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Policy Manual

Policy Manual

Unless otherwise stated herein, all policies in this Policy Manual were approved by the William & Mary Board of Visitors (“Board”) on November 20, 2015 and updated by President Debbie Sydow January 11, 2017 with delegated authority authorized by the Board.

Regarding any inconsistencies between the body of this Policy Manual and another RBC policy, the body of this Policy Manual shall control. This Policy Manual supersedes all previous policies with the same subject matter or that are inconsistent with this Policy Manual.  

The policies in this Policy Manual may be revised at any time upon the approval of the William & Mary Board of Visitors or the Richard Bland College President pursuant to authority granted by the Board of Visitors.

IF AFTER FOLLOWING PROPER PROCEDURES PURSUANT TO LAW AND POLICY, IT IS DETERMINED THAT YOU HAVE FAILED TO COMPLY WITH ANY OF THE POLICIES WITHIN THIS POLICY MANUAL OR ANY OTHER STATE OR RICHARD BLAND COLLEGE POLICIES, YOU MAY BE SUBJECT TO DISCIPLINARY ACTION UP TO AND INCLUDING TERMINATION FROM EMPLOYMENT, OR IF A STUDENT, EXPULSION FROM COLLEGE.

Foreword

Welcome to Richard Bland College. As an employee, you are integral to fulfilling Richard Bland College’s mission and honoring its promise to provide an exceptional student experience for all who enroll. We count on you as an employee, whatever your title, to work in support of the College’s mission and vision, and to act in accordance with the College’s values and Code of Ethics. And, as an employee, it is your responsibility and a condition of your employment to adhere to all policies set forth or referenced in the Richard Bland College Policy Manual, as well as all other pertinent policies.

The Policy Manual is managed by department heads who are responsible for ensuring compliance within their respective areas of responsibility. Department heads are also responsible for developing policy-related procedures and protocols to guide day-to-day business processes.

Recommendations for updates or policy changes should be submitted to the appropriate Director or Dean for consideration. It is the responsibility of these senior managers to continuously review and update policies to align with the College’s mission and strategic goals, and to comply with applicable laws and regulations.

Policy approval resides with the President of the College and the William & Mary Board of Visitors.




Ethics Policy

The Richard Bland College Code Of Ethics

Integrity is one of the core values of the Richard Bland College of William & Mary (“College” or “RBC”).  We are committed to lawful and ethical behavior in all of the College’s activities. At Richard Bland College we insist that all members of the College community – our employees, students, and volunteers – comply with all laws, regulations, policies, and ethical norms applicable to them. We are to be honest, fair, and trustworthy ourselves and to take care that other members of the College community are also.

Therefore, we, as members of the RBC community, will:

  1. Obey the laws, regulations, and policies applicable to our College activities.
  2. Protect and preserve College resources and ensure their proper use.
  3. Avoid both conflicts of interest and the appearance of such conflicts.
  4. Safeguard confidential information.
  5. Make procurement decisions impartially and objectively.
  6. Maintain effective internal controls to safeguard the regularity and integrity of our activities.
  7. Treat other people with dignity and respect, ensuring there is no discrimination or harassment at Richard Bland College.
  8. Report any illegal or unethical action that comes to our attention, so the College can investigate and take corrective steps.

FAILURE TO COMPLY WITH ANY OF THE POLICIES WITHIN THIS POLICY MANUAL OR ANY OTHER RICHARD BLAND COLLEGE POLICIES MAY SUBJECT YOU TO DISCIPLINARY ACTION UP TO AND INCLUDING TERMINATION FROM EMPLOYMENT, OR IF A STUDENT, EXPULSION FROM COLLEGE.


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Human Resources Policies

Rights and Responsibilities to Preserve Citizenship

Responsibility for Maintenance: Director of Human Resources

I. Policy Statement
Each member of the College community enjoys all rights of citizenship and has a responsibility to fulfill the obligations incumbent on all citizens. Additionally, there are special rights and responsibilities inherent in membership in an academic society. Each member of the College community has a responsibility, based upon the special mission of an institution of higher education, to respect the rights of others with a community focus on establishing and preserving an optimal environment for educating students and supporting their success.  Members of the College community also have a responsibility to maintain the highest standards in the performance of their duties and to respect the rights of their associates.

The responsibility to respect rights includes, but is not limited to:

  1. The right of the student to be evaluated entirely on the basis of academic performance and to discuss freely, inquire, and express opinions inside the classroom. The student has a responsibility to maintain standards of academic performance as set by the College and his/her professors, provided, however, that the student shall have means for redress against arbitrary, unreasonable, or prejudicial standards of evaluation.
  2. The right to pursue normal academic and administrative activities, including the freedom of movement in the performance of such activities, as long as such activities do not violate any laws, regulations, or state or RBC policies.
  3. The right to hear and study unpopular and controversial views on intellectual and public issues.
  4. The right of the student to expect that information about his/her views, beliefs, and political associations regarding which an instructor or other RBC employee obtains in the course of his/her work as a teacher, advisor, or counselor of the student be held in confidence to the extent permitted by law.

II. Reason for Policy
The full enjoyment of rights guaranteed to every citizen cannot be achieved unless certain concurrent responsibilities are accepted.  Members of the college community (students, faculty, and administrators) have an obligation, therefore, to fulfill the responsibilities incumbent on all citizens as well as the responsibilities inherent in their particular roles within the academic community.

III. Applicability of the Policy
All RBC employees and students shall abide by this policy.

IV. Related Documents
Richard Bland College Student Handbook

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu


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General Personnel Information

Responsibility for Maintenance: Director of Human Resources

I. Policy Statement
A.  Pay Dates
By law, no RBC employee, whether faculty or staff, shall receive payment for work not performed unless authorized by law, such as paid holidays, vacation days, sick days, etc.

  1. Pay Dates – All full-time employees are paid twice a month. Payday is usually the first and sixteenth of each month. When the first or sixteenth is a Saturday or Sunday, payday is normally the previous Friday. Payday at the end of September, December, and March is the last working day of the month.
  2. Direct Deposit – Pay will be deposited into an account at the financial institution (bank, credit union, savings and loan association, etc.) of your choice.  Information and applications are available from the Office of Human Resources. All new employees are required to use direct deposit.
  3. Holidays – Twelve paid holidays are authorized by the Commonwealth. The College observes the following:  Independence Day, Labor Day, Martin Luther King Day, Memorial Day, Thanksgiving Day and the Friday following, and six days during Christmas, including New Year’s Day.

B. Mandatory Payroll Deductions

  1. Federal and State Income Taxes are withheld in accordance with a set formula based on the number of exemptions claimed. For Federal and State, employees may request additional withholding or claim fewer exemptions on forms available from the Office of Human Resources.
  2. Social Security is withheld in accordance with Social Security Administration requirements.

C. Benefits Provided By The Commonwealth Of Virginia/RBC (please contact the Office of Human Resources for additional information):

  1. The Virginia Retirement System (VRS) is a State-funded retirement plan for all full-time personnel designed to supplement the retirement, disability, health, and survivor benefits provided by Social Security.   To learn more about the VRS retirement plans, review the following website: http://www.varetire.org/members/index.asp.
  2. In lieu of VRS, full-time faculty and administrators may choose instead to enroll in one of the following optional retirement plans: TIAA, DCP, or Fidelity Investments.  To learn more, review the following website: http://orphe.varetire.org/.
  3. Group life insurance is a mandatory state-funded plan for all full-time personnel at no cost to the employee. The face value (death benefit) is equal to the annual gross salary rounded to the next highest thousand dollars, then doubled. For accidental death, the basic death benefit is doubled again. Loss of one or more limbs or eyesight is covered. No medical examination is required.
  4. For those who opt out of the Virginia Sickness and Disability Program (VSDP), full-time faculty and administrators at Richard Bland College who have been employed by the College for at least one year are eligible to enroll in William and Mary’s Long-Term Disability Insurance.  If elected, the College pays 60% of the premium and the employee pays 40%.  No medical examination is required.

D. Optional Payroll Deductions

  1. Medical Insurance – All full-time personnel may enroll a spouse and dependents under age twenty-six or apply for employee-only coverage.
  2. Flexible Benefits Program – Premium Conversion allows the pre-tax deduction of the health insurance premium; and Reimbursement Accounts allow the pre-tax deduction of amounts towards predictable medical, dental, and vision care expenses not covered by the health benefits plan and day care expenses for dependents.
  3. Supplemental insurance plans, such as Cancer, Accident, Hospitalization, Short-Term Disability, and Term Life Insurance are available through AFLAC.  The rates vary according to the plan selected, and deductions are made through payroll deduction.
  4. Optional Life Insurance – In addition to the state-funded life insurance detailed in subsection C(2) above, an active, insured employee is eligible for optional life insurance for natural and accidental death and for dismemberment up to four times his/her salary, not to exceed $375,000.  Term insurance can also be elected for spouse and dependent children.
  5. Credit Union Deductions – Employees are eligible to participate in the Virginia Credit Union. Deposits or loan payments may be made through payroll deduction.
  6. United States Saving Bonds may be purchased by payroll deduction through the Office of Human Resources.
  7. Supplemental Retirement Annuities (SRA’s/403(b)’s) and Tax-Sheltered Annuities through payroll deduction are funded with pre-tax dollars.  Contracts are available with TIAA-CREF.
  8. The 457(b) Deferred Compensation Plan is a voluntary contributory Retirement plan.  Employees participate in the plan through payroll deduction.  Contributions and earnings, if any, are tax-deferred until withdrawn, usually at retirement. The plan is administered by the Commonwealth.
  9. The Group Legal Care Plan, administered by Legal Resources, provides comprehensive legal coverage on a broad range of services for an affordable low monthly rate, through payroll deduction.
  10. The Commonwealth of Virginia Campaign is the only solicitation approved for all employees. The campaign is scheduled each October, and payroll deduction is provided.
  11. The Richard Bland College Foundation supports a number of student scholarships. Employees may elect to contribute to the Foundation through payroll deduction.

II. Reason for Policy
This policy provides information regarding employee benefits.

III. Applicability of the Policy
This policy describes benefits available to employees. Whether some or all of these benefits are available to a particular employee will depend upon his/her employment classification. See the Office of Human Resources for specific information.

IV. Related Website

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

VI. Procedures
Information, choices, and application forms are available from the Office of Human Resources.


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Equal Employment Opportunity

Responsibility for Maintenance: Director of Human Resources

I. Policy Statement
Richard Bland College is an equal opportunity/affirmative action employer, which encourages applications from qualified females, minority groups, veterans, and disabled individuals. Richard Bland College will comply fully with the equal opportunity provisions of all applicable laws, regulations, and policies and will not discriminate against any employee or applicant for employment because of gender, gender identity, disability, race, color, age, religion, national origin, or veteran status.

II. Reason for Policy
Richard Bland College complies with all federal and state equal employment opportunity laws.

III. Applicability of the Policy
This policy applies to all College employees and applicants.

IV. Related Documents

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

VI. Procedures

Equal opportunity extends to all aspects of employment including but not limited to hiring, transfers, promotions, training, corrective actions, termination, working conditions, compensation, benefits, and other terms and conditions of employment. Richard Bland College complies with federal and state equal employment opportunity laws and strives to keep the workplace free from all forms of unlawful discrimination, including harassment and retaliation.

Any employee may file a discrimination claim or grievance, if applicable, with the Director of Human Resources. If the issue remains unresolved, the procedures provided in the RBC Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy may be utilized.

While employees are encouraged to seek to resolve disputes and claims of discrimination internally, current or former employees and applicants may file charges of discrimination with the U.S. Equal Employment Opportunity Commission (EEOC). The EEOC investigates employment discrimination based on race, color, religion, sex, national origin, age (40 or older) disability, or genetic information.


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Drug and Alcohol Policy - Employees

Responsibility for Maintenance: Director of Human Resources

I. Policy Statement
No employee will report to work under the influence of alcohol or illegal drugs. Also, the possession, use, distribution, or sale of any alcoholic beverages (except when authorized by the RBC President for special events) or illicit drugs on College owned or controlled property or at College activities is prohibited.  Unless authorized by state law, the purchase, possession, or consumption of alcohol by anyone under the age of 21 is prohibited regardless of the event.

II. Reason for Policy
Richard Bland College endeavors to maintain a workplace free from the adverse effects of alcohol and illegal substances.

III. Applicability of the Policy
This policy applies to all employees and visitors to the College campus.

IV. Related Laws and Policies

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

VI. Definitions
Illegal Drugs: any drug regarding which possession is prohibited by law, including but not necessarily limited to: marijuana, hashish, amphetamines, LSD compounds, mescaline, psilocybin, DMT, narcotics, opiates, and other hallucinogens including Spice, K2, and synthetic marijuana, except when taken under a physician’s prescription in accordance with law.

DHRM: Virginia Department of Human Resource Management.

VII. Procedures
Employees must notify their supervisors in writing within five days if they are convicted of violating any criminal drug law, either within or outside the workplace, or convicted of violating any alcohol beverage control or driving-while-intoxicated laws, based on conduct occurring in the workplace.

Because of the nature of the work, the College may require drug testing before a final employment offer is made. Some positions may also require ongoing random drug testing and/or as-needed drug or alcohol testing.

Violation of policies related to these matters may result in serious disciplinary action, including termination. The Richard Bland College Department of Campus Safety and Police will enforce drug- and alcohol-related laws.


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Americans with Disabilities Act (ADA) Policy

Responsibility for Maintenance: Director of Human Resources

I. Policy Statement
Richard Bland College does not discriminate on the basis of a disability in the administration of its educational programs and activities, including admission and employment practices, access to, or treatment in its programs and services.  Information concerning the provisions of the Americans with Disabilities Act of 1990, and their rights provided thereunder, are available from the ADA Coordinator who arranges services for students at the College.

II. Reason for Policy
The College is committed to acting in accordance with the Americans with Disabilities Act. Title II states, in part, that “no otherwise qualified disabled individual shall, solely by reason of such disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination” in programs or activities sponsored by a public entity.

III. Applicability of the Policy
All College employees, students, and applicants.

IV. Related Documents

  • Current text of the Americans with Disabilities Act of 1990 incorporating the changes made by the ADA Amendments Act of 2008
  • Section 504 of the Rehabilitation Act
  • Student Handbook
  • Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

VI. Definitions

ADA: Americans with Disabilities Act

Disability: A physical or mental impairment that substantially limits one or more major life activities; or a record of a physical or mental impairment that substantially limited a major life activity; or a perceived impairment that is not both transitory (less than six months actual or expected duration) and minor.

Physical or Mental Impairment: Any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting one or more body systems, or any mental or psychological disorder.

Substantial Limitation: An individualized assessment, construed broadly, that a person is unable or substantially limited in performing a major life activity as compared to most people in the general population.

Major Life Activity: May include, but is not limited to, caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, sitting, reading, thinking, communicating, and operation of major bodily functions.

Obtaining Accommodative Services

  • Employees seeking accommodations or modifications must contact the ADA coordinator for an appointment at office.hr@rbc.edu.
  • Employees must submit to the ADA Coordinator valid and relevant documentation completed by a medical provider verifying the disability and need for an accommodation.  This documentation is required before proper accommodations can be determined.
  • Employees must make specific requests for accommodations. This will begin the interactive process to find an effective and reasonable accommodation. The ADA Coordinator may suggest alternative effective reasonable accommodations.
  • The College may provide reasonable accommodations to employees on a case-by-case basis. By law, accommodations that place an undue hardship on the College are not required to be approved.
  • Only the ADA Coordinator may grant or deny an employee accommodation. Questions regarding accommodation implementation should be directed to the ADA Coordinator.
  • A document cannot be verified if it fails to identify a specific disability or verify the need for requested services.  Employees are responsible for submitting all documentation to the ADA Coordinator in a timely manner.
  • Requests for accommodation shall, whenever possible, be kept confidential in accordance with applicable College and Commonwealth policies.

VII. Complaint Procedures
If an employee disagrees with a decision made by the ADA Coordinator regarding an accommodation, the employee may file a complaint pursuant to the RBC Discrimination, Harassment, Sexual Misconduct and Retaliation Policy.


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Family and Medical Leave Act (FMLA)

Responsibility for Maintenance: Director of Human Resources

I. Policy Statement
Richard Bland College will comply with the FMLA and provide eligible employees up to 12 weeks in a 12-month period of unpaid family and medical leave because of their own serious health condition or the serious health condition of an eligible family member, or up to 26 weeks in a single 12-month period of unpaid leave to care for a covered military service member with a serious injury or illness if the employee is the spouse, son, daughter, parent, or next of kin of the service member.

II. Reason for Policy
The College is committed to complying with the federal Family and Medical Leave Act (FMLA).

III. Applicability of the Policy
All eligible positions covered under the Virginia Personnel Act, including full-time and part-time classified, restricted, and wage employees.

IV. Related Documents

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

VI. Procedures
An employee should submit a written request for family and medical leave at least 30 calendar days prior to the anticipated leave begin date or as soon as practicable in unforeseen circumstances. If an employee is not able to provide notice because of an illness or injury, notice may be given by a family member or a spokesperson as soon as practicable.

Note: An employee must comply with agency leave request procedures, absent unusual circumstances. Failure to do so may be grounds for delaying or denying an employee’s request for FMLA qualifying leave. Enforcement actions under FMLA can be brought by either the United States Department of Labor or individual employees.

For additional procedures, please refer to DHRM Policy 4.20 at http://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol4_20fmla.pdf?sfvrsn=4.


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Discrimination, Harassment, Sexual Misconduct, and Retaliation

Responsibility for Maintenance: The Title IX Coordinator and the Director of Human Resources

I. Policy Statement
Richard Bland College is committed to providing an environment that emphasizes the dignity and worth of every member of its community and that is free from harassment and discrimination based on race, sex, color, national origin, religion, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, against otherwise qualified persons with disabilities, or based on any other status protected by law. In pursuit of this goal, any question of impermissible discrimination on these bases will be addressed with efficiency and energy and in accordance with this policy and the Richard Bland College Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy. This policy and the Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy also address complaints or reports of retaliation against those who have opposed practices prohibited by these policies, have filed complaints or reports under these policies, or have testified or otherwise participated in enforcement of these policies.

II. Reason for Policy
The purpose of this policy is to establish clearly and unequivocally that Richard Bland College prohibits discrimination, harassment, sexual misconduct, and retaliation by individuals subject to its control or supervision.

III. Applicability of the Policy
This policy applies to on-campus conduct involving students, employees, faculty and staff, visitors to campus (including, but not limited to, students participating in camp programs, non-degree seeking students, exchange students, and other students taking courses or participating in programs at Richard Bland College), and contractors working on-campus who are not Richard Bland College employees, and to students, visiting students, employees, faculty and staff participating in Richard Bland College-sponsored activities off campus. This policy also is applicable to any conduct that occurs off campus that has continuing effects that create a hostile environment on campus.

IV. Related Documents
Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy

V. Contacts
Human Resources and the Office of the Title IX Coordinator
Director of Human Resources and the Title IX Coordinator
HR-(804) 862-6100,
ext. 6208
Title IX – (804) 862-6483
(804) 481-0522
office.hr@rbc.edu & titleix@rbc.edu

VI. Definitions
The definitions found in the RBC Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy shall apply to this policy.

VII. Procedures
Allegations of on-campus or off-campus violations of this policy should be reported to the Title IX Coordinator in accordance with the Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy.  Issues involving employee alleged violations of the Americans with Disabilities Act, Title VII of the Civil Rights Act, Age Discrimination in Employment Act, the Uniformed Services Employment and Reemployment Rights Act, or other non-Title IX issues shall first be investigated by the Director of Human Resources or his/her designee and resolved at that level if a mutually satisfactory solution can be reached.  Any non-Title IX issues that cannot be resolved shall be forwarded to the Title IX Coordinator for further review and possible appeal pursuant to the Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy.  All Title IX issues, including sexual misconduct of any nature and sex discrimination, should be reported directly to the Title IX Coordinator, and the procedures established in the Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy shall apply.

Designation, Appointment, and Termination of Administrative and Professional (AP) Employees

Responsibility for Maintenance: Director of Human Resources

(Approved by the William & Mary Board of Visitors February 5, 2016; updated by President Sydow January 11, 2017)

I. Policy Statement
Administrative and Professional (AP) employee positions manage a division or subdivision of a major academic or administrative unit. Typically, AP positions:  (1) require a high level of knowledge, discretion, independent judgment, and advanced education and/or prolonged, specialized experience; (2) are exempt employees under the provisions of the Fair Labor Standards Act (FLSA), and therefore not subject to the FLSA provisions governing the payment of overtime; and (3) report directly, or through one other person, to the President. Examples of such positions are: the heads of units such as student life, athletics, human resources, campus safety and police, information technology services, and capital assets and operations. AP employees are appointed by the President as at-will employees or, in some instances, for a specified or otherwise restricted (as by funding source) term.

II. Reason for Policy
Pursuant to Virginia Code § 2.2-2901, policies shall be established for the designation of administrative and professional faculty positions at institutions of higher education. “Those designations shall be reserved for positions that require a high level of administrative independence, responsibility, and oversight within the organization or specialized expertise within a given field as defined by the Board of Visitors.”  This policy provides guidance for, and authorizes, the President to designate AP positions in accordance with procedures set forth herein.

A. Appointments
AP employees are generally employed through at-will appointments. Restricted or specified-term appointments may be used in certain circumstances outlined elsewhere in this policy. If a contract is provided, then the term of the contract shall apply unless the contract specifies otherwise.  AP employees are subject to involuntary separation for budgetary or operational reasons, as set forth in this policy, and may also be terminated for cause, including unsatisfactory performance.

  1. Restricted Appointments
    Restricted appointments are positions that are funded through sponsored contracts or grants. Restricted appointments terminate upon the expiration of the supporting funding source. The position may be continued if an additional funding source, such as a subsequent grant, is available. No additional notice beyond the termination date of the sponsored program or grant is required for the employment to end.
  2. Specified-term Appointments
    Certain AP appointments may be hired for a specified period or project. Such employees may include those employed in the Athletics Department. These specified-term appointments do not renew automatically, and terminate on the date specified with no notice or other action required unless otherwise specified in the contract.
  3. Reassignments
    The President has complete discretion to reassign administrative duties and titles at any time. For example, an AP employee may be reassigned to work in a different department or office, or under a different supervisor.  If the AP employee has a specified-term contract, the employee’s salary will not be reduced as the result of a reassignment.  If the employee does not have a specified-term contract, the employee’s salary may be reduced only if the employee’s salary is out of alignment with comparable positions within the unit or College. Any salary increase or decrease as the result of a reassignment must be reviewed by the Director of Human Resources and approved by the President.

B. Termination and Other Forms of Involuntary Separation and Reduction; Certain Amicable Separation Agreements

  1. Abolition or Reduction of Position for Operational Reasons
    An AP position may be eliminated or reduced (changed from full-time to part-time, made seasonal, etc.) if the College determines that the services being performed are no longer required or can be reduced. This determination may be made at the College’s discretion for operational reasons.A position may be abolished or reduced at any time provided that the affected AP employee is given written notice at least 90 days prior to the effective date, unless a contract is ending prior to that time, in which case the contract end date will apply. If the position is reduced in scope, the AP employee may decline to continue in the position. If the AP employee declines, it is still considered an involuntary separation eligible for any applicable severance. The notice will specify the severance benefits for which the AP employee is eligible. Unless otherwise negotiated, an employee is expected to perform his or her duties during the notice period.If the AP position being abolished or reduced is one for which the incumbent has a specified-term appointment, the College and the employee may renegotiate the terms of the specified-term contract. In the absence of a renegotiated contract, the College will pay the AP employee severance in the amount of gross salary remaining under the specified-term appointment, subject to such withholding as may be required.
  2. Termination or Reduction of Position for Budgetary Reasons
    Inadequate funding or other fiscal constraints can result in termination or reduction of a position(s) by the College at its discretion. In implementing reduction and terminations necessitated by inadequate funding, the College will give due consideration to the effect of a position on the College’s mission and the need for efficient use of available resources.A position may be terminated or reduced at any time provided that the affected AP employee is given written notice at least 90 days prior to the effective date of the termination or reduction, unless a contract is ending prior to that time, in which case the contract end date will apply. The notice will specify any severance benefits for which the professional is eligible. Unless otherwise negotiated, an employee is expected to perform his or her duties during the notice period. If the position is reduced in scope for budgetary reasons, the AP employee may decline to continue in the position. If the AP employee declines, it is still an involuntary separation eligible for any applicable severance.If the AP position being abolished or reduced is one for which the incumbent has a specified-term appointment, the College and the employee may renegotiate the terms of the specified-term contract. In the absence of a renegotiated contract, the College will pay the AP employee severance in the amount of gross salary remaining under the specified-term appointment, subject to such withholding as may be required.
  3. Termination for Cause
    An AP employee may be terminated immediately for cause. Termination for cause is for serious, willful, or repeated misconduct, or deficiencies in performance such as:

    1. Unethical conduct or dishonesty, including falsification of credentials or records, and misappropriation or misuse of College funds or property;
    2. Serious, knowing, or repeated violations of policy or law;
    3. Malfeasance;
    4. Serious or repeated insubordination;
    5. Inappropriate behavior that adversely affects College operations;
    6. Convicted criminal conduct occurring: (i) on the job; or (ii) off the job, if plainly related to or affected job performance, detrimental to the College’s reputation, or of such a nature that retention of the employee would be negligent in light of the College’s duties to itself, the public, students, or other employees;
    7. Inability, unwillingness, or refusal to perform functions of the job, including job abandonment; and
    8. Unsatisfactory performance in accordance with the applicable College policy on performance planning and evaluation for professionals and professional faculty.
    9. An AP employee may be discharged for cause at any time. AP employees who are removed for cause are not eligible for severance benefits.
  4. Negotiated Separations
    The College, at its discretion and as an alternative to other methods of termination, may negotiate separation agreements with AP employees.  Such agreements may be used where unsuccessful job matches, irresolvable conflicts or other circumstances lead the parties to agree that a negotiated end to the employment relationship is in the parties’ best interests.
  5. Access to Grievance Process
    AP employees who have been terminated under paragraph 3 of this policy have access to the College’s grievance procedure for AP employees. The grievance procedure is not available to AP employees who agree to a negotiated separation.
  6. Resignation
    AP employees who resign must do so in writing, delivered to the President.  Such notice should provide at least 30 days’ notice before the effective date of the resignation.

Reason for Policy
The purpose of this policy is to describe the conditions and procedures for the designation, appointment, and termination of AP employees.

III. Applicability of the Policy
This policy applies to the College’s AP employees.

IV. Related Documents
Grievance Procedure for AP Employees

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

VI. Procedures
A. Procedures for Designation of AP Personnel
The proponent for a new or modified AP position or modification shall develop: (1) a draft position description or modification; (2) justification for the new or changed position; and (3) a written explanation of the reasons the new or modified position appears to be an AP position. The proponent shall submit the documents through any supervisor, up to but not including the President, to the Director of Human Resources. The Director of Human Resources shall review the submission. If the Director of Human Resources agrees that the position qualifies as an AP position, the Director will forward the recommendation to the President. If the Director does not agree that the position qualifies as an AP position, the Director will so notify the employee who submitted the proposal.

B. Procedures for Termination for Cause
The President will send the AP employee written notice of the College’s intent to terminate. The notice will: (1) describe the conduct of the employee believed to form the basis for the termination for cause; (2) specify how the actions constitute cause within the meaning of the policy; and (3) specify a deadline for the employee’s written response, which must be at least five working days after the date of the notice. The employee may be placed on paid administrative leave pending the termination date, at the College’s discretion.


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Performance Evaluation of Administrative and Professional Employees

Responsibility for Maintenance: Director of Human Resources

(Approved by the William & Mary Board of Visitors February 5, 2016; updated by President Sydow January 11, 2017)

I. Policy Statement
This policy establishes a system for: (1) setting performance goals and objectives, as well as career development goals; (2) monitoring employee progress, providing constructive feedback, and evaluating performance; and (3) aligning performance plans with the College’s mission and strategic goals, as well as budget, IT initiatives, and operational priorities.

II. Reason for Policy
The purpose of this policy is to establish a method for the evaluation of Administrative and Professional (AP) employees.

III. Policy
Administrative and Professional (AP) employees shall be subject to formal and periodic evaluations of their administrative performance.

Written performance evaluations of administrative and professional faculty shall be conducted, and pay increases, when funds are available, shall be based on an objective analysis of the performance of each individual.

By law, no RBC employee, whether faculty or staff, shall receive payment for work not performed unless authorized by law, such as paid holidays, vacation days, etc.

Annual reviews of all administrators below the level of President will use the Richard Bland College Self-Evaluation Form to conduct a self-assessment. Supervisors will consider the self-assessment, as well as progress toward operational plan goals, and overall performance of duties as established in the position description for the job title.

All affected AP employees whose beginning date of employment is no later than February 15 of the year being reviewed must complete a self-evaluation no later than April 1st of the fiscal year (July 1 – June 30) being reviewed.

IV. Related Documents

  • Annual Performance Evaluation – Administrative Staff (HR form)
  • Self-Evaluation (HR form)
  • Annual Administrative Performance Evaluation Schedule (HR form)

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

VI. Definitions
Upon completion of the performance review process, supervisors shall assign one of the following performance ratings to AP employees. Each rating is defined below:

A. Consistently Exceeds Performance Expectations

  1. Demonstrates exceptional quality of work in all essential areas of responsibility.
  2. Always makes an exceptional or unique contribution in achievement of unit, department, and College objectives.

B. Frequently Exceeds Performance Expectations

  1. Always achieves performance expectations and frequently exceeds them.
  2. Demonstrates performance of a very high level of quality.
  3. Significantly contributes to the success of the services and projects they support.

C. Performance Expectations Fulfilled

  1. Consistently fulfills performance expectations and periodically may exceed them.
  2. Work is of high quality in all significant areas of responsibility.
  3. Any performance concerns are resolved through coaching, feedback, and self-initiative.

D. Inconsistently Fulfills Performance Expectations

  1. The employee’s work does not consistently meet the most basic job requirements of the position. While the employee may have performed acceptably in some areas, overall job performance needs to be improved.
  2. The supervisor may place the employee on a performance improvement plan.
  3. Failure to demonstrate improvement may result in additional action up to and including employment termination for cause.

E. Fails to Meet Performance Expectations

  1. The employee’s work is below the basic requirements and immediate and continued improvement is required.
  2. The supervisor shall place the employee on a performance improvement plan.
  3. Continued failure to show improvement may result in additional action up to and including employment termination for cause.

VII. Procedures
A. Roles and Responsibilities

  1. Employee
    • Assists supervisor with developing annual operational goals and professional development goals, and makes suggestions for revising goals as necessary during the performance year;
    • Has a clear understanding of supervisor’s expectations and requests clarification if necessary;
    • Manages own performance to achieve annual operational goals, bringing to supervisor’s attention circumstances that may affect their achievement;
    • Seeks performance feedback from supervisor during tri-annual performance reviews, or as needed;
    • Fully participates in performance discussions during tri-annual review meetings and during the annual performance evaluation meeting; and
    • Addresses aspects of performance identified as needing improvement.
  2. Supervisor
    • Seeks input from employee regarding individual annual operational goals and professional development goals;
    • Monitors employee performance during the performance year and communicates with employee on an ongoing basis about performance;
    • Holds interim discussions with each employee in the form of tri-annual reviews in November, January, and April about performance; documents the discussions when appropriate;
    • Addresses in a timely manner instances of poor performance or other significant performance issues;
    • If appropriate, seeks feedback concerning employee performance from internal and external sources, including external peers, team members, coworkers, stakeholders, or others;
    • Assists employees whose performance has been identified as needing improvement in one or more aspects to make the necessary improvement;
    • Prepares annual performance evaluations, ensuring that all significant performance issues are documented; and
    • Meets with employees individually to discuss their evaluations and development needs.
  3. Human Resources
    • Provide for the training needed to increase supervisors’ effectiveness in performance management and evaluation;
    • Ensure that all supervisors are knowledgeable about the processes and requirements of this policy and abide by it.
    • Support employees and their supervisors in the performance management process; and
    • Maintain up-to-date forms, files, and records.

B. Performance Planning

  1. Planning
    At the beginning of the performance cycle (July-September), the employee, with input from the supervisor, will develop an operational/performance plan that includes measurable, target goals for the year. Employees will also review their position description for accuracy. While based on the employee’s job duties as stipulated in the position description and the long-term master plan goals of the unit, operational/performance plan goals will reflect measurable goals for the coming year, including those that support the College’s strategic plan. The operational goals for the unit should be prioritized by the supervisor and entered into AchieveIt.While the plan will establish the goals, objectives, and performance necessary to achieve the satisfactory level, supervisors and employees are encouraged to discuss the opportunity and effort needed to achieve higher performance levels.Supervisors will finalize their unit’s operational/performance plans for the upcoming year within 90 days of the new performance year and will meet individually with each subordinate to discuss the final operational/performance plans and expectations.An operational/performance plan for new employees must be established within 30 days of their start date. For employees whose start date is after March 1 of a given performance year, a performance plan will be established for the next performance year.
  2. Methods and Documentation
    In accordance with guidance from the Director of Human Resources, the supervisor will inform the employee at the beginning of the operational/performance year of the primary methods or bases the supervisor will use in evaluating the employee’s performance for the upcoming year.

C. During the Performance Year
If during the performance year there are significant changes to the employee’s core responsibilities, the employee and supervisor will review the operational/performance plan and revise as needed. If the supervisor changes during the performance period, the departing supervisor will complete a written interim performance evaluation of the employee, unless the supervisor is departing less than 90 days following the employee’s most recent annual performance evaluation or tri-annual performance evaluation.

D. Performance Evaluation

  1. Schedule
    Employee performance shall be formally evaluated at the end of each performance year by the deadline established in the Performance Evaluation Schedule, which is maintained by the Director of Human Resources. Typically, the performance year is July 1 – June 30, but the Director may establish an alternate performance year if it is more suitable to the nature of the position. Employees who began work after March 1 of a performance year will not receive a formal performance evaluation for that performance year.
  2. Process and Documentation
    The performance evaluation should be completed using guidance from and forms provided by the Director of Human Resources.  In addition, the supervisor must provide the employee with an opportunity to complete a self-assessment based on his or her performance plan.The supervisor is responsible for ensuring consistent and appropriate application of the evaluation process and for ensuring that the documents are included in the employee’s official personnel file.The supervisor will give the employee a copy of the final performance evaluation prior to meeting individually with the employee to discuss it.Supervisors who rate an employee’s performance as Inconsistently Fulfills Performance Expectations must provide guidance and, where appropriate, training to improve performance. Supervisors will provide both the employee and the Director of the Human Resources with documentation of the guidance given and of the training to be completed.  The employee who is assigned such training shall provide the supervisor and the Director of Human Resources documentation of its completion.Supervisors who rate an employee’s performance as or Fails to Meet Performance Expectations must, in consultation with the Director of Human Resources, develop a performance improvement plan. The supervisor will re-evaluate the employee three months after the development of the performance improvement plan to determine whether performance has improved. Employees whose performance continues to be unsatisfactory at the end of the re-evaluation period are subject to termination for cause.  (See the Designation, Appointment, and Termination of Administrative and Professional Employees Policy)

E. Appealing Performance Evaluations
An employee who disagrees with his or her performance evaluation should discuss the issue with the supervisor and, within ten (10) business days of having received the evaluation, may request that it be reconsidered. The supervisor may decline to reconsider the evaluation, or may reconsider it and either affirm or revise the original evaluation; such action must be taken within ten (10) business days of the employee’s request for reconsideration.

Deadlines described above may be extended to accommodate vacations, absences, or other reasonable delays.


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Grievance Procedure for Administrative and Professional Employees

Responsibility for Maintenance: Director of Human Resources

(Approved by the William & Mary Board of Visitors February 5, 2016; updated by President Sydow January 11, 2017)

I. Policy Statement
It is the policy of the College to provide an environment where employees can raise and seek resolution to employment-related concerns and complaints, openly discussing them with supervisors without fear of intimidation or retaliation. The College promotes informal, timely, and efficient resolution of employment concerns and complaints by encouraging Administrative and Professional (AP) employees to discuss these matters and to address concerns as they are raised. The College also provides this process to ensure that complaints that rise to the level of a grievance are given thoughtful consideration and fair treatment.

The College does not tolerate any form of retaliation against an employee who has filed a grievance or assisted another employee who is filing a grievance. Employees will not be penalized or disciplined for raising employment-related concerns, complaints, or grievances in good faith, or for assisting another employee who is filing a grievance.

II. Reason for Policy
This policy establishes a process by which AP employees may have concerns or complaints related to their employment addressed.

III. Applicability of the Policy
This policy applies to the College’s AP employees and their supervisors. This policy does not apply to employment-related issues that are governed by other policies that provide a means of addressing violations, such as the Discrimination, Harassment, Sexual Misconduct, and Retaliation Policy.

IV. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

V. Definitions
“Grievance” means a complaint made by an employee about a decision, action, lack of action, or the application of a College policy that directly and adversely affects the work activity or professional well-being of the employee and which can be remedied by the College.

VII. Procedures

A. Informal Resolution
An employee who has an employment-related concern or complaint is encouraged to discuss it with his or her supervisor as soon as practicable, and in the spirit of problem solving.  If the employee’s immediate supervisor is the subject of or cause of the complaint, the employee may request a meeting with the immediate supervisor’s manager.  The employee should be mindful of the need for timely airing of the complaint as well as deadlines related to the filing of a grievance, should they become relevant.

Although informal resolution does not require documentation, employees are encouraged to consider the information requirements set out below, and provide the supervisor with the background and details needed to resolve the matter.

If no resolution is reached through informal channels, the employee may:  (1) ask the assistance of the Director of Human Resources to mediate a resolution; or (2) file a formal grievance.

B. Mediation
Mediation is an alternative for resolving employment-related issues.  Mediation is a voluntary process through which a neutral third party assists people in conflict to explore their differences and develop their own solutions to these issues. A decision to mediate does not prevent an employee from initiating a grievance. Where the parties have agreed to mediate, the time requirements of the grievance procedure may be extended by mutual agreement. The Director of Human Resources will coordinate the mediation.

C. Grievance Process
Exclusions:  Although many complaints can be handled under this policy, the following issues can be grieved through the process outlined below only to the extent the decision, action, or lack of action is arbitrary or capricious, or involves an alleged violation of College policy or applicable law:

  • Reorganization;
  • Reassignment of duties;
  • Non-renewal of contract;
  • Performance evaluation;
  • Denial of promotion;
  • Compensation matters or benefits;
  • The contents of established policies, rules, procedures, regulations, ordinance, and statutes;
  • Work activity accepted by an employee as a condition of employment or that reasonably may be expected to be a duty of the job; or
  • Relief of employees from duties during emergencies.

The following process is designed to provide a formal structure for handling a grievable complaint. AP employees and supervisors are encouraged to seek amicable resolution at any time during this process.

  1. Level One:  If the employee has a concern or complaint that qualifies as a grievance, and which was not or could not be resolved to his or her satisfaction through the informal process, the employee may submit a written statement of the grievance. The employee will submit the grievance to the supervisor or, if the supervisor is the subject of the grievance, to the supervisor’s manager. If informal resolution was used, the employee must submit the written grievance within ten business days of receiving the supervisor’s (or the supervisor’s manager’s) response. If informal resolution is not used, the written grievance should be filed no later than thirty days after the decision or action being grieved occurred or the employee becomes aware of the decision or action.
    • a. The employee will provide the following information in the written grievance:
      • i. The issue being grieved, including a clear statement of the facts upon which the complaint is based;
      •  ii. Any documentary or other evidence in the employee’s possession, and a list or description of requested records the employee believes pertinent to the grievance;
      • iii. An explanation of how the employee has been adversely affected;
      • iv. A copy of any pertinent College policies, contractual agreements, or other documents upon which the employee relies; and
      • v. A statement of the specific relief sought.This information will constitute the grievance file. Failure to submit this information may result in the complaint being found non-grievable.
    • b.  Within ten business days of receiving the grievance (except as provided below), the supervisor (or the supervisor’s manager, as appropriate) will provide the employee with a written response indicating either that:
      • i. The supervisor has determined that the grievance has no merit or is not grievable, and the relief sought is denied.  The supervisor will indicate the reasons for the determination; or
      • ii. The supervisor has determined that the grievance has merit, the relief to be granted (which may differ from the relief requested by the employee), and the reasons for this determination. If the relief is beyond the authority of the supervisor to provide, the supervisor will notify the employee that further administrative approvals are necessary, and will consult with the appropriate College officers or other parties. Additional time will be required in these instances. The supervisor, with input from the employee, will establish a reasonable time by which the relief granted is in place.If the written response of the supervisor (or the supervisor’s manager) is satisfactory to the employee, the employee will provide written notification to indicate conclusion of the grievance. If not, or if the relief granted is not provided by the established time, the employee may proceed to the next level. If the supervisor is the President, or if the grievance was against the supervisor and the President performed the role of the supervisor under the Level One process, the President’s decision on the grievance is final.
  2. Level Two:  If the employee is not satisfied with the resolution at Level One, and the President has not already decided the grievance, the employee may advance the grievance to the President. Using the original grievance form, the employee will describe his or her dissatisfaction with the Level One resolution, provide any new, relevant information the employee wants the President to consider, and forward it to the President along with the rest of the grievance file within ten business days of receiving the written response from the supervisor.The President will meet with the employee within ten business days following receipt of the grievance form. The President may request the employee’s supervisor to be present. The employee, similarly, may bring an observer of his or her choosing from among the College’s employees.The President may conclude that the issue is not grievable, which decision is final; or may make a determination on the merits. The President will communicate the decision in writing to the employee within ten business days of their meeting, except as provided below.  If the President makes a decision on the merits and decides in favor of the employee, the President will also indicate the relief to be provided, as well as a reasonable time for it to be provided. The decision of the President is final.
  3. Any deadline may be extended by the Director of Human Resources for reason of absence due to vacation, illness, business travel, or other reasonable cause.

Leave without Pay for Faculty, and for Administrative and Professional Employees

Responsibility for Maintenance: Director of Human Resources

(Approved by William & Mary Board of Visitors February 5, 2015; updated by President Sydow January 11, 2017)

I. Policy Statement
Provided that they meet their primary duties to the College, full-time Faculty and AP employees may apply for leave without pay, or negotiate reduced responsibility contracts to pursue other professional work or to run for and/or hold political office. Such leave is granted at the sole discretion of the President.

II. Reason for Policy
This policy describes the circumstances under which Faculty and AP employees may be permitted to take leave without pay or reduced-responsibility agreements.

III. Applicability of the Policy
This policy applies to full-time members of the teaching and research faculty (Faculty) and to Administrative and Professional (AP) employees.  Leave without pay for College classified employees is governed by the Commonwealth of Virginia Department of Human Resource Management Policy 4.45.

IV. Related Documents
DHRM Policy 4.45

V. Contacts
Human Resources
Director of Human Resources
(804)862-6100, ext. 6208
office.hr@rbc.edu

VI. Procedures
A. Submission of Request
Members of the Faculty or AP employees seeking to take leave without pay or reduced-responsibility agreements must present their request to the President, together with:

  1. A description of the reason for the leave, together with the precise dates proposed for the leave;
  2. If a reduced-responsibility agreement is proposed, a description of the partial work to be performed, and the percentage of work that will be performed.
  3. The recommendation of:
    • in the case of Faculty, the Dean of Faculty and Chief Academic Officer; or
    • in the case of AP employees, the supervisor of the employee.
    • The recommendation must describe how the work (or partial work) of the employee will be managed during the period of leave. The recommendation should describe any other proposed terms and conditions of such leave.
  4. If the proposal for managing the work of the employee during the period of leave will include strategies that will require the expenditure of funds in excess of the savings resulting from not paying the employee during the period of leave, a proposed budget identifying the source of additional funds.

B. Specific Terms and Conditions of Leave
If leave without pay or reduced responsibility leave is granted, the particular terms and conditions of the leave will be set forth in writing.

Recruitment and Selection for College Positions

Responsibility for Maintenance: Director of Human Resources

(The portions of this policy regarding administrative and professional staff were approved by the William & Mary Board of Visitors February 5, 2015; updated by President Sydow January 11, 2017)

I. Purpose:
To set forth policy and procedures to be used in the recruitment and selection of employees by the College, to increase college-wide awareness and effectiveness of the recruitment and selection process, to create uniformity in the selection practices, and to ensure compliance with all applicable federal and state regulations regarding employment matters.

II. Definitions:
Administrative, professional, and teaching faculty: full-time, faculty-ranked positions that are governed by Richard Bland College and its applicable policies, and which are not covered by the Virginia Personnel Act.

Applicant: an individual who has filed an application for a vacant position.

Candidate: an applicant who has been screened and invited for an interview.

Classified positions: positions listed in the Commonwealth’s Compensation Plan and governed by the Department of Human Resource Management (DHRM) and RBC, and which are covered by the Virginia Personnel Act.

Closing date: the end of the recruitment period if a fixed period of time is chosen as the recruitment option.

Committee chair: a person chosen to head an interviewing committee or a screening/interviewing committee.

Employment discrimination: the act of screening out, creating employment barriers, or denying employment or employment opportunities to an individual or group of individuals for non-merit reasons.

Hiring manager: the manager in an organizational unit.

Initial application review date: the initial date that applications will be considered when the open-until-filled recruitment option is used.

Selection committee: a group of persons appointed for the purpose of screening, interviewing, and recommending candidates for employment consideration.

Targeted recruitment: a recruitment strategy designed to attract and inform minority groups, veterans, and women about employment opportunities.

III.    Policy:

A. Richard Bland College is committed to the recruitment and selection of highly-competent persons for vacant positions at the College without discrimination. This shall be accomplished by applying fair and consistent employment practices in every aspect of the recruitment and selection process and by ensuring that these practices are consistent with confidentiality guidelines and federal, state, RBC, and DHRM policies and procedures.

B. The College’s recruitment and selection process shall be conducted in an efficient and effective manner in order to ensure that well-qualified and capable individuals are hired on a timely basis. Additionally, the implementation of the recruitment and selection process shall be designed to cause the least disruption to College programs and services.

C. The College does not discriminate with regard to race, color, religion, national origin, disability, political affiliation, sex, age, veteran status, sexual orientation, genetics, or other non-merit factors. However, the recruitment and selection process shall include aggressive Equal Employment Opportunity goals in order to ensure that a diversified work force is achieved that reflects the communities served by the College.

D. Consistent with the requirements of the Code of Virginia § 2.2-2903, a veteran’s military service shall be taken into consideration by the college during the selection process, provided that such veteran meets all the requirements for the available position. Consideration shall also be given to a veteran who has a service-connected disability rating fixed by the U.S. Department of Veterans Affairs (which rating can be 0-100%), a surviving spouse or child of a veteran killed in the line of duty, and a member of the National Guard, provided that such applicant meets all the requirements for the available position.

E. The College does not permit the lowering of bona fide job requirements, performance standards, or qualifications to give preference to any College employee or applicant for College employment. All reasonable means shall be utilized to attract qualified applicants for posted positions. Consequently, selection shall be based on the applicant’s knowledge, skills, abilities, and fitness for the vacant position.

F. The College’s recruitment and selection process includes a mechanism for qualified disabled applicants to request a reasonable accommodation so that he or she may participate in the selection process.

G. The College’s Office of Human Resources shall maintain the official recruitment file for each announced vacancy in accordance with established state guidelines. Additionally, all inquiries regarding completed recruitment efforts should be directed to the Office of Human Resources.

H. The College’s Office of Human Resources shall assign training regarding recruitment and selection through the Commonwealth of Virginia’s Knowledge Center. This training is mandatory for hiring managers and College employees who chair or serve on selection committees prior to involvement in the College’s recruitment and selection process. This training must be completed within one year of serving on a selection committee.

 

IV. Procedures:

A. Wage (Hourly) vacant positions

  1. Advertising is not required in order to fill wage (hourly) positions that will work under 20 hours per week. Upon approval to fill a new or vacant wage (hourly) position that will work under 20 hours per week, the hiring manager may fill the position from available sources. If one or more qualified applicants are not available, the hiring manager should consult with the Office of Human Resources to discuss alternative recruitment solutions.Upon selection of a candidate, the hiring manager should request initiation of on-boarding by submitting information on-line using the Wage/Student Assistant/and Adjunct Hire Request Form.
  2. Wage positions approved for 20 to 29 hours per week require recruitment. Approval is obtained via completion of a RBC Recruitment Request Form with attached current position description. Upon approval to fill a new or vacant wage (hourly) position that will work 20 to 29 hours per week, the hiring manager should forward the completed RBC Recruitment Request Form with attached current position description to Human Resources. Human Resources will post the position to the Commonwealth’s Recruitment Management System (RMS) as “Open to the General Public,” and the position will be listed for a minimum of five (5) workdays. However, the typical time period selected for classified wage vacancies of this type is ten (10) workdays.
  3. Upon publishing the advertisement to RMS, Human Resources will provide to hiring managers for committee use:

a. RMS User Credentials to view on-line applications;

b. Screening criteria log; and

c. RBC Search Committee Screening/Interview Checklist

  1. A committee and committee chair will be named. Ordinarily, the supervisor of the wage position will serve as chair. At least two other committee members will be named. The names of the selected committee members will be communicated in writing to the Dean of Finance and Administration, who will approve the committee members before interviews are conducted and ensure that required training has been completed. Other criteria for the committee composition are as follows:
  • At least three (3) persons shall be on the committee.
  • One individual must have expertise in, or be knowledgeable regarding, the job-specific field.
  • Each person on the committee must be higher than, or as close to, the pay band as the vacant position as possible.
  • The committee shall have male and female representation.
  • Committee members must complete appropriate training in the Knowledge Center every 12 months.
  1. Committees shall conduct a full screening of all of the applications received using the minimum required qualifications and veteran status. Applicants who meet all of the minimum qualifications will be interviewed. However, if the number of minimally-qualified applicants is too large to be accommodated by the interview process, then preferred criteria may be used. If there are at least three (3) minimally-qualified applicants who meet the preferred criteria, then the applicants with the highest rating score will be interviewed. If there are less than three (3) applicants who meet the preferred criteria, then these applicants will be offered an interview.
  1. The completed Criteria and Screening sheet will be provided to Human Resources prior to scheduled interviews.

The interview process

  • Upon approval of the completed Criteria and Screening sheet by Human Resources, the hiring manager or designee will immediately determine the interview schedule, contact the applicants for interview, and review the following documents, which will be provided by Human Resources:
  • Interview Evaluation Worksheet
  • ADA General Information
  • EEO Statement for Search and Screening Committees
  • Wage position description
  • Job announcement
  • RBC Interview/Applicant Summary
  • Telephone Reference Check Form
  • Human Resources approved interview questions
  1. The committee chair will ensure that the selected applicants are promptly contacted via telephone and scheduled for an interview. The College is not required to offer an alternative interview date/time if an applicant is unable to select from the initial interview dates/times offered. The committee chair/designee should make two (2) attempts to contact the applicant for an interview. If the committee chair/designee is unable to schedule the interview, he/she must ensure that these attempts are properly documented (using dates and times attempted).
  1. The interview committee will conduct the structured interviews for the invited candidates using the Human Resources approved questions. The committee chair should structure the actual interviews in the same manner for each candidate. The interviewer(s) may ask additional questions in response to any statements or questions from the candidate or to clarify information indicated on the application submitted. Additionally, the committee should:
  • conduct each interview within the same amount of time;
  • introduce the members of the screening/interview committee;
  • give a brief overview of the college and the vacant position;
  • use the same list of Human Resources approved questions to interview each applicant;
  • give each candidate the opportunity to ask questions of the committee; and
  • have each candidate sign their application.
  1. Each interviewer or committee member will briefly summarize the candidate’s interview responses on the Interview Evaluation Worksheet and rate each response. Additionally, each interviewer will indicate the overall interview rating and recommendation for each candidate. Interviewers shall make all comments and notations regarding the candidate’s interview process directly on the forms provided, which shall be submitted to Human Resources with the completed applicant recruitment package.
  1. Based on the outcome of the submitted application and personal interview, the committee chair (with input from the committee members) completes the Interview/Applicant Summary. Based on this assessment, the committee documents the recommendation for the top candidate(s) for further consideration and/or approval of the President.
  1. The committee chair, using the Reference Check Form, conducts reference checks for the top candidate or for all of the candidates recommended. It is preferred that at least two former supervisory checks be made for each candidate. If two supervisory references are unattainable, at least one (1) former supervisory reference and one (1) character reference should be obtained. Upon completion of the reference-check process, the committee chair will forward the recommended candidate(s) name and application(s) to the President’s office for approval and/or to schedule a final interview.
  1. Upon completion of review and/or the final interview, the President’s Office will contact the hiring manager and Human Resources to give approval or disapproval of the selected candidate. If approved, the hiring manager should request initiation of the background check and on-boarding by Human Resources.

B. Adjunct faculty vacant positions

  1. Advertising is not required in order to fill adjunct faculty positions.
  1. The academic offices will maintain a file of qualified applications from unsolicited, walk-in, or other sources for a period of two years from date of receipt. Adjunct faculty vacancies may be chosen from these sources or from other sources.
  1. If a qualified applicant pool is unavailable and the hiring manager seeks to fill the position via the recruitment process, the hiring manager shall develop the adjunct job advertisement for the particular teaching field needed and obtain approval from the Dean of Faculty and Chief Academic Officer with concurrence from the RBC President.
  1. Upon approval from the Dean of Faculty and Chief Academic Officer, the hiring manager shall consult with the Office of Human Resources to discuss alternative recruitment solutions.
  1. Upon receipt of one or more qualified applicant folders, the Dean of Faculty and Chief Academic Officer or designee will review the application folder(s) based on job requirements and veteran status, invite applicant(s) for an interview, conduct interview(s), check references, and make a hiring decision.

C. Classified staff vacant positions

  1. In accordance with the Department of Human Resource Management’s (DHRM) policies and procedures, when a vacancy occurs, the Office of Human Resources will review the status of former College employees who may be eligible for re-hire due to layoff or current employees who may be eligible for reinstatement due to certain types of leaves of absence. The Office of Human Resources will advise the hiring manager of this review in order to determine the next appropriate course of action.
  1. Upon approval to fill a new or vacant classified position via a completed RBC Recruitment Request Form with attached current Employee Work Profile (EWP), the Office of Human Resources and the hiring manager will discuss recruitment options, including targeted recruitment efforts. Based on these discussions, the Office of Human Resources will develop the job announcement and the newspaper advertisement (if applicable) from the current EWP. Note, if the EWP is not current, or has changed significantly, the hiring manager will be responsible for revising the EWP and providing it to the Office of Human Resources for classification review and determination of proper role title and working title. The hiring manager will approve the final written advertisement.
  1. Positions may be filled without posting in the following instances with the approval of the RBC President:
  • inter-agency (within RBC) transfers and demotions in lieu of termination or layoff
  • management-initiated voluntary transfers and voluntary demotions
  • employee-initiated voluntary transfer (within the same work unit with no change in supervisor) and voluntary demotions
  • when the same type of position (with the same duties) becomes vacant within ninety (90) days of the closing date of the recruited position
  1. Job announcements may be limited to RBC’s current employees (including classified, wage (hourly), full-time, and adjunct faculty) to provide employee-initiated voluntary transfers and promotional and career opportunities, as determined by the appropriate Dean, Director of Human Resources, and the President. The decision to limit the opening should be made in consideration of the College’s EEO objectives, availability of qualified applicants, and other factors determined to be consistent with the College’s and the Commonwealth’s policies. If this option is chosen, the job announcement will be listed in the state’s Recruitment Management System (RMS) as an “Agency-only” recruitment for a minimum of five (5) workdays. Additionally, the job announcement will be posted to the College’s webpage and communicated to the College at large.
  1. The hiring manager and the Office of Human Resources may elect to simultaneously seek qualified applicants from the current state employee population, the general public, and the RBC community. If this option is chosen, the job announcement will be listed in the state’s Recruitment Management System (RMS) as “Open to the General Public” and will be listed for a minimum of five (5) workdays. However, the typical time period selected for classified vacancies of this type is ten (10) working days. Additionally, if this option is selected, the hiring department may opt to increase recruitment efforts by advertising in local newspapers, diversity recruit publications, and internet sources (no charge to the College), etc., as determined by the hiring manager and the Director of Human Resources. Lastly, other specialized recruitment efforts can also be coordinated.
  1. Upon publishing the advertisement to RMS, Human Resources will provide to hiring managers for committee use:
  • RMS User Credentials to view on-line applications;
  • Screening criteria log; and
  • RBC Search Committee Screening/Interview Checklist
  1. In accordance with DHRM Policy 1.30, Layoff, the Office of Human Resources will review each applicant pool for determination of eligible candidates with preferential employment rights. If the applicant pool consists of one or more state employees holding a “yellow card” or a “blue card,” the committee is notified in writing and should confer with the Director of Human Resources for further handling of the recruitment effort.
  1. The committee composition and approvals must be completed utilizing the same requirements in section A.4. above.

Committee tasks

  1. Prior to scheduled interviews, the committee chair shall submit interview questions to the Director of Human Resources for review and approval.
  1. Committees shall conduct a full screening of all of the applications received using the minimum required qualifications and veteran status. Applicants who meet all of the minimum qualifications will be interviewed. However, if the number of minimally-qualified applicants is too large to be accommodated by the interview process, then preferred criteria may be used. If there are at least five (5) minimally-qualified applicants who meet the preferred criteria, then the applicants with the highest scores will be interviewed. If there are less than five (5) applicants who meet the preferred criteria, then these applicants will be offered an interview.
  1. The completed Criteria and Screening sheet will be provided to Human Resources prior to scheduled interviews.

The interview process

  1. Upon approval of the completed Criteria and Screening sheet by Human Resources, the hiring manager or designee will immediately determine the interview schedule, contact the applicants for interview, and review the following documents, which will be provided by Human Resources:
  • Interview Evaluation Worksheet
  • ADA General Information
  • EEO Statement for Search and Screening Committees
  • Employee Work Profile (EWP)
  • Job announcement
  • RBC Interview/Applicant Summary
  • Telephone Reference Check Form
  • Human Resources-approved interview questions
  1. The committee chair will ensure that the selected applicants are promptly contacted via telephone and scheduled for an interview. The College is not required to offer an alternative interview date/time if an applicant is unable to select from the initial interview dates/times offered. The committee chair/designee shall make three (3) attempts to contact the applicant for an interview; one of these attempts should be made outside of normal work hours. If the committee chair/designee is unable to schedule the interview, he/she must ensure that these attempts are properly documented (using dates and times attempted).
  1. The interview committee will conduct the structured interviews for the invited candidates using the Human Resources approved questions. The committee chair shall structure the actual interviews in the same manner for each candidate. The interviewer(s) may ask additional questions in response to any statements or questions from the candidate or to clarify information indicated on the application submitted. Additionally, the committee should:
  • conduct each interview within the same amount of time;
  • introduce the members of the screening/interview committee;
  • give a brief overview of the College and the vacant position;
  • use the same list of Human Resources-approved questions to interview each applicant;
  • give each candidate the opportunity to ask questions of the committee; and
  • have each candidate sign their application.
  1. Each interviewer or committee member will briefly summarize the candidate’s interview responses on the Interview Evaluation Worksheet and rate each response. Additionally, each interviewer will indicate the overall interview rating and recommendation for each candidate. Interviewers shall make all comments and notations regarding the candidate’s interview process directly on the forms provided, which shall be submitted to Human Resources with the completed applicant recruitment package.
  1. Based on the outcome of the submitted application (and resume), and personal interview, the committee chair (with input from the committee members) completes the Interview/Applicant Summary. Based on this assessment, the committee documents the recommendation for the top candidate(s) for further consideration and/or approval of the President.
  1. The committee chair, using the Reference Check Form, conducts reference checks for the top candidate or for all of the candidates recommended. It is preferred that at least two former supervisory checks be made for each candidate. If two supervisory references are unattainable, at least one (1) former supervisory reference and one (1) character reference should be obtained. Upon completion of the reference-check process, the committee chair will forward the recommended candidate(s) name and application(s) to the President’s office with a memorandum summarizing at a minimum the following:
  • the list of committee members
  • number of applicants interviewed
  • strengths and weaknesses of each candidate interviewed
  1. After reviewing the memorandum, the President will contact the Director of Human Resources to give approval or disapproval of the selected candidate. If approved, the Director of Human Resources will immediately confer with the hiring manager to initiate the starting pay or promotion request utilizing the Pay Action Worksheet and initiate a background check.
  1. Upon completion of the starting pay or promotion request, the hiring manager shall extend the job offer to the selected candidate and determine the new employee’s starting date utilizing the pay period begin dates of the 10th or the 25th of the month.
  1. The hiring manager shall send the confirmation of acceptance of the job offer, starting salary, and first day of employment to the Director of Human Resources via e-mail. Human Resources will then initiate the onboarding of the new employee.

D. Administrative, professional, and teaching faculty vacant positions

  1. In accordance with RBC policies and procedures, when a vacancy occurs, the Office of Human Resources will review the status of former College employees who may be eligible for re-hire due to layoff or current employees who may be eligible for reinstatement due to certain types of leaves of absence. The Office of Human Resources will advise the hiring manager of this review in order to determine the next appropriate course of action.
  1. Upon approval to fill a new or vacant faculty rank position via a completed RBC Recruitment Request Form, the Office of Human Resources and the hiring manager will discuss recruitment options, including targeted recruitment efforts. Based on these discussions, the Office of Human Resources will develop the job announcement and the newspaper advertisement from the current position description or teaching faculty requirements. (Note: Position descriptions are not required for teaching faculty positions.) If the position description is not current, or has changed significantly, the hiring manager will be responsible for revising the position description and providing it to the Office of Human Resources for classification review and determination of proper position title. The hiring manager will approve the final written advertisement.
  2. Positions may be filled without posting in the following instances:
  • Transfers and demotions in lieu of termination or layoff,
  • RBC or other Virginia institutions of higher education lateral transfers,
  • When the same type of position (with the same duties) becomes vacant within ninety (90) days of the closing date of the recruited position.
  • Uniquely Qualified Professional: Appoint a professional who would enhance the organization because of a unique set of professional skills that are rarely duplicated, or that meet particular special needs of the College.
  • Urgent/Emergency Appointment: Temporary appointment (less than 90 days) of a qualified individual due to a critical timing issue, such as the illness, injury, or sudden death of a faculty or staff member, an inopportune resignation that created a vacancy— i.e. beginning of semester—, or similar unanticipated needs.
  1. Job announcements for full-time administrative, professional, and teaching faculty positions will be advertised at a minimum in the Commonwealth’s Recruitment Management System (RMS) and on the College’s website for a minimum of thirty (30) days. Longer recruitment periods may be utilized for specialized or difficult-to-fill positions.
  1. The Office of Human Resources may provide distribution of College job announcements for faculty-ranked positions to other national and local professional organizations, other Virginia colleges and universities, local civic and social organizations, area high schools and middle schools, local city and county governments, internet sources (no charge to the college), etc., as determined by the hiring manager and the Director of Human Resources. Other specialized recruitment efforts will also be coordinated at this time.
  1. Exceptions may be granted to the normal search process for the following positions, hiring opportunities, and circumstances with the President’s approval: distinguished faculty, a uniquely qualified professional, reorganization, temporary positions, diversity, urgent/emergency appointment, classified position changed to faculty, and funding change. It is anticipated that this policy will be used less than five (5) percent of the time, since it recognizes that in rare circumstances there are organizational needs that outweigh the inherent fairness of normal, open, and competitive searches. Each request will be rigorously scrutinized to ensure that a compelling organizational need for an exception is evident.
  1. Upon publishing the advertisement to RMS, Human Resources shall provide to hiring managers for committee use:
  • RMS User Credentials to view on-line applications;
  • Screening criteria log; and
  • RBC Search Committee Screening/Interview Checklist

Prior to the initial application review date/closing date

  1. The hiring manager will name a screening/interview committee. The hiring manager may serve as the committee chair or name a committee chair to act on their behalf for the respective vacancy. Other criteria for the committee composition are as follows:
  • The committee must consist of a minimum of four (4) persons.
  • Two individuals must have expertise in, or be knowledgeable regarding, the job-specific field.
  • One individual must be from another discipline/department.
  • Each person on the committee must hold professional or faculty rank (exception may be allowed for special expertise in the field or for constituency group representation).
  • The committee should have male and female representation.
  • Committee members must complete appropriate training in the Knowledge Center every 12 months.
  1. The names of the selected committee members will be communicated in writing to the Dean of Finance and Administration, who will approve the committee members before interviews are conducted and ensure required training has been completed.

Committee tasks

  1. Prior to scheduled interviews, the committee chair will submit interview questions to the Director of Human Resources for review and approval.
  1. Candidates for teaching faculty vacancies are required to perform a teaching/ presentation demonstration during the interview process. For administrative and professional faculty vacancies, the demonstration of ability (i.e., work sample, writing sample, presentation, forum, portfolios of work, situational analyses, role-playing, or other practical skills assessments) is optional. However, demonstrations of this type are encouraged as long as all demonstrations are fair, equitable, non-discriminatory, and are requested of all candidates. If a demonstration of ability is added, a description of the demonstration and an evaluation/rating form must be provided to Human Resources.
  1. Within five (5) workdays after the vacant position’s initial application review date, the college’s recruitment coordinator will provide the following to the committee chair:
  • Interview Evaluation Worksheet
  • ADA General Information
  • EEO Statement for Search and Screening Committees
  • Position Description (not required for teaching faculty positions)
  • Job announcement
  • RBC Interview/Applicant Summary
  • Telephone Reference Check Form
  • Human Resources-approved interview questions
  • Teaching/Presentation Evaluation Rating Form
  1. The committee chair and each member of the screening/interview committee will independently screen each applicant folder using the minimum qualifications and veteran status with the grid provided. The committee chair and each committee member will rate each applicant folder individually. Upon completion of this task, the committee members will meet to discuss the screening ratings given and jointly provide an overall rating for each candidate. All candidates who meet the minimum qualifications will be interviewed. The hiring manager and the committee chair may request to re-advertise the position if there are less than five (5) minimally-qualified applicants available to be interviewed. However, in some cases, fewer than five (5) qualified applicants may be considered adequate; in these instances, the hiring manager will contact the Director of Human Resources for further direction.
  1. If the number of applicants who meet the minimum qualifications established for the position is too large to be accommodated by the interview process, the screening/interview committee will conduct a second applicant folder screening using the preferred qualifications listed. A minimum of five (5) applicants meeting the requirements for the preferred qualifications will be selected for interview, if the second screening process is utilized. If a minimum of five (5) applicants cannot be obtained from the preferred qualifications, the screening/interview committee will interview those applicants meeting the highest number of minimum qualifications.

The interview process

  1. The committee chair will ensure that the selected applicants are promptly contacted via telephone and scheduled for an interview. Additionally, the committee chair will ensure that a follow-up letter/email to interview candidate is sent to each applicant that agrees to participate in the interview process. This letter confirms all of the logistics of the interview and also confirms the description of the teaching/presentation demonstration. Committees are not required to offer an alternative interview date/time if an applicant is unable to select from the initial interview date/times offered. Committees are required to make three (3) attempts to contact the applicant for an interview; one of these attempts must be made outside of normal work hours. If the committee is unable to schedule the interview, the chair must ensure that these attempts are properly documented (using dates and times attempted).
  1. Telephone interviews are not permitted for faculty-rank positions; however, video-conference interviews may be conducted.
  1. Upon request from the candidate, the President may approve reimbursable expenses for out-of-state travel for interviews for positions at the dean’s level or above. Reimbursable expenses are limited to $1,000 per candidate. Reimbursable amounts above the per recruitment guideline must be approved by the President. Additionally, individual reimbursable expenses are governed by the Commonwealth’s travel guidelines.
  1. The screening/interview committee will conduct the structured interviews for the invited candidates using the Human Resources-approved items as listed in Section D, Item 12, above. The committee chair should structure the actual interviews in the same manner for each candidate. The interviewer(s) may ask additional questions in response to any statements or questions from the candidate or to clarify information indicated on the application submitted. Additionally, the committee should:
  • conduct each interview within the same amount of time;
  • introduce the members of the screening/interview committee;
  • give a brief overview of the College and the vacant position;
  • use the same list of Human Resources-approved questions to interview each applicant;
  • provide each applicant with the same opportunity to conduct their teaching/presentation demonstration (if applicable);
  • give each candidate the opportunity to ask questions of the committee; and
  • have each candidate sign their application.
  1. Each interviewer or committee member will briefly summarize the candidate’s interview responses on the Interview Evaluation Worksheet and rate each response. Each committee member will also evaluate the applicant’s teaching/presentation demonstration (if applicable) and record the rating for this exercise on the form(s) provided. Additionally, each interviewer will indicate the overall interview rating and recommendation for each candidate. Interviewers shall make all comments and notations regarding the candidate’s interview process directly on the forms provided, which shall be submitted to Human Resources with the completed applicant recruitment package.
  1. Based on the outcome of the submitted application documentation (state application, resume or curriculum vitae, letters of reference, and transcripts), personal interview, and applicant teaching/presentation demonstration (if applicable), the committee chair (with input from the committee members) shall complete the Interview/Applicant Summary. Based on this assessment, the committee documents the recommendation for the top candidate(s) for further consideration and/or approval of the President.
  1. The committee chair, using the Reference Check Form, shall conduct reference checks for the top candidate or for all of the candidates recommended. It is preferred that at least two former supervisory checks be made for each candidate. If two supervisory references are unattainable, at least one (1) former supervisory reference and one (1) character reference should be obtained. Upon completion of the reference-check process, the committee chair will forward the recommended candidate(s) name and application(s) to the President with a memorandum summarizing at a minimum the following:
  • the list of committee members
  • number of applicants interviewed
  • strengths and weaknesses of each candidate interviewed
  1. The President will contact the Director of Human Resources to give approval or disapproval of the selected candidate. If approved, the Director of Human Resources immediately shall confer with the hiring manager to initiate the starting pay or promotion request and shall initiate a background check.
  1. Upon completion of the starting pay or promotion request, the hiring manager extends the job offer to the selected candidate and determines the new employee’s starting date utilizing either the normal contract begin dates or, if outside of the contract cycle, the pay period begin dates of the 10th or the 25th of the month.
  1. The hiring manager sends the confirmation of acceptance of the job offer, starting salary, and first day of employment to the Director of Human Resources via e-mail. Human Resources will then initiate the onboarding of the new employee.

E. Human Resources briefing

Upon receipt of a candidate’s acceptance of an offer, the Office of Human Resources will schedule the new full-time employee to attend the next Human Resources briefing session. The session will provide the new employee with payroll and benefits processing information and related forms, and provide information regarding employment policies.


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Information Technology Policies

Acceptable Use of Information Technology Resources

Responsibility for Maintenance: Chief Information, Strategy, and Innovation Officer

I. Policy Statement 

Administrative data, third party proprietary information, and College information systems are critical business assets. Misuse or damage of administrative data, third party proprietary information, or College information systems may be as costly to the College as misuse or damage of physical property. College employees are responsible for the protection and proper use of College administrative data, third party proprietary information, and information systems according to the policy provisions set forth below.

II. Reason for Policy

Richard Bland College considers information technology as a critical enabler in meeting its mission and has made significant investments in information technology assets and capabilities. Compliance with this policy contributes to the availability, protection, and appropriate use of the information technology resources of Richard Bland College.

III. Applicability of the Policy

This policy applies to all College employees and other persons that access, manage, and/or utilize Richard Bland College information technology resources.

IV. Definitions

None

V. Contacts 

Information and Technology Services
Chief Information, Strategy, and Innovation Officer
(804) 862-6237
office.its@rbc.edu

VI. Definitions  

Information technology resources include any of the following that are owned or supplied by Richard Bland College: usernames or computer accounts, hardware, software, mobile devices, audio visual equipment, communication networks and devices connected thereto, electronic storage media, and related documentation in all forms. Also included are data files resident on hardware or media owned or supplied by Richard Bland College regardless of their size, source, author, or type of recording media, including e-mail messages, document repositories, system logs, web pages, and software. 

VII. Procedures

  1. Restricted College administrative data and third-party proprietary information (e.g., licensed software and designated portions of vendor contracts) in the custody of College staff members shall be used only for official College business and as necessary for the performance of assigned duties. Restricted College information includes student records that are confidential under the Family Educational Rights and Privacy Act (FERPA), personnel records, and other data to which limited access is subject to prior administrative approval.
  2. College administrative data or third-party proprietary information shall not be altered or changed in any way except as authorized in the appropriate performance of assigned duties.
  3. College administrative data or third-party proprietary information shall not be divulged to anyone unless their relationship with the College as an employee, customer, vendor, or contracted temporary employee warrants disclosure and disclosure is authorized by College policy or required by law.
  4. Unless publicly available, College administrative data shall only be accessed by staff members who are specifically authorized to do so.
  5. College information systems shall not be used for personal economic benefit or for political advocacy. Occasional use (e.g., email, web) of College information systems for personal use is acceptable if it does not interfere with a staff member’s job performance.
  6. Any user IDs and passwords assigned to a staff member shall be used only by that staff member and shall not be divulged to persons not authorized by the College.
  7. The College strictly prohibits illegal use of copyrighted software and materials, the storage of such software and materials on College information systems, and the transmission of such software and materials over Richard Bland College network facilities.
  8. The College is providing staff members with access to shared resources. Staff members shall not knowingly engage in any activity harmful to the College’s information systems, administrative data, or third-party proprietary information. (e.g., creating or propagating viruses, overloading networks with excessive data, instituting or promulgating chain letters, or instigating unauthorized mass postings of any type).
  9. Richard Bland College information systems shall not be used to engage in any activity prohibited by College policies, or by state or federal law.
  10. College staff members shall not circumvent or subvert any College system or network security measures. They shall not use College email services to harass or intimidate another person. They shall not send email using or impersonating someone else’s user ID or password.
  11. The College does not routinely inspect, monitor, or disclose electronic mail. However, Richard Bland College may access electronic messages, documents, and other information for purposes including, but not limited to:
    1. Satisfying the requirements of the Freedom of Information Act or other laws or regulations;
    2. Allowing institutional officials to fulfill their responsibilities when acting in their assigned capacities;
    3. Protecting the integrity of the institution’s information technology resources and the rights and other property of the institution;
    4. Allowing system administrators to perform routine maintenance and operations and security reviews, and respond to emergency situations; or
    5. Protecting the rights of individuals working in collaborative situations where information and files are shared;
  12. The College will investigate and may pursue appropriate internal or external civil or criminal proceedings when misuse of College administrative data, third party proprietary information, or College computing resources is suspected.
  13. Failure to comply with any of the above stated policies may result in an RBC employee being disciplined or terminated from his or her position, in accordance with general employment policies and procedures that apply to respective categories of employees.

Additional Background, Related Policies, and other References

In addition to the general principles set forth in this policy statement, the use of information technology resources may be affected by a number of other legal requirements and ethical principles. While it is not possible to list all potentially applicable laws and regulations, the following are particularly likely to have implications for the use of RBC information technology resources:

  • The federal Family Educational Rights and Privacy Act (FERPA) – restricts access to personally identifiable information from students’ education records.
  • United States Code, Title 18, § 1030: Fraud and Related Activity in Connection with Computers – Federal law specifically pertaining to computer crimes. Among other stipulations, prohibits unauthorized and fraudulent access to information resources.
  • Computer Fraud and Abuse Act of 1986 (Part of 18 U.S.C. § 1030) – Makes it a crime to access a computer to obtain restricted information without authorization; to alter, damage, or destroy information on a government computer; and to traffic in passwords or similar information used to gain unauthorized access to a government computer. 8. The Computer Abuse Amendments Act of 1994 (Part of 18 U.S.C. § 1030) – Expands the Computer Fraud and Abuse Act of 1986 to address the transmission of viruses and other harmful code.
  • Freedom of Information Act
  • Federal Copyright Law – Recognizes that all intellectual works are automatically covered by copyright. The owner of a copyright holds the exclusive right to reproduce and distribute the work.
  • Code of Virginia, 2.2-2827: Restrictions on state employee access to information infrastructure
  • DHRM Policy 1.75, Use of Electronic Communications and Social Media and Standards of Conduct Policy 1.60
  • Digital Millennium Copyright Act – Signed into law on October 20, 1998, as Public Law 105-304. Created to address the digitally networked environment, the DMCA implements the WIPO Internet Treaties; establishes safe harbors for online service providers; permits temporary copies of programs during the performance of computer maintenance; and makes miscellaneous amendments to the Copyright Act, including amendments that facilitate Internet broadcasting.
  • Electronic Communications Privacy Act of 1986 – Prohibits the interception or disclosure of electronic communication and defines those situations in which disclosure is legal.
  • Computer Software Rental Amendments Act of 1990 – Deals with the unauthorized rental, lease, or lending of copyrighted software.
  • Health Insurance Portability and Accountability Act – Public Law 104-191, August 21, 1996. The final standards were published in February, 2003 and emphasize security management principles and broad management controls as primary vehicles for protecting patient health information.
  • Federal Information Security Management Act of 2002 (FISMA), 44 U.S.C. § 3541, Public Law 107-296. Provides a framework for ensuring the effectiveness of information security controls over information resources that support federal operations and assets.

Students, faculty, and staff are responsible for understanding and complying with these and all other applicable policies, regulations, and laws in connection with their use of RBC’s information technology resources.


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Employee Computing and Communications Networks Usage

Responsibility for Maintenance: Chief Information, Strategy, and Innovation Officer

I. Policy Statement 

Computer and communications network resources of the College are provided to support and enhance the educational objectives of the College.

Computing Resources

  • Computers are restricted to student and employee use.
  • Access to computer and network resources is restricted to authorized individuals as defined by the appropriate organizational unit.
  • Accounts and passwords, when required, are assigned to specific individuals and may not, unless properly authorized by ITS, be shared with, or used by, other persons within or outside the College.
  • Bandwidth-intensive or disruptive activities that access the campus network or the on-campus Internet connection may be prohibited or blocked in computer labs, classrooms, and public areas when they consume scarce resources or otherwise disrupt operations.
  • Limited personal use of the College’s computer and network resources for other purposes is permitted when it does not interfere with the performance of the user’s job or other College responsibilities, and otherwise is in accordance with this policy. However, College-related uses take priority over personal uses when resources are inadequate to meet both demands. Further limits may be imposed upon personal use in accordance with accepted management principles and in accordance with all applicable laws and regulations.

RBC Email for Official Communications

  • All College employees are required to use RBC email accounts when conducting business via email on behalf of the College.
  • When sending email communications to students, faculty and staff must use official student college email accounts (rbc.edu).
  • Confidential or private information should not be sent via email.

In addition, the following activities are specifically prohibited:

  • Transmitting unsolicited messages that contain obscene, indecent, lewd or lascivious material, or other material that explicitly or implicitly depicts, encourages, or solicits illegal or indecent sexual conduct;
  • Transmitting unsolicited messages that contain profane language or that pander to bigotry, sexism, or other forms of discrimination;
  • Transmitting unsolicited messages that constitute harassment or threats;
  • Communicating any information concerning any password, identifying code, personal identification number, or other confidential information without the permission of the controlling authority of the computer facility to which it belongs;
  • Gaining or attempting to gain unauthorized access to, or making unauthorized use of, a computer facility or software. This includes creating, copying, modifying, executing, or retransmitting any computer program or instructions with the intent to gain unauthorized access to, or make unauthorized use, of a computer facility or software.
  • Creating, copying, modifying, executing, or retransmitting any computer program or instructions intended to obscure the true identity of the sender of electronic mail or electronic messages, collectively referred to as “messages,” including, but not limited to, forgery of messages and/or alteration of system and/or user data used to identify the sender of messages;
  • Accessing or intentionally destroying software in a computer facility without the permission of the owner of such software or the controlling authority of the facility;
  • Making unauthorized copies of licensed software;
  • Communicating any credit card number or other financial account number, or any social security number without the permission of its owner;
  • Effecting or receiving unauthorized electronic transfer of funds;
  • Using College information systems for commercial gain;
  • Using the computer facilities in a manner inconsistent with the College’s license agreements or contractual obligations to suppliers or with any published policy;
  • Illegally using copyrighted software and materials, storing such materials on College information systems, or transmitting such materials over Richard Bland College network facilities;
  • Knowingly engaging in any activity harmful to the information systems (e.g., creating or propagating viruses, overloading networks with excessive data, instituting or promulgating chain letters, or instigating unauthorized mass postings of any type);
  • Circumventing or subverting any system or network security measures.
  • Using college computing devices or communications networks in the violation of any laws or participating in the commission or furtherance of any crime or other unlawful or improper purpose;

Policy Violation Response

Enforcement and application of these policies shall normally be handled by Information Technology Services personnel in conjunction with the Director of Human Resources and/or other appropriate College officials. In addition, cases may be referred to the Department of Campus Safety and Police.

Guidelines for Attempted Violations

The following guidelines will be used when employees are accused of violating computer policies:

  • An attempt to violate policy will be considered the same as an actual policy violation.
  • An “attempt” is any act beyond mere preparation carried out with the intent to engage in conduct that is in violation of policies. 

Disciplinary Actions

Depending on the nature and severity of the violation, the College may take one or more of the disciplinary actions listed below. The College may also temporarily deny access to the server and/or may refer the case to the Department of Campus Safety and Police for further disposition.

  1. Written warning.
  2. Restitution for damages.
  3. Loss of computer privileges for a period of time specified by college officials.
  4. Dismissal from employment.
  5. Other sanctions as deemed appropriate by College officials.
  6. Referral to the judicial system: This could include local, state, or federal authorities, as determined by the RBC Department of Campus Safety and Police.

Privacy and Data Searches

Communications, data, and information initiated by College employees using College systems are the property of the College. The College may monitor, inspect, or search electronic activities, data files, and communications of employees.

Electronic information and data transmitted by employees using College systems or communications networks or kept on College servers or systems may be searched by College authorities for violation of College rules and regulations if there is a reason to believe that an employee is using the College’s computer resources in a manner that violates rules or regulations and written authorization has been issued and signed by the Director of Human Resources and the Chief Information, Strategy, and Innovation Officer, the Director of Information and Technology Services. Such written authorization shall state the source of the information, the violation, the material to be searched, and the name(s) of the person(s) authorized to conduct the search. The foregoing does not apply to searches conducted by local or Campus Police or other authorized law enforcement agencies. All such law enforcement searches are governed by state law.

In addition, electronic records may be searched in order to respond to requests for records under the Virginia Freedom of Information Act, or in order to perform or respond to an investigation by an authorized official or agency, or in the course of litigation (e.g., responding to a subpoena).

II. Reason for Policy

Richard Bland College provides both wired and wireless network access to its students, staff, and faculty in classrooms, offices, and common areas. The purpose of this policy is to govern the rights and responsibilities of employee use of College computing devices and electronic communications (1) on school networks, (2) using school-provided email accounts or other applications such as the course management system, and (3) using school-provided technology such as computers, tablets, and phones.

III. Applicability of the Policy

This policy applies to all Richard Bland College employees and official College computing devices and communications networks.

IV. Related Documents

Copyright policy
Policy on Records Retention

V. Contacts 

ITS
Chief Information, Strategy, and Innovation Officer
(804) 862-6237
office.its@rbc.edu

VI. Definitions  

Employees: All full- and part-time RBC employees, including but not limited to classified and administrative staff, full-time faculty, and adjunct faculty.

Computer Systems: The term ‘computer systems’ includes all computing devices as defined below.

Computing devices: Any and all devices and systems used to access, retrieve, store, or manipulate information, such as traditional computers, tablet computers, telephones, smartphones, or other such devices whether or not Internet-enabled.

Communications Networks: Communications networks include College provided or maintained wired and wireless voice and data networks. These include data networks, cellular and traditional telecommunications networks, and all media and devices, protocols, and services required to access, connect, monitor, or maintain such networks.

Routine security scans: Security scans, audits, or processes performed by the College as required by federal or state law and regulations, College security policies, or industry best practices. Examples include anti-virus scans, anti-malware scans, intrusion detection/prevention systems, vulnerability scanners, security monitoring devices, botnet trackers, anti-spam and anti-phishing systems, and security procedures/audits, etc.

VII. Procedures 

Department supervisors and academic department chairs are responsible for providing information regarding RBC’s policies and procedures regarding use of the College’s computing devices and communications networks to all full-time and part-time employees and to encourage and monitor compliance.

Employee Network Accounts: Department supervisors and chairs are responsible for requesting network accounts and system/network access for new RBC employees. The office of Information and Technology Services creates the approved accounts and provides new employees with account login information for network access, email, and other systems as required by job function such as: network file shares and printers, student and financial information systems (Banner), learning management systems (Canvas), and any other systems to which access is required.

Account Security

Employees are responsible for safeguarding their login information and passwords and any subsequent activity using their accounts. As a result, account sharing of any kind is a violation of College policy and expressly forbidden. If an employee forgets his/her password, it must be reset. This activity will only be performed if the identity of the account owner is verified with a valid ID number. To reset a password, an employee may access SAM: Statesman Account Management self-service website:  http://www.rbc.edu/my-rbc/stac/sam/. SAM enables faculty, staff, and students to unlock their accounts and/or reset their passwords. An employee may also contact STAC:  Statesman Technical Assistance Center (stac@rbc.edu).

Employees may log into various technology services on computing devices. However, employees must log off before leaving the device. Unscrupulous persons may take advantage of unwary users, accessing their email or Banner account information.

Account Privacy

No computer security system, no matter how elaborate, can provide 100% security. Therefore, while ITS makes every effort to provide a reasonable level of confidentiality for information stored on the network, we cannot guarantee the privacy or confidentiality of that stored information. Therefore, users should not store confidential, financial, or personal information on a computer network whenever possible.

Email Privacy

It is important to understand that email has no inherent mechanisms to ensure privacy. Therefore, employees should have no expectation of privacy and be aware that the system is not private. Information passing through or stored on Richard Bland College email servers (including cloud-based, externally hosted systems) may be monitored using routine security best practices to prevent security incidents and to ensure adherence with Richard Bland College policies and guidelines. RBC reserves the right to monitor, access, and disclose email information as appropriate and to prevent certain protocols to maintain security, prevent unauthorized access, and protect the system from viruses and other potential risk factors.

Retiree Continued Access to RBC Email

Upon request, RBC may grant retirees in good standing the privilege and benefit of using the RBC email system. This is extended to employees retiring from full-time, permanent positions and who have worked for RBC for at least ten years unless otherwise authorized by the RBC President. Retirees who meet these qualifications must sign a Retiree Email Account Request Form and comply with the procedures specified on the form.

General Guidelines for Email Usage

Electronic mail (email) is a widely used communications tool to facilitate College business. The following guidelines are intended to help ensure productive use of this technology:

  1. Email users should exercise good housekeeping techniques on their mailbox in accordance with the Virginia Records Retention Act and the College’s Policy on Records Retention.
  2. Email is not private and is easily forwarded on to others. Do not send unencrypted, confidential information by email.
  3. Laws, regulations, and policies that apply to copyright, discrimination, harassment, defamation, and privacy for written communication apply to email as well.
  4. Do not forward chain messages or reply to spam email. Be wary of hoaxes and phishing attempts.
  5. The email system has the capability to automatically append a “signature” at the end of each email. Your signature contact data should include name, institution (Richard Bland College), position/title, phone number, and email address.
  6. Consider whether email is the correct medium for your message as opposed to face-to-face meeting, telephone, regular mail, etc.

Mass Electronic Mailings

Policy Purpose: To ensure the appropriate use of College electronic mailing capabilities by limiting mailings to large numbers of individuals or groups—either within or outside the College—only to communications that are essential and relevant to the mission of the College and do not adversely affect normal performance of the College’s email delivery system. Although Richard Bland College does provide specific distribution lists for the convenience of approved senders, the policy included herein applies to all such communications, regardless of whether defined lists are used.

Definition of Mass Electronic Mailing: Either (1) a single electronic mailing received by 50 or more email addresses; or (2) multiple electronic mailings of the same content received by a total of 50 or more email addresses.

Policy Statement:

  1. Mass electronic mailings must be used only for the distribution of information and not as a forum for discussion, unless prior written approval is obtained from the Chief Information, Strategy, and Innovation Officer authorizing such discussions.
  2. Mass electronic mailings must comply with relevant federal and state laws, regulations, and policies, as well as College policies, including those governing public computing resources, security considerations, and ethics in computing
  3. Mass electronic mailings sent to individuals or groups within or outside the College by faculty, staff, enrolled students, and others assigned College email accounts using college-owned or contracted resources must be related to the College’s mission.
  4. Mass electronic mailings may be approved and sent by any active member of the President’s Council (http://www.rbc.edu/why-rbc/faculty-staff/presidents-council/) or authorized designee(s).
  5. Emergency or alert notifications sent by delegated agents as defined by the Department of Campus Safety are exempt from approval.

General Guidelines:

Email is a powerful business and communication tool.  To ensure its effective use, Richard Bland College recommends the following guidelines for sending mass electronic messages:

  1. Do not include attachments when possible because unsolicited messages with attachments are always considered suspect no matter the source. Documents, pictures, and video files are often very large, slow to deliver, and resource intensive.
  2. Ensure that the subject line is unique and meaningful and properly represents the message content.
  3. Be clear and concise in content by placing the substance of the message in the first few lines; this will ensure maximum effectiveness.
  4. Include an active point of contact to receive questions and verify that contact information is correct.
  5. Always place email addresses, including distribution list addresses, in the BCC field to mitigate unnecessary Reply to All responses.

VIII. Forms/Online Processes

Network Access Request Form
Email Account Request Form
Retiree Email Account Request Form


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Telephone and Voice Mail Usage

Responsibility for Maintenance: Chief Information, Strategy, and Innovation Officer

I. Policy Statement

Telephone and voicemail systems are resources and tools provided by RBC for the facilitation of communication in order to conduct College business. All employees must behave in a responsible, professional, ethical, and legal manner when using these resources and tools. Appropriate use, in general, means respecting the rights of other users and the integrity of the physical facilities, as well as all pertinent license and contractual agreements. Employees must use good judgment in personal use of these tools, and such use must not interfere with work.

The College telephone and voicemail systems are to be used for College business. Personal calls and personal voicemail messages are permitted, so long as such personal use is reasonable in duration and frequency, does not interfere with an employee’s work performance, does not reflect poorly on the College (such as use of phones and voicemail to gossip, slander, or speak negatively about RBC or its employees), and does not result in violations of law, regulations, or other College policies.

Use of College telephones or voicemail in a manner inconsistent with the requirements below may result in disciplinary action up to and including termination for employees and expulsion for students if such misuse is repeated, chronic, excessive, or in violation of law, regulations, or other College policies.

II. Reason for Policy

To ensure that telephone and voicemail resources are consistently used in an effective manner for conveying accurate and timely information both internally and externally in support of the College’s enterprise, as well as a community-relations tool that helps to promote the College’s character, mission, and priorities.

III. Applicability of the Policy

This Policy applies to all RBC employees.

IV. Related Documents

Richard Bland College Acceptable Computer Use Policy
Richard Bland College Email Usage Policy 

V. Contacts

ITS
Chief Information, Strategy, and Innovation Officer
(804) 862-6237
office.its@rbc.edu

VI.  Procedures

Department supervisors and academic department chairs are responsible for providing information regarding RBC’s policies and procedures regarding telephone and voicemail systems usage to all full-time and part-time employees and encouraging and monitoring compliance.

Examples of misuse of College telephone and voicemail facilities include:

  • Inappropriate use of voicemail as a substitute for human contact;
  • Failure to update voicemail greetings to better assist those we serve;
  • Inappropriately lengthy voicemail greetings;
  • Other uses or misuses of communication technologies that compromise the effectiveness and efficiency of College operations.

Telephone and Voicemail Usage Guidelines

A phone conversation may be the first contact a person has with Richard Bland College. A professional attitude on the telephone or voicemail reflects a positive image of the College.

Telephone Guidelines

The following guidelines should be used when using the telephone:

  • Answer your phone when you are available to take calls.
  • Always identify yourself and your department.
  • Speak clearly; put a smile in your voice.
  • If the caller has not identified him/herself, ask, “To whom am I speaking?” and use his/her name during the conversation.
  • Focus your full attention on the caller.
  • Be as helpful as possible. Personally handle as much of the transaction as you can. If you can’t address the caller’s needs, connect the caller to the appropriate individual.
  • Always return calls within 24 hours. Failure to return calls is unprofessional and harmful to College relations.

Speakerphone Etiquette

Always ask permission of the other person before talking to him/her on the speakerphone, and always identify other people in the room.

Transferring Calls

You own the call placed on your line until you find the right party who can handle the caller’s request. When transferring calls observe the following:

  • Transfer callers only if you are certain that you cannot help the caller, and you are reasonably sure the person to whom the caller is being transferred can help the caller. Become familiar with the functions of other departments and individual responsibilities to aid in a correct transfer the first time.
  • Always give the caller the phone number and name (person and/or department) of the person to whom you are transferring him/her.
  • Do not blindly transfer calls. Stay on the line until someone answers and advise that person about the name and nature/reason of the call transfer. If that person cannot handle the caller’s query, then ask for the caller’s name and contact information so you can call back with the correct department and contact within that department.
  • If the caller seems annoyed about being transferred, suggest a callback rather than risk poor customer service.

Voicemail Guidelines

To utilize voicemail as an effective means of communications, be succinct when recording your personal greeting and when leaving a message in another mailbox. Proper use of the telephone and voicemail system can result in a more productive working environment.

  • Check voicemail messages regularly. Return calls within 24 hours.
  • Voicemail should not be used to screen calls.
  • Calls should not be forwarded to voicemail unless absolutely necessary.

Voicemail Greeting

When recording a greeting, the following guidelines are suggested:

  • Identify yourself and your department.
  • Indicate whom to call for immediate assistance. This should be a live person and not another voicemail box. Please indicate your name and the hours of operation for the department.
  • Notify callers when on vacation or on extended leave. When appropriate, let the caller know whom to contact in your absence.
  • Greetings should not include personal “tag” lines containing messages of a spiritual, philosophical, or a personal (non-business related) nature.
  • To achieve a uniform presentation to the public, voicemail greetings should begin with:
    “You have reached (your name) in the (department) of Richard Bland College of William & Mary.”
  • The remainder of the greeting can be tailor-made for each individual employee/department. The following is a suggested greeting:
    “I am not available to take your call right now, but your message is important to me. Please leave your name and number with a brief message (that will help me to handle your request or to reply more quickly, etc.).”

If it’s a recording for a department function, i.e. transcript request, faculty questions about report deadlines dates, etc., then a customized message should be made to give callers more information or direct callers to another extension, or perform another step to accomplish their goals.

To maximize the features of our voicemail system and keep us in a positive light, no caller should be left in doubt about the disposition of his/her call. Reassurance should be given that each call to this campus is being taken seriously and handled efficiently.

To withstand scrutiny, voicemail should be accessed each day and acted upon quickly. If one is on vacation, or away from the phone for an extended period of time, a clear message to that effect should be placed on the phone and then changed immediately upon your return.

Leaving a Message

When leaving messages (voicemail or otherwise) consider the following:

  • Speak clearly and identify yourself (name and department).
  • Keep messages brief. Requests for information that are complete and concise allow the recipient to quickly and accurately respond to your call.
  • When leaving a voicemail message, keep content of the voicemail appropriate for business.
  • State the date and time the message is left.
  • Always leave a direct call back number and repeat numbers slowly. This will allow the recipient to more easily and correctly return the call.

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Internet Privacy Policy

Responsibility for Maintenance: Chief Information, Strategy, and Innovation Officer

I. Policy Statement 

It is the policy of the Commonwealth of Virginia that personal information about citizens will be collected only to the extent necessary to provide the service or benefit desired; that only appropriate information will be collected; and that the citizen shall understand the reason the information is collected and be able to examine their personal record which is maintained by a public body. As a public college in the Commonwealth, Richard Bland College adheres to this policy.

The Richard Bland College website:

  • Does not require that any personal information be supplied in order to download publicly available files or reports.
  • Does not collect personal information without the knowledge and consent of the visitor. Any information collected will be used only for the purpose indicated and will not be shared with any other organization.
  • Will only use “cookies” to collect traffic data on the RBC website site. None of this information is associated with you as an individual and is used strictly for statistical reporting purposes in order to assess demands and usage for planning purposes.
  • Does not make available any personally identifying information relating to students, except as authorized by the Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g, and companion regulations, 34 C.F.R. Part 99.

The RBC Enrollment and Communications divisions use email addresses and IP addresses to communicate and send announcements, materials, and re-targeting advertisements.

Though personal information may be required in order for RBC to provide a requested service, in doing so we shall comply with e the Government Data Collection and Dissemination Practices Act, Chapter 38 of Title 2.2 of the Code of Virginia (http://law.lis.virginia.gov/vacode/title2.2/chapter38/).

II. Reason for Policy

This policy is intended to ensure that the College’s website is consistent with Commonwealth of Virginia laws and regulations pertaining to websites run by state agencies. The policy is further intended to ensure users of the College website are aware of the way in which personal information is collected and used.

III. Applicability of the Policy

This policy applies to the College’s public-facing websites: www.rbc.edu and http://www.rbcathletics.com. This policy does not apply to other Internet-facing or accessible sites, systems, forms, or data stored on or retrieved from third-party sites or systems linked to or from the main rbc.edu site.

All College employees must comply with the requirements of this policy in the performance of their duties.

IV. Related Documents

Government Data Collection and Dissemination Practices Act, Chapter 38 of Title 2.2 of the Code of Virginia.

Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g

Family Educational Rights and Privacy Act regulations, 34 C.F.R. Part 99

Department of Human Resource Policy 1.75 – Use of Electronic Communications and Social Media

V. Contacts 

 

ICT
Chief Information, Strategy, and Innovation Officer
(804) 862-6237
office.its@rbc.edu

VI. Definitions 

College websites: Richard Bland College’s public-facing websites located at: http://www.rbc.edu and http://www.rbcathletics.com.


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Wireless Communication Device Usage

Responsibility for Maintenance: Chief Information, Strategy, and Innovation Officer

I. Policy Statement 

The College recognizes that the performance of certain job responsibilities may be enhanced by the use of wireless communication devices.

Eligibility for a wireless communication device allowance (not to exceed $75.00/month) is determined on a position-by-position basis by each division head who must certify to (1) the employee’s need for a cell phone and (2) the anticipated use. Employees whose duties and responsibilities require them to maintain significant wireless communication device contact with the College while away from the office or to be accessible after normal working hours may be eligible for compensation in the form of a wireless communication device allowance to pay for the business portion of their plan.

All employees are reminded not to store institutional data, especially those containing personally identifiable information or tax identification numbers, on their wireless communication devices. And, any such information must be for legitimate College business reasons and must be temporary. Any device for which the College provides an allowance is subject to all College data access, management, and privacy policies and must be protected to the maximum extent when College data is involved. All devices that are used to connect to the College’s network or technological assets (on premise and cloud) are bound by all applicable College network and computer policies, RBC Acceptable Use Policy, and the Social Media Policy.

Employees receiving a stipend for the business use of their personal cell phones must limit their personal use of such phones during working hours in accordance with applicable College policy. During non-working hours, such employee’s use of their personal phones is not so inhibited.

All employees must use a password on their device to protect College data in the event of loss or theft of the device. Any misuse of the device will result in termination of the communication device allowance, disciplinary action, and possible termination of employment.

II. Reason for Policy

The purpose of the policy is to provide procedures for the qualification, authorization, deployment, and use of wireless communication devices for which authorized employees receive a monetary allowance.

This policy will simplify the College wireless communication device program, and result in each user having the freedom of choice and personal responsibility for his/her wireless communication device. The College will not provide College‐owned wireless communication devices and related services for individual employees, unless approved by the appropriate division head as an exception to this Policy.

III. Applicability of the Policy

This policy applies to all employees of the College who use cell phones that are either owned or paid for by the College, or who receive an allowance for the business use of their personal cell phones.

IV. Related Documents

Employee Computing and Communications Networks Usage

Telephone and Voicemail Usage

Social Media Policy

V. Contacts

 

ITS
Chief Information, Strategy, and Innovation Officer
(804) 862-6237
office.its@rbc.edu

VI. Definitions 

“Wireless communication devices” may be, but are not limited to, cell phones, wireless cards, or other wireless telecommunication devices that have voice and/or data capabilities with a monthly fee. It does not include pagers and mobile radios.

VII. Procedures 

Wireless communication devices may be connected to College servers and cloud services. Information passed through the College systems, servers, etc. is considered College information and subject to the Virginia Freedom of Information Act (FOIA), College records retention requirements, and other policies and procedures. Employees are reminded to follow applicable College and State policies for wireless and other communication devices when using their personal devices to communicate through College servers or data.


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Software Usage Policy

Responsibility for Maintenance: Chief Information, Strategy, and Innovation Officer

I. Policy Statement 

Violations of authorial integrity, including plagiarism, invasion of privacy, defamation, unauthorized access, and trade secrets and copyright violations may be grounds for sanctions against students or employees of Richard Bland College.

  1. Richard Bland College licenses the use of computer software from a variety of outside companies. Richard Bland College does not own this software or its related documentation and, unless authorized by the software developer, neither the College nor its students has the right to reproduce it.
  2. Regarding use on local area networks or on multiple machines, Richard Bland College students and employees shall use the software only in accordance with the license agreement.
  3. Richard Bland College students and employees learning of any misuse of software or related documentation within the College shall notify the Chief Information, Strategy, and Innovation Officer.
  4. According to the U.S. Copyright Law, persons involved in the illegal reproduction of the software or related documentation can be subject to substantial civil damages and criminal penalties, including fines and imprisonment. Richard Bland College prohibits the illegal duplication of software or related documentation. Richard Bland College students or employees, who make, acquire, or use unauthorized copies of computer software or related documentation shall be disciplined as appropriate under the circumstances.

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to all works of all authors and publishers in all media. It encompasses the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication.

Because electronic information is easily reproduced, respect for the work of others is especially critical in computer environments.

II. Reason for Policy

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to all works of all authors and publishers in all media. It encompasses the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication.

Because electronic information is easily reproduced, respect for the work of others is especially critical in computer environments.

III. Applicability of the Policy

This policy applies to all College employees and students.

IV. Related Documents

V. Contacts 

Information and Technology Services
Chief Information, Strategy, and Innovation Officer
(804) 862-6237
office.its@rbc.edu


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Finance And Administration Policies

Travel Authorization and Reimbursement

Responsibility for Maintenance: Dean of Finance and Administration

I. Policy Statement
All travel authorization and reimbursement shall be managed in accordance with the procedures set forth in this policy.

II. Reason for Policy
The College follows The Commonwealth Accounting Policies and Procedures (CAPP) Manual that is written and published by the Department of Accounts (DOA) to provide authoritative guidance on the application of accounting policies, procedures, and systems pursuant to Section 2.2-803 of the Code of Virginia. This policy ensures compliance with the CAPP manual regarding travel authorization and reimbursement.

III. Applicability of the Policy
This policy governs all employee business-related travel and cost reimbursements. This also applies to reimbursable expenses of contracted work where the contract stipulates the payment of travel expenses.

IV. Related Policies, Procedures, and Documents

V. Contacts
Business Office
Dean of Finance and Administration
(804) 862-6100, ext. 8560
office.finance@rbc.edu

VI. Definitions
Business Travel Expenses: Reasonable and necessary expenses incurred while traveling on Richard Bland College business.

VII. Procedures
This policy describes general guidelines for authorization and reimbursement of business travel expenses.

Full travel policies, procedures, and forms are maintained at all times at: http://www.rbc.edu/administrative-offices/office-of-finance-and-administration/resources/ and http://www.rbc.edu/administrative-offices/office-of-finance-and-administration/finance-forms/

Business travel with estimated expenses equal to or greater than $1,000, or out-of-state travel, must be pre-approved by the President or an authorized designee. Business Travel with estimated expenses ranging from $100-1,000 must be pre-approved by the director or dean of the department responsible for those expenses. Failure to obtain such approvals may result in non-reimbursement of the resulting expenses.

Eligible expenses are processed through one of several processes – the procurement process, the Central BOA Visa Card, the BOA Visa IL Card, or out-of-pocket reimbursement.

A travel advance may be requested. These requests are reviewed and approved by the Dean of Finance and Administration.

Reimbursement of out-of-pocket business travel expenses incurred occurs through the travel expense reimbursement voucher process. The submitting employee must complete the form along with the additional documentation. The documentation is then reviewed and approved by the department manager and routed to the Finance Office. Reimbursement is processed through accounts payable.

For budgetary and quality control purposes, these procedures ensure that all business travel expenses always have at least one level of review (often multiple levels).


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Cash Controls and Management

Responsibility for Maintenance: Dean of Finance and Administration

I. Policy Statement
All cash controls and management shall be managed in accordance with the procedures set forth in this policy.

II. Reason for Policy
As part of the Richard Bland College (RBC) shared governance structure, the RBC committee reports to the William & Mary Board of Visitors.

This policy is intended to ensure that adequate finance procedures are maintained.

This policy provides the general guidelines for controlling cash items (checks, currency, and coin).

III. Applicability of the Policy
All College employees should be familiar with this policy.

IV. Related Documents

V. Contacts
Cash Controls and Management
Finance
Dean of Finance and Administration
(804) 862-6100, ext. 8560
office.finance@rbc.edu

VI. Definitions
Internal Controls Framework

  • Control Environment: sets the tone for the organization, influencing the control consciousness of its people. It is the foundation for all other components of internal control.
  • Risk Assessment: the identification and analysis of relevant risks to the achievement of objectives, forming a basis for how the risks should be managed
  • Information and Communication: systems or processes that support the identification, capture, and exchange of information in a form and timeframe that enable people to carry out their responsibilities
  • Control Activities: the policies and procedures that help ensure management directives are carried out.
  • Monitoring: processes used to assess the quality of internal control performance over time.

VII. Procedures
It is College policy to minimize the number of departments collecting cash items. Each collection point may have different requirements for cash item collection and may use different numbers of employees. However, there are several basic rules of control that must be followed. All College employees involved with cash item collection should both be aware of, and comply with, these rules.

The basic rules governing receipt of cash items are:

  • All cash items received must be recorded immediately and deposited as follows:
    • Deposit within 24 hours to Cashiers office is required for total receipts exceeding $100.
    • Weekly deposit is required for all receipts. Items must be properly secured—preferably in a departmental safe or in a locked file cabinet, desk, or cash box.
  • Cash items on hand and in the departmental account must be accurately stated and controlled by appropriate safeguards.
  • Departmental systems and procedures must provide adequate and appropriate controls over the receipt, storage, and deposit of cash items.
  • Only College employees, no volunteers or students, can handle cash.

Note: All cash operations are subject to review by the Board of Visitor’s internal (William & Mary) and the College’s external auditors. Therefore, ensure that all receipts can be related to a deposit, and that all deposits can be directly traced to supporting documentation.

Basic Controls for the Receipt of Cash Items

  • All cash collection locations must be approved by the Dean of Finance and Administration.
  • Ensure all rates used for pricing are approved in advance by the appropriate Dean or Director responsible for the area.
  • Ensure that responsibility for cash items from time of receipt to time of deposit is clearly defined and documented.
  • Only the minimum number of employees should handle cash from receipt to deposit.
  • Ensure proper separation of duties exists.
  • Cash item handling, record keeping, and reconciliations should be assigned to different people.
    • Pre numbered tickets should be used and reconciliation between beginning ticket and ending ticket for each event to cash collected. This must be auditable.
  • Issue a receipt for every currency transaction (and for checks, if possible) with either a College-approved, pre-numbered receipt or a cash register-generated receipt.
  • Ensure all transfers of cash items between persons—either within the office, between offices, or between the College and the bank—are documented (and signed by both persons, if possible).
  • Do not mail currency or coins to the College Cashiers Office. If locked bags are needed, contact the College Cashiers Office.
  • Do not make disbursements from undeposited receipts. Keep undeposited receipts intact.
  • Ensure the safeguarding of cash items. Cash storage guidelines are as follows:

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Amount StoredPreferredAcceptableUnacceptable
Less than $100Locked desk, locked file cabinet, or secured cash register while in useLocked boxNot Secured
More than $100Deposited with Cashier’s officeDeposited with Cashier’s officeLocked desk, locked file cabinet, locked box, or not secured
  • Access to undeposited cash items should be restricted to the minimum number of persons.
  • Deposit College funds only into appropriate College accounts, not into accounts such as: Personal bank accounts, College checking accounts not authorized by the Dean of Finance and Administration, or Petty cash accounts.
  • Keep College and personal funds separate.
  • Deliver deposits directly to the Cashiers Office. Intermediate stops, overnight layovers, and taking deposits home for next morning deposit are not allowed. Ensure employees are escorted when making large deposits ($500 or more).
  • Collect and report sales tax as appropriate.
  • Each individual department must document the entire departmental procedure for handling cash items for clarity and for training purposes. This document must be forwarded to the Finance Department for review.

Please adhere to the following policies and procedures in the administration of the petty cash fund. This policy will detail the authorized use of petty cash funds and restrictions on purchases.

  1. Petty cash funds must be held in a locked cash drawer or a locking cash box. The primary key to the locked storage should be held by the fund custodian. A secondary key to the box should be retained by the department head in the event of an absence of the primary custodian.
  2. The total amount of the petty cash fund must always be equal to the amount of cash on hand plus any unreimbursed amounts.
  3. Petty cash funds should always be kept away from any other financial transactions in the department. To discourage theft, avoid dispensing money from the cash box in the presence of persons requesting money. Petty cash funds should be counted on a daily basis if transactions to such have occurred.
  4. Locked box should be kept in a locked drawer, safe or filing cabinet. Funds must always be secured when the custodian leaves the office. Keys to the locked box should be kept in the possession of the custodian at all times and not left untended in desks or drawers overnight. The fund custodian and the department head can be held jointly liable for uninsured losses that occur as a result of failure to follow these procedures.
  5. In the event of a theft of the petty cash funds, the custodian should immediately notify the Department of Campus Safety and Police first, followed by the Dean of Finance and Administration and Internal Audit at the College of William and Mary.
  6. In the event of a departure of the fund custodian or department head assigned to a petty cash fund, the keys to the secure cash box must be returned to the appropriate departmental authority. The appropriate person should conduct a final count of the petty cash funds, and the maintenance form should be completed and signed before a new custodian assumes control of the funds. This same process should be used in the event of an extended absence by either the fund custodian or department head and again when the custodian returns to duty.

An employee who makes authorized purchases on behalf of the College may be reimbursed for the purchase. Please adhere to the following policies and procedures on the authorized use of your petty cash funds:

  1. Typical allowable transaction types include office supplies, lab supplies, local parking reimbursements, mailing services, copy services and photo services.
  2. All employee purchases must first be authorized by the Dean of Finance and Administration or his/her designee. The following types of transactions are not generally allowable:
    • Payment of sales or excise taxes on any purchases made in Virginia, as the College is a tax-exempt organization.
    • Cashing of any personal checks and/or personal loans.
    • Purchases required to be reported in a specific manner such as personnel services, travel expenses, payroll advances, and business meals. These types of expenditures need to be reimbursed through the Accounts Payable Office.
    • Meals or entertainment.
    • Alcoholic beverages or tobacco of any kind or any type of controlled substance.
    • Chemicals or other types of hazardous materials.
    • Donations, flowers, letterhead, business cards, or envelopes
    • Professional services.
    • Telephones or cell phones.
    • Weapons and ammunition
  3. Once the purchase has been made, the employee should submit the original receipt for the purchase to the fund custodian. This receipt should include the vendor’s name, the date of the purchase, the items purchased, the price per item, and the total price.
  4. The fund custodian should submit to the Accounts Payable Department a vendor payment request to replenish the fund. This process should be handled in a timely manner and should allow ample time for processing so that funds are not depleted before the reimbursement arrives. When processing the check request, ORIGINAL receipts must be attached to the Vendor Payment Request Form. Once processed, the Accounts Payable Department will return a check to the department for the amount of the request.

In the event that the department head determines that the petty cash fund is no longer desired, notification should be made to the Cashier’s Office. Final reimbursement requests should be processed and received from Accounts Payable. Once the checks have been received, the check along with any remaining cash on hand should be brought to the Cashier’s Office and receipted by the Cashier into the Banner fund. In the event of a shortage, the appropriate departmental fund must be charged to bring the balance to the full amount needed to close the fund.

Should you have any questions about these procedures, please contact the Dean of Finance and Administration.


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Purchases of Goods, Services, and Supplies

Responsibility for Maintenance: Dean of Finance and Administration

I. Policy Statement
All requests for goods, services, and/or supplies must comply with the Virginia Public Procurement Act (Virginia Code §§ 2.2-4300 et seq., found at http://law.lis.virginia.gov/vacode/title2.2/chapter43/), as well as applicable requirements from the Virginia Department of General Services.

II. Reason for Policy
To the end that public bodies in the Commonwealth obtain high quality goods and services at reasonable cost, that all procurement procedures be conducted in a fair and impartial manner with avoidance of any impropriety or appearance of impropriety, that all qualified vendors have access to public business and that no offer or be arbitrarily or capriciously excluded, it is the intent of the General Assembly that competition be sought to the maximum feasible degree, that procurement procedures involve openness and administrative efficiency, that individual public bodies enjoy broad flexibility in fashioning details of such competition, that the rules governing contract awards be made clear in advance of the competition, that specifications reflect the procurement needs of the purchasing body rather than being drawn to favor a particular vendor, and that the purchaser and vendor freely exchange information concerning what is sought to be procured and what is offered. Public bodies may consider best value concepts when procuring goods and nonprofessional services, but not construction or professional services. The criteria, factors, and basis for consideration of best value and the process for the consideration of best value shall be as stated in the procurement solicitation.

III. Applicability of the Policy
This policy applies to all employees of the College who purchase goods, services, and supplies for work-related purposes and/or with College funds.

IV. Related Documents

V. Contacts
Finance
Dean of Finance and Administration
(804) 862-6100, ext. 8560
office.finance@rbc.edu

VI. Definitions
“Goods” means all material, equipment, supplies, printing, and automated data processing hardware and software.

“Services” means any work performed by an independent contractor wherein the service rendered does not consist primarily of acquisition of equipment or materials, or the rental of equipment, materials, and supplies. 

VII. Procedures 

  1. Requests for the purchase of supplies and equipment from outside vendors are submitted to the Business Office on a Requisition for Purchases form.
  2. The appropriate supervisor must approve all requests.
  3. Purchase authorization must be obtained for all purchases above $50, or they become the employee’s personal responsibility.
  4. Provide complete information as required by the form.
  5. Items over $300 or involving travel require approval also by the Dean of Faculty and Chief Academic Officer. During times of particular financial stress, all expenditures must be approved by the appropriate budget supervisor (President, Dean of Faculty and Chief Academic Officer, and Dean of Finance and Administration).
  6. See the Business Office for additional information and purchasing policies.

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Delegations of Purchasing Authority

Responsibility for Maintenance: Dean of Finance and Administration

I. Policy Statement
This policy is structured to support the mission of Richard Bland College and to comply with the principals of the Virginia Public Procurement Act and are in compliance with the individually adopted, “Rules Governing Procurement of Goods, Services, Insurance, and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia.

II. Reason for Policy
This policy is to ensure the existence and maintenance of sound financial management procedures regarding purchasing.

III. Applicability of the Policy
All employees must abide by this policy.

IV. Related Documents

V. Contacts
Business Office
Dean of Finance and Administration
(804) 862-6100 ext. 8560
office.finance@rbc.edu

VI. Definitions
Procurement: The acquisition of goods, services or works from an external source.

eVA: Virginia’s online, electronic procurement system. This web-based vendor registration and purchasing system allows state agencies, colleges, universities and many local governments to use eVA to conduct all purchasing and sourcing activities for goods and services.

VII. Procedures
Richard Bland College procurement and surplus property policies are governed by the Virginia Public Procurement Act and policies and procedures established by the Department of General Services, Division of Purchases and Supply, as stated in the Agency Procurement and Surplus Property Manual. The Procurement Manager is responsible for the procurement functions and reports to the Dean of Finance and Administration. Goods are procured through EVA – https://eva.virginia.gov/. Approval structures are maintained in eVA by Procurement Manager.

Procurement forms, including purchase requisition, are maintained at http://www.rbc.edu/administrative-offices/office-of-finance-and-administration/finance-forms/.

The Dean of Finance and Administration reviews and approves any requisitions greater than $50,000.

Purchasing and Surplus Property Authority
Richard Bland College has been delegated purchasing authority up to $50,000 for goods and printing services, and unlimited purchasing authority for services. All agency purchase orders and standard agency contracts shall be approved by the designated procurement manager, the Agency Head, or an authorized designee.

Capital outlay projects and professional services are procured using the procurement policies set forth in the Construction and Professional Services Manual. These processes are managed by the Director of Capital Assets and Operations. The Director of Capital Assets and Operations reports to the President. All capital outlay or professional services contracts will be approved by either the President or the Dean of Finance and Administration.

The Director of Capital Assets and Operations is responsible for maintenance, security, storage, and distribution of surplus property.

Designated Procurement Personnel
Athletics Coaches are authorized to make travel-related lodging and food purchases using the Richard Bland College appointed Procurement Card in accordance with procurement guidelines set forth in the APSPM with the approval from the appropriate budget manager. These charges are approved only for Athletics’ teams travel. SPCC limit is on file in the SPCC Program Administrator’s Office.

Athletics Director is authorized to make travel charges in accordance with procurement guidelines for business travel with approval from the appropriate budget manager. Charge(s) will be processed using a Richard Bland college appointed Employee Paid (Individual Liability) Travel Card.

Assistants to the Deans are each authorized to make purchases with the approval from the appropriate budget manager. Payment(s) will be processed using a Richard Bland College appointed Procurement Card, or requested through Accounts Payable by the use of a purchase order. Purchase orders generated for non-cash and carry transactions will be processed via eVA, or Banner. If the procurement is exempt from eVA, the requisition will be given to the Procurement Manager for processing. SPCC limit is on file in the SPCC Program Administrator’s Office. 

Assistant to the Director of Capital Assets and Operations is authorized to make travel charges in accordance with procurement guidelines for business travel with approval from the appropriate budget manager. Charge(s) will be processed using a Richard Bland college appointed Employee Paid (Individual Liability) Travel Card. 

Enrollment Services Counselor is authorized to make travel charges in accordance with procurement guidelines for business travel with approval from the appropriate budget manager. Charge(s) will be processed using a Richard Bland College appointed Employee Paid (Individual Liability) Travel Card.

Grounds Supervisor is authorized to make cash and carry purchases using the Richard Bland College appointed Procurement Card in accordance with procurement guidelines set forth in the APSPM with the approval from the appropriate budget manager. SPCC limit is on file in the SPCC Program Administrator’s Office.

Maintenance Supervisor is authorized to make cash and carry purchases using the Richard Bland College appointed Procurement Card in accordance with procurement guidelines set forth in the APSPM with the approval from the appropriate budget manager. SPCC limit is on file in the SPCC Program Administrator’s Office.

Maintenance Technician (Electrician) is authorized to make cash and carry purchases using the Richard Bland College appointed Procurement Card in accordance with procurement guidelines set forth in the APSPM with the approval from the appropriate budget manager. SPCC limit is on file in the SPCC Program Administrator’s Office.

Maintenance Technician (General) is authorized to make cash and carry purchases using the Richard Bland College appointed Procurement Card in accordance with procurement guidelines set forth in the APSPM with the approval from the appropriate budget manager. SPCC limit is on file in the SPCC Program Administrator’s Office.

Procurement Manager is authorized to make purchases with the approval from the appropriate budget manager. Payment(s) will be processed using a Richard Bland College appointed Procurement Card, or requested through Accounts Payable by the use of a purchase order. Purchase orders generated for non-cash and carry transactions will be processed via eVA, Banner, or MPO, if exempt from eVA. SPCC limit is on file in the SPCC Program Administrator’s Office.


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Signature Authority for Bank Accounts

Responsibility for Maintenance: Dean of Finance and Administration

I. Policy Statement
All Signature authorities for bank accounts shall be managed in accordance with this policy.

II. Reason for Policy
This policy is intended to ensure that adequate review and controls are in place around the disbursement cycle.

III. Applicability of the Policy
All Accounting and Finance employees must adhere to this policy.

IV. Related Documents

V. Contacts
Finance
Dean of Finance and Administration
(804)862-6100, ext. 8560
office.finance@rbc.edu

VI. Definitions
Internal Controls Framework
Control Environment-sets the tone for the organization, influencing the control consciousness of its people. It is the foundation for all other components of internal control.

Risk Assessment-the identification and analysis of relevant risks to the achievement of objectives, forming a basis for how the risks should be managed.

Information and Communication-systems or processes that support the identification, capture, and exchange of information in a form and time frame that enable people to carry out their responsibilities.

Control Activities-the policies and procedures that help ensure management directives are carried out.

Monitoring-processes used to assess the quality of internal control performance over time.

VII. Procedures
Authorized signatory listings for CARS and CIPPS Transaction Certification are maintained through DOA Form DA-04-121. Commonwealth and Auxiliaries checks are distributed at the VA Treasury.

Local checks and backup are all reviewed and approved by the Dean of Finance and Administration.

Signature authority for all Bank of Southside accounts is maintained through letter signature template. They are updated at the time of any changes.

As an additional level of control, Foundation checks and backup all require dual review and approval. These checks are signed by the Dean of Finance and Administration and the RBC President.


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Records Retention

Responsibility for Maintenance: Dean of Finance and Administration

I. Policy Statement
All College documents shall be managed in accordance with the procedures set forth in this policy. Public records are to be adequately protected and maintained, and records that are no longer needed are to be discarded at the proper times in accordance with the applicable Records Retention Schedule. The Dean of Finance and Administration is responsible for the administration of these policies and schedules, and every RBC employee must comply.

II.Reason for Policy
Documents must be maintained in accordance with the applicable Library of Virginia Records Retention Schedule.

III. Applicability of the Policy
This policy applies to all College employees.

IV. Related Policies, Procedures, and Documents

V. Contacts
Business Office
Dean of Finance and Administration
(804) 862-6100, ext. 8560
office.finance@rbc.edu

VI. Definitions
“Public record” or “record” means recorded information that documents a transaction or activity by or with any College employee or contractor. Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received, or retained in pursuance of law or in connection with the transaction of public business. Electronic records, including email, are public records.

“Records Retention Schedule” is the policy that depicts how long public records must be kept, as well as the disposal guidelines for these records.

VII. Procedures
College documentation is typically maintained in administrative offices, and the length of retention depends on the type of document.

Managers shall ensure that documents related to their functional areas are retained and maintained appropriately as required by the applicable schedules. Documents containing proprietary information shall be discarded through shredding. As an environmentally-friendly agency, documents that do not contain proprietary information are recycled when possible.

The destruction of records once the retention time for the document type has lapsed is managed securely through an annual bulk review and shredding process. This annual bulk disposal process shall occur before the fall semester and shall be overseen by the Dean of Finance and Administration.


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Communications Policy

Social Media Policy

Responsibility for Maintenance: Director of Communications

I. Policy Statement

Official Use of Social Media
Unless specifically authorized by Campus Communications, with authority from the RBC President, no Richard Bland College staff, faculty, or student may create an “official” Richard Bland College presence on any form of website or social media now in existence, or created in the future, or represent themselves as a spokesperson or authorized representative of Richard Bland College. This includes the use of the College name or logos in any manner that suggests a College connection or oversight.

Some staff or faculty of Richard Bland College may be required to use social media as part of their employment and/or academic responsibilities. If so, such status shall be clearly stated and shall be approved in writing in advance by Campus Communications, with authority from the RBC President.

Campus Communications may utilize social media to present information and content to the public and receive feedback from the public and the College community. Content and information released on social media is equivalent to content and information released to the media and the public in any other format, including news releases, letters, etc. Care must be taken that content and information released to the public over social media is accurate, does not violate applicable laws (including, but not limited to, copyright, trademark, and defamation law), or Richard Bland College policies.

Official Richard Bland College social media may allow members of the public to comment or react to posted content and information. Individuals, including staff, faculty, and students of Richard Bland College acting in their personal capacity, may post or comment as long as they identify themselves. Anonymous postings are unauthorized.

In general, the College invites discussion of important ideas and issues through social media. However, Richard Bland College reserves the right to remove posts or comments that are obscene, defamatory, threatening, abusive, spam, advertisements, private information, or unrelated to the content or information. Richard Bland College also reserves the right to remove posts or comments that violate applicable laws including, but not limited to, copyright and trademark, or those that violate the use policies promulgated by the applicable social media provider.

Richard Bland College’s use of social media is governed by Section 230 of the Communications Decency Act, which provides a safe harbor for internet service providers and websites for activity that takes place on said sites, provided that the site or domain takes certain actions when legally required. RBC also complies with the Commonwealth of Virginia’s “Use of Electronic Communications and Social Media” policy.

II. Reasons for Policy
Richard Bland College encourages the appropriate use of all social media as a method for communicating ideas and information, and as part of the educational mission of the College. The purpose of the policy is to ensure that College social media usage is authorized.

III. Application of the Policy
This policy governs all RBC staff, faculty, and students. This policy governs behavior of individuals as they utilize all social media technologies for College purposes and is not limited to any specific media format.

IV. Related Laws and Policies
Protection for private blocking and screening of offensive material – 47 U.S.C. § 230

V. Contacts
Communications
Director of Communications
(804) 862-6214 or (804) 347-3321
office.communications@rbc.edu

VI. Definitions
“Social media” means those Internet or Mobile digital tools and systems used to share and/or receive information, including any social media outlets in which an individual or group of individuals might post information anonymously. The term is limited to those social media accounts that are utilized by the College for its purposes.


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Campus Safety And Police Policies

Use of Identification Cards

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

I. Policy Statement
All RBC employees, including adjunct faculty and wage staff, and students enrolled for one or more credits are required to obtain a valid RBC ID card. Students residing on campus must have a valid RBC ID card to enter the residence halls. If a student is found to be using an RBC ID card that does not belong to them they will be subjected to sanctions from the student conduct board.

II. Reason for Policy
To ensure the safety of the campus community.

III. Applicability of the Policy
This policy is applicable to all employees and students of Richard Bland College.

IV. Related Documents

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of
Police (804) 862-6203
office.police@rbc.edu

VI. Procedures
Employee or student information must be available in the campus ID Card Office database prior to a card being issued. The employee or student must sit for a photo of his/her face taken from the front. The facial image must be unobstructed (i.e., no sunglasses, headwear that obscures the face, etc.; the only exceptions are items worn for cultural or religious reasons, except the face must be unobscured). The ID Card Office staff will produce the ID card and issue it to the employee or student who will sign a record of receipt for the card.


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Restrictions on Skateboard, Bicycle, Hoverboard, Rollerblade, and Similar Wheeled or Hover Transportation Use

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

I. Policy Statement
This policy is to provide regulations for a safe environment for the RBC Campus Community and visitors to RBC by restricting bicycles, skateboards, hoverboards, and related wheeled or hover transportation on campus (e.g., in-line skates, hoverboards, etc.), while at the same time providing for the safety of all members of the campus community. These regulations do not apply to transportation for persons with disabilities (e.g., wheelchairs).

II. Reason for Policy
This policy helps ensure the safety of RBC students, employees, and visitors.

III. Applicability of the Policy
This policy governs the use of bicycles, skateboards, hoverboards, and other wheeled or hover transportation by students, faculty, staff, and visitors of the College.

IV. Related Documents
Richard Bland College Student Handbook

V. Contacts
Safety & Security Director of Campus Safety & Chief of Police
(804) 862-6203
office.police@rbc.edu

VI. Policies

Bicycle policy: All bicycle users must adhere to state law relating to bicycles. Bicycle racks are provided by RBC for students to secure their bikes. Locking or leaning bicycles against poles, buildings, benches, trees, signs, porch railings, or other campus property is prohibited.

Skateboard and other wheeled policy: The College permits the use of skateboards other similar wheeled equipment on the campus sidewalks only. Skateboards and other similar wheeled equipment may not be used on the streets, campus roads, the building porches, or on the walkway between the campus and the Student Village.

Hoverboard and other hover equipment policy: Hoverboards and other hover equipment are prohibited on any campus-owned or controlled property.


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Weapons Policy

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

Policy Statement
All weapons are prohibited on any RBC-controlled property unless prior written approval is obtained pursuant to this policy.

A. Prohibition
The possession, carrying, storage, or maintenance of any weapon by any member of the campus community, except of law enforcement officials and other individuals authorized under this policy, is prohibited on College property. Any individual who is reported or discovered to possess a weapon on College property or maintains or stores a weapon on College property in violation of this prohibition will be asked to remove it immediately. The presence of a prohibited item will result in disciplinary action, which may include termination from employment for employees or expulsion from college for students.

B. Authorized Exceptions
Exceptions to the weapons prohibition may be made only with appropriate authorization as described below.

  1. Work-Related Weapons Use, Possession, etc. An employee may request authorization to possess, carry, store, or maintain a weapon on college property if it is:
    • required as part of the employee’s job duties; or
    • connected with training received by the employee in order to perform the responsibilities of his or her job with the College.
    • Request for the authorization of an exception first must be endorsed by the head of the employee’s department, school, or other college unit – typically a director or dean. Final authorization shall be made in writing by the Richard Bland College Director of Campus Safety and Chief of Police.
  1. Other Exceptions. Other exceptions must be authorized, in writing, by the Director of Campus Safety and Chief of Police in consultation with appropriate College offices. The Director of Campus Safety and Chief of Police will grant such exceptions only in limited circumstances, when the College has adequate assurance that an exception may be made without creating risk to campus safety and security.

C. Prop Weapons
Due to the risk of being identified as a real weapon, any toy, prop, or other item that looks like a weapon and is used for any purpose on college property must be reported to and approved by the Richard Bland College Department of Campus Safety and Police prior to being used in any activity. Examples of activities for which prop weapon use may be approved include plays and class presentations.

II. Reason for Policy
The purpose of this policy is to help provide a safe and secure working, living, and learning environment for the campus community by restricting weapons possession on College property.

III. Applicability of the Policy
This policy applies to Richard Bland College. It applies to all visitors, students, contractors, and College employees, including faculty, hourly and wage employees, contract workers, and volunteers, (collectively, members of the campus community) on any property owned, leased, rented, licensed, or otherwise under the control of the College (College property).  Violating this Weapons Policy or the Weapons on Campus regulation found at 8 VAC 115-30-20 of the Virginia Administrative Code is prohibited and may result in disciplinary action up to and including employment termination for employees and expulsion from college for students.

IV. Related Documents
8 VAC 115-30-20 of the Virginia Administrative Code
Form – Request for Permission to Bring Unauthorized Items on Campus

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of Police
(804) 862-6203
office.police@rbc.edu

VI. Definitions
“Law enforcement officials” means

  • individuals appointed pursuant to §15.2-1609 et seq., §15.2-1700 et seq., §23.1-809 et. seq., §29.1-200 et seq., or §52-1 et seq. of the Code of Virginia, and
  • sworn federal law enforcement officers.

“Members of the campus community” is defined in Section I.
“College property” is defined in Section I.
“Weapon” means any firearm or any other weapon listed in §18.2-308(A) of the Code of Virginia.

VII. Procedures
To request an exception to the weapons prohibition, interested personnel must complete the Request for Permission to Bring Unauthorized Items on Campus form and forward it to the Director of Campus Safety and Chief of Police for approval.


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Violence Prevention Committee and Threat Assessment Team

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

Policy Statement
Richard Bland College is committed to promoting a safe and secure campus community. The RBC Violence Prevention Committee and Threat Assessment Team are hereby established to help prevent violence on RBC-owned or controlled property and at any RBC-sponsored event.

II. Reason for Policy
The Violence Assessment Committee and Threat Assessment Team are required by Virginia Code § 23.1-805. 

III. Related Laws
Virginia Code § 23.1-805
Virginia Code § 19.2-389
Virginia Code § 19.2-389.1
Virginia Coe § 32.1-127.1:03

IV. Contacts
Department of Campus Safety and Police Director of Campus Safety & Chief of Police
(804) 862-6203
office.police@rbc.edu

V. Procedures
The RBC President shall appoint the members of the Violence Prevention Committee and the Threat Assessment Team pursuant to the requirements of Virginia Code § 23.1-805 detailed below.

Each Violence Prevention Committee shall include representatives from the Office of Residence Life, Campus Safety and Police, the Office of Human Resources, RBC counseling services, Student Success, College Counsel, and other constituencies as needed. The Violence Prevention Committee shall develop a clear statement of mission, membership, and leadership. Such statement shall be published and made available to the RBC Campus Community.

The RBC Violence Prevention Committee shall (i) provide guidance to students, faculty, and staff regarding recognition of threatening or aberrant behavior that may represent a physical threat to the community; (ii) identify members of the campus community to whom threatening behavior should be reported; (iii) establish policies and procedures that outline circumstances under which all faculty and staff are required to report behavior that may represent a physical threat to the community, provided that such report is consistent with state and federal law; and (iv) establish policies and procedures for (a) the assessment of individuals whose behavior may present a threat, (b) appropriate means of intervention with such individuals, and (c) sufficient means of action, including interim suspension, referrals to community services boards or health care providers for evaluation or treatment, medical separation to resolve potential physical threats, and notification of family members or guardians, or both, unless such notification would prove harmful to the individual in question, consistent with state and federal law.

The RBC Threat Assessment Team shall include members from the Department of Campus Safety and Police, mental health professionals, representatives from Student Success and Human Resources, and the College Counsel. The Threat Assessment Team shall implement the assessment, intervention, and action policies set forth by the Violence Prevention Committee.

The Threat Assessment Team shall establish relationships or utilize existing relationships with mental health agencies and local and state law-enforcement agencies to expedite assessment of and intervention with individuals whose behavior may present a threat to safety. Upon a preliminary determination that an individual poses a threat of violence to self or others or exhibits significantly disruptive behavior or a need for assistance, the threat assessment team may obtain criminal history record information as provided in Virginia Code §§ 19.2-389 and 19.2-389.1 and health records as provided in § 32.1-127.1:03.

No member of the Threat Assessment Team shall redisclose any criminal history record information or health information obtained or otherwise use any record of an individual beyond the purpose for which such disclosure was made to the Threat Assessment Team.


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Freedom of Speech and Assembly on Campus

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

I. Policy Statement
Individuals and organizations wishing to exercise their freedom of speech or the right of the people peaceably to assemble, must register with the Office of Campus Safety and Police at least 24 hours in advance if exercising such speech or rights to assemble would in any way be disruptive to anyone within the campus community, including RBC employees or students. Standard space reservation procedures must be followed. If notice is given less than 24 hours in advance, the College will make every effort to grant such a request provided that safety and security issues and logistical concerns can be appropriately addressed.

The location of the assembly will be determined by College officials in consultation with the organizers and will be based on safety and security concerns.

It is not the intent of this policy to censor or otherwise limit free expression. However, exercises of free speech and rights to assemble must be peaceable, orderly, nondisruptive, and comply with College standards of conduct and other RBC policies.

II. Reason for Policy
This policy provides guidance for the appropriate use of College space for free speech and assembly activities.

III. Applicability of the Policy
This policy applies to all individuals and organizations wishing to use College facilities for free speech and assembly activities.

IV. Related Documents

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of Police
(804) 862-6203
office.police@rbc.edu


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Clery Act Compliance Committee

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

I. Policy Statement
The Clery Act Compliance Committee (CACC) is hereby created to ensure the College’s compliance with its obligations under the Clery Act, a federal law that requires all colleges and universities that participate in federal financial aid programs to compile and disclose information about crime on and near their campuses. The United States Department of Education monitors compliance, and can impose civil penalties up to $35,000 per violation against institutions for each infraction and can suspend institutions from participating in federal student financial aid programs. The members of the Emergency Management Team shall serve as the standing CAAC. The CACC shall work closely with College Counsel.

The CACC shall review updates to law, policy, and procedures connected to the Clery Act in order to ensure awareness of and compliance with these obligations. Clery Act obligations include but are not limited to: (1) implementing policies and procedures; (2) compiling crime statistics; (3) publishing the annual security and fire safety report; (4) maintaining a 60-day crime log; (5) issuing timely warnings and emergency notifications; (6) identification and training of Campus Security Authorities; (7) and identification of Clery geography.

The CACC shall ensure College compliance with Clery Act obligations, and shall engage other College employees and offices as appropriate.

II. Reason for Policy
Establishing the Clery Act Compliance Committee (CACC) is necessary to ensure Richard Bland College’s compliance with the Clery Act.

III. Applicability of the Policy
This policy establishes the Clery Act Compliance Committee and sets forth its duties. Members of the CACC are expected to perform these duties to the best of their ability, and all members of the College community (students, faculty, and staff) shall cooperate with the CACC in the performance of its duties.

IV. Related Documents/Websites
Clery Act – 20 U.S.C. § 1092(f)
Federal regulations implementing the Clery Act – 34 C.F.R. 668.46 

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of Police
(804) 862-6203
office.police@rbc.edu

VI. Definitions
“Annual Security and Fire Safety Report” means the annual report required by the Clery Act, which includes crime statistics for the three previous calendar years, as well as various policies, procedures, and program disclosures about security and safety on campus. The Annual Security and Fire Safety Report must be disseminated to all College students and employees by October 1 each year, as well as made available to prospective students and employees.

“Campus Security Authorities” include campus police personnel, campus security, individuals identified as persons to whom students or employees should report criminal offenses, and officials who have significant responsibility for student and campus activities (such as residence life and the Student Conduct Board).

“Clery Act” means the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, §20 USC 1092(f).

“Clery geography” includes: (1) Buildings and property that are part of the institution’s campus; (2) The institution’s noncampus buildings and property; (3) Public property within or immediately adjacent to and accessible from the campus; and (4) other areas within the patrol jurisdiction of the campus police or the campus security department.

VII. Procedures
The CAAC Chair shall be chosen by the Director of Campus Safety and Chief of Police. The CACC shall meet as directed by the CAAC Chair, or as requested by the President.


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Transmittable Diseases

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

I. Policy Statement
Virginia law requires medical care providers to notify public health officials of newly confirmed cases of certain communicable diseases so that testing of contacts can be pursued. Members of the Richard Bland College of William & Mary community who have been diagnosed with these reportable diseases are encouraged to self-disclose their diagnosis with the appropriate College official, and to cooperate with the College and the local health department to take such appropriate steps as will minimize the further transmission of the disease.

The College will not unlawfully discriminate in policy or practice, including admissions and employment policies, against individuals who have, or are considered to be at risk for, reportable diseases. The College will be in full compliance with the Americans with Disabilities Act (ADA) as it relates to those students and employees who have reportable diseases. Any College decision ensuing from individuals’ health-related circumstances will be made in light of each unique instance, applicable confidentiality considerations, and relevant medical facts

II. Reason for Policy
The College is committed to providing, to the extent possible, a healthy and safe educational environment for all students and employees. The purpose of this policy is to help prevent the spread of communicable and reportable disease through measures that focus on safety, prevention, and education while prohibiting discrimination against persons afflicted with communicable and reportable diseases.

III. Applicability of the Policy
This policy applies to students, faculty, and other RBC employees.

IV. Related Documents

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of Police
(804) 862-6203
office.police@rbc.edu

VI. Definitions
“Communicable disease” means any condition which is transmitted directly or indirectly to a person from an infected person or animal through the agency of an intermediate host or vector or through the inanimate environment. Communicable diseases are spread via airborne viruses or bacteria or contact with human blood or other bodily fluids. In addition to viruses and bacteria, communicable disease pathogens include fungi and parasites. Often the terms “infectious” and “contagious” are used to describe a communicable disease.

“Reportable disease” means a communicable disease required to be reported to public health officials. Reportable diseases are generally those of unusual significance, incidence, or occurrence and which may merit an epidemiological evaluation; these diseases are among the most importance from a public health perspective.

VII. Procedures
Students diagnosed with communicable diseases are asked to report such diagnosis to the Associate Dean of Residential and Student Life. Employees with communicable diseases are asked to report such diagnosis to the Director of Campus Safety and Chief of Police. The Director of Campus Safety and Chief of Police shall inform the Emergency Management Team as appropriate of such diagnoses, maintaining the confidentiality of the student(s) or employee(s) to the extent such confidentiality does not interfere with the College’s ability to respond to an actual or potential public health concern.

In the event of a communicable disease occurrence within the surrounding region or state that is clearly in excess of normal expectancy or reaches the outbreak classification, the College will monitor the situation by maintaining continual communication with local and state health officials to provide timely and appropriate updates to the College community. Depending on the severity or categorical aspect of a specific event, less serious communicable disease occurrences will be addressed on a case-by-case basis. The College also will consult with local and state health officials to provide specific instructions for individuals returning to the College following being infected by a reportable communicable disease.


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Pets on Campus

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

I. Policy Statement
Faculty, staff, and students will not bring pets onto the campus while the College is in session. (Exceptions to this policy are authorized service animals and assistance animals, and when authorized in writing by the Director of Campus Safety and Chief of Police utilizing the form: Request for Permission to Bring Unauthorized Items on Campus.) Pets that are kept under control (for dogs, this means on a leash) may be brought on-campus when the College is not in session. If a pet poses a risk to the health or safety of others, the Owner may be asked to remove the pet from campus. Pets must be well-groomed and free of pests such as fleas.

Pets must be in good health and current on vaccinations and immunity shots as recommended by a veterinarian. The Owner must provide the Director of Campus Safety and Chief of Police a copy of the veterinarian’s statement regarding the pet’s health and vaccination status, signed by the veterinarian within the last 12 months. A valid vaccination tag must be worn by the pet at all times.

The Owner shall be responsible for removing the pet’s waste, which must be placed in a closed container and removed to an outdoor trash bin. The Director of Campus Safety and Chief of Police may make exceptions to this policy in exceptional cases.

The Owner is responsible for any damage caused by the Owner’s pet. In the event of significant or repeated damage caused by a pet, the Director of Campus Safety and Chief of Police may rescind permission for the Owner to have the pet on campus.

The Director of Campus Safety and Chief of Police may rescind an Owner’s permission to have a pet on campus if the Owner fails to comply with the terms of this policy.

II. Reason for Policy
The presence of pets on campus can result in health, safety, or maintenance issues.

III. Applicability of the Policy
This policy applies to students, faculty, staff, and visitors.

IV. Related Documents
Form: Request for Permission to Bring Unauthorized Items on Campus

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of Police
(804) 862-6203
office.police@rbc.edu

VI. Definitions
“Owner” means the individual who has brought a pet to campus. The Owner may be a student, faculty member, staff member, or visitor.

“While the College is in session” means the consecutive period of time between the first day of classes in a semester until the last day of the exam period of a semester. The term does not include the period of time between the semesters in the winter and summer.


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Bloodborne Pathogens

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

II. Policy Statement
Richard Bland College is committed to providing a safe and healthy work environment for employees. In pursuit of this goal, the following exposure control plan (ECP) is provided to eliminate or minimize occupational exposure to bloodborne pathogens in accordance with OSHA standard 29 CFR 1910.1030, “Occupational Exposure to Bloodborne Pathogens.”

II. Reason for Policy
To provide safety policies and guidelines for the protection of Richard Bland College employees and students who have a potential for occupational exposure to bloodborne pathogens, such as Hepatitis B Virus (HBV), Human Immunodeficiency Virus (HIV), and Hepatitis C Virus (HCV), among others.

III. Applicability of the Policy
This policy applies to any employee who may have occupational exposure to Blood or other potentially infectious materials.

IV. Related Documents
OSHA standard 29 CFR 1910.1030, “Occupational Exposure to Bloodborne Pathogens.”

Exposure Control & Hazard Communications Plan

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of Police
(804) 862-6203
office.police@rbc.edu

VI. Procedures
The Exposure Control & Hazard Communications Plan provides the policies and procedures required regarding occupational exposure to bloodborne pathogens.


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Chemical Spill Response/Laboratory Safety

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

I. Policy Statement 
Richard Bland College has developed a Chemical Hygiene Plan to describe the policies and procedures that will promote the safe operation of the College science laboratories. This Chemical Hygiene Plan satisfies the requirements of the U.S. Department of Labor, Occupational Safety and Health Administration, 29 CFR Part 1910.1450, Occupational Exposures to Hazardous Chemicals in Laboratories.

II. Reason for Policy
Some safety policies and practices adopted at Richard Bland College may not be required to be included in the Chemical Hygiene Plan, but the policies and practices may be critical to the planning process for maintaining a safe environment for employees and students. Setting the minimum physical space per student is an example of a policy that affects the establishment of a safe environment, but is not required by the 29CFR1910 to be included in the Chemical Hygiene Plan.

III. Applicability of the Policy
This regulation is enacted for the protection of all employees, public and private. However, the College extends the provisions of the Chemical Hygiene Plan to our students as well.

IV. Related Documents
OSHA standard 29 CFR 1910
Exposure Control & Hazard Communications Plan
Richard Bland College Chemical Hygiene Plan
Richard Bland College Biological Lab Safety Plan

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of Police
(804) 862-6203
office.police@rbc.edu

VI. Procedures 
The procedures are found in the Exposure Control & Hazard Communications Plan.


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Hazard Communications and Right to Know

Responsibility for Maintenance: Director of Campus Safety and Chief of Police

I. Policy Statement 
The Richard Bland College Hazard Communication Program is based on the requirements of the OSHA Hazard Communications Standard, 29 CFR 1910.1200.

II. Reason for Policy
To ensure that information about the dangers of all hazardous chemicals used by Richard Bland College is known by all affected employees, the following hazardous information program has been established.

III. Applicability of the Policy
Under this program, you will be informed of the contents of the OSHA Hazard Communications standard, the hazardous properties of chemicals with which you work, safe handling procedures, and measures to take to protect yourself from these chemicals. This program applies to all work and teaching operations at Richard Bland College where you may be exposed to hazardous chemicals under normal working conditions or during an emergency situation. All staff, faculty, and students will participate in the Hazard Communication Program. Copies of the Hazard Communication Program are available in the Richard Bland College Human Resources Office for review by any interested employee. The Richard Bland College Deputy Director of Emergency Management is the program coordinator, with overall responsibility for the program, including reviewing and updating this plan as necessary.

IV. Related Documents
OSHA Hazard Communications Standard, 29 CFR 1910.1200
Exposure Control & Hazard Communications Plan

V. Contacts
Department of Campus Safety and Police Director of Campus Safety and Chief of Police
(804) 862-6203
office.police@rbc.edu

VI. Definitions
Refer to Exposure Control & Hazard Communications Plan

VII. Procedures
Refer to Exposure Control & Hazard Communications Plan


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Lost and Found Center

The Department of Campus Safety and Police serves as the host for the College’s Lost and Found Center (“Center”). The Center is located on the East side of campus at the Campus Safety and Police Building, 510 Carson Drive, South Prince George, Virginia. Items are maintained in the Center for 90 days. After 90 days, items are considered abandoned and will be discarded.

If an item is found anywhere on campus, it should be brought to the Department of Campus Safety and Police Building, or contact a campus police officer and the item will be picked up. Please label the item with the following: date, time, and the location found.

Do not send any items through interoffice mail to the Center.

If anyone comes to your office inquiring about a lost or found item, please direct him or her to the Department of Campus Safety and Police Building.

Lost and Found Procedures

  1. The item will be tagged and cataloged in the Lost and Found Center by Campus Safety and Police personnel.
  2. The item will be inspected by Campus Safety and Police personnel in an attempt to locate owner information.
  3. If an owner is identified, the Campus Safety and Police personnel will attempt to make contact with the owner by phone, email, or mail.
  4. Community members that find a lost item should never attempt to identify or contact the owner. The Department of Campus Safety and Police will serve to provide the official notice.
  5. The lost or found item will be placed in a secure area in the Center.
  6. The lost or found item will remain in this area until claimed or is determined to be abandoned.
  7. Members of the community may file a “Lost Report” with the Department of Campus Safety and Police. This report will be used to cross-reference and match any lost or found items that have been delayed in reaching the Center.
  8. To release recovered property, the owner must show valid government-issued identification with a picture ID and sign a release document for their property.
  9. The Department of Campus Safety and Police will not mail recovered property through the postal service. All property must be recovered at the Center.

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Capital Assets And Operations Policies

Use of State-owned Vehicles

Responsibility of Maintenance: Director of Capital Assets and Operations

I. Policy Statement

The Richard Bland College state-owned vehicle use policy mandates compliance with the Department of General Services state-owned vehicle policies.

II. Reason for Policy

The purpose of this policy is to establish requirements and procedures for ground transportation.

III. Applicability of Policy

This policy applies to the use of any use of College vehicles by employees of the institution for College business or College-related activities.

IV. Related Documents

DGS Office of Fleet Management Services Policies and Procedures Manual

https://dgs.virginia.gov/globalassets/business-units/fleet/documents/policies-for-ofms-2017.pdf

Sustainability Plan Policy E.4

V. Contacts

Capital Assets and Operations
Director of Capital Assets and Operations
(804) 862-6186
office.facilities@rbc.edu

VI. Definitions

College Business: Actions undertaken by College employees (including faculty and student employees) or volunteers acting within the scope of their employment or authorization. Examples of College business include running errands for a department, attending a meeting off campus, and advisory service trips (in accordance with RBC’s mission). Examples of travel that do not constitute College business include commuting to work or driving to voluntary social events hosted by the College.

College-Related Activities: Those events, trips, and activities that are (1) organized by College faculty or staff and required or mandatory elements of the related course, activity, or program, which may include travel for academic research; (2) organized by a recognized student organization and formally approved by a College official; (3) field work as part of sponsored research; or (4) directly funded by the College.

VII. Procedures

Richard Bland College employees must send an email to vehicle@rbc.edu to schedule a vehicle unless a state vehicle has been assigned specifically to one individual person.

Exception: Employees must obtain prior written approval from their immediate supervisor to keep a state vehicle parked in their assigned building parking lot.

Pick Up and Return:

  1. Vehicles must be picked-up one day prior to use between the hours of 3 p.m. and 4 p.m. only.
  2. Vehicles will be fueled up with gas prior to use by the Facilities Department
  3. Only facilities personnel will have access to fuel pumps for ALL vehicles whether or not assigned to an individual.
  4. An inspection of all vehicles will be made before and after each use by the employee and facilities personnel to ensure the vehicle is returned in the same condition as when signed out.
  5. Vehicles will be signed out by the employee along with logging the beginning mileage and ending mileage after each use.
  6. Any warning lights or other signs of problems or concerns must be reported when returning the vehicle.
  7. Vehicles shall be clean of all trash when returned.

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Maintenance and Repairs

Responsibility for Maintenance: Director of Capital Assets and Operations

I. Policy Statement 

Except for extreme situations, all requests for maintenance or repairs to RBC- owned or controlled locations must be submitted by email to office.facilities@rbc.edu.

The Department of Capital Assets and Operations (“Facilities”) will respond to work order requests in the order in which they are received (for non-emergencies). Once the work has been completed, an email will for forwarded to notify the requestor of completion of work. If parts need to be ordered for repairs, Facilities will notify requestor. Once parts are received, the work will be completed as soon as possible.

The Director of Capital Assets and Operations has the authority and responsibility to alter maintenance or repair priorities when appropriate.

II. Reason for Policy

This policy details the procedures for requesting maintenance or repairs of RBC-owned or controlled property.

III. Applicability of the Policy

This policy applies to all RBC employees seeking maintenance or repairs of RBC owned or controlled property.

IV. Related Documents

V. Contacts 

Department of Capital Assets and Operations
Director of Capital Assets and Operations
(804) 862-6186
office.facilities@rbc.edu 


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Use of College Facilities

Responsibility for Maintenance: Director of Capital Assets and Operations

Policy Statement 

  1. General Availability
    College facilities are designed and constructed primarily for College functions; therefore, College officials, administrative units, and groups have first priority for their use. Second priority is for College-related organizations. Third priority is for non-College-related organizations.
  1. Fees
    See the Facilities Use Agreement and Fee Schedule.
  1. All events and activities must occur in compliance with applicable College policies and rules, such as those relating to alcohol, smoking, weapons, and parking.

II. Reason for Policy

This purpose of this policy is to set priorities for facilities usage, define scheduling procedures, and establish the College policy for charges associated with scheduled events.

III. Applicability of the Policy

This policy applies to the scheduling and conduct of events and activities on College property, including in College facilities. Examples of such events or activities include, but are not limited to, meetings and group activities of student organizations, facility rental for private events, and College activities other than scheduled courses and meetings of academic and administrative employees performing work duties.

IV. Related Documents

Facilities Use Agreement and Fee Schedule

V. Contacts 

Capital Assets and Operations
Director of Capital Assets and Operations
(804) 862-6186
office.facilities@rbc.edu

VI. Procedures 

See Facilities Use Agreement.


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Smoking Policy

Responsibility for Maintenance: Director of Capital Assets and Operations

I. Policy Statement 

Richard Bland College will adhere to state laws and policies that ban smoking in public higher education facilities and state vehicles, and establish limitations on outdoor smoking.

II. Reason for Policy

Richard Bland College is committed to providing a safe, healthful, and pleasant learning and working environment for RBC students, faculty, staff, and visitors. The purpose of this policy is to address the use of all tobacco products and electronic cigarettes as well as ensure compliance with the Virginia Indoor Clean Air Act and Virginia Executive Order 41, by providing a healthful and safe environment for faculty, staff, students, and visitors and to preserve the right of choice regarding smoking.

III. Applicability of the Policy

This policy applies to:

  1. All College facilities.
  2. All vehicles owned, leased, or rented by the College.
  3. All other property owned, leased, or controlled by the College, such as the campus grounds, sidewalks, malls, Equine Center, etc.
  4. All members of the campus community as well as contractors and visitors.

IV. Related Documents

Virginia Indoor Clean Air Act (§§15.2-2820—15.2-2833)
Virginia Executive Order (EO) 41 Banning Smoking in State Offices and Vehicles
Department of General Services (Guidance on Executive Order 41)
Student Handbook

V. Contacts

Capital Assets and Operations
Director of Capital Assets and Operations
(804) 862-6186
Office.facilities@rbc.edu

VI. Definitions

Smoking: The carrying or holding of any lighted pipe, cigar, cigarette, or smoking equipment of any kind or the lighting or inhaling or exhaling of smoke from a pipe, cigar, or cigarette of any kind.

College Facilities: All buildings owned, rented, or leased by the college including residence halls, leased housing, the Equine Center, and student activity buildings.

VII. Procedures 

The College seeks to promote the health of the college community through the following regulations pertaining to smoking.

  1. Smoking is prohibited in all buildings, facilities, and enclosed structures     owned, leased, or rented by the College. Smoking is prohibited in all College owned, leased, or rented vehicles.
  2. Smoking within 25 feet of a campus building is prohibited.
  3. Smokers are required to dispose of their smoking material waste and shall not litter on state-owned property with smoking material waste.
  4. Smoking locations must not impede traffic flow in or out of buildings and shall be in a location where smoke cannot drift into office, class, or living spaces.
  5. Faculty, staff, student, and visitor smokers are required to comply with all policies and procedures relating to smoking found herein and in the RBC Student Handbook. Anyone inviting a smoker onto campus must advise the visitor regarding the smoking policies.
  6. The use of electronic cigarettes (e-cigs), also known as vaping, shall follow the same policies as the use of all tobacco products.

In addition to the enforcement mechanism set forth in the Virginia Indoor Clean Air Act, cases involving students who have violated the Policy will be handled through the Student Disciplinary Policy detailed in the Student Handbook.


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Sustainability Plan

Responsibility for Maintenance: Director of Capital Assets and Operations

I. Policy Statement

Richard Bland College supports the integration of sustainability throughout campus operations. Members of the campus community are expected to follow the guidelines established in this policy for operating the College in a sustainable manner in order to meet the goals of the Presidents’ Climate Commitment. The College will work to promote (A) Sustainable Purchasing, (B) Green Cleaning, (C) Sustainable Transportation, (D) Solid Waste Management and Recycling, (E) Green Building, (F) Energy Conservation, and (G) Sustainable Landscaping.

II. Reason for Policy

The purpose of this policy is to support operational efficiency and sustainable practices throughout the operations of Richard Bland College.

III. Applicability of the Policy

This policy applies to all facilities and grounds at Richard Bland College and College-affiliated organizations, to all employees and students, and to all campus departments. Sections of this policy may apply to particular individuals and departments as outlined below.

IV. Contacts

Capital Assets and Operations
Director of Capital Assets and Operations
(804) 862-6186
office.facilities@rbc.edu 

V. Definitions

Construction and Demolition Debris: This includes waste and recyclables generated from construction and from the renovation, demolition, or deconstruction of preexisting structures. It does not include land-clearing debris, such as soil, vegetation, and rocks.

Green Building Principles: The efficient management of energy and water resources, management of material resources and waste, protection of environmental quality, protection of occupant health and indoor environmental quality, reinforcement of natural systems, and integrating the design approach.

Green Cleaning: Green cleaning is the use of cleaning products and practices that have less harmful environmental and health impacts than conventional products and practices.

Leadership in Energy and Environmental Design (LEED): A third-party green building certification program administered by the U.S. Green Building Council (USGBC).

Presidents’ Climate Commitment: The American College and University Presidents’ Climate Commitment is a pledge made by presidents of campuses throughout the country to reduce and eventually eliminate greenhouse gas emissions associated with energy use, commuting, air travel, and other sources.

VII. Procedures

  1. Sustainable Purchasing
    1. This section applies to all departmental purchases made by Richard Bland College.
    2. Sustainable Purchasing Guidelines: Richard Bland College will strive to purchase products that promote sustainability. Preference will be given for products that are reused or contain recycled content; are durable, repairable, or recyclable; have low toxicity; have minimal packaging; come from local sources; have environmentally and socially responsible production processes; and are energy efficient. Preference will be given for working with local businesses and historically underrepresented businesses whenever possible.
    3. Paper: Office paper for printing and copying must contain 30% minimum recycled content paper whenever possible.
    4. Electronic Equipment and Appliances: Electronic equipment and appliances must be Energy Star labeled for equipment that is eligible for an Energy Star label. Electronic equipment should also meet the standard for Electronic Product Environmental Assessment Tool (EPEAT) Silver or Gold rating whenever possible.
  2. Green Cleaning
    1. This section applies to all facilities and all staff.
    2. Preference for Green Cleaning Products: Richard Bland College shall implement sustainable cleaning procedures and sustainable cleaning purchasing practices whenever possible. Preference will be given to purchasing cleaning products that meet Green Seal, EcoLogo, or the Environmental Protection Agency’s Comprehensive Procurement Guidelines. The Department of Capital Assets and Operations must track cleaning product purchases to indicate whether products meet these criteria.
    3. Green Cleaning Training: All custodial staff will be trained on green cleaning procedures and the relevant contents of the Sustainability Policy. The training will include information on how to use cleaning products and cleaning equipment, proper cleaning procedures (including application and disposal), and the environmental and health issues associated with cleaning products and equipment.
  3. Sustainable Transportation
    1. This section applies to all employees and departments at Richard Bland College.
    2. Idling Reduction: No vehicle on campus may idle for more than 5 consecutive minutes. Each driver will be responsible for ensuring that the vehicle he or she is operating does not idle unnecessarily. Vehicles should be turned off when parked and should not be restarted until loading or unloading is complete and the vehicle is ready to depart.
    3. Vehicle Operation: College employees should drive College-owned vehicles in a manner that maximizes fuel efficiency by observing speed limits, minimizing idling, and minimizing rapid acceleration and braking.
    4. Minimize Vehicle Miles Traveled: Alternate meeting methods, such as conference calls, or other technology, should be used when feasible to reduce the number of driving trips. Meetings should be held at centralized locations, when possible, to reduce distances traveled. Where applicable and reasonable, employees should use alternative modes of transportation, such as public transit, walking, biking, and carpooling. In general, travel routes should be planned to optimize efficiency. When feasible, trips should be chained together to reduce required travel time and distance.
    5. Maximize Efficiency Through Maintenance: Regularly scheduled preventive and other maintenance shall be performed promptly on all fleet items to maximize fuel efficiency and minimize emissions.
    6. Optimize Fleet Size: Vehicles that are used infrequently should be considered for removal from the fleet. Vehicle share agreements among departments, community car-share programs, or vehicle lease contracts should be explored to reduce the number of fleet vehicles needed.
  4. Vehicle Purchasing:
    1. Departments should identify the most fuel-efficient vehicles with maximum emission reduction available that meet the department’s operational needs whenever possible.
    2. Vehicles of a smaller class size and vehicles such as NEVs (neighborhood electric vehicles) and bicycles should be considered to achieve increased miles per gallon and lower emissions.
    3. Preference will be given to purchasing electric, hybrid or alternative/renewable-fueled vehicles and equipment when (A) they meet the operational needs of the Department, (B) their fuels and relevant parts are available or could easily be made available, and (C) they show a reduction in or equivalent emissions or life-cycle per-mile costs (including maintenance), when compared with similar gas or diesel vehicles.
    4. “Clean” fuels (such as electricity, biodiesel, compressed natural gas, ethanol, and others) shall be used when feasible.
    5. All passenger vehicles acquired will be selected based on minimum GHG emissions and maximum fuel efficiency. Vehicles that achieve a combined 30 mpg or greater will be given preference.
    6. Work trucks, cargo vans, and special purpose and emergency response vehicles and equipment shall be purchased or leased to comply with the requirements of this policy whenever possible.
    7. The most fuel efficient vehicles that will meet departmental needs shall be purchased whenever possible.
    8. Sustainable Campus Transportation: Richard Bland College will encourage employees, students, and visitors to utilize alternative transportation options in order to reduce commuting emissions. Educational programs, incentives, and infrastructure improvements will be explored in order to promote alternative transportation such as walking, biking, public transportation, carpooling, and alternative fueled vehicles.
  5. Solid Waste Management and Recycling
    1. This section applies to all campus facilities and all students and employees at Richard Bland College.
    2. The entire campus community is expected to actively participate in Richard Bland College’s recycling program and waste reduction efforts through source reduction, reuse of materials, and recycling. This includes following the provisions of Richard Bland County’s mandatory recycling law.
    3. Source Reduction: All members of the college community are responsible for implementing operational practices that prevent waste from being produced whenever possible. Examples include printing reports and documents on both sides of paper; reducing the number of documents printed when possible; using email rather than printed correspondence; and using products that are reusable, refillable, repairable, non-toxic, and recyclable. Items requiring the least possible packaging should be purchased when practical. Every effort should be made to prevent excess or unneeded materials from being purchased. All members of the campus community should identify additional waste reduction opportunities within their units.
    4. Reuse of Materials: All members of the college community are responsible for reusing products whenever possible. Examples include obtaining office furniture from the College department of central stores; sharing office supplies when feasible; and using mugs, dishes, glasses, and reusable flatware rather than disposable paper and plastic ware. All members of the campus community should identify additional reuse opportunities within their units.
    5. Recycling: All members of the college community are responsible for separating identified recyclable materials and placing them in appropriate recycling containers. Recyclable materials include all items listed by the Richard Bland County Resource Recovery Agency such as office paper, mixed paper, newspapers, magazines, catalogues, craft paper, corrugated cardboard, paperboard, glass, metal, plastics, and beverage cartons. Additional ongoing consumables, such as toner cartridges, will be recycled to the maximum extent possible. Batteries and mercury containing light bulbs will be recycled to the maximum extent possible. Durable goods will be recycled, donated, or otherwise diverted from disposal to the maximum extent possible.
    6. Composting Food Waste: Pre-consumer food waste from dining services will be collected for composting using the appropriate containers. Dining services staff is responsible for separating food waste and placing it into the appropriate containers. Additional opportunities for composting will be explored in order to further reduce food waste entering the waste stream.
    7. Implementation: The Department of Capital Assets and Operations is responsible for providing recycling bins throughout campus to facilitate recycling; managing the collection of recyclables including training custodial and grounds staff regarding proper recycling collection; and tracking recycling and trash volume. The Department of Capital Assets and Operations is also responsible for identifying additional opportunities to reduce waste and implementing programs and practices to reduce waste. The Department of Capital Assets and Operations is responsible for educating campus community members about recycling and waste reduction through signage, events, and other methods. The Department of Capital Assets and Operations, with guidance from the Director of Sustainability, is responsible for coordinating periodic waste stream audits to determine waste diversion rates.
  6. Green Building
    1. This section applies to all facilities at Richard Bland College and College-affiliated organizations.
    2. Achieve LEED Silver Certification for Building Construction and Renovations: All new construction of buildings must meet LEED silver standards. All major renovations of buildings over 5,000 square feet must meet LEED silver standards when reasonably practicable.
    3. Utilize Energy Efficient Equipment: For new construction and building renovations, all appliances, heating and/or air conditioning equipment, or other systems that use energy shall be Energy Star qualified, if Energy Star equipment is available. When equipment needs to be replaced in existing buildings due to maintenance, Energy Star qualified equipment shall be used, if Energy Star equipment is available. The Department of Capital Assets and Operations will identify and implement additional energy efficiency improvements and other sustainability measures throughout campus facilities.
    4. Monitor Building Energy Consumption: All new and existing buildings shall monitor ongoing energy use with the EPA Building Portfolio Manager or equivalent energy monitoring software. This will allow the College to monitor energy usage, identify potential energy saving opportunities, and benchmark buildings against similar buildings throughout the country.
    5. Divert Construction and Demolition Debris from Disposal: At least 50% of waste tonnage from construction, demolition, and renovation projects shall be diverted from disposal whenever possible. The Department of Capital Assets and Operations should work with contractors and waste haulers to ensure construction and demolition debris is recycled whenever possible.
    6. Implementation: Project managers will ensure that the strategies specified in the Sustainability Policy are communicated to design and construction firms in the bidding process. Project managers will consider the green building competency of the firms in determining the contractors to hire. Project managers will ensure that the project specifications incorporate the strategies outlined in the Sustainability Policy and that the strategies are implemented throughout each project. Project managers and building maintenance personnel will ensure that energy efficient equipment, such as Energy Star qualified products, is utilized for new construction, renovations, and routine equipment replacement.
  7. Energy Conservation
    1. This section applies to all facilities at Richard Bland College and all employees.
    2. Temperature Set Points:
      1. Indoor temperature settings in all spaces during occupied periods will be:
        1. heated to a target temperature of 68° F during the winter; and
        2. cooled to a target temperature of 74° F in centrally air conditioned spaces during the summer.
      2. These will be set by the Department of Capital Assets and Operations in centrally controlled systems. Occupants who control their own thermostats are required to adhere to these settings.
  • Temperatures may fluctuate within the building around these set points and every effort will be made to stay within 2° F of this range.
  1. Supplemental electric heaters shall only be issued in the case of long-term system malfunctions and as authorized and provided by the Department of Capital Assets and Operations.
  2. No other use of electric heaters is allowed and unauthorized heaters will be removed.
  3. Building Occupant Responsibilities: Individuals are expected to conserve energy wherever possible in their departments in order to save college resources and minimize greenhouse gas emissions. Individuals should:
  4. Turn off lights when exiting rooms that are no longer occupied.
  5. Turn off office equipment (including monitors, task lights, personal computers, and other equipment where possible) when leaving a workspace for more than 30 minutes and at the end of the day.
  6. Set computer power management settings so that computer monitors turn off and CPU enters hibernate or standby mode after extended periods of time.
  7. Enable power management features on laser printers and copiers and power them down whenever possible, particularly on evenings and weekends.
  • Utilize Energy Star equipment whenever possible.
  • The Department of Capital Assets and Operations shall identify and implement additional energy conservation opportunities throughout campus facilities.
  1. Sustainable Landscaping
    1. This section applies to all campus grounds and the Department of Capital Assets and Operations.
    2. Sustainable Landscaping Guidelines: Richard Bland College shall manage campus grounds and landscaping in a sustainable manner, shall implement the Sustainable Landscape Master Plan to the fullest extent possible, shall utilize the Environmental Protection Agency’s four-tiered approached to Integrated Pest Management for all campus grounds whenever possible, and shall utilize native plants for landscaping on campus whenever possible.

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Enrollment And Admissions Policies

Honor Code

The Richard Bland College Honor Code policy is located in the RBC Student Handbook.


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Student Records and FERPA

Responsibility for Maintenance: Registrar

I. Policy Statement
The College protects the privacy of student records and provides students with access to their own records in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA), a Federal law which requires that a written institutional policy be established and that a statement of adopted procedures covering the privacy rights of students be made available. The law provides a student the right to inspect and review information contained in his/her education record, to challenge the contents of the education record, and to have a hearing if the outcome of the challenge is unsatisfactory. The student may submit explanatory statements for inclusion in the files if the student feels the decision of the hearing panel to be unacceptable.

Student Rights
The law provides that the institution will maintain the confidentiality of student education records. Richard Bland College accords all the rights under the law to students in attendance at the College.

  1. Right to Inspect and Review: Students have the right to inspect and review their own education records within 45 days after the day the College receives a request for access. Education records available for inspection include, but are not limited to admissions, personal, academic, and financial files, as well as academic and placement records. Refer to the definition of Education Records in Section VI for more information. Students may have copies made of their records with certain exceptions (e.g., copy of the academic record for which a financial hold exists, or a transcript of an original or source document that exists elsewhere).
  2. Right to Request Amendment: If a student believes that information contained in the student’s education record is inaccurate, misleading, or otherwise violates the student’s right to privacy, the student may request that the College amend the records(s). Initial requests for amendment of an education record should be made to the College Registrar and may be resolved informally. If the College Registrar decides not to amend the records as requested, the student will be notified of the right to request a formal hearing. Procedures for both informal and formal resolution of a request for amendment are outlined below in Section VII.
  3. Rights Concerning Disclosure: Students have the right to consent to disclosures of personally identifiable information from their education records except to the extent that FERPA or superseding law authorizes disclosure without consent of the student. Consent to disclose education records must be written, signed, and dated. Valid written consent must also specify the records that may be disclosed, the purpose for which they may be disclosed, and the persons or class of persons to whom the information may be disclosed.

Disclosure of Student Education Records without Consent

  1. In general, the College will not disclose personally identifiable information from education records without prior written consent of the student. The College may disclose an education record or information from an education records when all personally identifiable information has been redacted, such that a reasonable person in the school community without special knowledge of the relevant circumstances would not be able to identify the student from the record. FERPA permits disclosure of education records in the following circumstances:
  2. Disclosures to school officials with legitimate educational interests. In general, such disclosures include those made to members of the Faculty or personnel in the Office of the Registrar, the Office of the Dean of Faculty and Chief Academic Officer, the Financial Aid Office, the Division of Student Success, Office of Residence Life, the Office of the President, and other College personnel as necessary for them in the exercise of their official duties. (See Section VI for the definition of school official.)
  3. Disclosures of directory information. At its discretion, the College may provide directory information in accordance with the provisions of FERPA. Students may withhold directory information from disclosure by notifying the Registrar in writing within two weeks after the first day of class for each term. (See Section VI for the definition of directory information.)
  4. Disclosures to a Transfer Institution. The College may make disclosures of students’ education records to another educational institution where the student seeks or intends to enroll, or where the student is already enrolled so long as the disclosure is for purposes related to the student’s enrollment or transfer.
  5. Disclosure to the student him/herself.
  6. Disclosures to parents of dependent students. The College may disclose personally identifiable information from education records to parents of a student considered a dependent for federal income tax purposes. The College may not presume tax dependency and musts obtain either a copy of the parents’ most recent tax return (financial information may be redacted) or an acknowledgment from the student that the student is in fact a dependent. This exception is generally not available for international students, whose parents generally do not file U.S. tax returns.
  7. Disclosures made in connection with a health or safety emergency. The College may disclose personally identifiable information to appropriate parties if the disclosure is necessary to protect the health or safety of the student or other individuals.
  8. Disclosures to comply with a judicial order or lawfully issued subpoena.
  9. Disclosure to a court in connection with a lawsuit. If the student brings a lawsuit against the College, the College may disclose information from education records that is relevant to the action and does not relate to other students not involved in the lawsuit.
  10. Disclosure to parents of a student who has violated drug and alcohol rules. The College may disclose information from education records to parents of a student, who is under 21 at the time of the disclosure, if that information relates to the College’s determination that the student has violated the College’s rules regarding drugs or alcohol.
  11. Disclosure of the “final results” of a disciplinary proceeding. If the College determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of College policy or rules, then the College may disclose the final results of the disciplinary proceeding to the public. The final results are limited to the name of the student, the basic nature of the violation the student was found to have committed, and a description and the duration of any sanction the College imposed against the student.
  12. Disclosure to a victim of an alleged perpetrator of a crime of violence or non-forcible sex offense. The College may disclose the final results of a disciplinary hearing to such a victim and may make such disclosure regardless of the outcome of the proceeding. The final results are limited to the name of the student, the basic nature of the violation the student was found to have committed, and a description and the duration of any sanction the College imposed against the student.
  13. Disclosure in connection with financial aid that the student has applied for or received. The College may make disclosures in connection with financial aid if the disclosure is for the purpose of determining the student’s eligibility for, the amount of, the conditions for the aid, or to enforce the terms and conditions of the aid.
  14. Disclosure to authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs.       These entities may make further disclosures of personally identifiable information to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf.
  15. Disclosures to accrediting organizations to carry out their accrediting functions.
  16. Disclosures to organizations conducting studies for education institutions to develop, validate, or administer predictive tests; administer student aid programs; or improve instruction. Disclosures to these organizations are permitted if the studies are conducted in a manner that prevents personal identification of parents and students by anyone other than representatives of the organizations, the information is destroyed when no longer needed for purposes of the studies, and the institution enters into a written agreement with the organization specifically limiting its use of the information in these ways.
  17. Disclosures concerning sex offenders. The College may make certain disclosures that consist of information provided to the institution pursuant to the Violent Crime Control and Law Enforcement Act of 1994 (commonly known as the Wetterling Act).

II. Reason for Policy
FERPA is designed to protect the confidentiality of the records that educational institutions maintain on their students, give students access to those records, and assure the accuracy of those records. This policy has been established to inform students of their rights under FERPA, to inform employees, student workers, third party contractors and volunteers of Richard Bland College’s obligations under FERPA, and to describe the circumstances under which the College may disclose student education records.

III. Applicability of the Policy
This policy applies to students in attendance at and employees of Richard Bland College. This policy governs the treatment of records directly relate to students and maintained by Richard Bland College.

IV. Related Documents
The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99)

V. Contacts
Office of the Registrar
Registrar
(804) 862-6206
office.enrollment@rbc.edu

 VI. Definitions
“Attendance” includes but is not limited to attendance in person or by paper correspondence, videoconference, satellite, internet, or other electronic information and telecommunications technologies for students who are not physically present in the classroom. The College defines, in accordance with FERPA, the first day of class as the date when a student is first considered to be “in attendance.”

“Directory Information” means information that would not generally be considered harmful or an invasion of privacy if disclosed, including, but not limited to:

  • Student name, address, telephone number, email address
  • Photograph
  • Date and place of birth
  • Major field of study; grade level
  • Enrollment status (e.g., undergraduate, full-time or part-time)
  • Dates of attendance
  • Degrees and awards received
  • The most recent previous education agency or institution attended by the student
  • Participation in officially recognized activities and sports
  • Height and weight of members of athletic teams

“Education Records” means those records that are directly related to a student and maintained by the College or an agent for the College. Records may include documents, files, or other media in electronic or tangible form. Education Records do not include sole possession records, law enforcement records, certain employment records, treatment records, alumni records, or peer grades. For a full list of what the definition of education records specifically excludes, see title 34 of the Code of Federal Regulations Part 99.3.

School Official” means a person employed by the College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel, College Counsel, and health staff); a person serving on the Board of Visitors; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of the College who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of personally identifiable information from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the College.

VII. Procedures
Requests for Inspection and Review:
The law provides a student the right to inspect and review information contained in his/her education record, to challenge the contents of the education record, and to have a hearing if the outcome of the challenge is unsatisfactory. The student may submit explanatory statements for inclusion in the files if the student feels the decision of the hearing panel to be unacceptable. The Registrar at Richard Bland College has been designated by the institution as the individual responsible for coordinating the inspection and review procedures for student educational records. These records include admissions, personal, academic, and financial files, as well as academic and placement records. Students wishing to review their education records must make written requests to the Registrar listing the item or items of interest. Only records covered by the Act will be made available within forty- five days of the request. Students may have copies made of their records upon receipt by RBC of $0.15 per page within certain exceptions (e.g., copy of the academic record for which a financial hold exists, or a transcript of an original or source document that exists elsewhere). Education records do not include records of instructional, administrative, and educational personnel who are the sole possession of the maker and are not accessible or revealed to any individual except a temporary substitute, records of the law enforcement unit, student health records, employment records, or alumni records. Physicians designated by the student may review health records.

Students may not inspect the following as outlined by the Act:

  • Financial information submitted by their parents
  • Confidential letters and recommendations associated with admissions, employment, or job placement honors to which they have waived their rights of inspection and review
  • Records containing information about more than one student

In such cases, the institution will permit access only to that part of the record that pertains to the inquiring student.

Requests for Amendment and Right to a Hearing:
A student who believes an educational record contains information that is inaccurate or misleading or is otherwise in violation of privacy or other rights may discuss the problem informally with the Registrar. If the Registrar agrees with the student’s request, the appropriate record will be amended. If not, the student will be notified within a reasonable period of time that the record will not be amended, and the student will be informed by the Registrar of the right to a formal hearing. A student request for a formal hearing must be made in writing to the Dean of Faculty and Chief Academic Officer who, within a reasonable period of time after receiving such request, will inform the student of the date, place, and the time of the hearing. A student may present evidence relevant to the issues raised and may be assisted or represented at the hearing by one or more persons of their choice, including attorneys at the student’s expense. The hearing panel that will adjudicate such challenges will be the Dean of Faculty and Chief Academic Officer, the Dean of Enrollment Services, and the Chair of the Student Affairs Committee.

The decision of the hearing panel will be final, and will be based solely on the evidence presented at the hearing. Notification will consist of written statements summarizing the evidence and stating the reasons for the decisions. The decision will be delivered to all parties concerned. Education records will be corrected or amended in accordance with the decision of the hearing panel if the decision is in favor of the student. If the decision is unsatisfactory to the student, the student may place in the education records statements commenting on the information in the records, or statements setting forth any reasons for disagreeing with the decision of the hearing panel. The statements will be maintained as part of the student’s record and released whenever the record in question is disclosed. Students who believe the adjudication of their challenges was unfair or not in keeping with the provisions of the Act may submit written requests to the President of the College for assistance. Students who believe their rights have been abridged may also file complaints with the U.S. Department of Education, Family Policy Compliance Office, 400 Maryland Ave., S.W., Washington, DC 20202-8520, concerning the alleged failures of Richard Bland College to comply with the Act. Revisions and clarifications will be published as the law and RBC’s policy warrants.

Copies of the College’s policy and procedures are available to students (and authorized parents of students) upon request at the Office of the Registrar.


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Financial Aid Policies and Procedures

Responsibility for Maintenance: Dean of Enrollment

I. Policy Statement
The purpose of this policy is to ensure full federal and state compliance regarding the delivery of financial aid at Richard Bland College.

II. Reason for Policy
This policy is intended to ensure that the College’s financial aid decisions are based upon sufficient information and are rendered in a manner consistent with applicable law.

III. Applicability of the Policy
All College personnel who have a role in the financial aid process, and all prospective applications for financial aid, should be familiar with this policy.

IV. Related Documents
Richard Bland College Financial Aid Office Policies and Procedures Manual
Department of Education’s website (IFAP)
Federal Registers

V. Contacts
Enrollment
Dean of Enrollment
(804) 862-6261
office.enrollment@rbc.edu

VI. Definitions
FAFSA (Federal Application for Federal Student Aid)
SAR (Student Aid Report
EFC (Expected Family Contribution)

VII. Procedures
Please refer to the Richard Bland College Financial Aid Policies and Procedures Manual.


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Academic Policies

Academic Calendar

Responsibility for Maintenance: Dean of Faculty and Chief Academic Officer

I. Policy Statement
RBC shall set an academic calendar and include it on the College website and in the College Catalog.

II. Reason for Policy
The policy is designed to ensure that the Academic Calendar, which provides useful dates to help navigate through the semester, is available to students and faculty. Important dates include days to register and withdraw from classes, examinations, college closings, and breaks. The Academic Calendar must include the requisite number of class meetings for each academic course exclusive of holidays and other closings.

III. Applicability of the Policy
All members of the College community should be familiar with this policy.

IV. Related Documents

V. Contacts
Academics
Dean of Faculty and Chief Academic Officer
(804) 862-6210
office.academics@rbc.ed  

VI. Procedures
The Dean of Faculty and Chief Academic Officer, in consultation with the Faculty Assembly and the department chairs, will set the Academic Calendar. Changes to the Academic Calendar will be posted online.


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Approval of Curricula

Responsibility for Maintenance: Dean of Faculty and Chief Academic Officer

I. Policy Statement
RBC College curricula shall be changed in accordance with this policy.

II. Reason for Policy
The policy is designed to ensure that changes to RBC curricula are made with due consideration of academic, college, and administrative concerns.

III. Applicability of the Policy
All members of the College community involved in formulating changes to academic curricula should be familiar with this policy.

 IV. Related Documents
Honor Code

V. Contacts
Academics
Dean of Faculty and Chief Academic Officer
(804) 862-6210
office.academics@rbc.edu

VI. Procedures

Procedure for Adding a Course to the Curriculum

  1. The faculty member proposing the addition of a new course will fill out a Proposal for New Course form and sign it.
  2. Copies of the proposal will be distributed to all members of the Division where the course will be taught, and a Division meeting will be held to discuss the proposal.
  3. After the proposal has been discussed in the Division, the faculty member will submit it to the Instructional Program/Curriculum Committee.
  4. The Instructional Program/Curriculum Committee will set a meeting date and distribute a copy of the Proposal for New Course form to all members of the faculty as part of the agenda for the meeting.
  5. The Instructional Programs Committee will approve or disapprove the proposed course and submit such recommendation to the Faculty Assembly.
  6. The Faculty Assembly will submit their recommendations to the President’s Council.
  7. The President’s Council will recommend to the President either approval, with any appropriate modifications, or disapproval of the course.

Procedure for Prioritization of Academic Disciplines for Curtailment or Discontinuance

During times of financial and enrollment constraint, it is essential that institutions of higher education periodically review their academic disciplines in order to make reasonable and educationally sound decisions regarding the overall allocation of funds and personnel for their particular institution.

Decisions of this nature that affect the viability and financial well-being of the institution may be necessary due to a substantial decline in student enrollment, a reduction in State allotments or appropriations, loss of other income received from non-State sources, or an internal reallocation process.

Guidelines for the Review of Academic Disciplines:

Listed below are several broad areas that shall be used for the purpose of making decisions involving academic discipline curtailment or discontinuation. Each of the areas is followed by questions illustrating some specific kinds of inquiry that should be developed.

  1. Mission
    1. What is the relationship of the discipline to the mission of the College?
    2. How is it related to the mission of the Division?
  2. Quality
    1. What is the overall quality of the discipline at present in terms of instruction?
    2. What is the performance of the students currently enrolled in the discipline?
    3. What is the quality of the faculty affiliated with the discipline in terms of their academic preparation, teaching, and professional service?
    4. What is the quality and quantity of library holdings for the discipline and how do they compare with established standards?
    5. What is the quality of equipment, facilities, and laboratories dedicated to the program?
  3. Cost and Revenues:
    1. What are the direct and indirect costs associated with the discipline per year/biennium?
    2. How much revenue does the discipline generate from tuition, fees, and other sources of funding?
    3. What is the cost effectiveness of the discipline?
    4. What resources will be required to maintain the discipline at its present level or to raise it to a desired level of excellence within a reasonable period of time?
    5. What is the cost per student credit hour in the discipline? How does it compare with the College average and similar disciplines at other institutions?
    6. What revenue loss will be anticipated if the discipline is discontinued?
    7. What is the cost of continuing employment for faculty members, both tenured and non-tenured, as well as for clerical and other non-faculty personnel directly associated with the discipline for the next two biennia?
    8. What is the significance of the discipline’s curtailment or discontinuation on the College’s financial situation?
  4. Enrollment and Productivity:
    1. What is the pattern of the discipline’s current and past (5 years) enrollment in terms of numbers and types of students?
    2. What are the enrollment projections for the discipline for the next five years?
    3. Can the discipline’s enrollment be improved by some simple efforts?
    4. What has been the discipline’s retention rate over the past five years?
  5. Relationship with Other Programs:
    1. How does the discipline relate with others offered or planned by the College?
    2. To what extent is the discipline’s faculty involved with those of other disciplines in joint instructional activities?
  6. Distinctive Program Features:
    1. Is the discipline unique in concept, design, or implementation?
    2. Does the discipline address specific local or regional needs that cannot be met in any other manner?
    3. Does the discipline have a demonstrable significant value to the area and population served by the College?
  7. Comparable Disciplines:
    1. Are there disciplines comparable to the one being considered for curtailment or closure offered by other institutions in Virginia?
    2. If such disciplines are offered by other institutions in Virginia, can they respond adequately to the needs of the College’s service area residents?
  8. Impact of Discontinuation:
    1. What would be the impact of the discipline’s curtailment or discontinuation on other College units and programs?
    2. What will be the effect of curtailing or closing the discipline on the educational opportunities available in the College’s service area?
    3. Will the curtailment or closure of the discipline have an adverse effect on the recruitment efforts of the College?
    4. How will the discipline’s curtailment or closure affect the College’s affirmative action goals?
  9. Alternatives to Curtailment or Discontinuation:
    1. As an alternative to the discipline’s curtailment or closure, what are the possibilities of cost reduction, merger with another discipline, or development of a joint or cooperative offering with another institution?
    2. Is there a viable educational or fiscal alternative to discipline curtailment or closure that can be recommended?
    3. Have any of the following been considered: voluntary early retirements, voluntary reductions in salary, outside funding, or summer teaching as a part of regular load?

The procedures detailed below shall be followed in the review of academic disciplines for the purpose of possible curtailment or discontinuance:

  1. The Dean of Faculty and Chief Academic Officer shall charge the Instructional Program/Curriculum Committee to undertake the review of any discipline or disciplines that may fall under the purview of this policy.
  2. After a thorough review, the Instructional Program/Curriculum Committee recommendations shall be communicated to the Faculty Assembly and the Dean of Faculty and Chief Academic Officer.

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Determination and Assignation of Academic Credit

Responsibility for Maintenance:  Dean of Faculty and Chief Academic Officer

(Approved June 2, 2017)

Scope:
This policy defines academic credit hours awarded by Richard Bland College of William & Mary (RBC) at all levels and in all programs. This policy does not address non-credit instruction.

Purpose:
This document provides general definition and school-specific requirements for the awarding of academic credit hours. It includes requirements articulated by the U.S. Department of Education (USDOE) and the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).

Policy:
Federal Definition of the Credit Hour (from USDOE): For purposes of the application of this policy and in accord with federal regulations, a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates:

  1. Not less than one hour of classroom or direct faculty instruction and a minimum of two hours out-of-class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time; or
  2. At least an equivalent amount of work as required outlined in item 1 above for other academic activities as established by the institution including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.

In the document “Regulations Governing Certification of Certain Institutions to Confer Degrees, Diplomas, and Certificates,” the State Council of Higher Education for Virginia (SCHEV) further notes: “Emerging delivery methodologies may necessitate determining a unit of undergraduate … credit with non-time-based methods. These courses shall use demonstration of competency, demonstration of proficiency, or fulfillment of learning outcomes to ensure these courses are equivalent to traditionally delivered courses.”

RBC adopts the federal and state definitions of credit hour as outlined above, regardless of the mode of delivery including, but not limited to, self-paced, online, hybrid, lecture, seminar, and laboratory. RBC further acknowledges credit-hour stipulations required by accrediting agencies for specific schools and levels.

Responsibilities: 

  1. The Dean of Faculty and department chairs are required to ensure that credit hours are appropriately awarded in accordance with this policy and federal guidelines.
  2. In the process of approving courses, faculty committees governing educational policy shall ensure that the proposed instruction, required learning activities, and stated learning outcomes meet this credit-hour standard.
  3. In the process of building the schedule, the Dean of Faculty and department chairs are responsible for ensuring that credit hours are accurately established.

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Substantive Change Policy

Responsibility for Maintenance: Dean of Faculty and Chief Academic Officer

(Approved June 7, 2016)

I. Policy Statement
Richard Bland College’s accreditation with the Southern Association of Colleges and Schools Commission on Colleges (SACS) requires that it report substantive changes consistent with federal policy.  Substantive change is defined by SACS as “a significant modification or expansion in the nature and scope of an accredited institution.”

II. Reason for Policy
Richard Bland College requires this policy and accompanying procedures to remain in compliance with accreditation standards.

III.
The policy applies to all employees of the College who are in a position to institute applicable programs, procedures, or institutional changes.

IV.
http://sacscoc.org/pdf/081705/SubstantiveChange.pdf

V. Contacts
Dean of Faculty and Chief Academic Officer
(804) 862-6491
office.academics@rbc.edu

VI. Definitions
“Substantive change” is defined by SACS as “a significant modification or expansion in the nature and scope of an accredited institution.”  

VII. Procedures
Richard Bland College’s accreditation with the Southern Association of Colleges and Schools Commission on Colleges (SACS) requires that it report substantive changes consistent with federal policy.  Substantive change is defined by SACS as “a significant modification or expansion in the nature and scope of an accredited institution.”  These modifications may include, but are not limited to the following:

  • Initiating distance education constituting 25% or more of a degree program
  • Initiating programs or courses offered through contractual agreement or consortium
  • Initiating off-campus sites
  • The establishment of a branch campus
  • The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50% of an educational program
  • Initiating joint or dual degree programs with another institution
  • Initiating a certificate program at a new off-campus site or that is a significant departure from previously approved programs
  • Altering the length of a program significantly
  • Changing from clock hours to credit hours
  • Initiating degree completion programs

Questions about whether a proposed change/academic action represents substantive change may be directed to the SACS Liaison (Academic Dean).  For further information about what constitutes substantive change, please see the SACS Substantive Change Policy.

Procedures and Responsibilities

An academic department or unit that is considering a substantive change or program modification, including significant on-line program delivery or new degree programs, must discuss the required notification with the SACS Liaison.  Depending on the specific change, notification to SACS must be made between 3 and 6 months before the change is made. Most substantive changes require the preparation of a comprehensive prospectus, and the majority require approval from SACS before implementation.

The SACS Liaison is responsible for ensuring that all such proposed changes comply with SACS regulations regarding substantive change, for reviewing proposed changes in a timely fashion, for assisting departments and other units in identifying the best way in which to meet the regulations, and for ensuring that administrators (Coordinators, Chairs, Deans) meet their responsibilities with regard to substantive change. The SACS Liaison is responsible for notifying the President and others as appropriate about any changes in the SACS policy on substantive change.

VI. Procedures:

  • The SACS Liaison will be notified of changes such as those listed above that are under consideration.
  • The SACS Liaison will determine if the proposed change is one that falls under the definition of Substantive Change.
  • The department or unit proposing the change will complete the prospectus required by SACS.
  • The prospectus will be reviewed by the SACS Liaison before being transmitted to SACSCOC. Click hereto read ‘The Content of the Substantive Change Prospectus.’
  • The President will send the prospectus and other required materials to SACSCOC.

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Reporting and Use of Assessment Results

Responsibility for Maintenance: Dean of Faculty and Chief Academic Officer

I. Policy Statement
Academic programs and support services at Richard Bland College are evaluated to ensure their quality. In addition, students are surveyed to obtain information on their satisfaction with faculty and staff. Faculty members are evaluated on teaching methodologies and effectiveness each semester. Students are surveyed upon graduation to measure their satisfaction with the College. The results of this process are used internally and are reported to the State Council of Higher Education in Virginia and the Southern Association of Colleges and Schools periodically. All data collected for assessment is held under strict confidence and is never used to evaluate or identify individual student performance.

II. Reason for Policy
This policy is intended to ensure efficient and productive use of outcome assessment data.

III. Applicability of the Policy
All members of the College community should be familiar with this policy.

IV. Contacts
Dean of Faculty and Chief Academic Officer
(804) 862-6210|
office.academics@rbc.edu

Dean of Enrollment Services
(804) 862-2107
office.academics@rbc.edu


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Faculty Handbook

Responsibility for Maintenance: Dean of Faculty and Chief Academic Officer

I. Policy Statement
Policies and procedures relating exclusively to teaching faculty at Richard Bland College are located in the Faculty Handbook.

II. Reason for Policy
The Faculty Handbook sets forth the College’s expectations regarding its teaching faculty and provides procedures that apply to instructional staff and related matters.

III. Applicability of the Policy
All full- and part-time teaching faculty are covered by the Faculty Handbook.

IV. Related Documents
Faculty Handbook

V. Contacts
Academics
Dean of Faculty and Chief Academic Officer
(804) 862-6491
office.academics@rbc.edu

VI. Procedures
Amendments to the Faculty Handbook can be made in accordance with the procedures outlined in that document.


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College Off-Campus Trips or Classes

Responsibility for Maintenance: Dean of Faculty and Chief Academic Officer

I. Policy
The College may sponsor off-campus trips or classes to enrich the learning experiences of students. Such experiences should be provided as economically as possible, while maintaining fiscal accountability. Students may be charged fees to cover costs of off-campus trips or classes sponsored by the College.  However, students will be informed at the time of registration if any off-campus trip or classes fees are required for participation in a course.

II. Procedures
A member of the College faculty or staff, designated as the coordinator of the trip or class, must accompany the group off campus. The coordinator and applicable dean/director, as well as the Dean of Finance and Administration, are responsible for facilitating the off-campus trip or class for students.

Coordinator Responsibilities:

1. Secure permission from the organization in charge of the facilities to be visited, when applicable.

2. Secure prior written authorization from the appropriate RBC senior leader, with concurrence from the RBC President, to conduct the off-campus trip or class.

4. For field trips, arrange for class and/or office coverage while on the field trip when applicable.

5. Arrange for transportation and for authorization for the students to be absent (if necessary) from classes in order to make the trip. A list of participating students shall be left with the division dean or director.

6. Require all participants to sign a waiver and release, as well as the applicable Notice and Warnings to Participants.

7. Orient participants concerning the objectives of the off-campus trip or class, possible hazards, and highlights directly after they sign the Notice and Warnings to Participants.


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Use of Copyrighted Works

Responsibility for Maintenance: Associate Dean Instructional & Learning Resources

I. Policy Statement
All members of the College community must respect and comply with copyright law (Title 17 of the United States Code). This obligation exists whether the original work is in a fixed, tangible medium, or consists of digital materials or software. Works protected by copyright include writings, recordings, photographs, videos, movies, digital works, and software.

It is against College policy for an employee (faculty or staff) or students to use College equipment or services to access, use, copy or otherwise reproduce, or make available to others any copyright-protected materials (tangible, digital, or software) except as permitted under copyright law (especially with respect to “fair use”).

Responsibility for the determination of the copyright status and securing permission rests with those persons wishing to reproduce, distribute, adapt, perform, or display the materials.

Generally, a fair use is any copying of copyrighted material done for a limited and “transformative” purpose, such as to comment upon, criticize, or parody a copyrighted work. Such uses can be done without permission from the copyright owner. Fair use requires a fact-specific analysis that should be considered carefully whenever deciding whether or not permission is required.

II. Reason for Policy
This policy exists to prevent copyright infringement. The exceptions to a copyright owner’s exclusive rights provided by law, especially the fair use provision, are integral to the balance between exclusive rights and productive, socially beneficial new uses of works.

III. Applicability of the Policy
All College employees and students must comply with this policy.

IV. Related Documents
http://www.copyright.gov/
http://www.copyright.gov/reports/studies/dmca/dmca_executive.html
http://www.educause.edu/library/digital-millennium-copyright-act-dmca
http://www.copyright.gov/legislation/dmca.pdf
Employee Computing and Communications Networks Usage Policy
Student Computing and Communications Network Usage Policy

V. Contacts
ILR
Associate Dean Instructional & Learning Resources
(804) 862-6150
office.library@rbc.edu

VI. Definitions
“Copyright” means the rights granted to the author of an intellectual or artistic creation. The author of the work has the exclusive right to reproduce, distribute, adapt, perform, or display the work.

“Fair Use” provides a limited exception to the obligation to obtain permission of the copyright owner in order to use the copyrighted work. Whether a particular use is a fair use is a fact-specific judgment, and not a bright-line test.

VII. Procedures.
Allegations of violations of this policy should be reported to the Policy Contact listed above. If the alleged violator has made use of the College’s information technology network, the College reserves the right to remove the material prior to any determination that a violation has occurred.

Repeat violations of this policy making use of the College’s information technology network may result in a loss of privileges. (See policies on Employee Computing and Communications Network Usage and Student Computing and Communications Network Usage.)


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Honorary Degrees

Responsibility for Maintenance: The President of the Richard Bland College of William & Mary

(Approved by the William & Mary Board of Visitors April 22, 2016)

I. Policy Statement
Awarded by the Board of Visitors, the honorary associate degree is the highest form of recognition offered by Richard Bland College to persons of exceptional distinction.

II. Reason for Policy
The purpose of this policy is to honor demonstrated meritorious and outstanding service to Richard Bland College, to the Commonwealth of Virginia, and/or to the community at large, and to recognize persons whose lives serve as examples of the College’s aspirations for its students.

III. Applicability of the Policy
Nominees shall meet one or more of the following Criteria:

  • Individual who has made a significant, noteworthy contribution to Richard Bland College, the Commonwealth of Virginia, or the community at large.
  • Individual who has demonstrated an enduring commitment of commendable service to Richard Bland College.
  • Current faculty, staff, and members of the Board of Visitors are not eligible. Faculty, staff, and board members who have been separated from the College for at least five years are eligible.
  • Generally, the College will award no more than two honorary degrees in any academic year.

IV. Contacts
President
Assistant to the President
804-862-6221
President@rbc.edu

V. Procedures
Honorary degrees are awarded based on a recommendation from the RBC President. Coordination of the selection and nomination process for honorary degree recipients is the responsibility of the President, who may consult with representatives from the faculty, students, administrative staff, alumni, and other friends of the College.

For awards to be made at Commencement, nominations should be received by the Richard Bland College Committee by the April meeting date and considered for action at the April Board of Visitors meeting.

Honorary degrees are generally conferred at Commencement.


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Athletics Policy

Intercollegiate Athletics Participation

Responsibility for Maintenance: Director of Athletics and Recreation

I. Policy Statement 

  • The Athletics Department is committed to supporting the College’s mission by making a difference in the lives of student athletes. Athletics is an educational opportunity and experience that complements a student’s formal classroom education. Athletic participation helps to facilitate the development of young adults by teaching and reinforcing life skills. Collegiate athletics requires a special commitment and willingness to accept greater expectations and responsibilities. First and foremost, the College expects its student-athletes to be successful in the classroom. Additionally, student-athletes are expected to compete at the highest level while learning valuable life lessons by participating as part of a team and living, learning, and contributing to a diverse community. Participating in RBC athletics is a privilege, not a right.
  • The College shall be recognized as having a nationally competitive athletics program dedicated to positively influencing the academic, personal, social, and athletic development of its student-athletes. The athletics program shall compete to win while teaching life lessons, reinforcing healthy behaviors, and providing opportunities to learn new skills and develop positive habits that collectively assist student-athletes in reaching their full potential.

II. Reason for Policy
This policy clarifies the nature of intercollegiate athletics participation as a privilege, not a right, and describes behavioral expectations for student athletes. This policy is not intended, nor shall it be construed, to limit coaching staff discretion as to team membership, participation, playing time, and similar decisions, subject to compliance with the specific minimum standards set forth above.

III. Applicability of the Policy
All Athletic Department staff, actual and prospective student-athletes, and Richard Bland College athletics boosters shall become familiar with this policy.

VI. Related Documents
NJCAA Handbook/Casebook
Clarification of Intercollegiate Athletics Policy Guidance: The Three-Part Test
Office of Civil Rights & Title IX Enforcing info from US Dept. of Ed

V. Contacts
Athletics Department
Director of Athletics and Recreation
(804) 862-6250
office.athletics@rbc.edu

Student athletes and members of the RBC Athletic Department, when applicable, must comply with:

VI. Procedures 

  • Applicable federal, state, and local laws
  • Richard Bland College Student Conduct and Disciplinary Procedures
  • National Junior College Athletic Association (NJCAA) rules and regulations
  • Athletic Department procedures, rules, and regulations
  • Team rules and coaching instructions

Each individual involved in intercollegiate athletics is obligated to know and act in full compliance with these requirements; and to report any violation of NJCAA, conference, and/or College policies or rules of which he or she is aware to his or her head coach or the Athletics Director.

If a student-athlete is involved in conduct that violates any or all of these requirements, he or she will be subject to appropriate disciplinary action to be determined at the discretion of the team’s Head Coach and/or the Athletic Director (or a designee). Such disciplinary action may include, without limitation, temporary or permanent revocation of athletic privileges, and is in addition to any other consequences that may apply pursuant to applicable laws and/or College policies, procedures, rules, and regulations.


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General Administration Policies

Policy Maintenance, Availability, Amendments, and Renewal

Responsibility for Maintenance: College Counsel

I. Policy Statement
Personnel responsible for creating, updating, and distributing College policies must comply with the procedures described in this policy, which details the procedures for formulating, approving, issuing, and amending policies.

II. Reason for Policy
Richard Bland College requires regular maintenance of policies to ensure ongoing compliance with applicable laws, to facilitate optimal efficiency and effectiveness in fulfillment of mission and goals, and to promote a common understanding of the fundamental framework that guides our actions.

III. Applicability of the Policy

This policy applies to all policies included in the official Richard Bland College Policy Manual and available on the Richard Bland College website.

IV. Related Documents
None

V. Contacts
Policy Maintenance
Office of the College Counsel
College Counsel
(804) 862-6242
office.legal@rbc.edu

VI. Procedures
The College Counsel will send out the inventory of current policies prior to the beginning of each calendar year, but no later than January 10. The RBC senior leaders are responsible for ensuring that policies in their areas of responsibility are included in the Policy Manual. If a policy already exists, then the senior leader responsible for that policy shall ensure that the policy is kept updated. Senior leaders and other RBC leaders will work with the College Counsel to determine if any legal updates have impacted a policy or if new policies are appropriate. On or before February 1, each senior leader shall send to the College Counsel final comments regarding revisions or additions to policies.


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Freedom of Information Act Policy (FOIA)

Responsibility for Maintenance: FOIA Officer

(Updated July 6, 2016)

I. Policy Statement
Richard Bland College acknowledges the rights of requesters and the responsibility of the College under the Virginia Freedom of Information Act.

II. Reason for Policy
The Virginia Freedom of Information Act (FOIA), located at § 2.2-3700 et seq. of the Code of Virginia, guarantees citizens of the Commonwealth and representatives of the media access to public records held by public bodies, public officials, and public employees. The purpose of FOIA is to promote an increased awareness by all persons of governmental activities. In furthering this policy, FOIA requires the law to be interpreted liberally, in favor of access, and that any exemption allowing public records to be withheld must be interpreted narrowly.

III. Applicability of the Policy
This policy is to be understood and applied by the College’s FOIA Officer. This policy applies to any public records held by Richard Bland College.

VI. Related Documents
http://foiacouncil.dls.virginia.gov/2016law.pdf

V. Contacts
Office of the President
FOIA Officer
(804)862-6100, ext. 6221
rbcfoia@rbc.edu

VI. Definitions
Public record: A public record is any writing or recording—regardless of whether it is a paper record, an electronic file, an audio or video recording, or any other format—that is prepared or owned by, or in the possession of a public body or its officers, employees, or agents in the transaction of public business. All public records are presumed to be open, and may only be withheld if a specific, statutory exemption applies.

Requestor: Those who are entitled to inspection and copying of records under FOIA are limited to citizens of the Commonwealth, representatives of newspapers and magazines with circulation in the Commonwealth, and representatives of radio and television stations broadcasting in or into the Commonwealth.

VII. Procedures 

Your FOIA Rights

  1. You have the right to request to inspect or receive copies of public records, or both.
  2. You have the right to request that any charges for the requested records be estimated in advance.
  3. If you believe that your FOIA rights have been violated, you may file a petition in district or circuit court to compel compliance with FOIA.  Alternatively, you may contact the FOIA Council for a nonbinding advisory opinion.

Making a Request for records from Richard Bland College
You may request records by U.S. Mail, fax, e-mail, in person, or over the phone.  FOIA does not require that your request be in writing, nor do you need to specifically state that you are requesting records under FOIA. However, from a practical perspective, it may be helpful to both you and the person receiving your request to put your request in writing.  This allows you to create a record of your request.  It also gives RBC a clear statement of what records you are requesting, so that there is no misunderstanding over a verbal request.  However, RBC cannot refuse to respond to your FOIA request if you elect to not put it in writing.

Your request must identify the records you are seeking with “reasonable specificity.”  This is a common-sense standard.  It does not refer to or limit the volume or number of records that you are requesting; instead, it requires that you be specific enough so that RBC can identify and locate the records that you are seeking.

Your request must ask for existing records or documents.  FOIA gives you a right to inspect or copy records; it does not apply to a situation where you are asking general questions about the work of Richard Bland College, nor does it require Richard Bland College to create a record that does not exist.

You may receive electronic records in any format used by Richard Bland College in the regular course of business. For example, if you request records maintained in an Excel database, you may receive those records electronically, via e-mail, on a computer disk, or as a printed document.

Please cooperate with staff’s efforts to clarify the type of records you are seeking, or to attempt to reach a reasonable agreement about a response to a large request.  Making a FOIA request is not an adversarial process, but RBC staff may need to discuss your request with you to ensure that we understand what records you are seeking.

To request records from Richard Bland College, you may direct your request to the FOIA Officer by email at rbcfoia@rbc.edu; by regular mail at 11301 Johnson Road, South Prince George, VA 23805; or by phone at 804.862.6221.

You may also contact the FOIA Officer with questions you have concerning requesting records from Richard Bland College.  In addition, the Freedom of Information Advisory Council is available to answer any questions you may have about FOIA.  The Council may be contacted by e-mail at foiacouncil@dls.virginia.gov, or by phone at (804) 225-3056 or [toll free] 1-866-448-4100.

Richard Bland College’s Responsibilities in Responding to Your Request
Richard Bland College must respond to your request within five working days of receiving it.  “Day One” is the working day after your request is received.  The five-day period does not include weekends, holidays, or other days the College is closed.

The reason behind your request for public records from Richard Bland College is irrelevant, and you do not have to state why you want the records before we respond to your request.  FOIA does, however, allow Richard Bland College to require you to provide your name and legal address.

FOIA requires that Richard Bland College make one of the following responses to your request within the five-day time period:

  1. We provide you with the records that you have requested in their entirety.
  2. We withhold all of the records that you have requested, because all of the records are subject to a specific statutory exemption.  If all of the records are being withheld, we must send you a response in writing.  That writing must identify the volume and subject matter of the records being withheld, and state the specific section of the Code of Virginia that allows us to withhold the records.
  3. We provide some of the records that you have requested, but withhold other records.  We cannot withhold an entire record if only a portion of it is subject to an exemption.  In that instance, we may redact the portion of the record that may be withheld, and must provide you with the remainder of the record.  We must provide you with a written response stating the specific section of the Code of Virginia that allows portions of the requested records to be withheld.
  4. We inform you in writing that the requested records cannot be found or do not exist (we do not have the records you want).  However, if we know that another public body has the requested records, we must include contact information for the other public body in our response to you.
  5. If it is practically impossible for Richard Bland College to respond to your request within the five-day period, we must state this in writing, explaining the conditions that make the response impossible.  This will allow us seven additional working days to respond to your request, giving us a total of 12 working days to respond to your request.

If you make a request for a very large number of records, and we feel that we cannot provide the records to you within 12 working days without disrupting our other organizational responsibilities, we may petition the court for additional time to respond to your request.  However, FOIA requires that we make a reasonable effort to reach an agreement with you concerning the production of the records before we go to court to ask for more time.

Costs
A public body may make reasonable charges not to exceed its actual cost incurred in accessing, duplicating, supplying, or searching for the requested records. No public body shall impose any extraneous, intermediary, or surplus fees or expenses to recoup the general costs associated with creating or maintaining records or transacting the general business of the public body. Any duplicating fee charged by a public body shall not exceed the actual cost of duplication. All charges for the supplying of requested records shall be estimated in advance at the request of the citizen as set forth in subsection F of § 2.2-3704 of the Code of Virginia.

You may have to pay for the records that you request from Richard Bland College.  FOIA allows us to charge for the actual costs of responding to FOIA requests.  This would include items like staff time spent searching for the requested records, copying costs, or any other costs directly related to supplying the requested records.  It cannot include general overhead costs.

If RBC estimates that it will cost more than $200 to respond to your request, RBC may require you to pay a deposit, not to exceed the amount of the estimate, before proceeding with your request.  The five days that RBC has to respond to your request does not include the time between when RBC asks for a deposit and when you respond.

You may request that RBC estimate in advance the charges for supplying the records that you have requested.  This will allow you to know about any costs upfront, or give you the opportunity to modify your request in an attempt to lower the estimated costs.

If you owe RBC money from a previous FOIA request that has remained unpaid for more than 30 days, RBC may require payment of the past-due bill before responding to your new FOIA request.

Commonly used exemptions
The Code of Virginia allows any public body to withhold certain records from public disclosure.  Federal law also requires certain records to be withheld.  Richard Bland College commonly withholds records subject to the following exemptions:

  1. Personnel records (§ 2.2-3705.1 (1) of the Code of Virginia)
  2. Records subject to attorney-client privilege (§ 2.2-3705.1 (2)) or attorney work product (§ 2.2-3705.1 (3))
  3. Vendor proprietary information (§ 2.2-3705.1 (6))
  4. Records relating to the negotiation and award of a contract, prior to a contract being awarded (§ 2.2-3705.1 (12))
  5. Student records (§ 2.2-3705.4 and The Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g; 34 CFR Part 99)

VIII. Related Laws
Virginia Code §§ 2.2-3700 et seq. – http://law.lis.virginia.gov/vacode/title2.2/chapter37/


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Intellectual Property

Responsibility for Maintenance: Dean of Faculty and Chief Academic Officer

I. Policy Statement
This policy governs the respective ownership rights of the College and its employees in copyrightable material produced within the scope of employment and student ownership rights.

The “work-for-hire” rule in the Copyright Act gives the College ownership of the copyrights to works produced by its employees within the scope of their employment. The College cedes copyright ownership to the author(s) of scholarly and academic works (such as journal articles, books, and papers) created by academic and research faculty who use generally available College resources. However, the College asserts its right of copyright ownership if significant College resources (including sponsor-provided funds) are used in the creation of such works, and: (a) the work generates royalty payments; or (b) the work is of commercial value that can be realized by College marketing efforts.

Use of the College’s name in connection with the commercialization of a faculty work must be approved in advance by the RBC President.

Even in cases where the College retains copyright ownership under this policy, it may cede such ownership to the work’s author(s) by written agreement signed by the RBC Dean with supervisory oversight over the employee(s) involved and approved by the RBC President.

The College retains a non-exclusive, royalty-free right under any and all circumstances to use for non-commercial purposes works produced by its employees while acting within the scope of their employment even if copyright ownership is ceded to the author or authors.

The College may assign its copyright ownership for purposes of commercialization to licensees, publishers, or other parties.

Sponsors and Contracts: When under the terms of a contract with the College a sponsor obtains copyright ownership in any copyrightable work that may result from the sponsored effort, that contract takes precedence over this policy. If the sponsor in the contract does not assert an ownership interest, copyright ownership is vested with the College as provided in this policy.

Grants: The College may vary the terms of this policy when it provides or administers a grant if it provides notice in, or at the time of, the grant application. In the absence of that notice, the following paragraphs generally will apply:

Ownership of intellectual property created under a grant from the College is the same as ownership of intellectual property not covered by a grant: i.e. it is described in this policy.

Ownership of intellectual property created under an outside grant that is administered by the College is not completely within the College’s control. Therefore, this policy governs unless in conflict with any term or condition of the grant. Whenever the granting agency retains ownership of intellectual property if the College does not elect to claim it, the College will elect to retain ownership and either keep it or transfer it to the employee according to the provisions of this policy.

Contracts: The College sometimes has copyrightable or patentable work performed on contract with third parties who are not employees or students. Rights in these situations are governed by a combination of federal and state law and the contract.

Consulting: Employees who perform consulting work for outside organizations do not act as College employees when they do so, and the terms of this policy are therefore inapplicable. Outside employment must be approved beforehand by the College, as specified in the Faculty Handbook and/or state policy.

Ownership of Intellectual Property (Students)
Students will own intellectual property resulting from their classroom assignments unless the intellectual property has been created as a result of employment with RBC, an administrative activity, or an assigned duty, or involved a significant use of general funds, in which case the College will own the intellectual property.

Students own any intellectual property resulting from their own initiative and not required by the College or a faculty member, such as a paper written for an essay contest.

II. Reason for Policy
The purpose of this policy is to define the ownership rights to copyrightable works of authorship and inventions which may be patented that are created by employees and students of Richard Bland College.

III.    Applicability of the Policy
A. Applicability of the Policy – This policy applies to all employees and students of the College.

IV. Related Documents 

V. Contacts
Academics
Dean of Faculty and Chief Academic Officer
(804) 862-6491
office.academics@rbc.edu

VI. Definitions  

Definition of Terms in Statement:

  • Administrative Activity – an activity that relates to the management or administrative functions of the College. Such activity is typically found in other organizations not involved with teaching or scholarship. Administrative activities include, for example, preparing budgets, developing policies and contracts, maintaining a personnel system, keeping inventories of equipment, developing long-range plans, and preparing brochures. Administrative activities also include activities that are not found outside of educational institutions but which support teaching and scholarship indirectly, such as preparing a database of student information, printing a catalogue of course descriptions, designing and constructing classrooms, or writing a patent and copyright policy. There is no hard and fast line between administrative activities and teaching or scholarship activities. The question is whether an activity is predominantly one or the other, not whether it is entirely one or the other.
  • Assigned duty – is narrower than “scope of employment,” and is an undertaking of a task or project as a result of a specific request or direction. A general obligation to do research, even if it results in a specific end product such as a vaccine, a published article, or a computer program, or to produce scholarly publications, is not a specific request or direction and hence is not an assigned duty. In contrast, an obligation to develop a vaccine or a request or direction to write an article or produce a computer program is a specific request or direction and is therefore an assigned duty.
  • “College” means Richard Bland College of William & Mary.
  • “Creator “means either an inventor in the context of patentable invention, or an author in the context of copyrightable works of authorship.
  • Copyright – A form of protection provided by the laws of the United States to “original works of authorship” including literary, dramatic, musical, artistic and certain other intellectual works, whereby copyright owners may claim, for a limited time, certain exclusive rights to specified works. This protection is available to both published and unpublished works and gives the copyright owner the exclusive right to reproduce, distribute, sell, perform, display or prepare derivatives of the work, and to protect a copyright against infringement. Copyright protection does not extend to an idea, procedure, process, slogan, principle or discovery.
  • Employee – Any individual employed by the College, including full- and part-time faculty, 12-month faculty, classified and operational employees, and professionals and professional faculty. Employee also includes: adjunct professors; visiting faculty; visiting scientists; and students who receive salaries or assistantships, or College work-study funds, stipends, or hourly wages while they are acting within the scope of their employment at the College.
  • Intellectual Property – A collective term identifying College work that may be protected by copyrights, trade secrets protections, trademarks, and/or patents, irrespective of whether formal protection is sought.
  • Significant College Resources – The use of College resources is “significant” when it entails substantial and dedicated use of College equipment, facilities, or personnel. The use of a computer in a faculty office, incidental supplies and occasional use of College personnel or shared facilities would typically not be considered significant use. In contrast, utilization of College laboratories or special instrumentation, dedicated assistance by College employees, special financial assistance, or extensive use of shared facilities would constitute significant use.
  • Sponsor–Provided Resources – Funds and facilities provided by governmental, commercial, industrial, or other private organizations which are administered and controlled by the College shall be considered College resources.

Work–for–Hire Rule – The “work-for-hire” rule, defined in the Copyright Act, provides that when an employee produces a copyrightable work within the scope of employment, the copyright to that work belongs to the employer and not to the author.

VII. Procedures

A. Administrative Responsibilities: The Dean of Faculty and Chief Academic Officer is responsible for the implementation and administration of this intellectual Property policy, with the concurrence of the RBC President, and will:

(1) promptly consider all notifications of intellectual property and determine the circumstances of creation to establish whether significant use of College facilities, personnel, and resources is involved;
(2) determine whether to apply for a patent or register a copyright on behalf of the College;
(3) determine whether the intellectual property in which the College holds an interest is marketable, and if so, take appropriate steps on behalf of the College for marketing the property, including transferring the College’s rights to the Richard Bland College Foundation or another entity, as authorized by law and this policy;
(4) distribute royalties as a result of the implementation of this policy;
(5) advise the creator in writing whenever the College does not claim ownership of intellectual property of which the creator has notified the College.

The RBC President may reassign the administrative responsibilities of administering this policy as he or she deems necessary.

B. Employee Responsibilities
Employees will promptly notify the Dean of Faculty and Chief Academic Officer in writing of all intellectual property of marketable value that the College owns. Notifications will go through the appropriate administrative head to the Dean of Faculty and Chief Academic Officer for the purpose of determining whether, and to what extent, the College has a proprietary interest in the material and determining the use of State general funds in its development. If more than one individual participated in the development, the notification should identify the percent of each participant’s interest and should be signed by all participants. The participants will furnish additional information and execute documents from time to time as the Dean of Faculty and Chief Academic Officer may reasonably request.

Responsibility for timely and responsible notification of intellectual property rests with the creator. Notification forms will be available in the Dean of Faculty and Chief Academic Officer’s Office. Guidance is available from the Dean of Faculty and Chief Academic Officer on the steps to be taken to protect the interests of the creator and the College.

The Dean of Faculty and Chief Academic Officer will so advise the creator in writing if the College claims no ownership of the intellectual property.

The determination of ownership will typically occur within thirty (30) days after the creator submits a completed notification to the Dean of Faculty and Chief Academic Officer. The creator and all participants will cooperate in the application for a patent on the invention or in registering the copyright to the work, whether requested by the College or an agent or assignee of the College, such as the Richard Bland College Foundation. If at any point in the process the College decides that no further current action is desirable for intellectual property that the College owns, it will so notify the creator within thirty (30) days. In this case, the College may transfer full or limited ownership to the creator, or reserve ownership until a subsequent date.

C. Protection and Commercialization
Nothing in this policy requires the College to sell, license, or use any intellectual property. The Dean of Faculty and Chief Academic Officer and the President must approve institutional agreements between the College and any outside patent management firm. The President will determine whether the agreement is in the College’s best interest.

D. Distribution of Royalties
Generally, the creator(s) and the College will share the gross royalties that are received from intellectual properties for which the College obtains a patent or holds a copyright. The creator will receive 50% of the gross royalties received on the first $10,000, then 20% of the gross royalties received over $10,000 and up to $100,000, and 10% thereafter of the gross royalties that exceed $100,000. Under special circumstances the creator or the College may propose an alternate arrangement.

The royalties to the College will be used to fund faculty development, general research, and intellectual property development expenses unless the Board of Visitors or the President directs otherwise.

Individual grants or contracts for sponsored research with a granting agency may specify a different assignment of patent or copyright ownership or a different distribution of royalties.

E. Appeal of Action by the Dean of Faculty and Chief Academic Officer
A creator who claims to be adversely affected by an action of the Dean of Faculty and Chief Academic Officer may appeal in writing within ten (10) calendar days of notification of the action to the RBC President. Grounds for appeal include an alleged failure of the Dean of Faculty and Chief Academic Officer to comply with this Intellectual Property Policy.

The creator will submit his or her appeal to the President and demonstrate that the creator has made a reasonable effort to resolve his or her complaint with the Dean of Faculty and Chief Academic Officer as a preliminary matter. Proceedings will be informal, and all parties will have adequate notice and opportunity to be heard.

After considering all relevant information, the President will decide the merit of the creator’s grievance and advise the Dean of Faculty and Chief Academic Officer and the creator of his or her decision. Review of appeals will take no longer than thirty (30) days from the date they are filed unless both parties mutually agree upon an extension or if additional time is authorized by the President for cause.

F. Reporting Requirements
The Dean of Faculty and Chief Academic Officer shall be responsible for compiling information and submitting reports to external bodies as required by law or applicable policy.


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