made upon presentation of a ticket stub, receipt, or other documentary evidence of expenditure. According to law (1978 S.B. 73, Act 1369), officials or employees traveling by commercial air carrier will not be reimbursed for that portion of first class air fare which exceeds the amount of the next lowest fare for the flight on which such official or employee is traveling.

Limousine or taxi service will be reimbursed between the individual's departure point and the common carrier's departure point; between the common carrier's arrival point and the individual's lodging or meeting place; and between the lodging and meeting places if at different locations. It is expected that limousine service will be utilized when available. Although receipts are not necessary for such items of transportation, a point-to-point explanation is required for each such item reimbursed. Baggage handling services (porterage) may be reimbursed when actually incurred in moving luggage into or out of lodging places and common carrier. The College does have a limited number of automobiles and vans. Requests for use of a College vehicle should be made to the Vice President for Operations.

Employees sharing a ride with another state employee using either a state or personal vehicle, and not claiming reimbursement for mileage, should indicate in the automobile mileage record section of the expense voucher the name of the person they rode with and the dates of the trips. Those utilizing state owned aircraft should also indicate such as a mode of transportation.

Employees traveling by automobile to the same general destination, on the same date, are expected to travel together with only one person requesting reimbursement for the mileage costs.

Private Aircraft

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Reimbursement for the usage of private aircraft will be at the rate per mile as provided by law for automobiles for the most direct route from the employee's residence or headquarters to the destination point(s), whichever is nearer.

Miscellaneous Expense

Registration fees required for participation in workshops, seminars or conferences which an employee is directed and/or authorized to attend will be allowed when supported by a paid receipt or copy of check showing payment. Any part of a registration fee applicable to meals will be reported as meal expense and not as a registration fee if the costs can be separately identified.

Expenses for official telephone and telegraph messages which must be paid for by the traveler are allowable. Postage expense incurred relative to travel will be allowed.

Expenses for stationery, supplies, and stenographic or duplicating services may be allowable if reasonable. Any such claims should be accompanied by a written explanation and invoice. Claims for laundry, valet service, theater, entertainment, and alcoholic beverages will not be reimbursed.

Reimbursement

Travel expense statements submitted more than thirty (45) days after the completion of a trip may not be reimbursed. Appeals for consideration must be submitted in writing and must be approved by all supervisors including the president.

Please note on expense statement if it is for final claim on a standing authorization.

Any travel expense statement will be paid as soon as possible after it is submitted.

DIRECT ALL TRAVEL EXPENSE INQUIRIES TO THE ACCOUNTS PAYABLE OFFICE.

FACULTY AND STUDENTS

EXAMINATIONS

Final examinations will be held on the dates and at the time established on the official schedule. If a student provides the instructor an acceptable excuse for not taking the examination at the regularly scheduled time, he/she may be given an incomplete grade and permitted to take the final examination when he/she returns the next term. If the instructor does not accept the student's excuse, the appeal procedure will be the same as the grade review procedure.

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All examinations will be personally monitored by the instructor of the course. If an instructor must be out of town, he/she should arrange for another instructor to monitor his/her examinations and clear this arrangement with his/her division chair/dean and the Vice President for Academic Affairs. Any deviation from the published final examination schedule must be approved in advance by the appropriate division chair/dean and the Vice President for Academic Affairs.

CREDIT BY EXAMINATION

Credit by examination may be earned by eligible students. Exams shall be supervised by the division chairs/dean. Credit by examination forms may be obtained in the Registrar’s Office.

Standardized tests or comprehensive final examinations for a course shall be used for credit by exam purposes.

Students desiring to attempt credit by examination should contact the appropriate division chair/dean. Before a student can attempt credit by examination the student must show adequate evidence of specialized knowledge or experience which would result in success on the examination. Such evidence may consist of test scores, unusual work experiences, or previous study.

COLLEGE ACTIVITIES AND SERVICES--COLLEGE-SPONSORED TRIPS

College student groups are allowed to take field trips for sufficient reason. All sponsors of such trips must:

Determine that they do not conflict with other College functions;

Ascertain that adequate funds are available to finance the cost and obtain a signed travel authorization from the appropriate administrator attesting to this fact;

Make provision for adequate transportation, housing, and food;

Obtain a signed liability release form from each student;

Provide adequate supervision;

Clear trip with the Vice President for Academic Affairs or the Vice President for Student Success, as appropriate. The Vice President for Academic Affairs will approve absences related to academic trips and make appropriate notification to the faculty. The Vice President for Student Success will approve student activity related absences and make appropriate notification to the faculty.

Provide advance notice of trip to faculty;

Provide vice presidents and supervisor an itinerary of the trip; and

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Provide the Vice President for Student Success with a list of all students making the trip should any emergency notification become necessary.

Students who are absent from class because of authorized student activities, especially those in which the College is being represented publicly, are not to be considered or treated as delinquent and should be given every consideration in the making up of class assignments, examinations, etc.

GUIDELINES FOR FACULTY CHAPERONS

The chaperon has the responsibility of being present at the site of an event throughout the scheduled hours for that event. The chaperon should arrive fifteen minutes before the event and should remain until all the students have left.

Each chaperon should be familiar with all regulations published in the Student Handbook.

The chaperon bears co-equal responsibility with personnel from the student affairs division and campus security for maintaining reasonable order at social events. Preventive steps should be taken if potential disorder becomes apparent. Chaperons should assist in observing and monitoring student behavior. Chaperons should be prepared to submit written reports of unusual, critical, or inflammatory events to the Dean of Students for appropriate disposition. Chaperons may request the ID card of any student involved in disruptive behavior; again, a written report to the Dean of Students will be required.

CO-CURRICULAR ACTIVITIES

All faculty members are encouraged to participate in some aspect of the program of co-curricular activities. A large number of special interest clubs and organizations exist to aid students in their personal and professional development. Faculty sponsors or advisors are required for each recognized student organization. A brief description of the existing organizations is found in the current Student Handbook. New groups may come into existence contingent upon student interest and the availability of resource persons.

A faculty member who desires to become involved in any phase of student activities should contact the office of the Dean of Students.

FACULTY: LEGAL CONSIDERATIONS

THE BUCKLEY AMENDMENT AND GRADES

There are many legal considerations involved with grades and grading, and the following is a synopsis of these considerations.

According to The Family Education Rights and Privacy Act of 1974 and the Buckley Amendment, the faculty is not permitted to release any information about a student or a student's grades which does not appear in the Student Directory. However, upon

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the written request of a student, grades and other specified material may be released. If a parent of a student calls, writes, visits, or otherwise requests a student's grades or other information, no such information may be given out unless the parent submits a signed, dated, notarized release from the student.

There are third parties who may request a student's grades without a written request from the student. These parties are specified in The Family Education Rights and Privacy Act of 1974 and the request for information should be forwarded to the Registrar’s Office.

Once grades have been determined for a given course, no posting of the grades is permitted unless a release form has been signed by the student. There is no special format which must be followed in preparing such a form; the format is the responsibility of the individual faculty member. However, the attorneys for the Board of Regents have advised faculty not to post grades at all. The faculty member must keep all grade books during his/her tenure at South Georgia State College. Grade books must be filed with the division chair/dean when a faculty member leaves.

Should it become necessary to change a grade, the faculty member must complete a change of grade form. Such change must be approved by the faculty member, division chair/dean, and the Vice President for Academic Affairs.

Questions concerning the releasing of grades may be resolved by consulting The Family Educational Rights and Privacy Act of 1974 documents which are on file in the Office of Admissions, Records, and Research. If you have any questions, or if anyone approaches you with an Open Records request, please call Dr. Randy Braswell at 4406 immediately.

RECORDS OF STUDENT CLASS ATTENDANCE

Faculty members are expected to adhere to any Divisional or School of Nursing rules concerning attendance. Faculty are advised to keep an accurate record in grade books of all absences incurred by students, especially veterans, in all classes.

TITLE IX

Title IX of the Education Amendments of 1972 Regulations states that no student should be discriminated against on the basis of sex in educational programs or activities. Contact the Vice President for Academic Affairs' office if you have questions or special problems.

ADA, SECTION 504 COMPLIANCE, and LEARNING DISORDERS

The College operates in compliance with the requirements of the Americans with Disabilities Act of 1990 (ADA). The College is also in full compliance with the requirements of Section 504 of the Rehabilitation Act of 1973 which forbids discrimination on the basis of physical or mental handicaps. It states that no qualified handicapped student may, on the basis of the handicap, be excluded "from

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any course, course of study, or other part of an education program or activity." Therefore, faculty are expected to construct classes and classroom activities to insure that participation is possible for all students. If there are questions or clarifications needed, the SGSC Disabilities Coordinator should be contacted.

In summary, the admission policies, activities, services, and facilities of South Georgia State College do not exclude any student on the basis of race, color, sex, age, religion, national origin, or physical handicap. The College is an Affirmative Action Institution. Copies of the institutional Affirmative Action Plan are available in the Affirmative Action Office in Thrash Hall.

The Board of Regents of the University System of Georgia has established a series of regional centers whose function is to assess applications from students seeking accommodations for learning disabilities. South Georgia State College operates in full compliance with Board of Regents' policies. No accommodations are to be made without written authorization from the SGSC Disabilities Coordinator to do so. Faculty members having requests from students for accommodations for learning disabilities should refer such students to the Office of the Disabilities Coordinator in Powell Hall, where those students may receive assistance in the process of applying for such accommodations.

RECOMMENDATIONS

Solicitations to the faculty from prospective employers of students should be in writing. It is acceptable to report only general information about a student's performance in class. Faculty should not respond to inquiries over the telephone. Instead, the employer should contact faculty in writing.

RESEARCH INVOLVING STUDENTS

Any research project for publication or presentation involving students or members of the community as subjects, or involving live animals, may not be carried out without prior approval from the College’s Institutional Review Board. See the SGSC website (under construction) for further details.

SUGGESTIONS FOR CLASSROOM PROCEDURES

COURSE SYLLABUS

All faculty, full-time and part-time, are required to distribute a written syllabus to each student enrolled in each course no later than the last day for drop-add each term. Copies of course syllabi must be filed with the division chair or Dean of the School of Nursing each term, and, once a year, copies are to be placed on file in the Office of the Vice President for Academic Affairs to update the accreditation records. All faculty members should be taking concrete steps to post all syllabi on the SGSC website.

At a minimum the course syllabus must include:

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Instructor’s name, office, telephone number, and college email address.

Information on when and where the instructor will be available to assist students outside of class.

Title of course.

Text(s) and/or other required materials.

Description of course.

Goals, objectives, expected outcomes of course, and statement of which SGSC general education learning outcomes are addressed in the course.

Number and value of graded assignments, such as tests, themes, oral or written reports, etc., and other considerations used in determining the course grade.

Policy on attendance and, if applicable, penalties for excessive absences.

Policy on late or make-up work and, if applicable, penalties imposed.

Other policies governing the course and/or course grade, such as plagiarism, appropriate uniform, tools, supplies, and conduct.

Disabilities statement. Counseling services statement.

In addition, the following information, where applicable, can provide additional clarity and direction for the students:

Schedule of course: lectures, laboratory sessions, tests, and other graded assignments.

Supplementary readings and other resources such as tapes, films, slides.

Any other information that will help the student understand the nature, purpose, and requirements of the course and its discipline.

A statement about academic honesty and plagiarism.

STUDENT EVALUATIONS OF COURSE AND INSTRUCTOR

Student evaluations of the course and instructor make an important contribution to improving one's teaching effectiveness. Admittedly, variables other than the instructor's effectiveness and course content can affect student ratings. However,

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there are no totally objective means of evaluation available and practical. When student evaluations are consistent and cut across class variables, they provide valuable information as to deficiencies which need to be corrected and strengths which should be retained.

Each academic unit is responsible for the development, adoption, and utilization of the appropriate form for student evaluations of teaching effectiveness. The division chair/dean should be consulted about the forms to use, the appropriate time for administration, and the frequency of administration.

GRADING

South Georgia State College uses the uniform grading system of the University System of Georgia. Letter grades and interpretations are given in the South Georgia State College General Catalog under the heading of "Grades and Symbols."

Each professor is free to develop, within limits, his or her unique approach to grading the student's performance so long as the grade can be converted to the uniform system at the appropriate time. The grading standards must be conveyed to and understood by the students, and must be applied to all equally and fairly, without prejudice or caprice. The grading standard also should be noted in the course grade book for possible future reference. The use of make-up examinations is left to the discretion of the professor, as is using class attendance to determine, in part, the course grade. Graded assignments/examinations should be reviewed with the students, and the student given the opportunity to question or challenge his or her grade.

APPEAL OF A GRADE

Students who think that they have been graded unfairly must appeal the grade at issue in writing within 30 days after the last day of the final examination period for the semester in which the grade was assigned. (The written appeal follows step 1 below and must be addressed to the Chair of the Division, signed by the student, and delivered or postmarked within the 30-day limit.) Because the appeal of a grade is an in-house procedure, and not a court of law, no legal counsel or any other person may be present other than the persons specifically mentioned in each step below. Exceptions to this may be granted by the Vice President for Academic Affairs only for the following reasons: (1) a student with disabilities requiring extraordinary assistance; or (2) a student whose first language is not English and whose English is not sufficiently fluent so as to allow him/her to represent himself/herself adequately. In these cases, the appointment will be left to the discretion of the Vice President for Academic Affairs. The steps in the process are as follows:

The student will discuss the grade with the instructor involved*. This meeting should occur within three weeks of the last day of the final examination period for the semester in which the grade was assigned. The majority of grade disputes are resolved at this step.

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In the rare cases that the disputes are not resolved in step 1, the student must file a written appeal to the division chair/dean within 30 days after the last day of the final examination period for the semester in which the grade was assigned. Within two weeks of receipt of the written appeal, the division chair/dean will meet with the student and the instructor in an attempt to resolve the difficulty. A memorandum of record will be prepared that will include the substance of the conversation during the meeting.

If the difficulty remains unresolved, a divisional review board will be appointed by the division chair/dean to hear the student’s appeal. The review board will meet to hear the appeal no later than two weeks after step two above.

There will be three members of this board, to be chaired by the division chair/dean.

The instructor involved will not be a member of this board. In small divisions, the membership of the board may come from outside the division.

If the charge of unfair grading is made against a division chair/dean, the review board will be appointed by the Vice President for Academic Affairs, who will serve as its chair.

The review board shall hear statements from both the student and the instructor involved and will examine documents that are pertinent to the matter under review.**

A record will be kept of the review board’s proceedings.

The findings of the review board will be reported to the Vice President for Academic Affairs, along with a recommendation. The decision of the Vice President for Academic Affairs shall be submitted to the student in writing within seven days.

If satisfaction is not achieved with the decision of the Vice President for Academic Affairs, the student may appeal the ruling to the President in writing within seven days of receipt of the decision of the Vice President for Academic Affairs.

The decision of the President regarding grades is final.

*In the unlikely event that the student cannot locate the instructor, the student should submit a written appeal directly to the division chair/dean. The division chair/dean will make a reasonable attempt to locate the instructor. If the instructor is still not available, the division chair/dean will send reliable notice to the instructor (e.g., via certified mail) notifying the instructor that the appeal will proceed on a specified date no sooner than ten days from

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the sending of the notification. On the specified date, the division chair/dean will meet with the student as specified in Step 2, with or without the instructor present.

**If the instructor cannot be present before the review board, the student will present his or her case to the review board, and the board will make a recommendation to the VPAA.

CHEATING AND PLAGIARISM

Cheating and plagiarism are serious academic matters generally resulting in the faculty member’s reporting of such occurrences through the SGSC maxient system for referral to the Discipline Committee. The student's course of appeal is to the division chair or Dean of the School of Nursing, Vice President for Academic Affairs, and President, respectively.

CLASSROOM DISCIPLINE

The classroom instructor not only has the right to define appropriate classroom conduct, but the responsibility to define and maintain such standards to insure the proper atmosphere conducive to learning and well-being of the students. Disruptive behavior should be dealt with directly by personal reprimand, through Security, or by referral to the SGSC maxient system.

A faculty member does not have the right to discontinue a student from enrollment in a class for disciplinary reasons unless the student has been formally charged and the Discipline Committee has determined that the student is a threat to the learning environment and/or the safety and welfare of the class.

DROPPING/ADDING CLASSES

Students are permitted to drop and/or add classes during the first week of classes. Students are not permitted to add classes after the end of the first week of classes.

Students who desire to drop a class before mid-term are permitted to do so without penalty. The request to withdraw from a course originates with the student who must complete a withdrawal form and submit it to the registrar.

Students who desire to withdraw from a course after mid-term ordinarily are given a grade of WF unless there is a valid reason to permit the student to withdraw without penalty.

COURSE SUBSTITUTION.

On rare occasions it may be necessary to effect a course substitution in a student's program of study. When that happens, the substitute course should, as a rule of thumb, have some natural relationship to the required course. For example, the substitution of ENGL 2111 for ARTS 2205 would probably be an appropriate exchange since both are humanities courses and Core courses. On the other hand, substituting POLS 1101 for ACCT 2101 would not be appropriate since there is no natural correlation between the two courses.

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SERVICES TO THE FACULTY

LIBRARY SERVICES

FACULTY LOAN PRIVILEGES (GIL@SGSC and GIL UC)

The barcode on the reverse side of the SGSC ID card serves as the faculty member’s library account number. Each faculty member must register via the GIL Registration form on the library’s website in order for the library account to be established and the GIL AYOUR ACCOUNT@ function to be activated for the faculty member.

The Library’s integrated automation system is the Endeavor Voyager system, which is known as GIL (GALILEO Interconnected Libraries) within the University System of Georgia. GIL@SGSC is an integral library of the University System GIL Universal Catalog as well. Faculty thus have immediate access to not only the Douglas and Waycross Campus library collections but also to the collections of all the other 34 University System institution libraries.

The loan period for library circulating collection books to SGSC faculty is one semester term. Books are subject to recall after 28 days if someone else needs the material. Non-circulating materials may be checked out for use in connection with semester courses by special library permission depending on the item and length of need.

Universal Catalog circulating books are loaned for 28 days, with two renewals possible, and subject to recall after an initial 28 day loan. GIL EXPRESS is a self-requesting process for Universal Catalog books through the faculty member’s GIL user account function.

Other University System GIL Libraries may be visited and materials borrowed at those locations. The SGSC ID card is acceptable identification at the other libraries. Items borrowed from those library locations may be returned at the SGSC libraries for return to the respective University System GIL library.

INTER-LIBRARY LOAN

The SGSC libraries are participants in WorldCat, the OCLC bibliographic database of library holdings from around the world. The Libraries also contribute records to GOLD, the Georgia Online Database of periodical holdings for academic, public, and private libraries in Georgia.

Inter-library loan (ILL), a library-mediated requesting process, is a service for faculty desiring access to materials that are not available in the SGSC libraries nor in the other University System of Georgia GIL libraries through GIL EXPRESS. Periodical articles not available in electronic, paper, or microfilm format at the SGSC libraries are accessible through ILL requesting. ILL forms may be found on the SGSC Library website, in the Reference area of the Library, or by contacting the ILL Office.

PURCHASE REQUESTS FOR LIBRARY COLLECTION MATERIALS

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Faculty are encouraged to suggest items for purchase for the SGSC library collections to support the SGSC curricula. A Purchase Request Form is accessible on the Library’s website for direct submission to the Library Director. Requests may also be e-mailed or sent through campus mail to the Library Director. Audiovisual materials in most situations should be previewed before purchase. With the purpose of the library collections being to supplement and augment the curriculum, textbooks adopted for class use are not normally purchased for the book collection.

Faculty are encouraged to review the monthly listings of newly added materials to the Library collections that are posted on the Library’s website to make immediate usage of them.

RESERVE MATERIALS AND REQUIRED READINGS

Faculty may request that specific materials (either from the SGSC library collections or faculty personal materials) be placed on reserve for all members of a class to have the opportunity to use them. Requests must be made to Circulation staff a minimum of twenty-four hours BEFORE assignments are given in class. Generally Reserve items are used only in the Library during regular hours, but faculty may request items be processed for a designated check-out time period.

Required readings of a limited nature (e.g., chapter and article readings) may be converted to PDF format and uploaded to an Instructor Readings section of the Faculty Web Pages homepage. Students are thus afforded anytime anywhere accessibility to such required course readings. The Technology Support Coordinator in the Library should be contacted about this service.

FACULTY WEB PAGES

The Library homepage facilitates easy access for students to directly link to faculty websites with course syllabi and content. Consultation on design and use of software for website construction is available through the Instructional Technology Coordinator.

LIBRARY ORIENTATION and RESOURCE INSTRUCTION

Each new faculty member is invited to visit the SGSC library on either the Douglas or Waycross Campus for a tour of the building and a discussion of the resources and services available.

Faculty are encouraged to incorporate class assignments where students will be required to make use of the resources provided in and through the Library. With advance scheduling with a reference librarian, faculty may request general library orientation or subject discipline resource instruction presentations to classes. It is expected that faculty will be present during such library class presentations. Faculty wishing to bring classes to the Library to work with their students on class assignments not involving formal library presentations are asked to notify the Library of this in advance.

AUDIOVISUAL EQUIPMENT and MATERIALS

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Faculty members may arrange for usage of additional audiovisual equipment not found in departments or classrooms by contacting the Media Office by phone or e-mail, making arrangements at least one working day prior to the equipment need. Library staff should be consulted regarding the content of the Audiovisual collection as these items are not presently included in the GIL@SGSC catalog and are in transition status for the electronic catalog database.

PRODUCTION OF INSTRUCTIONAL MATERIALS

Library and Media Office staff will assist faculty members in the production of a variety of media (transparencies, audiotapes, videotapes, illustrations, brochures, camera-ready art, posters, charts, and graphs). Media facilities can support services including color photography, flat copy, live videotaping, duplication of existing materials, and computer graphics. Adequate lead time for a proof is generally a minimum of five working days or as arranged with Media. A faculty member needing signs should contact the Media Office, allowing a minimum lead time of four working days.

The Technology Support Coordinator is available for consultation with faculty on the utilization of instructional technology to facilitate classroom instruction and learning.

PUBLIC SAFETY

The public safety office, located in Shannon Hall, provides around-the-clock physical protection for campus personnel and property. The office regulates traffic and parking; provides vehicle registration service; provides information services; coordinates after-hour access to classrooms and facilities; patrols continuously to avert fires, vandalism, theft, or other disorders; and responds to calls for assistance or aid. On-duty personnel may be reached after hours at 260-4444. Patrolmen and vehicle are equipped with two-way radios and security devices.

Emergency assistance is available by dialing 9-911. Be sure to indicate to the operator your location on the campus.

Incidents (such as drug violations, traffic enforcement, thefts, disorderly conduct, etc.) which involve non-students will be referred by public safety to the proper civil authorities for disposition.

LOST AND FOUND

The Office of the Vice President for Student Success operates a lost and found service for the entire College community. This office is located on the second floor of Powell Hall (Extension 64430).

COORDINATION OF SPECIAL EVENTS AND FACILITIES

To insure the best possible coordination of special events and College facilities utilization with minimum conflict, the following responsibilities and procedures have been adopted for South Georgia State College:

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The Vice President for External Affairs is the facilities and setup coordinating administrator for all activities and special events not designated on the printed class schedule of the College. Responsibilities in this capacity are as follows:

To keep the official College calendar on which shall be inscribed all events and activities scheduled on the campus.

To assign facilities for events sponsored by off-campus groups and to maintain the official facilities reservation schedule for all College events not designated on the printed class schedule.

To act as the official campus host for all events sponsored by off-campus groups and to assist when requested by the sponsoring group in welcoming visitors to the campus.

To keep the administration, faculty and staff informed when visiting groups and speakers are scheduled on the campus.

All off-campus groups meeting on the campus shall be notified in advance where adequate parking spaces are available.

When fees are involved in the use of facilities, the Office of the Vice President for External Affairs shall notify the party concerned of the rate to be charged. The Vice President for Fiscal Affairs shall be responsible for approving all necessary contracts for the institution. The Vice President for External Affairs shall be responsible for mailing all necessary contracts and for billing and collecting all such fees.

Upon receipt of all fees due the College, funds shall be transmitted to the Business Office, itemizing the budget distribution of these funds in accord with established policy.

The Vice President for External Affairs may deny requests for use of institutional facilities and services to any organization or group if it is determined that the proposed program is not in accord with the nature and purpose of the College, is not a safe and proper use for the facilities, and/or will constitute a clear and present danger to the orderly operation of the institution.

SCHEDULE OF FACILITIES CHARGES

A copy of the current facilities charges may be obtained by contacting the Vice President for External Affairs.

EXEMPTIONS: The following activities and groups are exempt from the above-stated facilities charges:

Officially approved student activities and clubs.

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Activities sponsored under the auspices of External Affairs.

Activities sponsored under the auspices of the Board of Regents of the University System of Georgia.

Lectures and/or activities sponsored by an academic division of the College and approved by the Vice President for Academic Affairs.

Meetings and social functions of groups wherein all members are faculty, staff, students, or prospective students of the College.

Activities sponsored under the auspices of the Cultural Events Committee.

Visitation and orientation activities.

In addition, the following groups are exempt from the charges if the activity is conducted during normal operating hours of the College.

Meetings and educational events conducted by governmental agencies of the state of Georgia.

Educational events (not meetings) conducted by the local (Coffee County) Board of Education.

Activities in which all participants are prospective students of South Georgia State College.

FACULTY USE OF PHYSICAL EDUCATION FACILITIES

Policies are under review. TBA

TELEPHONE SERVICES

Telephone service is provided throughout the campus by placement of telephones in as many places as can be serviced. Requests for telephones or changes in telephone equipment shall be made to the Vice President for Fiscal Affairs.

LONG DISTANCE TELEPHONE CALLS

Long distance calls for official business may be made by using the prefix 9, 1, the area code, and number. No long distance personal calls may be made this way.

The College Post Office is located in Tanner Hall. Faculty and staff mail will be disbursed to each department on campus. All items to be mailed off-campus must be delivered to the Post Office. Stamps must be purchased at the Cashier’s window or the bookstore during regular business hours.

BOOKSTORE

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The bookstore is open to all employees and their families. Non-instructional items are subject to an employee discount. Only the employee is eligible for that discount.

ACTIVITY AND IDENTIFICATION CARDS

All faculty and staff and each member of their families are eligible to receive an activity identification card. These cards will be valid for admission to most events and activities sponsored by the College. Cards are issued in the Clower Center.

SOUTH GEORGIA STATE COLLEGE FOUNDATION, INC.

Although South Georgia State College is a state supported associate degree college of the University System of Georgia, there are many needs essential to continual development that state appropriations cannot be expected to meet.

The South Georgia State College Foundation, Inc., is a non-profit corporation chartered by the state of Georgia as an organization through which alumni and friends may support the growth and development of the college.

The Foundation was established and is administered by a group of interested citizens. The Foundation's activities are supervised by a Board of Trustees. Officers are elected each year, and all members and officers of the Board of Trustees serve without pay.

The Foundation is prepared to receive gift investments of any kind that would benefit South Georgia State College. Examples are as follows: direct gifts from income or cash reserves; gifts of securities, real estate, or any other properties that might be used for the benefit of the College; trust funds established with a bank or trust company resulting in benefit to the donor and the College; life insurance policies with the South Georgia State College Foundation listed as a beneficiary; and wills which designate all or a portion of an estate for the benefit of the College.

WAYCROSS COLLEGE FOUNDATION The former Waycross College, now the Waycross Campus of South Georgia State College, continues to be supported by the Waycross College Foundation. The purpose of the Foundation is to promote higher education at that campus, expand educational opportunities for individuals in the Waycross area, create scholarships, acquire funds to continue the building of an endowment, and promote research. The Waycross College Foundation is governed by a Board of Trustees selected from the membership of the Foundation. Like the South Georgia State College Foundation, the Waycross College Foundation is prepared to receive gift investments to further its mission.

TUITION REIMBURSEMENT/REMISSION POLICY

The Board of Regents of the University System of Georgia and South Georgia State

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College (SGSC) are committed to helping full-time employees grow and develop by use of the Tuition Assistance Policy. Tuition and fees are reimbursed to you when you pay to attend an institution other than SGSC under the reimbursement portion of the policy. When you attend SGSC for course work under the remission portion of the policy, tuition and fees are waived. All regular full-time employees of SGSC who have been employed for at least six months prior to making application are eligible to participate, contingent upon conditions being met. Contact the Office of Personnel for a copy of the Tuition Reimbursement/Remission Policy.