Category: Administrative Policies and Procedures

CCS is a non-profit organization and is tax-exempt. The College’s tax-exempt ID # is available from Business Services, as well as a tax-exempt letter. Business Services can provide a copy of a W-9 form, the Request for Taxpayer Identification and Certification if necessary.

Staff

A master personnel record containing administrative staff records and other pertinent data is maintained in the Human Resources office. The Human Resources office maintains records concerning employment, performance, payroll, benefits, and other miscellaneous items. No information, except verification of employment dates and job title, will be released to outside sources without the employee’s written authorization, unless disclosure is required by subpoena or court order or is necessary to meet some legal obligation of CCS. A written authorization from the employee is required for the Human Resources office to release salary information.

It is each administrative staff member’s responsibility to inform the Human Resources office of any changes in the following: name, address, telephone, marital status, dependents, beneficiaries, and emergency contacts.

Administrative staff have the right to review their Personnel Record in the Human Resources office, with a prior appointment. These Personnel Records are confidential and may only be reviewed by the administrative member, or the appropriate supervisory personnel of the administrative staff member.

Employees must respect the confidentiality of other individuals’ electronic communications. Except in cases in which authorization has been granted by CCS management, employees are prohibited from engaging in, or attempting to engage in:

• monitoring or intercepting the files or electronic communications of other employees or third parties;
• hacking or obtaining access to systems or accounts they are not authorized to use;
• using other people’s log-ins or passwords; and
• breaching, testing, or monitoring computer or network security measures

No e-mail or other electronic communications can be sent using CCS equipment that attempt to hide the identity of the sender or represent the sender as someone else.

Electronic media and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system.

Anyone obtaining electronic access to other organizations’ or individuals’ materials must respect all copyrights and cannot copy, retrieve, modify, or forward copyrighted materials, except as permitted by the copyright owner.

See also the College’s Information Security Plan which can be found on the CCS Policy Database.

CCS licenses the use of various computer software for educational and business purposes and does not own the copyright to this software or its related documentation. The employees of CCS do not have the right to reproduce such software for use on more than one computer, or use the software for purposes other than those authorized by the license.  In most cases, educational use only is allowed by the license and software licensed by the College may not be used for personal, professional, or profit making use.

Employees may only use software on local area networks or on multiple machines according to the software license agreement. CCS prohibits the illegal duplication of software and its related documentation.

State and local laws prohibit smoking in all parts of College buildings. City ordinance prohibits smoking within 15 feet of any building entrance. The detailed CCS Smoking Policy can be found in the College’s Policy Database.

Academic Advising and Registration Office

The Registrar and the Director of Academic Advising manage the Academic Advising and Registration Office. The Academic Advising and Registration Office advises students on all aspects of their academic programs. It also is responsible for processing registration forms, enrollment verification forms, de- ferments, mid-term and final grades, grade changes, name and address changes, transcript requests, waivers, curriculum change forms, and degree audit files. The Office produces schedule books for the fall, winter, and summer semesters, evaluates academic credits for transferability, audits prospective graduates’ files, maintains student records, oversees Veterans’ eligibility, maintains course equivalency guides, and maintains attendance records.

Faculty

A master personnel record containing faculty records and other pertinent data is maintained in the Human Resources office. The Human Resources office maintains records concerning employment, performance, payroll, benefits, and other miscellaneous items. The Academic Affairs Office also maintains records on each faculty member which include: Full-Time Faculty Annual Reports, Department Chair Annual Reviews of Full-Time Faculty, faculty member’s resume, and correspondence. No information, except verification of employment dates and job title, will be released to outside sources without the employee’s written authorization, unless disclosure is required by subpoena or court order or is necessary to meet some legal obligation of CCS. A written authorization from the employee is required for the Human Resources office to release salary information.

It is each faculty member’s responsibility to inform the Human Resources office of any changes in the following: name, address, telephone, marital status, dependents, beneficiaries, and emergency contacts.

Faculty members have the right to review their Personnel Record in the Human Resources office or their file in the Academic Affairs Office, with a prior appointment. These Personnel Records are confidential and may only be reviewed by the faculty member, or the appropriate supervisory personnel of the faculty member.

CCS requires that midterm grades be submitted electronically during the eighth week of the semester. The Academic Advising and Registration office will email instructions to faculty on how to submit midterm grades via WebAdvisor during the sixth week of classes. Faculty should notify a student if their name does not appear on the electronic roster. The student MUST be advised to see the Academic Advising and Registration Office to verify enrollment in that course. Once all midterm grades are submitted via WebAdvisor they are made available to students. Instructors are obligated to assign a midterm grade to each student who is listed as registered for their class.

Valid undergraduate mid-term grades are: A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, WF*. “I,” ”W,” or “WN” grades may not be assigned at midterm. A “WF” may be assigned at midterm.

Valid graduate mid-term grades are: A, A-, B+, B, B-, C+, C, F, WF*. The “I,” ”W,” or “WN” grades may not be assigned at midterm. A “WF” may be assigned at midterm.

*The “WF” grade is counted in the student’s grade point average calculation like an “F” grade. Students that receive a “WF” grade for all classes in a semester will be completely withdrawn from CCS effective on the last date of attendance. “WF” grades may affect grade point average and satisfactory academic progress.

Midterm grades are a progress report only; they do not affect a student’s cumulative grade point average. However, these grades are an essential component in the advising process.

The Academic Advising and Registration Office emails faculty instructions on how to enter final grades into the WebAdvisor portal on the Monday of the thirteenth week of the semester (students are not permitted to withdraw after the twelfth week of classes).

Faculty must enter final grades into WebAdvisor, the Monday after the last day of classes for the semester. There are no exceptions to the due date. Final grades are available to students once all grades are entered and they are verified by the Academic Advising and Registration Office.

Faculty are obligated to assign a grade to each student who is still registered for their class. If a student is listed as anything other than a drop on the roster, the student is still officially registered for the class and MUST be assigned a grade.

Valid final undergraduate grades are:  A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, I*, W, WN, WF**.

Valid final graduate grades are:  A, A-, B+, B, B-, C+, C, F, I*, W, WN, WF**.

* A grade of I (incomplete) should only be given rarely, when a student has encountered an unusual situation that prevents them from completing a SMALL portion of the semester’s work. When entering an “I” grade in WebAdvisor, the faculty must also enter an expiration date. This date will be provided by the Academic Advising and Registration Office. Incomplete (“I”) grades should NOT be assigned to a student if a student has stopped coming to class or has missed several assignments. If a grade of “I” is given to a student, faculty must also submit an Incomplete Grade Verification form and submit it  to the Academic Advising and Registration Office in addition to submitting the “I” grade via WebAdvisor. The faculty and appropriate Chair must sign this form before its submission. Program Managers and the Academic Advising and Registration Office can provide the form. Grades of “I” automatically become “F” if the instructor has not submitted a grade change form by the end of the next full semester.

** The “WF” grade is counted in the student’s grade point average calculation like an “F” grade. Students that receive a “WF” grade for all classes in a semester will be completely withdrawn from CCS effective on the last date of attendance. “WF” grades may affect grade point average and satisfactory academic progress.

The confidentiality of student and employee records is protected by state and federal laws. No employee may access confidential information unless authorized to do so. CCS confidential information should never be transmitted or forwarded to outside individuals or organizations without authorization. Employees are required and expected to protect CCS confidential information.
Please also see the College’s FERPA Policy which can be found on the CCS Policy Database.