FHTC Polices & Procedures Manual

BOARD OF TRUSTEES BYLAWS

ARTICLE I. RESPONSIBILITY AND MEMBERSHIP
Section 1. Jurisdiction and Responsibility

1. The Board of Trustees, the governing board (Board) of Flint Hills technical college, henceforth known as FHTC, is a body corporate established by an act of the Kansas Legislature (Senate Bill 7, 2003), and it possesses all of the powers of a body corporate for the purposes created by or that may exist under provisions of the law of the State of Kansas to exercise such rights and privileges as may be necessary for the management and administration of the FHTC.
2. The Board has the responsibility for the development and operation of FHTC in accordance with provisions of the Kansas law and the standards of the Kansas Board of Regents.

Section 2. Membership

1. The Board of the FHTC shall consist of seven appointed members. Board members will be limited to two consecutive terms. To stagger terms, the initial terms of the following members will be two years: Emporia Area Chamber of Commerce, Emporia State University, and At-Large Member from the Region. Current employees of FHTC are prohibited from serving on the independent Board.
2. Emporia USD 253 Board of Education – one elected member or appointee for a four-year term
3. Emporia Area Chamber of Commerce – one appointment of a Chamber of Commerce member for a four- year term
4. Emporia State University – one appointment of an Emporia State University employee for a four-year term
5. Emporia City Commission – one elected member or appointee for a four-year term
6. Lyon County Commission – one elected member or appointee for a four-year term
7. Regional Development Association of East Central Kansas Board - one appointment of a Regional Development Association member or appointee for a four-year term
8. At-Large Member from the Region Appointment – one appointment by the FHTC Board of Trustees for a four-year term.
9. All Board members shall be residents of primary FHTC territory, which includes Chase, Coffey, Lyon and Morris Counties, the south half of Osage and Wabaunsee counties or the north half of Greenwood County.
10. All Board Members are requested to submit the following information:
11. Signed "Conflict of Interest" form- required by auditors
12. Place of Employment and Title of Member's Spouse - required by auditors
13. Signed "Oath of Office" KS Statute 54-106 - Recommended by legal counsel Section 3. Term of Office
14. Board members shall serve terms of office as provided by Section 2(a).
15. Vacancies occurring for whatever reason shall be filled as provided by criteria in Section 2(a) to finish a term.

Section 4. Removal and Replacement of Trustees

1. The Board may remove a member for cause by a majority vote of the Board.
2. A major membership responsibility is attendance at scheduled Board meetings. The Board will declare vacant the office of a member who does not attend three consecutive meetings without justifiable excuse.
3. As vacancies occur, the Board Chair will notify the proper appointing authority of the need for new members.
4. The Chair shall keep appointing agencies apprised of the changing composition of the Board and should strive through the appointing agencies for a Board representative.

Section 5. Compensation, Indemnification, Reimbursement, and Insurance

1. No member of the Board shall receive compensation for services rendered as such, but shall be entitled to receive reimbursement, according to the regulations adopted by the Kansas Board of Regents, for cost of travel, meals, and lodging while performing official duties.

Board members will be reimbursed for travel and allowances in accordance with the FHTC Travel and Allowance
Accounting Procedures within the funds budgeted in the Board's Travel Account for the academic year.

1. Board members are encouraged to participate in conferences and seminars that will provide knowledge and skill better enabling them to serve as FHTC Board members. The Board Clerk will coordinate travel arrangements.
2. To the fullest extent permitted by the law of State of Kansas, including future amendments of those laws, FHTC shall indemnify and hold harmless each trustee and officer of the college against any and all claims, liabilities, and expenses (including attorneys’ fees, judgments, fines, and amounts paid in settlement) actually and reasonably incurred and arising from any threatened, pending, or completed action, suit or proceeding, whether civil, criminal, administrative, or investigative, to which any such person shall have become subject by reason of having held such a position or having allegedly taken or omitted to take any action in connection with any such position. However, the foregoing shall not apply to:
3. any breach of such person’s duty of loyalty to the technical college;

ii. any act or omission by such person not in good faith or which involves intentional misconduct or where such person had reasonable cause to believe his or her conduct was unlawful; or

iii. any transaction from which such person derived any improper personal benefit.

1. The decision concerning whether a trustee or officer seeking indemnification has satisfied the provisions in Article I.

Section 5(c) shall be made by (i) the Board of Trustees by a majority vote of a quorum consisting of trustees who are not parties to the action, suit, or proceeding giving rise to the claim for indemnity (“Disinterested Trustees”), whether or not such a majority constitutes a quorum; (ii) independent legal counsel, if there are no Disinterested Trustees, or if the Disinterested Trustees so direct; or (iii) a vote of the Kansas Board of Regents.

1. The Board of Trustees may, in such cases as, in its complete discretion, it deems appropriate, indemnify and hold harmless employees and agents of the college against any and all claims and liabilities (including reasonable legal fees and other expenses incurred in connection with such claims or liabilities) to which any such person shall have become subject by reason of having held such a position or having allegedly taken or omitted to take any action in connection with such position.

ARTICLE II. OFFICERS AND THEIR DUTIES
Section 1. Election and Term of Office

1. The officers of the Board shall be the Chair, the Vice-Chair, the Board Clerk and the Treasurer.
2. The Chair and the Vice-Chair shall be elected by the voting members of the Board from its membership.
3. The Board shall elect a Board Clerk and a Treasurer, neither of whom must be a Board member.
4. All Board officers shall be elected for a period of one year. Each officer, with the exception of the Treasurer and Board Clerk, may serve in any one of the Board’s elective offices for a maximum of three consecutive years. A person who has held a particular office, other than Board Clerk, for the maximum number of consecutive years will be eligible to hold the same office after a period of one year has elapsed. The time limitations herein shall not affect a person’s ability to serve consecutively in different offices.
5. The officers of the Board shall be elected annually no later than the July meeting and shall serve from July 1st until the following June 30th, or until such later date as their successors shall be elected or confirmed.

Section 2. The Chair of the Board
The Chair shall appoint the committee members, with Board approval, and serve as an ex-officio voting member of all committees of the Board, preside at all meetings of the Board, call meetings of the Board, and discharge all other functions delegated to the Chair by the Board.
Section 3. The Vice-Chair of the Board
The Vice-Chair of the Board shall serve in the absence of the Chair, perform all duties of the Chair with full authority during the absence or disability of the Chair, and shall discharge any other functions delegated by the Board. In the absence or inability to act of both the chair and vice-chair, the members of the Board who are present shall select a member to act in that capacity.
Section 4. The Board Clerk
The Board Clerk shall maintain records of Board actions. The Board Clerk shall have the responsibility of attesting to the accuracy of all minutes and any other appropriate records. Such records will consist of the meeting announcement, the respective agenda, the minutes of the previous meeting, and related support data. These records shall be made available to Board members in advance of the meeting scheduled by the announcement. The Board Clerk shall perform other duties incidental to the Board.
Section 5. The Board Treasurer
The Board Treasurer shall prepare monthly and annual financial statements and report financial information to the Board.
The Board Treasurer shall oversee the college’s portfolio and provide the Board with financial data, investment instruments, forecasting information and interest rate schedules. The Board Treasurer shall perform other duties incidental to the Board.
ARTICLE III. POWERS OF THE BOARD
The Board Powers Shall Include the Following

1. Approve the technical and general education courses of instruction that will comprise the associate of applied science degree, technical certificate and certificate programs of the college;
2. establish the requirements for satisfactory completion of the associate of applied science degree, technical certificate and certificate programs of the college in accordance with the Kansas Board of Regents and the Higher Learning Commission;
3. confer the associate of applied science degree (AAS) upon students who successfully complete an AAS degree program and to award a technical certificate or certificate to students who successfully complete a technical certificate or certificate program of the college; and
4. appoint teaching staff. No teacher appointed to teach courses comprising the associate of applied science degree programs of the college shall be required to meet certification requirements greater than those required by the Higher Learning Commission;
5. have custody of, and be responsible for, the property of the college and be responsible for the operation, management and control of the college;
6. select a chair and such other officers as it deems desirable, from its membership;
7. sue and be sued;
8. appoint and fix the compensation and term of office of a president or chief administrative officer of the college;
9. fix and determine, within state adopted standards, all other employees’ qualifications, duties, compensation and all other items and conditions of employment;
10. enter into contracts;
11. accept any gifts, grants or donations;
12. acquire and dispose of real or personal property;
13. enter into lease agreements as lessor of any property owned or controlled by the college;
14. adopt any rules and regulations, not inconsistent with any law or any rules and regulations of the Kansas Board of Regents, which are necessary for the administration and operation of the college or for the conduct of business of the governing board;
15. contract with one or more agencies, either public or private, whether located within or outside the territory of the college or whether located within or outside the state of Kansas for the conduct by any such agency of academic or technical education for students of the college and to provide for the payment to any such agency for the contracted educational services from any funds or moneys of the college, including funds or moneys received from student tuition and fees;
16. appoint as its resident agent for the purpose of service of process, either the president of the technical college or the chairperson of the governing board, or both;
17. take any other action, not inconsistent with any law or any rules and regulations of the Kansas Board of Regents, which is necessary or incidental to the establishment, operation and maintenance of the college;
18. issue bonds for capital improvement projects, enter into bond covenants and take such ancillary action as the governing board approves, relating thereto except that such bonds shall not be secured by a pledge of any property tax revenues of the technical college;
19. enter into agreements with counties relating to funding for capital improvement projects at technical colleges;
20. terminate the President/CEO; and
21. to support the Flint Hills Technical College Foundation with in-kind services and financial support for the operational expenses of the Foundation.

ARTICLE IV. COMMITTEES
Section 1. Types of Committees and Method of Appointment

1. The Board may establish such standing and ad hoc committees as it deems necessary to secure and protect the college's welfare.
2. The Chair shall appoint the members of all committees.

Section 2. Limitation of Authority of Committees
Unless the Board in a regular or special meeting expressly authorizes a committee to act on behalf of the full Board on a matter referred to it, the Board at a regular or special meeting shall report committee action as a recommendation for consideration and action. In the event the committee has taken an action authorized by the Board, the Chair of the committee shall report within a reasonable time to the Board the action taken and the action of the committee shall be deemed to have concluded the matter.
Section 3. Executive Committee

1. The Executive Committee will consist of the Board Chair, Vice Chair, Treasurer, and President/CEO.
2. The Executive Committee shall meet at the call of the Board Chair.
3. The Executive Committee shall have the power to conduct business that arises between meetings of the Board of Trustees, as authorized by the Board.

ARTICLE V. MEETINGS
Section 1. Regular Meetings
The regular meetings of the Board will be held monthly, unless mutually agreed, at a time and place chosen by the Board.
Meetings shall be conducted pursuant to Kansas Open Meetings Act.
Section 2. Special Meetings

1. The time, place, and purpose(s) of special meetings may be determined by the Chair or by the President/CEO.
2. The business to be transacted at any special meeting of the Board shall be confined to such matters as have been specified in the call to members and officers of the Board.

Section 3. Notice of Meetings

Members and officers of the Board shall be notified in writing by the President/CEO of the time and place of all meetings and the purpose(s) of such meetings at least one week in advance of the meetings. In the event a special meeting is held in lieu of a regular meeting, the notice shall so state and all such business may be conducted at such special meeting as might have been conducted at the regular meeting. Media requesting notification of regular and special Board meetings will be sent notice of the meeting and a copy of the agenda.
Section 4. Quorum

1. The quorum for Board action at scheduled meetings shall consist of a simple majority of voting Board members in active status.
2. A majority vote of all of the members of the Board shall be required for the determination of policy, for making rules and regulations, for the election of a President/CEO, and for the establishment or discontinuation of curricula or services of the college.

Section 5. Agenda

1. The President/CEO of the college will provide the Chair with a list of those items to be presented to the Board with his/her recommendations at least twenty-four hours prior to the meeting for which they were prepared.
2. In emergencies, the Chair may add items to the agenda regardless of the date such items are received by the Chair.

Section 6. Order of Business
The regular order of business at meetings of the Board shall be:

1. Call to order

II. Roll call

III. Adoption of the Agenda

IV. Opportunity for visitors to be heard for items not on the agenda

1. Consent Agenda

VI. Report of the standing committees, in order selected

VII. Report from special committees

VIII. Action Items

1. Unfinished business
2. New business

IX. Report by the President/CEO of special items

1. Report by the Board Clerk of special items

XI. Adjournment

Section 7. Parliamentary Rules
Board meetings shall be governed by rules of procedures as adopted by the Board and in accordance with law.
ARTICLE VI. THE PRESIDENT/CEO OF THE COLLEGE

1. The President/CEO shall be qualified by training, experience, habits, and philosophy to develop and maintain a comprehensive technical college of high quality.
2. The President shall have full authority and responsibility for the operation of the college under the policies and rules and regulations of the Board and of the Kansas Board of Regents and within the budgets approved by the

Board.

1. The Board shall at all times exercise its control of the college through the President/CEO. The Board will collectively and individually confine their activities to policy formulation as distinct and apart from policy administration.
2. The President/CEO serves at the pleasure of the Board according to the terms of his/her notice of appointment.
3. The President/CEO shall attend and participate, without voting privilege, in all meetings of the Board, except where his/her absence is expressly required by a majority of those present.
4. The President/CEO shall submit information and recommended policies to the Board when requested to do so by the Board or when he/she deems it to be in the best interest of the college to do so.
5. The President/CEO shall discharge any other functions which the Board may delegate to him/her.

ARTICLE VII. POLICIES, RULES AND REGULATIONS

Section 1. General Provisions
By an affirmative vote of a majority of all the members of the Board, the Board may make or amend such policies, rules, and regulations as may be authorized by the law and as may be required in its judgment for the effective discharge of its responsibilities and for the effective operation of the college.

Section 2. Notification and Publication

The President/CEO shall be responsible for insuring that each member of the Board, employee of the college, student and the general public has access to a copy of all current Board bylaws, policies, rules, and regulations.

ARTICLE VIII. ADOPTION AND AMENDMENT

Section 1. Adoption

Adoption of these bylaws shall be by affirmative vote of at least five (5) members of the Board at a regular meeting.

Section 2. Amendments
Amendments to these bylaws may be proposed by any member of the Board at any regular meeting of the Board. Such amendments shall be referred to the Board for review and presentation at a subsequent meeting of the Board. Adoption of amendments shall be by affirmative vote of at least five (5) members of the Board present and voting.
Board Oath.pdf (114 KB)Conflict of Interest_2024.pdf (57 KB)KS Statute 54-106.pdf (17 KB)

REVIEW AND UPDATE OF POLICIES

To ensure that institutional policies remain accurate, relevant, and compliant with applicable laws, all policies shall be reviewed at least once every five years by designated committees. Committees will coordinate the process of review, collection of research, and gathering input from applicable subject matter experts as needed. Feedback and input from institutional stakeholders will be obtained through the shared governance process.

REVIEW AND UPDATE OF POLICIES PROCEDURE

1.00.01 Definition of Terms
Policy: Any standard, statement, or practice of general applicability adopted by the Board of Trustees pursuant to authority delegated by law. These are unified in a single document that is updated by Human Resources and reviewed by the Institutional Committees. Policies include Institutional Policies that cover employees and students.
(The rule or law that must be followed)

Procedure: Any standard, statement (which may include a policy statement), or practice of general applicability adopted by the President's Leadership Team that defines the Interpretation or methods of use for board approved policies. (How the rule or law will be enforced). This may address any of the following matters:

1. Compliance with fiscal, academic, research, human relations, or other management standards and requirements imposed by federal or state laws or implementing regulations;
2. Procedures and reporting requirements related to implementation or compliance with policies of the Board of Trustees, or procedures of the Office of the President;
3. Matters not specifically addressed in Board of Trustees policies or regulations of the Office of the President that are within the general nature of the delegated responsibilities to administer the institution.

1.00.02 Policy and Procedure Review Cycle
5-Year Cycle of Review: Each policy has been assigned to one of the three Institutional Committees for review on a five-year cycle. The policy cycles are maintained by the committee chair and verified annually with the Clerk of the Board.

Ad Hoc Review: Periodically specific situations, (significant changes to the institution significant changes to laws/regulations, or a policy no longer reflects current practice) may initiate a policy review outside of designated review cycle. Any policy can be brought forward for a review when the need arises.

1.00.03 Technical Updates

In some cases, policies must be updated for technical reasons that do not change the overall intent or core content of the policy or procedure. Examples of these technical updates are:

1. Basic editing and language clarifications such as simplifying terminology, grammar, spelling, formatting, or standardization of language/term usage.
2. Updates to titles, departments, programs, accreditors, or similar.
3. Structural Changes such as reorganizing sections, adding subheadings, or recategorizing/renumbering in a policy.
4. To provide clarification of unclear procedural processes.
5. To update specific language of regulations or laws that are mandated because of a change to the law at the local, state, or federal level.
6. Outdated policies that need to be removed or archived because they are no longer relevant or in use.

Technical Updates can be enacted by either the Human Resources Department or the President's Leadership Team. However, any employee or committee may request the review of a policy for a technical update. Once the Technical Update has been made in the published Policy Manual, with the effective date, a "Notification of Technical Update to Policy" that includes the policy number, title, and content or link to content, must be sent to:

1. Employees - For all sections and any updates
2. Board Members - For all sections and any updates
3. Students - For sections 400: Safety & Security, 500: Academics, 600: Student Services, and 700: Title IX

1.00.04 Review Process
Policy Reviews

1. Each policy will be compared to similar policies at other higher education institutions
2. If needed, feedback/input will be gathered and presented from directly impacted departments, divisions, or specific stakeholder groups
3. If needed, a small ad hoc committee may be formed for policy research if required
4. Committee will make decision on each policy for
5. Reaffirmation of the policy
6. Report of Reaffirmation to include: policy number and title.
7. Report of Reaffirmation Sent to
8. President's Leadership Team
9. Clerk of the Board
10. Human Resources Department
11. Reaffirmation Date Noted in Policy Manual ii. Advance recommended changes to wording of policy
12. Updated Wording must be reviewed and approved by shared governance structure
13. President's Leadership Team
14. Board of Trustees
15. Upon Approval new language and effective date published in policy manual
16. Report of Policy Update to include: policy number, title, content or link to content
17. Notification of Update to Policy sent to
18. Employees - For all sections and any updates ii. Board Members - For all sections and any updates iii. Students - For sections 400: Safety & Security, 500: Academics, 600: Student Services, and 700: title IX

Procedure Reviews

1. Procedures will be reviewed for clarity and effectiveness in execution
2. If needed, a small ad hoc committee may be formed for procedure research if required
3. Committee will make decision on each Procedure
4. Reaffirmation of the Procedure for at least a five-year period
5. Report of Reaffirmation to include: Policy & Procedure number and title
6. Report of Reaffirmation Sent to
7. President's Leadership Team
8. Clerk of the Board
9. Human Resources Department
10. Reaffirmation Date Noted in Procedure Manual ii. Advance recommended changes to wording of Procedure
11. Updated Wording must be reviewed and approved by shared governance structure
12. President's Leadership Team
13. Upon Approval new language and effective date published in Procedure manual
14. Report of Procedure Update to include: Related Policy & Procedure number, title, content or link to content
15. Notification of Update to Procedure sent to
16. Employees - For all sections and any updates ii. Board Members - For all sections and any updates iii. Students - For sections 400: Safety & Security, 500: Academics, 600: Student Services, and 700: Title IX

GIFTS, GRANTS, AND EXTERNAL FUNDS

Flint Hills Technical College is a dynamic institution dedicated to serving a high-need population with top-tier services.
The President/CEO, in conjunction with guidance from the V.P. of Advancement and/or College Foundation Board of Directors, shall develop appropriate procedures for the acceptance and receipt by the College of gifts, donations, and bequests. Additional clarification and specifications on gifts can be found in the FHTC Foundation Gift Acceptance Policy.

Although eligible for various grant opportunities, the college must strategically prioritize responses that closely align with its organizational priorities and address the most significant needs. The procedures following this policy shall establish responsibility and accountability during the grant process from initial interest, to application, award, and conclusion.

GIFTS, GRANTS, AND EXTERNAL FUNDS PROCEDURE

Flint Hills Technical College Foundation Gift Acceptance

1.01.01 FHTC Foundation Gift Acceptance

The Flint Hills Technical College Foundation has established gift acceptance policies that must be met. The following outlines the general process detailing the types of allowable gifts and the manner by which gifts will be reviewed and accepted or rejected. The FHTC Foundation Gift Acceptance
Policy provides more specific details.

1. The foundation will serve as the conduit for donations to the college and its educational centers. As the sole depository of gifts, the foundation will accept gifts on behalf of the college without the FHTC Board of Trustees' approval, except in the case of real estate and certain other properties, expediting the process of gift acceptance and acknowledgment. As a 501 (c)

(3) corporation, the foundation offers tax deductibility benefits to the donor.

1. Coordinated solicitation efforts will allow for gifts to be received by the foundation for the benefit of the college and its students.
2. In the event the gifts, i.e. donated equipment, are received through administration, faculty and/or Division Chairs, the gift will be tentatively accepted, utilizing established gift acceptance procedures, by the Vice President of Advancement on behalf of the college with

final review and approval given at the next earliest foundation board meeting.

1. Gifts will be accepted with no restrictions. Limited restrictions and gift agreements will be handled on an as-needed basis. The donor must present verification of value as determined by IRS guidelines. An in-kind gift report, which will identify the donated item, fair market value, and appropriate signatures, will accompany the acknowledgment of the gift.
2. Acceptable gifts may include the following:
3. Cash and personal checks
4. Credit card payments
5. Publicly traded securities
6. Closely held securities
7. Tangible personal property, i.e. art, coins, equipment, etc.
8. Certificates of deposit, mutual funds, U.S. Treasury notes and savings bonds
9. Other types of gift vehicles such as bequests, charitable remainder trusts, charitable gift annuities, pooled-income funds, life insurance policies, and life estate gifts will be handled on a case by case basis with approval coming from the finance committee.
10. Gifts that don’t fall within these guidelines will not be accepted.
11. Established endowment and investment and spending policies will be followed once gifts are accepted. A nominal and reasonable amount of the total value of all assets of the fund as determined, at fiscal year-end, will be assessed annually as an administrative fee of the Flint Hills Technical College Foundation. The administrative fee is paid from income that is earned annually. Coordination between the foundation and the Vice President of Administrative Services will ensure that appropriate inventory and insurance coverage is maintained.
12. The FHTC Board of Trustees, prior to acceptance by the foundation, must accept a gift of real estate and certain other property. The foundation will not accept gifts of property without prior approval of the FHTC Board of Trustees and without the college acknowledging and accepting any cost or liability associated with the property.
13. All gifts will be acknowledged upon receipt and within the required IRS guidelines.
14. Process for gift acceptance by the FHTC Foundation and applicable authorities thereof
15. Completion of “Gift Acceptance Form”
16. Submit “Gift Acceptance Form” to the Vice President of Advancement
17. Tentative acceptance of gift
18. Approval of FHTC Foundation Board of Directors
19. Transfer of assets to college through designated approved account or remittance process.

1.01.02 FHTC Institutional Grant Procedures

The Flint Hills Technical College has established the following grant acceptance procedures (the annual Perkins Grant Allocations are an exception to this procedure) to delineate a structured process for specifying permissible types of grants and the criteria by which grants will be reviewed, accepted, or rejected.

The Grant Manager consistently evaluates grant opportunities from federal and state agencies, as well as local and private funding sources, to identify those that align with the college's strategic priorities and needs. When exploring various opportunities, the equitable distribution of grant revenue may be considered, particularly if multiple programs or departments are eligible.

1. Exploratory Roles, Responsibilities, and Considerations
2. Faculty/Staff member identifies a grant opportunity they believe aligns with Flint Hills Technical College's objectives, they should first consult their dean and/or vice president to assess its viability.
3. Faculty/Staff members should submit a “Grant Request Form” and schedule a meeting with the Grant Manager to review eligibility criteria and due dates of the grant.
4. It is recommended that only those grants that are 2 or more months out from application deadlines be pursued. This provides ample time for approval and application materials development. ii. In the case of a grant deadline that is less than 2 months away, the grant office and/or leadership may decline to pursue as the quality of the application could be in jeopardy. Only if sufficient time and resources can be committed to the application endeavor will these timelines move forward.
5. Faculty/Staff will draft a Project Proposal summary and projected general timeline and submit to the Grant Manager.
6. The Grant Manager will forward the Grant Request Form, Project Proposal Summary, and Projected Timeline to the Leadership Team for review.
7. Approval from the leadership team to pursue the grant opportunity must be obtained for any grant over $2500.00. ii. Grant under $2500.00 must be approved by Dean or Director over the program or department. iii. Grant over $20,000 the Board of Trustees must be notified.
8. Pre-Application Roles, Responsibilities, and Considerations
9. Faculty/Staff designated as the Project Director will compile the necessary information for the project including, but not limited to, data analysis/projected impact, budget projections, project justification, specific measurable outcomes for the project as specified by grant.
10. The Grant Manager assists the designated Project Director with the proposal and grant application process.
11. Grant Manager and/or leadership team may halt the pre-application process because of, but not limited to, any of the following reasons
12. Insufficient participation from Project Director

ii. Shifts in Institutional Priorities iii. Changes in internal capacity iv. Inability to produce adequate evidence to meet the grant specifications

1. Award Acceptance Guidelines
2. Grant Manager and/or Project Director notifies the CEO/President and the Vice President of Administrative Services.
3. Grants cannot be accepted by the institution without explicit authorization from the Grant Department.
4. Contractual agreements about grants must adhere to FHTC’s General Purchasing (2.09) and Contract and Leases (2.11) policies.
5. No delegate of FHTC is permitted to sign any grant proposal or agreement without the President's or Board of Trustees’ express written consent.
6. Should a funder-provided grant agreement be absent, the project must adhere to the standards outlined in the solicitation and grant proposal. In cases of conflicts between the solicitation and grant proposal, efforts will be made to resolve discrepancies through documented conversations with the funder.
7. If it is not feasible to obtain documented clarification from the funder, the solicitation guidelines will serve as the definitive authority for resolving any discrepancies.
8. Post-Award Roles & Responsibilities
9. The Vice President of Administrative Services will establish a designated budget line for Grant Expenditure and Tracking.
10. Unless otherwise specified by grant paperwork, purchases made by an employee using a personal purchasing method cannot be submitted and will NOT be reimbursed.
11. Unless otherwise specified by grant paperwork, purchases made before the grant award date cannot be submitted and will NOT be reimbursed.
12. Project Director will provide all required documentation to the Grant Manager as required by the specifications in the administration of the grant. This may include, but is not limited to,
13. Project update summaries ii. Outcome achievement data iii. Expenditures and justifications
14. Grant Manager will coordinate the required update submissions in conjunction with the Project Director. This may include, but is not limited to,
15. Review of expenditures to ensure compliance ii. Collects and submits effort certification information as required iii. Submit programmatic reports/updates as required iv. Provides written updates on the grant to Leadership Team
16. Other Considerations
17. Should any member of the leadership team establish a relationship resulting in the awarding of a designated grant to the institution without prior involvement from the Grant Department, they are obligated to promptly inform the Grants Manager. This ensures tracking of the opportunity and facilitates appropriate preparations (e.g., for federal or state earmarks).
18. In cases of no-cost extensions and continuations, all pertinent levels of management (such as program directors, deans, and vice presidents) and relevant department heads will collectively review the situational conditions to ensure informed decision-making and sign off on any project commitments before submission to the Grant Department.
19. Project Directors and/or Grant Manager are required to report deviations from budget and program plans, and request prior approvals for budget and program plan revisions to the sponsoring agency. Approval must be obtained from the Program Director, or other authorized official, with the grantor agency.

References:

Flint Hills Technical College Foundation Gift Acceptance Policy
FHTC Policy 2.09 General Purchasing
FHTC Policy 2.11 Contracts and Leases
FHTC Policy 2.13 Reimbursement of Expenses-Faculty and Staff Expenses

VISUAL/BRAND IDENTITY STANDARDS

Flint Hills Technical College is a quality institution that stands for excellence and innovation in higher education.
Representing FHTC as such requires a set of guidelines that position the college’s identity under a unified set of high- quality graphic standards. The visual identity guidelines are designed for implementation in all internal and external publications, and both print and electronic communications, apparel, and any way that identifies and promotes FHTC.

VISUAL/BRAND IDENTITY STANDARDS PROCEDURE

1.02.01 Color Palette

The official color of Flint Hills Technical College is Pantone 293 Blue and secondary colors are Pantone 142 Gold and 60 percent screen of black.

1.02.02 Seal + Watermark Usage

The seal + watermark is the official logo of Flint Hills Technical College. It may be used for diplomas, certificates and official documents. The logo should be used in Pantone 293 Blue. For instances when Pantone 293 Blue is not an option, it can be used in black or reversed in a solid block of color as white.

1.02.03 Wordmark Usage

The Flint Hills Technical College wordmark is used for advertising and marketing materials, signage, stationery, apparel, college uniforms and IDs, specialty items and other printed material. The wordmark should be used in Pantone 293 Blue.
For instances when Pantone 293 Blue is not an option, it can be used in black or reversed in a solid block of color as white.

1.02.04 Add a Division or Program to the Logo or Wordmark

The logo and wordmark are also used to specify divisions such as FHTC Foundation or programs. In these instances, the division name is added with the separation of a horizontal or vertical rule. Please contact the Marketing Department for more information and to obtain print-ready files.

1.02.05 The Wrangler Mark and Wrangler Icon

The Flint Hills Technical College mascot is the Wranglers. This mascot is used as a spirit mark to represent the college and to enhance student, faculty, staff, and community engagement. The Wranglers mark should be printed in full color, Pantone 293 Blue, Pantone 142 gold, and Pantone or screened black. For instances when full-color printing is not an option, it can be used in Pantone 293 Blue only, black or reversed in a solid color as white.

1.02.06 Specialty Items

Flint Hills Technical College marks may be used for apparel or specialty items. Our apparel and promotional items are an extension of our brand. Logos placed on other promotional items should follow guidelines regarding size, spacing, and color. When possible, branded apparel should be produced in our brand colors.

All designs for apparel (including uniforms and IDs), specialty items, and signage that are used to promote or identify the college must be approved through the Marketing Department before ordering. To submit a design for approval, email the proposed design, along with the intended purpose, target audience, and distribution information to the Marketing department.

ALCOHOLIC BEVERAGES

Flint Hills Technical College (FHTC) permits the service or consumption of alcoholic liquor on campus subject to the following policies:

ALCOHOLIC BEVERAGES PROCEDURE

PROCEDURE:

1. Upon approval of the president/CEO, Flint Hills Technical College permits the service or consumption of alcoholic liquor on campus subject to the following guidelines. For purposes of this policy, "alcoholic liquor" includes all beverage alcohol. The form to request permission to serve/consume alcohol is available in the FHTC Office and must be completed in order to initiate the request for approval process. A thirty (30) day lead time is required.

Call (620) 343-4600.

1. The sale of alcoholic beverages is prohibited. For organizations or individuals desiring to serve alcohol,
2. Events must be by invitation only;
3. Those served must be at least twenty-one years of age; and
4. Alcohol must be included in the price of the ticket for the event.

The sponsor of the event is responsible for obtaining the permits and/or licenses necessary for that event from appropriate governmental agencies. Call the FHTC office for information on obtaining applicable licenses and appropriate forms. Service or consumption of alcohol is intended to be limited to specific events, i.e., luncheons, dinners, or receptions which honor individuals and which occur in connection with official College events, fund- raising activities for College programs, or special permission of the President.

1. Promotional materials and/or invitations must state the actual times the bar will be open. The bar will close at least 30 minutes prior to the scheduled conclusion of the event.
2. The sponsor of any event involving alcoholic liquor shall implement precautionary measures such as checking ID or refusing to serve to reasonably assure that alcoholic liquor is not accessible or served to persons under the legal drinking age or persons who appear intoxicated.
3. FHTC follows all Kansas, Federal and local laws regarding the service and consumption of alcohol. Event sponsors as well as the individual consumers are to adhere to the law. Sponsors, and not FHTC, will be responsible for

determining and fulfilling all Federal, State, and local requirements for their event.

1. Event sponsors are responsible for the purchase of beverage alcohol to be served.
2. Complementary non-alcoholic beverages and food shall be available in the same place as the beverage alcohol and featured as prominently as the alcohol.
3. Consumption of alcohol is permitted only in the following non-classroom areas and outside grounds immediately adjacent thereto.

Conference Center Student Commons
Private Dining Room Other areas approved by the President

1. All non-college events at which alcohol is served will be assessed a $100.00 charge. Damages or clean-up beyond that of normal use will be charged at the rate of $30 per hour. Clean up beyond that of normal use is at the determination of the facilities manager.
2. The College reserves the right to intervene, control, prohibit, or stop any event or activity it deems unlawful or hazardous to the health, safety, or security of its students, patrons, or clients, or may cause damage to the building or premises.
3. Organizations may not use the College building for the promotion of alcoholic or cereal malt liquor.
4. The sponsor of the event is responsible for obtaining the temporary permits necessary for that event from appropriate governmental agencies.

**NOTE: All applications for temporary alcoholic liquor license shall be made thirty (30) days prior to date of event.

GENERAL ADVERTISING

Flint Hills Technical College regulates all forms of advertising on College property and through College-owned communication channels to ensure accuracy, fairness, safety, and alignment with institutional values. This policy provides general expectations for advertisements displayed indoors, outdoors, online, or on any FHTC-controlled platforms.

This policy sets the standards of honesty, truth, accuracy, fairness, and propriety in the programming and display of advertisements. It does not prohibit the promotion of legal products or services or their portrayal in circumstances of normal use.

GENERAL ADVERTISING PROCEDURE
1.04.01 Definition of Advertising Material
F or the purposes of this policy, Advertising Material refers to any printed, physical, digital, or electronic content created or distributed with the purpose of promoting, informing, or calling attention to a product, service, event, opportunity, or organization. Advertising includes, but is not limited to: Flyers, posters, brochures, yard signs, postcards, banners, handbills, and pamphlets
Indoor and outdoor displays, exhibits, and promotional table setups
Videos, graphics, or announcements on digital monitors, websites, or digital signage
Any commercial, promotional, fundraising, political, advocacy, recruitment, or service-related content
Adv ertising does not include official College announcements, academic notices, administrative messaging, or recognized student organization communications acting within their official capacity.
1.04.02 General Standards for Advertising
All advertising displayed on College property must be:

Legal References

• , decent, honest, and truthful in accordance with standards contained in Policy 1.04.
• Prepared responsibly with regard for consumers, the College community, and public welfare.
• Accurate and non-deceptive in language, imagery, and claims.
• Respectful of fair business competition and not unfairly disparaging to others.
• Non-discriminatory and free from abusive, obscene, profane, or degrading content.
• Free of political campaign messaging, faith-based proselytizing, or content that violates federal, state, or local
• advertising laws.
• Practiced in a manner that does not disrupt College operations, impede traffic flow, or create safety hazards.
• Advertisements must clearly identify the sponsoring organization, company, agency, or group.
• 1.04.03 Prohibited Content
• No advertisement may contain or promote:
• Messages that violate the law
• Abusive or hateful content toward protected classes
• Material that condones or incites violence or unsafe behaviors
• Obscene, profane, indecent, or misleading claims
• Subliminal messaging
• Deceptive pricing, unrealistic comparisons, or unsupported claims
• Tobacco, drug, or related innuendo promotion
• Faith-based messaging intended to advance a particular religious viewpoint
• Political campaign advocacy for candidates or ballot issues
• Advertising that imitates, confuses, or misleads by using another brand’s content
• Where this policy does not address other advertising issues or provisions, local, state and federal advertising rules,
• regulations, and guidelines apply.
• 1.04.04 Approval Requirements
• All advertising on College property, including printed materials, banners, digital submissions, and vendor or promotional
• setups, must receive prior approval from the designated College office.
• Approval ensures:
• Compliance with institutional standards
• Safety and facility considerations
• Proper placement and duration
• Adv ertising placed without approval may be removed and may result in loss of posting privileges.
• 1.04.05 Submission & Approval
• 1. Advertisers submit a request to the appropriate College office (Marketing, Student Affairs,
• F acilities).
• 2. Requests must include artwork, text, dates of display, and sponsor identification.
• 3. Submissions must be received at minimum five (5) business days in advance.
• 4. Fees may apply to commercial partners or vendor-based advertising.
• 5. Approved materials will receive instructions related to location, placement, and removal.
• Approving offices will evaluate:
• Legality, accuracy, and honesty of claims
• Safety and facility suitability
• Placement consistency with campus standards
• Compliance with standards outlined in this policy
• Avoidance of prohibited types of advertising (political, religious, unsafe, obscene, misleading,
• etc.)
• 1.04.06 Placement, Duration, and Display of Advertising
• Adv ertising may only be placed in College-approved locations and for approved durations. The College reserves the right
• to:
• Limit the number of advertisements displayed at any given time
• Restrict placement based on location, size, or structural constraints
• Remove advertisements that are outdated, damaged, unsafe, or non-compliant
• Regulate advertising hours for digital or illuminated displays
• Installation & Removal
• Advertisers must install materials only in designated areas.
• Use of tape, adhesives, or fasteners on College surfaces is prohibited unless authorized.
• All materials must be removed by the sponsor by the designated end date.
• College personnel may remove unauthorized or expired materials without notice.
• 1.04.07 College Right to Refuse Advertising
• Approval or display does not imply College endorsement of the advertiser, product, or message. Flint
• Hills Technical College may deny, remove, or cancel any advertisement at its discretion if the content:
• Violates College policy
• Conflicts with mission, values, or public safety
• Does not meet the standards of truthfulness, fairness, or dignity
• Is deemed political in nature
• Misleads or deceives viewers
• Presents risk to facilities or operations
• Complaints & Enforcement
• The College will designate a staff contact to receive advertising-related concerns.
• Violations may result in removal, cancellation of advertising privileges, or denial of future requests.
• External advertisers may forfeit fees if removed for non-compliance.
• Repeated violations may lead to prohibition from advertising on campus.
• References:
• P olicy 3.22 Solicitation (Institutional Standard)
• P olicy 6.42 Solicitation (Student Activities & Groups)

NAMING OF COLLEGE FACILITIES
The naming of buildings and facilities in honor of individuals or groups who have made outstanding contributions to higher education is a time-honored tradition. Authority to name buildings and facilities lies within the Flint Hills Technical College
Board of Trustees. This policy, as adopted by the Flint Hills Technical College Board, establishes the criteria and process for naming buildings and facilities owned by the institution and governed by the Board of Trustees. The policy may not apply to instructional service centers not owned by the institution as defined by accreditation standards.
Typically, naming considerations come from contributions made to the institution’s foundation. The Flint Hills Technical
College Foundation (College Foundation) was incorporated as a 501C(3) non-profit charitable organization to receive and accept property to be administered exclusively for educational, scientific or charitable purposes for the benefit of Flint Hills
Technical College and its students. Contributions to the College Foundation are deductible under Section 170C(2) of the Internal Revenue Code. Major consideration will be given to contributions to the College Foundation and recommendations from the College Foundation Board of Directors in regard to naming of buildings and facilities.

NAMING OF COLLEGE FACILITIES PROCEDURE
1.05.01 Criteria
Consideration shall be given to:

1. Contributions to the institution and/or the College Foundation in the areas of financial support or outstanding service.
2. The relationship between the individual and/or group with the building or facility to be named.
3. The nature and significance of the contribution, whether a single major gift, a cumulative series of gifts over time, or exemplary service to the College.

1.05.02 Procedure
The VP of Advancement will present the naming recommendation to the Leadership Team for approval or denial. The President/CEP will present naming recommendations to the Board of Trustees, along with any additional supporting information for final approval.

No publicity shall be given to a proposed naming until it has been approved by the College Board of Trustees and appropriate marketing and publicity procedures have been completed

1.05.03 Dedication Ceremony and Plaque
Upon approval by the Board of Trustees, an appropriate ceremony of dedication may take place, a plaque or building plaque may be placed on any new or newly renovated building or facility.

1.05.04 Naming Opportunities
Naming approval of the following will require College Board approval: Entire Building

Naming approval of the following will require President/CEO Council approval and notification of the Board of Trustees: Building additions and renovations
Portions of buildings Rooms

1.05.05 Naming Policy and Guidelines - Suggested Levels of Contributions
The Flint Hills Technical College Foundation Board of Directors reserve the right to define the amounts to establish a naming opportunity.

1.05.06 Name Changes
In matters of corporate names, the College will work with the corporation to ensure that any change to the corporation’s name is considered by the College. Similarly, for individual name changes, the College will work with the individual to appropriately address changes in a manner that is appropriate for both the donor and the College.

1.05.07 Removal of Names
The College Board of Trustees per recommendation of the President/CEO may revoke a naming if any of the following conditions occur:

1. The pledge obligation is unfulfilled and/or written off (if partial funding was received that is sufficient for an alternative naming opportunity, the terms of the Policy shall govern any renegotiation for a suitable naming.)
2. The College determines that its association with the donor will materially damage the reputation of the college.
3. A change in circumstances causes the donor or other affected individual(s)/organizations(s) to request a name change or revocation.

Revocation decisions shall require President/CEO Council and College Board of Trustees approval. The President/CEO and/or VP of Advancement shall make all reasonable efforts to inform the original individual or their heirs/designee, organization or corporation in advance of any revocation or change.

1.05.8 Copyright/Trademark Review
Before any facility, space, program, or designated area is named using a term, phrase, logo, or title that may be copyrighted, trademarked, or otherwise protected intellectual property, the following review and documentation steps are required:

Preliminary Intellectual Property Scan
The initiating department, Foundation, or sponsoring individual must conduct an initial review to determine whether the proposed name includes any protected words, marks, logos, slogans, or brand identifiers. This includes simple draft searches of the U.S. Patent and Trademark Office (USPTO) database, state trademark databases, corporate branding guidelines, and publicly available copyright directories.

Formal Legal/Compliance Review

If the preliminary scan indicates that any part of the proposed name may be proprietary or restricted, the name must be submitted to the College President/CEO and the Business Office for legal or compliance evaluation. This review may include consultation with College legal counsel.

No commitments to donors or naming sponsors may be made prior to this review.

Documentation of Rights, Permissions, or Licenses
The naming request must include written documentation that: Identifies the copyright or trademark owner; Confirms the College’s legal right to use the name; and Includes any required license agreement, authorization letter, release, or usage guidelines.
All documents must be retained by the Business Office in the official naming file.

Restrictions on Use of Commercial or Proprietary Names
The College will not adopt a name that infringes on or misuses protected intellectual property. Names implying endorsement, commercial partnership, or sponsorship require explicit written approval from the intellectual property holder and the FHTC Board of Trustees and in accordance with Policy 1.04. Use of proprietary logos or graphic marks is prohibited unless license terms explicitly permit such use.

Final Approval and Board Action
No naming proposal involving copyrighted or trademarked elements will be forwarded to the Board of Trustees for approval until all intellectual property research, legal review, permissions, and required documents are fully completed and verified.

Ongoing Compliance
If the approved name carries ongoing usage terms, licensing renewals, or brand-management requirements, the Office of the President and the Business Office must monitor compliance and maintain all related records.

EXECUTIVE LEADERSHIP SUCCESSION PLAN
This policy establishes the procedures necessary to ensure stability, continuity, and accountability for the leadership of Flint Hills
Technical College in the event that CEO/President, Executive Vice President, or Vice President becomes unable to lead due to a sudden and unexpected change in circumstances (e.g., illness, disability, death, or other emergency situation) or due to planned retirements. The procedure outlines the delegation of management authority so that operations at the College shall continue in an efficient and responsible manner at all times.

EXECUTIVE LEADERSHIP SUCCESSION PLAN PROCEDURE

1.06.01 Authority for Replacement of CEO/President
The Board of Trustees has the power per Article III of the FHTC Board of Trustees Bylaws to “appoint and fix the compensation and term of office of a president or chief administrative offices of the college.”

1. In the event the CEO/President becomes temporarily incapable of leading due to an illness, disability, or other similar emergency situation, the Board of Trustees shall appoint an acting CEO/President as necessary.
2. The Acting CEO/President shall have all authority to act on the College’s behalf to continue operations without disruption.
3. The Acting CEO/President shall be selected from executive leadership roles of the College per the organizational hierarchy.
4. In the event the CEO/President is in such a way unable to lead for an extended period due to termination, unplanned resignation, extended absence, death, or other extenuating circumstance, the Board of Trustees shall adhere to these guidelines.
5. Appoint an Emergency Acting CEO/President who will have temporary authority to act on the College’s behalf to continue operations without disruption from the executive leadership roles of the college per organizational hierarchy.
6. Within 15 business days after the notification of absence, the Board of Trustees shall meet and determine whether a permanent change in leadership is required. If so the Board of Trustees shall establish a search and transition plan.
7. Will establish a timeframe for the recruitment and selection process and communicate that to the College stakeholders.
8. If needed, the Board may appoint an Interim CEO/President from qualified candidates, including internal candidates, until a permanent CEO/President can be hired. The Interim CEO/President shall have the authority to act on the College’s behalf to continue operations without disruption for the term stated in the agreement with the Board.
9. Will not preclude Interim and Internal Candidates from applying for a permanent position.
10. In the event the CEO/President provides notification of retirement or planned separation from the College, the Board of Trustees shall establish a transition plan.
11. The Board will set forth a schedule for recruitment and review of potential candidates.
12. The Board will communicate the timeline and details to key stakeholders of the College regarding the transition plan.
13. If needed the Board may appoint an Interim CEO/President from qualified candidates, including internal candidates, until a permanent CEO/President can be hired. The Interim CEO/President shall have the authority to act on the College’s behalf to continue operations without disruption for the term stated in the agreement with the Board.
14. Interim and Internal Candidates will not be precluded from applying for a permanent position.

1.06.02 Authority for Replacement of Executive Vice Presidents
The CEO/President has the power per Article VI(b) of the FHTC Board of Trustees Bylaws to “have full authority and responsibility for the operation of the college under policies and rules and regulations of the Board and the Kansas Board of Regents and within the budgets approved by the Board.”

1. In the event an Executive Vice President becomes temporarily incapable of leading due to an illness, disability, or other similar emergency situation, the CEO/President shall appoint an acting Executive Vice President as necessary.
2. The Acting Executive Vice President shall have all authority to perform all duties specified under the role to continue operations without disruption.
3. The Executive Vice President shall be selected from executive leadership roles of the College per the organizational hierarchy.
4. In the event the Executive Vice President is in such a way unable to lead for an extended period due to termination, unplanned resignation, extended absence, death, or other extenuating circumstance, the CEO/President shall adhere to these guidelines.
5. Appoint an Emergency Acting Executive Vice President who will have temporary authority to perform all duties specified under the role to continue operations without disruption from the executive leadership roles of the college per organizational hierarchy.
6. Within 15 business days after the notification of absence, the CEO/President shall meet with Human Resources and determine whether a permanent change in leadership is required. If so the CEO/President shall establish a search and transition plan.
7. Will establish a timeframe for the recruitment and selection process and communicate that to the College stakeholders.
8. If needed, the CEO/President may appoint an Interim Executive Vice President from qualified candidates, including internal candidates, until a permanent Executive Vice President can be hired. The Interim Executive Vice President shall have the authority to perform all duties specified under the role to continue operations without disruption for the term stated in the employment agreement established.
9. Will not preclude Interim and Internal Candidates from applying for a permanent position.
10. In the event the Executive Vice President provides notification of retirement or planned separation from the College, the CEO/President shall establish a transition plan.
11. The CEO/President will set forth a schedule for recruitment and review of potential candidates.
12. The CEO/President will communicate the timeline and details to key stakeholders of the College regarding the transition plan.
13. If needed the CEO/President may appoint an Interim Executive Vice President from qualified candidates, including internal candidates, a permanent Executive Vice President can be hired. The Interim Executive Vice President shall have the authority to perform all duties specified under the role to continue operations without disruption for the term stated in the employment agreement established.
14. Interim and Internal Candidates will not be precluded from applying for a permanent position.

1.06.03 Authority for Replacement of Vice Presidents
The CEO/President has the power per Article VI(b) of the FHTC Board of Trustees Bylaws to “have full authority and responsibility for the operation of the college under policies and rules and regulations of the Board and the Kansas Board of Regents and within the budgets approved by the Board.”

1. In the event a Vice President becomes temporarily incapable of leading due to an illness, disability, or other similar emergency situation, the CEO/President shall appoint an acting Vice President as necessary.
2. The Acting Vice President shall have all authority to perform all duties specified under the role to continue operations without disruption.
3. The Vice President shall be selected from internal leadership roles of the College per the organizational hierarchy.
4. In the event the Vice President is in such a way unable to lead for an extended period due to termination, unplanned resignation, extended absence, death, or other extenuating circumstance, the CEO/President shall adhere to these guidelines.
5. Appoint an Emergency Acting Vice President who will have temporary authority to perform all duties specified under the role to continue operations without disruption from the internal leadership roles of the college per organizational hierarchy.
6. Within 15 business days after the notification of absence, the CEO/President shall meet with Human Resources and determine whether a permanent change in leadership is required. If so the CEO/President shall establish a search and transition plan.
7. Will establish a timeframe for the recruitment and selection process and communicate that to the College stakeholders.
8. If needed, the CEO/President may appoint an Interim Vice President from qualified candidates, including internal candidates, until a permanent Vice President can be hired. The Interim Vice President shall have the authority to perform all duties specified under the role to continue operations without disruption for the term stated in the employment agreement established.
9. Will not preclude Interim and Internal Candidates from applying for a permanent position.
10. In the event the Vice President provides notification of retirement or planned separation from the College, the CEO/President shall establish a transition plan.
11. The CEO/President will set forth a schedule for recruitment and review of potential candidates.
12. The CEO/President will communicate the timeline and details to key stakeholders of the College regarding the transition plan.
13. If needed the CEO/President may appoint an Interim Vice President from qualified candidates, including

internal candidates, until a permanent Vice President can be hired. The Interim Vice President shall have the authority to perform all duties specified under the role to continue operations without disruption for the term stated in the employment agreement established.

1. Interim and Internal Candidates will not be precluded from applying for a permanent position.

KANSAS OPEN RECORDS ACT (KORA) COMPLIANCE

Flint Hills Technical College (FHTC) complies with the Kansas Open Records Act (K.S.A. 45-215 et seq.), which grants public access to most records maintained by public agencies. FHTC is committed to transparency and accountability while safeguarding information protected under applicable laws, including but not limited to the Family Educational Rights and Privacy
Act (FERPA), personnel privacy protections, and privileged legal communications.

FHTC maintains a process for handling requests in a timely and consistent manner while ensuring the confidentiality of protected records. Individuals seeking access to public records may submit a written request to the designated Open Records
Officer. Requests will be responded to within three (3) business days unless additional time is warranted under state law.

KORA COMPLIANCE PROCEDURE

1.07.01 Definitions
Public Record: Any recorded information made, maintained, or kept by FHTC or its agents, in any format, that is not otherwise exempt from disclosure.
Open Records Officer: The staff member designated to coordinate the receipt, processing, and response to open records requests.
1.07.02 Request Guidelines
All requests must be made in writing and must reasonably describe the records sought.
Requests should be directed to: Open Records Officer
Flint Hills Technical College
3301 W. 18th Avenue Emporia, KS
66801
1.07.03 Response Timeline
FHTC will respond within three (3) business days from the date the request is received.
If additional time is needed, a written explanation will be provided to the requester.
Requests that involve extensive records or legal review may require additional time and incur additional fees.
1.07.04 Records Not Subject to Disclosure
The following categories of records are not subject to public release: Student educational records protected by FERPA.
Personnel records (except basic employment information).
Medical and counseling records.
Criminal investigation records.
Records protected by attorney-client privilege or subject to pending litigation.
Proprietary business or trade secret information.

Other exemptions as listed under K.S.A. 45-221.

1.07.05 Fees for Access and Reproduction
Fees are charged to offset the cost of locating, reviewing, and reproducing records. Charges are as follows: $0.50 per page for copied and/or digitally scanned pages.
$1.00 per page for faxed documents.
Staff time at the employee’s hourly rate for any request exceeding the scope of a standard personnel file or requiring extensive time to locate, review, or redact records.
Legal counsel review at the prevailing hourly rate, when required to assess documents for protected or exempt content prior to release.
An estimate of fees will be provided in advance if charges are expected to exceed $25. Requesters must agree to the estimated charges before work will begin. Payment is due before records are released.

1.07.06 Appeals and Disputes
Concerns regarding access or the denial of records may be addressed by contacting the Open Records Officer. Unresolved issues may be directed to the Kansas Attorney General’s Office or resolved through legal action in accordance with KORA.
References
Kansas Open Records Act (KORA) – K.S.A. 45-215 through 45-223
Kansas Attorney General’s KORA Guidelines (https://ag.ks.gov)
Family Educational Rights and Privacy Act (FERPA) – 20 U.S.C.

FISCAL YEAR

The fiscal year for Flint Hills Technical College shall be the twelve-month period beginning on the first day of July in each year and ending on the last day of June in the succeeding year.

EXTERNAL AUDIT

In accordance with sound fiscal practices, the financial activities of the College shall be subject to external audit each fiscal year by a firm of certified public accountants recommended by the President/CEO and approved by the Board. Such audit shall be submitted by the external auditors to the President/CEO for review prior to acceptance by the full Board. The final audit shall be filed with the Division of Accounts and Reports of the State of Kansas.

WORK WEEK AND BUSINESS DAY

The workweek for the College shall begin at 12:00 a.m. on Sunday and end at 11:59 p.m. the following Saturday.

Business day means any day other than Saturday, Sunday or designated as a holiday by the Congress of the United
States, by the legislature or governor of this state or by the respective political subdivision of this state.

UNENCUMBERED BALANCE REPORTING

Each quarter, the College administration shall provide a report of general fund unencumbered expenditure management budget balances to the Board. These budget balances shall include the difference between estimated and actual costs of goods and services encumbered during the current fiscal year.

BUDGETING

The President/CEO and designated staff shall prepare a management budget of estimated income and expense on a fiscal year basis for presentation to the Board.

The Board shall approve the management budget on or before the last day of the fiscal year preceding the budget year or prior to the Board of Regents submission date. The adoption of the management budget by the Board indicates that approval is given to the President/CEO of the College to make salary adjustments and purchase goods and services provided for in the budget.

The President/CEO shall have the authority to approve reallocations within the approved management budget. The Board treasurer shall semi-annually submit to the Board a report identifying such reallocations.

BUDGETING - USE OF YEAR-END FUNDS

Budget reallocations greater than $10,000 made between cost centers in the general fund shall not be made after May 31 of each fiscal year without prior approval of the Board. Budget reallocations made before June 1 will be submitted to the Board for ratification in accordance with policy.

At the June 30 fiscal year-end, unexpended general fund budget balances will “expire” and such budget balances will carry forward into the beginning cash of the general funds.

BUDGETING - MANAGEMENT BUDGET

The Board shall have the option to establish a notice of time and place of a public hearing on the proposed management budget to be published in the official newsletter of the College and the local newspaper. Publishing of such notice shall take place at least ten (10) days prior to the date set for the public hearing.

Subsequent to the public hearing, the Board shall adopt the legal budget in the form prescribed by the Division of Administration, Division of Accounts, and Reports of the state of Kansas. The clerk of the board shall file with the Board of Regents, copy of the adopted budget, with proof of publication, on or before the twenty-fifth day of August of each year.

TUITION AND FEES

Tuition and fees are public monies within the jurisdiction and responsibility of the Flint Hills Technical College Board under the laws and regulations of the state of Kansas and must be administered by the Board. The Board reserves the right to change tuition and fee charges when necessary without notice.

Guidelines used to determine residency for tuition purposes are a combination of state statutory law and regulations of the Kansas Board of Regents and administration policy.

All tuition, fees, assessments, and deposits must be paid at the time of registration or by the specified deadline date and in accordance with the fee schedule approved by the Flint Hills Technical College Board.

TUITION AND FEES PROCEDURE

2.05.01 Cost Per Credit Hour

The President/CEO shall annually, or at such other times as may be necessary, recommend to the Board a cost per credit hour/per clock hour. The Board shall approve a cost per credit/clock hour.

2.05.02 Student Activity Income

The President/CEO shall annually, or at such other times as may be necessary, recommend to the Board a portion of the total cost per credit hour to be used to finance approved student activities, programs, and events at the College

The Board may approve a portion of the total cost per credit hour to be used to finance approved student activities, programs, and events at the College.

2.05.03 Payment Plan Agreements

Students who request deferred payment of their tuition and fee charges may enter into a payment plan agreement with a third party vendor on behalf of FHTC. The EVP of Student Services & Academic Affairs and the VP of Administrative
Services will establish specific guidelines for the processing of payment plan agreements. These guidelines will be published in the College catalog.

2.05.04 Special Fees

Tuition costs may include special fees as established by the College. Special fees may vary according to the program.

2.05.05 Returned Checks

Checks offered in payment of tuition, fees, and other College services that are not honored by the bank shall constitute unpaid tuition and will be subject to the late fee plus the return check fee.

COLLEGE COMMONS/PARKING/DEBT RETIREMENT INCOME

The President/CEO may annually, or at such other times as may be necessary, recommend to the Board a portion of the total cost per credit hour to be used to finance the costs of constructing, improving, furnishing, equipping, and retiring related issues of indebtedness for buildings and facilities to be used as a student commons addition, a student commons annex and parking facilities.

COLLEGE INSURANCE PROGRAM

The President/CEO or designee shall establish and maintain a comprehensive insurance program to protect the College from catastrophic liability claims and safeguard its property and equipment against risks such as fire, windstorm, theft, and accidents.
The insurance program shall include, but is not limited to, property, casualty, equipment, automotive, crime, inland marine, general liability, garage liability, workers' compensation, and Board liability coverage. Theft and casualty losses shall be insured to at least 80% of their value. Coverage may be provided through a combination of self-insurance, purchased primary insurance, and excess insurance, with policy terms, conditions, exclusions, and retention levels subject to annual review and renewal. The College shall regularly assess its insurance needs to ensure adequate protection of assets, particularly for circumstances specific to sponsored projects.

COLLEGE INSURANCE PROGRAM PROCEDURE

2.07.01 Insurance Carrier
Insurance may be purchased through a carrier selected based on the established purchasing procedures in Policy 2.09 and 2.11.
2.07.02 Coverages Included but not Limited To: Building and Contents: To provide coverage on a blanket basis at 90 percent of actual cash values.
Mobile Property: To provide coverage on building and contents of a mobile nature and student loaned property.
Monies and Securities: To provide disappearance, destruction, and dishonesty coverage on all monies and securities of the College in its buildings and while being transported.
Employee Dishonesty: To provide blanket fidelity coverage on all employees with excess coverage on selected positions.
Vehicles: To provide protection against liability which may arise from injury to persons or property through the operation of vehicles belonging, loaned, or leased to the College on public streets and highways, or repaired by the various educational programs. Physical damage protection shall be provided in the coverage of collision and comprehensive to driver education vehicles, and fire, theft, transportation, and combined additional coverage that are required by written contract. Coverage for vehicles, whenever possible, shall be with the same insurance company providing the general liability coverage to reduce duplication of coverage and additional costs.
Worker's Compensation: To provide worker's compensation coverage as required by Kansas statute.

Boiler and Machinery: To cover accidents to boiler and selected machinery arising from the operation of the boiler and machinery.
Public Liability: To provide protection for the Board, the individual members thereof, and its officers, agents, and employees for the operation of the College in the event of bodily injury, property damage, personal injury, and product liability.
This insurance shall cover all operations including graduation exercises.
College Board Legal Liability: To provide protection for the Board, the individual members thereof, and its officers, agents, and employees in the event of wrongful acts, errors, or omissions, or neglect or breach of duties.
Travel Accident: To provide accidental death and dismemberment coverage for permanent employees traveling in all modes of transportation within and without the boundaries of the College while on College business.
Employee Benefits: To provide protection for employees in the areas of health, life, disability income protection, and other benefit programs by either employer or employee contribution are covered under FHTC Policy 3.13 Benefit Plans.
2.07.03 Renewal and Bidding
Sealed proposals for the identified coverage shall be obtained at minimum every three years and shall be submitted to the Board of Trustees for approval. Administrative recommendations shall list specific agencies and insurance carriers or direct writers. If the insurance coverage has proven to be satisfactory and the premiums remain competitive, the coverage may, with Board approval, be renewed for an additional contracted period by negotiation. Certain coverage which requires the expertise of specialists may be negotiated with specific agencies and/or insurance carriers if deemed to be to the advantage of the College.
References: FHTC Policy 2.09 General Purchasing
FHTC Policy 2.11 Contracts and Lease

FHTC Policy 3.13 Benefit Plans

FRAMEWORK FOR INVESTMENTS

The President/CEO may authorize the investment of temporary idle cash to be administered by the President/CEO or his designee. The President/CEO or designee may represent the College as an agent in matters relating to the purchase of investments and acceptance of safekeeping receipts.
The objective of the investment policy is to ensure that all revenues received are promptly recorded and deposited. Those funds not immediately required to meet payment of obligations will be placed in an interest-bearing account according to the following objectives: Safety: Investments will be made in a manner which ensures preservation of principal.

Liquidity: Investments will be made after careful consideration of future expected liabilities. The cash position of the College will be maintained at a level adequate to meet these requirements. Maturities on these investments will be selected in such a way as to provide income stability.
Yield: Investments will be made with the expectation of a reasonable rate of return while maintaining prudent investment principles. A competitive bid process will be used to encourage a favorable yield.
Fiduciary Trust: Investments will be managed with a degree of professionalism that is worthy of the public trust.
Investment officials will avoid any transaction that might erode the public confidence. Investment activities will be made within the generally accepted accounting principles of separation of function. The official in charge of accounting for the College shall not make investments. Conversely, the official making investments shall not be responsible for the accounting function of the College.
Investments will be made in only those instruments authorized by Kansas statutes K.S.A. 9-1402, 12-1675 through 12- 1678a, and 17-5002.

1. Time deposits and open accounts
2. Certificates of deposit
3. Repurchase agreements
4. Temporary notes or no-fund warrants
5. U.S. Treasury notes or bills
6. The Municipal Investment Pool

GENERAL PURCHASING

The expenditure of Flint Hills Technical College funds should be handled in a manner that assures the greatest ultimate value per dollar expended.

Where an item has been approved either expressly or by inclusion in the budget the Board has adopted for the College, the President/CEO or the President/CEO’s designee is authorized to solicit purchase quotations, bids, and/or request for proposals (RFP), or process such purchases in accordance with policies and procedures of the College.

The Board of the College retains the right to deviate from any and all of the provisions of Section 2.09 (Purchasing), as the Board shall determine from time to time, for the acquisition of products, goods and services or a combination thereof.

The President/CEO or designee shall develop purchase requisition procedures that enforce Board purchasing policy and ensure the efficient and ethical use of College funds.

GENERAL PURCHASING PROCEDURE

2.09.01 Purchasing - Board Approval and Competitive Requirements

When procuring products, the following dollar thresholds, based on the estimated total transaction amount, shall serve as the guidelines for the requirements of competition and for the Board’s approval prior to committing the College.
Exceptions to the requirements for seeking competitive solicitations are defined in Policy 2.09.03.

$0 - $2,499.99 – Selection of supplier may be made by unrestricted open-market processes. Quotations may or may not be solicited, as determined by the director of purchasing.

$2,500 - $19,999.99 – Quotations shall informally be obtained from three (3) or more qualified sources of supply.

$20,000 & Up – Competitive sealed bids or Requests for Proposals for the procurement of products shall be solicited from at least three (3) qualified sources of supply and such bids shall be advertised in College approved newspaper(s) and/or the College website at least three (3) days prior to the scheduled bid opening if the estimated cost is less than $50,000 and at least ten (10) days prior to the scheduled bid opening if the estimated cost exceeds $50,000.

2.09.02 Purchasing - Approval of Purchases and Exceptions

After appropriate administrative evaluation for the purchase of products and/or services, a recommendation for approval shall be submitted to the Board prior to the issuance of an order or execution of a contract or agreement.

Purchases between $10,000 and $20,000 that are exceptions to this policy and are defined in policy 2.09.04 shall be approved by the President/CEO, who shall report same to the Board.

For procurements less than $10,000, the VP of Administrative Services may select a vendor without three (3) or more qualified suppliers being verified if recent purchase information or cooperative purchasing plans or agreements provide assurance of competitiveness.

2.09.03 Purchasing - Competitive Solicitations

In order to ensure that purchases are administered in a manner that maximizes open and free competition, the following solicitation methods shall be utilized unless otherwise provided for by Board policies.

Awards of competitive bids and quotations shall be made to the lowest acceptable bidders meeting specifications unless it is determined not to be in the College’s best interest.

Requests for Quotations (RFQs) may be used to solicit offers from vendors in order to establish pricing and terms and conditions. RFQs may be solicited informally via facsimile, electronic mail, written documentation, or verbally.

Requests for Bids (RFBs) may be used to solicit offers from vendors in order to establish pricing and terms and conditions. RFBs that are estimated at more than $20,000 are solicited formally with a written RFB document through a sealed bid process. All formal bid openings shall be open to the public and the results of bids shall be considered public information after a bid is awarded or all bids are rejected.

Requests for Proposals (RFPs) may be used where and whenever the College determines that because of the nature and complexity of the goods and/or services to be acquired, it would be in the best interest of the College to seek proposals rather than quotations or bids. In this event, the College reserves the right to accept or reject any and all proposals, in whole or in part, to take exception to any RFP specifications, to make an award based solely on the proposals received, or to negotiate further with one or more vendor. The College also reserves the right to negotiate a contract with the selected vendor, which is at variance with the RFP initially prepared by the College and/or responded to by the vendor.

The selection by the College of any proposal as ultimately negotiated will be at the College’s entire discretion, which discretion shall extend to purely subjective considerations solely exercisable by the College without regard to a claimed lowest cost by any proposed vendor.

Nothing contained herein shall be construed as precluding the right of the College to negotiate with the lowest qualified bidder or to issue change orders modifying any bid received or from rejecting any and all bids.

In the event other criteria are equal, purchase will be made from the firm providing the best services to the College.
Preference may be given, when quality and price are comparable, to the purchase of products and services offered for

sale by firms, corporations, or individuals with offices or physical plants located in the Flint Hills Technical College service area.

2.09.04 Exceptions to Competitive Solicitation Requirements

All items will normally be purchased in a manner that maximizes open and free competition utilizing a competitive bid, quotation, or RFP process except as hereinafter provided.

Sole source purchases that are available only from a single supplier including:

1. Items for which competition is precluded because of the existence of patents or copyrights;
2. Films, manuscripts, works of art, or books;
3. Utility services including electricity, gas, or water; 4. Items required to meet specific educational objectives; and
4. Items that ensure compatibility with existing equipment.
5. Products that are offered for purchase under K.S.A. 75-3317 to 75-3322, and any amendments thereto, if the Board desires to purchase any of said products therein described.
6. Articles or products that are produced, manufactured or provided by inmates under the prison-made goods act of Kansas if the Board desired to purchase any of such products.
7. Materials, goods, or wares required for reconstructing, remodeling, repairing or equipping buildings when such purchase are necessitated by the occurrence of a loss against which the Board has purchased property or casualty insurance.
8. Motor fuels required to provide or furnish transportation.
9. Emergency situations that necessitate the immediate purchase of goods or services may be made according to procedures outlined by the President/CEO. Such procedures may include the delegation of emergency purchasing procedures to appropriate College personnel.
10. Items that are acquired for resale.
11. Items that are used that become available and are subject to immediate sale.
12. Items that are acquired when the College is serving as a facilitating agent or trustee.
13. Items where negotiation would render a more favorable pricing and product condition for the College.

The President/CEO or the President/CEO’s designee shall have the option to purchase at the unit or contract prices stated in current contracts and agreements such as those of the state of Kansas. G.S.A., Educational and Institutional
Cooperative, or others established by purchasing cooperatives that are deemed to be in the College’s best interest. The

President/CEO or the President/CEO’s designee shall also have the option to make purchases, not to include capital items
$20,000 or more, from internal sources of supply when it is determined to be in the best interest of the College.

The College may contract for goods and services provided by state of Kansas agencies, or by federal agencies, political subdivisions of Kansas, agencies of other states or subdivisions thereof, or private nonprofit educational institutions.

2.09.05 Purchasing - Unauthorized Transactions

The power to enter into contracts on behalf of the College is vested in the Board. No agreement shall be made which names the College as a party, unless authority is otherwise delegated by the President/CEO. As such, no individual has the authority to enter into purchase contracts unless specifically authorized by the Board or the President/CEO. Any such purchases are considered unauthorized and become a personal obligation to the vendor by the individual making the purchase.

2.09.06 Purchasing - Conflict of Interests

The College shall not enter into any contract for the purchase of property or non-instructional services of any person, or from any members of the immediate family of any person who is:

a member of the Board,

or an officer of the College,

or an employee of the College directly involved in the requisitioning or purchasing of property or services, or the approval thereof, or in the selection of prospective bidders or in the awarding of contracts on behalf of the College, or from any firm in which any of the above-mentioned classes of persons or any members of their immediate families have a financial interest.

Ownership of less than five percent (5%) of the outstanding stock of any corporation shall not constitute a financial interest within the meaning of this section.

For the purpose of this policy, “immediate family” will be interpreted to mean spouse, child, or a person living in the same household.

2.09.07 Purchasing – Purchase Cards and Charge Account Usage

The use of College purchase cards and charge accounts is strictly for College-related expenses only. Supporting documentation for all charges must be turned in to the Business Office within 10 business days of charging, otherwise, the purchase will be considered as personal use. Personal use of College purchase cards and charge accounts are prohibited. Any such purchases are considered unauthorized and become a personal obligation to the vendor by the individual making the purchase.

DISPOSITION OF SURPLUS PROPERTY

The President/CEO, Vice President of Administrative Services, or designee shall be authorized to dispose of Surplus
Property. Prior to designating the property as Surplus Property, reasonable efforts shall be made to redistribute the property for use within the College. Disposition of Surplus Property should focus on stewardship of public property, support the mission of the College, promote sustainability, fairness, and transparency, and be conducted in compliance with all applicable laws and regulations.

In determining the method of disposal, the designee shall use best efforts to maximize the value and benefit to the College considering all circumstances, including anticipated proceeds as well as costs associated with each method of disposition. Disposing of items as waste/trash shall be the method of last resort after all other avenues have been exhausted. College designees must follow all procedures articulated with this policy to ensure current regulations are met.

All surplus state property shall be sold or otherwise disposed of within one calendar year after the date that the property becomes surplus. For clarification purposes, Surplus Property does not include real property.

DISPOSITION OF SURPLUS PROPERTY PROCEDURE

2.10.01 Common Definitions
Surplus Property- College assets and inventory such as equipment, furniture, supplies, or other personal property of the College that are obsolete, damaged, worn out, or no longer needed by any College department.

Capital Assets- Tangible or intangible assets held and used in college operations, which have a service life of more than one year and a unit cost that meets or exceeds $5,000. Assets are stated at cost at the date of acquisition, or fair value at the date of donation in the case of gifts.

Institutional Inventory- A physical inventory of the property must be taken, and the results must be reconciled with the property records maintained by the Business Office at least once every two years. Any disposal of surplus inventory must be reconciled properly before actual disposal.

Estimated Useful Lives- Building Fixtures and Furnishings 15 Years; Vehicles 5-10 Years; Equipment, including computers
2-30 Years; Library Collections 3-10 Years

Electronic Waste- is defined as electronic devices that have become unwanted; non-working or obsolete, and have essentially reached the end of their useful lives.

Regulated Waste- is defined as contaminated items with liquid, semi-liquid, dried blood or other potentially infectious materials that are capable of releasing these materials during handling.

Hazardous Waste- is defined as waste that is dangerous or potentially harmful to health or the environment (examples may include, but are not limited to, chemicals, lamps, batteries, pesticides, aerosols, etc.).

2.10.02 General Disposal Procedure Steps

There are some specific restrictions on specific properties based on the type and/or funding used to purchase. Specific limitations are listed below this general procedure.

1. Identification of Surplus Property in a particular area or department Once an asset has been deemed to be surplus, a value estimation, remaining life estimate, verification of funding used to purchase originally, and inventory status must be completed before any decision of surplus label or disposal is made.
2. Internal Redistribution Every effort should be made to redistribute surplus assets with sufficient value estimation and remaining life estimates. Whenever possible, assets of continuing value should be retained by the institution and reallocated to other departments or program areas. If it cannot, then the item will officially be deemed “surplus” and pulled from inventory lists as applicable.
3. Trade-In for Newer Property Whenever possible assets deemed to be surplus that have some retained value should be traded in for upgrade equipment or replacement needs.
4. Advertised Public Sale If surplus property cannot be traded, the next option is public sale by fixed price, negotiated price, sealed bid, or public auction.
5. Donation If the asset is not deemed valuable enough for steps 3 or 4, but still has significant estimated remaining life, the item can be donated to other Educational Institutions or legally designated Non-Profit organizations.
6. Recycling/Salvage If the asset is deemed to have little to no value or useful life, it may be sold for recycling or salvage; or the institution may pay to have the property recycled or salvaged. Any electronic waste must follow specific requirements.
7. Waste/Trash Designation If the asset is deemed without significant value, limited life, and unable to be recycled it can be designated as waste/trash. Disposing of items in the trash shall be the method of last resort after all other avenues have been exhausted. Notification of waste/trash designation may be sent internally to employees before items are removed from the property for disposal.

2.10.03 Perkins Funded Purchases
Disposal: Equipment, computing devices, and classroom resources with a per-unit fair market value of less than $5,000 may be retained, sold, or otherwise disposed of with no further obligation to the awarding agency (KBOR). Equipment, computing devices, and classroom resources with a per-unit fair market value of $5,000 or above may be retained or sold. The awarding agency (KBOR) shall have the right to 20 an amount calculated by multiplying the current market value or proceeds from sale by the awarding agency’s share of the equipment. Institutions wishing to dispose of Perkins- tagged equipment must submit a Notice of Disposal form (Appendix 14) for approval. (Perkins V Handbook, pg 19)

2.10.04 Grant Funded Purchases
FHTC retains a conditional title to Equipment purchased with grant funds unless the awarding agency notifies FHTC of its intent to retain title. The equipment can be used in the project or program for which it was acquired as long as needed after the ending date of the grant or contract.
Before using the equipment for other activities or disposing of the equipment, please contact Sponsored Programs if the equipment is in working condition. Items not in working condition may be disposed of following FHTC guidelines.

2.10.05 Specific Information Technology Procedures
Electronic Media can contain various kinds of College Information, some of which is Sensitive or Confidential. In order to ensure the College maintains the confidentiality and integrity of its electronic information assets and follows all legal requirements, all Electronic Waste must be properly erased before being disposed of.

FHTC-owned computing equipment to be internally redistributed, publicly sold, donated, recycled/salvaged, or otherwise disposed of must first be sent to Information Technology Support (ITS) to ensure compliance with policy and procedures.
Disposal will include recycling e-waste when possible. All data and information stored within electronic information technology, computing equipment, electronic media, and mobile devices storing College information classified as Sensitive or Confidential must be rendered unusable prior to disposal per Secure Disposal and Reuse procedure(s).

2.10.06 Misc. Other Surplus Items
Hazardous and other special materials and equipment may be restricted as to disposition method and source.
Maintenance and facilities will be responsible for the storage and disposition of hazardous materials following required guidelines. Hazardous and Regulated Waste disposal will follow safety regulations which may supersede this policy.

2.10.07 Proceeds
All proceeds from the disposal of surplus property shall be deposited in the College’s general fund unless specifically authorized by the President and Board of Trustees.
Disposal of grant-funded items may require repayment and/or reporting to the granting entity. Repayment and reporting requirements are determined by the Grant Manager and/or Business Department. Compliance in the disposal of grant- funded property will align with all grant requirements.

References: Perkins V Local Grant Handbook, April 2022
K.S.A. 75-6606

CONTRACTS AND LEASES

No individual has authority to enter into contracts and/or leases, or in any other way obligate Flint Hills Technical College for procurement indebtedness, unless specifically authorized to do so by the Board.

The intent of this policy is to cover contracts not covered by the Board policies on purchasing, personnel, or other areas where formal policy exists.

INVOICING

This policy applies to all departments and employees responsible for generating, submitting, or managing invoices related to institutional operations, including but not limited to tuition, fees, production products, services, external contracts, or any other generated revenue which are billed to outside agencies or individuals. The procedures establish guidelines for the issuance, processing, and management of invoices to ensure accuracy, timeliness, and compliance with institutional financial procedures.
State and local taxes will be collected from all non-exempt customers. These taxes will be remitted to the State Division of Revenue monthly from the appropriate account.

INVOICING PROCEDURE

2.12.01 Invoice Generation
All invoices must be issued through the Business Office, or submitted to the Business Office, and must include the following details: Invoice number
Date of issuance
Name and contact information of the payer (individual, organization, or business)
Description of goods or services provided
Payment due date
Payment terms and accepted methods
Any applicable taxes or fees
Invoices should be generated within five (5) business days of the transaction or agreement, unless otherwise specified.
2.12.02 Payment and Terms
Standard payment terms are net 30 days from the invoice date unless otherwise specified in the agreement. Late payments may be subject to penalties, fees, or interest charges as outlined in the institution’s financial policies.
2.12.03 Tracking & Reconciliation
All invoices must be monitored for payment status. The Business Office is responsible for following up on unpaid invoices to resolve outstanding balances. Any discrepancies or disputes regarding invoiced amounts must be reported immediately and resolved through the institution’s dispute resolution process.
2.12.04 Non-Payment and Collection
If payment is not received by the due date, a formal notice will be sent to the payer. Continued non-payment may result in further action, including suspension of services, account holds, or referral to a collections agency.
2.12.05 Exceptions and Modifications

Any exceptions to this policy must be approved by the Business Office. Policy modifications may be made as needed to align with regulatory or institutional changes

REIMBURSEMENT OF EXPENSES - FACULTY AND STAFF EXPENSES

The College will reimburse employees for pre-approved expenses incurred in the conduct and performance of their official duties in accordance with the provisions of Kansas statutes (K.S.A. 75-3201 to 75-3223) and within relevant administrative procedures.

REIMBURSEMENT OF EXPENSES
FACULTY AND STAFF EXPENSES PROCEDURE

2.13.01 Reimbursement of Expenses - Local Travel

Reimbursements for pre-approved local travel by private automobile may be made for actual miles traveled on College business. Effective each July 1, the College will utilize the IRS standard mileage reimbursement rate in effect on the preceding January 1. Local travel shall not include distance to and from home of residence to daily work site to include satellite campuses, and/or job-building sites unless specifically approved by the President or VP of Administrative
Services.

2.13.02 Reimbursement of Expenses - Out-of-Area Travel

The President/CEO or their designee may authorize special trips on College business or to attend conferences deemed to be in the interest of the College and its students. Reimbursement for such travel is to be based upon actual expenses incurred for transportation, conference registration fees, lodging, meals, and miscellaneous expenses subject, however, to established maximums provided by the VP Administrative Services or designee. Airfare, lodging, additional transportation, and conference registration fees should be booked in advance using the approved FHTC booking procedures. Only if this is not available or possible shall an employee use personal funds for such travel and then expect reimbursement. Prior authorization for such reimbursement MUST come from the Business Office in order for reimbursement to take place.
Detailed receipt(s) for meals must be included in order to be reimbursed.

2.13.03 Reimbursement of Expenses - Reimbursement Procedures

The President/CEO or their designee shall establish procedures for obtaining travel expense reimbursement for local, in- state, and out of state official College travel.

2.13.04 Reimbursement of Expenses - Meals Reimbursement – Overnight Travel

Employees who are traveling overnight for College business are to receive meal reimbursements. Meal allowances are to be reimbursed in the following ways:

Meal allowance on the day of departure for overnight travel:

Time of Departure Meals Allowed
Prior to 7:30 AM Breakfast, Lunch, Dinner
7:31 AM - 12:00 Noon Lunch and Dinner
12:01 PM - 6:00 PM Dinner
6:01 PM – 12:00 Midnight No Meals Allowed

**NOTE: If travel is for more than one night, Breakfast, Lunch, and Dinner for all days gone for College purposes will be reimbursed by FHTC if they are not included in hotel stay or conference pricing.

Meal allowance on the returning day.

Time of Return Meals Allowed
Prior to 7:30 AM No Meals Allowed
7:31 AM- 12:00 Noon Breakfast
12:01 PM – 6:00 PM Breakfast and Lunch
6:01 PM – 12:00 Midnight Breakfast, Lunch, Dinner

The meal allowance for each meal will be reimbursed up to the following:

Meal Rates Breakfast Lunch Dinner
In - State Rates to be determined by the VP of Administrative Services or designees according to the US
General Services Administration Rates

Out - of- State Rates to be determined by VP of Administrative Services or designees according to the US

General Services Administration Rates

If a meal is supplied at the conference or meeting, the College will not reimburse employees for that meal.
Employees must attach detailed receipts to the travel reimbursement form and submit it to their supervisor for approval prior to submitting to the Business Office for payment. Deviations from the schedule of allowed meals must be approved by the employee’s supervisor with a reason as to why meals were allowed outside of normal purchasing procedure. Alcohol purchases will not be reimbursed. Receipts with a summary of expenses, only, will not be accepted and such items will not be reimbursed to the employee. All meals may be purchased by using the pre-authorized travel card. Detailed receipts must be returned with the travel card. Any charges not accounted for will be charged to the employee using the card.

2.13.05 Reimbursement of Expenses - Meals Reimbursement – Single Day Travel

Employees who are traveling for a single day for College business may receive meal reimbursements. Meal allowances are to be reimbursed in the following ways:

ALL DAY CONFERENCE
Time of Departure Time of Return Meals Allowed
Prior to 7:30 AM After 6:00PM Breakfast, Lunch, Dinner
7:31 AM - 12:00 Noon After 6:00PMLunch and Dinner
12:01 PM - 6:00 PM After 6:00PMDinner

PARTIAL DAY CONFERENCE

Meals for Partial Day Conferences will only be approved by Supervisors on a case by case basis.

The meal allowance for each meal will be reimbursed up to the following:

Meal Rates Breakfast Lunch Dinner
In - State Rates to be determined by VP of Administrative Services or designees according to the US

General Services Administration Rates

Out - of- State Rates to be determined by VP of Administrative Services or designees according to the US.

General Services Administration Rates

If a meal is supplied at the conference or meeting, the College will not reimburse employees for that meal. Employees must attach detailed receipts to the travel reimbursement form and submit it to their supervisor for approval prior to submitting to the Business Office for payment. Deviations from the schedule of allowed meals must be approved by the employee’s supervisor with a reason as to why meals were allowed outside of normal purchasing procedure. Alcohol purchases will not be reimbursed. Receipts with a summary of expenses, only, will not be accepted and such items will not be reimbursed to the employee. All meals may be purchased by using the pre-authorized travel card. Detailed receipts must be returned with the travel card. Any charges not accounted for will be charged to the employee using the card.

MEMBERSHIP FEES

College funds may be used to pay relevant institutional memberships only. The College does not pay for individual membership fees unless pre-approved for relevant local service organizations. Memberships may only be paid in the fiscal year in which the membership begins and must be approved by the President/CEO.

RECORDS RETENTION

The College shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements. The College shall not knowingly destroy a document with the intent to obstruct or influence an “investigation or proper administration of any matter within the jurisdiction of any department agency of the United States . . . or in relation to or contemplation of such matter or case." If an official investigation is underway or even suspected, document purging must stop in order to avoid criminal obstruction. The College procedure is to maintain all records for a minimum of seven fiscal years unless documentation is required to be stored permanently. In order to eliminate accidental or innocent destruction, the College will follow the General Records Retention and Disposition Schedule as adopted by the Kansas Local Records Management in accordance with K.S.A. 75-3504.

PAYMENT CARD INDUSTRY DATA SECURITY STANDARD

Policy Objectives

The purpose of this security policy is to establish rules to insure the protection of confidential and/or sensitive information stored or transmitted electronically and to ensure protection of Flint Hills Technical College information technology resources. This security policy has been written to specifically address the security of data used by the Payment Card
Industry. Credit card data or the account number of a checking or savings account that is stored, processed or transmitted by Flint Hills Technical College must be protected and security controls must conform to the Payment Card
Industry Data Security Standard (PCI DSS). Confidential and/or sensitive payment information is defined as the 16 digit payment card number, the payment card expiration date, the payment card 3 digit security code or the account number of a checking or savings account. Critical payment information must be protected and the handling of this information must follow industry standards. If these standards are not adhered to, consequences include loss of trust with students, employees, the community, fines, remediation costs to handle notification, costs associated with external audits and other penalties. Measures must be taken to protect payment card information from unauthorized storage, access and processing. This policy establishes a commitment to following published standards with regards to payment card and banking information and will be reviewed at least annually to reflect changes to business objectives or the risk environment.

Policy

All payment card processing activities and associated technologies must comply with the Payment Card Industry Data
Security Standard (PCI DSS) in its entirety. Card processing activities must be conducted in accordance with Flint Hills
Technical College PCI DSS Standards and Procedures. No activity may be conducted nor any technology employed that might obstruct compliance with any portion of the PCI DSS.

The Business Office has responsibility to:

1. keep a current copy of the PCI DSS in their office for reference;
2. develop, implement, and maintain the Flint Hills Technical College PCI DSS Standards;
3. develop and maintain procedures to be used and referenced by College employees;
4. educate the campus community regarding PCI DSS and its impact; and
5. review contracts related to handling College payments for vendors, contractors, and business partners to ensure required language is included.

The department of Information Technology has responsibility to:

1. implement necessary technology-related controls;
2. assist the Business Office with the education of the campus community regarding the College’s PCI DSS Policy.

This policy applies to all employees and representatives working for FHTC that have responsibility for handling critical payment information.

The President or designee is responsible for monitoring and reporting compliance with this policy. In all cases, information will be disclosed as required by controlling law.

The President or designee must approve any exceptions to this policy.

TOBACCO USAGE ON CAMPUS

Please refer to policy 6.36 for Campus-Wide tobacco Usage Information.

Cross References

• 6.36 - Drug, Alcohol, and Campus-Wide Tobacco

FIXED ASSETS

Under GASB Statement No. 35, fixed assets will be depreciated using methods established by the Board of Trustees. The Board of Trustees retains the responsibility to authorize the procurement and disposition of general fixed assets. This includes specific authorization of purchase orders procuring general fixed assets, authorizing sales, trade-in, scrapping, or excusing inventory shortages.
The President/CEO of the College shall be responsible for identifying all general fixed assets and determining their capitalized value, assigning the responsibility for their custody for inventory purposes, formulating record forms and inventory schedules, and avoiding duplication and inefficient use of fixed assets.

The Board of Trustees has set a minimum dollar amount of $5000.00 for the accounting of fixed assets.

Legal References

• GASB Statement No. 35

PETTY CASH ACCOUNT POLICY

The maximum dollar amount for a petty cash check is $500.00.

REAL PROPERTY TRANSACTIONS
Flint Hills Technical College (FHTC) manages the acquisition, sale, lease, and use of real property in a manner that upholds fiscal responsibility, public transparency, and legal compliance. Real property owned or used by the college— including buildings, land, easements, and any improvements—is governed by Kansas statutes, Kansas Board of Regents
(KBOR) regulations, and institutional policy.

All real property transactions, including the sale of properties acquired and/or developed through an instructional program, must follow the procedures outlined below and receive appropriate administrative or Board approval before execution.

REAL PROPERTY TRANSACTIONS PROCEDURE
2.40.01 Acquisition or Sale of College Real Property
For transactions beyond instructional projects, the following steps must be followed: ● Sale of College-Owned Real Property: Requires formal approval by the President/CEO and authorization from the Board of Trustees.
● Acquisition of Real Property: Any purchase must be approved by the President/CEO and authorized by the Board of Trustees.
2.40.02 Leasing College Property
Leases involving college real estate must be pre-approved by the President/CEO. Leases may include temporary space rentals, third-party use, or inter-agency agreements.
Required Documentation: ● Description of leased property and location
● Lease terms, including rent, utilities, insurance, and maintenance responsibilities
● Statement of square footage or acreage
● Notice of intent to lease (if required) published according to current legal requirements.
Leases exceeding $25,000 per year, longer than 10 years, or involving improvements to state-owned property must be authorized by the Board of Trustees.
2.40.05 Easements and Land Access Agreements
FHTC may grant time-limited or permanent easements for utilities, infrastructure, or right-of-way access.
● All easement requests must be submitted to Campus Administration and routed through appropriate review.
● Final approval requires legal review and may include Attorney General or KBOR authorization depending on scope.
● Easements will be recorded with the local county office.

2.40.06 Execution of Real Property Documents

● The President or designee is the authorized signatory for property sales, purchases, and easements.
● The Vice President of Administrative Services is the authorized signatory for leases.
● All executed documents must be retained in accordance with state record-keeping and institutional policy.

References: Kansas Board of Regents Policy Manual – Chapter 11, Facilities
Kansas Statutes Annotated (K.S.A. 75-3516, 76-165, etc.)
FHTC Record Policies

FINANCE - JOURNAL ENTRY PROCEDURES

Flint Hills Technical College will follow established guidelines for the preparation, approval, and documentation of journal entries to ensure accurate financial reporting, compliance with accounting standards, and internal control procedures. All journal entries must be supported by adequate documentation that provides a clear explanation of the transaction. Entries should be recorded in accordance with Generally Accepted Accounting Principles (GAAP) and any applicable regulatory requirements.

JOURNAL ENTRY PROCEDURES

2.36.01 Preparation of Journal Entries:

A separation of duties should be maintained between preparers, approvers, and reviewers to mitigate risk.

Authorized Personnel: Only employees within the Business Office with appropriate access and authorization may create journal entries.
Supporting Documentation: All journal entries must be supported by valid written documentation that justifies the entry including the proper account codes.
Date and Period: Journal entries must be recorded in the correct period. The date of the journal entry should reflect the transaction date, and the period should align with the accounting period being closed.

2.36.02 Review of Journal Entries:

Supporting documentation must be attached to each journal entry and retained in accordance with the organization’s record retention policy. All records should be maintained in a secure and accessible format for audit and compliance purposes.

Technical Review: The reviewer should check for:

1. Proper classification of accounts
2. Correct debits and credits
3. Accurate amounts
4. Compliance with internal controls and company policies

Corrective Actions: If any errors are identified, the preparer should be notified and required to correct them before submission for final approval.

2.36.03 Approval Process:

Journal entries must be reviewed and approved by an authorized individual before posting to the general ledger. Adjusting and correcting entries require approval from supervisor or designated finance personnel.

Authorization: All journal entries must be approved by Vice President of Administrative Services.

2.36.04 Posting of Journal Entries: Posting: Once approved, journal entries are to be posted to the company’s general ledger and accounting system in a timely manner to ensure accurate and up-to-date financial reporting.
Documentation: A copy of the approved journal entry and supporting documents should be retained in accordance with FHTC Policy 2.15 – Records Retention for Audit and Compliance Purposes.

GENERAL PROVISIONS GOVERNING PERSONNEL POLICIES

Flint Hills Technical College (FHTC) adopts personnel policies and procedures to support the effective, equitable, and lawful operation of the College in compliance with all applicable federal, state, and local laws and regulations.

If any provision of these personnel policies conflicts with applicable laws or regulations, the law or regulation will govern, and all remaining provisions of the personnel policies shall continue in full force and effect.

If a court of competent jurisdiction determines that any provision of these policies is invalid or unenforceable, that provision shall be deemed void, while all other valid provisions shall remain in full force and effect.

These policies do not create contractual rights and may be amended, suspended, or repealed by the Board of Trustees in accordance with applicable law and Board bylaws.

STAFFING

All employees of the College will be employed by action of the Board upon recommendation for employment by the President/CEO. The Board action will specify the position and rate of pay. Records of employment shall be kept and maintained by the Office of Human Resources.

The office of Human Resources shall develop hiring, evaluation, termination, and renewal procedures for all employees to be approved by the President/CEO.

STAFFING PROCEDURE

Ordinarily, for vacancies for positions, a notice of vacancy shall be prepared and distributed for public posting by the office of Human Resources. Such notice of vacancy will provide, if possible, for an application deadline of no fewer than five (5) working days from date of posting. This procedure is not applicable to student employees.

Each candidate for employment will be required to make written application indicating his/her qualifications for a position. Ordinarily, "written application" shall mean completion of a College-supplied application form and supplying references and credentials. Variation of this shall be noted on the individual posting of vacancy. The office of Human Resources shall coordinate the processing of all applications for employment.

The office of Human Resources shall be responsible for establishing and following procedures for screening all applications for vacancies on the basis of bona fide occupational qualifications. "All applications" shall be interpreted to mean those received in the manner stipulated in the posted notice of vacancy. The President/CEO may at his/her discretion screen applications for any position.

On the basis of a screening of applications, employment interviews will be granted. The office of Human Resources shall be responsible for establishing and following procedures for scheduling and conducting employment interviews. The appropriate search chair will recommend to the President/CEO candidate(s) for employment.

The President/CEO may at his/her discretion require a personal interview of any candidate before making an employment recommendation. No person shall be recommended for employment at the College who has not had an employment interview with the appropriate dean/director and/or the President/CEO. Prior to hire, and as a condition of employment, a background check shall be conducted and successfully completed on any applicant.

President/CEO Recommendation

The President/CEO will recommend to the Board all candidates to be approved for hire stating rate of pay, classification and status. The President/CEO may at his/her discretion, appoint an internal candidate. A candidate will be considered hired only upon approval of the President/CEO.

Enrollment Forms

Upon being hired, a new employee may be required to complete at least the following enrollment forms provided through the office of human resources:

1. Authorizations for approved voluntary payroll deductions.
2. Enrollments for College-provided employee benefit programs.
3. Oath of Office (as required by law).
4. Personal data sheet including but not necessarily limited to residence, address and telephone number.
5. Withholding forms for taxes.
6. INS Form 9 (as required by law)
7. Driver’s Verification
8. Emergency Contact Information
9. Vita/Resume
10. Transcript

From time to time an employee may be required to update the above enrollment forms. After an applicant for employment has received an offer of employment and before beginning his/her duties, the College may require a medical, psychological, or psychiatric examination, and may condition the offer of employment on the results of such examination. If such an examination is required, it will be required of all entering employees in the same position regardless of disability.

Examinations

The College may require employees to undergo medical, psychological or psychiatric examinations, if such examinations are job-related and consistent with business necessity. The College may require a release from liability in regard to prior illness, injury or conditions. This may include drug-testing and TB testing for specific
College positions.

Employee Status

The College may require an applicant for a position at the College or current employees of the College to submit to a polygraph or background test/check, the cost of which will be at the College's expense. A refusal to submit to such exam may be grounds to preclude employment or grounds to suspend, terminate or non-renew.

Oath of Office

Each employee, before entering upon the duties of his/her job, shall be required to subscribe in writing to an Oath of Office as required by the laws of the State of Kansas. The College will keep appropriate records as required by law.

Certification/Licensing

For those positions for which state or federal law or appropriate professional agencies impose certification/ licensing requirements or provisional requirements, the College may consider such requirements to be necessary and bona fide occupational qualifications. It shall be the responsibility of the applicant/ employee to provide evidence that he/she meets the current requirements.

It shall be the responsibility of the employee to keep his/her certification/licensing current and produce written evidence of same to the business office to be put in employee's personnel file.

Inability to meet or continue to meet certification/licensing requirements or possible evidence of the same may be considered sufficient grounds for termination.

3.01.01 Job Classification/Job Audits (Procedure)

The College shall have the right to make and change job assignments, to establish and modify job classifications, and to establish and amend work rules and workloads. All full-time employees of the College will ordinarily be requested to work a regular forty (40) hour week, except as otherwise provided in these policies.
Full-time salaried employees are expected to complete their duties and obligations of their position and may be required to exceed forty (40) hours per week.

Classified positions at the College shall be classified by job group based on duties, responsibilities, and related job criteria. Each job group will be assigned to a salary/wage range for pay purposes. A request for job audit may be submitted by a division administrator as a result of job restructuring due to a vacancy or based on significant market factors impacting College recruitment/retention initiatives. Requests for job audits must be approved by the appropriate administrator, prior to review by business office. Any change recommended as a result of job audit must be authorized by the Board prior to implementation.

From time to time, the College shall retain the services of an external consultant to conduct an overall review of a classification group(s), pay system(s), and/or the internal audit process. Such consultant shall be retained as authorized by Board action, and any changes as a result of the external audit process shall only be final upon approval by the Board.

EQUAL OPPORTUNITY

The Board will make every attempt to hire its employees on the basis of ability and the needs of the College.

The College shall be an equal opportunity employer and shall not unlawfully discriminate in its employment practices and policies with respect to compensation, terms, conditions, or privileges of employment because of such individual’s race, color, religion, sex, age, handicap, sexual orientation, or national origin.

Inquiries regarding compliance with any federal or state program may be directed to the Director of Human Resources, at 3301 W. 18th Ave, Emporia, Kansas, 620- 343-4600, or to the Director of the Office of Civil Rights, Division of Education; Washington, D.C. The College shall maintain a working environment free from discriminatory insult, intimidation, or harassment due to race, color, religion, sex, age, national origin, sexual orientation or handicapped status.

Any incident of discriminatory insult, intimidation, or harassment in any form should promptly be reported to the immediate supervisor or other level of management for investigation and corrective action.

Any employee who engages in discriminatory insults, intimidation, or harassment shall be reprimanded and counseled to refrain from such conduct. Any employee who continues to engage in such conduct shall receive progressively severe discipline.

Equal Opportunity for Individuals with Disabilities

The College is committed to providing equal opportunities for qualified individuals with disabilities to participate in College services, programs, activities and employment. The College will provide reasonable accommodations to qualified individuals with disabilities to ensure access to programs, services, activities and employment as required by law.

Definitions

An individual with a disability

1. Any person who has a physical or mental impairment which substantially limits one or more of such person's major life activities.
2. Any person who has a record of such impairment which means that a person has a history of or has been classified as having a mental or physical impairment that substantially limits one or more major life activities.
3. Any person who is regarded as having such an impairment which means:
4. Has a physical or mental impairment that may not substantially limit major life activities but that is treated by others as constituting such a limitation;
5. Has a physical or mental impairment that substantially limits major life activities only as a result of the attitudes of others toward such impairment;
6. Has no impairment but is treated by others as having such an impairment.

Qualified Individual

A person who, with or without reasonable modifications to rules, policies, or practices, the removal of architectural, communication, or transportation barriers, or the provision of auxiliary aids and services, meets the essential eligibility requirements for receipt of services or participation in a system office, College, or university program or activity. Essential eligibility requirements include, but are not limited to, academic and technical standards requisite to admission or participation in an education program or activity.

Reasonable Accommodations

Reasonable accommodations may include modifications to rules, policies, or practices, the removal of architectural, communication, or transportation barriers, provision of auxiliary aids or the provision of equally effective programs, services, or activities. In accordance with the Americans with Disabilities Act, accommodations will not be provided 1) for personal devices or services even though the individual may be a qualified individual with a disability, or 2) that result in a fundamental alteration in the nature of a service, program, or activity or in undue financial or administrative burdens. Reasonable accommodations do not include elimination of an essential function of a job.

Personal Devices and Services

Examples of personal devices and services include wheelchairs; individually prescribed devices, such as prescription eyeglasses or hearing aids; readers for personal use or study; or services of a personal nature including assistance in eating, toileting, or dressing.

Request for Medical Documentation

College may require an individual who requests an accommodation to provide medical documentation indicating the limitations of the individual and the need for an accommodation.

EVALUATIONS

The College will conduct periodic performance reviews of employees from time to time and in such manner as the President/CEO shall determine. Failure to complete or perform such performance reviews shall not deter, delay or affect any non-renewal, demotion, suspension or termination of any employee.

EMPLOYMENT POLICY

The Administration shall develop and document hiring procedures for employees.

EMPLOYMENT PROCEDURES

3.04.01 Authorization to Begin Recruitment

Prior to beginning recruitment, the supervising administrator submits a completed Staffing Request to the office of Human Resources, along with a position description outlining the duties and qualifications of the position to be filled.

Funding for the position will be verified by Administration. The supervising administrator and the office of Human Resources will work together to ensure the position description is reviewed and updated as necessary prior to establishing a search committee. If the position is new, the supervising administrator and the office of Human Resources will work together to establish a position description prior to establishing a search committee.

3.04.02 Establishment of a Search Committee

The primary responsibility of the search committee is to develop a qualified and diverse committee to screen the applicant pool based on the requirements of the position, and to interview/recommend qualified candidates to the President/CEO.

The office of Human Resources will work with the supervising administrator to establish a search committee ensuring that the committee represents diverse interests.

1. Search committees for classified staff will have at minimum:
2. one administrator, dean or director of programs, or division chair,
3. one unclassified staff
4. one classified staff
5. faculty member (if available)
6. Search committees for unclassified staff will have at minimum:
7. one administrator, dean or director of programs, or division chair
8. one faculty member
9. one classified staff
10. Search committees for faculty searches will have at minimum:
11. dean or director of programs
12. division chair
13. faculty member
14. one unclassified staff
15. one classified staff
16. Administrator positions with campus-wide significance will have at minimum:
17. two administrators
18. two faculty members
19. one unclassified staff
20. one classified staff

Members of the search committee should agree to make themselves available to all aspects of the selection process. If they are unable to make a commitment to the process, they should decline the committee appointment. Only members of the search committee who have interviewed all selected candidates will be allowed to participate in making the final recommendations.

3.04.03 Screening the Applicants

The office of Human Resources shall conduct an initial screening of applications to exclude candidates who clearly fail to meet the position requirements.

Each search committee member will be given access to application materials of qualified applicants, the job posting, and the position description. The search committee will evaluate and screen the application material in accordance with the position description. Application materials will have any identifying information redacted in an effort to provide an ethical, non-discriminatory way of selecting qualified candidates. All notes, rating sheets, responses to questions, and reference check information should be kept confidential and turned into the office of Human Resources.

1. Applicant Screening Rubric - contains job-related and professionally relevant criteria to be used to evaluate the credentials for applicants as needed.
2. Interview Questions - The questions must be job-related and should be open-ended. A mini-lecture or presentation may be used as part of the interview process. The same set of questions or assignment must be asked of each candidate.
3. Statement of Confidentiality – each member of the search committee must review and sign this document prior to being subject to any applicant information, sitting in on interviews, etc. related to the process. Signed copies will be scanned and stored until such documents are subject to being destroyed (6 months).

Each committee member will review the application materials complete an Applicant Screening Rubric for each candidate. The office of Human Resources will compile the results of the individual analyses to determine a short list of applicants whose knowledge, skills, and abilities most closely meet the needs of the hiring unit and position as advertised.

All materials associated with a search process are subject to disclosure upon appropriate notification and/or subpoena should the College’s process be challenged in the form of a discrimination complaint by an authorized agency or the courts.

Applications are not to be removed from the office of Human Resources, but copies (2 sets) will be available for review during regular business hours.

3.04.04 Interviewing Candidates and Making the Final Recommendations

The office of Human Resources may choose to conduct telephone interviews, on-campus interviews, or both. The search committee shall interview candidates as a whole committee.

At least three references must be contacted before a hiring recommendation is submitted.

**NOTE: Ensure search complies with any provisions for faculty that are required under the master contract.

At the end of the search, all materials related to the search are to be turned in to the office of Human Resources. The office of Human Resources will notify all interviewed candidates of the outcome of the selection process.

**NOTE: Americans with Disabilities Act In accordance with the Americans with Disabilities Act (ADA), applicants have the right to request a reasonable accommodation to assist them through the search/interview process. If an applicant inquires about a reasonable accommodation, contact the Equal Opportunity Officer immediately to seek advice on how to handle the request.

DRESS CODE

The dress code for all employees has been developed to establish appropriate dress and grooming guidelines whereby all employees shall exemplify the highest standards of professional appearance as FHTC representatives to the community and students. Employees should project a professional image to the students, parents, business associates and the general public. Staff members should dress in a manner appropriate to their working environment and to the type of work performed. Faculty members should project professionalism in their dress and appearance as an example to students in the learning and workforce preparation environment. Dress and grooming standards are intended to enhance the image FHTC exhibits in the community. Clothing shall be neat, clean, in good repair, and appropriate for the employee’s work assignment.

DRESS CODE PROCEDURE

Applicability:

This policy applies to all full and part-time employees on the college campus and in other working/recruiting environments (i.e. labs, high schools, etc.) during operational hours.

Procedure:

Department supervisors are responsible for monitoring their employees’ compliance to the dress code. If a staff or faculty member is found in violation, the supervisor(s) is responsible for private counseling with that employee. Employees with concerns after counseling will follow regular appeals procedures of FHTC.

Dress, grooming standards:

1. All clothing shall fit properly and be laundered to represent a neat, clean appearance.
2. All employees are expected to report to work having showered, shaved or neatly trimmed facial hair, brushed teeth, etc.
3. Exempt employees (all faculty, administrators, managers, directors) shall wear “business casual” attire. Exception will be made for faculty that need to dress according to the professional standard set in their program (ex: scrubs, uniforms, etc.)
4. Non-Exempt employees (administrative assistants, support staff, maintenance, custodial, and security personnel) shall wear “business casual” attire or approved uniforms/clothing that allow for ease of job performance and completion of job duties. Deviation from the “business casual” attire will be pre- approved by department supervisor.
5. All FHTC employees are encouraged to wear college-issued nametags when out in the community representing the college.

Appropriate dress examples “Business Casual” clothing:

1. Suit or suit separates
2. Dress slacks or khakis, dress capris
3. Blazer
4. Cardigan sweater sets
5. Dress shoes appropriate for work environment
6. FHTC logo collared shirts (that meet branding standards) with dress slacks
7. Traditional collared shirts or blouses
8. Skirts or dresses
9. Dress shirts or blouses

Prohibited attire/grooming & hygiene

1. Excessive cologne or perfume
2. Offensive odor
3. T-shirts worn as outer wear (Exceptions on Fridays when wearing an official FHTC t-shirt)
4. Spaghetti straps or tank top style shirts/dresses (Exception is if they are covered with a shirt/sweater/jacket)
5. Revealing and/or excessively tight-fitting attire (no low-cut blouses, no yoga pants or other workout clothing)
6. Dresses or skirts that are more than 2-3” above the top of the knee
7. Shorts, caps, or hats (unless part of a FHTC-issued/accepted uniform)
8. Wrinkled, stained, torn, faded attire
9. Blue Jeans (Exception is if it is job specific, a special event, Fridays, or preapproved by employee’s supervisor)

Exceptions to policy

1. The president, or person appointed by the president to make the decision, has the right to state opportunities for a more relaxed dress code due to special events, or inclement weather. Special opportunities will be announced in the employee newsletter or via email to staff.
2. An exception to this policy may be made on a case-by-case basis for employees under the Americans with Disabilities Act or those with a medical condition which requires certain apparel. Exceptions will also be made for certain cultural/religious-based attire.

Legal References

• Americans with Disabilities Act

EMPLOYEE CLASSIFICATIONS

It is the intent of Flint Hills Technical College to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility.

Employees shall be categorized as: Exempt/unclassified: shall be defined as employees that are exempt from minimum wage and overtime provisions of the Fair Labor Standards Act (FLSA). The nature of exempt work may require exempt employees to work more than regularly scheduled hours in a work week.
Non-exempt/classified: shall be defined as employees whose work is compensated based on hours worked each week at a pay rate set forth by a board approved salary schedule based on pay grade classifications. Nonexempt employees are covered by the Fair Labor Standards Act (FLSA) and entitled to overtime under the provisions of federal and state laws.

Employment Classifications/Definitions

1. Administrator: Presidents, Vice-Presidents, and designated chief officers that hold full-time, non-teaching positions. Expectation is for continuous employment subject to the requirements stated in the personnel policies and procedures.
2. Permanent Status Full-Time Staff: A full-time staff employee is one who is regularly scheduled to work generally forty (40) hours in a week. There could be specific exceptions that would allow for a deviation to the general 40-hour work week, due to college approved business-related needs and appropriate compensation based on employment categorization listed above.
3. Permanent Status Part-Time Staff: A part-time employee is regularly scheduled for less than 29 hours per week in a position expected to be active for more than 6 months.
4. Temporary Staff: A temporary employee is one whose position will be active for less than 6 months. Temporary employees are those that are hired to complete short-term assignments and may not exceed 999 hours in one 12-month period.
5. Full-Time Faculty: A full-time faculty member is one whose salary is determined by the terms and conditions articulated in relation to the salary schedule in the Master Contract. An academic tenure full time position is reached after the completion of a third Academic Year contract and the employee becomes due process eligible (per KSA 72- 2253). Tenured appointments will be annually renewed. Termination of a tenured faculty member must follow stipulations outlined in the College annual master contract.
6. Adjunct Faculty: Are assigned instructors for specific course offerings and paid by the credit hour. Academic temporary appointments should not exceed 22 credit hours (12 credit hours per semester)/29 hours per week and for at least a 9-month basis. Multiple simultaneous appointments of less than half-time may make an employee eligible for benefits even when the individual appointments do not.
7. Acting Appointment: An acting appointment is defined by an employee filing a position on a temporary basis until the permanent full-time employee is expected to return to work.
8. Interim Appointment: An interim appointment is defined by an employee filling a vacant position on a temporary basis until a competitive search process is completed.

References
FLSA https://www.dol.gov/agencies/whd/flsa
Policy 3.07 Unclassified Staff
Policy 3.10 Non-Exempt/Classified Staff
K.S.A. 72-2253 https://www.ksrevisor.org/statutes/chapters/ch72/072_022_0053.html
1.

UNCLASSIFIED APPOINTMENTS

Unclassified appointments apply to all College employees except those who have classified positions, or those hired as student employees. An unclassified appointment includes executive, academic, professional, computer, outside sales, or administrative appointment. The appointment category may include both academic and administrative responsibilities.

UNCLASSIFIED APPOINTMENTS PROCEDURE

3.07.01 Qualifications Duties
A comprehensive job description and list of duties shall be established by the administration. All unclassified job descriptions shall meet the standards of an exempt position under the Fair Labor and Standards Acts. Salaries and compensation shall be set by the administration in keeping with regional and professional market rates. Salaries for full-time academic, unclassified appointments shall be set forth under the master contract.

1. Academic Appointments: All academic appointments must meet the minimum requirements established by accreditation standards for the institution and/or program.

General Education Courses: A master's degree or higher in the discipline or sub-field of the courses taught OR a master's degree or higher in a different discipline or sub-field plus a minimum of 18 graduate credit hours in the discipline or sub-field of the courses taught.
Technical Skill Courses: A bachelor's degree in the field or a related field of study is preferred OR an Associate's Degree and a minimum of two years of work in the field. Specialized programs meet active licensure and renewal requirements.
Specialty Certification Courses: Meet specialized licensure and/or certification requirements in order to be a qualified instructor. Associate or bachelor's degree in a related field preferred.

1. Administrative Appointments: All administrative positions will clearly state associated required educational level expectations within the job description.

3.07.02 Academic Appointments

1. Academic Probationary: An academic probationary appointment is for a full-time, tenure-track teaching position. The number of years required toward tenure is included in the Employment Agreement. Probationary appointments carry no promise that tenure will be awarded. Probationary appointments are reviewed on an annual basis. The standards of contract renewal or non-renewal apply to this appointment. Employees hired under academic probationary are required to follow stipulations outlined in the College annual master contract.

Technical Instructor
Clinical Instructor
General Education Instructor

1. Academic Tenure: An academic tenure full time position is reached after the completion of a third Academic Year contract and employee becomes due process eligible (per KSA 72-2253).

Tenured appointments will be annually renewed. Termination of a tenured faculty member must follow stipulations outlined in the College annual master contract.
Technical Instructor
Clinical Instructor
General Education Instructor

1. Academic Temporary: An academic temporary appointment is for a temporary teaching position and may not exceed one semester. The appointment carries no expectation of continued employment. Employment is considered to be at-will and may be terminated at any time, without cause, prior to the end date specified in the Temporary Employment Agreement. The standards of non-reappointment do not apply. There is no consideration or tenure. Academic temporary positions are not covered by the College annual master contract and are not subject to continuing contract law.

Academic temporary appointments should not exceed 22 credit hours (12 credit hours per semester)/29 hours per week and for at least a 9-month basis. Multiple simultaneous appointments of less than half-time may make an employee eligible for benefits even when the individual appointments do not.
Adjunct Instructors - Are assigned instructors for specific course offerings. Inmost cases this position will be responsible for planning curriculum, instructional delivery, assessment, grading, evaluation, and student support. Paid by the credit hour.
Lab Assistant/Teaching Assistants - Assists in the day-to-day operations in a support positions to help ensure workload balance or supervisory ratio assistance.
These positions do not plan curriculum, provide instructional delivery, assess, or grade. The main purpose is to assist instructors with lab preparation and student support. Paid by the credit hour.

1. Academic Additional Appointments Academic additional appointments may be required and/or requested periodically before the academic year or within the academic term. These additional appointments are typically temporary and must be re-evaluated each year. There is no expectation nor guarantee these additional contracts will be available in continuous years.

Supplemental (formerly referred to as Extended Days) Appointments
These appointments are for those academic positions which require specific set-up or close-down procedures for equipment that can only be done outside of the academic schedule or academic year.
Overload Appointments
This academic appointment is based on course loads and enrollment levels. Overload occurs when an instructor is assigned to credit hours exceeding those articulated by the College annual master contract.
Summer Session Appointments
This academic appointment is for a temporary teaching position that occurs after spring commencement and concludes before fall start date. The appointment will be based on credit hours.
Customized Training Appointments
This academic appointment provides short-term training facilitation that is outside of the scope of a standard academic contract. These appointments are negotiated separately and are not bound to the College annual master contract.

3.07.03 Non-Academic Appointments
Non-academic appointments include Executive, Administrative, Professional, Computer, and Outside Sales appointments as defined by FSLA and Policy 3.06.

1. Administrative Regular: An administrative regular appointment is for a full-time, non-teaching position. Expectation is for continuous employment subject to the requirements stated in the personnel policies and procedures for administrative regular appointments.
2. Administrative Temporary: An administrative temporary appointment is at least half-time and may not exceed one year. The appointment is renewable annually and is subject to the five-year stipulation.

The five-year stipulation is defined as employment which should not exceed five years of consecutive appointments. Such appointment carries no expectation of continued employment. Employment is considered to be at-will and may be terminated at any time, without cause, prior to the end date specified in the Work Agreement. Temporary appointments which are made for at least a half time and for at least a nine-month basis will be eligible for benefits. Multiple simultaneous appointments of less than half-time may make an employee eligible for benefits even when the individual appointments do not. A non-benefits eligible appointment is defined as less than half-time and is not subject to the five-year stipulation.

1. Limited Appointment: A limited appointment is for an individual hired full time to fulfill requirements under a contract agreement, a federal or state grant, or a specific project or role and is subject to annual review. The appointment is for the period as outlined in the Work Agreement, or no longer than the period for which the funds are available. Inasmuch as this is a limited appointment, this appointment carries with it no expectation of continuing employment. This appointment may involve an academic component but would not be eligible for tenure.

3.07.04 Appointment Terms

1. Academic Year Appointments: Academic year appointments are for a period of approximately 9 months beginning just prior to fall registration and extending through spring commencement.
2. 10- or 11-Month Appointments:

These appointments may be academic, administrative, or both and are for a period specified within in the employment contract. Typically, Mid-August to Mid-June (10 month) or August 1-June 30 (11 month).

1. 12 Month Appointments: Most administrative personnel receive 12-month appointments, including vacation and holidays.
2. Summer Session Appointments: Summer session appointments are for specified periods of time and duties. The appointments are handled on a separate budget and through separate employment contracts.

3.07.05 termination of Unclassified Appointments
Flint Hills Technical College will follow all applicable laws and policies in the event of the need for termination. Reference the following:

1. Legal: Fair Labor Standards Act
2. State: KSA72-2253 Due Process Eligible
3. Institution: Article II Master Contract
4. Institution: Policy 3.06 Employee Classification
5. Institution: Policy 3.09 Employee Suspension, Demotion, and Termination for Cause

Legal References

• Fair Labor and Standards Acts

EMPLOYEES SUSPENSION, DEMOTION AND TERMINATION FOR CAUSE

Classified and Unclassified Employees – At Will

Employment for all non-master agreement (Classified and Unclassified Staff) employees, probationary employees, part-time employees and temporary employees is at will, and such employees may be terminated, demoted, suspended, non-renewed or not extended without cause and without any reason being given for such action, and the following provisions of this policy shall not apply. The notice to such persons shall only be required to specify the date of the determination, the nature of the determination and the Effective Date. The fact that such an employee's contract has been renewed in the past shall not be deemed to create an expectation of continued employment beyond the contract expiration date, nor shall it create any protected property interest in employment beyond the contract expiration date.

Except as otherwise provided in these policies, if, during the term of a contract, it is determined that any employee having a contract with a definite ending date should be suspended, demoted or terminated, the provisions of this policy shall apply.

All FHTC Employees – At Will and Master Agreement

Causes for Suspension, Demotion, and Termination for Cause

The following are valid reasons or causes for suspension, for demotion, and for termination for cause of any employee, except as otherwise provided herein. The following are listed as examples, and are not intended to be an exhaustive list of all possible causes for disciplinary action.

1. Abolition of position or program
2. Conviction of a felony - (If an employee with a felony conviction is employed, and it is revealed at the time of employment and made a matter of record in the employee's personnel file, that conviction shall not constitute a reason for subsequent non-renewal or termination.)
3. Commission of acts which could cause or result in disruption of the operation of classes or other activities at the College.
4. Failure to maintain required certification and/or licensing
5. Activity which could adversely reflect upon the College or impair effectiveness on the job
6. Incompetency
7. Inefficiency
8. Insufficient revenue
9. Non-professional conduct
10. Reduction in staff
11. Unauthorized absence or excessive absenteeism- Absence in excess of an employee's accrued paid leave may be considered excessive absenteeism, unless such absence is otherwise authorized.
12. Unauthorized conversion or use of College property for personal use.
13. Violation of contract terms
14. Failure to comply with reasonable requirements of the Board, as may be prescribed from time to time, to show normal improvement and evidence of continued professional training
15. Failure to obey and carry out reasonable directives of immediate supervisor
16. Neglect of duty
17. The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance or abuse of alcohol (as defined in the Drug-Free Workplace Act of 1988 and in the Drug-Free Schools and Communities Act Amendments of 1989) by an employee on College property or as part of any College activities; and/or the failure of an employee to notify the College of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction. (See Policy for Substance Abuse)
18. Failure to comply with College's Equipment/Property Check Out Policy.
19. Failure to comply with any College policy as approved by the Board of Trustees, or with any division or divisional policies, rules or regulations
20. Harassment of any individual as defined in policy 3.02.
21. Failure to comply with College's Title IX, Diversity, Bloodborne Pathogen, or other required trainings as assigned.
22. Working on personal ventures during designated working hours. This includes, but is not limited to, working on school/class work not required by FHTC (i.e., college classes for personal gain, courses related or unrelated to job duties at FHTC that are elected and not required, etc.). Courses required by FHTC will be allowed to be taken during designated work hours if they meet the following requirements:
23. Trainings and/or courses/classes to remain compliant with State guidelines/requirements
24. Courses required by FHTC to meet HLC requirements. This must be documented to show need as well as maximum amount coursework allowed to be completed during normal working hours. Maximum allowed hours will be determined by the Director of Human Resources and Administration.

Written Notification of Termination or Demotion

Whenever the President/CEO determines that the employment status of an employee covered by this policy should be terminated or such employee should be demoted, the President/CEO will send written notification to the employee that such a recommendation will be made at the next regular Board meeting or a special
Board meeting. No termination or demotion shall be effective until the President/CEO's recommendation is acted on favorably by the Board. The notice shall specify grounds and conditions and include:

1. The date of determination
2. The nature of the determination and the Effective Date:
3. The reasons for the determination as stated in the written notification.
4. The rights of the employee to examine his/her personnel file and examine all written evidence which has a bearing on such determination.
5. The rights of the employee to appeal the recommendation of the President/CEO to the Board. (This requirement may be satisfied by including a copy of the personnel policies.)

Suspension

An employee may be suspended with or without pay by the President/CEO if, in the judgment of the President/CEO, the suspension is necessary to protect the best interests of the College. President/CEO suspensions with pay may not appealed.

Appeals of suspensions shall be in accordance with the procedures spelled out herein. The President/CEO or his/her designee may suspend an employee for a period up to thirty (30) working days with or without pay. Suspensions exceeding thirty (30) working days may be made by the President/CEO on a contingent basis, subject to confirmation by the Board within the first thirty (30) working days of the suspension period.

In the event a suspension is followed by a recommendation by the President/CEO that the suspended employee be demoted or terminated, the matter of any appeal of the suspension shall become moot.

Professional Employee Suspension
The provisions of this policy for suspension, demotion, and termination for cause, shall not apply to non-renewal or termination of "professional employees." Their non-renewal or termination shall be in accordance with K.S.A. 72-5410 et seq., K.S.A. 72-5413 et seq. and K.S.A. 72-5436 et seq. Their suspension or demotion shall be subject to the provisions of this policy.

Cross References

• 3.02 - Equal Opportunity

NON-EXEMPT/CLASSIFIED EMPLOYMENT
Non-Exempt/Classified personnel shall be defined as those employees who are hired to fill non-academic positions on an hourly wage basis, full-time or part-time. All non- exempt/classified positions will be assigned to a “Grade” category that will determine salary range based on the approved classification salary table. Each position shall have defined job duties articulated in a job description. These positions shall follow all guidelines set forth under the Fair Labor Standards Act (FLSA) in relation to overtime compensation.

NON-EXEMPT/CLASSIFIED EMPLOYMENT PROCEDURES

3.10.01 Hiring Process
Open positions shall be advertised both internally and externally following the procedure in Policy 3.01 and Policy 3.04.

Upon hiring, employees will receive a probationary work agreement for 90 days. During this time the employees are entitled to all standard employee benefits including but not limited to, all forms of leave. Employees on probation have the right to seek clarification and support from their supervisors or HR regarding their performance and expectations. At any point during the probation period of 90-days, the employee may be released from employment ‘At Will’ as outlined in Policy 3.09, or be offered a work agreement upon completion of the probationary period for the remainder of the fiscal year (July 1-June 30).

Employees will be evaluated based on the ability to meet job responsibilities and goals; Willingness and ability to learn and adapt to the College culture and processes; Adherence to the college’s attendance policies; Professionalism, teamwork, and interaction with colleagues and supervisors. If the employee successfully meets all criteria, they will be confirmed for permanent status.

3.10.02 Types of Appointments

Permanent Status: Permanent status applies to employees who have exited any probationary period, are expected to work more than 999 hours in a 12-month period, and whose employment is considered to be ongoing unless otherwise notified in writing. Non-exempt/classified employees with permanent status are considered ‘At Will’ employees and can be suspended, demoted, or terminated according to the stipulations in Policy 3.09.

Temporary Appointment: A temporary appointment is an appointment for not more than 999 hours in a 12-month period. Individuals on temporary appointments shall be notified by their supervisor at the time of appointment of the anticipated expiration date of the appointment. An individual in a temporary appointment is not eligible for holiday pay, benefits, or civil service rights. Employees may not exceed 999 hours in one 12-month period regardless of the number of positions held. Non-exempt/classified employees with temporary appointment are considered ‘At Will’ employees and can be suspended, demoted, or terminated according to the stipulations in Policy 3.09.

Limited Term Appointment: A limited-term appointment is one scheduled to terminate within a specified period of time, as stipulated in grant specifications or other contractual agreements (e.g., federally-funded grant position). Each individual under a limited term appointment is notified at the time of appointment of the expiration date of the grant or employment agreement. The expiration date of the appointment is entered on the employee’s personnel record at the time of appointment. Non-exempt/classified employees with limited term appointment are considered ‘At Will’ employees and can be suspended, demoted, or terminated according to the stipulations in Policy 3.09.

Should the dedicated resources become unavailable prior to the specified time, the ending date of the appointment may be adjusted accordingly. Each individual on a limited-term appointment is terminated at the end of that appointment, subject to any extension of the funding.

Interim Appointment: When a classified position is vacant for more than 30 days and requires the temporary reassignment of an employee who has permanent status in another position, an appointment may be permitted by the President/CEO. These appointments are used only when there are no viable alternatives. The employee with permanent status who is placed in the interim appointment must meet the minimum qualifications for the position being assumed.

Interim appointments may be no longer than 12 months in duration without the approval of the president. If an employee is acting in a position assigned to a pay grade higher than that of the employee’s normal position, the employee shall be paid at a step on the higher pay grade that gives the employee an increase in pay. Such an increase shall not exceed the highest step possible if the employee were being promoted to the position. For the duration of the acting appointment, the employee may receive salary step increases based on the length of time in the interim position.

When the interim assignment is terminated, the employee’s salary reverts to the rate it would have been had the employee not received the interim appointment. Therefore, if an employee would have received a normal step increase during that time, the employee will be given the increase upon terminating the acting assignment. The employee’s pay increase date and employment status are not affected by the acting appointment.

3.10.03 Determination of ‘Grade’ Category

During the development of the job description the direct supervisor of a position will work with Human Resources to determine the “Grade’ category of the job based on the details articulated. These job descriptions and grade will be reviewed annually as part of the employee evaluation process.
Grade A Positions: Position has no specific educational requirements and is fully supervised by another employee. Generally, the jobs entail routine or repetitive tasks that require no special skill or training to complete. These are considered entry-level positions.
Grade B Positions: Position requires high school degree/GED or verifiable work experience that is commensurate to the level of education desired. The position has moderate supervision following established procedures with some level of independence. The job may entail some technical, basic knowledge skills, performing operational tasks requiring limited decision-making, providing support to higher level staff, and basic problem-solving skills.
Grade C Positions: Position requires associate-level education or verifiable work experience that is commensurate to the level of education desired or in a specifically related field.
The position has limited supervision and is expected to perform tasks independently. The job may require specialized skills or knowledge in a specific area and routinely problem- solves and some specific decision-making expectations.
Grade D Positions: Position requires a bachelor’s degree level of education or verifiable work experience that is commensurate to the level of education desired or in a specifically related field. The position has minimal supervision, primarily works independently on tasks, and may oversee other staff in certain circumstances. The job may require complex tasks that require in-depth knowledge and overseeing projects and/or processes that contribute to the overall goals and priorities of the institution.
Grade E Positions: Position requires a bachelor’s degree or higher level of education or an equivalent of any combination of education, specialized certification, verifiable work experience that is commensurate in a specifically related field. The position primarily works independently of direct supervision and may lead teams or projects. The job requires advanced skills and expertise, often in a specific area, advanced problem-solving skills, decision-making, solution implementation, and may include oversight or departmental functions.

3.10.04 Compensation Guides and Work Agreements

Non-Exempt/classified employees shall be paid according to federal wage and hour laws at a rate established by the ‘FHTC Staff Compensation Chart’ which has been approved by the board and based on ‘Grade’. The same applies for part-time, temporary, or limited-term appointment personnel.

Placement on the ‘FHTC Staff Compensation Chart’ shall include an evaluation between Human Resources and the direct supervisor on relevant additional experience and education beyond the position's base requirements stated for the grade placement. Additional training, certification, work experience, and/or education deemed relevant to the position may equate to one additional step on the salary table. A record of this analysis must be signed by the employee and the supervisor and placed in the employee file in Human Resources.

The College operates on a fiscal year beginning July 1 and ending June 30. Non-exempt/classified employees will be issued a ‘Work Agreement’ annually on or before July 1. Those persons beginning employment after July 1 will have their vacation, chargeable leave, and other related items prorated in accordance with Policy 3.11.

Any employee whose last workday before separating employment from the college is the day before a regularly scheduled holiday will not receive holiday hours for that holiday. Any employee whose first scheduled day of work for the college is after a regularly scheduled holiday will not receive those holiday hours.

Annual increments articulated as ‘steps’ on the ‘FHTC Staff Compensation Chart’ are not guaranteed from year to year. The FHTC Board of Trustees in conjunction with the President/CEO, CFO, and any other appointed party of interest will determine the financial ability to award steps as well as any addition to base rate on the salary table annually for all non-exempt/classified employees.

All non-exempt/classified employees are expected to submit a “Regular Work Schedule” with the Human Resources Office at least annually. Some positions may require schedule adjustments during summer months, in which case a new form should be submitted.

3.10.05 Application for Change of Position or Assignment (Request for Transfer?)

An employee may request to change from his/her current assignment to another job title. A written request must be submitted to the Office of Human Resources no later than five business days after the announcement of the vacancy. The request must state which position an employee wishes to be considered.

Upon recommendation of the sending and receiving supervisor, approval of the transfer request may be made by the President/CEO or designated representative.

3.10.06 Orientation & Professional Development Workshops

Professional Development: Non-exempt/classified employees will receive paid release time for the purpose of attending administratively required and approved activities of the above nature. If approved by the appropriate supervisor, non-exempt/classified employees may receive paid release time for attending approved workshops that help improve work skills.

3.10.07 Evaluation
All non-exempt/classified employees will be evaluated by their immediate supervisor. Non-exempt/classified employees will be evaluated on an annual time cycle or as deemed necessary by the administrative/supervisory staff.

3.10.08 Suspension, Separation, Demotion, and Termination
Terms outlining the process for suspension, separation, demotion, and termination of non-exempt/classified employees is outlined in Policy 3.09.

3.10.09 Resignation

Classified personnel who intend to voluntarily resign from service with the College are required to submit a written resignation and give a ten-work day written notice in order to receive accumulated vacation pay.

3.10.10 Overtime/Flextime Procedures

The Fair Labor Standards Act requires the payment of at least one and one-half (l l/2) times the regular rate of pay to covered, non-exempt employees after 40 hours of work in a workweek or it permits state and local governments to give their employees compensatory time off for each hour in lieu of immediate overtime pay in cash, at a rate of not less than one and one-half hours for each hour of overtime worked.

The Board of Trustees has determined that FHTC will grant compensatory time in lieu of overtime. The Board will allow compensatory time off for hourly classified non-exempt employees according to the Fair Labor Standards Act. Exempt personnel are not eligible for overtime or compensatory time

An employee will be expected to flex their regularly scheduled work hours to avoid overtime whenever possible. Hours can only be flexed within the same workweek and are flexed hour for hour.
Example: An employee is normally scheduled to work 8 hours a day Monday through Friday. On Monday the employee works 10 hours instead of the scheduled 8 hours. To flex their time within the week the employee works their normally scheduled 8 hours Tuesday through Thursday and then works 6 hours on Friday instead of the scheduled
8 hours. This gives them their normal 40 hours for the week and no overtime is incurred.
If unable to flex time within the same workweek, compensatory time must be approved in advance, when possible, by the employee’s immediate supervisor, appropriate dean, or director. If no one is available, the employee must report the time by phone or email to the supervisor the same day.

The maximum compensatory time which may be accrued by an affected employee shall be 240 hours (i.e., not more than 160 hours of actual overtime hours worked). An employee who has accrued the maximum number of compensatory hours shall be paid overtime compensation in cash for any additional overtime hours of work.

An employee shall be permitted to use accrued compensatory time on the date it is requested unless doing so would unduly disrupt the operations of the College. The College requires the use of compensatory time prior to the use of vacation time. When an employee’s regular work schedule changes within the week, the employee shall be responsible for completing the Work Week Exception form in MyFHTC within 10 days of the schedule change for both flextime and/or overtime.

Paid compensatory time, paid holidays, paid vacation days, and paid leave days will not be counted as hours worked in computing weekly overtime unless an employee is called back to work during such periods of time.

The Fair Labor Standards Act does not require premium pay for Saturday, Sunday, or holiday work.

Part-time employees (those working less than 40 hours a week) who work more than their scheduled hours in a week will receive one hour of leave for any hours above their regularly scheduled weekly hours up to 40 hours. Any hours above 40 in their regular week will be handled per this policy.

Any unused Comp time shall be paid out at the end of the fiscal year in which it was earned.

Payment for accrued compensatory time upon termination of employment shall be calculated at the employee's final regular hourly rate.

3.10.11 Volunteers
Individuals, who volunteer their services to the College and receive no compensation, are excluded from the definition of "employee" and are thus excluded from coverage. However, an employee of the College may not volunteer for his/her own agency services of the same type the employee is employed to perform.

Employees who volunteer to work special events related to institutional advancement and/or promotion may be allowed to adjust the work week schedule to include those as part of the work week hours, but only if that adjustment has been approved by the event sponsor, the direct supervisor, and a “Work Week Exception” form is submitted.

3.10.12 Non-College Employment

Non-exempt/classified employees shall not be excused during their regularly assigned time schedule to perform outside work. Non-exempt/classified employees shall engage in no outside employment which, by nature or duration, will impair the effectiveness of their assigned duties.
References
FLSA https://www.dol.gov/agencies/whd/flsa
Policy 3.01 Staffing Procedure
Policy 3.04 Employment Procedures
Policy 3.09 Employee Suspension, Demotion, and Termination for Cause
Policy 3.11 Leave
Policy 3.13 Benefit Plans

LEAVE

The purpose of this policy is to identify specific leave procedures, definitions, and allocations that must be maintained by the administration and overseen by the board. FHTC employees cannot be absent from their duties without proper authorization. It is the responsibility of designated supervisors to receive and review leave requests for employee absences and approve or disapprove in accordance with policy and procedures. No employee shall approve or maintain records for their own leave of absence.

LEAVE PROCEDURE

3.11.01 Definitions
Accrued Leave
● Personal Leave: paid time off granted to employees for personal matters that are not covered under other leave categories.
● Chargeable Leave: paid time off granted annually to employees for absences due to physical or mental health-related concerns for the employee or an immediate family member.
Paid time off granted to employees for absences may include, but are not limited to, personal illness, injury, mental health, bereavement, or medical appointments, as well as for the care of immediate family members with health-related needs.
● Vacation Leave: paid time off that employees accrue based on their length of service and employment classification. It is intended for rest, recreation, and personal time away from work.

Compensatory (Comp) Time
● Paid time off given instead of overtime pay
● Applicable only to Non-Exempt/Classified employees
● Follows federal laws and restrictions on accumulation
Immediate Family
● Parents (father, mother, parents-in-laws)
● Siblings (brother, sister, step-siblings, foster-siblings, sibling-in-laws)
● Children (son, daughter, step-children, foster-children, children-in-laws)
● Spouse/Partner (husband, wife, domestic partner)
● Grandparents and grandchildren (including in-laws)
● Great-grandparents and great-grandchildren (including in-laws)
● In-laws or step/foster family members in the above categories (father-in-law, mother-in-law, etc.)
● Individuals who have served in the role of parent or child (such as a guardian or foster parent).
Special Purpose Leave
● Leave that is not accrued and often occur because of unique one time or unplanned situations
● This type of leave can include, but is not limited to, Jury duty, Leave Without Pay, Sabbatical, Professional Training, Military Leave

3.11.02 General Leave Procedure
FHTC expects all employees to communicate and coordinate with their immediate supervisor and the Human Resources Office, as applicable, when requesting leave. The following outlines the general procedure for submitting requests for accrued leave. Leave requests arising from certain specialized circumstances must be handled directly by the Human Resources Office.

1. Request to used allotted accrued leave (Personal, Chargeable, or Vacation) time shall be submitted through the electronic leave form in my.fhtc.edu
2. Personal Leave is to be submitted in advance on a leave form and shall be subject to approval by the employee’s supervisor.
3. Chargeable leave is to be submitted on a leave form as soon as possible or immediately upon return to work.
4. Vacation time is to be submitted in advance on a leave form and shall be subject to approval by the employee’s immediate supervisor.
5. Comp time is to be submitted in advance on a leave form and shall be subject to approval by the employee’s immediate supervisor. Comp time shall be used prior to using vacation time.
6. Request for time off for special purpose leave (Jury, Bereavement, Military, etc.) shall be submitted through the electronic leave form in my.fhtc.edu.
7. No employee shall use more than their accumulated number of leave days. Refer to Policy 3.11.08.E regarding unpaid time off and Policy 3.09.11 regarding excessive absences.
8. Employees who are resigning or retiring may receive pay for unused vacation time provided
9. ten working days’ notice in writing has been received prior-to termination.
10. the employee is on a work agreement
11. Faculty are responsible for notification of the Division chair, Student Success Office, and students of the transition to remote learning or cancellation of classes due to leave.

3.11.03 Paid Holidays

Paid holiday leave may be granted for non-exempt/classified and exempt/unclassified employees. On those days when school is not in session, the regular work hours are to be followed unless preapproved by the employee’s direct supervisor. The following days will be observed as paid holidays for non-exempt/classified and exempt/unclassified employees if it falls within their scheduled dates of employment. If a holiday falls on a weekend, the administration will determine the holiday date.
Faculty members are not eligible for holiday pay, as their compensation structure accounts for scheduled breaks and non-instructional periods within their contract.
Designated Holidays: Employees will be compensated for the holidays listed below in accordance with their work schedule.

Independence Day New Year’s Day
Labor Day Martin Luther King Day
Veteran’s Day Spring Holiday -1 Day
November Fall Break – 2 days Memorial Day
Winter Break – 3 days Juneteenth
Floating Holidays: Flint Hills Technical College does not allow or utilize floating holidays.
Discretionary Days: Each year, additional days off may be designated by the President/CEO. These days are referred to as discretionary days. All holiday dates are subject to change by the President/CEO.

Employees are discouraged from working on paid holiday dates. However, in the event that an employee must work due to extenuating circumstances, equivalent time off will be granted at a later date for the same number of hours worked, as approved by their immediate supervisor.

3.11.04 Accrued-Personal Leave
The employee shall request leave from his/her immediate supervisor, using a leave request form. Failure to provide three duty days notification will allow the immediate supervisor(s) the right to grant or deny the leave request.

3.11.04.A Exempt/Unclassified or Non-Exempt/Classified Staff Employed 10 months or less.
● Each employee is allocated six (6) personal leave days per year, cumulative to eight (8), for personal reasons.
● Any days over eight (8) at the beginning of a fiscal year will roll into chargeable leave.
3.11.04.B Non-Exempt/Classified Staff Employed 11-12 Months
● Each employee is allocated one (1) personal days per year, cumulative to two (2), for personal reasons.

● Any days over two (2) at the beginning of a fiscal year will roll into chargeable leave.
3.11.04.C Exempt/Unclassified Staff Employed 11-12 Months
● Each employee is allocated two (2) personal days per year, cumulative to three (3), for personal reasons.
● Any days over three (3) at the beginning of a fiscal year will roll into chargeable leave.
3.11.04.D Faculty (Master Agreement)
● Must be requested no less than three business/school days prior to the day of the leave.
● Each employee is allocated six (6) personal leave days per year, cumulative to eight (8), for personal reasons.
● Any days over eight (8) at the beginning of a fiscal year will roll into chargeable leave.
● Mutual consent between the faculty member and immediate supervisor(s) must be reached before a faculty member is allowed to take personal leave during the first five days of classes, planned faculty development activities, the last five scheduled days of class, or if the college allocation is exceeded.

3.11.05 Accrued- Chargeable Leave
All employees may be granted leave as allowed in the following regulations. Chargeable leave can be used for physical or mental health-related concerns for the employee or an employee's immediate family member as defined in 3.11.02. Paid time off granted to employees for absences may include, but not limited to, personal illness, injury, mental health, bereavement, or medical appointments, as well as for the care of immediate family members with health-related needs.

Any employee, after an absence of five continuous days, may be asked to produce a certificate from a qualified physician stating the employee is/was under the care of the physician and unable to work and the date the employee was/will be able to return to work. The entitlement to full pay shall cease when the employee’s chargeable leave accumulation expires or when the qualified physician states the employee was/is able to return to work, whichever occurs first. If the employee elects not to return to work when a qualified physician states he/she is physically able, he/she must resign from his/her position or be considered absent without leave and is subject to termination.
Disability contributed to or caused by pregnancy, miscarriage, abortion, childbirth, and recovery there-from, is for all job-related purposes, temporary disabilities, and should be treated as an illness. Chargeable leave benefits shall cease at such time that a physician determines that an employee is able to return to work.

3.11.05.A Non-Exempt/Classified Staff or Exempt/Unclassified Employed 10 months or less

Employees will be granted chargeable leave days in accordance with their full-time equivalency (FTE), for example, an eight-hour work day is equivalent to 1.0 FTE and a four-hour workday is equivalent to a 0.5 FTE.
Employees on 10 month or less work agreements shall be entitled to chargeable leave according to the schedule listed under 3.11.07.A Annual chargeable leave is issued at the beginning of the fiscal year.
Employees starting after the beginning of the fiscal year will be given chargeable leave based on the schedule found under 3.11.07.A Employees can accumulate chargeable leave time up to a maximum of 720 hours (90 days)

3.11.05.B Non-Exempt/Classified Employed 11-12 Months

Employees will be granted chargeable leave days in accordance with their full-time equivalency (FTE), for example, an eight-hour work day is equivalent to 1.0 FTE and a four-hour workday is equivalent to a 0.5 FTE.
Annual chargeable leave for non-exempt/classified employees is 88 hours (11 days) at the beginning of the fiscal year.
Employees starting after the beginning of the fiscal year will be given chargeable leave based on the schedule found under 3.11.07.B
Employees can accumulate chargeable leave time up to a maximum of 720 hours (90 days)

3.11.05.C Exempt/Unclassified Employed 201+ Days/11-12 Month

Employees will be granted chargeable leave days in accordance with their full-time equivalency (FTE), for example, an eight-hour work day is equivalent to 1.0 FTE and a four-hour workday is equivalent to a 0.5 FTE.
Annual chargeable leave for exempt/unclassified employees is 80 hours (10 days) at the beginning of the fiscal year.
Employees starting after the beginning of the fiscal year will be given chargeable leave based on the schedule found under 3.11.07.C
Employees can accumulate chargeable leave time up to a maximum of 720 hours (90 days)

3.11.05.D Faculty (Master Agreement)

Faculty under Master Agreements shall be entitled to chargeable leave according to the schedule listed under 3.11.07.D
Annual chargeable leave is issued at the beginning of the fiscal year.
Employees starting after the beginning of the fiscal year will be given chargeable leave based on the schedule found under 3.11.07.D
Employees can accumulate chargeable leave time up to a maximum of 720 hours (90 days)
3.11.05.E Unused Chargeable Leave
Any employee who has served at least 10 years with Flint Hills Technical College shall be paid $28.00 per day for their unused accumulated leave time up to a maximum of 720 hours (90 days) upon retirement, resignation, reduction in force or death. In order to be eligible for this benefit, employees must provide a 60-day written notice of retirement or resignation or unused chargeable leave will not be reimbursed. If death should occur during service and if the staff member meets the above-listed criteria, FHTC will compensate the staff member’s beneficiary as designated under the Kansas Public Employees Retirement System (KPERS).

3.11.06 Accrued- Vacation Leave
All Non-Exempt/Classified and Exempt/Unclassified employees employed on 11- or 12-month work agreements are eligible for vacation pay.

3.11.06.A Non-Exempt/Classified or Exempt/Unclassified Staff Employed 10 months or less
Positions under 10 months do not qualify for vacation leave.
3.11.06.B Non-Exempt/Classified Employed 201+ Days/11-12 Month
Non-Exempt/Classified employees employed on 11- or 12-month work agreements shall accrue vacation leave. An employee’s vacation day shall be considered to be the same number of hours per day as that employee works during the 12 months.
● Upon successful completion of the probationary period (60 days) eligible employees will begin accruing vacation hours.
● A full year of employment will equal 80 hours (10 days) of vacation per year for the first 10 years of employment and 120 hours (15 days) per year for each subsequent year.
● Employees working less than full-time, or beginning employment mid-year, will have their vacation time prorated accordingly.
● Employees can accumulate a maximum of 160 Hours (20 days) of leave.

3.11.06.C Exempt/Unclassified Employed 201+ Days/11-12 Month
Exempt/Unclassified employees on twelve-month work agreements shall accrue vacation time with pay. An employee’s vacation day shall be considered to be the same number of hours per day as that employee works during the 12 months.

Employees working less than full-time, or beginning employment mid-year, will have their vacation time pro-rated accordingly.
Vacation time shall begin to accrue on the first payroll after 60 days of employment at the rate of 6.67 hours per pay period.
A full year of employment will equal 160 hours (20 days) of vacation per year.
Employees working less than full-time, or beginning employment mid-year, will have their vacation time pro-rated accordingly.
Employees can accumulate a maximum of 320 hours (40 days) of leave.

3.11.06.D Faculty (Master Agreement)
Faculty positions do not qualify for vacation leave.

3.11.07 Accrued Leave Schedules
Employees shall be entitled to leave for the above reasons according to the following schedule based on hire date during the fiscal year. The schedules below break out the leave allocation based on the work periods only to determine leave for hires starting after the first of the year.

3.11.07.A Non-Exempt/Classified or Expempt/Unclassified Staff employed less than 10 months or less.
The following chart is used to determine eligible leave for faculty positions on the Master Agreement.

DAYS WORKEDPERSONALCHARGEABLEVACATIONTOTAL DAYS
1-190101
20-390202
40-590303

60-791405
80-992406
100-1193407
120-1394408
140-1595409
160-17964010
180-20064010

3.11.07.B Non-Exempt/Classified Staff Employed 11-12 Month
If an employee begins employment after the beginning of the fiscal year, the following chart will be used to determine eligible leave.

PAY PERIODSPERSONALCHARGEABLE
Hours (Days)Hours (Days)
14 (0.5)0
28 (1.0)0
38 (1.0)4 (0.5)
48 (1.0)8 (1.0)
58 (1.0)12 (1.5)
68 (1.0)16 (2.0)
78 (1.0)20 (2.5)
88 (1.0)24 (3.0)
98 (1.0)28 (3.5)
108 (1.0)32 (4.0)
118 (1.0)36 (4.5)
128 (1.0)40 (5.0)
138 (1.0)44 (5.5)
148 (1.0)48 (6.0)
158 (1.0)52 (6.5)
168 (1.0)56 (7.0)
178 (1.0)60 (7.5)
188 (1.0)64 (8.0)
198 (1.0)68 (8.5)
208 (1.0)72 (9.0)
218 (1.0)76 (9.5)
228 (1.0)80 (10.0)
238 (1.0)84 (10.5)
248 (1.0)88 (11.0)

3.11.07.C Exempt/Unclassified Staff Employed 11-12 Months

If an employee begins employment after the beginning of the fiscal year, the following chart will be used to determine eligible leave.

PAY PERIODSPERSONALCHARGEABLE
Hours (Days)Hours (Days)
14 (0.5)0
28 (1.0)0
312 (1.5)0
416 (2.0)0
516 (2.0)4 (0.5)
616 (2.0)8 (1.0)
716 (2.0)12 (1.5)
816 (2.0)16 (2.0)
916 (2.0)20 (2.5)
1016 (2.0)24 (3.0)
1116 (2.0)28 (3.5)
1216 (2.0)32 (4.0)
1316 (2.0)36 (4.5)
1416 (2.0)40 (5.0)
1516 (2.0)44 (5.5)
1616 (2.0)48 (6.0)
1716 (2.0)52 (6.5)
1816 (2.0)56 (7.0)
1916 (2.0)60 (7.5)
2016 (2.0)64 (8.0)
2116 (2.0)68 (8.5)
2216 (2.0)72 (9.0)
2316 (2.0)76 (9.5)
2416 (2.0)80 (10.0)

3.11.07.D Faculty (Master Agreement)
The following chart is used to determine eligible leave for faculty positions on the Master Agreement.

DAYS WORKEDPERSONALCHARGEABLEVACATIONTOTAL DAYS
1-190101
20-390202
40-590303
60-791405
80-992406
100-1193407
120-1394408

140-1595409
160-17964010

3.11.08 Special-Purpose Leave
Special-purpose leave is intended for circumstances that arise unexpectedly, cannot reasonably be scheduled by the employee, or represent a unique, one-time opportunity.
Employees do not accrue special-purpose leave hours.

3.11.08.A Jury Duty Leave
All benefit eligible employees who are required to serve on jury duty or other similar type of legal duty will receive full salary during the period of such service. All employees are to file a leave form for such absences to ensure proper tracking.

3.11.08.B Bereavement Leave
Bereavement leave will be subtracted from chargeable leave. Employees will submit a leave form at the soonest available opportunity to do so.

1. Bereavement leave for an immediate family member: Employees will be allowed up to seven days of bereavement chargeable leave per occurrence for immediate family members as defined in 3.11.02.
2. Bereavement leave for occurrences beyond immediate family: Employees can take up to 4 hours of allowed chargeable leave for occurrences not defined by the immediate family definition in 3.11.02.

V acation or Personal Leave may be used for any desired leave over 4 hours.

3.11.08.C Sabbatical
The Board may, upon recommendation from the president, grant administrators one semester to one year of unpaid leave to pursue university graduate level coursework as a full-time student. During an approved sabbatical leave, the exempt/unclassified employee will not lose chargeable leave benefits. The exempt/unclassified employee will be assured a professional position with the College upon return from sabbatical leave.

3.11.08.D Professional Training
FHTC recognizes the importance of professional development and supports employees in pursuing training opportunities that enhance their skills and contributions to the institution. Professional training leave may be granted under the following conditions: ● Sponsored Professional Training Leave
Employees must obtain prior approval from their immediate supervisor to attend professional training during normal working schedules. FHTC may cover associated costs including, but not limited to, registration, travel, lodging, and per diem. Leave for approved sponsored training will be considered paid time and will not require the use of accrued leave. Employees may be required to submit proof of participation or be asked to share key learning with relevant stakeholders.
● Unpaid Professional Training Leave
Employees must formally ask approval from their immediate supervisor for unpaid professional training leave before committing to the training. Time spent in the training will not be considered paid time, and a leave request utilizing accrued time or unpaid leave must be submitted. Approval will be contingent on factors such as operational needs, relevance of the training, and budgetary considerations.

3.11.08.E Leave Without Pay
If an employee requests leave for personal travel, recreational and other nonessential reasons in excess of available personal, vacation, or comp time leave, the following rules shall apply: ● Accumulated or available personal and/or vacation leave shall be utilized first.
● Any accumulated comp time, in eligible positions, shall be exhausted.
● Personal leave with salary deduction will be allowed only if the following criteria are met:

1. Employees must have a minimum of five (5) years of employment in the College
2. Personal leaves requiring a deduction will not be granted for more than three (3) consecutive days.
3. Leave requests must be filed five (5) or more days in advance.

● Leave requests under this provision requiring a salary deduction will not be granted more than once every three (3) years.
Leave for personal business shall not be granted except as outlined above.

3.11.09 Medical Leave
3.11.09.A Disability Leave of Absence
Refer to policy 3.14 for further details and specific guidelines related to this matter.

3.11.09.B Personal Illness Pool
Please refer to Policy 3.18 for further details and specific guidelines related to this matter.
3.11.09.C Workers Compensation
Please refer to Policy 3.17 for further details and specific guidelines related to this matter.
3.11.09.D Family and Medical Leave Act (FMLA)
Please refer to Policy 3.14 for further details and specific guidelines related to this matter.

3.11.10 Military Leave
The College shall comply with all requirements of the Uniformed Services Employment and Re-employment Rights Act of 1994 (USERRA), ensuring protection and support for employees who are members of the military or reserve components.

1. Paid Leave for Annual Active Duty Training:
2. The total amount of leave with pay for annual active duty for training will be limited to a maximum of fifteen (15) working days in a fiscal year.
3. This does not include regular weekend guard duty.
4. Leave for Military Service:
5. An employee may be granted leave without pay for the duration of required service in the military of the United States.
6. An employee may choose to use personal or vacation leave.
7. Leave for Reserve or National Guard Duty:
8. If an employee is a member of a reserve component of the military service or the National Guard, the employee will be granted leave without pay for the duration of any official call to emergency duty.
9. The employee will also be granted leave without pay for periods of annual active duty for training.
10. Paid Leave for Annual Active Duty Training:
11. The total amount of leave with pay for annual active duty for training will be limited to a maximum of fifteen (15) working days in a fiscal year.
12. This does not include regular weekend guard duty.
13. Documentation Requirements:
14. Employees must present a copy of military orders to the Human Resources office to verify the need for military leave.
15. Leave Form Submission:
16. Employees will submit a leave form providing specific details in the comment section related to the specific military leave that is required.

3.11.11 Voluntary Early Retirement Program Eligibility (Moved to Retirement Policy)
Please refer to Policy 3.15 for further details and specific guidelines related to this matter.

References
Policy 3.09 Employee Suspension, Demotion, and Termination for Cause

Policy 3.14 Family and Medical Leave Act (FMLA)
Policy 3.17 Workers Compensation
Policy 3.18 Personal Illness Pool

.

EMPLOYEE CHECKOUT

It shall be the responsibility of an employee separating from employment at the College to return all College property in his/her custody (including but not necessarily limited to audiovisual equipment, computer equipment, keys, staff parking permit, credit and telephone cards, library materials, and tools) and to settle any outstanding personal accounts with the College (including but not necessarily limited to food service or bookstore accounts, library fines, overpayment of salary, underpayment of any withholding or any debt or liability due the College). The business office may establish a procedure to insure compliance with this policy.

BENEFIT PLANS

The College shall provide a benefit plan for designated employees under a Staff Contract or the Faculty Master Agreement, terms of which shall be established by the College and approved by the Board of Trustees

The administration, with Board approval, will establish a Section 125 "cafeteria" benefit plan. This plan will provide that the Board make contributions pursuant to a salary reduction agreement under which an employee may choose to reduce compensation and have such amount contributed on their behalf for the purchase of non-taxable employee benefits. The Board shall provide the opportunity for each employee to execute a salary reduction agreement once annually to cover all premiums for the employee’s selected benefits. Once the annual allocation for each selected benefit is made, the only changes which will be allowed are for a fluctuation in the health care premium and change in family status or major event as designated by federal statute.

Each employee executing a salary reduction agreement for benefits shall allocate an annual sum to be used for the purchase of any benefits offered by the College through the Section 125 cafeteria benefit plan.

BENEFIT PLANS PROCEDURE

Benefit options ordinarily available to eligible full-time regular employees under a Staff Contract or the Faculty Master Agreement through the Section 125 cafeteria benefit plan shall include:

1. Health and major medical insurance (individual and dependent)
2. Dental insurance (individual and dependent)
3. Tax-Sheltered Annuities
4. Reimbursement Accounts for dependent care and medical expense
5. Other options for individual or dependent expenses may be determined by the College.

Benefit options included in the Section 125 cafeteria benefit plan shall generally be available to all eligible participants except as those benefits are limited or unavailable by law or regulation, or by contractual provisions of the benefit provider. The College shall assume no responsibility for the elections made by an employee under the Section 125 cafeteria benefit plan nor for the tax consequences of the elections.

The purchase of specified minimum levels of benefit options may be required under the terms of the plan as established by the College.

The terms, conditions and coverages of each individual benefit contract shall apply. Each employee shall pay any KPERS or FICA deductions required under the Section 125 cafeteria benefit plan.

Employees shall be responsible for complying with all terms and conditions of each benefit option.

Eligibility for Benefits

Employees under a Staff Contract or the Faculty Master Agreement working 20 or more hours per week are eligible to participate in group health insurance plans, dental plans, flexible spending plans (medical reimbursement, dependent care reimbursement), and optional disability, life insurance, and Tax-Sheltered Annuities.
The starting dates are determined by the providers.

The employer fringe amount for health insurance premiums will be paid according to the employee’s full-time equivalency (FTE) which is based upon the % of hours worked per week. For example, 1.0 FTE has 100% of the fringe paid by FHTC, 0.50 FTE has 50% of the fringe paid by FHTC and 50% paid by the employee.

Under Kansas law, any FHTC employee in a “covered” position, as defined by the Kansas Public Employee Retirement System (KPERS), is mandated to be a member of KPERS.

Changing Benefits

An employee may change the benefits selected only if his or her family status has changed. A change in family status occurs upon marriage, divorce, death of a spouse or child, birth or adoption of a child, dependent becoming ineligible, the switching from part-time to full-time or from full-time to part-time status by the employee or the employee’s spouse, taking of an unpaid leave of absence by the employee or the employee’s spouse or termination or commencement of employment of a spouse. The employee shall supply written verification to the College business office of such change and must make any change in the benefit selection within thirty days of the date such change in family status occurred. An employee desiring to make such change may discontinue participation or reduce benefits but an election of new or increased benefits shall be subject to the requirements of the particular non-taxable benefit selected.

FAMILY AND MEDICAL LEAVE ACT

The purpose of the Family and Medical Leave act is to provide employees, with an opportunity to maintain continuity of service in instances where pregnancy, childbirth, adoption, or the serious illness of a family member or the employee requires absence from work. This policy is intended to comply with all provisions of the Family and Medical Leave Act of 1993 (FMLA).

Flint Hills Technical College complies with the Family and Medical Leave Act (FMLA) and will grant up to 12 weeks of leave during a 12-month period to eligible employees (or up to 26 weeks of military caregiver leave).

FAMILY AND MEDICAL LEAVE ACT PROCEDURE

3.14.01 Eligible Employees

To be eligible for leave under this policy, employees must meet all of the following requirements:

1. Have worked at least twelve (12) months for the college.
2. Have worked at least 1,250 hours for the college over the twelve (12) months preceding the date the leave would commence.

The 12 months of employment do not have to be consecutive. All periods of absence from work due to or necessitated by service in the uniformed services are counted as hours worked in determining eligibility. Local educational agencies are covered under the FMLA, regardless of the number of employees they employ.

3.14.02 Definitions

1. Serious health condition means an illness, injury, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider. This can include conditions with short-term, chronic, long-term or permanent periods of incapacity.
2. Spouse means a husband or wife as defined or recognized in the state where the individual was married and includes individuals in a common law or same- sex marriage. Spouse also includes a husband or wife in a marriage that was validly entered into outside of the United States, if the marriage could have been entered into in at least one state.
3. Child means a biological, adopted or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is either under age 18, or age 18 or older and “incapable of self-care because of a mental or physical disability” at the time that FMLA leave is to commence.
4. Parent means a biological, adoptive, step or foster father or mother, or any other individual who stood in loco parentis to the employee when the employee was a child. This term does not include parents “in law.”
5. Qualifying exigency includes short-notice deployment, military events and activities, childcare and school activities, financial and legal arrangements, counseling, rest and recuperation, post-deployment activities, and additional activities that arise out of active duty, provided that the employer and employee agree, including agreement on timing and duration of the leave.
6. Covered active duty for members of a regular component of the Armed Forces, means duty during deployment of the member with the Armed Forces to a foreign country. For a member of the Reserve components of the Armed Forces, means duty during the deployment of the member with the Armed Forces to a foreign country under a federal call or order to active duty in support of a contingency operation, in accordance with 29 CR 825.102.
7. The next of kin of a covered service member is the nearest blood relative, other than the covered service member's spouse, parent or child in the following order of priority: blood relatives who have been granted legal custody of the service member by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first cousins, unless the covered service member has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave under the FMLA.
8. Covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who is receiving medical treatment, recuperation or therapy, or is in outpatient status or on the temporary disability retired list for a serious injury or illness.
9. Serious injury or illness is one that is incurred by a service member in the line of duty on active duty that may cause the service member to be medically unfit to perform the duties of his or her office, grade, rank or rating. A serious injury or illness also includes injuries or illnesses that existed before the service member’s active duty and that were aggravated by service in the line of duty on active duty.

3.14.03 Qualifying Reasons for Leave

To qualify as FMLA leave under this policy, the leave must be for one of the following reasons: The birth of a child or placement of a child with the employee for adoption or foster care.
To care for a spouse, child or parent who has a serious health condition.

For a serious health condition that makes the employee unable to perform the essential functions of his or her job.
For any qualifying exigency need arising out of the fact that a spouse, child or parent is a military member on covered active duty or on call to covered active duty status.
To care for a covered service member with a serious injury or illness.

3.14.04 Beginning the Process/Employee Notice

All employees requesting FMLA leave must provide verbal or written notice of the need for leave to their supervisor and the Office of Human Resources.
When the need for the leave is foreseeable, the employee must provide the college with at least 30 days' notice. When an employee becomes aware of a need for FMLA leave fewer than 30 days in advance, the employee must provide notice of the need for the leave either the same day the need for leave is discovered or the next business day. When the need for FMLA leave is not foreseeable, the employee must comply with the college’s usual and customary notice and procedural requirements for requesting leave, absent unusual circumstances.

If the HR Coordinator observes that an employee is utilizing a significant amount of chargeable leave, the Director of Human Resources or other HR professional may inquire whether a qualifying reason exist to inform the employee of FLMA provisions. Additionally, supervisors are expected to inform HR if they become aware of any such situations.

If a qualifying reason is identified, the Director of Human Resources will collaborate with the employee to ensure that the necessary forms, as provided by the Department of Labor, are completed by their medical provider to determine any required FLMA leave and/or accommodations.
Employees are required to exhaust their allocated leave before becoming eligible for Family and Medical Leave Act (FMLA) coverage. Once their leave balance is depleted, they are entitled to up to 12 weeks of unpaid leave under FMLA provisions.

3.14.05 Designation of FMLA Leave

Within five business days after the employee has submitted the required certification or other documentation, the Office of Human Resources will complete and provide the employee with a written response to the employee’s request for FMLA leave using the FMLA Designation Notice.

3.14.06 Employer’s Obligation

After an employer has determined an employee’s FMLA eligibility status, the employer must:

1. Provide an Eligibility Notice to the employee, either orally or in writing, informing the employee whether he or she is eligible for FMLA leave. If the employer determines that the employee is not eligible for FMLA leave, it must state at least one reason why the employee is not eligible.
2. Provide the Eligibility Notice to the employee within five business days of the initial request for leave or of learning that an employee’s leave may be for an FMLA- qualifying reason, unless there are extenuating circumstances.
3. Provide the Eligibility Notice the first time the employee takes leave for an FMLA-qualifying reason in the designated 12-month leave year.
4. If a significant portion of the employer’s workforce is not literate in English, provide the Eligibility Notice in a language in which employees are literate.

Employers are not required to provide a new Eligibility Notice for: FMLA absences for the same qualifying reason during the same leave year, or FMLA absences for a different qualifying reason where the employee’s eligibility status has not changed.

Employers must provide a written Rights and Responsibilities Notice each time the employer provides an eligible employee the Eligibility Notice, within five business days of having notice of the employee’s need for leave. If the employee’s leave has already begun, the Rights and Responsibilities Notice should be mailed to the employee’s address of record. The Rights and Responsibilities Notice details the specific expectations and obligations of the employee relating to his or her FMLA leave.
Employers are expected to be responsive in answering questions from employees concerning their rights and responsibilities under the FMLA. If a significant portion of an employer’s workforce is not literate in English, the Rights and Responsibilities Notice must be provided in a language in which employees are literate.

3.14.07 Amount of Leave

An eligible employee can take up to 12 weeks of FMLA leave during any 12-month period. The college will measure the 12-month period as a rolling 12-month period measured backward from the date an employee uses any leave under this policy. Each time an employee takes leave, the college will compute the amount of leave the employee has taken under this policy in the last 12 months and subtract it from the 12 weeks of available leave. The balance remaining is the amount the employee is entitled to take at that time.
An eligible employee can take up to 26 weeks for FMLA military caregiver leave during a single 12-month period. For this military caregiver leave, the college will measure the
12-month period as a rolling 12-month period measured forward. FMLA leave already taken for other FMLA circumstances will be deducted from the total of 26 weeks available.
Eligible spouses who both work for the college may only take a combined total of 12 weeks of leave for the birth of a child, adoption or placement of a child in foster care, or to care for a parent (but not a parent-in-law) with a serious health condition. Both may only take a combined total of 26 weeks of leave to care for a covered injured or ill service member (if each spouse is a parent, spouse, child, or next of kin of the service member).

3.14.08 Intermittent Leave or a Reduced Work Schedule

Employees may take FMLA leave in one consecutive block of time, may use the leave intermittently (take a day periodically when needed over the year), or, under certain circumstances, may use the leave to reduce the workweek or workday, resulting in a reduced hour schedule. In all cases, the leave may not exceed a total of 12 workweeks
(or 26 workweeks to care for an injured or ill service member) in a 12-month period.

The college may temporarily transfer an employee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduced schedule, in instances when leave for the employee or employee's family member is foreseeable and for planned medical treatment, including recovery from a serious health condition or to care for a child after birth or placement for adoption or foster care. For the birth, adoption, or foster care of a child, the college and the employee must mutually agree to the schedule before the employee may take the leave intermittently or work a reduced-hour schedule.

Leave for birth, adoption, or foster care of a child must be taken within one year of the birth or placement of the child. When leave is needed for planned medical treatment, the employee must make a reasonable effort to schedule treatment so as not to unduly disrupt the college’s operations.

3.14.09 Employee Status and Benefits During Leave

The college will continue an employee's health benefits during the leave period at the same level and under the same conditions as if the employee was continuously at work.
While on paid leave, the employer will continue to make payroll deductions to collect the employee's share of insurance premiums. While on unpaid leave, the employee must continue to make this payment, either in person or by mail. The payment must be received in the Office of Human Resources by the 15th day of each month. If the payment is more than 30 days late, the employee's health care coverage may be dropped for the duration of the leave.

The college will provide 15 days' notification prior to the employee's loss of coverage.

If the employee chooses not to return to work for reasons other than a continued serious health condition of the employee or the employee's family member, or a circumstance beyond the employee's control, the college will require the employee to reimburse the college the amount it paid for the employee's health insurance premium during the leave period.

If the employee contributes to a life insurance or disability plan, the college will continue making payroll deductions while the employee is on paid leave. While the employee is on unpaid leave, the employee may request continuation of such benefits and pay his or her portion of the premiums. If the employee does not continue these payments, the college will discontinue coverage during the leave.

3.14.10 Employee Status After Leave

An employee who takes leave under this policy may be asked to provide a fitness-for-duty clearance from a health care provider. This requirement will be included in the college’s response to the FMLA request. Generally, an employee who takes FMLA leave will be able to return to the same position or a position with equivalent status, pay, benefits, and other employment terms. The position will be the same or one that is virtually identical in terms of pay, benefits, and working conditions.

The college may choose to exempt certain key employees from this requirement and not return them to the same or similar position when doing so will cause substantial and grievous economic injury to business operations. Key employees will be given written notice at the time FMLA leave is requested of his or her status as a key employee.

3.14.11 Use of Paid and Unpaid Leave

An employee who is taking FMLA leave because of the employee's own serious health condition, or the serious health condition of a family member must use all paid vacation, personal, or sick leave prior to being eligible for unpaid leave. Sick leave may run concurrently with FMLA leave if the reason for the FMLA leave is covered by the established sick leave policy.
An employee who is using military FMLA leave for a qualifying exigency must use all paid vacation and personal leave prior to being eligible for unpaid leave. An employee using FMLA military caregiver leave must also use all paid vacation, personal leave, or sick leave (as long as the reason for the absence is covered by the college’s sick leave policy) prior to being eligible for unpaid leave.

3.14.12 Intent to Return to Work from FMLA Leave

On a basis that does not discriminate against employees on FMLA leave, the college may require an employee on FMLA leave to report periodically on the employee’s status and intent to return to work.

References: U.S. Department of Labor: Family and Medical Leave Act (1993) https://www.dol.gov/general/topic/benefits-leave/fmla

RETIRMENT

Flint Hills Technical College (FHTC) values the contributions of its employees and recognizes the importance of retirement planning. The College provides a comprehensive retirement framework that includes mandatory and optional retirement programs, as well as a voluntary early retirement benefit for long-serving employees.
All eligible employees are required to participate in the Kansas Public Employees Retirement System (KPERS). Additionally, the College offers access to tax-sheltered annuities and mutual fund investments through a 403(b) program. For employees who meet designated criteria, a voluntary early retirement option may also be available.
The Office of Human Resources is responsible for administering retirement-related programs, evaluating eligibility, and providing guidance to employees nearing retirement.

RETIREMENT PROCEDURES
3.15.01 Mandatory Retirement Participation

1. All eligible employees must participate in KPERS in accordance with Kansas state law.
2. The employee contribution is currently 6% of gross salary.
3. KPERS benefits, vesting, and retirement eligibility are governed by KPERS regulations.

3.15.02 Optional Tax-Sheltered Annuities (TSA) Retirement Program

1. Employees working 20 hours or more per week are eligible to contribute to a TSA plan.
2. Contributions are subject to IRS limits.
3. Enrollment and changes are processed through the Human Resources Office during annual open enrollment.
4. The Vice President of Administrative Services must approve all TSA salary reduction agreements.
5. Provider lists and forms are available through Human Resources.

3.15.03 Leave Payouts upon Retirement
Unused chargeable or vacation leave may be eligible for payout as outlined and specified in Policies 3.11.13 and 3.11.14 and subsequent procedures.
3.15.04 Voluntary Early Retirement Program
Eligible employees may apply for Voluntary Early Retirement benefits if they meet the following criteria:

1. Are currently employed in a full-time benefits eligible position (scheduled for six or more hours per day);
2. Are at least 60 years of age or eligible for KPERS early retirement without reduced benefits;
3. Are no older than 64 years of age at the time of application;
4. Have completed at least 15 years of benefits-eligible service with FHTC.

Application Process: Notification of intent to retire must be submitted in writing to Human Resources at least 60 days in advance; Master Agreement Faculty must give notice at least 60 days prior to the end of their contract.
Applicants must complete the FHTC Early Retirement Form and provide: ● Retirement effective date
● Date of birth and age at retirement
● Mailing address
● Election of benefit payment option (annual lump sum or semi-monthly)
● Health insurance continuation election
Benefit Calculation: Annual early retirement benefit = [Years of qualified FHTC service] × [Final base salary] × [Age factor]: ● Prior to age 60, if eligible: .0095
● Age 60–61: .0095
● Age 62–64: .0060
● Benefits may begin prior to age 60 if eligible but cannot extend beyond five (5) years.
● No payment shall be made after age 65

Payment Options: ● Annual Lump sum or semi-monthly installments
● Health insurance premiums will be deducted from retirement payments if coverage is continued.
Additional Terms: ● In the event of death during benefit term, the remainder for that academic year will be paid to the KPERS-designated beneficiary.
● Early retirement recipients are not eligible for future FHTC employment unless the early retirement program is terminated.
● “Salary” used for benefit calculation excludes overtime, overload pay, supplemental pay, and leave payouts.
● Any provision found non-compliant with applicable law will render the program void.

3.15.05 Regular Retirement Notification Requirements

1. Non-Exempt/Classified, at-will employees: Minimum 10 working days written notice.Exempt/Unclassified, at-will employees in positions that would not create a hardship if leaving at short notice: Minimum 20 working days written notice.
2. Exempt/Unclassified, at-wil employees in positions that would not create a hardship of leaving at short notice: Minimum 20 working days written notice.
3. Exempt/Unclassified, at-will employees in positions that would create a hardship if leaving at short notice: minimum 60 working days.

KANSAS PUBLIC EMPLOYEES RETIREMENT SYSTEM (KPERS)

The College and the employees of the College shall, as required by law, participate in the Kansas Public Employees Retirement System (KPERS).

WORKERS' COMPENSATION

All employees of the College shall be covered by workers’ compensation insurance. Workers’ compensation insurance coverage is provided for all employees regardless of assignment, length of assignment, and/or hours worked per day. Benefits are for personal injury from accident or industrial diseases arising out of and in the course of employment in the College. If an employee should sustain any kind of injury while on the job, he/she must notify the Business Office/Human
Resources.

WORKERS' COMPENSATION PROCEDURE

3.17.01 – Incident Report

An “Incident Report” form must be completed as soon as possible following the accident within 24 hours. This form is available on my.fhtc.edu and can be initiated by anyone present or involved in the incident.

3.17.02 – Report to Supervisor

1. Report any work-related problem to your supervisor immediately. Per K.S.A. 44-520 a claim may be denied if an employee fails to notify their employer within the earliest of the following dates:
2. 20 calendar days from the date of the accident or injury by repetitive trauma,
3. 20 calendar days from the day the employee seeks medical treatment if “the employee is working for the employer against whom benefits are being sought,”
4. 10 calendar days from the last day of the employee’s work if the employee no longer works for the employer.

3.17.03 – Contact Human Resources

Immediately contact Human Resources to complete all applicable insurance or medical paperwork in order to file Workers’ Compensation

3.17.04 – Treatment

1. You will receive priority treatment when you present your authorization form to the staff at the College approved Physician’s Office. If you chose to be treated by any other physician, you may be responsible for such medical costs.
2. At the time of an injury, have your supervisor or someone else call the College approved Physician to notify them of your injury and approximate arrival time.
3. For a serious injury that occurs during the time the clinic is not open, please seek treatment at the hospital nearest your College location.

3.17.05 –Responsibility for medical bills

1. All medical bills relating to your claim should be sent to Human Resources, Flint Hills Technical College, 3301 West 18th Ave., Emporia, KS 66801 within 48 hours of upon receipt of invoice/bill documents. Do not turn in your claim to your insurance company if the injury or illness was sustained

while working or acting in an official capacity for the College.

1. If you are required to see a doctor after the initial visit, contact Human Resources for a form authorizing the charges, and a form for the doctor to complete stating their medical findings. If you seek treatment from a doctor not authorized by the College, the college or its insurance carrier is only liable up to $500.00.

3.17.06 – Doctor visits, Therapy, etc.

1. See Human Resources after every doctor’s visit to allow him/her to chart your progress, review your work assignment, record your next appointment, and excuse any resulting absences.
2. Attend every scheduled doctor, therapy, and health services appointment. Failure to attend these appointments, or changing them without approval, can jeopardize your benefits.
3. Follow the medical advice exactly. This includes honoring restrictions given by the doctor, both on and off the job, taking medications, and exercising as directed. Failure to follow medical instructions can also jeopardize your benefits.

3.17.07 – Medical Release

1. Any employee who is absent from work and drawing workers compensation shall be required to provide a “Certificate for Return to Work” release before the employee is allowed to return to work.
2. Employees are expected to return to work immediately upon receipt of a medical release.
3. Should the employee be released to return to work by a doctor and fail to do so, all benefits under chargeable leave shall be ended and those benefits under workers’ compensation shall be restricted as provided by current statute.
4. Should an employee be released with restrictions/light duty, they should contact Human Resources to ascertain whether there is a restricted/light duty assignment that would meet with the approval of any restrictions that the doctor placed upon your work.

References: K.S.A. Article 5 Workers Compensation 44-508
https://www.kslegislature.org/li_2012/b2011_12/statute/044_000_0000_chapter/044_005_0000_article/044_005_0008_section/044_005_0008_k/
Kansas Department of Labor: https://www.dol.ks.gov/workers-compensation/overview

PERSONAL ILLNESS POOL

The administration shall designate procedures for the implementation of a College personal illness pool to be approved by the Board. The personal illness pool is a program for benefit-eligible employees who have exhausted all available leave due to catastrophic injury or illness.

PERSONAL ILLNESS POOL PROCEDURE

3.18.01 Purpose and Definition

In order to alleviate the hardship caused to an employee and the employee's family arising from a potential loss of compensation when a catastrophic illness or injury requires the employee to exhaust all accrued leave time, employees of the college are eligible to apply to use time from the Personal Illness Pool.

Catastrophic injury or illness is defined as a severe condition or combination of conditions affecting the mental or physical health of the employee. Such injury or illness must be severe, continuing and unusual, and force the employee to exhaust all chargeable (sick) leave time earned by the employee and to therefore potentially lose compensation. The personal illness pool is not designed to provide additional temporary leave due to non-extraordinary illness or injury.

3.18.02 Eligibility

Employees are eligible to apply to withdraw time from the Personal Illness Pool when all of the following conditions are met:

1. The employee or employee's immediate family, as defined by policy 3.11.03, has a catastrophic illness or injury;
2. The employee has exhausted all accrued chargeable leave due to a catastrophic illness or injury;
3. The employee has exhausted all accrued personal and/or vacation leave, including compensatory time if applicable, due to a catastrophic illness or injury;
4. The employee has been, or will be, placed on leave without pay for at least 8 hours (1 work day);
5. The employee has not exhausted the maximum award of Personal Illness Pool hours per catastrophic illness or injury; and
6. The condition is not an on-the-job injury covered by Workers’ Compensation Insurance.
7. The employee does not have an existing “Earning Compensation” coverage from any existing insurance policy, including disability insurance.
8. Contribution to the Personal Illness Pool is NOT required for eligibility.

3.18.03 Contribution and Personal Illness Bank Limits

Any benefits-eligible college employee may contribute time to the Personal Illness Pool.

1. The Personal Illness Pool is capped at 250 days, or 2,000 hours.
2. The Human Resources Office will notify employees of the opportunity to donate time if the Personal Illness Bank falls below the 250 days/2,000-hour benchmark.
3. An eligible employee may transfer/contribute unlimited hours to the Personal Illness Pool in units of eight (8) hours by submitting required documentation to the Human Resources Office.
4. Retiring employees are also permitted to contribute to the Personal Illness Pool and may do so in increments of less than eight (8) hours.
5. The Human Resources Office shall credit the pool with the chargeable leave contributed by an employee and shall deduct a corresponding amount from that employee's accrued chargeable leave balance.

3.18.04 Use of Personal Illness Pool Guidelines

An eligible employee may apply with the Human Resources Office for an allocation of time from the Personal Illness Pool for use arising from a catastrophic illness or injury of the employee or the employee’s immediate family, as defined by this policy.

1. All requests to use leave from the Personal Illness Pool shall be accompanied by a licensed practitioner's statement specifying the nature of the illness or injury and the approximate duration of the absence.
2. The application will be reviewed by the employees Direct Supervisor and Human Resources, if it is approved, the employee may use chargeable leave assigned from the pool in the same manner as chargeable leave earned and accrued by the employee pursuant to State law and shall be treated for all purposes in the same manner as if the employee were absent on earned chargeable leave.
3. The maximum award per catastrophic illness or injury is 60 Days or 480 hours.
4. In extreme situations, if an employee has exhausted all of the acquired leave, and the maximum allowance of chargeable leave from the Personal Illness Pool, the eligible employee may apply for a second round of leave from the Personal Illness Pool that must be reviewed by a committee (see 3.18.06).

3.18.05 Unused Personal Illness Pool Time Allocated
In the event that an employee that was granted time from the Personal Illness Pool that was not used because of (a) early recovery (b) resignation or termination of employment or (c) death, all unused time will be returned to the Personal Illness Pool.

No employee is entitled to pay-out compensation for chargeable leave time provided by the Personal Illness Pool.

3.18.06 Extreme Situation Committee Review
If an employee has exhausted all personally acquired leave time, and 60 days/480 hours of leave granted from the Personal Illness Pool, but is still unable to return to work they may apply for an Extreme Situation allowance of another one time 30 days or 240 hours. This application process will be coordinated by the Human Resources Office.

1. The employee will submit documentation of a licensed practitioner's statement specifying the nature or complication of the illness or injury requiring continued time off work and the approximate extended duration.
2. If the Personal Illness Pool is below 250 days/2,000 hours, the Human Resources Office will inform all eligible employees and ask for additional donations until the bank reaches the cap.
3. The Human Resources Office will assemble a review committee that shall consist of a representative from the following stakeholders:
4. Direct Supervisor of the applicant employee ii. Unclassified Staff Member iii. Classified Staff Member iv. Faculty Member
5. Human Resources Office
6. The Committee will meet to review documentation and render a decision within ten business days of the receipt of application.

POLICIES AGAINST AND ACTIONS AS A RESULT OF SEXUAL HARASSMENT
PROHIBITION OF UNLAWFUL HARASSMENT

Details of this policy can now be found under section 7.01 Policies Against Harassment, Sexual Misconduct, Sexual Violence, and Discrimination.

Cross References

• 7.01 - Policies Against Sexual Misconduct, Sexual Violence, Harassment, and Discrimination

DATING

The greatest amount of academic freedom and collegiality between those in authority and those supervised by others is encouraged on this campus. It is, however, important to draw clear boundaries where potential compromised situations may develop.

Situations of sexual harassment have been clearly defined, but social/romantic relationships have some blurred boundaries. Both teaching and work relationships have potential to create disharmony.

It is considered unethical for a faculty member to have social/romantic relationships during the time of course enrollment that go beyond the bounds of a teaching/learning focus. In view of our commitment to a climate free from sexual harassment, it is unwise and inappropriate for faculty or other instructors to have romantic relations with students. It is also inappropriate for employees to have romantic relations with employees under their supervision.

Violation of this policy could lead to disciplinary action.

Faculty and Staff should keep in mind that initial consent to a romantic relationship does not preclude a charge of sexual harassment in the future.

SOLICITATION

Flint Hills Technical College regulates solicitation activities on College property to ensure a safe, orderly, and disruption-free environment for students, employees, and visitors. Solicitation includes sales, fundraising, advocacy, or distribution of materials intended to influence participation, purchase, membership, or support. This policy applies to all individuals and groups, including employees, students, non-profit and for-profit businesses, community organizations, vendors, employee family members, and external individuals, unless expressly exempted. Approval to solicit does not imply College endorsement of a product, service, organization, or cause.

SOLICITATION PROCEDURE

3.22.01 Definition of Solicitation
For the purposes of this policy, Solicitation means: Requesting, collecting, or distributing money, signatures, memberships, donations, pledges, or subscriptions
Selling, promoting, or distributing goods, services, raffle tickets, merchandise, or commercial products
Promoting or advocating for campaigns, causes, organizations, political issues, or ballot measures
Distributing or posting materials for the purpose of sales, promotion, or recruitment
Setting up tables, booths, displays, demonstrations, or promotional activities to solicit participation or purchase
Solicitation includes sales or fundraising performed by: Employees or employee family members
Student groups or student-led causes
Non-profit and for-profit organizations
Community groups, vendors, or outside individuals
Solicitation does not include: Official College communications
Approved College/Foundation initiatives
Activities explicitly authorized by administrative leadership

3.22.02 General Standards for Solicitation
All solicitation on College property should:

1. Be approved in advance through the appropriate College office (Business Office, Student Affairs, Marketing, or Facilities).
2. Occur only during non-working time for employees (breaks, meal periods, or outside assigned duty hours).
3. Take place in designated, approved locations.
4. Avoid interference with College operations, instruction, safety, or traffic flow.
5. Not occur classroom-to-classroom when classes are in session.
6. Not use College resources (email lists, printing, materials, workspace) for personal, political, or commercial gain.
7. Clearly identify the sponsoring individual, group, or organization.

Political campaigning on behalf of candidates or ballot issues is prohibited. Reference Policy 1.04 and Policy 3.30.
3.22.03 Restrictions
The following solicitation activities are not permitted: Solicitation during an employee’s work time or while an employee is performing work duties.
Use of classrooms, labs, or instructional space for solicitation without approval.
Distribution of materials on vehicles or in parking lots.
Door-to-door solicitation in College offices or academic spaces without approval from a college executive administrator.
High-pressure, disruptive, or aggressive solicitation.
Fundraising, sales, or campaigns that conflict with College contracts or partnerships.
Solicitation related to political campaigns, ballot issues, or religious proselytizing.
Employee and/or Employee family member or child soliciting for profit sales (this includes personal services and product sales) during working hours.

3.22.04 Approval Requirements

Approval may include conditions related to location, time, duration, safety, and conduct.
Student Services Office Approves: Student Group Fundraising
Table Set-ups and Promotional Booths related to academic, students wellness, or student engagement entities or events
Business Office Approves: Employee fundraising (non-profit)
External Vendors or for-profit sales organizations
Community or non-profit organizations
Employee child or family member fundraising (non-profit)
Marketing Approves: Signage, marketing, or promotional materials intended to be distributed or displayed (Reference Policy 1.04)

3.22.05 Group Specific Requirements
Employee or Employee Family Member Fundraising (Non-Profit)
Employees or family members may engage in non-profit fundraising (e.g., Girl Scout cookies, school fundraisers) on campus
Employees may only do so during breaks, meal periods, or outside assigned work hours.
Fundraising must not disrupt College operations.
Items may not be left unattended for sale in common areas unless approved.
Supervisors may limit fundraising activities to avoid excessive solicitation in workspaces.
Use of College email, printers, or resources to facilitate is prohibited.
Employee For-Profit Sales
Employees may not engage in for-profit sales (e.g., Tupperware, Avon, home décor, multilevel marketing) during assigned working hours.
Sales may occur only during non-working time and must not conflict with job duties.
Office-to-office sales or solicitation is prohibited.
Use of College email, printers, or resources to facilitate sales is prohibited.
Student Group Fundraising
See Policy 6.42 related to students, student organizations, and student-led initiatives.
External Vendors & For-Profit Solicitors
Vendors must submit a written request to the applicable office as designated by 3.22.04 five (5) days in advance.
Fees may apply based on type of activity and facility use.
Vendors may operate only in approved locations and during approved times.
Vendors must remain within their assigned space and may not approach individuals in classrooms or offices.
Non-Profit Organizations, Community Groups, & Advocacy Groups
Non-profits must submit a written request to the applicable office as designated by 3.22.04 five (5) business days in advance.
Advocacy, issue-based, or cause-based solicitation is restricted to approved areas and must comply with College values and safety standards.
Groups may not conduct political campaign activities, petition drives, or signature collection without explicit authorization (rare exceptions).

3.22.06 Designated Locations
Solicitation and fundraising may only occur in approved areas such as: Student Commons
Approved hallway tables
Designated indoor or outdoor vendor spaces
Student Life-approved building locations
College-approved event spaces
Placement of promotional materials must also follow General Advertising Policy 1.04 when applicable.

3.22.07 Enforcement & Consequences
Violations of this policy may result in: Immediate removal of the solicitor from campus
Removal or disposal of materials
Loss of future solicitation privileges
Disciplinary action for employees or students in accordance with College policies
Revocation of external vendor agreements
Forfeiture of any applicable fees

Repeated violations may result in permanent prohibition from solicitation on College property.

3.22.08 Appeals
Individuals or groups may appeal solicitation denials to the appropriate Vice President within five (5) business days.

REFERENCES
Policy 6.42 Solicitation (Student Activities & Groups)

GAMBLING

No act of gambling or betting as those terms are commonly understood or as specifically identified in Kansas Statutes shall occur on College property. Drawings conducted pursuant to Kansas Statutes and those conducted by College groups where prizes are donated by an individual, firm, or other organization such as foundations and auxiliary boosters are exempt from this policy. Violation of this part by an employee, officer, agent, student, or other representative shall be grounds for disciplinary action as may be appropriate or as specified in law, policy or negotiated agreements.

COMPUTER AND NETWORK USAGE

This policy is intended to provide effective protection of individual users, equitable access, and proper management of all computer and network resources. These guidelines are intended to supplement all applicable local, state, and federal laws and regulations. Appropriate use should always be legal and ethical, reflect academic honesty and community standards, and show restraint in the consumption of shared resources. It should demonstrate respect for intellectual property; ownership of data; and system security mechanisms. All employees, students, and patrons must acknowledge terms before signing onto campus computers.

COMPUTER AND NETWORK USAGE PROCEDURE

9.01.01 Acceptable Use:

1. The FHTC network and computers shall be used for the following: Instruction, independent study, authorized research, independent research, approved recreational web-browsing, and official work for the business of Flint Hills Technical College.
2. Authorized users are as follows: faculty and staff employed by the college, students currently attending classes, visitors utilizing public resources.
3. Acceptable conduct must conform to college policies, guidelines and codes of conduct, in addition to all applicable local, state, and federal laws and regulations.
4. User documents shall be stored on a college supported storage mechanism. The local computer or C drive is not to be used, due to data loss risk.
5. Upon separation of an employee from the college, the employee and supervisor will cooperate in making arrangements to transfer all FHTC data to an appropriate college representative.
6. Employees of FHTC must use college approved systems for conduct of FHTC business.

9.01.02 Proper Use: The purpose of FHTC computers and associated software and hardware is specifically for conducting the business and functions of the school. Any use that is contrary to this purpose or is of unethical or unprofessional conduct is prohibited.

Persons that use FHTC computers shall do so in a manner that intentionally promotes the standing of the school, personal integrity, the property and work of others, and is in no way malicious or harmful.

All persons using FHTC computers shall do so in a manner that supports and protects the security of the system and the data it contains.

In cases of doubt, it is the user’s responsibility to inquire about the permissibility of other network uses prior to the execution of the use with their immediate supervisor. If any person receives inappropriate materials or communication, report the occurrence to your immediate supervisor. Documentation of inappropriate usage will be placed in the sender’s faculty/staff or students' file.

The following items are examples of behaviors that are NOT proper use of FHTC computer resources. This is not an all-inclusive list, but is a representative sample.

1. Using facilities, accounts, access codes, passwords, privileges or information for which you are not authorized.
2. Representing yourself electronically as another user.
3. Harassing other users.
4. Distributing unsolicited advertising.
5. Sending chain letters to any kind of individuals or lists, or using any other means of mass e-mailing that is not conducive to the business of FHTC, or disturbing the work of others.
6. Unauthorized sending of e-mails or other electronic documents considered as sensitive or restricted information.

9.01.03 Training and Requirements

The Information Technology Support Department, in order to enhance the organization's cybersecurity awareness and resilience, may employ periodic random phishing email simulations which will be conducted to assess employees' ability to recognize and respond to potential threats. Employees who interact with these

simulated phishing emails in an unsafe manner may be required to complete additional cybersecurity training.

1. Regular Interval Training: Throughout the calendar year the ITS department will periodically assign basic cybersecurity training through a 3rd party vendor (as determined by ITS). Anyone assigned this training is expected to complete before stated deadlines.
2. Phishing Simulation Testing: Random phishing email tests will be conducted periodically without prior notice. The emails will be designed to simulate real- world phishing attempts, including deceptive links, requests for sensitive information, or malicious attachments.
3. Evaluation & Response: Employees who correctly identify and report phishing attempts will be acknowledged for their vigilance. Employees who engage with the simulated phishing email in an unsafe manner (e.g., clicking on links, providing credentials, downloading attachments) will be flagged for follow-up.
4. Training Requirements: Individuals who fail the phishing test may be required to complete additional cybersecurity awareness training. Repeated failures may lead to progressive training interventions or discussions with supervisors. The purpose of this initiative is to strengthen cybersecurity awareness, not to penalize employees.
5. Continuous Improvement: Results from phishing tests will be analyzed to identify common vulnerabilities.
6. Cybersecurity awareness programs will be adjusted based on testing outcomes to address areas of concern.
7. All personnel are expected to remain vigilant and adhere to cybersecurity best practices. Failure to complete required training may result in further corrective action as determined by IT Security policies.

9.01.04 Violations:

All employees and students must formally sign a consent form that asserts the employee understands and agrees to follow established policies and procedures of computer and network use.
Anyone who violates this policy or procedure may be subject to disciplinary action up to and including suspension, expulsion, termination, and criminal prosecution in accordance with FHTC Policy 3.09 and 6.20.

References:

1. FHTC Policy 3.09 Employee Suspension, Demotion, and Termination for Cause
2. FHTC Policy 3.12 Employee Checkout
3. FHTC Policy 6.11 Computer Resources
4. FHTC Policy 6.20 Suspension and Expulsion

CONFLICT OF INTEREST

To ensure compliance with the Kansas Board of Regents policy, Commitment of Time, Conflict of Interest, Consulting and Other Employment (20 April 1995), College employees are prohibited from engaging in any activity, which may be construed as unethical, a conflict of interest, or detracting from the effective performance of their duties. Such real or apparent conflict of interest of time commitments must be reported annually and as changes occur to the President/CEO or Board Chair.
College employees failing to comply with the procedure may be subject to disciplinary action(s).

College employees and Board members will be required to submit a completed Statement of Substantial Interests form to the Clerk of the Board. This form must be submitted at the time the employee or Board member assumes duties in the College and must be updated by the employee or Board member if and when any changes in substantial interests occur. A written reminder of this regulation will be provided to Board members and employees on a yearly basis.

LEGISLATIVE APPEARANCE

Flint Hills Technical College shall coordinate all legislative, legal, and governmental affairs through the Board of Trustees to ensure a unified and strategic approach. College employees shall comply with legislative requests and legal requests for testimonies in accordance with the established procedures. No appearances should occur on behalf of the College without appropriate notifications to the Board President, Chief Executive Officer, and General Counsel as required.

FORMAL HEARINGS AND TESTIMONIES PROCEDURE

3.28.01 Legislative Appearance
Legislative committees often request faculty and administrators to provide expert testimony on proposed legislation that may or may not affect the College, Regents, and higher education. Faculty and administrators should make every effort to accommodate such requests and shall notify the President/CEO of the College of the invitation so they will be aware of such appearances. Notification shall be made prior to the appearance.

3.28.02 Legislative Requests
The President/CEO should work collaboratively with the area Technical College Presidents, Technical Education Authority, and Board of Regent representatives in order to present legislative requests to support system-wide initiatives.

3.28.03 Testimony on Behalf of College
Faculty and staff members who are asked to provide public testimony on behalf of the College will be carefully prepared to do so and will have their testimony reviewed by the appropriate legal counsel as appropriate. No faculty or staff member should provide testimony on behalf of the College without consulting the President/CEO first, who will further consult with the Board of Trustees.

3.28.04 Public Testimony in Individual Capacity
Unless specifically approved by the College to provide public testimony on its behalf, faculty and staff should take care to avoid any appearance that the testimony is given in their official capacity as an employee of the College. Any faculty or staff member providing public testimony in an individual capacity must clearly state that: (a) they are testifying in an individual capacity, (b) they are expressing their own personal views, and
(c) they are not representing the views of Flint Hills Technical College, the President, or the Board.
For additional information reference FHTC Policy 3.30.

3.28.05 Subpoenaed Testimony
Faculty and staff members who are subpoenaed or otherwise asked to provide factual testimony in a matter must immediately contact their supervisor and the President/CEO. Ensure that the subpoena is provided to legal counsel who will advise the Board of Trustees, President/CEO, and subpoenaed employee of response and next steps.

References: FHTC Policy 3.30 Political Involvement
Kansas Board of Regent Policy Chapter II.F.1 Interaction with Legislature, Courts, and Other State Agencies
Kansas Board of Regents Policy Chapter II.C.13 Political Activity

OPINIONS FROM THE ATTORNEY GENERAL

Any employee or Board member seeking an opinion from the Attorney General must do so by making a request through the office of the General Counsel of the Board of Regents after consulting with administration and the Board of Trustees.

POLITICAL INVOLVEMENT

In the interest of the fullest participation in public affairs, personnel are free to express opinions, speaking or writing as an individual in signed advertisements, pamphlets, and related material in support of or opposition to parties and causes. There will be the commensurate responsibility of making plain that each person so doing is acting for himself/herself and not in behalf of the College. All personnel are eligible to accept any public or political party position, which does not involve any conflict of interest, and does not require substantial time away from assigned duties or in other respects infringe upon them. Such eligibility covers membership on a city commission, school Board, planning group, and county, state, and national party committees and like organizations, by either appointment or election. The filing of a declaration of intent to become a candidate does not affect the status or appointment of an employee; provided, however, such person at all times while a candidate shall properly and fully perform all of his/her assigned duties; provided further, however, that should such person while he/she is a candidate for office fail to perform all of his/her assigned duties such person will not receive any salary or benefits from the date of filing for office.

PAY ADMINISTRATION

All staff shall be paid via direct deposit as a condition of employment. The administration shall establish pay periods and procedures for all employees of the College while maintaining agreement with the Master Contract. Pay administration reflects the value of job duties and responsibilities and provide competitive and equitable pay and future salary growth without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

PAY ADMINISTRATION PROCEDURE
3.31.01 Employees

The College payroll dates shall be the 1st and 15th of each month. If the 1st or 15th of the month falls on a weekend, the payroll date will be the preceding business day. If a paid holiday falls on the 1st or 15th, payroll deposits shall be issued on the previous business day. The first pay date of the new fiscal year for staff will be July 15 th . The first pay date of the new fiscal year for faculty will be September 1st .

3.31.03 Timecard Employees Those employees who are required to submit timecards for contract, part-time, work study, supplemental contracts, etc. must turn in timecards by dates specified on the monthly schedule available in the Human Resources Department.

3.31.04 Salary Structures, Pay Grades, and Salary Ranges

Salary and compensation are based on Board of Trustees approved salary tables which are the framework for managing compensation in a fair and consistent manner. The salary tables are designed and developed to align with the market rate of pay, based on labor market analysis. Each position is assigned to a pay grade based on the specific qualifications outlined in the position description and/or the qualifications of the employee as applicable.

● Classified Employees: Reference Policy 3.10.03
● Unclassified (Non-Teaching) Employees: Reference Policy 3.07.03
● Unclassified- Master Contract (Teaching) Employees: Policy 3.07.02 & Master Contract

COMPENSATION AND WAGES

The administration shall develop compensation policies and procedures for employees at the College. Policies for compensation (i.e., vacation, leave, 125 plans, KPERS, TSAs 403-B’s) shall be approved by the Board prior to implementation. The administration shall honor compensation agreements developed through the College master contract and those agreements in place at the time of separation from USD 253. The Board reserves the right to adjust and develop future compensation procedures for College employees.

TELECOMMUTING/WORK FROM HOME

Telecommuting allows employees to work at home for all or part of their workweek. Flint Hills Technical College considers telecommuting to be a viable, flexible work option when both the employee and the job are suited to such an arrangement. Telecommuting may be appropriate for some employees and jobs but not for others.
Telecommuting is not an entitlement, it is not a companywide benefit, and it in no way changes the terms and conditions of employment with Flint Hills Technical
College.

Telecommuting can be informal, such as working from home for a short-term project or on the road during business travel, or a formal, set schedule of working away from the office as described below. Either an employee or a supervisor can suggest telecommuting as a possible work arrangement.

TELECOMMUTING/WORK FROM HOME PROCEDURE

3.33.01 General Procedure

Any telecommuting arrangement made with staff members will be on a trial basis for the first three months and may be discontinued at will and at any time at the request of either the telecommuter or the organization. Every effort will be made to provide 30 days' notice of such change to accommodate commuting, child care and other issues that may arise from the termination of a telecommuting arrangement. There may be instances, however, when no notice is possible. Faculty who teach online courses may telecommute or work from home, provided they fulfill all instructional responsibilities, maintain regular communication with students, and adhere to institutional expectations for availability and engagement. Faculty are expected to ensure high-quality instruction, timely grading and feedback, and participation in college meetings and professional development as required and articulated in the Master Agreement.

3.33.02 Eligibility

Individuals requesting formal telecommuting arrangements must be employed with Flint Hills Technical College for a minimum of 12 months of continuous, regular employment and must have a satisfactory performance record.

Before entering into any telecommuting agreement, the employee and supervisor, with the assistance of the human resource department, will evaluate the suitability of such an arrangement, reviewing the following areas:

Employee Suitability
The employee and supervisor will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful telecommuters.
Job Responsibilities
The employee and supervisor will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement.
Equipment Needs, Workspace Design Considerations and Scheduling Issues
The employee and supervisor will review the physical workspace needs and the appropriate location for the telework.
Tax and Other Legal Implications
The employee must determine any tax or legal implications under IRS, state and local government laws, and/or restrictions of working out of a home- based office. Responsibility for fulfilling all obligations in this area rests solely with the employee.

If the employee and supervisor agree, and the human resource department concurs, a draft telecommuting agreement will be prepared and signed by all parties, and a three-month trial period will commence.

Evaluation of telecommuter performance during the trial period will include regular interaction by phone and e-mail between the employee and the supervisor , and weekly face-to-face meetings to discuss work progress and problems. At the end of the trial period, the employee and supervisor will each complete an evaluation of the arrangement and make recommendations for continuance or modifications. Evaluation of telecommuter performance beyond the trial period will be consistent with that received by employees working at the office in both content and frequency but will focus on work output and completion of objectives rather than on time- based performance.

An appropriate level of communication between the telecommuter and supervisor will be agreed to as part of the discussion process and will be more formal during the trial period. After conclusion of the trial period, the supervisor and telecommuter will communicate at a level consistent with employees working at the office or in a manner and frequency that is appropriate for the job and the individuals involved.

3.33.03 Equipment

On a case-by-case basis, Flint Hills Technical College will determine, with information supplied by the employee and the supervisor, the appropriate equipment needs
(including hardware, software, phone and data lines, and other office equipment) for each telecommuting arrangement. The Human Resource and Information Systems departments will serve as resources in this matter.
Equipment supplied by the organization will be maintained by the organization. Equipment supplied by the employee, if deemed appropriate by the organization, will be maintained by the employee. Flint Hills Technical College accepts no responsibility for damage or repairs to employee-owned equipment. Flint Hills Technical College reserves the right to make determinations as to appropriate equipment, subject to change at any time.

Equipment supplied by the organization is to be used for business purposes only. The telecommuter must sign an inventory of all Flint Hills Technical College property received and agree to take appropriate action to protect the items from damage or theft. Upon termination of employment, all company property will be returned to the company, unless other arrangements have been made.

The employee will establish an appropriate work environment within their home for work purposes. Flint Hills Technical College will not be responsible for costs associated with the setup of the employee's home office, such as remodeling, furniture, or lighting, nor for repairs or modifications to the home office space.

3.33.04 Security

Consistent with the organization's expectations of information security for employees working at the office, telecommuting employees will be expected to ensure the protection of proprietary company and student information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment.
Reference Policy 3.26.

3.33.05 Safety

Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. Injuries sustained by the employee in a home office location and in conjunction with his or her regular work duties are normally covered by the company's workers' compensation policy. Telecommuting employees are responsible for notifying the employer of such injuries as soon as practicable. The employee is liable for any injuries sustained by visitors to his or her home worksite.

Telecommuting is not designed to be a replacement for appropriate childcare. Although an individual employee's schedule may be modified to accommodate childcare needs, the focus of the arrangement must remain on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members prior to entering a trial period.

3.33.06 Time Worked

Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to accurately record all hours worked using
Flint Hills Technical College's time-keeping system. Hours worked in excess of those scheduled per day and per workweek require the advance approval of the telecommuter's supervisor.

3.33.07 Ad Hoc Arrangements

Temporary telecommuting arrangements may be approved for circumstances such as inclement weather, special projects, or business travel. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.

Other informal, short-term arrangements may be made for employees on family or medical leave to the extent practical for the employee and the organization, and with the consent of the employee's health care provider, if appropriate.

All informal telecommuting arrangements are made on a case-by-case basis, focusing first on the business needs of the organization. Failure to comply with any requirement may result in the immediate termination of the telecommuting agreement.

GRIEVANCE

Grievance shall mean any alleged violation of the terms and conditions of an employee’s contract. Grievant shall mean an employee of Flint Hills Technical College having a grievance. Words denoting gender shall include both masculine and feminine, and words denoting number shall include both singular and plural. Faculty shall use the Grievance Report Form found in the master agreement. Staff shall use the Grievance Report Form found in the staff handbook. In this grievance procedure, a day shall be defined as a weekday.

PERSONNEL RECORDS

Personnel files required by the College shall be confidential and in the custody of the President/CEO’s designated staff. Employees have the right to inspect their files upon proper notice under the supervision of the President/CEO’s designated staff. The Human Resources Office of the College maintains personnel files for all FHTC employees. These confidential records contain information regarding the employee’s personal history, previous experience, and complete employment history at the College. Employees may provide a written release allowing representatives to review their files on their behalf. Employees, with proper identification, may request to inspect their personnel records.

A request by a third party for release of any personnel record shall be made in writing and submitted to the appropriate record custodian who shall administer the request as required by law.

As appropriate, all personnel files and evaluation documents, including those stored by electronic means, shall be adequately secured.

PERSONNEL RECORDS PROCEDURE

3.38.01 Employee Access

Once a year, a current employee may, in the presence of either a representative of the Office of Human Resources or a supervisor review personnel files. Requests to review personnel records must be made in advance and review will occur during regular business hours at a mutually agreeable time. Inspections are done at a mutually agreed upon time given the following conditions:

1. a reasonable amount of time will be given for the inspection;
2. a representative of Human Resources will be present;
3. records will not be altered or removed from the file;
4. records will not be rearranged within the file;
5. Human Resources reserves the right to limit access if requests become excessive; and
6. Human Resources reserves the right to request that appointments to review files be made a reasonable amount of time in advance.

The following types of documents or copies thereof are accessible for review: original hire or appointment letters and related forms and application documents, special action forms or records (such as transfer or promotion records), performance-related documents (including probationary reviews, annual reviews, performance action or improvement plans, counseling notes, warnings, and disciplinary documents), payroll and salary information, letters/notes of commendation, attendance records, and other action forms.

The following types of documents will not be made available for review and are not accessible to employees: supervisor’s personal notes, documents protected by attorney-client privilege, documents being developed for use in conjunction with civil, criminal, or grievance processes or procedures, records relating to the investigation of a possible criminal offense, medical records, draft documents, and, for faculty or academic appointments only, letters, notes, or memoranda of external references secured from persons who are not current employees and who do not receive an honorarium or fee for submitting the reference in conjunction with initial appointment, reappointment, promotion, or the award of tenure.

If employees believe there is incorrect or incomplete information in the file a statement of disagreement or rebuttal will be placed in the file upon request. If employees wish to bring their records up to date, they should submit a written request to change, amend, or delete information to their supervisor, with a copy to Human Resources.

3.38.02 Supervisor Access

Supervisors, in the presence of a representative from the Office of Human Resources, may review their staff members’ personnel records which are housed in Human Resources. Appointments should be arranged in advance during regular business hours at a mutually agreeable time. Unless otherwise authorized, review by supervisors is also subject to the above-stated limitations on the types of personnel records that will not be made available for review. Hiring supervisors may also access and review a current employee’s file who is a final internal candidate for a new position.

3.38.03 External Access

In response to external phone inquiries concerning personnel file information, only information about an employee regarding name, title, employment date, and status will be released. If a form letter is received from a company with the employee’s signed authorization to release personal information, the requested information will be released. If an employee’s signature is not on the reference request form or employment verification form, the information will not be released.

3.38.04 Fees for Copy of Records

The following fees are charged to provide records:

$0.50 per Copied and/or digitally scanned page of records
$1.00 per Fax paged of records
Time and effort based on the Employee’s Hourly Rate for staff involved if a request is in excess of a single personnel file
Associated Legal Counsel costs as applicable

3.38.05 Kansas Regulations

K.S.A 45-215 Kansas Open Records Act: Public employers only. Public records must be open for inspection. However, personnel records, performance ratings, or individually identifiable records about employees or applicants are exempted from the open records requirement. The names, positions, salaries, and lengths of service of employees, however, are subject to disclosure.

SALARY DEDUCTIONS

Salary deductions shall be made if required or permitted by law, permitted by Board policy or are agreed to in the negotiated agreement.

FACULTY/STAFF TAKING CLASSES FROM FHTC

Flint Hills Technical College (FHTC) employees in current, permanent positions, with at least 180 days of continuous service, and adjunct instructors, who are currently instructing courses for credit, and who have been instructing a minimum of 12 credit hours per Academic Year for a minimum of two years, are also eligible to have the cost of tuition waived for their dependents. Dependents are defined as the employee’s spouse and or dependent children, as defined by IRS guidelines.

Employees enrolling in courses for credit will receive credit for the course(s) for which tuition was waived. Employees may also enroll in non-credit continuing education courses without paying tuition.

Employees must pay for all applicable books, materials, program fees, college fees, and online fees for credit-bearing and non-credit-bearing courses.

The following criteria must be met in order for an employee to enroll in either a credit or non-credit-bearing class:

1. Must be approved by their respective administrator (president or vice president) and the Director of Human Resources or designee before the course begins by completing the FHTC Request for Tuition Waiver form.
2. Cannot be the person to make the minimum number of enrollments necessary for the course to be offered.
3. Courses can only be taken during non-work time, unless otherwise approved by their respective administrator (president or vice president) before the course begins.
4. No more than six credit hours per semester/trimester or summer session per employee.
5. No more than a total of 18 credit hours per academic year.
6. A cumulative GPA of 2.0 must be maintained in courses for which the tuition was waived to continue future eligibility for the benefit.

Employees will not be enrolled in a course if they fill a course to its maximum enrollment and other paying students are waiting to enroll in the course.

DEPENDENT TUITION WAIVER

Dependents of Flint Hills Technical College (FHTC) employees in current, permanent positions, with at least 180 days of continuous service, and adjunct instructors, who are currently instructing courses for credit, and who have been instructing a minimum of 12 credit hours per Academic Year for a minimum of two years, are also eligible to have the cost of tuition waived for their dependents. Dependents are defined as the employee’s spouse and or dependent children, as defined by IRS guidelines.

Dependents enrolling in courses for credit will receive credit for the course(s) for which tuition was waived. Dependents may also enroll in non-credit continuing education courses without paying tuition.

Employees must pay for all applicable books, materials, program fees, college fees and on-line fees for credit-bearing and non-credit bearing courses

The following criteria must be met in order for an employee’s dependent(s) to enroll in either a credit or non-credit bearing class:

1. Must be approved by the Director of Human Resources or designee before the course begins by completing the FHTC Dependent Tuition Waiver Request form.
2. Cannot be the person to make the minimum number of enrollments necessary for the course to be offered.
3. No more than six credit hours per semester/trimester or summer session per dependent.
4. No more than a total of 18 credit hours per academic year.
5. A cumulative GPA of 2.0 must be maintained in courses for which the tuition was waived to continue future eligibility for the benefit.

Dependents will not be enrolled in a course if they fill a course to its maximum enrollment and other paying students are waiting to enroll in the course.

VOTING TIME (K.S.A. 25-4-418)

Employees who are eligible to vote in national, state or local elections are encouraged to exercise their voting privileges. An employee's work schedule normally permits adequate time to exercise voting privileges either before or after normal working hours. However, in the exceptional case in which voting cannot be accomplished in off-duty hours, the College shall grant an employee time off with pay, not to exceed two consecutive hours, to vote on election day. This provision does not apply to primary elections.

NEPOTISM

No employees shall advocate or cause the employment, appointment, promotion, transfer, or advancement to any office or position of the College, of a member of such employee's household or family member.

No College employee shall participate in direct supervision in action relating to the employment or discipline of a member of the employee's household or family member.

Family member means (a) spouse, parent, child, or sibling; (b) sibling as denoted by the prefix half; (c) parent, child, or sibling as denoted by the prefix step; (d) foster child; (e) uncle, aunt, nephew, or niece; (f) any parent or child of a preceding or subsequent generation as denoted by the prefix of grand or great; or (g) parent, child, or sibling related by marriage as denoted by the suffix of in-law.

Household member means a person having legal residence in, or living in, the employee's place of residence.

SOFTWARE COPYRIGHT LAWS

College employees are required to comply with all copyright laws and College policies and procedures governing the use of software products. Unauthorized copying, use or disposal of software shall be considered as a violation of College policy. Procedures to manage the use of the College's software resources shall be maintained by the technical support office.

COPYRIGHTS AND PATENTS

Purpose

Flint Hills Technical College is dedicated to encouraging innovation, creativity, and effectiveness in serving students and community. This policy is intended to protect the interest of a staff member whose originality may yield monetary rewards while at the same time protecting the interests of the College and the community it represents.

Definition of Terms

As used in this policy, the following terms have the meaning indicated:

1. "Inventions" means all devices, discoveries, processes, methods, uses, products or combinations, whether or not patented or patentable at any time under the Federal Patent Act as now existing or hereafter amended or supplemented.
2. "Written materials" means all instructional, literary, art, dramatic, and musical materials or works and all other materials, published or unpublished, whether or not copyrighted or copyrightable.
3. "Recorded materials" means all sound, visual, audiovisual, films or tapes, videotapes, computer programs, kinescopes or other recordings or transcriptions, published or unpublished, whether or not copyrighted or copyrightable.
4. "Materials" means written materials and recorded materials.
5. "College personnel" means part-time and full-time employees, all other agents of the College.
6. "College support" means but is not limited to release time, grant money, equipment, material or financial assistance, or that which is developed as part of the employee's course of duties. The significance of College assistance will be determined by a Copyright and Patent Committee, subject to review by the College President/CEO and the Board.
7. "Classroom(s)" means all physical spaces and environments under the jurisdiction of the College that are assigned, scheduled, or otherwise designated as instructionally related facilities of the College".
8. "Commissioned" means authorized in writing to perform a specific assignment and relieved of normal duties and responsibilities during the time specified in the commission as defined in these policies and implementing procedures.

COPYRIGHTS AND PATENTS PROCEDURE

Inquiry to the Business Office

To ascertain whether any inventions or materials College personnel are planning to prepare, are preparing, or have prepared, will be considered College supported, as set forth in this policy, College personnel shall initiate an inquiry to the College business office (which shall have the responsibilities as described in implementing procedures) to which inquiry the committee will respond.

Ownership and Equity

The following shall be used as a guideline in determining the ownership, use, and distribution of proceeds from inventions and materials as defined in Section 2 above.

1. The College intends to protect the interest of College personnel in relation to original ideas and work which may have monetary value as well as public interest to assure that public funds and property are not used for personal gain.
2. The College recognizes that ownership and proceeds resulting from materials and inventions when not commissioned by the College, and the preparation of which were not supported or assisted in any material way by the College, belong to those who created such materials and inventions.
3. The College further recognizes that materials and inventions may be produced by College personnel under College support as part of the employee's course of duties, release time, grant money, equipment, or other material or financial assistance.
4. The legal title to all materials and inventions as defined in Section 2 above shall be held by the College when developed through College support or when commissioned, provided, however, materials and inventions produced under grants from the federal government or other agency, public or private, shall be subject to the conditions of the contract or grant with respect to ownership, distribution and use, and other residual rights, including net proceeds; and provided further, ownership to written materials generated as a result of individual initiative, and not as a specific College assignment, and where only incidental use of College facilities or resources are employed, should normally reside with the author.
5. Where feasible, formal statutory copyrights shall be obtained for materials in the name of the College. In the case of patents all applications shall be accompanied by a appropriate assignments to assure ownership in the College.
6. Unless otherwise negotiated, net proceeds resulting from inventions and materials shall, as between the College and the College personnel involved, be divided as follows:
7. 25% of all net proceeds from the sale or licensing of College-supported written materials will go to the College, and 75% will be retained by the originating College personnel.
8. 75% of all net proceeds resulting from the sale or licensing of recorded materials and inventions will go to the College and 25% will be retained by the originating College personnel.
9. The net proceeds derived from inventions and materials shall mean the gross receipts there from (including, but not limited to, rents, royalties, dividends, earnings, gains, and sale proceeds), less all costs, expenses, and losses paid or incurred by the College in connection therewith (including, but not limited to, all direct costs and expenses, indirect costs and expenses, as allocated and determined by College, and the costs and expenses of obtaining and securing patents or copyrights, and all attorneys' fees).
10. When the College commissions the development work, the College shall have all rights to the proceeds in inventions and materials.
11. Variances to the policy as herein stated may be granted pursuant to the implementing procedures.

Inventions and Materials Developed by Consulting Work

Inventions and materials made or developed solely in the course of consulting work performed by College personnel for outside organizations, for which written approval of the President/CEO of the college or his/her designee has been obtained, shall not be considered as having been College supported or College commissioned; and all rights to such inventions and materials, other than those involving the substantial use of College funds or facilities, shall remain with the individual unless otherwise provided in the President/CEO's approval.

College Use of Income from Copyright and Invention Proceeds

The College share of income derived from proceeds in any materials and inventions will be used at the discretion of the Board.

Releases

College personnel shall be responsible for obtaining appropriate written releases from individuals identifiable in, or in some manner requested to participate in the creation of College-supported materials. Written statements shall also be obtained from appropriate College personnel indicating that to the best of his/her knowledge, any of the materials developed do not infringe on existing copyrights, or other legal rights.

Transfer of Rights

The College may at its discretion assign, transfer, lease or sell all or part of its legal rights in inventions and materials.

Amending Policy

This policy may be amended or rescinded in whole or in part at any time by the Board, provided, however, that such change will not affect vested rights.

Copyrights and Patents Committee

The Copyrights and Patent Committee shall be composed of not less than three (3) persons appointed by the President/CEO of the College as he/she shall from time to time determine necessary.

Qualified Educational Expense

Flint Hills Technical College will provide financial support to employees required to obtain an educational certificate or degree as part of their job responsibilities. This policy is intended to help ensure employees have the necessary qualifications and skills while maintaining fair and consistent practices regarding reimbursement and work obligations.
This policy applies to all employees who are administratively required by Flint Hills Technical College to pursue and obtain a specific educational certificate or degree that is necessary for their current role or within the organization.

Qualified Education Expense Procedures
3.47.01 Eligibility
Employees eligible for educational expenses under this policy must:

1. Be employed in a role that requires them to attain a degree or certification as part of their specific job description requirements and/or required by accreditors or other regulatory agencies.
2. Be formally enrolled in an accredited institution offering the required educational program.
3. Must demonstrate and maintain satisfactory performance in their current role to be or continue to be eligible for the educational work agreement.

3.47.02 Educational Requirements

The employee’s supervisor, in consultation with the Human Resources department, will determine if a particular educational certificate or degree is necessary for the employee’s position. The required program should align with the employee’s current duties within Flint Hills Technical College.

3.47.03 Covered Educational Expenses

Flint Hills Technical College will cover or reimburse the following educational expenses for eligible employees:

1. Tuition Fees: Coverage/reimbursement for the cost of courses required for the employee’s degree/certificate.
2. Books and Course Materials: Coverage/reimbursement for textbooks and other necessary course materials (subject to approval).
3. Registration Fees: Fees related to enrolling in the educational program.
4. Examination Fees: Fees for exams related to the certification or degree (if applicable).
5. Expenses not covered under this policy include, but are not limited to, travel costs, living expenses, and personal items.

3.47.04 Coverage or Reimbursement Procedure

1. Pre-Approval Process: Employees must obtain prior approval from their supervisor and the Office of Human Resources by submitting an Education Expense Agreement form before enrolling in any educational program for coverage or reimbursement to apply.
2. Documentation: Employees must submit proof of payment (receipts, invoices) for all educational expenses. For tuition and course fees, official documentation from the institution is required.
3. Degree completion:
4. Employees must complete the education work agreement on or before the last day of the fifth (5) year after the first course of the degree has begun.
5. A minimum of 12 credit hours will be completed during each Academic Year (Fall/Spring/Summer).
6. Courses can only be taken during non-work time, unless otherwise approved by the Human Resources Department prior to the begin date of the course.

3.47.05 Employee Work Obligation

1. Employees who end employment with Flint Hills Technical College prior to completing the Degree must pay the entire amount of the educational expenses provided to them.
2. Employees receiving educational expense compensation or reimbursement must remain employed with Flint Hills Technical College for a minimum of five (5) years after completing their degree.
3. If the employee leaves the college or is terminated for cause before fulfilling the work obligation, the employee agrees to reimburse Flint Hills Technical College for the total amount of educational expenses incurred during the period.
4. Full Repayment: Required if the employee leaves before completing the education work agreement terms.
5. Pro-rated Repayment: prorated amount will be based on the total amount of educational expenses provided divided by the percentage of time left in years that the employee did not continue working. For example, if the employee received a total of $10,000 for an education degree and worked only one (1) year after completion of the course/degree, the employee will refund 80% of the $10,000. That being $8,000.
6. Repayment will be due in full immediately upon resignation or termination
7. If any action, such as collection of tuition and/or fees owed, is brought to enforce any provision of this Agreement by Flint Hills Technical College, the employee agrees to pay all costs associated with the action as well as any costs of litigation, including all reasonable attorney fees.

3.47.06 Employee Responsibilities

1. Academic Performance: The employee is expected to maintain satisfactory academic performance. A cumulative GPA of 2.0 must be maintained to continue future eligibility for the benefit.
2. Any courses that must be retaken shall be at the expense of the employee.
3. Documentation: Employees must provide unofficial transcripts at the end of each semester. Employees must provide proof of successful completion of the educational program, including final grades and certification or degree upon graduation.
4. Notifying their supervisor and HR of any changes in their enrollment status or academic performance.
5. Complying with the terms of this policy and any other applicable company policies.

3.47.7 Employer Responsibilities
Flint Hills Technical College will:

1. Provide financial assistance for eligible educational expenses, subject to the terms outlined in this policy.
2. Ensure that employees are supported with the necessary administrative resources to enroll in and complete the required educational programs.

3.47.11 Exceptions
Any exceptions to this policy must be approved in writing by both the employee’s supervisor and the Office of Human Resources.

HEALTH & SAFETY
The health and safety of all Employees, students, and visitors shall be a principal consideration in the planning and conduct of Flint
Hills Technical College. Reasonable protections for human health and the environment, mitigating risks of illness or injury, preventing and responding to environmental hazards, preserving college resources and assets, minimizing property losses or damage, and helping to support compliance with federal, state, and local regulatory requirements shall be developed by the President/CEO or designee(s).

HEALTH & SAFETY PROCEDURE
4.00.01 Individual Responsibility for Health & Safety
All members of the FHTC community have a responsibility to help maintain healthy and safe learning and working environments. Each individual is expected to comply with established health and safety regulations, policies, programs, and procedures; perform work in a safe and sensible manner and to act to ensure the health and safety of self, workers, students, and all others

4.00.02 Employee Training on Health & Safety Procedures
Supervisory personnel are responsible for On-the-Job Training to ensure Employees are performing required tasks in a safe and efficient manner. All employees complete Blood Borne Pathogen training, and Title IX training annually. Other trainings may be provided/required as needed.

4.00.03 Reporting Incidents & Emergencies
Criminal conduct or an emergency situation should be immediately reported by either the victim(s), witness(es), or faculty or staff who become aware of the situation.
NON-EMERGENCY
Call 620.343.4600 then press “2” to speak with FHTC Student Services office staff
If possible contact Exec. V.P. of Academic Affairs/Student Services or Dean of Enrollment
Other Campus Security Authorities
President/CEO
Vice President of Administrative Services
Newman Memorial Hospital
Emporia Police Department (Emporia Campus Locations)
Lyon County Sheriff’s Department (Emporia Campus Locations)
Garnett Police Department (Garnett Campus Location)
La Harpe Police Department (La Harpe Campus Location)
If mental health services are needed Call Crosswinds or 988
After initial notification/incident, Complete “Incident Report Form” located under my.fhtc.edu Forms Tab
EMERGENCY
Call 911- Provide as much detail/ information as possible to dispatcher

If needed, activate nearest panic button
If possible notify Students services office at 620.343.4600 then press “2”
If possible contact the Exec. V.P. of Academic Affairs/Student Services or Dean of Enrollment
After initial notification/incident, complete “Incident Report Form” located under my.fhtc.edu Forms Tab

4.00.04 Campus Security Reporting
Flint Hills Technical College works in conjunction with the Emporia, Garnett and La Harpe law enforcement agencies on an annual basis to gather calendar year statistical information regarding crime on campus, at branch campuses, in or on a non-campus building or property involving FHTC students or staff during FHTC related activities or events. Data is compiled during January of each year and the Campus Security Report is updated and distributed to all current students and employees by October 1 of each year and again each spring semester in adherence with the Clery Act. The Campus Security Report is created on an annual basis and made available to all prospective students, current students, college staff and the community. The data for the report is kept in the Office of the Executive Vice President of Student Services and Academic Affairs, FHTC’s Campus Security Report can be viewed under college information on the main website, www.fhtc.edu.

References: Clery Act: https://studentaid.gov/data-center/school/clery-act-reports

CRISIS & EMERGENCY MANAGEMENT
Flint Hills Technical College takes an all-hazard, whole-community approach to emergency and crisis management. This comprehensive approach incorporates prevention/mitigation, preparation, response, and recovery from emergencies and crises. Procedure and protocol guidelines can be found in the FHTC Crisis Management and Communication Plan and developed Emergency Protocols.

FHTC’s priorities in any Emergency or Crisis are to: ● preserve life and avoid injury; ● preserve the College’s brand, assets and operations; ● return to business as usual as soon as practical; ● minimize impact on the local community and environment; and
● support, where possible, local community emergency response

CRISIS & EMERGENCY MANAGEMENT PROCEDURE

4.01.01 Crisis Management & Communication Plan
The President/CEO or designees shall develop a crisis management plan to be followed by all staff. All administration, faculty, and staff are responsible for reviewing and understanding the instructions provided in this plan. This responsibility includes being able to quickly reference guidance for immediate action procedures and knowing the designated safe areas for evacuation and shelter.
The FHTC Crisis Management Plan (CMP) has been designed as a multi-layered approach that will allow the College to alert, assess, direct, respond, communicate, and recover from any crisis situation. The purpose of a CMP is to provide guidance to decision makers in situations that the institution must prevent or reduce loss of any kind. The primary concern in managing a crisis is centered on the health and safety of faculty, staff, students and the community. However, the plan must also help guide for the continuity of services and the recovery process beyond the crisis. The plan should be regularly reviewed and updated by institutional leadership.

This plan is accessible in the P Drive>General Office> Crisis-Emergency Management

4.01.02 Emergency Procedures

EVACUATION PROCEDURES
When there is an emergency, getting out of buildings can pose special challenges. Preparing in advance is essential to the safety of students, employees, and community members. To aid in this process, FHTC has posted Emergency Maps with evacuation routes in all classrooms and hallways.
EVACUATION CAUSES can include, but are not limited to: Fire threat; Bomb threat; Interior chemical contamination; Armed intruder/active shooter; Natural Gas leak (DO NOT PULL FIRE ALARM); Riot threat; Building structural failure threat

LOCKDOWN PROCEDURES
Lockdown procedures may be used to protect all campus occupants from an implied or verified threat to the campus community. It is important to remain calm and follow instructions provided through emergency communications systems.

LOCKDOWN CAUSES can include, but are not limited to: Severe weather; Civil disturbance; Exterior hazardous material spill; Riot or hostage situation; Armed intruder and/or active shooter; Direct threats to campus buildings, students, or employees through any type of communication; potential threats identified within close proximity of campus buildings; Escaped criminal or active criminal chase/pursuit
There are three levels of lockdown- Messaging will indicate level needed during emergency
YELLOW: Secured Entrance Lockdown
Only impacts the designated building(s) on campus identified in alert. All entry/exit points will be secured. May only enter/exit the building through designated doors. May be subjected to screening of ID, Bags, Clothing, and/or person.
ORANGE: Lock-Out Lockdown
Only impacts the designated building(s) on campus identified in alert. All entry/exit points are secured. No one may ENTER the building until lockdown is lifted. Employees, students, and community patrons inside the building at time of lockdown, may only exit at designated doors.
RED: Full Scale Lockdown
Only impacts the designated building(s) on campus identified in the alert. All entrances/exits are fully secured. NO employees, students, or community partners may enter the building. Employees, students, or community partners inside should not exit the building. Employees, students, or community partners may need to seek safe shelter inside for extended period of time. Internal classroom/office doors are recommended to be secured. Recommend moving away from interior/exterior windows. In some situations, may need to turn off lights and remain silent.

POWER/ UTILITY FAILURE
In the event of an unexpected loss or interruption of utility services, FHTC may need to adjust schedules and services. In the event of an emergency failure of any of these systems, follow instructions to ensure the safety of all students, employees, and community members.
POWER/ UTILITY failures could include, but are not limited to, the following examples: Electricity/ Power systems; Water/
Sewer systems; Gas systems; Internet, telephone, or cable services

MEDICAL EMERGENCY
Medical emergencies may occur at any time without warning within any area of FHTC campus locations. Emergency first aid kits and AEDs are noted on Emergency Maps located in classrooms and hallways of all FHTC locations.
MEDICAL EMERGENCIES can include, but are not limited to: Injuries caused by equipment
Seizures; Asthma, Anaphylactic Shock, or other breathing issues; Fainting; Diabetic emergencies (confusion, drowsiness, agitation common symptoms); Heart attack or failure

CRIME IN PROGRESS
If you are a victim or witness a crime taking place, report the incident right away. DO NOT get involved with trying to prevent the crime unless it is self-defense. Gather as much information as possible about the criminal/crime. Details such as: height, weight, sex, race, age, clothing colors/type, vehicles make/model, license plates, etc. are extremely helpful to first responders.
CRIME can include, but is not limited to: Property Crime: Destruction of property; Vandalism; Theft of property; Arson
Violent Crime: Physical assault, violence, and/or Domestic violence; Robbery; Drugs or Alcohol abuse creating unsafe learning environment; Weapons; Hate crimes; Stalking

SEVERE WEATHER
Whenever possible weather-related closings or impacts to the FHTC schedule will be communicated out as early as possible through RAVE, ALERTUS, Website, Facebook, Twitter, and designated local news stations. However, in the event of an unexpected severe weather situation, FHTC leadership will monitor local county Emergency Management Agencies and the National Weather Service for updates and recommendations.
SEVERE WEATHER could include, but is not limited to: Tornadoes; Thunderstorms and Lightning; Excessive Straight-line
Winds; Earthquakes

HAZARDOUS MATERIALS SPILL
Hazardous materials are utilized in a variety of areas across FHTC campuses. Additionally, the location of some FHTC campuses are near to major shipping routes like highways and railroads. It is important to follow all safety protocols when handling, transporting, or utilizing hazardous materials. In the event of a spill, proper procedures must be followed to prevent injury and illness.
HAZARDOUS MATERIALS may include: Explosive compounds; Combustible substances; Poisons; Radioactive materials

SUSPICIOUS PERSON
FHTC depends on community members to notify campus leadership or local authorities when they notice suspicious people, activity, or out of place items. If you see something that does not seem right, it is important to say something to FHTC employee or leader.
SUSPICIOUS BEHAVIORS may include: Going from door to door; office to office; Loitering in a hallway or common areas; Asking for unknown people or departments; Offerings items for sale/ asking for money; Entering private offices or restricted areas unescorted; Leaving a package that is unmarked, or out of place; Disruptive behavior/psychological crisis; An individual threatening harm to themselves or others; Verbal or written actions that impair effective workplace or classroom activities; Behavior that threatens, intimidates, or demeans; Any behavior that makes an individual feel in fear of their safety

Full Emergency Protocols based on these procedures are available for review: P Drive>General Office> Crisis-Emergency Management

4.01.03 Reporting Incidents & Emergencies Procedures
Criminal conduct or an emergency situation should be immediately reported by either the victim(s), witness(es), or faculty or staff who become aware of the situation.
NON-EMERGENCY
Call 620.343.4600 then Press ”2” to speak with FHTC Student Services office staff
If possible contact Exec. V.P. of Academic Affairs/Student Services or Dean of Enrollment
Other Campus Security Authorities
President/CEO
Vice President of Administrative Services
Newman Memorial Hospital
Emporia Police Department (Emporia Campus Locations)
Lyon County Sheriff’s Department (Emporia Campus Locations)
Garnett Police Department (Garnett Campus Location)
La Harpe Police Department (La Harpe Campus Location)
If mental health services are needed Call Crosswinds or 988
After initial notification/incident, Complete “Incident Report Form” located under my.fhtc.edu Forms Tab
EMERGENCY

Call 911- Provide as much detail/ information as possible to dispatcher
If needed, activate nearest panic button
If possible notify Students services office at 620.343.4600 then Press “2”
If possible contact the Exec. V.P. of Academic Affairs/Student Services or Dean of Enrollment
After initial notification/incident, complete “Incident Report Form” located under my.fhtc.edu Forms Tab

4.01.04 Emergency or Crisis Notification Procedures
Most major emergencies or dangerous situations will be reported to the appropriate and/or immediately available Executive
Administrative Representative who will investigate and confirm the emergency. Activation of all or part of the overall warning notification system and Crisis Management Plan will be decided on by the appropriate and/or immediately available Executive
Administrative Representative. Each incident will be evaluated based on incident specifics and life safety factors; a decision to make a timely warning/emergency notification will then be made.

However, any employee may direct activation if immediate life safety issues exist. This can be done through the use of panic buttons, fire alarms, and Alertus equipment.

Note that initial notifications will normally use a pre-formatted message that provides very basic information that is designed to immediately notify FHTC faculty, staff and students. More detailed information will be included in subsequent notifications. Executive
Administration representatives will decide the best channel for communicating to college stakeholders. These could include, but are not limited to, Face to Face meetings
Direct Phone or Text contact
Internal Email Systems
Rave or Alertus Systems
Digital Signage
Media Release (Print, Radio, or TV)
Social Media Sites (Facebook, Instagram, LinkedIn, or similar)
Website Banners or similar messaging

References: Flint Hills Technical College Crisis and Communication Plan, updated 1/2023
Emergency Protocols Guidelines, updated 9/2023

CAMPUS SAFETY

The President/CEO shall develop procedures for the selection of crisis team members assigned the responsibility of protecting the institution’s property and ensuring the safety of personnel on the campus. Crisis team members will generally provide the following services: courtesy first aid service while waiting for an ambulance; escort service when an individual feels endangered in any way; service for minor vehicle problems on campus (e.g., opening locked doors, jump- starting vehicles); and delivery of emergency messages.

EMERGENCY CLOSURE

As a general practice the College makes every effort to maintain normal operations. However, under certain emergency circumstances, the college may need to cancel on-campus classes, suspend some or all administrative and academic functions, and/or transition to remote operations. Additionally, some courses, programs, and student learning experiences are conducted in buildings owned and operated by a third party which may determine an emergency closure that must be followed. A closure of the College in whole or in part may be prompted by inclement weather, a utilities failure, or other emergency situation that place members of the College community at significant risk. The College takes all of these factors into account before announcing any Emergency Closure notification.

EMERGENCY CLOSURE PROCEDURE

4.03.01 General Guidelines:

1. The College will close when normal operations would pose a danger to students, staff, faculty, and other members of the College community.

In the case of predicted inclement weather, the College will make every effort to make a closure determination by 6:00 AM for morning and/or afternoon courses and 2:00 PM for evening courses. In addition to normal campus announcements and emergency notification systems, it will also be announced on local radio and television stations.
In the case of unpredicted inclement weather or other emergency situations, the College may need to make a closure determination in a very brief amount of time. The decision will be made following established
Crisis Management Plan and Emergency Protocols. Announcements regarding unpredicted emergency closure will utilize internal emergency notification systems. Notification of local radio and television stations will be determined by the Crisis Management Communication Team. No other employee, student, or other
College representative is authorized to speak to the media on behalf of the College.

1. In the absence of a communicated decision to close, the College will remain open and all activities will continue as planned.

Faculty have the discretion to transition courses to remote learning or cancel courses if they determine that it is in the best interest or safety of themselves or students if the College does not close.
It is the responsibility of the faculty to notify the Division chair, Student Success Office, and students of the transition to remote learning or cancellation.
In most cases of cancellation, class time does not need to be made up unless exceeding more than 30% of the scheduled course time. Specialized courses may require that students make up lost time. This will be determined by lead program faculty based on accreditor or state agency guidelines.

1. In some cases, the College facilities may require closure, but some or the majority of operations can continue remotely or move to another campus location. The College Leadership Team will determine if the transition to remote or alternative operations is expected.

Transition to a remote or alternate site because of targeted closure will be determined by College leadership in conjunction with Information Technology Support staff, Division Chairs, and/or Supervisors to determine viability.
College leadership, faculty, and staff will need to coordinate with Information Technology Support staff to meet technology equipment needs.

1. The College may close all campus locations, individual buildings, or certain areas of operations. In each instance, the announcement will include these details.
2. The College may close for the morning, afternoon, evening, or for the entire day. In each instance, the announcement will include these details and the estimated duration of closure whenever possible.

4.03.02 Responsibilities and Accountabilities:

1. The decision to close the College or any College location will be made by the College President and/or the designated Crisis Management Team in accordance with Crisis Management Plan protocols. Any emergency restriction, regulations, procedures, or other measures deemed necessary or appropriate may be put into effect immediately to maintain the safety of the College community.
2. College programs, courses, internships, or other off-campus activities being conducted at a location that is owned and operated by a third party (i.e. High School building, hospitals, clinics, etc.) will follow the decisions made by that entity.
3. The Director of Marketing or designated Crisis Communication Team member will be responsible for communicating all College closures according to established procedures.
4. Program Directors or supervising faculty will be responsible for communicating closures at locations operated by a third party. This could include but is not limited to, dual credit courses, internships, clinicals, College activities, or similar.

4.03.03 Personal Safety & Essential Services:

1. At all times, individuals should assess their own personal safety in deciding whether or not to come to work, class, or attend an off-site activity/training experience. Individual decisions may impact pay, leave time, or attendance requirements.
2. Even when there are College closures, those services delineated as 'Essential Servies' by emergency protocols may be required. The College President or designated Crisis Management Team will determine the level of services needed in each situation.
3. The College President or designated supervisor will be responsible for communicating with those employees who will need to provide determined essential services during closures.

4.03.04 Remuneration:

1. Remote/Alternative Site Transition: All employees will receive regular pay for hours worked and are not eligible for any additional pay or comp time.

Employees not able to work remotely or at an alternative site will work with a direct supervisor to determine if (a) vacation, chargeable, or personal time must be taken (b) can be flexed within the same week, (c) apply comp time or (d) leave without pay (non-exempt employees only)

1. Emergency Closure of Campus (Determined by the College President or Crisis Management Team): Benefits Eligible Employees who are unable to perform job duties or directed not to work will be granted administrative leave and continue to receive regular pay (limited to 5 days per FSLA). Pay is based on a normal daily work schedule and regular FTE.

Non-Benefit Eligible Employees will not be paid during closures.

Student Workers/Interns who do not work during closure will not be paid, nor will any hours be logged as completed.
Essential Services Employees required to work in order to perform a determined Essential Service, will be awarded comp time at time and a half.
Employees on scheduled pre-planned leave or who are not scheduled to work are not entitled to any extra time off or pay.

1. Localized/Targeted Clossure (Determined by the College President or Crisis Management Team: Employees at other campus locations will be expected to work and perform job duties as normal.

Every effort will be made for impacted employees to transition to alternative sites or remote work whenever possible.
For Benefit Eligible Employees impacted by targeted closure who cannot work remotely or at an alternative site, will be granted administrative leave and continue to receive regular pay. Pay is based on a normal daily work schedule and regular FTE.
Non-Benefit Eligible Employees will not be paid for hours they do not work.
Student Workers/Interns who do not work will not be paid, nor will any hours be logged as completed.
Employees on scheduled pre-planned leave or who are not scheduled to work are not entitled to any extra time off or pay.

1. Third-Party Operated Location Closure: Benefits Eligible Employees who are unable to perform job duties or directed not to work will be granted administrative leave and continue to receive regular pay (limited to 5 Days per FSLA, at the discretion of the institution). Pay is based on a normal daily work schedule and regular FTE.

Non-Benefit Eligible Employees will not be paid during closures.
Student Workers/Interns who do not work during the closure will not be paid, nor will any hours be logged as completed.
Employees on scheduled pre-planned leave or who are not scheduled to work are not entitled to any extra time off or pay.

1. College Does Not Close - Faculty/Staff Selected Absence: Benefits Eligible Employees will work with a direct supervisor to determine if (a) vacation, chargeable, or personal time must be taken (b) can be flexed within the same week, (c) apply comp time, or (d) leave without pay (non-exempt employees only).

Non-Benefit Eligible Employees will not be paid for hours they do not work.
Student Workers/Interns who do not work during the closure will not be paid, nor will any hours be logged as completed.

4.03.05 Reference Connected Policies
The following policies are connected or impacted by changes to the Emergency Closure Policy:

1. Policy 3.33 Telecommuting/Work from Home
2. Policy 6.12 Inclement Weather
3. Policy 6.18 Absences and Tardies

ACCIDENTS AND MEDICAL INCIDENTS

The President/CEO and/or designee shall establish procedures for care and handling of accidents, injuries and medical incidents at, related to, or a part of College activities.

DRUG-FREE WORKPLACE ACT

According to the requirements of the federal Drug-Free Workplace Act of 1988: It is the policy of the College that the unlawful manufacture, distribution, dispensing, possession or use of controlled substances is prohibited in buildings, facilities, or grounds controlled by the College (hereafter referred to as workplace). Any employee of the College, including faculty, other unclassified staff, classified staff, and student employees, found to be illegally manufacturing, distributing, dispensing, possessing or using controlled substances at the workplace of the College regardless of the site of the workplace, shall be subject to disciplinary action in accordance with applicable policies of the State of Kansas, the Board of Regents, and the College. The illegal manufacture, distribution, dispensing, possession or use of controlled substances may also subject individuals to criminal prosecution.

As a condition of employment, all employees of the College shall abide by the terms of this policy statement and will notify the College of any criminal drug statute conviction for a violation occurring in the workplace no later than 5 days after such conviction. The College will, in turn, notify, as appropriate, the applicable federal agency of the conviction within 10 days of its receipt of notification of the conviction. For purposes of this policy, conviction means a finding of guilt
(including a plea of nolo contendere) or imposition of sentence, or both, by any judicial body charged with the responsibility to determine violations of the federal or state criminal drug statutes.

The term-controlled substances as used in this policy means those substances included in Schedules I through V of section 202 of the Controlled Substances Act and as further defined by regulation 21 CFR 1300.11 through 1300.15 (a listing of controlled substances is maintained in Human Resources). The term does not include the use of a controlled substance pursuant to a valid prescription or other uses authorized by law.

Legal References

• 21 CFR 1300.11 through 1300.15
• Schedules I through V of section 202 of the Controlled Substances Act

DRUG AND ALCOHOL TESTING PROGRAM FOR SAFETY-SENSITIVE EMPLOYEES

This policy shall apply to all employees who are performing safety-sensitive jobs for the College which require a commercial driver’s license (CDL) as defined by the Omnibus Transportation Act of 1991. A Board-approved plan stating compliance requirements is on file with the clerk. Copies of the plan shall be given to each appropriate employee in a safety-sensitive position as defined by Board policy.

The use, possession, sale or distribution of illegal drugs or drug paraphernalia, or the improper or abusive use of legal drugs, alcohol, or other intoxicating substances while on College property or other work locations and/or during work hours is strictly prohibited.

The above provision is applicable to all College employees who perform safety-sensitive work. The College will utilize all reasonable measures to maintain a drug-free workplace for its employees, students, and the general public. Cooperation and compliance with the College Drug and Alcohol Testing Policy (as with all other College policies and procedures) is a condition of continued employment for all employees involved in safety-sensitive positions.

The College Drug and Alcohol Testing Policy is in compliance with the Federal Drug-Free Workplace Act of 1988, Federal
Highway Administration (FHA) Part 382. All collection and testing procedures will specifically follow the regulations set forth in 49CFR Part 40 for drugs and alcohol.

For the purpose of assuring compliance with the above, both employees and applicants for safety-sensitive positions will be subject to drug and alcohol screening.

COMMUNICABLE DISEASES

The president/CEO or designee shall develop procedures on communicable diseases from employees and students for the safety and protection of the College students, faculty, staff, and visitors.

COMMUNICABLE DISEASES PROCEDURE

PROCEDURE: Face Mask Procedure

FHTC requires face masks in the event of a respiratory pandemic or epidemic as identified by Lyon County Public Health, Kansas Department of Health and Environment and/or the Center for Disease Control and Prevention.

Employees, students, and visitors must wear face masks over their mouths and noses in all indoor spaces on college property unless alone in their own private offices or workspaces.

Employees, students, and visitors who do not comply with this procedure will be asked to leave campus until properly masked. Those who continue to violate the procedure may be subject to further disciplinary action including suspension, expulsion, or termination.

Required masking is contingent on the transmission status as defined by the Center for Disease Control and Prevention.
Masks will be required when the transmission status is substantial or high. The requirement will be reviewed weekly and rescinded when Lyon County is no longer in substantial or high transmission status according to the Center for Disease
Control and Prevention.

Legal References

• Center for Disease Control and Prevention

CELL PHONE USAGE FOR VEHICLES/EQUIPMENT

Employees are responsible for operating College-owned vehicles and potentially hazardous equipment in a safe and prudent manner, and therefore, employees should refrain from using cellular phones while operating such vehicles and equipment or while operating non-College vehicles or equipment.

CARRY CONCEALED HANDGUNS (CCH) AND OPEN CARRY HANDGUNS

Flint Hills Technical College (FHTC) seeks to maintain a safe and secure environment in which to conduct educational, research and training activities.

Carry Concealed Handgun (CCH) is a handgun that a person who is not prohibited from possessing a firearm, under either federal or state law, may carry in a concealed fashion, except where as prohibited in certain locations as detailed in state law (KSA 75-7c10) and by any applicable federal law. CCH laws refer to firearms defined as handguns, (NOT Rifles or SBR’s) that meet the states requirements (Pistols and/or revolvers).

The display or “open carry” of any handgun is strictly prohibited by college policy with the exception of in defense on one’s self or an immediate third person as stated above. Display is defined as the intentional showing, presenting, exhibiting and/or drawing of a handgun from a position of concealment on one’s person. Other than for authorized security and/or law enforcement, no handguns or firearms shall be openly carried on any college property or at college events.

On July 1st, 2017, CCH will become legal on Flint Hills Technical College property, in accordance with State and Federal
Laws.

CCH individuals who carry a handgun on campus must carry it on or about their person at all times or secure their handgun in a locked, privately-owned or leased motor vehicle. A CCH individual may not carry a partially or wholly visible handgun on campus premises or on any college driveway, street, sidewalk or walkway, parking lot, or other parking area.

CCH individuals who carry a handgun on campus must carry it in a holster that completely covers the trigger and the entire trigger guard area. The holster must have sufficient tension on the handgun to retain it in the holster.

Any person may be held responsible to disciplinary action including but not limited to dismissal from the college and/or criminal prosecution for:

1. Intentionally displaying a concealed handgun without cause or reason
2. Possession of a handgun under the influence of alcohol or mind altering drugs
3. Leaving or storing, intentionally or unintentionally, a firearm in a location not authorized by this policy
4. Accidental or unintentional discharge of a firearm on college property
5. Threatening or verbalizing, even in jest, to shoot another person with a concealed handgun (other than in self- defense)

Flint Hills Technical College will not maintain a list of concealed carry license holders. This information is not a matter of public record. Flint Hills Technical College employees may not, under any circumstances, require students or other employees to disclose their concealed carry license status.

Students and guests are also prohibited from storing a firearm on college property other than in a secured compartment in their vehicle. Persons who chose to store their weapons in their vehicles are encouraged to do so in a concealed manner in compliance with local, State and Federal laws, preferably in a locked compartment inside their vehicle. It is also advisable not to disclose the presence of said weapon to anyone other than authorities if asked.

Anyone, whether authorized by statute or not, CCH on property under FHTC control assumes all legal responsibility for any consequences arising therefrom, and agrees to hold FHTC and USD 253, their boards, administrators, instructors, employees and agents harmless for any claims, including but not limited to the cost of defense, any damages assessed, and further agrees to subrogate FHTC and USD 253 for all expenses or costs incurred as a result of their CCH.

Any person(s) found to violate this policy may have their firearm seized and secured by college security and /or law enforcement and will be subject to all appropriate penalties under college policy and applicable local and state laws.
Severity of offense dictates severity of penalty, including, but not limited to suspension/expulsion, termination of employment, immediate removal from premises/pressing charges for criminal trespass, or referral to law enforcement.

Flint Hills Technical College reserves the right to change, modify or adapt this policy at any time for the safety of its students and staff.

FIRE WATCH

A fire watch shall be established in a building when the fire alarm and/or sprinkler system is temporarily shut down more than 4 hours for reasons including maintenance, periodic inspection, renovation, or demolition work. A fire watch shall be established in a building where the impairment of the building’s exiting system is not significant enough to warrant evacuation and shutdown of the building. The areas affected by the outage or malfunction will be covered until the system has been repaired, tested, and placed back into service. A fire watch allows buildings to be temporarily occupied when the above-mentioned systems are out of service.

Fire watch service is a group of qualified people who patrol the affected areas of the building. They function as the fire alarm system to report fires or similar emergencies to the State Fire Marshall or the City Fire Department and to initiate evacuation of a building if a fire or emergency occurs. Fire watch personnel must be trained in the procedure for Reporting Fire Emergencies, conducting building evacuations, practicing fire prevention techniques, and using portable fire extinguishers.

FIRE WATCH PROCEDURE

1. A fire watch is required only when buildings are occupied. The decision to implement a fire watch will be determined by FHTC Administration.
2. A fire watch is required only during normal business hours. Outside of normal business hours, the need for a fire watch will be determined by FHTC Administration.
3. A fire watch will be manned by trained staff.
4. A written Fire Watch Log must be kept and include the date, time, name of the people conducting the fire watch, and the status of the alarm. The log must be sent to Kansas State Fire Marshal at the watch termination.
5. A thorough inspection of all public areas, mechanical/electrical room, storage/closet areas, kitchen and other high- risk places must be conducted every 45 minutes in the affected areas of the building.
6. A fire watch will be conducted until the fire alarm and/or sprinkler systems have been repaired, tested, and placed back into service, or the exits are fully operational.
7. Notify the appropriate off campus agencies such as the Fire Department and the State Fire Marshal Office of a malfunction or planned outage of a building fire alarm and/or sprinkler.
8. Notify the appropriate off campus agencies when the inoperative building alarm and/or sprinkler system has been repaired, tested and placed back in service.
9. Notify FHTC Administration and any other appropriate departments when a fire watch has been terminated.
10. Review and file the fire watch written log.
11. Notify FHTC Administration at least 72 hours before a fire alarm and/or sprinkler system is taken out of service and a fire watch procedure is implemented.
12. Make the necessary arrangements with the construction company to provide a fire watch after FHTC

Administration approves the shut-down.

1. Immediately notify FHTC Administration of any problem concerning the implementation of a fire watch.
2. Immediately notify FHTC Administration upon the termination of a fire watch. Furnish the written log of a fire watch to the Kansas State Fire Marshal and FHTC Administration.
3. Immediately notify FHTC Administration when a signal is not received from the building fire alarm panel.
4. Immediately inform FHTC Administration if a fire alarm system is impaired.
5. Regularly patrol the building being protected by fire watch until the system is restored. Immediately notify the local fire department of any reports of smoke or flames in the building protected by a fire watch.
6. Notify when a fire alarm and/or sprinkler system is inoperative or impaired due to maintenance.
7. Participate in the implementation of a fire watch.
8. Responsible for the proper operation of all fire alarm systems in campus buildings. Furnish the written log of a fire watch to the State Fire Marshal.

Work Alone Policy

Flint Hills Technical College is committed to ensuring that all reasonable and practical measures are taken to eliminate or minimize injury risks associated with the nature of the work performed when working alone. It is the duty of direct supervisors to ensure that employees do no work alone in hazardous situations, and/or to adequately monitor their safety when hazards are present.

Work Alone Procedure

Jobs typically requiring special measures of protection and therefore not suitable for working alone may include, but are not limited to: Entering areas such as tanks, manholes, or pits for cleaning or servicing in any way.
Digging trenches or wells deeper than 5 feet.
Working on ladders or scaffolds in situations where materials are being hauled up and down, or where powered equipment is used.
Working with high-energy materials, high pressures, or exposed energized electrical systems.
Working with quick-acting, highly toxic materials.
Experimental research or laboratory procedures where previous experience has shown the assistance to be necessary or desirable for safety.
Machines and power tools that may cause critical injury (e.g. automotive lift, machine tooling equipment, electric drill)
Transferring flammable liquids, except in very small quantities.
In jobs similar to those listed above, partnering with other workers is recommended. In some work situations the risk may not demand a second person be present, but some supervision is still desirable, such as telephone checks at planned intervals (if the worker’s situation makes this practical).

DEFINITIONS
Working Alone for the purposes of this policy means a student or employee working in isolation and in any of the following situations: working with an immediately hazardous material, equipment or in an area that, if safety procedures fail, could reasonably result in incapacitation and serious life-threatening injury for which immediate first aid assistance is not available, especially when this work occurs outside of normal operating hours of the institution.

Immediately Hazardous Environment describes any material, activity or circumstance that could cause instantaneous incapacitation rendering an individual unable to seek assistance. Examples include but are not limited to: potential exposure to poisonous chemicals and gases at a level approaching the IDLH (Immediately
Dangerous to Life & Health); work with pyrophoric and explosive chemicals; work with pressurized chemical systems; entering confined spaces; work near high voltage equipment; work with power equipment that could pinch or grab body parts and/or clothing; etc.

All personnel are responsible for notifying the Direct Supervisors of the intent to or need for Working Alone.
Direct Supervisors are responsible for identifying the risks and conditions that may place a student/or employee in an Immediately Hazardous Environment. The Direct Supervisor is responsible to see that personnel are properly trained, proper procedures are in place, and that proper personal protective equipment is readily available and use is mandatory.

If the task/area is deemed an Immediately Hazardous Environment, the Direct Supervisor must either:

1. Assign a second person for the duration of the immediately hazardous task or for work in immediately hazardous locations (confined spaces, elevated work area, etc.); or
2. Reschedule the work to a time when others are available to help monitor the welfare of the assigned student or employee.

All personnel are responsible for notifying the Direct Supervisors of situations that present the possibility of a student or employee Working Alone in an immediately hazardous environment.

Personnel assigned to keep watch must provide Direct Observation at all times while students or employees are in an Immediately Hazardous Environment to prevent a Working Alone situation.

Students and employees are directly responsible for adhering to all safety procedures, wearing appropriate personal protective equipment and to be current in training requirements. Students or employees shall not Work Alone in an area or on tasks that have been recognized as an Immediately Hazardous Environment.

CHILDREN ON CAMPUS

FHTC is committed to creating a welcoming environment for all, including children brought onto campus for any number of reasons including but not limited to, campus tours, planned explorative programming, educational events, and receiving certain program-offered services. While on any Flint Hills Technical College (FHTC) campus, minor children under the age of 16 and not enrolled in a program of study must be directly supervised at all times by a responsible party, while following all specified procedures. FHTC also recognizes the importance of work/life balances and understands that unexpected challenges can occur unexpectedly for both students and employees which may require children on campus for a brief amount of time. In general, the workplace and the classroom are typically not appropriate places for non-student, minor children to be present on a frequent or continuing basis.

CHILDREN ON CAMPUS PROCEDURE

4.12.01 Children of Employees in the Workplace

In the event of an emergency, and if there are no other alternatives, employees may have children present in the workplace for brief periods of time provided the responsible party obtains the immediate supervisor’s prior approval. Such arrangements are only to be temporary in nature and may be granted only in circumstances where the employee and supervisor satisfactorily addressed the factors set forth below:

1. When authorized, the employee must provide line-of-sight supervision of the child(ren) at all times and should not leave such child(ren) in the custody of another employee or student, even for brief periods of time.
2. The responsible party is willing to accept full responsibility for the child’s safety and for any damage to property or injury to persons that is caused by the child’s presence.
3. The child’s presence in the office or work area does not create a potential danger to the child, students, or other employees.
4. The child’s presence in the office does not disrupt or have the potential to disrupt the environment and/or create an atmosphere that is not conducive to the achievement of the specific goals and objectives of the department.
5. Such other factors the supervisor deems appropriate
6. The college retains the right to revoke visitation permission at any time. Brief visits, e.g., an employee brings his/her child, grandchild or other minor relative in to introduce that child to co-workers, are allowed provided the employee supervises the child(ren) at all times during the visit.

4.12.02 Children of Students in the Classroom

In the event of an emergency, and if there are no other alternatives, students may have children present in the classroom for brief periods of time provided the responsible party obtains the prior approval from instructors. Such arrangements are only to be temporary in nature and may be granted only in circumstances where the student and professor have considered and satisfactorily addressed the factors set forth below:

1. When authorized, the student must provide line-of-sight supervision of the child(ren) at all times and should not leave such child(ren) in the custody of an employee or other student, even for brief periods of time.
2. The responsible party is willing to accept full responsibility for the child’s safety and for any damage to property or injury to persons that is caused by the child’s presence.
3. The child’s presence in the classroom does not create a potential danger to the child, other students, or employees.
4. The child’s presence in the classroom does not disrupt or have the potential to disrupt the classroom environment and/or creates an atmosphere that is not conducive to the achievement of the specific goals and objectives of the classroom.
5. Such other factors the instructor deems appropriate
6. The college retains the right to revoke visitation permission at any time.

4.12.03 Children in Programmatic Lab Spaces

The invitation of children may be permitted with the following precautions and limitations, which are intended to protect health and safety, maintain productivity and comply with regulations:

1. Children are allowed in programmatic lab spaces when a pre-approved specific faculty planned educational activity, explorative program, or service is being offered.
2. Children are allowed to be included for pre-approved tours of programmatic lab spaces under the supervision and guidance of a designated FHTC staff or faculty member.
3. All safety precautions, including applicable Personal Protective Equipment (PPE) availability, are followed in the designated lab areas.
4. Children are not left unattended at any time while in an FHTC lab spaces.
5. When applicable, required liability forms have been filed as required by FHTC.

4.12.02 Children in Common Areas of the College

For common spaces at the college, e.g. student lounge areas, library, or computer labs, children may be permitted with the following precautions and limitations:

1. The responsible party, employee/student, must provide line-of-sight supervision of the child(ren) at all times and should not leave such child(ren) in the custody of another employee or student, even for brief periods of time.
2. The responsible party is willing to accept full responsibility for the child’s safety and for any damage to property or injury to persons that is caused by the child’s presence.
3. The child’s presence does not create a potential danger to the child, other students, or employees.
4. The child’s presence does not disrupt or have the potential to disrupt other employees or students also utilizing or working in the area.
5. The college retains the right to ask the employee/student to remove the child at any time if the above expectations are not met.

ANIMALS ON CAMPUS

To maintain a safe and secure learning and working environment, the presence of animals in Flint Hills Technical College campus buildings is restricted. Animals allowed on campus may not be allowed in academic spaces for security and safety considerations. This includes service animals as defined by the Americans with Disabilities Act (ADA), and animals involved in approved instructional programs or campus activities. Only animals that are approved by college administration under current procedural guidelines are permitted in classrooms or labs which are not considered general public areas.
All animals on campus must comply with health, safety, and behavioral standards as outlined in institutional procedures.
Emotional support animals and pets are not permitted on campus unless explicitly authorized by the administration and in accordance with established policy.
This policy is in place to protect the well-being of students, employees, and visitors, and to ensure minimal disruption to academic and professional operations

ANIMALS ON CAMPUS PROCEDURE

4.13.01 ADA Service Animals

Under the Americans with Disabilities Act (ADA), a service animal is a dog (or in some cases, a miniature horse) individually trained to perform tasks directly related to a person’s disability.
Emotional support animals and pets are not considered service animals under this definition.
NOTIFICATION: Individuals are encouraged, though not required, to notify the ADA Coordinator or Human
Resources (for employees) if they intend to bring a service animal to general public areas of campus.
LIMITATIONS: Classrooms and specialized lab areas are not considered general public areas of the institution.
For service animals to be allowed into these areas advanced notification must be provided.
ACCOMMODATIONS: Notification allows the college to ensure appropriate accommodations and preparedness while respecting the individual’s rights. Many areas of the college have machinery and industrial tools that could present hazards.

Expectations of all Service Animal Handlers while within FHTC Campus facilities: The handler must maintain control of the service animal at all times, using a harness, leash, or tether unless such devices interfere with the animal’s tasks or the person’s disability.
The service animal must be housebroken and in good health.
Owners are highly encouraged to utilize specially marked service animal collars or vest while the animal is on campus.
Handlers are responsible for the care, supervision, and cleanup of their animals. This includes liability for costs related to damages that might be caused by their animal.
Disruptive or aggressive behavior may result in the animal being removed from campus.

The college may restrict or deny a service animal’s access if: The animal is out of control and the handler does not take effective action.
The animal is not housebroken.
The presence of the animal fundamentally alters the nature of a program or poses a legitimate safety risk.

Any conflicts involving service animals, such as allergies or fears, should be addressed by the ADA Coordinator or Human
Resources. Staff and faculty must not ask about the nature of a person’s disability but may ask only:

1. Is the dog/horse a service animal required because of a disability?
2. What work or task has the dog/horse been trained to perform?

4.13.02 Educational Use Animals
This section addresses the use of animals in instructional laboratories and sponsored campus events, demonstrations, or other special circumstances.
All use of animals for laboratory instruction, demonstrations, or campus events must be pre-approved in writing by the appropriate Dean, Department Chair, or designated administrator.
External organizations participating in animal-related demonstrations must provide proof of liability insurance and relevant animal handling certifications where applicable.

Any laboratory animal must be used for instructional purposes that are essential to course outcomes and included in the official course plan or syllabus. Animals must be housed, transported, and handled according to relevant state and federal animal welfare guidelines. Faculty are responsible for: Ensuring humane treatment and care.
Providing appropriate safety training to students.
Using animals in a manner that minimizes risk of injury or allergic exposure.

Sponsored demonstrations and events involving animals (e.g. petting zoos, K-9 Demonstrations, therapy animal visits) must be coordinated through/by the Student Success Center or specific campus activity coordinator.
Animals must be under control and attended at all times by qualified handlers.
Designated containment or staging areas must be approved by Facilities or Campus Administration in advance.

For the health and safety of students and employees, event and instructional areas must be cleaned and sanitized following any activity involving animals. Participants should be informed of potential risks, including allergies or zoonotic diseases. The college reserves the right to cancel or halt any event or lab activity if animals are not safely managed or conditions are deemed unsafe.

4.13.03 Campus Security and K-9 Units
Law enforcement K-9 units may enter campus property under the authority of local, state, or federal law enforcement agencies. In the event of a security threat (e.g., bomb threat, active investigation), prior administrative approval is not required, but Campus Administration must be notified immediately (Reference Policy 6.31 Searches of College Property).
K-9 units will remain under the full control of certified law enforcement handlers at all times. Campus staff and students must not interfere with or approach the K-9 team during an operation. K-9 searches may include buildings, vehicles, or outdoor areas based on threat assessments and agency protocols.

Law enforcement agencies may request to conduct training exercises involving K-9s on campus. These events require prior approval and coordination with EVP of Student Services and Academic Affairs. Notifications to the college community will be issued in advance of any scheduled training.

4.13.04 Emotional Support Animals
Emotional Support Animals (ESAs) are animals that provide comfort or emotional support to individuals with a documented mental health disability. Unlike service animals, ESAs are not granted public access rights under the Americans with Disabilities Act (ADA) but may be permitted in certain circumstances. ESAs are only permitted on campus if approved by appropriate administration ahead of time.

Request and Approval Process: Requests for the presence of an ESA on campus must be submitted in writing to the Dean of Enrollment
(students) or the Human Resources Office (employees).
The request must include current documentation from a licensed mental health professional verifying the individual’s disability and the necessity of the ESA for the individual’s well-being.
Each request will be evaluated on a case-by-case basis through the college’s established accommodation process.
Approval is limited in scope and may apply only to specific areas (e.g., counseling spaces, or designated private offices). ESAs are not permitted in classrooms, labs, or common campus spaces unless expressly authorized.
Conditions and Responsibilities: The ESA must be well-behaved, housebroken, and under control at all times (leashed, crated, or otherwise restrained as appropriate).
The student or employee is fully responsible for the care, supervision, cleanup, and any damage caused by the ESA.
The presence of the ESA must not pose a direct threat to the health or safety of others or cause undue disruption to college operations.
ESAs must not interfere with the educational environment, access to facilities, or functioning of campus programs.
Limitations: The college reserves the right to place reasonable conditions or restrictions on ESA access depending on the location, nature of the activity, or the animal’s behavior.
Access may be revoked if the ESA becomes disruptive, aggressive, or is not properly maintained by the handler.
Review and Renewal: ESA accommodations are subject to periodic review and must be renewed at the beginning of each academic year or upon a significant change in the individual’s circumstances.
Failure to comply with these procedures may result in the denial or revocation of ESA access.

4.13.05 Appeals or Grievances
For Employees: Individuals may appeal service animal access decisions through the college’s established grievance procedures established by the Human Resources office (Policy 3.37 Grievance).

For Students: If a student’s request is denied, the student has the right to appeal. The student may appeal the decision in writing to the EVP of Student Services and Academic Affairs by completing the Appeal of Denial of Reasonable
Accommodation Request form. The form may be obtained from the college website, in the Student Services Office, mailed, or emailed.

Students are encouraged to discuss their concerns with the EVP of Student Services and Academic Affairs. An attempt will be made to resolve the issue/s causing concern by assisting the student in discussions with the faculty member, department, or program. Most situations are positively resolved through this process. If a satisfactory resolution is not reached, the student should notify the Office of the President where grievance procedures are filed for all students, including students with disabilities.

Additional information on current guidelines for Appeal Process/Grievance Procedure can be located in the current college catalog or on the college website www.fhtc.edu.

References: ADA Service Animals: https://www.ada.gov/resources/service-animals-2010-requirements/
FHTC Policy 6.35 Search of College Property
FHTC Policy 3.37 Grievance

Legal References

• ADA Service Animals

ACADEMIC FREEDOM

Flint Hills Technical College seeks to educate students in the democratic tradition, to foster recognition of individual freedom and social responsibility, to inspire meaningful awareness of and respect for the Constitution and the Bill of Rights, and to instill appreciation of the values of individual responsibility. It is recognized that these democratic values can best be transmitted in an atmosphere that is free from censorship and artificial restraints upon free inquiry and learning, and in which academic freedom for faculty and students is encouraged.

ACADEMIC FREEDOM PROCEDURE

PROCEDURE:

5.00.01 Definition of Academic Freedom

Academic freedom is the cornerstone of the process of education in which the free exchange of thoughts, ideas, and knowledge should be prized. Instructors and students should be able to pursue the process of learning without undue interference or restraint but adhere to the principles of standard professional ethics. Flint Hills Technical College affords the rights and protections of academic freedom to all instructors directly or indirectly employed by the institution to deliver curricular content to students. Note: For Academic Freedom as applied to students refer to Policy 7.01 Sexual Misconduct, Sexual Violence, Harassment, and Discrimination.

1. Instructors of Flint Hills Technical College are entitled to freedom in the classroom in discussing their area of professional expertise and knowledge. However, instructors should be careful not to introduce controversial matters which have no relation to the content area, subject matter, or curriculum of coursework in the subject of instruction.
2. Instructors are citizens and officers of an educational institution. When they communicate as a private individual they should be free from censorship or undue influence of the educational institution, but the position of an educator in any community imposes certain expectations. Therefore, instructors should at all times exercise appropriate restraint, respect for opinions of others, and make every effort to indicate that they are not speaking for the institution.

5.00.02 Violations of Academic Freedom

A faculty member (or former faculty member) who believes the rights afforded in this policy have been violated or threatened, shall provide a concise written statement to the Director of Human Resources that:

1. Provides specific date, time, and location the violation is believed to have occurred
2. Provides a detailed description of the violation, or perceived threat to academic freedom
3. Provides names of all parties directly or indirectly involved

The Director of Human Resources will follow institutional policy & procedures as outlined in Policy 3.09 “Suspension, Demotion, and Termination for Cause”.

Cross References

• 3.09 - Employees Suspension, Demotion and Termination for Cause
• 7.01 - Policies Against Sexual Misconduct, Sexual Violence, Harassment, and Discrimination

ADULT EDUCATION CENTER

The Adult Education Center, as a part of FHTC, shall adhere to policies and procedures for its operation in order to adhere to state and federal regulations, rules, and stipulations put forth in its grant and compliance with FHTC policy.

ALPHA-NUMERIC COURSE NAMING SYSTEM

At Flint Hills Technical College, the alphanumeric naming system for classes is to assist students in their academic planning. FHTC acknowledges that there are legacy courses with previously established course numbers. All courses created after the effective date of this policy change will be numbered in accordance with this policy by the Registrar:

Courses numbered 0-99 do not count towards the grade point average (GPA) or graduation at FHTC. Courses numbered 0-99 may be required prerequisites to courses numbered 100 – 200.

Courses numbered 100-199 are suggested as freshman and diploma-level courses.

Courses numbered 200–299 are suggested as sophomore or AAS level courses.

The alphabetic prefix for each course directly relates to the program of study.

ASSESSMENT OF STUDENT LEARNING

Flint Hills Technical College is committed to students at all levels of our institution. External and internal tools are utilized to determine the extent of student learning, workforce preparedness, and satisfaction related to all elements of the student experience. The goal of any well- designed institution-wide assessment process is to identify the elements of instruction, service, and student preparation that are consistently effective; as well as, identify those areas that over time indicate a need for attention or improvement. It is important to note that when best practices based on statistical evidence indicated by valid data is identified and shared institution-wide, all students and stakeholders benefit.
Flint Hills Technical College employs a variety of assessment tools to meet these goals and it is an ongoing, continuous process. Effective procedures shall be implemented:

1. That ensure the standard for each degree is maintained at the appropriate level
2. That student performance is measured equitably across programs and curriculum
3. That evaluation and assessment methods are valid and reliable
4. That data is regularly reviewed to capitalize on success and target areas for improvement
5. That are focused on the goals of Flint Hills Technical College and reasonably impact faculty and staff workloads

CATALOG COMPLIANCE

Students are subject to the program requirements listed in the catalog under which they entered provided they remain continuously enrolled through graduation. As curriculum changes, the affected program(s) of study is subject to change at the discretion of the college.

In the event that a student is not continuously enrolled the student will follow the catalog guidelines in effect when the student returns.

COURSE ENROLLMENT CAPACITY
Each course section may have a maximum capacity to ensure a safe and productive learning environment. Individual program faculty, in conjunction with the appropriate Division Chair, the Dean of Academic Affairs, the Dean of Health, and the Executive VP of Student Services and Academic Affairs will determine the capacity for each section.
Procedure
FHTC markets an average 14:1 student-to-instructor ratio and small class sizes to allow for more individualized instruction. To that end: Online Courses will have a maximum of 20 students per section. Exceptions require division chair and Dean of Academic
Affairs or Dean of Health approval.
Classroom Courses will have enrollment capped at the assigned classroom seating capacity set by Facilities Management.
Specialized Equipment Courses will have enrollment limited by the number of available workstations, lab stations, or equipment set by the Program Advisory Committee and Dean of Academic Affairs.
Clinical Courses will have the maximum enrollment determined by the outside accrediting body for the program.
The program division chair, Dean of Academic Affairs, or Dean of Health may approve requests for increased enrollment with justification.
Internship sections shall be capped at 7 students unless an external accrediting body mandates a lower student-to-faculty ratio.

CURRICULAR REQUIREMENTS

Each instructor shall meet the following requirements for course documents.

Credit - All courses offered for credit shall have a current syllabus containing standardized items as identified by Instructional Services
Committee, supporting documents and other instructional materials. Students will be provided a copy of the syllabus by the first day of class.

Non-credit – All non-credit courses will at a minimum provide students with a course outline.

CURRICULAR REVIEW AND DEVELOPMENT

Flint Hills Technical College engages in regular curricular review and development to maintain programs and courses that are current, rigorous, and aligned to the needs of students, business, industry, and accrediting/coordinating agencies. Curricular review occurs in regular intervals and may be initiated by faculty, advisory committees, program review findings, student feedback, or requirements of accreditors and coordinating bodies. Changes to curriculum are categorized as Routine, Significant, or Substantive with review and approval processes appropriate to the type of change. All curricular and program changes require use of the official "Proposed Curriculum Change" form and formal approval through established governance structures prior to implementation.

CURRICULAR CHANGE REVIEW PROCEDURE
5.07.01 Initiation of Change
Changes may be initiated by faculty, program advisory committees, student feedback, program review findings, or requirements of accreditors/coordinating bodies. Division Chairs and Deans must be consulted before proposals move forward.
5.07.02 Categories of Change and Definitions
Routine Changes – wording updates (course/program descriptions, outcomes, mission statements), changes in delivery mode.
Significant Changes – addition or deletion of courses, changes to credit hours, course type, course/program titles, degree plan order, prerequisites/co-requisites, or heavy revisions to descriptions/outcomes.
Substantive Changes – change of CIP code, major modifications, or expansions of program scope requiring external approval (TEA, KBOR, HLC, DOE, or accreditors).
In-Course Adjustments – updated instructional materials or teaching additional content beyond stated outcomes; no approval required.
5.07.03 Approval Process
Routine Changes (2–4 months): Dean of Academic Affairs/Health & Human Services, Director of Institutional Effectiveness, Dean of Enrollment Management, Leadership Team (notification), Board of Trustees (notification).
Significant Changes (4–6 months): Same as routine, plus Curriculum Subcommittee, Instructional Services Committee, Leadership
Team, and possible accreditor notification.
Substantive Changes (10–18 months): Same as significant, plus Board of Trustees (approval), Technical Education Authority, Kansas Board of Regents, Higher Learning Commission, and possible Department of Education/third-party accreditors.
5.07.04 Timelines for Submission and Implementation
Routine: Submitted by March 1- effective following Fall semester.
Significant: Submitted by October 15- effective following Fall semester.
Changes submitted after deadlines are delayed to the next available implementation cycle.
Extenuating circumstances may be approved only by the Executive Vice President of Student Services and Academic Affairs.
5.07.05 Course Numbering
P er Policy 5.02 Course numbers assigned per Dean of Enrollment Management guidelines: 000–099: Remedial or no-credit courses

100–199: First-year or certificate-level courses
200–299: Second-year or associate-level courses
5.07.06 New Program Development
New program proposals follow Policy 5.12 and require 18–24 months for development and approval through KBOR, HLC, and other regulatory bodies.
5.07.07 Documentation and Records
Advisory Committee approval must be formally documented and kept on file.
All changes require submission of the official “Proposed Curriculum Change” form (separate form for each course).
The Institutional Effectiveness Department will maintain records for accreditation and reporting purposes.
The Financial Aid Department will maintain records for the Department of Education
REFERENCES
P olicy 5.00 Academic Freedom
P olicy 5.02 Alpha-Numeric Course Naming System
P olicy 5.12 New Program Development
P olicy 5.17 Program Teachout
P olicy 5.20 Syllabus
P olicy 6.63 Credit Hour

GRADE APPEAL

If a student does not agree with a final grade and it cannot be resolved between the student and the instructor, a student has the right to appeal in writing within 21 calendar days of the date the grade was officially posted by the faculty. A written appeal is submitted to the appropriate Division Chairperson. If the student is not satisfied with the decision of the Division Chairperson, the student can appeal this decision, in writing, to the Vice President of Academic Affairs within 10 calendar days of receipt of the decision. The Vice President of Academic Affairs' decision is final in the appeal process.

COURSE GRADE CHANGE

Only the instructor of a course can initiate a grade change. The instructor must make this change with the Dean of Enrollment Management within one semester of the posting of the student’s final grade. Any deviation from this policy must be authorized by the Vice President of Instructional Services.

Removal of Incomplete Grade

Students enrolled in any course for credit may be assigned an incomplete grade (I). Within 30 calendar days of the ending date of the course, the instructor must submit the proper forms to the Registrar with a letter grade for the course based on the work completed. If no grade change is submitted, the grade of “F” will be entered automatically into the student’s transcript. Any deviation from this policy must be authorized by the Vice President of Instructional Services.

Successful Appeal of Grade

Once a student has successfully appealed a grade for any credit course, the instructor for the course must submit a Grade Change form to the Registrar within seven calendar days of the decision. Upon receipt, by the Registrar the original grade will be expunged from the student’s transcript.

GRADING

Grades are assigned by an instructor upon the completion of each course. Grade reports are prepared and issued to students after the grades are posted by the Dean of Enrollment Management's office.

Grades are assigned and the grade point average (GPA) is computed based on the following:

Letter GradeDefinitionGrade Points
AExcellent4
BAbove Average3
CAverage2
DBelow Average1
FFailing0
PPassN/A NPNo PassN/A WWithdrawalN/A IIncompleteN/A AUAuditN/A

LIBRARY

The Library and Academic Resource Center of Flint Hills Technical College will operate in accordance with established policies and procedures to fulfill its mission of connecting patrons with resources through equitable access and quality service, while upholding the principles of intellectual freedom as recognized by the American Library Association.
This will be achieved by upholding the Library Bill of Rights during the selection process, maintaining awareness of challenged materials and resources, and monitoring the usage of all materials. With these considerations, the collection will be evaluated and, when necessary, materials will be withdrawn every five years to preserve the integrity of the Library and Academic Resource Center as a learning hub.

Library Operation Procedure

5.11.01 Material Selection Policy

The Library and Academic Resource Center are committed to the principles supported by the American Library Association's Library Bill of
Right s in that it must provide materials: That will enrich the current curriculum of the programs, considering a variety of viewpoints and interests.
Will stimulate intellectual curiosity and growth
That supplies background information which will help the patron fully understand the content.
On opposing sides of controversial issues, so that students may develop critical reading and thinking
Anyone may recommend purchase of library materials. The Library and Academic Resource Center reserve the right to make all final decisions on purchases. Materials that meet the following criteria may be considered for inclusion in the collection: Importance of subject matter to the curriculum and its contribution to the breadth or depth of the collection
Accuracy of information
Cost of materials relative to the budget and other available material
Availability in alternate formats
Historical value
Physical space requirements

5.11.02 Challenged Materials & Resources

As part of our commitment to academic freedom, the Library and Academic Resource Center may acquire materials that some individuals or groups could consider controversial. These materials may include works containing profanity, differing viewpoints, writings by controversial authors, sexually explicit content, nonstandard English or dialects, or depictions of violence and criminal acts. Their inclusion in the collection does not indicate endorsement of the content. Rather, such materials are selected to support the curriculum, encourage critical thinking, and represent a broad range of perspectives. To meet the needs of diverse academic and technical programs and the varied backgrounds of our community, selection criteria must remain broad and adaptable. The Center fully supports the American Library Association’s Library Bill of
Rights, and the principles within that document are central to this policy.

NEW PROGRAM DEVELOPMENT

The development of new academic programs at Flint Hills Technical College shall be guided by regional labor market demand, institutional mission alignment, academic integrity, and external regulatory requirements. All new program proposals must undergo a formal approval process involving internal governance, state authorization through the Kansas Board of Regents (KBOR), and where applicable, accreditation by the Higher Learning Commission (HLC) and approval from the U.S. Department of Education.

NEW PROGRAM DEVELOPMENT

5.12.01 Initiation Criteria

The development of new academic programs is typically initiated in response to clear indicators of workforce demand and community need. Triggers for new program development may include findings from the Comprehensive Local Needs Assessment (CLNA), direct requests from the community or regional employers, and documented labor market data indicating high-demand, high-wage, or critical- need occupations. Additional catalysts may involve emerging industry trends, technological advancements, or state/federal workforce development priorities. Program initiation is primarily coordinated through the appropriate academic dean, who works collaboratively with advisory committees, industry partners, institutional researchers, and curriculum leadership to validate the need and begin the formal development process.

5.12.02 General Steps for New Program Development

1. Program Research and Justification Needs Assessment: Program originators conduct research on workforce demand using Kansas Department of Labor projections, CLNA data, and O*NET labor profiles.

Industry Engagement: Solicit input and letters of support from at least three regional employers.
Market Analysis: Confirm lack of oversaturation or duplication using KBOR K-TIP data and local competitor bench-marking.

1. Curriculum Development Program Outline: Develop program objectives, catalog descriptions, course sequences, and credit distribution by type (new, revised, existing).

Faculty Review: Engage qualified faculty for curriculum design and credential validation.
Program of Study: Create a degree plan with exit points for each credential level (SAPP, Cert A/B/C, AAS).

1. Institutional Internal Approvals All new programs must pass through the following internal governance bodies: Program Advisory Committee – Includes external industry partners.

Curriculum Sub-Committee
Instructional Services Committee
Dean Review – Includes financial, scheduling, and enrollment review.
Director of Institutional Effectiveness – Reviews assessment alignment and external reporting implications.
Leadership Team
Board of Trustees
Documented minutes and attendance for each body must be included in the application packet.

1. Budget and Funding CA-1a Form Completion: Outline all startup and sustainability costs for personnel, equipment, facilities, instructional materials, and technology.

Funding Sources: Identify grants (e.g., Perkins), donations, institutional allocations, and Kansas Promise eligibility (via CA- 1d).
High School/CTE Considerations: Include Excel in CTE fee documentation if the program targets high school students (CA- 1b).

1. KBOR Approval Process CA-1 Submission: Complete the New Program Request form with all required appendices.

Supporting Data: Attach Perkins CLNA data, labor projections, advisory board minutes, degree maps, and letters of support.
Optional Credential Requests: Include CA-1b, CA-1c, and CA-1d as applicable.
Submit packet to KBOR staff for review and TEA/Board approval.

1. Higher Learning Commission (HLC) Approval If the program represents a substantive change (e.g., new credential level, new location, distance modality, or major financial/faculty investment), complete the HLC Screening Form and submit through the Accreditation Liaison Officer.

CIP Code Analysis: Ensure program’s alignment with existing inventory.
Curricular Breakdown: Identify percent of new vs. existing coursework.
Modalities and Credential Level: Detail instructional delivery methods and total credit hours.

1. U.S. Department of Education (as applicable)

Notify/seek approval for Title IV eligibility or classification changes if required.
Coordinate with Financial Aid and Institutional Research to ensure compliance with reporting and IPEDS submission.

5.12.03 Program Implementation and Review
Once all approvals are secured: Launch marketing and admissions plans.
Begin offering courses as per approved semester map.
Include the new program in the institutional program review cycle for continuous improvement and reporting.

References
Kansas Board of Regents CA-1, CA-1a, CA-1b, CA-1c, CA-1d Forms
Kansas Department of Labor Occupational Outlook
HLC Substantive Change Guidelines
U.S. Department of Education Regulations on Title IV Programs
Institutional Program Review Cycle Guidelines

GRADUATION and COMMENCEMENT

For a student to be eligible to be designated a graduate and receive a degree from Flint Hills Technical College:

1. The student must complete completion all certificate or degree requirements and
2. The Student must complete an application for Graduation

For a student to participate in commencement ceremonies, all of the above requirements must be met and/or:

1. Summer graduation candidates must be within nine hours of program completion and enrolled in the courses necessary for completion; or
2. AAS candidates who have completed all of their technical education courses and are within one general education course of degree completion shall be [delete and] and pre-enrolled in the course needed to complete the degree.
3. Students must adhere to specified procedures related to commencement activities.

GRADUATION and COMMENCEMENT PROCEDURE

5.13.01 Ceremony Participation Requirements

● Graduates who apply after the deadline will be able to walk and have their name read at the ceremony. Late applicants may be subject to additional shipping fees for graduation apparel.

● Graduation fees cover the cost of the following items: gown, mortarboard (cap), AAS stole (if applicable) and tassel.

● All graduates will wear a black gown and mortarboard and tassel. Associate Degree students will wear a silver stole. Your tassel should be worn on the right side of your mortarboard until you are told to move it to the left by the designated administrative representative after all graduates have been recognized.

5.13.02 Academic regalia adornments guidelines

The traditional cap and gown regalia are worn at commencement ceremonies along with earned honor cords, stoles or additional academic regalia.

● Honor Cords are provided to graduates who have an overall 3.5 GPA or higher. GPA is calculated at the end of the fall semester.

● Military Cords are provided to graduates that have indicated their military affiliation according to their graduation application.

● First Generation cords are available in the Student Success Center for $10. All first-generation students will be recognized during the ceremony. The cord is not required.
● Additional items, such as stole of gratitude and cords, can be purchased through Herff Jones online ordering portal, but are not required.
Traditional tribal regalia and objects of cultural significance are also allowed to be worn. FHTC will follow the regulations described in the Kansas Legislative Statute 60-5321. https://www.kslegislature.org/li_2022/b2021_22/statute/060_000_0000_chapter/060_053_0000_article/060_053_0021_section/060_053_0021_k/

5.13.03 Cap Decoration Guidelines

Flint Hills Technical College supports the decoration of caps for the commencement ceremony. While the College recognizes that this is an important activity, students choosing to wear a decorated cap during the ceremony must follow guidelines below.

The guidelines will be enforced at the commencement ceremony, and the College reserves the right to request that graduates change inappropriate attire before they are allowed to participate in the ceremony. The College wants this experience for our graduates to be a positive and celebratory event of self-expression yet respectful of all.

Only the flat top area of the mortarboard may be decorated. Adornments must lay flat on the surface of the cap. Decorations cannot extend beyond the border of the cap or fall below the perimeter. Cap decorations that are motivated by animosity against a person or group because of race, color, religion, sexual orientation, gender, disability, national origin, or which infringe on the rights and freedoms of others will not be tolerated.

Decorations may not include the following*: ● Profanity
● Symbols for or references to alcohol or controlled substances
● Political statements, symbols, or political party references
● Bows, ribbon, or tulle that do not lay flat on the cap ● Three dimensional objects
● Light or strobe objects

*Note: This is not an exhaustive list and any adornment or message deemed inappropriate or determined to pose a safety risk or distraction will not be permitted. The graduate will be asked to purchase a new, undecorated cap if these guidelines are not followed. For questions concerning these guidelines, please email registrar@fhtc.edu

INTERNSHIPS

All programs offer an internship option for students. Internships may include clinical and cooperative education options. Each of these options are credit bearing and have requirements for documentation and may have prerequisites for enrollment. Application procedures must be followed.

LABORATORIES AND CLASSROOMS

Flint Hills Technical College is committed to providing up-to-date instructional facilities for both laboratory and classroom activities.
Laboratories will comply with all safety standards prescribed by local, state, and federal agencies. Each laboratory will designate requirements for the use of safety items such as safety glasses. Classrooms are designed and maintained to foster an environment conducive to learning.
Programs governed by outside accrediting bodies are responsible for complying with those standards.

PROGRAM REVIEW

Flint Hills Technical College will regularly review all academic programs in order to facilitate academic planning and improvement. This process should ensure that current student learning outcomes are reflective of current practice within the program of study. Outcomes should directly reflect the needs of students, related field of work, and community. Review procedures shall be developed and overseen by the Assessment
Committee and enacted by institutional administration. Regular review and reporting shall be provided to the Board of Trustees and other key stakeholders.

PROGRAM TEACHOUT

In the event a program is put on hold or deleted, FHTC will ensure student access to the courses required to complete the certificate or degree declared at the time of application. This may include courses delivered,

1. onsite
2. as independent study
3. online
4. through articulation with another institution offering a similar program.

REPEATING COURSES

Students can repeat courses, at their own expense, for the purpose of raising their grade-point average. If a student repeats a course for which they have already received a grade, the original grade for the course will remain on the student's transcript, with an "R" denoting the course was repeated. The grade received when the course is retaken will be the grade counted in the student's grade point average. The grade received when the course was originally taken will not be factored into the grade point average once the course has been repeated.

SCHOLASTIC HONESTY

It is the assumption that all students attending FHTC have learning as a primary objective. To that end, FHTC expects students to perform with integrity and in an ethical manner. Therefore, any form of scholastic dishonesty is considered in violation of the basic ethical premise and is counter to the educational goals of the student and the college. Any confirmed student dishonesty in coursework or examination will result in the student receiving no credit for the work or the examination and may result in an “F” grade, suspension, and/or dismissal from the course or College.

A violation includes, but is not limited to:

1. Cheating on examinations
2. Plagiarism which is defined as the use of another’s work in any form without proper documentation or citation
3. Giving unauthorized assistance to another during an examination
4. Falsifying academic records
5. Obtaining or attempting to obtain copies of tests or test questions.

SYLLABUS

A syllabus is a written agreement between instructors and learners that establishes institutional and program expectations for the course. A course syllabus is required for all associate degree and technical diploma level courses, this includes concurrent courses offered in partnership with area high schools. Syllabi are also highly recommended for certification, continuing education, customized training, or other similar courses. Syllabi shall include the required content identified in the procedures following this policy.
Faculty will: Submit to administration an electronic copy of the syllabus for each class they teach based on the current procedure outline following the policy.
Syllabi are due for institutional record no later than the end of the first week of each course.
Collected syllabi will be randomly audited at a minimum of once every three years for alignment to policy & procedures
Syllabi submissions will also be included as part of normal review processes for both the program and faculty.
Distribute individual syllabi to all students currently enrolled in a course either through the current Learning Management System
(LMS) or by supplying printed copies on the first meeting day of the course.
Administrative dissemination is restricted to: Distribution of individual syllabi to students who are past members of classes, or institutions of higher learning upon request of students who are past members of classes, for the purpose of aiding transfer; and Distribution of individual syllabi to regional or professional accrediting bodies for the purpose of institutional and/or program accreditation.

SYLLABUS - PROCEDURES

5.20.01 Syllabus Content

Syllabi are required to be formatted using the standardized template provided by the Institutional Effectiveness office. The following elements are required on all Flint Hills
Technical College Syllabi: 1.
Course Information: Including course number, course title, section designation, credits, beginning/end dates, day of the week/time, or online as appropriate. *One syllabus can be used for multiple sections if that is (a) specified in the syllabi listing out each course (b) expectations and course information are exactly the same.
2.
Instructor Contact Information and Office Hours.
3.
Prerequisites and Course Description: Must match the current catalog which can be found at https//my.fhtc.edu/ICS/Employees/Resources.jnz
4.
Textbook/Required Resources
5.
Course Learning Outcomes: Must match the current program profile document on file with the assessment office.
6.
Student Evaluation/Grading Procedures: Determined by faculty
7.
Attendance & Make-Up Policy 6.18 & 6.62: Must be specifically stated per institutional policy and can be stricter but cannot be less.
8.
Student Accommodations Statement Policy 6.08 & 6.29 Must match currently approved wording
9.
Scholastic Dishonesty Policy 5.19 Must match the current policy wording. Can add specific course considerations.
10.
Program Information: Standards & Measures (should include accreditation agencies, boards of review external from FHTC, or KBOR Systemwide Transfer), Mission
Statements (Institutional, Division, and Program), and Program Learning Outcomes (technical certificate & associates as appropriate)
11.
Assessment Policy 5.03: Must match current policy wording.
The following elements are Optional on all Flint Hills Technical College Syllabi: 1.
Special Notes: This can include a variety of information that is specific to a program, lab, or course experience.
2.
Course Content Outline
3.
Other applicable college information found in the Catalog https://my.fhtc.edu/ICS/Employees/Resources.jnz or college Policies: https//go.boarddocs.com/ks/fhtc/Board.nsf/Private#
4.
Additional Third-party accreditation standards
5.20.02 Syllabus Procedure: Institutional Submission and Storage
All full-time, part-time, adjunct, and concurrent instructors must upload an electronic copy of the syllabi provided to students no later than the first week of the course.
1.
Full-time and Part-Time Instructors will: Save an electronic copy of the syllabi in the P Drive
Division Folder>Program Folder>Syllabi>Current Academic Year

2.
Adjunct and concurrent (CEP/CTE) instructors will: Save a copy of the syllabi in the designated Google Shared Drive folder.
Location of courses (School) Folder>Instructor Name
If needed because of technical difficulties, Syllabi can be emailed to direct FHTC liaison.
Syllabi will be labeled with Course Number, Section, Semester, Instructor Last Name [example: CST 100 A-B FA20 Yabara]

TRANSFER OF GENERAL EDUCATION COURSES

General education courses taken at regionally accredited colleges, universities or other recognized institutions may be submitted to the FHTC
Dean of Enrollment Management for evaluation and possible acceptance. The Dean of Academic Affairs will make the final determination of transferability.

All accepted transfer credit hours and grades will be posted to the student’s FHTC transcript upon receipt and approval by the Dean of Academic Affairs. General education courses that are accepted for transfer will be used to calculate the student’s cumulative grade point average.

General education coursework must be at the 100 level or above for which the student received a grade of D or better or the equivalent of
1.0 on a 4.0 scale.

Students may apply to transfer up to nine (9) credits of general education through CLEP and/or ACES.

The Dean of Enrollment Management will consider up to six (6) credits of AP (Advanced Placement) courses to be applied toward the AAS.

All transfers of credit are subject to approval by the EVP of Student Services & Academic Affairs.

TRANSFER OF TECHNICAL COURSES

Technical education courses taken at another accredited post-secondary or higher education institutions may be submitted to the FHTC Dean of Enrollment Management for evaluation and possible acceptance. The program instructor and appropriate division chair will make the determination of transferability with final approval by the Vice President of Instructional Services.

A minimum of 15 credits or 25% of the technical credit requirements of a Technical Certificate or AAS degree (whichever is greater) must be earned at FHTC to be eligible for graduation.

All accepted transfer credit hours and grades will be posted to the student’s FHTC transcript upon receipt and will be used to calculate the student’s cumulative grade point average.

Technical education coursework eligible for transfer must have been completed within five (5) years prior to enrollment.

ADMISSIONS

Students applying to Flint Hills Technical College must complete an Application for Admission. To be eligible for entrance into a degree-seeking program, the student must have graduated from high school, received a General Education Development (GED) Diploma or actively working toward the completion of a high school diploma or GED. Students applying for short term or non-degree seeking courses may apply without the completion of a diploma or GED. In addition, high school juniors and seniors may concurrently enroll at Flint Hills Technical College.
Students are also responsible for meeting all financial obligations to the College, including tuition, fees, cost of books, tools, and other required costs. A student is considered officially admitted only after all requirements have been satisfied. Failure to do so will result in the denial of admissions.

ADMISSIONS PROCEDURE

Post-secondary applicants must submit all official educational records including a high school transcript or GED transcript, American College Testing (ACT) scores, and/or College transcripts. All transcripts are to be sent directly from the issuing institution to Flint Hills Technical College, c/o Dean of Enrollment Management. Grade Point Average (GPA) and previous college-level course work will be evaluated to determine if the student is qualified for entrance into courses and programs.

Admission to a program of study requires meeting the College’s admissions standards, which may include taking standardized assessments. Assessment tests are offered throughout the year. In place of the assessment test, students may submit their ACT scores and transcripts for review. Students who do not satisfy the assessment score requirements can retest up to three times within six months. Students unable to achieve the required score, may apply for an Admissions Appeal.

Some programs at Flint Hills Technical College may also require additional admission criteria as prerequisites to acceptance.
These program-specific requirements are determined at the Division level and will be communicated to students during the application process or upon request

ASSESSMENT

All applicants for admission to a program of study will be required to meet the College’s admissions standards, which may include taking standardized assessments.

ADMISSIONS ASSESSMENT PROCEDURE

6.01.01 Assessment Tests

1. Assessment tests will be scheduled throughout the year. Students who do not satisfy the assessment score requirements may apply for an Admissions Appeal.
2. Flint Hills Technical College utilizes the ACCUPLACER test as its standardized entrance exam. In lieu of the assessment test, students can submit their ACT scores or official transcripts for consideration.
3. At the discretion of the Dean of Enrollment Management, students taking credit-bearing courses who do not plan to pursue a technical certificate or Associate of Applied Science degree may be required to fulfill the admission assessment standards.

6.01.02 Assessment Tests Waived

1. A student with an Associate degree or higher or who has completed English Composition I and College Algebra will not be required to take the assessment test. In order to waive the assessment test requirement, an official transcript from the degree-granting institution must be on file with the Registrar’s Office. Students in the Division of Health and Human Services will still be required to meet the minimum requirements associated with those majors.
2. General education coursework must be at the 100 level or above for which the student received a grade of C or better or the equivalent of 2.0 on 4.0 scale.

HOMESCHOOLING
Flint Hills Technical College will accept homeschool transcripts from homeschools that are registered with the Kansas Board of Education in lieu of a high school transcript or GED from the school administrator of the Public School or other Accredited
High School. The transcript from the Home School must include the courses taken, credits and grades received, school location, and date of completion and must be signed by the Official Custodian of the school.

FOREIGN STUDENT ENROLLMENT IN A PROGRAM OF STUDY

Flint Hills Technical College is not approved by the U.S. Department of Justice, Immigration and Naturalization Service to accept students seeking admission through a foreign student visa. Individuals seeking admission who are not U.S. citizens may apply for admission if they meet one of the following criteria:

1. Non-citizen national. The applicant must produce a passport stamped “Non-citizen National.”
2. Permanent Resident.
3. “Alien Registration Receipt Card.” (Form I-151, I-551, I-551C). The applicant must produce one of these documents with a currently valid expiration date.
4. Passport. The applicant must produce a passport stamped “Processed for I-551” with a valid expiration date.
5. I-94. The student must produce an I-94, which is stamped “Processed for I-551” with a valid expiration date, or “Temporary Form I-551” with appropriate information filled in.
6. Other Eligible Non-citizen
7. “Temporary Resident Card” (Form I-699). The applicant must produce this document with a valid expiration date.
8. “Arrival-Departure Record” (Form I-94). The applicant must produce this document stamped as a Refugee Asylum Status, Conditional Entrant (before April 1, 1980), Parolee, Cuban-Haitian Entrant.

FOREIGN STUDENT ENROLLMENT IN A PROGRAM OF STUDY PROCEDURE

Criteria for establishing citizenship if not born in the United States:

1. Certificate of Citizenship. The applicant must produce a Certificate of Citizenship, which includes the applicant’s name, certificate number, and the date the certificate was issued.
2. Certificate of Naturalization. The applicant must produce a Certificate of Naturalization, which includes the applicant’s name, certificate number, Alien Registration Number, name of the court (and date) where naturalization occurred.
3. Certification of Birth Abroad. (Form FS-545, DS-1350, or FS-240), Report of Birth Abroad. The applicant must produce one of these documents, which includes an embossed seal, “United States of America” and “State Department.”
4. U.S. Passport.

In addition to meeting one of the above criteria non-U.S. Citizen students must:

1. Fulfill all college entrance requirements in addition to special entrance requirements.
2. Provide Flint Hills Technical College with a certificate that the “Test of English as a Foreign Language” (TOEFL) has been completed preceding application to FHTC with a minimum score of 500.

Upon meeting the special entrance requirements for non-U.S. citizens and receiving admission to FHTC, students may apply for Federal Financial Aid.

Special Entrance Requirements for Undocumented Non-U.S.

Flint Hills Technical College is not approved by the U.S. Department of Justice, Immigration and Naturalization Services to accept students seeking admission through a foreign student visa. Undocumented non-U.S. citizens are not eligible for Federal Financial

Aid. (see Special Entrance Requirements for non-U.S. citizens seeking Federal Financial Aid).

Undocumented non-U.S. citizens are eligible to apply for admission to FHTC if they meet the following State qualifications:

1. Provide documentation that they attended an accredited Kansas high school for three or more years.
2. Provide documentation that they either graduated from an accredited Kansas high school or obtained a general educational development certificate (GED) in Kansas.
3. File an affidavit with Flint Hills Technical College stating either that the student has filed an application to legalize his or her immigration status or to file for U.S. citizenship or that the student’s parents have filed such an application. (Affidavits available in the Student Services Office)

In addition to meeting State qualifications, undocumented non-U.S. citizens must meet the following institutional criteria:

1. Fulfill all college entrance requirements in addition to special entrance requirements.
2. Provide Flint Hills Technical College with a certificate that the “Test of English as a Foreign Language” (TOEFL) has been completed preceding application to FHTC with a minimum score of 500.

Special Entrance Requirements for Non-U.S. Requirements for Non-U.S. Citizen High School

Non-U.S. Citizens that are high school juniors and seniors may enroll in Flint Hills Technical College programs accepting secondary students by meeting the following criteria:

1. Be currently attending and lawfully enrolled in a Kansas high school.
2. Fulfill all college entrance requirements.
3. Provide Flint Hills Technical College with a certificate that the “Test of English as a Foreign Language” (TOEFL) has been completed preceding application to FHTC with a minimum score of 500.

ASSOCIATE OF APPLIED SCIENCE DEGREE

An Associate of Applied Science degree is earned when a student completes a minimum of 60 credit hours and has a cumulative grade point average (GPA) of 2.0 or higher. A minimum of 44 credit hours of technical education coursework and a minimum of 16 credit hours of general education coursework are required to earn an Associate of Applied Science degree.

TECHNICAL CERTIFICATE

A technical certificate is earned when a student completes the minimum number of hours and courses required in the freshman year of a program of study, which awards a technical certificate. The student must have completed such coursework with a grade point average (GPA) of 2.0 or higher.

CERTIFICATE

A certificate is earned when a student completes the minimum number of hours and courses required in a program of study, which awards a certificate. The student must have completed such coursework with a grade point average (GPA) of 2.0 or higher.

NON-CREDIT COURSE

Flint Hills Technical College will offer a variety of courses and programs outside the credit schedule and will respond quickly to the unique training needs of area businesses and industries.

STUDENT ACCESSIBILITY SERVICES

Flint Hills Technical College will provide reasonable accommodations in compliance with Section 504 of the Rehabilitation Act of 1973, as well as the Americans with Disabilities Act of 1990 (ADA).

STUDENT ACCESSIBILITY SERVICES PROCEDURE

Flint Hills Technical College recognizes that traditional methods, programs, and services are not always appropriate or sufficient to accommodate the experiences of some persons. When a student’s abilities prevent them from fulfilling a course requirement through conventional procedures, consideration will be given to alternatives, keeping in mind that academic standards must be maintained.

To reasonably accommodate a qualified student means that program modifications and academic adjustments as deemed appropriate in an individual situation may be made. Support services and auxiliary aids are examples of reasonable accommodations that may be made available under specific circumstances.

Each student eligible for accommodation and/or services, under Section 504 of the Rehabilitation Act of 1973, as well as the
Americans with Disabilities Act of 1990 (ADA), has certain responsibilities to fulfill. The student must provide Flint Hills
Technical College with medical or other diagnostic documentation that confirms their abilities and may be required to provide additional documentation which evaluates their situation. Documentation means a recent and appropriate report, evaluating the individual’s ability to perform college work, prepared by a qualified physician, psychologist, or professional, and which states the parameters of the student’s abilities.

The Dean of Enrollment Management serves as coordinator of accommodations for students with disabilities at Flint Hills
Technical College, and acts as a resource person to the faculty and staff, along with liaison to outside agencies.

If accommodations or auxiliary aids are needed, the student should make their needs known by notifying the Dean of Enrollment Management at registration, or as soon as realistically possible. To file a request for accommodation, a student must complete the appropriate information on the Request for Accommodation and Academic Support form. The Disability
Information Sheet and the Release of Information form must also be completed and forwarded with relevant information and materials in a sealed envelope to the Dean of Enrollment Management.

All such matters are treated in strict confidence and shall not be discussed except with appropriate personnel. Students are responsible for contacting the Dean of Enrollment Management to discuss the need for reasonable accommodations. Since it is the student’s responsibility to disclose this information, the student is requested to provide recent documentation about any functional limitations so faculty and staff can make recommendations as to the type of reasonable accommodation that is available to the student.

Examples of reasonable academic adjustments / auxiliary aids include: ● Extended time on tests
● Quiet testing room
● Test reader
● Use of calculator
● Note taker
● Interpreter

Academic support services examples: ● Tutor
● Copies of notes
● Lecture outline or notes from instructor

Auxiliary aids examples: ● Use of a recording device
● Audio texts
● Reader / Telecommunications devices for deaf persons
● Assistive listening devices or systems

STUDENT INSURANCE

Flint Hills Technical College does not provide personal insurance coverage for students.

STUDENT INSURANCE PROCEDURE

Literature regarding student insurance options is available in the Student Services Office.

STUDENT HOUSING

Flint Hills Technical College does not provide student housing and will not supervise off-campus housing.

COMPUTER RESOURCES

Computer resources are provided for the educational benefit of students. These resources are to be used for course research, reference, and related assignments. For the protection of students and employees of the College, copyright laws will be observed. Students may not change computer settings or configurations, including adding or changing bookmarks.
The following activities are not allowed: chat lines, games, and language and other computer-centered activities that are not appropriate to the educational setting. Use of computer resources for any purpose other than what is identified above may result in loss of computer lab resources, loss of library resources, probation, suspension or expulsion, depending on the severity of the infraction.

EMERGENCY CLOSURE: STUDENT IMPACT

This policy will serve as a supplement to Policy 4.03 in regards to student specific details.

As a general practice the College makes every effort to maintain normal operations. However, under certain emergency circumstances, the College may need to cancel on-campus classes, suspend some or all administrative and academic functions, and/or transition to remote operations. Additionally, some courses, programs, and student learning experiences are conducted in buildings owned and operated by a third party which may determine an emergency closure that must be followed. A closure of the College in whole or in part may be prompted by inclement weather, a utilities failure, or other emergency situation that place members of the College community at significant risk. The College takes all of these factors into account before announcing any Emergency Closure notification.

EMERGENCY CLOSURE: STUDENT IMPACT PROCEDURE

6.12.01 Responsibilities and Accountabilities:

1. Students are expected to behave responsibly and promptly during emergency closures to help ensure the safety of themselves and others.
2. If a student elects to miss class or their attendance is prevented by an external factor unrelated to Flint Hills Technical College, then they are expected to communicate with their instructor in a timely manner to determine what make-up work is required, if any.
3. Refer to the syllabus for specific details regarding the attendance policy of the course in question.
4. A student is still responsible for their coursework in the event of a high school closing while FHTC remains operational.
5. If a student is unable to participate in a temporary remote learning situation, they must work with their instructor to determine the best course of action to keep up-to-date with coursework.

6.12.02 Reference Connected Policies
The following policies are connected or impacted by changes to the Emergency Closure policy

1. Policy 4.03 Emergency Closure
2. Policy 6.18 Absences and Tardies

ACADEMIC HONORS

Students may qualify for academic honors on the basis of academic performance each semester.

Academic Honors Procedure

Students whose grade point averages are between 3.5 and 3.99, with no grade lower than a C, will qualify for Academic Honors.
Highest Academic Honors includes students who achieve a grade point average of A (4.0).

CREDIT BY EXAMINATION

Faculty may designate certain technical courses as credit by examination, with the approval of the Dean of Academic
Affairs. Students will be required to enroll in that course and then request credit by examination from the instructor of the course. No letter grade will be given for the examination, and the student’s transcript will indicate a “P” for pass if the student successfully completes the examination. Students who do not successfully complete the examination will be required to take the course for a grade. No more than 15 credits of technical credit will be allowed through credit by examination.

CREDIT BY EXAMINATION PROCEDURE

Upon successfully passing a comprehensive examination, according to predetermined criteria, the student will be awarded credit for the course for which the examination was taken. The course title, the number of credit hours the course carries and a letter grade of “P” (passing) will be posted to the student’s transcript. The grade will not be factored into the student’s cumulative grade point average. Students may attempt credit by examination for a course only once. Students wishing to receive credit by examination will pay a non-refundable fee determined on the basis of the cost of tuition and the number of credit hours of the course.

ADDING A COURSE/WITHDRAWING FROM A COURSE

The last day for a student to withdraw from a course and not have a grade posted to the transcript is the date on which no more than 60 percent of the days the course is scheduled to meet have elapsed. Students withdrawing from a course by the last established date will receive a “W” for the course and the “W” will not be factored into the student’s grade point average. Students withdrawing from a course after the established drop date will receive a final grade for the course.

ADDING A COURSE/WITHDRAWING FROM A COURSE PROCEDURE

Whenever a student wishes to add a course, withdraw from a course or withdraw from the College, the student must first consult with his/her faculty advisor, who will then refer the student to a Director of Placement/Counselor. Following a meeting with the Director of Placement/Counselor, a Withdrawal/Add form is completed and becomes a part of the student’s permanent record.

AUDITING A COURSE

Students auditing a course will receive a grade of “AU” for the course and the course will not factor into the student’s cumulative GPA.

AUDITING A COURSE PROCEDURE

Students auditing a course will pay the established tuition and fees for the course as if they were taking the course for credit. Auditors are not required to attend class regularly, complete assignments, exams, or participate in discussions.
Auditors count toward course enrollment caps, and credit-seeking students are typically given priority if a course is full, but this is not guaranteed.
Audited courses do not count toward full-time/part-time status and do not count toward financial aid enrollment requirements. Students may withdraw from audited courses, which are listed as "AU" on the student's transcript. Students on academic probation may audit courses, and there are no GPA requirements to be eligible to audit. Students may audit a course they have previously taken for credit.

TRANSCRIPT REQUESTS

Flint Hills Technical Colllege will release transcripts to students once exit loan counseling is complete and/or the student has resolved any other holds due to a failure to return equipment, books, or other institutional items.

Absences and Tardies

Absences and tardies are recorded for each stated class session, regardless of the reason. For purposes of taking attendance, there is no excused or unexcused absence or tardy. Each department applies its own system, which may factor absences and tardies into the student's class session grade.

ABSENCES AND TARDIES PROCEDURE

Students are encouraged to attend classes every day to receive the maximum benefit from their instructional program.
FHTC realizes that, due to the circumstances beyond the student’s control (i.e., illness, a death in the family), daily attendance is not always possible. Students are advised to visit with instructors regarding the grading system used by the department in which the student is enrolled. Students will find course-specific attendance requirements in each course syllabus.

PROBATIONARY STATUS

A student may be recommended to the administration for probationary status by the student’s instructor or the Chairperson of the division in which the student is enrolled. A student may also be placed on probation at the discretion of the administration. Students may be placed on probationary status for any of the following reasons:

1. Academic probation: The student’s GPA falls below 2.0.
2. Conduct probation: In the view of the College officials, the student’s conduct is unacceptable, but not serious enough to warrant suspension or expulsion.

A student’s failure to satisfy the conditions of probation may result in the student’s suspension, expulsion, administrative withdrawal, and/or ineligibility for re-enrollment as determined by the administration, following consultation with the student’s instructor and the division chairperson.

PROBATIONARY STATUS PROCEDURE

6.19.01 Academic Probation

The EVP of Student Services & Academic Affairs reviews term and cumulative GPAs for each student at the end of each semester. Any student who has a cumulative GPA below 2.0 is sent a letter notifying the student that they are being placed on academic probation. The student is also notified in the letter that they have one semester to bring their GPA up to at least a 2.0. If the student is unable to bring their GPA up to a 2.0 after one semester the student will have to repeat courses in order to raise their cumulative GPA to aleast 2.0. The student is notified in the letter that they must have a cumulative
GPA of at least 2.0 and no courses with a grade of “F” in order to graduate.

Students that have a 2.0 cumulative GPA but received a GPA below 2.0 for the semester and at least one grade of "F" are sent a letter of warning. The letter explains that the student must have a cumulative GPA of 2.0 and no grades of “F” in order to graduate from FHTC.

Copies of the letters sent to students are given to the student’s instructor(s) and Division Chair.

Exceptions to academic probation and the repetition of courses can be made depending on the student’s individual situation and recommendation from the instructor(s). Any exceptions must be approved through the EVP of Student Services & Academic Affairs.

6.19.02 Conduct Probation

An instructor or Division Chairperson recommends a student to the Administration for conduct probation. Upon recommendation, the EVP of Student Services and Academic Affairs consults with the program instructor(s), reporting employee and Chairperson of the division in which the student is enrolled. After review of the conduct policy a determination is made regarding conduct probation.

A student placed on conduct probation is asked to meet with the EVP of Student Services & Academic Affairs, program instructor(s) and Chairperson of the division in which the student is enrolled. The student receives a Conduct Probation form that outlines the concerns and charges against the student, the basis of the charges and the probation conditions.

The student has an opportunity to respond to the charges. The EVP of Student Services & Academic Affairs explains the consequences of violation of the probation conditions, which could result in short-term suspension or expulsion.

SUSPENSION AND EXPULSION

The administration may suspend or expel a student who is found guilty of any of the following:

1. Violation of the terms of probation.
2. Willful violation of any published College regulation for student conduct.
3. Conduct that substantially disrupts or interferes with the operation of the College.
4. Conduct that substantially invades the rights of others.
5. Conduct that results in the conviction of the student for any offense specified in Chapter 21 of the Kansas Statutes Annotated or any criminal statutes of the United States.
6. Disobedience of an order from an instructor, peace officer, or other College authority, when such disobedience can reasonably be expected to result in disorder or interference with the operation of the College or the rights of others.

SUSPENSION AND EXPULSION PROCEDURE
6.20.01 Hearing

1. A student who is suspended or expelled shall be afforded an opportunity for a hearing.
2. If a hearing is not held prior to a short-term suspension (not exceeding five academic calendar days), an informal hearing shall be provided no later than 72 hours after imposition of the suspension.

6.20.02 Short-term Suspension

1. Written notification of a short-term suspension, including the reason(s) for the suspension, shall be given to the student.

6.20.03 Long-term Suspension

1. Before a student is given a long-term suspension (not to exceed 90 academic calendar days) or expelled, a hearing shall be conducted. The student shall be given written notice of the time, date, and place of the hearing, and provided an opportunity to be represented by counsel and to bring witnesses to present information pertinent to the case. At the conclusion of the hearing, the person or committee conducting the hearing shall prepare a written report and the findings required by law. Records of the hearing shall be provided to the student.

Failure of the student to attend the hearing shall result in a waiver of the student’s opportunity for the hearing.

ADMINISTRATIVE WITHDRAWAL

Flint Hills Technical College is committed to supporting the academic progress and success of its students. However, under certain circumstances, it becomes necessary for the College to initiate an administrative withdrawal of a student.

A student may be administratively withdrawn from the College under the following conditions:

1. Expulsion: The student has been expelled from FHTC for any reason.
2. Financial Obligations: The student has failed to satisfy financial obligations to the College.
3. Academic Standards: The student has not met the minimum academic standards of their program of study and is not permitted to continue classes.

ADMINISTRATIVE WITHDRAWAL PROCEDURE

6.21.01 Identification of Conditions
An FHTC administrator will identify students who meet any of the conditions for administrative withdrawal as outlined in this policy.

6.21.02 Notification
The identified student will be notified in writing of the intent to administratively withdraw. The notification will include the specific condition(s) met, the effective date of the withdrawal, and the student's rights to appeal the decision.

6.21.03 Appeal Process
Students will have the opportunity to appeal the administrative withdrawal decision within 14 days from the date of notification. The appeal must be submitted in writing to the Dean of Enrollment Management.

6.21.04 Final Decision
If an appeal is not filed within the specified time-frame, or if the appeal is denied, the administrative withdrawal will be finalized. When a student is administratively withdrawn, the College will adhere to the parameters in the Policy 6.15 - Adding a Course/Withdrawing from a Course.

6.21.05 Record Keeping
The College will maintain documentation of the administrative withdrawal process for each student, including notifications, appeals, and decisions, in accordance with College record-keeping policies.

READMISSION

Students seeking readmission must meet all current entrance requirements of the College, including any new general or program- specific admission criteria. If a student did not complete the course(s) in which they were previously enrolled, Policy 6.15 Adding a Course/Withdrawing from a Course will determine how final grades are handled. All grades recorded on the student’s transcript, for any semester, will remain part of their permanent academic record and will be included in the calculation of their cumulative grade point average.

READMISSION PROCEDURE

Students who have been expelled or administratively withdrawn and wish to return to classes must apply for readmission by submitting an Application for Readmission. The decision to readmit will depend on the student fulfilling all requirements set by the College for readmission eligibility and being deemed suitable to return, as determined by Flint Hills Technical College faculty in consultation with the administration. Students will be notified of the specific requirements for readmission to their program at the time of reapplication.

FILING A COMPLAINT

Students have the right to be heard and to have their complaints addressed when they believe decisions or actions taken by the College are unfair, unreasonable, or discriminatory.

FILING A COMPLAINT PROCEDURE

6.24.01 Internal Complaint Process
Students are encouraged to resolve concerns through the following steps:

1. Instructor: Students should first seek resolution with their instructor.
2. Division Chairperson/Program Director: If unresolved, the student may escalate the complaint to the Division Chairperson of the academic program or to the Program Director in Health and Human Services.
3. Dean of Academic Affairs or Dean of Health and Human Services: If no resolution is reached, the student may seek assistance from the Dean of the appropriate division.
4. Executive Vice President of Student and Academic Affairs: If still unresolved, the student may escalate the complaint to the Executive Vice President of Student and Academic Affairs.

Official complaint forms are available in the Student Services office, my.fhtc.edu student forms, and on the fhtc.edu website
(Academic- College Resources- Student Complaint Process).

6.24.02 Complaint to the President
If a student wishes to file a complaint regarding an employee, rule, or regulation, the complaint must: Be submitted in writing within 20 calendar days of the incident or action being protested.
Include specific details regarding the incident, employee, or school regulation involved.
The President will review appropriately filed complaints, provide a timeline for response, and issue an official written response to the student.

6.24.03 Complaint to the Board of Trustees
If the student does not accept the President’s response, they may submit a written complaint to the Clerk of the Board within 10 calendar days of receiving the President’s official response.
The Clerk will provide a timeline for the Board’s review and response.
The Board may invite the student to an executive session to obtain additional information.
The Board’s decision is final and will be provided in writing to the student.

6.24.04 External Complaint Option
Students may submit comments or complaints to the Higher Learning Commission at: https://www.hlcommission.org/for- students/file-a-complaint-against-an-institution/

6.24.05 Title IX or Hazing Complaints
For complaints related specifically to those elements covered under Title IX, discrimination based on protected characteristics, harassment, and retaliation for engaging in protected activity, please reference Policy 7.01.

For complaints related to Hazing, recklessly coercing, demanding or encouraging another person to perform, as a condition of membership in a social or fraternal organization, any act which could reasonably be expected to result in great bodily harm, disfigurement or death or which is done in a manner whereby great bodily harm, disfigurement or death could be inflicted, please refer to Procedure 7.03.02 under Policy 7.03.

References: FHTC Policy 7.01 Equal Opportunity, Harassment, and Nondiscrimination
FHTC Policy 7.03 Hazing

STUDENT CONDUCT

Students are expected to conduct themselves in a mature, responsible manner and contribute to an atmosphere conducive to a healthy, safe and secure learning environment. Students shall not use violence, force, noise, foul language, coercion, threat, intimidation, fear, passive resistance, passive aggressive behavior or engage in any other conduct with the intent to cause the substantial and material disruption or obstruction of any lawful mission, process or function of the College.

STUDENT CIVIL RIGHTS COMPLIANCE

Flint Hills Technical College (FHTC) is committed to upholding and enforcing the principles of civil rights in all of its programs, activities, and interactions. The College adheres strictly to the requirements set forth in Title VI of the Civil Rights Act of 1964, as well as all applicable regulations issued by the Department of Health, Education, and Welfare. This commitment ensures that no person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity operated by FHTC on the grounds of race, color, national origin, disability, age, sex (including pregnancy, sexual orientation, and gender identity), or religion.

STUDENT CIVIL RIGHTS COMPLIANCE PROCEDURE

6.26.01 Prevention and Education

1. FHTC will conduct regular training sessions for faculty, staff, and students on civil rights laws and the College's policies regarding non-discrimination.
2. The College will distribute materials and resources to educate the College community about their rights and responsibilities under civil rights laws.

6.26.02 Complaint Process

1. FHTC has established a clear procedure for individuals to report allegations of discrimination.This includes: A designated office or individual (e.g., the Office of Civil Rights Compliance) where complaints can be filed.

Currently, these are directed to the Executive Vice President of Student Services and Academic Affairs. A confidential process for submitting complaints, either in writing or electronically.
Assurance of non-retaliation for individuals who file complaints.

6.26.03 Investigation

1. Upon receipt of a complaint, the designated office will initiate a prompt, thorough, and impartial investigation into the allegations.
2. The investigation process will respect the confidentiality of all parties involved, to the extent possible.

6.26.04 Resolution

1. Based on the findings of the investigation, FHTC will take appropriate action to address and resolve any confirmed instances of discrimination. This may include disciplinary actions against individuals found to be in violation of this policy, as well as measures to prevent recurrence of discrimination.
2. The College will communicate the outcome of the investigation to the complainant and the accused, while maintaining confidentiality to the extent allowed by law.

6.26.05 Monitoring and Compliance

1. FHTC will regularly review its programs and activities to ensure compliance with civil rights laws and this policy.
2. The College will adjust policies and practices as needed to enhance its commitment to civil rights and non-discrimination.

SEXUAL VIOLENCE/SEXUAL MISCONDUCT

Details of this policy can now be found under section 7.01 Policies Against Harassment, Sexual Misconduct, Sexual Violence, and Discrimination.

Cross References

• 7.01 - Policies Against Sexual Misconduct, Sexual Violence, Harassment, and Discrimination

REHABILITATION ACT OF 1973

Flint Hills Technical College does not discriminate on the basis of handicap and is required by Section 504 of the Rehabilitation Act of 1973 and as directed by the Department of Health, Education and Welfare not to discriminate on the basis of handicap in its educational activities and employment practices. Any person having inquiries concerning Flint Hills
Technical College compliance with Section 504 of the Rehabilitation Act of 1973 should contact the Director of Human
Resources, Flint Hills Technical College, 3301 West 18th Avenue, Emporia, KS 66801, Tel. (620)-343-4600. The Director of Human Resources has been designated to coordinate the institution’s effort to comply with Section 504 of the Rehabilitation
Act of 1973.

AMERICANS WITH DISABILITIES ACT OF 1990

Flint Hills Technical College is committed to comply with the Americans with Disabilities Act and to make its facilities accessible to students, staff and visitors and to make the instructional programs accessible to all people or to provide reasonable accommodations according to the law. The policy of Flint Hills Technical College provides that no individual shall be discriminated against on the basis of disability in the full and equal enjoyment of goods, services, facilities, privileges, advantages or accommodations at the College.

Legal References

• ADA AMENDMENTS ACT OF 2008
• Americans with Disabilities Act of 1990

WEAPONS

Flint Hills Technical College (FHTC) prohibits the possession and use of firearms, explosives, and other weapons on campus, with certain limited exceptions, as provided below. This fully complies with requirements outlined in The Personal and Family
Protection Act, K.S.A. 75-7c01 et. Seq.

WEAPONS PROCEDURE
Definitions: The term “weapons” includes:

1. Any object or device which will, is designed to, or may be readily converted to expel bullet, shot or shell by the action of an explosive or other propellant;
2. Any handgun, pistol, revolver, rifle, shotgun or other firearm of any nature, including those that are concealed or openly carried;
3. Any BB gun, pellet gun, air/CO2 gun, stun gun or blow gun;
4. Any explosive, incendiary or poison gas (A) bomb, (B) mine, (C) grenade, (D) rocket having a propellant charge of more than four ounces, or (E) missile having an explosive or incendiary charge of more than ¼ ounce;
5. Any incendiary or explosive material, liquid, solid or mixture equipped with a fuse, wick or other detonating device;
6. Any tear gas bomb or smoke bomb; however, personal self-defense items containing mace or pepper spray shall not be deemed to be a weapon for the purposes of this policy;
7. Any knife, commonly referred to as a switch-blade, which has a blade that opens automatically by hand pressure applied to a button, spring or other device in the handle of the knife, or any knife having a blade that opens or falls or is ejected into position by the force of gravity or by an outward, downward or centrifugal thrust or movement;
8. Any straight-blade knife of four inches or more such as a dagger, dirk, or stiletto; except that an ordinary pocket knife or culinary knife designed for and used solely in the preparation or service of food shall not be construed to be a weapon for the purposes of this policy
9. Any martial arts weapon such as nun chucks or throwing stars;
10. Any longbow, crossbow and arrows or other projectile that could cause serious harm to any person;
11. Any other dangerous or deadly weapon or instrument of like character

The term “handgun” means: A pistol or revolver which is designed to be fired by the use of a single hand and which is designed to fire or capable of firing fixed cartridge ammunition
Any other weapon which will or is designed to expel a projectile by the action of an explosive and which is designed to be fired by the use of a single hand

The term “firearm” includes any handgun, rifle, shotgun, and any other weapon which will or is designed to expel a projectile by the action of an explosive.

The term “adequate security measures” shall have the same meaning as the term is defined in K.S.A. 75-7c20, and “building” shall have the same meaning as the term “state building” is defined in K.S.A. 75-7c20.

The term “campus” means any building or grounds owned or leased by the College.

6.30.01 Open Carry of Firearms
Open carry of any firearms by any means is prohibited. Each entrance to each building and facility on Campus shall be conspicuously posted that openly carrying a firearm into that building or facility is prohibited. These postings shall be in accordance with Kansas law, more specifically, K.S.A. 75-7c24.

6.30.02 Possession of Weapons
Possession of any object deemed a weapon is strictly prohibited except as outlined by 6.30.03. Any person found in possession of a weapon shall be required to place it in a container that can withstand the destructive force of the weapon or will be required to transport the weapon off campus. Any person found to violate this policy may be issued a lawful directive to leave campus with the weapon immediately. Any individual who violates the directive shall be considered to be in trespass and law enforcement may be notified to issue a trespass citation.

6.30.03 Concealed Carry of Handguns
In accordance with The Personal and Family Protection Act, K.S.A. 75-7c01 et seq., concealed carry of handguns shall be permitted on Campus. Any restrictions, limitations, or requirements affecting the carrying of concealed handguns on campus are set forth below.

Except in those instances where necessary for self-defense or transferring to safe storage, it shall be a violation of College policy to openly display any lawfully possessed concealed carry handgun in any campus building at all times. Display is defined as the intentional showing, presenting, exhibiting and or drawing of a handgun from a position of concealment on one’s person with the exception of in defense of one’s self or by law enforcement.

6.30.04 Restrictions to the Carrying of a Concealed Handgun Pursuant to Kansas Law
Kansas law states that the only type of firearm that an individual can carry while concealed is a handgun. The following restrictions apply to the concealed carrying of a firearm by Kansas law and the violation of any of the following restrictions is a crime under Kansas law AND is also a violation of this policy, whether or not a criminal charge is filed by the appropriate prosecuting authority:

1. An individual in possession of a concealed firearm must be at least 21 years of age [K.S.A. 21-6302(a)(4)];
2. A firearm cannot be carried by an individual under the influence of alcohol or drugs, or both, to such a degree as to render the individual unable to safely operate the firearm [K.S.A. 21-6332];
3. A firearm cannot be carried by an individual who is both addicted to and an unlawful user of a controlled substance [K.S.A. 21-6301(a)(10)];
4. A firearm cannot be carried by an individual who is or has been a mentally ill person subject to involuntary commitment [K.S.A. 21-6301(a)(13)];
5. A firearm cannot be carried by an individual with an alcohol or substance abuse problem subject to involuntary commitment [K.S.A. 21-6301(a)(13)];
6. A firearm cannot be carried by an individual who has been convicted of a felony crime [K.S.A. 21-6304];
7. An automatic firearm cannot be carried [K.S.A. 21-6301(a)(5)];

6.30.05 Violations
Violation of this policy could result in the person being reported to the appropriate law enforcement officials. Sanctions shall be imposed on a case by case basis dependent upon the circumstances of the incident, prior violations of this policy, other prior violations of any policy, regulation or procedure of the FHTC or state law that shows 1) a pattern of disregard for policy and procedures and/or 2) a pattern of behavior that creates a concern for safety.

SEARCHES OF COLLEGE PROPERTY

Lockers are the property of the College and the College reserves the right to open and conduct a locker search at any time upon reasonable belief that the locker contains illegal firearms, liquor, flammable material, dangerous weapons, narcotics, or other matter prohibited by law or College regulations from being on College property. Such search may be made without notice to the student to whom such locker has been assigned. Prohibited items recovered from a student’s locker shall remain in the custody of the College administration unless such items are turned over to law enforcement officials.

Violation of this policy shall result in the student being reported to the appropriate law enforcement officials, and suspended or expelled.

SEARCHES OF COLLEGE PROPERTY PROCEDURE

If it has been determined that there is reasonable cause to believe that a student is in possession of an object which can jeopardize the health, welfare or safety of other students or College employees, that student shall be required to meet with administration. This determination may be based on any information received by administration or the staff. The student shall be advised of the reason for the meeting and requested to empty items such as, but not limited to, pockets, purses, shoulder bags and briefcases. A search of the person will not be conducted. Any evidence recovered shall be turned over to the appropriate law enforcement authorities.

ACCESS TO CAMPUS FACILITIES

Campus facilities are restricted to those who have a legitimate purpose for being on the premises.

ACCESS TO CAMPUS FACILITIES PROCEDURE

Facilities will be secured and locked when classes are not in session. After-hours building access is limited. Locks and other equipment necessary to provide security to building, contents and occupants are checked regularly.

CAMPUS CRIME REPORTING

Flint Hills Technical College will report crimes in compliance with the Crime Awareness and Campus Security Act of 1990, regulation 34 CFR 668.46C(1) which states an institution must report statistics for the three most recent calendar years concerning the occurrence on campus, in or on non-campus buildings or property, and on public property that are reported to local police agencies or to a campus security authority.

CAMPUS CRIME REPORTING PROCEDURE

Data for the FHTC Campus Security Report is updated and distributed to all current students and employees in February of each year. The Campus Security Report is created on an annual basis and made available to all prospective students, current students, College staff, and the community. The Campus Security Report is distributed to all students at fall and spring orientations.

Reports of crime in or on a non-campus building or property or on public property include reported crimes involving Flint
Hills Technical College students or staff that occur during a FHTC event or activity outside of the College premises. If crimes are reported in or on non-campus buildings or property or on public property, a geographic breakdown of the statistics reported will be provided in the annual Campus Security Report.

Except in extreme circumstances, students and staff should notify a College administrator if the police department needs to be contacted. The administrator will place the call to the proper authorities. Once a College administrator has been contacted regarding suspicious acts, criminal actions or other emergencies occurring on campus, a warning report will be issued to members of the campus community in a timely fashion if administration and the appropriate authorities believe that the suspicious acts, criminal actions or other emergencies could place the campus community in danger:

1. no later than the next scheduled day of classes if there is no immediate danger to the campus community or;
2. as soon as possible if there is imminent danger to the campus community.

DISCIPLINARY PROCEEDINGS REGARDING AN ALLEGED SEX OFFENSE

A student who is accused of an alleged sex offense shall be afforded an opportunity for a hearing. The accuser and the accused are entitled to the same opportunities to have others present during a disciplinary proceeding. Both the accuser and the accused must be informed of the outcome of any institutional disciplinary proceeding brought alleging a sex offense. Compliance with this paragraph does not constitute a violation of the Family Rights and Privacy Act (20 U.S.C.
1232g). For the purpose of this paragraph, the outcome of the disciplinary proceedings means only the institution’s final determination with respect to the alleged sex offense and any sanction that is imposed against the accuser. These actions are internal to the College only and do not replace action taken through law enforcement agencies.

HARASSMENT/SEXUAL VIOLENCE POLICY FOR STUDENTS AND EMPLOYEES

It is the policy of Flint Hills Technical College to provide students and employees with an environment for learning and working which is free from all forms of harassment and sexual violence. Harassment is any action prohibited under State and Federal Statutes VII, XI, and Section 504 of the Rehabilitation Act. It further includes all forms of sexual harassment, racial/cultural slurs, verbal abuse, and verbally offensive language which are forms of discrimination under Section 703 of Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C. 2000e seq.

Flint Hills Technical College expressly forbids harassment of students and employees because of age, race, creed, gender, color, religion, ancestry, disability, sexual preference, national origin, veteran status, political affiliation, marital status, status with regard to public assistance or other protected group status. Flint Hills Technical College will not tolerate harassing conduct that negatively affects a person’s employment status or student’s grades, that interferes unreasonably with an individual’s work performance, or that creates an intimidating, hostile or offensive working or classroom environment. Further, no person in any of these groups will be denied the benefits, or be subjected to discrimination under any program or activity, or in regard to any employment procedures or practices. All employees and students should clearly understand that, even in mild forms, harassment or sexual violence may carry penalties up to and including dismissal.

PROHIBITION OF HARASSMENT, INTIMIDATION, MOBBING AND BULLYING

Details of this policy can now be found under section 7.01 Policies Against Harassment, Sexual Misconduct, Sexual Violence, and Discrimination.

Cross References

• 7.01 - Policies Against Sexual Misconduct, Sexual Violence, Harassment, and Discrimination

ALCOHOL AND DRUGS

The unlawful possession, use or distribution of illicit or simulator simulated drugs and alcohol by students on College premises or as a part of any College activity is prohibited. This policy is required by the 1989 amendments to the Drug Free Schools and Communities Act, P.L. 102-226, 103 St. 1928. (Cf. LDD). As a condition of continued enrollment in the College, students shall abide by the terms of the following policies:

Alcohol and Drugs

A student shall not knowingly possess, sell, use, transmit, or be under the influence of any narcotic drug, hallucinogenic drug, amphetamine, barbiturate, marijuana, simulated drug, or any controlled substance or alcoholic beverage of any kind:

1. On the College campus during, before and after school hours.
2. On the College campus at any other time when the College is being used by any College personnel or College group.
3. When representing FHTC off the College campus at a College activity, function or event.

The exception to this policy is limited to students under the supervision of an instructor or supervisor in order to fulfill curriculum learning requirements or approved learning outcomes.

Any violation of this policy, which also violates federal, state or local law, may result in the student being reported to the appropriate law enforcement officials. Violation of this policy may result in the student being suspended or expelled.

Enforcement of Drug-Free College Policy

A student or employee who violates this policy shall be subject to disciplinary action, including, but not limited to, suspension or expulsion. Students who are suspended or expelled under the terms of this policy will be afforded the due process rights contained in the Catalog and Kansas statutes, K.S.A. 728901. Nothing in this policy is intended to diminish the ability of the College to take other disciplinary action against the student in accordance with other policies governing student discipline. In the event a student agrees to enter into and complete a drug education or rehabilitation program, the cost of such program shall be the responsibility of the student, or in the case of a student under the age of 18, his or her parents shall contact the directors of programs to determine the cost and length of the program.

A copy of this policy and a list of available drug and alcohol counseling programs will be provided to all students and employees.

FHTC Drug Testing Procedure

Flint Hills Technical College promotes an atmosphere conducive to a healthy, safe and secure learning environment, and is a zero tolerance, drug free institution. In order to ensure the safety of everyone involved, including but not limited to those engaging in activities such as operating equipment or treating patients, Flint Hills Technical College enforces a drug testing procedure. If an instructor suspects that a student is under the influence of drugs or alcohol anytime during the school year, the student will not be allowed to participate in classes, operate equipment or treat patients until they prove they are drug free by voluntarily being drug tested. The cost of the drug test will be incurred by the College.

If the student agrees to a voluntary drug test and drug and alcohol usage is not verified, the student will be allowed return to classes. If drug or alcohol usage is verified through the drug test, the student will be reported to the appropriate law enforcement officials, and be subject to further disciplinary action including but not limited to suspension or expulsion in accordance with the FHTC Drug-Free College Policy.

If the student does not agree to a voluntary drug test, the student will be asked to leave class for the day and will be counted as absent until they prove they are drug free by voluntarily being drug tested, and may be suspended or expelled in accordance with the FHTC Drug-Free College Policy. In the case of a secondary student, the high school counselor and/ or principal will also be contacted regarding the incident.

Tobacco Use Free and Smoke Free Campus Policy

Flint Hills Technical College (FHTC) is a tobacco use free campus. The intention of this policy is to support the goal of creating a safe, healthy, respectful learning and working environment for students, faculty, staff, guests and visitors.

FHTC prohibits the use of any form of tobacco on campus. This includes, but is not limited to, all college buildings, facilities, grounds, parking lots, and any other property leased to or managed by the college. Tobacco use in college vehicles is prohibited, regardless of location. Furthermore, the sale and distribution of tobacco related items in all college facilities, or all college owned, or leased grounds is prohibited. This policy applies to anyone on the FHTC campus including students, faculty, staff, guests, visitors, consultants, vendors, patients, volunteers, and contractor employees.

For the purpose of this policy, tobacco is defined as any product derived from, smoked, or containing products of tobacco. This includes, but is not limited to cigarettes (cloves, bidis, kreteks), chewing tobacco (spit, spitless, smokeless, chew, snuff, and snus),

cigars and cigarillos, hookah and hookah-smoked products, pipes, blunts, smokeless tobacco, and similar products. Vapes, vaping, and e-cigarettes are prohibited. This policy also prohibits the use of any product simulating the previously mentioned products.

FHTC is a smoke-free campus. Smoking is defined as lighting, burning, or use of tobacco in addition to any other material mentioned previously in this policy. Anyone violating this policy may be issued a citation from Flint Hills Technical College. Visitors who do not comply with the policy will be asked to leave the College property. If the visitor refuses to leave or cease using tobacco products, they will be summarily denied access to all College educational facilities and events.

DRUG, ALCOHOL, AND CAMPUS-WIDE TOBACCO PROCEDURE

Flint Hills Technical College Drug Testing Procedure

Flint Hills Technical College promotes an atmosphere conducive to a healthy, safe and secure learning environment, and is a zero-tolerance, drug-free institution. In order to ensure the safety of everyone involved, including but not limited to those engaging in activities such as operating equipment or treating patients, Flint Hills Technical College enforces a drug testing procedure. If an instructor suspects that a student is under the influence of drugs or alcohol anytime during the school year, the student will not be allowed to participate in classes, operate equipment or treat patients until they prove they are drug-free by voluntarily being drug tested. The cost of the drug test will be incurred by the College.

If the student agrees to a voluntary drug test and drug and alcohol usage is not verified, the student will be allowed return to classes. If drug or alcohol usage is verified through the drug test, the student will be reported to the appropriate law enforcement officials, and be subject to further disciplinary action including but not limited to suspension or expulsion in accordance with the FHTC Drug-Free College Policy.

If the student does not agree to a voluntary drug test, the student will be asked to leave class for the day and will be counted as absent until they prove they are drug-free by voluntarily being drug tested, and may be suspended or expelled in accordance with the FHTC Drug-Free College Policy.

In the case of a secondary student, the high school counselor and/or principal will also be contacted regarding the incident.

PARKING

Flint Hills Technical College will provide designated parking areas for vehicles, motorcycles, and bicycles. Handicapped parking will be designated and clearly marked. Students and faculty are to park in the east, west, and south parking lots and to have their hanging parking permits clearly visible on their rear-view mirrors. Violators are subject to fines and towing. Parking in the front (north) lot is reserved for visitors.

PARKING PROCEDURE

The parking lots are patrolled daily and violators are subject to fines.

FOOD AND BEVERAGES
At the discretion of each instructor, the consumption of non-alcoholic beverages may be permitted in classrooms. The consumption of food items is restricted to the Commons area. Under no conditions will food or beverages be permitted in computer labs or in labs containing sensitive electronic equipment or instruments. Students are expected to dispose of food and beverage containers in proper trash receptacles and to keep their areas clean.

All students are expected to dispose of waste properly in designated receptacles and refrain from littering on campus grounds.
Littering includes, but is not limited to, dropping trash on sidewalks, pathways, lawns, parking lots, or any other outdoor area.

LITTERING PROCEDURE

6.39.01 Consequences

Any student who is found to be in violation of this policy shall be subject to an official warning, conduct probation, or other sanctions in accordance with the College’s student conduct code.

Disruption from personal electronic devices will not be tolerated in class. The use of personal electronic devices by students in the classroom is up to the discretion of the instructor.

Information can be displayed and posted on campus with the approval of the Reeble Student Success Center. The information must be displayed only in designated areas.

PROCEDURE

6.41.01
A student or visitor can request to display information in Flint Hills Technical College buildings through the Reeble Student Success Center. The requested information must be reviewed by the Reeble Student Success
Center to determine appropriate content and stamped with a “Posted” date.

6.41.02
The whiteboards installed on campus are for employees and students to promote upcoming activities and events, exchange opinions, share messages and otherwise express ideas. Only approved dry-erase markers, which can be obtained in the Reeble Student Success Center, can be used on the whiteboards. Messages and pictures must be appropriate. Overwriting, erasing, defacing, or altering existing whiteboard messages and pictures is prohibited. Information will only be displayed for a maximum of 30 days.

SOLICITATION (STUDENT ACTIVITIES & GROUPS)

This policy establishes student-specific procedures for solicitation activities and operates in conjunction with Policy 3.22
(Solicitation), which governs solicitation standards for all individuals and groups on college property. This policy provides additional student-specific procedures that apply only to students, student organizations, and student-led initiatives.

SOLICITATION (STUDENT ACTIVITIES & GROUPS) PROCEDURE
6.42.01 Definition of Solicitation
Reference 3.22.01 for the institutional definitions of what classifies as solicitation related to campus operations and procedures.

Students and student groups will need to receive prior approval.

FHTC affords all its students their full rights as provided by the Family Educational Rights and Privacy Act (FERPA). Unless specified in writing by the student, FHTC may release to anyone requesting such information the following “directory information” about the student:

Name
Current address and telephone number
Permanent address and telephone number
E-mail address
Date of birth
Year of school (i.e., freshman/sophomore)
Program of study
Enrollment status (i.e., full-time, half-time)
Country of citizenship
Participation in student clubs
Dates of attendance
Diplomas or degrees awarded
Most recent educational institution attended other than FHTC

The College will not release any other information or records of a student to another party, except as explained below, without the written consent of the student. Such consent shall include the specific information or records to be released, the purpose(s) of such release, the party or parties to whom the information or records is/are to be released, the date of the request, and the student’s signature.

“Personally identifiable” information includes the name of the student, the student’s parent(s), other family members, the address of the student’s parent(s), personal identifiers such as social security or student numbers, personal characteristics or other information that would make the student’s identity easily traceable.

The College may disclose personally identifiable information without the consent of the student to College officials within the institution determined to have legitimate educational interests; to authorities to comply with judicial order or subpoena, provided the College makes a reasonable effort to notify the student in advance of compliance, except that the College will not disclose to any person any information about a grand jury subpoena or a subpoena issued for a law enforcement purpose; and when required by law or government regulation.

The College may disclose personally identifiable information without the consent of the student to certain officials of the U.S. Department of Education, the Kansas Board of Regents, the Comptroller General and state and local educational authorities in connection with an audit or evaluation of Federal or State supported education programs, or for the enforcement of compliance with Federal legal requirement which relate to these programs.

The College may disclose personally identifiable information from the education records of a student without a student’s consent to financial aid personnel in conjunction with an application for financial assistance for purposes of determining the student’s eligibility for financial aid, the amount of financial aid, the conditions that will be imposed, or to enforce the terms or conditions of financial aid.

The College, may, at its discretion, release personally identifiable information in the event of an emergency if, in the considered opinion of a college official, disclosure of the information is necessary to protect the health or safety of the student or other individual(s).
The College may disclose personally identifiable information without the consent of the student to governmental agencies or organizations acting on behalf of governmental agencies, which have a legitimate purpose for such information in the conduct of research, to administer student aid programs, to improve instruction, or to carry out accreditation functions.

The Dean of Enrollment Management shall maintain documentation of requests and disclosures of personally identifiable information from a student’s education records. The documentation shall include the name(s) of the persons(s) making the request, whether the request was granted or denied, the names of the additional parties to whom the receiving may disclose the information on behalf of the institution and their legitimate interests in the information. Records of requests for information will not be maintained for requests made by the student, requests for which the student has given written consent, requests made by College officials with legitimate educational interests or requests for directory information.

The College must inform the parties to whom personally identifiable information is given that they are not permitted to disclose that information to others without the written consent of the student and that the information is to be used only for the purpose(s) intended. If it is learned by the College that a third party outside the College permits access to personally identifiable information, the College shall not permit access to information from education records to that third party for a period of not less than five years.

College students wishing to restrict disclosure of any of the above information should make such a request through the Dean of Enrollment Management. FHTC will not release any other information or records of a student, except as provided in FHTC policy, without the written consent of the student.

A student has the right and shall be accorded the opportunity to inspect, review, and/or receive copies of their educational records upon written request to the Dean of Enrollment Management.

The rights under FERPA transfer from the parents/guardians to the student, once the student turns 18 years old or enters a postsecondary institution at any age. However, although the rights under FERPA have now transferred to the student, a College may disclose information from an “eligible student’s education records to the parent/guardian of the student, without the student’s consent, if the student is a dependent for tax purposes”. Neither the age of the student nor the parent’s/guardian’s status as a custodial parent is relevant. If a student is claimed as a dependent by either parent/guardian for tax purposes, then either parent/guardian may have access under this provision. Documentation of dependent status will be required.

PROCEDURE

The College will comply with the request within a reasonable period of time, but in no case, more than 45 days after the request has been made. The Dean of Enrollment Management will make a record of the documents, which were copied. The review of a student’s records by the student/parent shall be conducted in a private setting with a College official present. A student who is financially indebted to the College will not be allowed to receive a copy of his or her transcript, nor will a person or agency be honored as long as the debt remains; however, the student will be permitted to review the transcript in accordance with the provisions of this policy. Transcript requests may also be denied in connection with disciplinary action.

First Aid

In the event of injury, first aid will be provided in a timely fashion according to the providers’ level of first aid knowledge and will follow the guidelines listed in the First Aid Procedure. First aid stations are located throughout the different campuses. Faculty and staff will be aware of the location of these first aid stations and the contents are to be utilized as needed.

FIRST AID PROCEDURE
Always use your best judgment when dealing with injuries. The safety of the injured is our first priority. When in doubt, CALL 911.

6.45.01 During the event

1. Serious Injuries
2. CALL 911
3. Do not move the injured unless in immediate danger
4. Follow instructions given by 911
5. Notify Student Services at 620-343-4600. Student Services will:
6. Ask for Name of Injured, short description of accident, action taken, and location of incident in the event that Emergency Services needs direction. ii. Notify an Administrator
7. After all steps are completed, see “Follow Up” below
8. Minor Injuries
9. Provide First Aid as needed
10. Notify Student Services at 620-343-4600. Student Services will:
11. Ask for Name of Injured, short description of accident, and action taken ii. Notify an Administrator
12. Arrange transportation if needed
13. Although not required, strongly encourage the student to seek medical attention
14. Students will be responsible for their own medical expenses
15. After all steps are completed, see “Follow Up” below

6.45.02 Follow Up
Within 24 hours, an “Incident Report” should be filled out by an employee on the MyFHTC website.
Incident Reports are handled as necessary by the Executive Vice President of Student Services and Academic Affairs or the Director of Human Resources.
Students may be requested to sign an authorization and consent to share personal information form in order to share details with third-parties such as a hospital or insurance.
Within 24 hours, all employee workplace injuries must be reported to Human Resources.
In the event a guest is injured, contact an Administrator or Human Resources.
Parents of minors will be notified by the Student Services office. Appropriate family members will be notified by Administration or a designee.

FINANCE

Payment must be made in full, make payment arrangements (payment plan, third party, and scholarships) and/or have financial aid to cover the student account balances by the established due dates:

● September 1 for the fall semester
● February 1 for the spring semester
● June 15 for the summer semester

FINANCE PROCEDURE

If these arrangements have not been made by the due date $50 monthly late fees will begin to accrue. The late fee will be assessed until the balance is paid in full. Students will also have a business office hold added to their account. Diplomas and certificates will be held until payment is received. Students with a balance due to FHTC must have the balance paid before enrolling in future classes.

Students enrolling in courses after the Semester Balance Due Dates will be required to have paid in full or have payment arrangements finalized at the time of registration. Statements will be available electronically and can be viewed by logging in to their my.FHTC.edu account.

Unpaid account balances are subject to being sent to collections 90 days after the end of the term they owe. The $50 late fee will accrue until the account is sent to collections.

PAYMENT PLAN

Students may enroll in a payment plan to manage their FHTC account balance. FHTC partners with a third-party provider to administer these plans. The provider charges a non refundable administrative fee per semester.

To avoid a late fee, students are strongly encouraged to enroll in the payment plan within the first two weeks of the semester.

Post-secondary students are required to pay the tuition amount as approved for Flint Hills Technical College by the Kansas
Board of Regents.

The amount of tuition charged is based on the number of credit hours in which the student is enrolled.

Students who withdraw from a course(s) or the College or who are enrolled in a course that is cancelled may be eligible for a refund of tuition, fees, or both, ensuring fairness and transparency in financial transactions.

Tuition Refund Procedure

Students withdrawing are eligible for a refund according to the following refund schedule:

1. For Credit Courses Prior to the first day of class – 100% refund of tuition and fees Up to 5% of the course duration – 100% refund of tuition and fees 6–10% of the course duration – 100% of tuition only After 10% of the course duration – no refund
2. For Non-Credit Courses Prior to first day of class – 100% refund of tuition and fees After course begins – no refund, regardless of attendance
3. For Cancelled Courses 100% refund of the tuition and fees within 30 days of the planned start date
4. The enrollment deposit paid during registration is non-refundable.

Refunds, when due, will be made within thirty (30) days of the last day of attendance if written notification of withdrawal has been provided to student services staff by the student, or from the date the student is terminated or withdrawn by FHTC faculty or staff.

Refunds for federal financial aid recipients will be based on the federal regulations governing that program. Pro rata refund policies will apply to federal aid recipients who withdraw from their program of study before 60 percent of their semester of enrollment at FHTC.

College fees are assessed to help defray the cost of supplies/services for use by students and are unrelated to a specific course offering or program fees.

College Fees Procedure

College Fees pay for the following Items and Services:

1. *Student I.D. Card
2. *Parking Permit
3. *Diploma
4. *Graduation Cap and Gown
5. *Graduation Announcements (10)
6. Facility Usage
7. Advising Services
8. Career Planning and Placement Services
9. Computer and Computer Lab Usage
10. Tutoring Services
11. Web-Based Enrollment Management Software System
12. Text Messaging Emergency Alert System

*These items may be replaced upon request, subject to an additional fee.

When a recipient of a Federal Pell Grant withdraws from College during a semester in which the recipient has begun attendance, the College determines the amount of Federal Financial Aid that the student earned. The College returns the unearned portion of Federal aid that was received on the student’s behalf for payment of tuition, books and fees. The College notifies the student of the unearned aid the College was required to return and the amount of unearned aid the student must return. The student will owe the portion of aid the College was required to return (tuition, books, fees) and the portion of unearned aid the student received in their disbursement check.

Within 30 days of determining that a student who withdrew must repay all or part of a Title IV grant, a College must notify the student that he or she must repay the overpayment or make satisfactory arrangements to repay it. A student has 45 days from the date the notification was sent to take one of the following actions:

1. The student may repay the over-payment in full to the College; or
2. The student may sign a repayment agreement with the College; or
3. The student may sign a repayment agreement with the U.S. Department of Education (DOE).

If the student fails to take one of the positive actions during the 45-day period, the student’s overpayment immediately will be reported to the U.S. Department of Education and referred to them for collection.

Flint Hills Technical College is responsible to both the public and its students to provide quality post-secondary education in an economical and efficient manner. This responsibility includes the obligation to require satisfactory academic progress from its students in return for the opportunity afforded them by a tax-supported college. Financial Aid Recipients must meet the following two standards to maintain eligibility for student financial aid.

Students enrolled in a technical certificate or associate degree programs must maintain a cumulative grade point average of
2.0 and complete 66.66% of the courses in which they enrolled to be in good academic standing.

This includes General Education courses taken concurrently at other colleges and used for determination of enrollment status for which the student was paid federal financial aid. General education coursework completed prior to attending
FHTC, which will be considered for degree completion at FHTC, must be transferred to the College and will be used to calculate the cumulative GPA. Any coursework completed prior to attending FHTC will be used to determine Satisfactory
Academic Progress. Transcripts from all schools where a student received federal financial aid must be submitted to the financial aid office for evaluation. Maximum time frame for a student to complete their program shall be 150% of the number of credits required in the program of record.

Probation — Students will be placed on probation if:

1. The student’s cumulative grade point average falls below 2.0 for the two most recent terms;
2. The student’s completion rate falls below the accepted level of 66.66% following a probationary term (financial aid recipients only);
3. The student’s term grade point average falls below .8 for the most recent term of enrollment. Students do not need to have a cumulative grade point average less than 2.0 For this to be enforced; or
4. The student was readmitted on probation and the cumulative grade point average falls below 2.0 for the most recent term.

Students will be suspended if: the student’s cumulative grade point average falls below 2.0 for the two most recent terms; the student’s completion rate falls below the accepted level following a probationary term (financial aid recipients only); the student’s term grade point average falls below .8 for the most recent term of enrollment. Students do not need to have a cumulative grade point average less than 2.0 for this to be enforced; or the student was readmitted on probation and the cumulative grade point average falls below 2.0 for the most recent term.

Students on probation for the first time will be on probation for one academic term. Students on probation for the second or subsequent time will be on probation for one academic year.

Appealing Financial Aid Probation Procedure

Students who wish to appeal probation must provide a written appeal to the Appeals Committee within ten business days of the date of the notice of probation. The written appeal should be supported by documentation including explanation of the situation(s) that may warrant an appeal (i.e. family member’s death, student’s illness or injury or other special circumstance). The student must explain why they failed to make satisfactory academic pro what has changed in the student’s situation that would allow the student to demonstrate satisfactory academic progress during the next enrollment period. The Appeals Committee consists of the Director of Registration and Enrollment Management, the Financial Aid
Officer and the Dean of Student Services. Within ten business days of receiving the appeal, the committee will make a decision regarding the appeal and notify the student in writing of the decision. The committee’s decision shall be final. An approved appeal places a student on financial aid probation for the next period of enrollment.

Notification of Warning or Probation Procedure

Students will receive notification of financial aid warning or probation from the Financial Aid Office.

Access to official student records is limited to the Dean of Enrollment Management, authorized Student Services personnel including the Student Services Receptionist, Enrollment Management Specialist, Director of Placement/Counselor, Financial Aid Secretary, Financial Aid Officer, and Administration. Unauthorized personnel do not have access to review individual hard-copy student files without the presence and consent of the student.

PROCEDURE

In order to protect a student’s confidentiality, the Dean of Enrollment Management maintains all official student records at Flint
Hills Technical College. A hard copy file for each student that has applied or is currently enrolled at FHTC is stored in a locked fire-proof file cabinet in the Student Services Office. Hard copy files for former students are stored for three academic years in locked file cabinets in the Student Services Office. After three years the hard copy files are stored in a locked storage area on campus, accessed only by Student Services staff.
The file cabinets housing student records are kept locked at all times. The Dean of Enrollment Management is the only staff member with a key to the file cabinets. In order for authorized Student Services staff members to access student records the staff member must obtain the key from the Dean of Enrollment Management and complete a sign-out sheet to track the removal of a student’s file from the file cabinet. In the absence of the Dean of Enrollment Management, any authorized
Student Services personnel or administration may obtain the key and access a student’s file.
Unauthorized personnel may request reports from the Dean of Enrollment Management or Enrollment Management Specialist regarding student status, test scores, etc.

Students serving in the National Guard or Reserves who are called to active duty during an academic term are entitled to receive a full refund of tuition and fees if they withdraw or for all classes dropped. Students who are directed to report for active duty during an academic term shall also be entitled to receive a full refund of tuition and fees. All refunds may be contingent upon presentation of official documentation. Students who volunteer for military service may be subject to the institution’s tuition refund policy.

Flint Hills Technical College is not approved by the U.S. Department of Justice, Immigration and Naturalization Services to accept students seeking admission through a foreign student visa. Individuals seeking admission who are not U.S. citizens may apply for admission if they meet one of the following criteria:

1. Non-citizen national. The applicant must produce a passport stamped “Non-citizen National.”
2. Permanent Resident.
3. Alien Registration Receipt Card.” (Form I-151, I-551, or I551C). The applicant must produce one of these documents with a currently valid expiration date.
4. Passport. The applicant must produce a passport stamped “Processed for I-551” with a valid expiration date.
5. I-94. The student must produce an I-94 which is stamped “Processed for I-551” with a valid expiration date, or “Temporary Form I-551” with appropriate information filled in.
6. Other Eligible Non-citizen.
7. “Temporary Resident Card” (Form I-699). The applicant must produce this document with a valid expiration date.
8. “Arrival-Departure Record” (Form I-94). The applicant must produce this document stamped as a Refugee Asylum Status, Conditional Entrant (before April 1, 1980), Parolee, Cuban-Haitian Entrant.

Criteria for establishing citizenship if not born in the United States:

1. Certificate of Citizenship. The applicant must produce a Certificate of Citizenship which includes the applicant’s name, certificate number, and the date the certificate was issued.
2. Certificate of Naturalization. The applicant must produce a Certificate of Naturalization which includes the applicant’s name, certificate number, Alien Registration Number, name of the court (and date) where naturalization occurred.
3. Certification of Birth Abroad. (Form FS-545, DS-1350, FS-240), Report of Birth Abroad. The applicant must produce one of these documents which include an embossed seal, “United States of America” and “State Department.” 5. U.S. Passport.

In addition to meeting one of the above criteria non-U.S. Citizen students must:

1. Fulfill college entrance requirements in addition to special entrance requirements.
2. Complete the English Placement Test (EPT) with a Writing Exam Result of Exempt and a Listening, Structure, Vocabulary/Reading score of 86 – 100.

Upon meeting the special entrance requirements for non-U.S. citizens and receiving admission to FHTC, students may apply for Federal Financial Aid.

Flint Hills Technical College is not approved by the U.S. Department of Justice, Immigration and Naturalization Services to accept students seeking admission through a foreign student visa. Undocumented non-U.S. citizens are not eligible for Federal Financial Aid (see Special Entrance Requirements for non-U.S. citizens seeking Federal Financial Aid).

Undocumented non-U.S. citizens are eligible to apply for admission to FHTC if they meet the following State qualifications:

1. Provide documentation that they attended an accredited Kansas high school for three or more years.
2. Provide documentation that they either graduated from an accredited Kansas high school or obtained a general educational development certificate (GED) in Kansas.
3. File an affidavit with Flint Hills Technical College stating either that the student has filed an application to legalize his or her immigration status or to file for U.S. citizenship or that the student’s parents have filed such an application. (Affidavits available in the student Services Office)

In addition to meeting State qualifications, undocumented non-U.S. citizens must meet the following institutional criteria:

1. Fulfill all college entrance requirements in addition to special entrance requirements.
2. Complete the English Placement Test (EPT) with a Writing Exam Result of Exempt and a Listening, Structure, Vocabulary/Reading score of 86-100.

Special Entrance Requirements for Non-U.S. Citizen High School Students

Non-U.S. citizens that are high school juniors and seniors may enroll in Flint Hills Technical College programs accepting secondary students by meeting the following criteria:

1. Be currently attending and lawfully enrolled in a Kansas high school.
2. Fulfill all college entrance requirements.
3. Complete the English Placement Test (EPT) with a Writing Exam Result of Exempt and a Listening, Structure, Vocabulary/Reading score of 86-100.

Flint Hills Technical College does not discriminate on the basis of sex including pregnant and parenting students, sexual orientation, gender identity, gender expression, genetic information, disability status, veteran or military status, race, color, age, religion, marital status, or national or ethnic origin or any other factors which cannot lawfully be considered in educational programs, admissions policies, employment policies, financial aid or other college-administered programs. For inquiries regarding Flint Hills Technical College’s nondiscrimination policies or compliance with Title IX and/or Section 504 contact Lisa Kirmer, Title IX Coordinator and EVP of Student Services/Academic Affairs, 3301 West 18 th
Avenue, Emporia, KS 66801, 620-341-1325, lkirmer@fhtc.edu or Nancy Thompson, Director of Human Resources and VP of Administrative
Services, 3301 West 18 th
Avenue, Emporia, KS 66801, 620-341-1304, nthompson@fhtc.edu.

A student may apply for a leave of absence. The criteria for applying are as follows:

1. Student must currently be enrolled in 3 or more credit hours, seeking a Technical Certificate or an Associate’s Degree.
2. One of the following extenuating circumstances must apply:
3. A serious injury or illness to self, spouse or child (including custodial parents). Serious is defined as debilitating, life threatening, or long-term care.
4. Death of an immediate family member, spouse or child. If you are a dependent student then your immediate legal guardian would apply.
5. Pregnancy
6. The student must be incapacitated for no more than 180 calendar days.
7. The student must have the intention of returning the first semester after their leave of absence ends or is terminated.

An institutional committee will make the determination upon receipt of the application for the leave of absence. The committee will determine the eligibility, length, and acceptability of the application. All requests must include the proper documentation, i.e. doctor’s statement, funeral program, etc. The committee will include the EVP of Student Services & Academic Affairs, Dean of Enrollment Management, and two faculty members (one of whom should be the program instructor or Division Chairperson).

The student is then required to apply for readmission to the institution, if their leave of absence takes place over two semesters and the student needs to return on the third semester. If a student re-enrolls before their leave of absence has expired or the following semester, the student does not have to apply for readmission to the institution.

Please, note the student will not be able to apply for or receive financial aid during their leave of absence. Upon return to the institution, the student must complete the number of credit hours, previously enrolled, to satisfy the leave of absence.
No additional charges will be imposed while the student is completing those hours and no federal aid will be awarded. Once the student has satisfactorily completed the leave of absence requirements, they may enroll the following semester and apply for financial aid at that time.
If the student fails to resume attendance following the leave of absence, the student must be treated as a withdrawal. In that case, the date the student began the leave of absence will be the student’s withdrawal date for the Return of Title IV
Funds (R2T4) calculation. The R2T4 calculation will be performed and federal funds will be returned, if necessary, based on that calculation.

Students eligible to receive financial aid may charge their textbooks and supplies against their financial aid. Students may obtain their textbooks and supplies in the FHTC bookstore prior to the start of classes for the semester, up through the first two weeks of classes. A charge form will be completed by the Bookstore Manager or staff member and will include the books and supplies purchased and the amounts. The student will be asked to sign the charge form to confirm that if financial aid funds do not cover the cost of books and supplies charged, the student is financially responsible for paying the balance.

A charge for the total amount of books and supplies will be added to the student’s statement, generated through the FHTC
Business Office. When financial aid funds are applied, the books and supplies charge will be offset by the financial aid funds, including tuition and fee amounts, and any remaining amount will be disbursed directly to the student.

Students can also charge their tools with select vendors against their financial aid up through the first two week of classes.
Participating vendors will be available during final enrollment, prior to the start of the fall semester. Students may also visit vendor locations to purchase tools. Students will have to sign a charge form, authorizing use of financial aid funds to pay for the tools and confirm that any balance not covered by financial aid is the responsibility of the student. Please contact the financial aid office for amounts available to you, forms and information. Charges and financial aid funds applied will appear on a student’s statement, as described above.

In order to improve student learning and retention, as well as to achieve compliance with federal financial aid policies, Flint
Hills Technical College requires regular, substantive interaction between faculty and students for online courses. Instructors are required to monitor and track student attendance. An online course is considered as "meeting" at least once a week.
Students are required to “attend” an online course through communication or submission of some work, as defined by the course instructor, every 7 days. Students who do not communicate or submit work at a minimal level as determined by the instructor for one full week (that is, for one 7-day period) will be counted as absent for that week. Students are advised to visit with instructors regarding the grading and attendance systems used by the department in which the student is enrolled. Students will find course specific attendance requirements in each course syllabus.

When a student is administratively withdrawn, the College will adhere to the parameters in the Adding a Course/Withdrawing from a Course policy. Students will be notified in writing that they have been administratively withdrawn and must apply for readmission before continuing the class. Readmission must be accomplished in coordination with the Dean of Enrollment Management, EVP of Student Services & Academic Affairs and the appropriate Division
Chairperson, who will jointly determine, following consultation with the student’s instructor(s) and advisor, whether the student qualifies for readmission.

In all cases involving non-attendance the Financial Aid Office will be notified of the student’s date of last attendance in order to return unearned financial aid in accordance with federal financial aid regulations.

Course delivery utilizes many different modalities. The awarding of academic credit for a course is based on the amount of time a student receives direct instruction and works beyond instruction time on the course content. To ensure a consistent measure of the quality of a student’s academic engagement and to ensure accuracy of the assignment of credit hours to activities earning academic credit, the College adheres to these definitions of credit hours (Unless otherwise specified by 3rd
Party Program Accreditation): Lecture: one credit is considered to be fifty minutes of lecture class time and a minimum average of two hours per week of academic work outside of class. (1 credit = 12.5 hours/750 minutes course time per semester minimum)

Lab: one credit hour is considered to be eighty minutes of direct instruction and/or hands-on activities within the classroom/lab and at minimum an average of two hours per week outside of class academic student preparation. (1 credit = 20 hours/1,200 minutes course time per semester minimum)

Internship/Clinical: one credit hour is considered to be one hundred and eighty minutes of direct field-of-study instruction and/or supervision. (1 credit= 45 hours/2,700 minutes course time per semester minimum.)

Lecture/Lab: one credit hour is considered to be one hundred and ten minutes of direct instruction which includes approximately 30% lecture and 70% laboratory components. The class may also require a limited amount of work outside of the class as reflective of the highly technical curriculum required for specific trade education such as programs like Automotive and Welding. (1 credit= 27.5 hours/1650 minutes course time per semester minimum)

Distance/online/hybrid: F or each credit hour assigned, the amount of effort required to complete the class and its assignments is equivalent to the amount of effort required for a similar or the same lecture or laboratory class with the same credit. Thus, any combination of contact time (online synchronous, online asynchronous work, and/or face-to-face instruction) and effort beyond the contact time would equate to the same amount of effort articulated in the above credit hour definitions for each week of the semester.

Credit for Prior Learning (CPL) can expedite the completion of postsecondary education programs by evaluating an individual’s existing knowledge and competencies and awarding college credit as appropriate.

For the purpose of this policy, “prior learning” includes the postsecondary-level knowledge and skills gained through work and life experiences, such as corporate and military training programs, industry certifications, non-credit postsecondary- level courses, and civic or volunteer experiences. Students may also seek credit through national exams for postsecondary credit (e.g. CLEP, DANTES, AP, IB, etc.), and credit by examination. Obtaining credit for prior learning is the optimal outcome of a prior learning assessment.

Academic credit will only be awarded on a course-by-course basis to meet degree requirements and only to enrolled degree- seeking students. Changing majors will not result in reassessment of previously awarded CPL. A minimum of 15 credits or
25% of the technical credit requirements of a Technical Certificate or AAS degree (whichever is greater) must be earned at FHTC to be eligible for graduation.

There is no tuition cost for CPL. Administrative fees are based on the assessment service required of each type of assessment and are not determined by the number of credits awarded.

Academic Amnesty is designed to allow students with an initial experience at FHTC with less than desired performance an opportunity to exempt one semester of grades awarded by FHTC from their GPA; grades from all other institutions will not be considered in the forgiveness plan. Flint Hills Technical College allows a student to retake a course or courses and have the higher grade count in the GPA. While this retake helps many students, it completely misses the needs of students who initially attempt a program that proves too difficult or students with a bad start for a variety of reasons. This policy would allow for these individuals to have one semester of poor grades removed from the GPA but would still remain on the transcript with a special notation. An Academic Amnesty Review Committee (AARC) comprised of the VP of Instructional Services, VP of Student Services and the Program Division Chair or Program Instructor will evaluate each application.

Amnesty Criteria:

1. A student may request Academic Amnesty once during his/her tenure at FHTC for one semester of course work.
2. Any academic probation and/or dismissals from the forgiven term or courses will not be accepted for amnesty. A student who was academically dismissed must go through the usual reinstatement process.
3. Any punitive grades awarded as the result of academic dishonesty will not be forgiven.
4. Academic forgiveness does not apply toward eligibility for financial aid.
5. Individuals making the request will be on academic probation until he/she has demonstrated satisfactory academic progress and attendance.
6. Not all divisions or programs may grant Academic Amnesty. It is the responsibility of the individual making the application request to make inquiry regarding programs exempted from this policy prior to readmission to FHTC.
7. Health and Human Services Division does not allow for use of the Academic Amnesty Procedure.
8. After two consecutive years of non-attendance, a student may request Amnesty after readmission to a technical program at FHTC.
9. The request must be made in writing using the Academic Amnesty application form prior to the midterm of the second semester after readmission and submitted to the Dean of Enrollment Management's office.
10. The request will be reviewed by the Academic Amnesty Review Committee after the student has completed 15 credit hours and earned a GPA of at least 2.75. All applicants must meet with the AARC for a formal interview.
11. The determination of this Committee will be final.
12. Upon approval of the request, grades from the selected semester will be removed from the student’s GPA but will remain on the official transcript designated with a special code for Academic Amnesty.
13. Academic Amnesty does not apply regarding consideration for the National Vocational Technical Honor Society (NVTHS).

All grades on the transcript will be considered to determine student eligibility for NVTHS.

1. Academic Amnesty does not apply in determining eligibility for honors student status as an FHTC graduate. All grades on the transcript will be used to determine student honor status.

EQUAL OPPORTUNITY, HARASSMENT, AND NONDISCRIMINATION POLICY
FOR ALL FACULTY, STUDENTS, EMPLOYEES, AND THIRD PARTIES (Hereinafter, “the Policy”)

BASED ON THE ATIXA 2024 ONE POLICY, ONE PROCEDURE (1P1P) MODEL ©2024 ATIXA. USED WITH PERMISSION.
Purpose
Flint Hills Technical College is committed to providing an educational and employment environment that is free from discrimination based on protected characteristics, harassment, and retaliation for engaging in protected activity.
Flint Hills Technical College values and upholds the equal dignity of all members of its community and strives to balance the rights of the Parties in the resolution process during what is often a difficult time for all involved.
To ensure compliance with federal, state, and local civil rights laws and regulations, and to affirm its commitment to promoting the goals of fairness and equity in all aspects of the education program or activity, Flint Hills Technical College has developed policies and procedures that provide for prompt, fair, and impartial resolution of allegations of protected characteristic discrimination, harassment or allegations of retaliation.
Notice of Nondiscrimination
Flint Hills Technical College seeks to comply with all federal, state, and local laws, regulations, and ordinances prohibiting discrimination in public post-secondary education institutions. Flint Hills Technical College does not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of actual or perceived: Age (40 years and over in the employment context)
Citizenship status
Color
Creed
Disability (physical or mental)
Domestic violence victim status
Ethnicity
Family responsibilities
Gender expression

Gender identity
Genetic information (including family medical history)
Height
Marital status
National origin (including ancestry)
Personal appearance
Place of business
Political belief or affiliation
Pregnancy or related conditions
Race
Religion
Residence
Sex
Sexual orientation
Source of income
Veteran or military status (including disabled veteran, recently separated veteran, active-duty, wartime, or campaign badge veteran, and Armed Forces Service Medal veteran)
Weight or any other protected characteristic under applicable local, state, or federal law, including protections for those opposing discrimination or participating in any grievance process within the institution, with the Equal Employment
Opportunity Commission, and/or other human/civil rights agency.

This Policy covers nondiscrimination in both employment and access to educational opportunities. Therefore, any member of the Flint Hills Technical College community whose acts deny, deprive, unreasonably interfere with or limit the education or employment, and/or social access, benefits, and/or opportunities of any member of the Flint Hills Technical College community, guest, or visitor on the basis of that person’s actual or perceived protected characteristic(s), is in violation of this Policy.
Flint Hills Technical College will promptly and effectively address any such discrimination of which it has Knowledge/Notice using the resolution process in the Equal Opportunity, Harassment, and Nondiscrimination Procedures.
Nondiscrimination Team Contacts

The Flint Hills Technical College has appointed the Nondiscrimination Team, comprised of the following individual(s), to coordinate the Flint Hills Technical College’s compliance with federal, state, and local civil rights laws and ordinances: For STUDENT discrimination and harassment allegations [not based on sex or disability]: Lisa Kirmer
Title IX Coordinator/EVP of Student Services and Academic Affairs
Metcalf Education Center, Administrative Suite
3301 West 18 th
Avenue, Emporia, KS 66801
620-341-1325 lkirmer@fhtc.edu
www.fhtc.edu

For EMPLOYEE discrimination and harassment allegations [not based on sex]: Nancy Thompson
Vice President of Administrative Services/Director of Human Resources

Metcalf Education Center, Administrative Suite
3301 West 18 th
Avenue, Emporia, KS 66801
620-341-1304 nthompson@fhtc.edu
www.fhtc.edu
For sex discrimination and sex-based harassment allegations EMPLOYEE and STUDENT: Lisa Kirmer
Title IX Coordinator/EVP of Student Services and Academic Affairs
Metcalf Education Center, Administrative Suite
3301 West 18 th
Avenue, Emporia, KS 66801
620-341-1325 lkirmer@fhtc.edu
www.fhtc.edu

For STUDENT disability-based allegations: Brenda Carmichael
Dean of Student Services/ADA and 504 Coordinator
Metcalf Education Center, Reeble Student Success Center
3301 West 18 th
Avenue, Emporia, KS 66801 bcarmichael@fhtc.edu
620-341-1338

Collectively, these individuals are responsible for providing comprehensive nondiscrimination education and training; coordinating the Flint Hills Technical College’s timely, thorough, and fair response, investigation, and resolution of all alleged prohibited conduct under this Policy; and monitoring the effectiveness of this Policy and related procedures to ensure an education and employment environment free from discrimination, harassment, and retaliation.
Flint Hills Technical College recognizes that allegations under this Policy may include multiple forms of discrimination and harassment as well as violations of other Flint Hills Technical College policies; may involve various combinations of students, employees, and other members of the Flint Hills Technical College community; and may require the simultaneous attention of multiple Flint Hills Technical College departments. Accordingly, all Flint Hills Technical College departments will share information, combine efforts, and otherwise collaborate, to the maximum extent permitted by law and consistent with other applicable Flint Hills Technical College policies, to provide uniform, consistent, efficient, and effective responses to alleged discrimination, harassment, or retaliation.

External Contact Information
Concerns about the Flint Hills Technical College’s application of this Policy and compliance with certain federal civil rights laws may also be addressed to: Office for Civil Rights (OCR)
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-1100

Customer Service Hotline #: (800) 421-3481
Facsimile: (202) 453-6012
TDD#: (877) 521-2172
Email: OCR@ed.gov
Web: http://www.ed.gov/ocr

Kansas City Office
Office for Civil Rights
U.S. Department of Education
One Petticoat Lane
1010 Walnut Street, 3 rd floor, Suite 320
Kansas City, MO 64106
Telephone: 816-268-0550
FAX: 816-268-0599; TDD 800-877-8339
Email: OCR.KansasCity@ed.gov

Mandated Reporting and Confidential Employees
All Flint Hills Technical College faculty and employees (including student-employees), other than those deemed
Confidential Employees, are Mandated Reporters and are expected to promptly report all known details of actual or suspected discrimination, harassment, and/or retaliation to appropriate officials immediately, although there are some limited exceptions. Supportive measures may be offered as the result of such disclosures without formal Flint Hills
Technical College action.
Complainants may want to carefully consider whether they share personally identifiable details with Mandated Reporters, as those details must be shared with the Title IX Coordinator/EVP of Student Services and Academic Affairs.
If a Complainant expects formal action in response to their allegations, reporting to any Mandated Reporter can connect them with resources to report alleged crimes and/or Policy violations, and these employees will immediately pass Notice to the Title IX Coordinator/EVP of Student Services and Academic Affairs (and/or police, if desired by the Complainant or required by law), who will act when an incident is reported to them.
The following sections describe the Flint Hills Technical College’s reporting options for a Complainant or third party
(including parents/guardians when appropriate):

1. Confidential Employees To enable Complainants to access support and resources without filing a Complaint, the Flint Hills Technical College has designated specific employees as Confidential Resources. Those designated by Flint Hills Technical College as Confidential Resources are not required to report actual or suspected discrimination, harassment, or retaliation in a way that identifies the Parties. They will, however, provide the Complainant with the Title IX

Coordinator/EVP of Student Services and Academic Affairs’ contact information and offer options and resources without any obligation to inform an outside agency or Flint Hills Technical College official unless a Complainant has requested the information be shared.

There are three categories of Confidential Employees: 1) Those with confidentiality bestowed by law or professional ethics, such as lawyers, medical professionals, clergy, and counselors; 2) Those whom Flint Hills
Technical College has specifically designated as confidential for purposes of providing support and resources to the Complainant; and 3) Those conducting human subjects research as part of a study approved by the Flint Hills
Technical College’s Institutional Review Board (IRB). For those in category 1), above, to be able to respect confidentiality, they must be in a confidential relationship with the person reporting, such that they are within the scope of their licensure, professional ethics, or confidential role at the time of receiving the Notice. These individuals will maintain confidentiality except in extreme cases of immediacy of threat or danger or abuse of a minor, elder, or individual with a disability, or when required to disclose by law or court order.
If a Complainant would like the details of an incident to be kept confidential, the Complainant may speak with the following Confidential Employees: Designated Confidential Employees
Eva DeHoyos Academic Advisor
Metcalf Education Center, Reeble Student Success Center

1. West 18 th Avenue, Emporia, KS 66801

620-341-1376 edehoyos@fhtc.edu

Troy Hobelmann
Director of Financial Aid
Metcalf Education Center, Reeble Student Success Center

1. West 18 th Avenue, Emporia, KS 66801

620-341-1303 trhobelmann@fhtc.edu
Designated Confidential Employee for Employees
Amy Rhoads
Human Resources Coordinator
Metcalf Education Center, M102C
3301 West 18 th
Avenue, Emporia, KS 66801
620-341-1309 arhoads@fhtc.edu
Employees who have confidentiality as described above, and who receive Notice within the scope of their confidential roles will timely submit anonymous statistical information for Clery Act purposes unless they believe it would be harmful to their client.
Failure of a Mandated Reporter, as described above in this section, to report an incident of discrimination, harassment, or retaliation of which they become aware is a violation of Flint Hills Technical College Policy and can be subject to disciplinary action for failure to comply/failure to report. This also includes situations when a harasser is a Mandated Reporter. Such individuals are obligated to report their own misconduct, and failure to do so is a chargeable offense under this Policy.
A Mandated Reporter who is themselves a target of harassment or other misconduct under this Policy is not required to report their own experience, though they are, of course, encouraged to do so.

In addition, Complainants may speak with individuals unaffiliated with Flint Hills Technical College without concern that Policy will require them to disclose information to the institution without permission: Licensed professional counselors and other medical providers
Local rape crisis counselors
Domestic violence resources
Local or state assistance agencies
Clergy/Chaplains
Attorneys

Disability-based Grievances and Complaints
Grievances related to disability status and/or provision of accommodations are addressed by completing the Appeal of Denial of Reasonable Accommodation Request at www.fhtc.edu and following the Appeal Process/Grievance Procedure.
However, allegations of discrimination on the basis of an actual or perceived disability, including instances in which the provision of reasonable accommodations has a discriminatory effect, will be resolved under the institutional non- discrimination policies and procedures.
For details relating to disability accommodations in the Flint Hills Technical College’s Resolution Process, visit
www.fhtc.edu – About – Resources.
Scope
This Policy is only applicable to alleged incidents that occur after August 1, 2024. For alleged incidents of sexual harassment occurring prior to August 1, 2024, the policy and procedures in place at the time of the alleged incident apply.
Applicable versions of those policies and procedures are available from the Title IX Coordinator/EVP of Student Services and Academic Affairs.
This Policy applies to all faculty, employees, students, and other individuals participating in or attempting to participate in the Flint Hills Technical College’s program or activities, including education and employment.
This Policy prohibits all forms of discrimination on the basis of the protected characteristic(s) listed in the Notice of Nondiscrimination. The Equal Opportunity, Harassment, and Nondiscrimination Procedures may be applied to incidents, to patterns, and/or to the institutional culture/climate, all of which may be addressed in accordance with this Policy.
Jurisdiction
This Policy applies to the Flint Hills Technical College’s education programs and activities (defined as including locations, events, or circumstances in which the Flint Hills Technical College exercises substantial control over both the Respondent and the context in which the conduct occurred), circumstances where the Flint Hills Technical College has disciplinary authority, and to misconduct occurring within any building owned or controlled by a Flint Hills Technical College- recognized student organization. A Complainant does not have to be a member of the Flint Hills Technical College community to file a Complaint, at the discretion of Title IX Coordinator/EVP of Student Services and Academic Affairs.
This Policy may also apply to the effects of off-campus misconduct that limit or deny a person’s access to Flint Hills
Technical College’s education program or activities. The Flint Hills Technical College may also extend jurisdiction to off- campus and/or to online conduct when the conduct affects a substantial Flint Hills Technical College interest.
A substantial Flint Hills Technical College interest includes:

Any action that constitutes a criminal offense as defined by law. This includes, but is not limited to, single or repeat violations of any local, state, or federal law.

1. Any situation in which it is determined that the Respondent poses an immediate threat to the physical health or safety of any student, employee, or other individual.
2. Any situation that significantly impinges upon the rights, property, or achievements of others, significantly breaches the peace, and/or causes social disorder.
3. Any situation that substantially interferes with the Flint Hills Technical College’s educational interests or mission].

For disciplinary action to be issued under this Policy, the Respondent must be a Flint Hills Technical College faculty member, student, or employee at the time of the alleged incident. If the Respondent is unknown or is not a member of the Flint Hills Technical College community, the Title IX Coordinator/EVP of Student Services and Academic Affairs will offer to assist the Complainant in identifying appropriate institutional and local resources and support options, and will implement appropriate supportive measures and/or remedial actions (e.g., trespassing a person from campus). The Flint
Hills Technical College can also assist in contacting local or institutional law enforcement if the individual would like to file a police report about criminal conduct.
All vendors serving the Flint Hills Technical College through third-party contracts are subject to the policies and procedures of their employers and/or to these Policies and procedures to which their employer has agreed to be bound by their contracts.
When the Respondent is enrolled in or employed by another institution, the Title IX Coordinator/EVP of Student Services and Academic Affairs can assist the Complainant in contacting the appropriate individual at that institution, as it may be possible to pursue action under that institution’s policies.
Similarly, the Title IX Coordinator/EVP of Student Services and Academic Affairs may be able to assist and support a student or employee Complainant who experiences discrimination in an externship, study abroad program, or other environment external to the Flint Hills Technical College where sexual harassment or nondiscrimination policies and procedures of the facilitating or host organization may give the Complainant recourse. If there are effects of that external conduct that impact a student or employee’s work or educational environment, those effects can often be addressed remedially by the Title IX Coordinator/EVP of Student Services and Academic Affairs if brought to their attention.
Supportive Measures
Flint Hills Technical College will offer and implement appropriate and reasonable supportive measures to the Parties upon Notice of alleged discrimination, harassment, and/or retaliation. Supportive measures are non-disciplinary, non-punitive individualized services offered as appropriate and reasonably available.
They are offered, without fee or charge to the Parties, to restore or preserve access to the Flint Hills
Technical College’s education program or activity, including measures designed to protect the safety of all Parties and/or the Flint Hills Technical College’s educational environment and/or to deter discrimination, harassment, and/or retaliation.
The Title IX Coordinator/EVP of Student Services and Academic Affairs promptly makes supportive measures available to the Parties upon receiving Notice/Knowledge or a Complaint. At the time that supportive measures are offered, if a Complaint has not been filed, the Flint Hills Technical College will inform the Complainant, in writing, that they may file a Complaint with the Flint Hills Technical College either at that time or in the future. The Title IX Coordinator/EVP of Student
Services and Academic Affairs will work with a party to ensure that their wishes are considered with respect to any planned and implemented supportive measures.
The Flint Hills Technical College will maintain the confidentiality of the supportive measures, provided that confidentiality does not impair the Flint Hills Technical College’s ability to provide those supportive measures. Flint Hills Technical College will act to ensure as minimal an academic/occupational impact on the Parties as possible. The Flint Hills Technical College will implement measures in a way that does not unreasonably burden any party.
These actions may include, but are not limited to: Referral to counseling, medical, and/or other healthcare services
Referral to the Employee Assistance Program
Referral to community-based service providers

Student financial aid counseling
Education to the institutional community or community subgroup(s)
Altering work arrangements for employees or student-employees
Safety planning
Providing campus safety escorts
Providing transportation assistance
Implementing contact limitations (no contact orders) between the Parties
Academic support, extensions of deadlines, or other course/program-related adjustments
Trespass, Persona Non Grata (PNG), or Be-On-the-Lookout (BOLO) orders
Timely warnings
Class schedule modifications, withdrawals, or leaves of absence
Increased security and monitoring of certain areas of the campus
Any other actions deemed appropriate by the Title IX Coordinator/EVP of Student Services and Academic Affairs
Violations of no contact orders or other restrictions may be referred to appropriate student or employee conduct processes for enforcement or added as collateral misconduct allegations to an ongoing Complaint under this Policy.
The Parties are provided with a timely opportunity to seek modification or reversal of the Flint Hills
Technical College’s decision to provide, deny, modify, or terminate supportive measures applicable to them. A request to do so should be made in writing to the Title IX Coordinator/EVP of Student Services and Academic Affairs. An impartial employee other than the employee who implemented the supportive measures, who has authority to modify or reverse the decision, will determine whether to provide, deny, modify, or terminate the supportive measures if they are inconsistent with the definition of supportive measures in

STUDENT PREGNANCY

Flint Hills Technical College is committed to ensuring the protection and equal treatment of pregnant individuals, persons with pregnancy--related conditions, and new parents. Pregnant students and student parents are protected by Title IX of the Education Amendments of 1972 and are entitled to academic accommodations, and modifications, lactation break time and space, and time off/excused absences when necessary for pregnancy-related conditions.

STUDENT PREGNANCY PROCEDURE

Students affected by pregnancy, childbirth, or related conditions may be entitled to the following rights and accommodations:

1. Students are under no obligation to disclose pregnancy or parenting status unless accommodations are requested.
2. The benefits and services provided to students affected by pregnancy shall be no less than those provided to students with temporary medical conditions.
3. Students with pregnancy-related disabilities, like any other student with a disability, are entitled to reasonable accommodation so they will not be disadvantaged in their courses of study or research and may seek assistance from the Disability Support Services office.
4. Reasonable accommodations may include, but are not limited to:

Accommodations requested by the pregnant student to protect the health and safety of the student and the pregnancy
(such as allowing the student to maintain a safe distance from hazardous substances).
Modifications to the physical environment (such as accessible seating).
Ergonomic and assistive supports.
Lactation break time and a safe and clean lactation space.
Extending deadlines and/or allowing the student to make up tests or assignments missed for pregnancy-related absences.
Tutoring, independent study, online course completion options, and incomplete grades that can be completed at a later date.
Excusing medically necessary absences.

Granting the student leave “for so long a period of time as is deemed medically necessary by the student’s physician,” and then effectively reinstating the student to the same status as was held when the leave began when possible.
Reasonable steps to ensure that pregnant students who take a leave of absence or medical leave return to the same position of academic progress that they were in when they took leave, including access to the same course catalog that was in place when the leave began.

1. Students requesting an academic leave of absence should contact the Title IX Coordinator.

The Title IX Coordinator is responsible for overseeing this policy. Information about requests for accommodations will be shared with faculty and staff only to the extent necessary to provide the reasonable accommodation. Faculty and staff will regard all information associated with such requests as private and will not disclose this information unless necessary.

HAZING
Engaging in hazing of a member or third party for the purpose of initiation into, or admission into, affiliation with, or continued membership within a Flint Hills Technical College (FHTC) club or organization, is strictly prohibited.
Hazing includes, but is not limited to any action, activity or situation by which a member of a club or organization intentionally, negligently or recklessly endangers the physical or mental health, welfare or safety of an individual, creates excessive fatigue, consumption of any substance or liquid (including but not limited to alcohol), sleep deprivation, mental or physical discomfort, exposes a person to extreme embarrassment or ridicule, involves personal servitude, destroys or removes public or private property, or implicitly or explicitly interferes with the academic requirements or responsibilities of a student. Apathy, acceptance or consent to hazing shall not be a defense to this violation.

HAZING PROCEDURE

7.03.01 - State and Federal Hazing Laws:

As of 2024, Kansas Law states the following in regards to hazing law:

21-5418. Hazing.

1. Hazing is recklessly coercing, demanding or encouraging another person to perform, as a condition of membership in a social or fraternal organization, any act which could reasonably be expected to result in great bodily harm, disfigurement or death or which is done in a manner whereby great bodily harm, disfigurement or death could be inflicted. Hazing is a class B nonperson misdemeanor.
2. Hazing is a class B nonperson misdemeanor.

At the end of 2024, the Stop Campus Hazing Act was signed into law.
● This law requires institutions of higher education to report hazing incidents in its annual security report.
● The law defines hazing as: any intentional, knowing, or reckless act committed by a person (whether individually or in concert with other persons) against another person or persons regardless of the willingness of such other person or persons to participate, that (1) is committed in the course of an initiation into, an affiliation with, or the maintenance of membership in, a student organization (e.g., a club, athletic team, fraternity, or sorority); and (2) causes or creates a risk, above the reasonable risk encountered in the course of participation in the institution of higher education or the organization, of physical or psychological injury.
● Institutions are required to make available information related to relevant policies and laws, how to report incidents, and how an investigation is conducted.
● Institutions are required to provide information regarding relevant awareness and prevention programs related to hazing.
● Lastly, institutions are required to develop a Campus Hazing Transparency Report that summarizes the findings of any recognized student organization that has been found in violation of university hazing policy.

7.03.02 - Reporting an Incident of Hazing: If you or someone you know is in danger, please call 911.

All incidents of hazing should be reported to a faculty or staff member at FHTC, who will then report the incident to the Executive Vice President of Student Services and Academic Affairs, Lisa Kirmer. You can also contact Lisa Kirmer directly at 620-341-1325 or lkirmer@fhtc.edu.

7.03.03 - Hazing Investigation: Upon receiving a report of hazing, an initial review of the report will be conducted by the Executive Vice President of Student Services to determine next steps. This may include follow up with the reporting party, witnesses, the alleged victim(s) of the hazing incident, and the individual(s) accused of hazing.
The FHTC Student Conduct policy (6.25), Probationary Status policy (6.19) and Suspension and Expulsion policy (6.20) apply when an individual student’s conduct is under review for a hazing allegation.

7.03.04 - Annual Reporting of Hazing Incidents: FHTC will report any hazing violations through the Annual Campus Security Report and will provide an Annual Hazing
Transparency Report. The Executive Vice President of Student Services and Academic Affairs will distribute these reports via email to all employees and students on an annual basis.

7.03.05 - Hazing training for students: Hazing information to raise awareness and a hazing prevention program is provided through Title IX and Campus
Security training for all students taking the new student orientation – First Year Experience course – at FHTC.

It is the intent of the Board of Flint Hills Technical College that College facilities and equipment be used for the educational programs and services central to the mission of the institution.

Use of College facilities by community groups is encouraged when it does not conflict with the College's educational mission or schedule and College policy or regulations. Groups and individuals who use College facilities must adhere to all local, state, and federal laws while doing so. The College may charge facilities usage fees to any organization, group or individual using College facilities.

College instructional equipment and lab spaces (with the exception of computer labs) are not available for use by community groups.

Personal use of instructional equipment and lab spaces by an FHTC employee must have prior approval by the appropriate division executive leadership.

The College may restrict the use of facilities and grounds as it deems necessary. The administration will establish rules and regulations and a schedule of fees for the use of College facilities and may assign priorities to groups wishing to use
College facilities. The College administration has authority over all proposed use of College facilities

PROCEDURE

8.01.01 Online Reservation Form

Reservations may be made by submitting the online reservation form on the College website.

8.01.02

An organization/individual may be charged fees according to usage needs (furniture, equipment, video and audio systems, cleaning, etc.)

8.01.03 Employees Using Facilities After Hours for Personal Use

Employees using facilities after hours for personal use are responsible for set-up, clean-up, and tear-down (may be required to set up for the following event) and must be present at all times. It is the responsibility of the employee to secure the building.

The College, in order to promote environmental responsibility, supports recycling.

The President/CEO or designee shall have the authority to develop procedures and implement this policy.

The College shall maintain a fleet of vehicles for use by College personnel The College maintains liability insurance only.
The College does not carry automotive insurance for an employee driving their personal vehicle on College business.
College vehicles are to be driven only by "pre-qualified" College employees or students who have been approved by administration after submission of required paperwork.

Every individual driving a College vehicle must be a College employee and must have a valid Kansas driver’s license.
Employees are accountable for the College vehicle they are assigned; how it is driven, where it is driven, and where it is parked. The driver will be personally responsible for any and all traffic or parking citations, tickets, or fines received at the fault of the driver while operating the College vehicle. State law requires drivers and passengers in College vehicles to wear seat belts. All applicable laws and license requirements will be adhered to while operating a College vehicle.

Faculty and staff are expected to use the College vehicles for official College business and some positions may be required to use a College vehicle (as determined by the President/CEO). Mileage reimbursement rates when using a personal vehicle will be 50% of the current IRS reimbursement rate if a College vehicle is available. Mileage reimbursement will be 100% of the IRS reimbursement rate if a College vehicle is unavailable.

Any exception to this policy must be pre-approved by the President/CEO.

Employees and students will not smoke or use smokeless tobacco products in College vehicles. No College vehicle shall ever be used after the consumption of alcohol. No controlled substances or paraphernalia shall be transported in College vehicles.
This excludes medical prescriptions for individuals.

Texting is not allowed while driving a College vehicle. Phone calls may only be made or received when using hands-free devices.

PROCEDURE

8.06.01 Care of Vehicles

Drivers and passengers shall not leave personal items, trash or individual College items/equipment in the vehicle upon its return.

8.06.02 Reserving a Vehicle

The employee must contact the Executive Assistant to reserve a vehicle.

GENERAL PARKING REGULATIONS
Flint Hills Technical College (FHTC) provides parking areas for faculty, staff, students, and visitors to ensure safe and efficient vehicle access on campus. The College reserves the right to regulate parking and enforce parking rules to maintain safety, accessibility, and order across all College-owned or leased property.

GENERAL PARKING REGULATIONS PROCEDURES
8.08.01 Parking Areas and Designations
Parking zones will be clearly marked and may include designations for faculty/staff, students, visitors, accessible/ADA spaces, loading/unloading, and College vehicles.
Reserved parking zones (e.g., for visitors, programs, or deliveries) are not for general use.
8.08.02 Permits
All faculty, staff, and students must obtain and properly display a current FHTC parking permit while parking on campus.
Visitor parking is available in designated areas.
8.08.03 Enforcement and Penalties
Parking areas are monitored. Vehicles parked improperly or without valid permits may be ticketed, fined, or towed.
Repeated violations may result in the revocation of parking privileges.
8.08.04 Vehicle Liability
FHTC is not responsible for damage, theft, or loss involving any vehicle or its contents while on College property.
8.08.05 Special Circumstances
Drivers with extenuating circumstances should contact Student Services in advance to request exceptions or accommodations.
8.08.06 Automotive Program Consideration
Vehicles under repair by the Automotive department must be marked and parked in designated service areas only.

8.08.07 Abandoned Vehicles
Any vehicle left on campus for more than 7 consecutive days without administrative approval may be considered abandoned and subject to removal at the owner’s expense.

KEY ISSUANCE

Keys are issued for authorized use only and must not be duplicated, shared, or lent to others. Employees are responsible for taking reasonable precautions to prevent the loss or theft of keys. Unauthorized use or lending of keys is strictly prohibited.

The issuance, return, and security of both physical and electronic keys at Flint Hills Technical College shall be outlined in the accompanying procedure of this policy.

This policy applies to all employees, contractors, and authorized personnel to ensure appropriate access control and security for personnel, buildings, property, and equipment.

KEY ISSUANCE PROCEDURE

8.08.01 New Hire Procedures
8.08.01.A Physical Keys

As part of the onboarding process, supervisors will determine the required access for new employees.
Supervisors will email the Executive Administrative Assistant with the new employee's name and specific locations they need access to.
Keys will be assigned and logged.
The employee will pick up the key from the Executive Administrative Assistant and sign for its receipt.

8.08.01.B Electronic Keys

As part of the onboarding process, supervisors will determine the required access for new employees.
Supervisors will submit an IT Request form with the new employee's name and specific locations to which they need access.
Electronic keys will be assigned and logged.
The employee will receive an email from IT personnel when the electronic key is ready and will pick up the electronic key from the IT Department.
Electronic keys are the sole responsibility of the assigned employee and must not be shared with anyone, whether an employee or not.
Electronic key assignments and usage will be monitored and audited electronically.

8.08.02 Current Employees Procedures
8.08.02.A Physical Keys

If a current employee requires additional access to areas their key does not permit them to, the employee’s supervisor must email the Executive Administrative Assistant with the employee name and specific location they need access to.
Keys will be assigned and logged.
The employee will pick up the key from the Executive Administrative Assistant and sign for its receipt.

8.08.02.B Electronic Keys

If additional access is required, the employee’s supervisor must submit an IT Request form with the necessary details.
IT personnel will update the access and notify the employee by email once the update is complete.
Electronic key assignments and usage will be monitored and audited electronically.

8.08.03 Lost, Stolen, or Damaged Keys
8.08.03.A Physical Keys

The employee must report the lost key to their supervisor and the Executive Administrative Assistant as soon as possible.
The supervisor will assess the situation and determine if any security risks or access issues have been created by the loss of the key.
A replacement key will be issued to the employee after verifying the loss and completing any necessary documentation.
The employee must sign for the replacement key
Repeated loss of keys may lead to disciplinary action.

8.08.03.B Electronic Keys

If an employee’s electronic key has been lost or stolen, it is the employee’s responsibility to immediately notify the IT department.
Electronic keys reported lost or stolen will be remotely deactivated. If the employee later finds their key, they must report to the IT department in person in order to reactivate the key. After 48 hours the key will be permanently deleted and will have to be replaced, even if found.
A replacement electronic key may be subject to a $15 administrative fee at the discretion of the IT department.
Malfunctioning electronic locksets should be reported to the IT department as soon as possible via the IT
Request Form.

8.08.04 Key Return
8.08.04.A Physical Keys

All physical keys issued to the employee must be returned to the Director of Human Resources before or on the employee's last working day.
The employee shall sign a key return form acknowledging the return of the keys.

8.08.04.B Electronic Keys
All electronic keys issued to the employee must be returned to the IT department for physical cancellation.

USE OF CAMPUS FACILITIES FOR POLITICAL EVENTS

College facilities are not available for fundraising events for candidates or political parties. Facilities may be made available for the purpose of holding political meetings provided:

1. there is no interference with regularly scheduled functions
2. there is not otherwise available a reasonable facility in the community
3. students are permitted to hear the speakers without charge
4. sponsors pay in advance the regular fees for use of the facilities

Political office holders and candidates shall not be introduced or recognized on campus unless they are participating in the campus event which they are attending. The distribution of political handbills shall be prohibited in those areas devoted primarily to instruction or study or at the immediate sites and times of enclosed public events.

MAIL AND POSTAGE

Official College mail is handled by a designated employee. Personal mail will not be accepted for metering by the College.
College business envelopes should not be used for personal mail even when stamps are used. Campus mail should be addressed with the name of the person or division.

PHONE - GENERAL USE

The administration shall develop phone procedures to govern the use and ongoing expenses of telephone service, cellular phones, and telecommunication systems for the College and employees.

PHONE - GENERAL USE PROCEDURE

Programs or administrative departments are responsible for determining when an employee needs to have access to telephone service and the type of service required in order to fulfill job responsibilities. (Types of service include: single- line phone, multiple-line phone, calling card, cellular phone, local service only, restricted long-distance service, unrestricted long-distance service, authorization code required to activate phone service, etc.) All costs related to such services are borne by the administrative division or program. Examples of related costs may include acquisition, installation, and ongoing fees related to use of the equipment or services.

8.12.01 Personal Long-Distance - Telephone and Cellular Phone

Personal phone calls made on College equipment should be kept to a minimum. Long-distance personal phone calls are the responsibility of the employee. In the event an employee is abusing this policy, the employee’s division is responsible for taking corrective action. If an employee needs to make a personal call which, if dialed direct, would result in a long- distance phone charge to the division, he or she should either: 1) call collect; 2) charge the call to their home phone; or,

1. charge the call to a personal calling card. If, due to an emergency or through inadvertence, a personal long-distance telephone call is charged to a College account, the caller will be required to reimburse the College by check within 30 days of notice by the business office. An employee may need to reimburse the College for cell phone use on a pro rata basis if personal minutes result in additional charges. Personal misuse of College long distance may result in disciplinary action.

The College will conduct periodic reviews of long-distance usage to ensure compliance with this policy.

Divisions are responsible for retaining documentation indicating employees have reviewed the monthly long distance or cellular telephone charges made from College equipment. This requirement could be addressed by having an employee initial each statement approving the charges as legitimate business expenses. The division for three complete fiscal years must retain documentation supporting these charges.

8.12.02 College Phone Restrictions

All College phones are restricted from making operator-assisted calls (9+0), third-number calls billed to a College number, or from receiving incoming collect calls.

8.12.03 College Cellular Phone

College employees are required to obtain divisional/program and President/CEO approval prior to using College cell phones for College business purposes. Cell phone use for personal business should be limited to only necessary and immediate incidental needs or be reimbursed fully. It is the responsibility of the employee’s program or administrative unit to monitor cell phone use and reimbursements for compliance with this policy.

8.12.04 Reimbursement for Assigned Personal College Cell Phones and College Paid Plans

Employees may use College cell phones for personal use and may or may not need to reimburse the College or division/program if:

1. If personal usage (local calls) does not cause the packaged minutes to be exceeded, no reimbursement is necessary.
2. If personal usage causes the packaged minutes to be exceeded, then the personal usage is assessed at the rate of the excess-minute rate. This reimbursement will be applied to the amount of personal use or the amount of excess minutes usage, whichever is less.
3. If personal usage incurs roaming or long-distance charges, the employee shall reimburse the College for these charges within the 30-day billing cycle.

8.12.05 Periodic Review of Billing Options

The administrative supervisor shall periodically review the choice of billing options, considering:

1. The demonstrated need for cellular telephone for each specific user;
2. The most economical billing option for each specific user; and
3. Documented review of personal use and business use that is reconciled on a monthly basis.

8.12.06 Employee Purchase of Cellular Phone Equipment for Use with College Calling Plans

Employees may purchase or use personal cellular phones with College paid plans only if:

1. The College will not be responsible for: equipment repair, replacement or improvement.
2. The College will not be responsible for purchase of supplementary items such as earphones, extra batteries, bags, etc. The employee shall retain such equipment upon end of employee contract.
3. The billing continues to be directly sent to program/division or business office.
4. The College does not incur costs above base plan if College were to purchase/issue cell phone equipment.

Modification of College Plans

No employee may modify College plans without permission of the College business office. Any changes/additions from base plans resulting in increased costs shall be at the expense of the employee.

Requesting Cellular Phone Service

Programs/divisions requesting phone service shall send written request using the appropriate form with appropriate supervisor signature approval to the business office. The requesting division or program shall be responsible for all costs incurred for cellular phone use. Divisions are encouraged to seek all other avenues of communication before requesting cellular phone service.

FLAGS

The College flies the State of Kansas and United States Flags. The government flags shall be lowered to half-staff upon directive from the Governor and as managed by the President/CEO office.

AUXILIARY SERVICES

Auxiliary services, such as food services, bookstore, central stores, and other similar services, may be a part of the College’s effort to provide facilities, services, and activities for educational and personal development.

It is the intention of the College to offer these services as a complement to the instructional programs or as a service to students and staff. It is not the intention of the College to compete with or detract from merchants offering such services to the general community.

USER ACCOUNT MANAGEMENT

In order to manage and maintain the user accounts of all Flint Hills Technical students, employees, and alumni, the Information Technology Support Department will work with providers to ensure data accuracy and availability of services for all incoming students and employees.

USER ACCOUNT MANAGEMENT PROCEDURE

8.15.01 Implementation:

This policy will be implemented by the ITS administrators. Regular reviews will be conducted to ensure the policy's effectiveness and address any necessary adjustments.

8.15.02 Account Management Guidelines

● Account Duration: Google accounts will remain active for a period of two years from the date of the last class ending.
The two-year timeframe starts from the date of the last class ending.

● Notification Period: Users will receive notifications starting 90 days before their account is scheduled to be disabled.
Notifications will be sent via the alternative email provided during account registration.

● Account Deactivation: Upon reaching the end of the two-year period, the Google account will be automatically disabled. Disabled accounts will no longer have access to Google services and features.

● Data Retention: Personal data and information associated with the google account will be deleted.

● Exceptions: Exceptions to this policy may be considered in special circumstances, such as ongoing alumni engagement initiatives or specific institutional requirements. Any exceptions must be approved by the relevant administrative authority.

● Communication: Clear communication regarding this policy will be provided during the account registration process and through periodic reminders. Support channels will be available to address user inquiries and to provide assistance related to account deactivation.

Google Drive Storage

The purpose of the Google Drive Storage Policy is to establish guidelines for the use of Google Drive storage at Flint Hills
Technical College. This policy applies to all alumni, students, employees, and shared drive owners who use Google Drive for academic and personal purposes while attending or after attending Flint Hills Technical College.

Google Drive Storage Procedures

8.16.01 Storage Limits

Alumni of Flint Hills Technical College will receive 5GB of storage on Google Drive. Students of Flint Hills Technical College will receive 50GB of storage on Google Drive. Employees of Flint Hills Technical College will receive 100GB of storage on Google Drive. Shared drive owners at Flint Hills Technical College will have a total storage limit of 100G

8.16.02 Requests for Additional Storage

Alumni: If alumni exceed their 5GB storage limit, they can delete files to free up space.
Students: If students exceed their 50GB storage limit, they can request additional storage from the College's IT department. The request should include the student's Google Drive account information and a reason why additional storage is needed.
Employees: If employees exceed their 100GB storage limit, they can request additional storage from the College's IT department. The request should include the teacher's Google Drive account information and a reason why additional storage is needed.
Shared Drive Owners: If shared drives exceed their 100GB storage limit, the owner of the shared drive should remove files to free up space or they can request additional storage from the College's IT department. The request should include the Google Shared Drive information and a reason why additional storage is needed.

8.16.03 Monitoring Storage Usage and Enforcement

Alumni, students, employees, and shared drives owners are responsible for monitoring their Google Drive storage usage and ensuring that they stay within their allocated storage limit.

The College's IT department may periodically monitor the Google Drive usage of students, employees, and shared drive owners to ensure compliance with this policy.
Violations of this policy may result in a reduction or suspension of Google Drive storage privileges.
Repeat or severe violations may result in disciplinary action in accordance with Flint Hills Technical College's code of conduct.
This policy may be amended at any time by Flint Hills Technical College without prior notice.

Cyber Security

Flint Hills Technical College maintains compliance with the Federal Trade Commission's (FTC) Safeguard Rule and the Gramm- Leach-Bliley Act (GLBA) through the College's Information Security Plan that defines processes to protect the confidentiality and integrity of personal information.