Statements and Policies
Cape Fear Community College (CFCC) is committed to providing clear and concise information to students, prospective students, and the general public. Below you will find links to policies and documents that govern CFCC’s operations.
Cape Fear Community College is accredited by the Commission on College of the Southern Association of Colleges and Schools to award associate degrees. For questions about CFCC’s accreditation, contact the Commission on Colleges .Learn More
This statement applies to all students and employees at Cape Fear Community College. The Dean of Student Affairs serves as CFCC’s Title IX Coordinator and has primary responsibility for coordinating the College’s efforts to comply with and carry out its responsibilities under Title IX, which prohibits sex discrimination in all the operations of the College, as well as any other protected status as delineated above and retaliation for the purpose of interfering with any right or privilege.
To learn more about these efforts or if you are having difficulty accessing any information on the website, please visit [ Web Accessibility Page ].
Students have the right to withhold disclosure of any directory information by completing a request for non-disclosure in the Office of the Registrar. The College assumes that a student’s failure to file a request for non-disclosure indicates approval for disclosure.
Under the Family Education Rights and Privacy Act (FERPA) of 1974, commonly referred to as the Buckley Amendment, students are granted a certain level of privacy with respect to their educational records. The complete text of The Buckley Amendment is available for review in the Office of the Registrar.
As a general rule, all rights to copyrightable material are the property of the creator. The creator shall be deemed to be the College where a specific contract so provides, where a full or part-time employee, student, or outside consultant is employed for the purpose of producing a specific copyrightable work, or where necessary to reflect the contribution of the College to the work, as in the case of software or audiovisual material of any kind.
As between the College and The State Board of Community Colleges, ownership of any of the above-described items shall be determined in accordance with applicable regulations of the state Board of Community Colleges.
The College may charge a reasonable rental fee for use of any of the above-described items and, further, if such items are a learned journal, work of art, book, publication, textbook, library book, form, bulletin, or instructional supply, then it may, as allowed by the Umstead Act, be offered for sale by the College.
This policy shall be deemed to be a part of any existing and/or future employment or consulting agreements of the College.
Board of Trustees Policies
Section 1. Duties of the Board
The Trustees shall constitute the Board, with such powers and duties as provided in Chapter 115D and as delegated to it by the State Board of Community Colleges. The powers and duties of Trustees include the following:
(A) To elect a president or chief administrative officer of the College for such term and under such conditions as the Trustees may fix, subject to the approval of the State Board of Community Colleges.
(B) To apply the standards and requirements for admission and graduation of students and other standards established by the State Board of Community Colleges.
(C) To receive and accept donations, gifts, bequests, and the like from private donors and to apply them or invest any of them, and apply the proceeds for purposes under the terms which the donor may prescribe and which are consistent with the provisions of Chapter 115D and the regulations of the State Board of Community Colleges.
(D) To provide all of the instructional services for the college including contracting with other public or private organizations or institutions in accordance with regulations and standards adopted by the State Board of Community Colleges.
(E) To perform such other acts and do such other things as may be necessary and proper for the exercise of the foregoing specific duties, including the adoption and enforcement of all reasonable rules, regulations, and bylaws for the government and operation of the College under Chapter 115D and for the discipline of students.
(F) Establish and discontinue programs of instruction within the College when necessary.
(G) If the Board of Trustees provides access to the buildings, campus, or student information directory to persons or groups which make students aware of occupational or educational options, the Board of Trustees shall also provide access, on the same basis, to official recruiting representatives of the military forces of the United States for the purpose of informing students of educational and career opportunities available in the military.
(H) Adopt and recommend current expense and capital outlay budgets.
(I) The Board shall review the performance of the President annually and report the results to the State Board of Community Colleges. (See Addendum A for Policy and Guidelines.)
(J) The Board reserves for itself all other duties, responsibilities, and powers, not inconsistent with Chapter 115D or the regulations of the State Board of Community Colleges, in addition to those enumerated in this Section
Section 2. Membership
(A) 15D-19. Removal of trustees. (a) Should the State Board of Community Colleges have sufficient evidence that any member of the board of trustees of an institution is not capable of discharging, or is not discharging, the duties of his office as required by law or lawful regulation, or is guilty of immoral or disreputable conduct, the State Board shall notify the chairman of such board of trustees, unless the chairman is the offending member, in which case the other members of the board shall be notified. Upon receipt of such notice there shall be a meeting of the board of trustees for the purpose of investigating the charges, at that meeting a representative of the State Board of Community Colleges may appear to present evidence of the charges. The allegedly offending member shall be given proper and adequate notice of the meeting and the findings of the other members of the board shall be recorded, along with the action taken, in the minutes of the board of trustees. If the charges are, by an affirmative vote of two-thirds of the members of the board, found to be true, the board of trustees shall declare the office of the offending member to be vacant. Nothing in this section shall be construed to limit the authority of a board of trustees to hold a hearing as provided herein upon evidence known or presented to it. (b) A board of trustees may declare vacant the office of a member who does not attend three consecutive, scheduled meetings without justifiable excuse. A board of trustees may also declare vacant the office of a member who, without justifiable excuse, does not participate within six months of appointment in a trustee orientation and education session sponsored by the North Carolina Association of Community College Trustees. The board of trustees shall notify the appropriate appointing authority of any vacancy. (1963, c. 448, s. 23; 1979, c. 462, s. 2; c. 896, s. 13; 1979, 2nd Sess., c. 1130, s. 1; 1989, c. 521, s. 2; 1995, c. 470, s. 2.)
It is the policy of Cape Fear Community College (CFCC) to conduct a yearly self-evaluation by the Board of Trustees. The purpose of this policy is to maximize the effectiveness of the Board of Trustees to support the CFCC mission, and institutional goals and objectives, and to promote an effective working relationship within the Board of Trustees as well as with the President of the College.
A. Performance Evaluation Period
The evaluation period shall be twelve months corresponding with CFCC’s fiscal year. The preparation of the annual performance review shall commence as of each March and shall be completed no later than June 30th.
B. Performance Evaluation Committee
The Administrative and Personnel Committee shall serve as the Performance Evaluation Committee.
C. Performance Self-Evaluation Procedure
The procedure to be used in the Board of Trustees Self-Evaluation is as follows:
- The Administrative & Personnel Committee will meet every March to review the current self-evaluation tool and recommend any changes if necessary to the Board of Trustees in the March Board of Trustees meeting for approval.
- Formal Performance Self-Evaluation Tool and Process: The formal performance self-evaluation tool, developed by the Administrative & Personnel Committee and approved by the Board of Trustees, will be completed by each member of the Board of Trustees.
- Results of Self-Evaluation: The Board Chair will share the completed Board Evaluation with the Board of Trustees annually at the May at the Board of Trustees meeting.
North Carolina Community College Administration
|Mr. Thomas Stith III||President, North Carolina Community College System|
|Mr. James P. Morton||President, Cape Fear Community College|
State Board of Community Colleges
All Members of the State Board of Community Colleges are posted here .
General Policy Statement
Cape Fear Community College (the “College”) is committed to equality in employment opportunity and does not discriminate against employees or applicants for employment on the basis of any legally protected status.
The College supports the protections against discrimination available to applicants and employees under all applicable federal, state, and local laws, including but not limited to Title VII of the Civil Rights Act of 1964, the Equal Pay Act of 1963, the Age Discrimination in Employment Act, the Americans with Disabilities Act, the Rehabilitation Act of 1973, the North Carolina Equal Employment Practices Act, and Chapter 115D of the North Carolina General Statutes, as these and other applicable laws from time to time may be amended.
A full copy of the Cape Fear Community College Faculty and Staff Handbook is available online. A printed copy may be requested from Human Resources.
Veterans preference for hiring decisions as defined in N.C. General Statute §128-15 in hiring decisions.
Employment preference for veterans and their spouses or surviving spouses:
a) It shall be the policy of Cape Fear Community College that, in appreciation for their service to this State and this country during a period of war, and in recognition of the time and advantage lost toward the pursuit of a civilian career, eligible veterans shall be granted preference in employment with CFCC when the qualifications and experience of the final candidates for a position are generally equal.
b) As used in this section:
1. “A period of war” includes World War I (April 16, 1917, through November 11, 1918), World War II (December 7, 1941, through December 31, 1946), the Korean Conflict (June 27, 1950, through January 31, 1955), the period of time between January 31, 1955, and the end of the hostilities in Vietnam (May 7, 1975), or any other campaign, expedition, or engagement for which a campaign badge or medal is authorized by the United States Department of Defense.
2. “Veteran” means a person who served in the Armed Forces of the United States on active duty, for reasons other than training, and has been discharged under other than dishonorable conditions.
3. “Eligible veteran” means:
a. A veteran who served during a period of war; or
b. The spouse of a disabled veteran; or
c. The surviving spouse or dependent of a veteran who dies on active duty during a period of war either directly or indirectly as the result of such service; or
d. A veteran who suffered a disabling injury for service-related reasons during peacetime; or
e. The spouse of a veteran described in subdivision d. of this subsection; or
f. The surviving spouse or dependent of a person who served in the Armed Forces of the United States on active duty, for reasons other than training, who dies for service-related reasons during peacetime.
The President of the Board will take into consideration veteran status in accordance with NC state law if two or more candidates are generally equally qualified for the position based upon qualifications and experience.
Definitions of Employment Categories
Regular full-time – A position established in the budget as a regularly recurring position. Employment must be for nine (9) or more months per calendar year and considered full-time with a normal workload of 40 hours per week for Staff and per Section 8.3 Teaching Loads for Full-Time Faculty. Positions in this category earn all benefits offered by CFCC, including membership in the Retirement System.
Temporary full-time – A position established temporarily in the budget to cover a full-time workload. Employment in this category may include temporary grant-funded positions or positions needed on an interim basis to cover a regular full-time position. Positions in this temporary category earn all benefits offered by CFCC, including membership in the Retirement System.
Temporary part-time without benefits – A position not established in the budget as a regular or recurring position. Employment in this category is AT WILL. All employees classified as temporary part-time without benefits are limited to no more than 25 hours per week. Student employees are limited to 20 hours per week. Temporary part-time contracts for staff positions are issued on a quarter-by-quarter basis and temporary part-time contracts for faculty positions are issued semester-by-semester. Most employees are paid at an hourly rate. No benefits are earned.
Exempt positions – Positions paid on a salary basis at the executive, administrative, and professional levels that are not subject to the Fair Labor Standards Act (FLSA) overtime requirements.
Non-exempt positions – Positions that are paid by the hour and subject to the FLSA overtime requirements.
Employee Conduct and Dress.
All employees are expected to conduct themselves professionally and in a manner that positively reflects on the College.
The college attempts to help students enhance their life academically, socially, politically, and economically. In that regard, employees are encouraged to act as role models for students and dress in a professional manner that also observes health and safety requirements for the workplace.
In general, all employees are expected to dress in appropriate business attire and show appropriateness for their respective work environments in consideration of Cape Fear Community College’s position as an institution serving the public.
All employees receive their regular paycheck on the last workday of the month, including employees whose employment is terminated during the month.
Employment of Relatives
The following restrictions apply to all employees in the North Carolina Community College System as specified in the State Board of Community Colleges Code.
- The College shall not employ two or more persons concurrently who are closely related by blood or marriage in positions that would result in one person of such family relationship supervising another closely related person or having substantial influence over employment, salary or wages, or other management or personnel actions pertaining to the close relative.
- “Closely related” is defined to mean mother, father, husband, wife, brother, sister, son, daughter, father-in-law, mother-in-law, son-in-law, daughter-in-law, sister-in-law, brother-in-law, grandmother, grandfather, grandson, granddaughter, uncle, aunt, nephew, niece, stepparent, step-child, step-brother, step-sister, guardian or ward.
- With respect to the concurrent service of closely related persons within the same academic department or other comparable College subdivision of employment, neither relative shall be permitted either individually or as a member of a committee, to participate in the evaluation of the other relative.
All secondary employment for the President must be approved in advance by the Board of Trustees.
Full-time employees of the College are expected to devote the time, energy, and efforts to their full-time employment with the College that is necessary to fulfill the terms of their contract. All secondary positions within CFCC or outside employment must not conflict nor interfere with his/her full-time College duties, responsibilities, or schedules. Any full-time employee who engages in work for pay outside the College must submit a request that includes all outside employment through his/her supervisors who will make a recommendation to the President. The request must state the actual hours per week or month and be approved by the President or President’s designee prior to the employee engaging in such employment. Employees must use the Secondary Employment Request Form available on the Intranet, Human Resources Department page. Faculty must submit a current schedule with request and staff may not have outside employment of any kind within normal business hours. No institutional personnel, supplies, facilities, or equipment are to be utilized in conjunction with secondary employment.
Full-time job descriptions are maintained by Human Resources in electronic format and are available upon request. Additional information concerning the office of the President may be found in the Board of Trustees Bylaws.
Employment Recommendation and Approval
The President is elected directly by the Board of Trustees. The President appoints all other employees of Cape Fear Community College with the exception of senior-level administrator positions who are direct reports to the President and must be nominated by the President and approved by the Board of Trustees. Senior-level administrators may include Executive Vice President, Vice Presidents, Executive Directors, Directors, or other positions designated as a direct report to the President.
An employee who desires to terminate employment must submit a written notification of resignation to the President, notify his/her supervisor, and provide a copy to Human Resources. To be eligible for re-employment, a 30-day notification is required. Curriculum instructional faculty may terminate employment only at the end of an academic term. Under extenuating circumstances, the President may waive this requirement. An in-person exit interview is available by request with Human Resources. The employee is responsible for clearing all outstanding items before the effective date of termination. Contact HR for further guidance.
Employee evaluations are conducted annually for all regular full-time faculty and staff as well as for part-time (adjunct) faculty. Annual evaluations for part-time staff are optional. Blank copies of the Evaluation Forms are available on the HR Intranet.
Employee Personnel Files
Employee records are maintained in hard copy and electronic formats, and in a secure location within the Human Resources office and HRIS. The following information is maintained for each employee and is available by formal request during regular business hours from Human Resources: name, age, date of original employment, current position title, duties performed, salary, date, and amount of most recent increase or decrease in salary, office to which currently assigned, date of a most recent promotion, demotion, transfer, suspension, separation or other change in position classification.
All other information is not made available for inspection except to persons or agencies authorized to have access to such records as allowed by North Carolina General Statute 160A168. Any person requesting access to confidential information will be required to submit satisfactory proof of identity to the President or the Executive Director of Human Resources. Employees will be notified if restricted information from their personnel file is released and the name of the authorized person to whom the information was released.
Personnel files are subject to the North Carolina Public Records Act and shall be disclosed to third parties when required by Chapter 132 of the North Carolina General Statutes. Cape Fear Community College must comply with requests within the context of these rules.
Participation in Community Activities
Employees must secure the prior approval of the President (or her/his designee) when participating in any community activity/event where they are representing the college. Requests for College employees to represent the College in community activities should be routed through the President’s office for distribution to the proper department or individual for processing.
Freedom of Speech
College employees are not restricted in exercising the freedom to speak as individuals. However, it is incumbent upon each employee to clearly state that he/she is speaking for him/herself and not the College in situations where there is any possibility that statements, made might be interpreted as College positions.
New Hire Offer and Acceptance Letter
At the time of hire, an offer is provided and the acceptance acknowledgment is returned to Human Resources by the new hire. As soon as the annual budget is approved after the beginning of the fiscal year (July 1- June 30), each newly hired employee will be given a contract that specifies the salary and terms and conditions of employment for any period remaining in the fiscal year in which the employee is hired. The first 90-days of employment for new staff and the first semester of employment for new faculty will constitute a probationary period during which employment performance will be appraised. A recommendation shall be made by an employee’s supervisor at least ten (10) business days prior to the conclusion of the probationary period as to either continued employment, an extension of the probationary period, or separation from employment. Recommendations for separation resulting from the new hire probationary period must be reviewed and approved by the President and employees shall be notified of the decision by the conclusion of the probationary period. Employees in this new hire probationary period are not entitled to due process under the College’s Dismissal, Non-Reappointment and Grievance Procedure.
Annual Contract Renewal – Ongoing Employment
As soon as the annual budget is approved after the beginning of the fiscal year (July 1- June 30), each employee will be given a contract that specifies the salary, terms, and conditions of employment for any period during the fiscal year in which the employee is hired. Each employee will sign the contract and return it to Human Resources.
Continuation of employment is contingent upon job performance, professional improvement, work relationships, program trends, and availability of funds. Persons whose contracts and/or work agreements are not to be renewed will be notified in accordance with the non-reappointment procedure section of the College’s Dismissal, Non-Reappointment, and Grievance Procedure. All positions are contingent upon yearly budget allocations, subject to review, and prior annual contract renewal does not guarantee continued employment and contract renewal in the future.
Academic freedom is essential to an institution of higher learning and should not be cause for dismissal or non-renewal of contract. Within the environment of academic freedom, faculty members are expected to carry out their duties in a professional, ethical and collegial manner that enhances the purpose of the institution.
Employee Work Schedules
Exempt Staff Positions
Positions exempt from the provisions of the Fair Labor Standards Act are paid on a salary basis and are not eligible for overtime or compensatory time. Executive, administrative, and professional staff positions are exempt and expected to work the number of hours necessary to fulfill the requirements of their position and no less than 40 hours per week.
Faculty – Faculty work schedules are based on instructors being on campus a minimum of four days per week for a minimum of 30 hours per week. Exceptions to this requirement may be made for faculty who have selected or been assigned to a 40-hour workweek. These faculty members will be on campus or at an instructional site for 40 hours each week. Faculty are not generally required to be present when students are away, except for in-service activities or when directed by their supervisor in support of college needs. Full-time regular continuing education faculty members work the class schedule as set in accordance with the needs of the college. Continuing Education faculty are also not generally required to be present when classes are not in session except for in-service activities and when directed by their immediate supervisor. Class schedules will be determined in accordance with college needs.
Non-exempt positions are subject to the overtime requirement of the Fair Labor Standards Act (FLSA). Employees in this position type submit monthly time cards that reflect actual hours worked. These positions typically work 40 hours per week. Overtime begins after an employee has actually worked 40 hours in a calendar week. For FLSA purposes, CFCC’s workweek begins at 6:00 a.m. on Monday and runs to 6:00 a.m. the following Monday.
Employees whose principal duty stations require them to be at their desks or confined to their offices are entitled to a fifteen (15) minute break in each half of the workday. Supervisors are to schedule the break time, and at no time is a break period to interfere with a service to be provided or the completion of assigned duty.
Lunch Period: The typical employee lunch period for office operations at CFCC should be observed for one hour. However, supervisors may approve alternative lunch periods depending upon employee needs and when the normal daily-required number of work hours is met, and operational needs are met. Hourly employees may not forego a lunch period for purposes of later arrival or earlier departure in order to shorten the workday.
Initial Position Opening
When a regular position opens, the hiring supervisor or senior level administrator of the division in which the vacancy occurs must notify the Human Resources office and submit an updated job description. The Human Resources office will finalize the job description and gather all information needed to initiate the Posting Approval Request through the applicant tracking system workflow. The President has the final approval of the posting request which is also reviewed and approved using the online application tracking system.
Regular Full-time Exempt and Non-exempt positions – Regular full-time positions – exempt and non-exempt, are generally posted internally for three business days prior to being posted externally for seven days. The College reserves the discretion to determine an appropriate time frame for internal postings and when/if those postings should be advertised externally. Internal job postings will be placed on the college’s internal job posting site. Employees without access to computer resources to access the Colleges’ internal job site can come to Human Resources to apply online. Internal candidates include regular full-time, regular part-time, and temporary part-time employees currently on the CFCC payroll at the time the job posting is approved.
Eligibility requirements to apply as an internal applicant for employees who are in part-time positions are:
1) Employed at CFCC for at least six months,
2) Working a schedule of at least 20 hours per week, and
3) In good job performance standing in the areas of customer service, productivity, quality of work, attendance, and punctuality.
Temporary part-time employees may apply for any externally posted positions at any time. Eligibility requirements to apply for internal or external postings for employees who are in regular full-time or temporary full-time positions are:
1. Must have satisfactorily completed a probationary period of employment (refer to Section 5.4.1 for details on the probationary period).
Regular full-time exempt and non-exempt positions that are not filled by an internal search will be advertised and posted externally for a minimum of seven (7) business days. Internal candidates may apply for both internally and externally posted jobs. Internal applicants not selected through an internal search may still be considered in the external applicant pool.
Regular Full-time Exempt positions – All regular full-time exempt positions may be advertised locally, statewide and nationally through our recruitment and advertising solution partner(s) if the position has not been filled internally within three (3) business days. Openings are listed with the North Carolina Employment Security Commission, the North Carolina Community College System, and with other trade or diversity organizations, agencies or advertising avenues as needed. Openings are posted externally for a minimum of seven (7) business days. The College reserves the discretion to either extend postings as needed or take postings down in order to gather an appropriate talent pool of qualified candidates.
Part-time positions – Workflow for part-time openings originate in Human Resources and follows the same approval process as full-time postings, with the exception of preapproved direct-hire links which are not posted, but used to capture applications for continuous recruitment of positions (commonly Wilson Center and adjunct instructor positions). Applicants for part-time positions apply using the online applicant tracking system.
Exception – The President may make changes in a regular full-time employee’s job status through reorganization or reassignment without a search. For an application to be official, a Cape Fear Community College employment application must be fully completed and submitted through the College’s online application tracking system and by the date listed in the posting, and must contain unofficial transcripts. At the end of the posting period, College personnel who have been designated to serve on the search committee for the position will proceed with the selection process as described under Selection Process.
Successful candidates who are offered a position are required to submit their official transcripts for all degrees earned prior to their first day of employment.
Faculty will be given credit for full-time teaching experience only.
Whether a vacancy is being filled internally or externally, the hiring supervisor or search committee charged with conducting the search will proceed with the selection process. This will include a review of applicants’ qualifications, appropriate personal interviews, and, as needed, consultation with other College employees. Reference checks must be made on all candidates for positions.
Upon completion of their search and interview of candidates, the search committee will score candidates and submit a hiring proposal for the committee’s selected candidate through the applicant tracking system. Proposed candidates who were not the highest scoring must be accompanied by a rationale in the hiring proposal. Hiring proposals follow a standard approval workflow with recommended salary input and are forwarded by Human Resources. The President has the final approval authority on hiring proposals and may approve the selection of a recommended candidate, or if not approved, the position may be re-advertised or the search canceled.
The findings of the committee should be noted by the search chair on the hiring proposal via the online applicant tracking system. In the case of senior-level administrators filling positions that report directly to the President, the President’s nomination will be forwarded to the Board of Trustees for final approval. After approval by the President or Board of Trustees, the applicant selected will be notified of his/her selection by Human Resources. The appointment will be confirmed by an official offer letter or employee status change form from Human Resources.
If a candidate who is selected to fill a vacancy declines the offer, the position may be offered to another qualified applicant who had submitted an application within the accepted time frame. If a search is canceled for any reason, any attempt to fill the vacancy at a later date will follow the same procedures as for a new position.
Temporary Replacement of Full-Time Employment
In the rare event that a regular full-time position comes open at such a time that it is in the best interest of the College that no break occurs in operations, the vacancy may be filled with a temporary part-time employee without benefits or a temporary full-time employee with benefits. Filling the position with a temporary part-time employee without benefits is possible and the employee may work in excess of 25 hours and no more than 40 hours by completing an Exception to Work Extended Hours Form. This form must be approved in advance by the President, and in most cases requires a full search to be conducted within six months in accordance with established policy and procedures. Exceptions to conducting a search will be available to cover a regular full-time vacancy, for a time-limited period, due to extenuating circumstances related to an approved disability or military leave expected to last for 9 months or more. See section 5.2 Definitions of Employment Categories – Time Limited – Full-time. When a full search is conducted to fill the position, a temporary part-time employee may be eligible to apply for the position.
The Human Resources office does not accept unsolicited applications for employment. Resumes and other unsolicited information that are sent to the College are returned to the sender or deleted from e-mail.
Regular and time-limited full-time – All new regular and time-limited full-time employees report to Human Resources on or before the first day of employment for the purpose of orientation to CFCC and completing required forms for new hire paperwork including but not limited to: Payroll, employment eligibility, benefits, state and federal tax withholding, NC State Retirement System, and other required forms. All new full-time employees will receive benefits information and an overview of the Faculty and Staff Handbook during orientation. All employees are expected to familiarize themselves with and adhere to all policies and procedures outlined in the Faculty and Staff Handbook.
Temporary part-time – All new temporary part-time employees report to Human Resources on or before the first day of employment, for the purpose of orientation to CFCC and completing required forms for new hire paperwork including payroll, employment eligibility, state and federal tax withholding, and other required forms.
Any change in an employee’s status must be reported promptly to Human Resources. Senior-level administrators are responsible for reporting changes. Employee status changes are initiated through the Human Resources Employee Status Change Form and routed for all appropriate approvals prior to processing.
The President reserves the right to make changes in an employee’s job status through reorganization or reassignment. All other promotions or transfers of employees will be considered by the President upon request by the employee or appropriate supervisory personnel. The first 90-days for staff members in a new position and the first semester for faculty in a new position will constitute a probationary period during which employment performance will be appraised. A recommendation shall be made by an employee’s supervisor at least ten (10) business days prior to the conclusion of the probationary period as to either continued employment, an extension of the probationary period, or separation. Recommendations for separation resulting from the new position probationary period must be reviewed and approved by the President and employees shall be notified of the decision by the conclusion of the probationary period. Employees in this new position probationary period are not entitled to due process under the College’s Dismissal, Non-Reappointment and Grievance Procedure.
Employees have the responsibility of notifying Human Resources or the Business Office, as appropriate, any time personal information changes which would affect their retirement, insurance, beneficiaries or dependents, or other important matters. Changes, including address and telephone, should be reported as soon as they occur to avoid any problems in mailing official communications and correcting any crediting and coverage for insurance, retirement, and similar purposes. Phone numbers are particularly important in case of an emergency.
Background reviews apply to all new hires and volunteers. Current employees who are changing jobs will have a background review if the job requires a higher level of review. Former employees who return to employment will have a background review.
Upon receipt of a completed and signed authorization from the new hire, the Human Resources representative will initiate the appropriate background review prior to scheduling orientation and the first day of employment. Professional reference checks are the responsibility of the search chair or their designee. Refusal on the part of a new hire to authorize any part of the background review will make the individual ineligible for employment or volunteer services and the offer may be rescinded.
Levels of Background Review. The level and content of background reviews will be determined by the Human Resources representative and will be based on the duties and qualifications of the job being filled. At a minimum, a standard background review contains a criminal history check, including a sex and violent offender registry check, and verification of identity, employment, and, if required by the position, academic credentials, professional certificates, Department of Motor Vehicle report, financial background check, etc.
If CFCC has performed any of the above verifications or history checks on an individual within the past year, a new background review will not be required, unless there are areas of review required by the job that was not covered in the previous review.
An offer of employment may be withdrawn as a result of the background review. When such withdrawal occurs, the Human Resources representative will provide a copy of the background review report to the finalist/new hire. S/he works directly with the background review vendor to correct any errors in the report. In all other instances, the Human Resources representative will provide a copy of the report upon request. If a review results in a finalist or new hire no longer being considered for employment, Human Resources will notify the hiring department.
If the criminal history check reveals convictions that the candidate disclosed on the employment application, the campus Human Resources representative will review the report, including any additional information the candidate provides, before making a determination regarding hiring. Relevant considerations may include but are not limited to, the nature and number of convictions, their dates, and the relationship the conviction has to the duties and responsibilities of the job. Criminal convictions – Candidates are automatically disqualified if they have been convicted for any felony or violent misdemeanor (examples include but are not limited to, crimes against persons, simple assault, assault with deadly weapons, aggravated assault, sex offenses, weapons violations, child abuse, and domestic violence).
Other Convictions – The existence of other convictions does not automatically disqualify a candidate from employment, but not disclosing it will.
If unreported convictions are revealed in the criminal history check, the candidate will not be hired, unless the candidate shows the report is in error. Falsification of information on application materials will result in dismissal from employment or withdrawal of an employment offer.
Department/program chairs and their instructional deans will determine faculty instructional assignments based on the College’s academic programming needs and student success considerations. Specifically, these needs and considerations will determine assigned courses, modes of instructional delivery, locations of instructional delivery, scheduling of instruction, textbook selection, and section capacity.
Evaluation of the Faculty
Faculty Performance Evaluation
All faculty will be evaluated for job performance, professional improvement, and assigned duties to ensure consistent professional instructional performance. The administrative staff and academic supervisors will make evaluative judgments and observe to what degree instructors meet these criteria. Visits to the classroom, laboratory, or shop by appropriate supervisors are an integral part of faculty evaluation. The purpose of such visits is the observation of the teaching-learning process in a particular setting. Following such visits, the faculty member being observed is given written feedback. The faculty member and evaluating supervisor may meet at a convenient time for a discussion of the class visitation.
Information for Students
Each instructor is required to provide students with essential class information on the first day a class meets. Essential class information should include (a) the most current course description from the NCCCS Combined Course Library, (b) the major objectives of the course (written in terms of what the student will do rather than what the instructor will do), (c) required textbooks and materials, (d) the course requirements (what will be expected or required of the student), (e) the College’s grading scale, (f) the course prerequisites and corequisites, (g) the attendance policy, (h) a schedule of major assignments and due dates, (i) an academic integrity/plagiarism statement, (j) children on campus statement, (k) the College’s policy on technology and e-mail account use, and (l) the most current accessibility statement provided by the College’s disability services unit. In the event of any changes to the original course syllabus during the conduct of the course, all changes must be communicated in digital format and/or hardcopy to students. All instructors will provide their essential class and contact information to students through the College’s LMS.
Students with Disabilities
The rights of students with disabilities are outlined in Section 504 of the 1973 Rehabilitation Act and the Americans with Disabilities Act (ADA). Section 504 is a Federal Civil Rights Law, which prohibits discrimination against individuals with disabilities. Section 504 states: No otherwise qualified handicapped individual in the United States shall, solely by reason of his handicap be excluded from the participation in, be denied the benefits of, or be subjected to, discrimination under any program or activity receiving federal financial assistance. The Americans with Disabilities Act (ADA) of 1990 and ADA Amendments Act of 2008 expand the scope of institutional and service provider responsibility for providing reasonable accommodations to people with disabilities. The ADA is a civil rights statute that promises equal access to opportunities for persons with disabilities. A “person with a disability” as defined by law is someone who has a physical or mental impairment that substantially limits one or more major life activities. 101 Students with disabilities are a rapidly growing minority at CFCC, as elsewhere in American higher education. To assure equal opportunity for all students, both physical and programmatic access must be provided. This means more than the removal of architectural barriers and the provision of auxiliary services. It means that reasonable accommodations must also be made in the instructional process. CFCC supports faculty who, in cooperation with Disability Support Services, provide authorized accommodations and support services, in a timely manner for students with disabilities. Students with disabilities are not required to disclose their disabilities or register with Disability Support Services. However, when requesting specific accommodations, they are required to submit supporting documentation and register with CFCC Disability Support Services to determine appropriate accommodations. Faculty do not have the right to refuse to provide required accommodations or to question whether a disability exists in accordance with the ADA. However, faculty are encouraged to have input into the means for providing accommodations in their particular classes. A student with a disability must be able to understand the material and communicate that understanding to the instructor. Support services give the student the opportunity to achieve that outcome without altering the fundamental nature of the course or program. If a faculty member has questions about the appropriateness of a required accommodation, he or she should not address concerns with the student but should consult with the Disability Support Services Office. Faculty should always require students to submit a current Accommodations Form from Disability Support Services before providing any accommodations. Faculty should be discrete when discussing disability issues with students. Faculty should not address any disability-related issue in front of a student’s classmates.
Faculty are encouraged to make an announcement at the beginning of the semester inviting students with disabilities to schedule appointments to discuss accommodations. If the student brings a disability issue to the attention of the instructor and is not registered with Disability Support Services, please instruct the student to contact Disability Support Services in order to request services. Instructors should not ask a student if he or she has a disability. All instructors will include a statement on their class syllabus/essential class information that informs students how they may request accommodations from Disability Support Services. Instructors will refer to the guidelines provided by Disability Support Services for such statements (http://cfcc.edu/disabilityservices/).
Accessibility of Instructional Content
Instructors who teach online or hybrid/web-assisted classes and/or provide information via web pages or through the College’s LMS have a responsibility to ensure that their instructional content is accessible to students with disabilities. Instructors who use films and videos in their 102 classes must make sure those films and videos are accessible to students who have hearing or vision loss. Films and videos must be captioned for students who are deaf or hard of hearing, and any video or film with sub-titles must be made audible for students with vision loss. Please contact Disability Support Services for assistance with accessibility issues.
Service dogs must be allowed in class. If it is not obvious what service the animal provides, only limited inquiries are allowed. Two questions may be asked: 1) Is the service animal required because of a disability and 2) What work or task has the animal been trained to perform? Do not ask about the person’s disability, require medical documentation, require a special identification card or training documentation for the dog or ask that the dog demonstrate its ability to perform the work or task.
Disposal of Complimentary Textbooks
Examination and complimentary textbooks will not be sold. Instructors who receive complimentary textbooks should either donate them to the College’s library, which may or may not retain them, or keep them as reference materials. This requirement is based on the following memorandum from the NC Community College System: It is the opinion of the Attorney General that complimentary textbooks are the property of the colleges and may be disposed of only in accordance with G.S.115D-15 and with the approval of the State Board of Community Colleges. Any proceeds must be used for capital outlay purposes.
Academic freedom is essential to the mission of higher education, which is to allow and promote free inquiry into the total environment of human endeavor. A college exists for the purpose of examining questions and issues arising out of that environment, including the past, the present, and the future. Cape Fear Community College firmly believes in freedom of inquiry, freedom to teach, freedom to share, and freedom to learn from others. All freedoms carry with them responsibility to use them with care and with full consideration for the rights and freedoms of others. Instructors must comply with copyright laws regarding duplicating all copyrighted materials.
Instructors will take attendance during each class or laboratory session and enter their classes’ attendance records into Web Attendance on a weekly basis. Instructors will also maintain an updated grade book in the College’s LMS for each of their classes, regardless of those classes’ mode of instructional delivery. The responsibility for grading students rests with the faculty and will be in accordance with the College’s grading scale as delineated in the current Cape Fear Community College Catalog and Student Handbook. Midterm and final grades must be entered by the instructor of record by the deadlines provided by the College’s Registrar. 103
Well-planned field trips can provide valuable learning experiences. Faculty planning field trips should have the approval of the appropriate department chair and dean prior to the trip and a completed field trip form should be given to the following: the Director of Safety and Training/Safety, department/program chair, appropriate dean, the Vice President for Academic Affairs and the Dean of Students. The field trip form must include the following: (1) the nature and location of the planned field trip; (2) the objectives of the trip and its relationship to the courses being taught; (3) the date and hours students will be off-campus; (4) a roster of students participating in the field trip; and (5) contact cell phone number. A field trip notification should be placed on the classroom door on the day of the scheduled trip. All students participating in a field trip should also complete a field trip waiver form prior to the field trip.
Live Client Projects
State Board Code defines live client projects as (1) educational programs in which students, as part of their educational experiences and as part of the instructional course requirements, repair or remodel non-college owned personal property or real property; or (2) educational programs that construct structures that are sold, produce goods that are sold, or provide services for a fee, such structures, goods or services being the normal and necessary product of learning activities of students. All live client projects undertaken through the College’s educational programs will adhere to the College’s established procedures for such projects in accordance with 1H SBCCC 300.1 Live Client Projects.
Curriculum Committee – The purpose of the Curriculum Committee is to make recommendations for administrative consideration of 1) changes in curriculum course titles and course descriptions; 2) addition or deletion of courses, and 3) addition or deletion of a curriculum. Moreover, the Curriculum Committee shall ensure that all curricula and any proposed changes to curricula are consistent with the Criteria of the Commission on Colleges of the Southern Association of Colleges and Schools and the North Carolina Community College System.
The Faculty Association consists of full-time faculty members. Part-time faculty are invited to join the Faculty Association as non-voting members. The purpose of the Faculty Association is to:
- Serve as an organization through which members may discuss and interpret matters concerning the Faculty, and to provide assistance and encouragement to fellow members;
- Involve the Faculty in the affairs of Cape Fear Community College in order to enhance the effectiveness and quality of the College;
- Participate in planning the educational program and in developing educational policy; and
- Maintain a close working relationship between the Administration and Faculty in contributing to the success of this College in accomplishing its goals and purposes. (See Appendix A for a copy of the Faculty Association’s Constitution and ByLaws).
Verification of Student Identity
The College’s Computer Acceptable Use Policy governs students’ use of account names and login credentials in any classes that have an online component: “An access account assigned to a user must not be used by any other individual. Users are responsible for the proper use of their accounts, including proper password protection and appropriate use of the College’s computing resources. Obtaining another user’s password, allowing friends, family, co-workers, or any other individual use of your or another user’s account, or other unauthorized use of an access account is a serious violation of this policy.” The College may employ a variety of measures, including biometric assessments, to verify that a student who accesses and participates in a class with an online learning component is the same student who registered for and receives credit for that class.
Cape Fear Community College has procedures in place to protect the privacy of all students and their education records, whether students are enrolled in online learning activities or attend class on-campus. Cape Fear Community College protects the security, confidentiality, and integrity of all student records (including online learning students) in accordance with the US Department of Education Family Education Rights and Privacy Act of 1974 (FERPA). Students are notified of their rights under FERPA during new student orientation, through the CFCC website, and the CFCC Catalog and Student Handbook. New faculty and staff receive FERPA information during the mandatory new employee orientation. Faculty and staff also receive annual online refresher training on FERPA. Faculty and staff agree to a statement regarding the confidentiality of student records each time they access the College’s student information system (Colleague Disclosure Statement), the College’s electronic means of accessing student records.
The College’s online services employ Secure Sockets Layer (SSL), providing authentication of the server, encryption of all data sent to and from the server, and integrity checks of the data. SSL is used for myCFCC, Blackboard, WebAdvisor, and Google Apps. All students and employees accessing the myCFCC portal agree to the College’s Acceptable Use Policy.
If you have previously attended a college or university, please follow the general admissions process. While it’s not required to submit official college transcripts for general admission, transcripts are required to earn transfer credit, potentially waive placement testing (if applicable), and receive veterans’ benefits. Only courses with a grade of “C-“or higher from an accredited college or university are transferable.
Questions regarding your transcript evaluation should be directed to the Registrar’s Office. As part of the enrollment process, you will be required to provide a valid Residency Certification Number from the State of North Carolina or complete a Residency Application with the Residency Determination Service (RDS) at ncresidency.org. RDS determines if you will pay in-state or out-of-state tuition.
Students interested in health science programs are required to submit transcripts in advance of individual program deadlines. Visit http://cfcc.edu/admissions/health-sciences-admissions/ for more information.
Additional Information Regarding Transfer Credit:
Credits are transferable from regionally accredited two and four-year institutions within the United States. Courses are transferred that compare in content, quality and credit hours to those offered within the North Carolina Community College System.
Transcripts from institutions that are not regionally accredited are not evaluated by CFCC since the coursework is not generally accepted. A student may request to have the chairperson of the department under which the transfer coursework falls review the coursework to see if it may be accepted by CFCC. If the chairperson decides to award credit, he or she must notify the Registrar’s office in writing, who will then post the appropriate credit to the student’s record. It is the student’s responsibility to provide all the documentation necessary to complete the evaluation, including course descriptions, syllabi, and any other materials requested by the department chair. Any final decision regarding the acceptance of credits from unaccredited institutions is subject to approval by the Vice President of Academic Affairs.
For information about requesting an evaluation of credits from an institution without regional accreditation, the student should contact the Registrar’s Office Transcripts of coursework completed at a college or university located outside of the United States must be accompanied by a certified English translation course evaluation and course descriptions. Transcripts must be evaluated and translated by a CFCC-approved agency. Qualifying evaluations include those approved by a NACES (www.naces.org) or AICE (www.aice-eval.org) member evaluator before CFCC will review transcripts for admission or transfer credit purposes. An official copy of the evaluation must be sent directly to CFCC or presented in a sealed/official envelope.
Credit for Military Experience–Veteran applicants should submit an official military transcript to the College in order to request credit for previous military experience and training. The College grants credit where applicable for military service schools in accordance with the recommendations of the American Council on Education’s Guide To The Evaluation Of Educational Experiences In The Armed Services. Credit recommended must be consistent with the requirements and objectives of an academic program in order to be granted. Students should be aware that the transferability of these credits is totally at the discretion of the receiving institution and that Cape Fear Community College makes no guarantee of such transfer.
Some courses that depend heavily on technology, speed and accuracy, physical skills, and/or language skills will be subject to review after five years unless the student has been continuously enrolled. Courses subject to review may include but are not limited to, computer, foreign languages, sciences, and trades courses. CFCC reserves the right to not award credit based on the discretion of the appropriate academic area.
Credits transferred from other institutions will be noted on the student’s CFCC transcript. Grades achieved at other institutions will not be used in the grade point average computation at CFCC.
Credit gained through advanced placement testing will require official transcripts from the testing agency.
Experiential learning, proficiency testing from other institutions, and work-based learning experience that was evaluated by another institution will not be transferred as course work to CFCC.
Students who wish to receive transfer credit should submit official copies of all transcripts two weeks prior to registration so that evaluation of transfer credit can be completed. It is the student’s responsibility to provide transcripts and to make the college aware of potential transfer credits. Students should not sign up for courses for which they could potentially be awarded transfer credit for. Students who choose to remain in courses that they may receive transfer credit for are subject to the college’s stated refund policy if they decide to drop the course after courses begin. Faxed transcripts are not acceptable.
To receive a degree, diploma, or certificate from CFCC, transfer students must complete at least 25 percent of the program requirements from CFCC.
Substantive Change for Regional Accreditation
In accordance with North Carolina State Board of Community College (SBCC) code, Cape Fear Community College (CFCC) seeks to maintain reaffirmation of accreditation and retain membership in the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).
1B SBCCC 400.96 ACCREDITATION BY THE SOUTHERN ASSOCIATION
All colleges shall obtain and maintain regional accreditation by the Southern Association of Colleges and Schools. The System President, when requested, will provide assistance to colleges seeking regional accreditation.
As a SACSCOC member institution, CFCC is eligible to provide federal funding for qualifying students and preserve the transferability of CFCC courses to other regionally accredited institutions. As a SACSCOC requirement for membership and accreditation, Cape Fear Community College must comply with SACSCOC’s policy statement on Substantive Change for Accredited Institutions of the Commission on Colleges by taking the appropriate measures to ensure timely, accurate, and complete notification to SACSCOC whenever the college proposes to make a significant modification or expansion in its nature and scope. SACSCOC’s policy statements may be reviewed at http://www.sacscoc.org/pdf/081705/SubstantiveChange.pdf.
The following information is excerpted from the SACSCOC Substantive Change policy to aid in understanding:
Definition: Substantive change is a significant modification or expansion of the nature and scope of an accredited institution.
Under federal regulations, substantive change includes:
- Any change in the established mission or objectives of the institution
- Any change in legal status, form of control, or ownership of the institution
- The addition of courses or programs that represent a significant departure, either in content or method of delivery, from those that were offered when the institution was last evaluated.
- The addition of courses or programs of study at a degree or credential level different from that which is included in the institution’s current accreditation or reaffirmation.
- A change from clock hours to credit hours.
- A substantial increase in the number of clock or credit hours awarded for successful completion of a program.
- The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50% of an educational program.
- The establishment of a branch campus.
- Closing a program, off-campus site, branch campus, or institution.
- Entering into a collaborative academic arrangement that includes only the initiation of a dual or joint academic program with another institution.
- Acquiring another institution or a program or location of another institution.
- Adding a permanent location at a site where the institution is conducting a teach-out program for a closed institution.
- Entering into a contract by which an entity not eligible for Title IV funding offers 25% or more of one or more of the accredited institution’s programs.
- The SACSCOC Board of Trustees has approved additional substantive changes that require notification and, in some cases, approval prior to implementation.
Of equal importance is the definition of Significant Departure:
- Significant departure – a program that is not closely related to previously approved programs at the institution or site, or for the mode of delivery in question. To determine whether a new program is a “significant departure,” it is helpful to consider the following questions:
- What previously approved programs does the institution offer that are closely related to the new program and how are they related?
- Will significant additional equipment or facilities be needed?
- Will significant additional financial resources be needed?
- Will a significant number of new courses be required?
- Will a significant number of new faculty members be required?
- Will significant additional library/learning resources be needed?
Procedures for the identification and processing of substantive changes reside in the office of Institutional Effectiveness and Planning and are the responsibility of the SACS Liaison.
Students with Disabilities
The rights of students with disabilities are outlined in Section 504 of the 1973 Rehabilitation Act and the Americans with Disabilities Act (ADA). Section 504 is a Federal Civil Rights Law, which prohibits discrimination against individuals with disabilities. Section 504 states: No otherwise qualified handicapped individual in the United States shall, solely by reason of his handicap be excluded from the participation in, be denied the benefits of, or be subjected to, discrimination under any program or activity receiving federal financial assistance. The Americans with Disabilities Act (ADA) of 1990 and ADA Amendments Act of 2008 expands the scope of institutional and service provider responsibility for providing reasonable accommodations to people with disabilities. The ADA is a civil rights statute that promises equal access to opportunities for persons with disabilities. A “person with a disability” as defined by law is someone who has a physical or mental impairment that substantially limits one or more major life activities. 101 Students with disabilities are a rapidly growing minority at CFCC, as elsewhere in American higher education. To assure equal opportunity for all students, both physical and programmatic access must be provided. This means more than the removal of architectural barriers and the provision of auxiliary services. It means that reasonable accommodations must also be made in the instructional process. CFCC supports faculty who, in cooperation with Disability Support Services, provide authorized accommodations and support services, in a timely manner for students with disabilities. Students with disabilities are not required to disclose their disabilities or register with Disability Support Services. However, when requesting specific accommodations, they are required to submit supporting documentation and register with CFCC Disability Support Services to determine appropriate accommodations. Faculty do not have the right to refuse to provide required accommodations or to question whether a disability exists in accordance with the ADA. However, faculty are encouraged to have input into the means for providing accommodations in their particular classes. A student with a disability must be able to understand the material and communicate that understanding to the instructor. Support services give the student the opportunity to achieve that outcome without altering the fundamental nature of the course or program. If a faculty member has questions about the appropriateness of a required accommodation, he or she should not address concerns with the student but should consult with the Disability Support Services Office. Faculty should always require students to submit a current Accommodations Form from Disability Support Services before providing any accommodations. Faculty should be discrete when discussing disability issues with students. Faculty should not address any disability-related issue in front of a student’s classmates.
STUDENT RECORDS & FERPA
Student Records (FERPA)
CAPE FEAR COMMUNITY COLLEGE RESPONSIBILITIES UNDER THE FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974 (THE BUCKLEY AMENDMENT)
Under the Family Educational Rights and Privacy Act of 1974, the rights of the student and the responsibilities of the institution concerning the various types of student records maintained by the institution are established. Consistent with this legislation, Cape Fear Community College establishes the following policy to ensure compliance. Failure to comply with standards prescribed in the Act could jeopardize federal funding received by the institution and its students.
Rights of Students
In compliance with the law, an individual becomes a student when he/she registers at the College. Upon reaching age 18 or attending an institution beyond the high school level, the student has the right to view his/her own school or college records. These records include the academic transcript of the College, post-secondary transcripts, high school transcripts, and other documents maintained as part of the student’s permanent file with the exception of confidential letters of recommendation. All permanent academic records are housed and maintained by the Registrar.
CFCC requires written authorization from the student prior to the release of academic records. A minimum of 48 working hours will be required by the College to access the requested academic information. The student may inspect, copy, and review his/her records in the Registrar’s Office. There may be a charge for copies.
Student Complaint Procedures
As a matter of practice, CFCC subscribes to the philosophy that student complaints are best resolved on an informal basis. When a student has a complaint he/she should attempt to resolve concerns with college personnel having responsibilities directly at the source of the complaint. When informal procedures do not resolve concerns, written student complaints should be sent to the Dean of Student Affairs who will determine the appropriate college personnel to review the complaint. The student should receive written acknowledgment of receipt of the complaint from the Dean of Student Affairs or designee within 24 hours.
The complaint will be reviewed and a collaborative effort will be made to resolve the complaint within twenty (20) working days of receipt of the complaint. The student will receive notification of the resolution of the complaint, or of the College’s position on the complaint.
CFCC also provides its students, employees, and guests with an online Grievance Form for reporting alleged incidents of harassment, discrimination, sexual misconduct, and/or breaches of the CFCC Code of Conduct.
Public Complaint Procedures
Members of the public may also file a complaint by forwarding a written statement, signed by the complainant, to the Office of the President, Cape Fear Community College, 411 N. Front Street, Wilmington, North Carolina. CFCC will not entertain complaints that are not in writing or which are anonymous, nor will it consider complaints sent electronically or through facsimile transmission. The President, or the President’s designee, may require further information from the complainant and may seek information from appropriate college offices, as needed, to respond to the complaint.