Orange County Community College welcomes visitors. In the interest of safety and to minimize disruption to classes and operations, the administration will implement procedures concerning visitors, minor children and solicitation on campus. Any person who violates campus procedures is subject to removal from campus, other disciplinary action, and/or criminal charges. 

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Cross-reference BP2.2 (Solicitation on Campus) and BP2.23 (Minors on Campus).

Amended: Jan. 19, 2022

Visitors on Campus

No off-campus individual or organization may distribute or post flyers/literature; advertise; solicit customers; recruit volunteers, employees or members; seek donations; or make sales without a sponsorship agreement between the individual or organization and the College. This sponsorship agreement must be written, reviewed and approved by the appropriate vice president. Similarly, pursuant to NYS Education Law Section 6437, the advertising, marketing or merchandising of credit cards on SUNY Orange campuses or at its events is prohibited, unless written permission is obtained from the Vice President for Administration and Finance.

Student clubs and other official College organizations (under the direction and supervision of an authorized faculty or staff member) may conduct fundraising activities (like bake sales or shirt orders) only if they receive advance permission from the Director of the Center for Student Involvement as well as the appropriate vice president, and if this activity does not interfere with College Association activities or the student learning environment.

“Posting activities” are prohibited without following the proscribed procedures and receiving prior approval of the Director of the Center for Student Involvement. “Posting activities” include without limitation:  posting of promotional flyers, posters or leaflets on doors, windows, trees, light poles, vehicles, bus stops, indoor and outdoor walls, elevators; promotion of events that advertise alcohol or drugs or any event that violates the law and/or the Code of Conduct; chalking of buildings, sidewalks, or roadways; any promotional material not endorsed by a student organization, College program, department and/or unit.

This policy does not pertain to the Orange County Community College Association, which is permitted to conduct official on-campus business as the College Bookstore and Food Services.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022
Amended: Oct. 16, 2024

Solicitation on Campus

The naming of major buildings or major property operated by the College in honor of or dedicated to a person or entity will occur only following the considered review and written recommendation of the President, along with review and approval by the SUNY Orange Board of Trustees.

The naming, re-naming or designation of interior spaces of buildings, academic departments or organized education units, or College-related functions or entities, such as honorary chairs, academic programs, department and/or school names, colleges, scholarships, library collections, scientific collections, endowments, etc., will customarily follow the College’s hierarchical line of review and approvals to the College President.

The Board of Trustees delegates the process of reviewing and recommending nominations for naming of major buildings or major property operated by the College to the College President and directs the President to develop such procedures as to fairly implement this policy.

Amended: April 9, 2013

Naming of College Spaces for Recognition Purposes

All Orange County Community College employees have a responsibility to protect College buildings, grounds, documents and equipment. Any employee who willfully damages or destroys any College property will be subject to disciplinary action, including but not limited to removal from campus, possible criminal prosecution, and liability for the replacement or repair of such property.

Employees shall promptly report in writing to their supervisor damage to or loss of any College property, or loss or mutilation of any official College records or documents. The records and documents in the custody of College employees are for official purposes only. It is unlawful to remove, conceal, alter, mutilate, obliterate or destroy records and documents from files without approval from the proper College authority.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Protection/Care of Property and Documents

Orange County Community College equipment and personal property is intended to be used for College purposes as determined by the Board of Trustees, and not for personal use. Only the Board of Trustees and the President (or designee) are entrusted with determining appropriate usage of College equipment and personal property.

College-owned vehicles are to be used for official College business only. Unauthorized use of College vehicles by employees may result in disciplinary action up to and including termination. Faculty and staff operating a College vehicle must possess the appropriate valid driver's license. The operators of College vehicles must obey all vehicle and traffic laws, posted traffic instructions and other guidelines.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Use of College Equipment/Vehicles

The College will maintain a detailed Emergency Management Plan that will help govern the College’s response to crises and emergencies that may threaten persons on campus and/or College operations. All College employees are directed to review the College’s Emergency Management Plan and understand their roles in protecting people on campus and College property.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Emergency Management Plan

The College is committed to providing students, faculty and staff a safe and healthy work environment. In compliance with New York State’s “Right To Know” Law (Public Health Law, Article 48), employers must inform employees of the health effects and hazards of toxic substances at the worksite and provide manual training to any individuals exposed to such substances. Safety Data Sheets (SDS), as required by Federal and State law for each chemical product purchased, will be available in each department. A complete set of SDS’s may be obtained from the Director of Facilities and Administrative Services. The SDS sheet details specific conditions and properties of chemical substances in a product. The purpose of the SDS is to inform the chemical product user of safe handling and storage methods, along with specific spill cleanup and disposal procedures.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

New York State “Right to Know” Law

The Orange County Community College data network and personal computers exist to enrich the learning environment and to enhance the effectiveness and efficiency of all College operations. Use of these resources is a privilege, not a right, and access is granted with restrictions and responsibilities for their use.

The College is responsible for the design, maintenance and good working order of the network and for providing ongoing user training on the appropriate uses of the network. Individuals using computer or network resources belonging to SUNY Orange must act in a responsible ethical, moral, and legal manner, in compliance with federal, state and local laws and College policies, and with respect for the rights of others. College policies BP3.2 (Sexual Harassment and Discrimination Prevention) and BP3.3 (Non-Harassment/Non-Discrimination), in their entirety, apply to the use of College computers and networks.

It is a mission of the College to promote diversity in values and perspectives, and thus the College is respectful of the freedom of expression. The right to freedom of expression and academic inquiry is tempered by the rights of others, including but not limited to, privacy, freedom from intimidation, harassment, discrimination, cyberbullying, sexual harassment, protection of intellectual property, ownership of data and security of information.

Any technological device provided to faculty, staff and students is College property. The College data network is also the property of SUNY Orange. The College reserves the right to access its computer systems and devices, including monitoring on-line activity and inspecting computer work areas. The College also reserves the right to restrict the use of e-mail in appropriate circumstances in which there may be violations of College policies, or state or federal laws.  

This policy applies to all members of the College community, including all full- and part-time employees, faculty, students and their parents or guardians, and other individuals such as contractors, consultants, other agents of the community, alumni, and affiliates that are associated with the College or has access to the SUNY and/or SUNY Orange network.

Violations of this policy resulting in misuse of, unauthorized access to, College technology resources may subject individuals to legal and/or disciplinary action, up to and including the termination of employment or contract with the College, or, in the case of students, suspension or expulsion from the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Internet, Email and Personal Computer Use Policy

The College is guided in the control of reported communicable disease by New York State Department of Health regulations, NYCRR Title 10, Section 2, Communicable Disease. The State has defined those diseases that are reportable and directs that local healthcare providers report said diseases to the Orange County Department of Health. The Orange County Department of Health notifies the College Wellness Center when a reportable disease has direct impact on the students and employees of the College. The College will be guided by the Department of Health in initiating control measures to limit the spread of disease. 

Persons who are ill or have reason to believe they may be infected with a communicable disease should seek medical attention from their primary healthcare provider. Those without a primary care doctor may consult the College Health Services Office for assessment and referral for medical evaluation.

Orange County Community College has developed its policy on HIV/AIDS and other Bloodborne Infectious Diseases to protect the rights and address the concerns of those individuals affiliated with the College who are or may become infected with one of these diseases.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Communicable Disease

Food and beverages are normally prohibited in all classrooms and laboratories for all students and staff. Food and beverages are permitted only in offices, cafeterias, micro-markets, and designated break areas. In special circumstances, as deemed appropriate by the instructor, food and beverages may be permitted in classrooms. 

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Food and Beverages

The facilities and grounds that comprise Orange County Community College are to be utilized to facilitate College programs. In addition, the College may make its buildings (excluding Morrison Hall) and grounds available upon reasonable condition for the periodic use of government agencies, organizations and individuals of the community, provided the activities involved in such use are in furtherance of the educational purposes of the College or are in the promotion of the cultural and educational welfare of the community, and provided that the activity does not compete with any portion of the educational mission of the College. Because of its historic value, the Morrison Hall mansion is not open for general use, but only for specific College events and events sponsored by the College President.

Orange County Community College is committed to maintaining a clean, aesthetically pleasing, healthy, hygienic and safe work and educational environment in order to effectively carry out its educational mission. Unless pre-approved by the Office of the President, camping (i.e. temporary living quarters, sleeping overnight in or under any parked vehicle), tents, tailgating, and canopy structures are prohibited on campus property, including but not limited to parking lots, fields, open spaces, and in buildings.  The campuses have official hours that are posted on the college website.  Anyone on campus outside of those hours is subject to removal.  The College reserves its rights under the law to address unauthorized individuals.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022
Amended: Oct. 16, 2024

 Facility Use 

Orange County Community College is committed to providing a safe and healthful environment for its employees, students, and visitors. In pursuit of this endeavor, the College complies with the Occupational Safety and Health Administration (OSHA) “Occupational Exposure to Bloodborne Pathogens” standard, Title 29, Code of Federal Regulations, Part 1910.1030. The College’s Exposure Control Plan (ECP) has been developed to eliminate or minimize occupational exposure to bloodborne pathogens and is the key document designed to assist the College in implementing and ensuring compliance with the standard, thereby protecting employees and students. This ECP includes:

• Employee exposure determination
• Methods of implementation and control
• Hepatitis B vaccination program
• Post-exposure evaluation and follow-up
• Information, training and recordkeeping
• Site-specific plans for implementation in academic and support services departments having unique exposure concerns, as well as specific and detailed methods of compliance (these areas are the Dental Hygiene Clinic; Health Services Office; and the academic departments of Medical Laboratory Technology, Nursing and Diagnostic Imaging)

A copy of the complete Exposure Control Plan is available in the Wellness Center. 

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Bloodborne Pathogens

The use of the Orange County Community College seal and all SUNY Orange logos shall be at the discretion of the College president, who will designate an appropriate department to be responsible for determining and monitoring the appropriate implementation of the seal and logos.

The College will maintain, and distribute as necessary, a College branding and style guide that will outline for employees, students and external parties, appropriate uses of the seal, logos, colors, typography and images. The official College and athletic logos are symbols representing Orange County Community College and its departments, and function as visual identifiers equivalent to the written name of the College or its departments.

Official SUNY Orange logos may be used in a variety of applications (print, digital, signage, apparel, etc.) for official College business only. The Seal of the College represents the authority of the College, which is vested in the Board of Trustees. Only individuals authorized by the President may direct the use of the seal.

Design and creation of official College printed publications (catalogs, viewbooks, brochures, fact sheets, certificates, business cards, etc.), as well as the establishment and usage of official College digital platforms (website, social media, videos, photos, etc.) must be coordinated through such departments as designated by the President. Likewise, all official digital/social media accounts (including blogs, forums, and any social media presence created or used by employees of the College to promote and/or market the College, including accounts featuring or displaying the College’s name, logos, seal or images) belong solely to the College.

Unauthorized use, or misuse, of the College name, logos and seal are strictly prohibited, as is the unauthorized creation of publications, digital platforms, logos or other items that utilize the College name, logos or seal without prior consent. External agencies, businesses, organizations and vendors will be expected to follow the College’s branding guidelines as they relate to the use of the College name, seal, logos and images.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: June 2, 2021

Graphics and Publications

Orange County Community College assigns the responsibility for soliciting gifts on behalf of the College to the Educational Foundation of Orange County Community College (dba “SUNY Orange Foundation”). All other College departments, including student clubs and organizations, interested in seeking gifts from an individual or organization must have the prior written approval of the Executive Director of the Educational Foundation of Orange County Community College. 

The Board of Trustees may accept gifts, grants, bequests and devices absolutely or in trust for such purposes as the Board of Trustees may deem appropriate or proper for carrying on the programs and objectives of the College. All such gifts or grants must be approved by resolution of the Board before acceptance. The Board of Trustees may also accept funds from a private organization, in trust, to be used for the purpose of student aid as determined by a committee formed by such organization with a College official as a member. Normally, however, such student aid/scholarship funds will be handled by the Educational Foundation of SUNY Orange, and the College will make every attempt to channel such gifts through the Foundation.

The College shall neither participate in the selection of nor accept contributions which may in any way distinguish among individuals or groups on the basis of sex, gender, age, race, color, religion, creed, national origin or any other characteristic protected by federal, state or local law.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022 

Gift Solicitation and Acceptance

The Orange County Community College Board of Trustees assigns the responsibility for the application of College policies and procedures to the President. The President shall establish and direct an administrative leadership team comprised of vice presidents and other administrators who will be designated to oversee those administrative activities and departments as deemed necessary for the successful and efficient operations of the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Dec. 8, 2020

Administrative Leadership of the College

The Board of Trustees, through the establishment of this policy, intends to follow the Copyright Law of the United States currently in force under Title 17 of the United States Code. The College shall also comply with SUNY regulations regarding copyright material. The Board of Trustees further requires all College employees to adhere to the same copyright law.

Any reproduction of copyrighted material, by College employees, for use in the course of their duties will be done in compliance with the Copyright Law. All reproduction of copyrighted material will either meet the criteria of fair use guidelines, or have a license agreement or the written permission of the copyright holder to make copies.

Failure to follow this policy could result in disciplinary action, up to and including termination.

The Board of Trustees directs the President to develop such procedures as to effectively implement this policy.

Amended: Jan. 19, 2022

Copyright Material

The serving or consumption of alcoholic beverages at any College-sponsored or College-related event at which students are present is prohibited.

At the discretion of the President, alcohol may be served at College-sponsored or College-related events at which students are not present.

The Board of Trustees directs the President to develop such procedures as to effectively implement this policy.

Last Date Revised: Sept. 8, 2010

Alcoholic Beverages

SUNY Orange will collect a mandatory Student Activity fee from students each semester. The amount of the fee shall be determined by the College President and approved by the College’s Board of Trustees.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Student Activities Fee

In keeping with the College’s position of public trust, all members of the College community must avoid any and all circumstances which could reasonably be interpreted as conflict of interest. Such circumstances are those which would interfere with the unbiased and objective performance of one's professional duties.

Faculty and staff of the College are encouraged to foster an atmosphere of academic freedom by promoting the open and timely exchange of scholarly knowledge independent of personal interests. In keeping with this obligation, they are also required to avoid conflicts of interest.

In order to avoid conflict of interest, the appearance of conflict of interest or the appearance of impropriety, the Board of Trustees and employees of the College shall adhere to the following guidelines: 

• Neither members of the Board of Trustees nor employees of the College shall have any pecuniary interest, directly or indirectly, proximately or remotely, in supplying any goods, wares or merchandise of any nature or kind whatsoever to the College
• Neither members of the Board of Trustees nor employees of the College shall solicit or accept any gift, favor, or other benefit, either directly or indirectly, for reward or promise of reward for influence in recommending or procuring any merchandise or service
• Neither members of the Board of Trustees nor employees of the College shall engage in other employment which interferes with the performance of their professional obligations
• Members of the Board of Trustees and employees of the College are expected to comply with the New York State Public Officers Law provisions on conflict of interest and ethical conduct, and all applicable laws or codes regarding ethical conduct
   

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Conflict of Interest

The Records Retention and Disposition Schedule LGS-1, issued by the New York State Archives and Records Administration, and pursuant to Article 57-A of the Arts and Cultural Affairs Law, and containing legal minimum retention periods for public community College records, shall be used by all College officers in disposing of public community college records listed therein.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Retention and Disposition of College Records

Orange County Community College shall comply with the Crime Awareness and Campus Security Act of 1990. The College will maintain a Campus Safety & Security Plan covering areas including:

• Procedures for students to report criminal activities and other emergencies on campus
• Developing, disclosing and implementing all campus security programs
• Security at campus facilities
• Availability and authority of campus law enforcement
• Programs available to inform students about security and the prevention of crime
• Recording of crime through local police agencies
• Reporting any crimes that pose an ongoing threat to students and employees 
• Possession, use and sale of alcohol and drugs

The College will also maintain an Emergency Management Plan (BP2.6) and a Crisis Communication Plan as part of the Campus Safety & Security Plan.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Campus Safety & Security

In accordance with the Freedom of Information Law (FOIL), Public Officers Law, Article 6, and applicable SUNY regulations, the College has established Rules and Regulations of Public Access to Records at the College, a copy of which is available in the Office of the Vice President for Administration. To provide continuity and consistency, the College President has designated the Vice President for Administration and Finance as the Records Access Officer. The disclosure of public records is only to be made by the Records Access Officer.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Freedom of Information Law (FOIL)

Orange County Community College’s facilities and properties are primarily designed for an adult population of students, faculty and staff. However, the College is committed to protecting the safety and well-being of children who participate in College-related programs and activities.

With the exception of the Lab Schools (childcare centers), students enrolled in credit-bearing courses and, on special occasions, when minors visit a campus for a College-sponsored educational event or youth camp, visitors under the age of 18 years must be accompanied and supervised by a parent, guardian or another adult who has been so designated by a parent or guardian. At no time are minors allowed in classrooms or laboratories, except when attending an educational event intended specifically for minors and under the supervision of an appropriately trained and screened College employee. This policy is intended to protect the visiting child from harm and to prevent disruptions to classroom and laboratory activities. Under no circumstances, supervision notwithstanding, will a child be allowed to enter any campus space that the President deems unsafe. 

All College faculty, staff, volunteers, interns and students who participate in or supervise College-sponsored events or programs involving minors or who interact with minors in such contexts will be required to receive training and pass appropriate background screenings and approvals. College employees who witness or have reasonable cause to suspect any sexual abuse of a child occurring on SUNY Orange property--or occurring off-campus during official College business or College-sponsored events--shall have an affirmative obligation to report such conduct to SUNY Orange Safety and Security or any relevant local police department immediately.

Any third-party organization overseeing a program that involves minors on one of the College’s campuses or at a College-sponsored event must provide proof of insurance, training at a level acceptable to the College, and background screening acceptable to the College for all individuals who will interact with minors in the context of such a program.

This policy provides the minimum standard of conduct. All policies at a departmental or unit level that deal with interactions with minors must reference this policy and must provide for a standard of conduct at or above what is provided for here. 

Definitions:

“Minor” - Any person who is under 18 years of age. 

“Covered Activity” – Any event taking place on campus or at a College sponsored off-campus event. These activities include, but are not limited to conferences, academic workshops, camps and clinics, one-on-one tutoring programs, and research opportunities. “Covered Activities” do not include undergraduate academic programs in which minors are enrolled for academic credit; events on campus which are open to the general public and which minors attend at the sole discretion of their parents or guardians; campus tours or visits by minors considered to be prospective students, and occasions when faculty, staff and students voluntarily bring their own children to campus. 

“Authorized Person” - Any individual paid or unpaid, who instructs, supervises, chaperones or otherwise oversees minors in connection with a Covered Activity. This includes, but is not limited to, faculty, staff, students, volunteers, interns, independent contractors, consultants, and staff of third-party entities who participate in a Covered Activity. Authorized Persons are subject to the training and background screening.

“Mandated Reporter” - Individuals required to report physical or sexual abuse to the New York Statewide Central Register of Child Abuse and Maltreatment. Such individuals include, but are not limited to social workers, nurses, physicians, guidance counselors, teachers, college administrators, public safety officers, substance abuse counselors, and psychologists. 

“Physical Abuse” - Physical abuse occurs when a caregiver inflicts serious physical injury upon a child, creates a substantial risk of serious physical injury. Evidence of physical abuse includes injuries to the eyes or both sides of the head or body (accidental injuries typically only affect one side of the body); frequent injuries of any kind (these may appear in distinctive patterns such as grab marks, human bite marks, cigarette burns, or impressions of other instruments); destructive, aggressive, or disruptive behavior; or passive, withdrawn, or emotionless behavior.

“Sexual Abuse” – Sexual abuse occurs when a caregiver engages in a sexual act with a minor and/or encourages or promotes sexual performance by a minor. Sexual abuse may also include non-contact abuse, such as taking or sharing obscene pictures or videos, exposing oneself, exposing youth to pornography, or sending obscene messages digitally. Indicators of sexual abuse include symptoms of sexually transmitted diseases; injury to the genital area; difficulty and/or pain when sitting or walking; sexually suggestive, inappropriate, or promiscuous behavior or verbalization; expression of age-inappropriate knowledge of sexual relations; and sexual victimization of other children.

“Third party entity” – Any organization or institution that is not directly affiliated with the College.

“Reasonable Cause” - Reasonable cause means that, based on your rational observations, professional training, and experience, you have a suspicion that a guardian or other person responsible for a minor harmed the minor or placed the minor in imminent danger of harm. Your suspicion can be as simple as distrusting an explanation for an injury.

Certain Prohibited Interactions with Minors

To ensure a safe environment for all those involved, one-on-one interactions with minors should kept to a minimum. In cases where one-on-one instruction is pedagogically necessary (e.g., tutoring, mentoring activities, etc.), the activity should be conducted whenever possible in a space that is open to the public or that provides adequate visibility. Doors should remain open and must be unlocked at all times.

The following actions are examples of conduct prohibited when engaging with a minor (this is not to be considered a complete list): 

• Be alone with a child, unless the Covered Person is a relative or guardian of the child, unless one-on-one contact is approved in accordance with a determination pursuant to of this policy. In no event shall a Covered Person, who is not a relative or guardian of a child, be alone with the child in a rest room, locker room, shower, sleeping area or vehicle.
• Engage in abusive conduct of any kind, either verbal, sexual or physical, toward or in the presence of minors. 
• Participate in bullying (including cyberbullying), hazing or initiations.
• Contact a child through electronic media, including social media, for the purpose of engaging in any prohibited conduct, including sexual conduct.
• Allow minors the use of, or provide minors with, alcohol, drugs or other illegal substances. 
• Discipline minors in any manner involving isolation, humiliation or corporal punishment.  Any form of discipline must be constructive and appropriate, given the age of the minor and the circumstances of the situation.
• Transporting Minors, except if (1) specifically authorized in writing by the minors’ parents or legal guardians and (2) the terms of the transportation have been expressly pre-approved by the appropriate college office.
• Give gifts of any kind to minors outside of gifts expressly pre-approved by the College as part of the Covered Activity. 
• Engage in sexual activity or other inappropriate deliberate physical contact or horseplay with, or in the presence of, minors. 
• Make sexual materials or pornography in any form available to minors or assisting them in any way in gaining access to such materials. 
• Photograph or make videos of minors for reasons other than program-related purposes. (For program-related purposes, photos or videos may be taken only after the minor’s parent or guardian has signed an appropriate media release). Use of any device capable of recording or transferring visual images is forbidden in showers, restrooms, locker rooms, dressing rooms or other areas where privacy is reasonably expected.
• Release a child from a Covered Activity without a written authorization from the child’s parent or guardian.

Duty to Report

Any Authorized Person who has reasonable cause to believe that a minor participating in a Covered Activity has been physically or sexually abused must report his or her concerns to the Orange County Community College Safety and Security Office (845-341-4070) as soon as possible. Safety and Security will coordinate the institution’s response to the report of suspected abuse. If the Authorized Person is a Mandated Reporter, he or she must also report suspected abuse to the Office of Child and Family Services for the State of New York by calling (800) 635-1522.

Where an allegation of physical or sexual abuse of a minor is made against an Authorized Person, the College will remove the accused individual from all Covered Activities until the allegation is investigated and resolved. The allegation, and all related information, will be kept confidential to the extent permitted by law.

No Retaliation

Retaliatory action against anyone acting in good faith, who has reported alleged physical or sexual abuse in accordance with this Policy, who has been involved in investigating or responding to allegations of physical or sexual abuse, or who has reported a failure to comply with this Policy, is strictly prohibited. Retaliatory acts may include, but are not limited to:

• employment actions affecting salary, promotion, job duties, work schedules and/or work locations
• actions negatively impacting a student's academic record or progress
• any action affecting the campus environment, including harassment and intimidation

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Minors on Campus

If the President is absent from campus for a full day or more, and not easily reachable, there shall be in place a chain of administrative responsibility at the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Administrator in Charge

It is the policy of Orange County Community College that all members of the College community shall comply with College’s Code of Professional Ethics (BP2.26), policies, procedures and applicable law; practice honesty and integrity in fulfilling their responsibilities; observe high standards of business and personal ethics in the conduct of their duties and responsibilities; help ensure the prevention and detection of fraud and irregularities; be familiar with the types of fraud and irregularities that might occur in their area; be alert for any indication that fraud or irregularities might exist in their area; and promptly report any known or suspected fraud or irregularities involving the college or affiliated entity funds, resources, property, or employees.

Fraud and irregularities include activities that are: a misappropriation of assets; in violation of or non-compliant with any College policy or procedure or any New York State or federal law; economically wasteful; an indication of gross misconduct or incompetency; or an unethical, improper, or dishonest act.

The College maintains an open-door policy and suggests that employees share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, an employee’s supervisor is in the best position to address an area of concern. However, if an employee is not comfortable speaking a supervisor or is not satisfied with the supervisor’s response, such employee is encouraged to speak with someone in the Human Resources Department or anyone in management with whom the employee feels comfortable in approaching. Supervisors and managers are required to report suspected violations of the Code to the College’s Compliance Officer, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when the forthcoming employee is not satisfied or uncomfortable with the open-door policy, the College’s Compliance Officer should be contacted directly.

The College’s Compliance Officer is responsible for investigating and resolving all reported complaints and allegations concerning violations of the Code and, at the Officer’s discretion, shall advise the President and the audit committee. The Compliance Officer has direct access to the budget and audit committee of the Board of Trustees and is required to report to the budget and audit committee at least annually on compliance activity. The College’s Compliance Officer is the Vice President for Administration and Finance. If the forthcoming employee is not comfortable speaking with the Compliance Officer or if the Officer is not available and the matter is urgent, the forthcoming employee may contact the Chair of the Board’s Audit & Finance Committee, and can obtain the appropriate contact’s phone number from the Office of the College President.

The Audit & Finance Committee of the Board of Trustees shall address all reported concerns or complaints regarding College accounting practices, internal controls or auditing. The Compliance Officer shall immediately notify the Audit & Finance Committee of any such complaint and work with the committee until the matter is resolved.

Anyone filing a complaint concerning a violation or suspected violation of the Code must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

It is the responsibility of all officers and employees of the College to comply with the Code of Ethics and to report violations or suspected violations in accordance with this Whistleblower Policy. Officers and employees who lawfully report suspected fraud, waste, or abuse shall not suffer discharge, demotion, suspension, threats, harassment, discrimination, or other forms of retaliation for making such reports in good faith.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Whistleblower Policy

The Board of Trustees of Orange County Community College believes it is important to establish an official Code of Professional Ethics for the College to promote professional management of its operations. To further this objective, all employees of the College and members of the Board of Trustees are required to adhere to legal, moral and professional standards of conduct in the fulfillment of their responsibilities. Standards set forth in this Code are promulgated in order to enhance the performance of all persons engaged in College operations.

College employees and members of the Board of Trustees shall demonstrate and be dedicated to the highest ideals of honor and integrity in all professional relationships to merit the respect, trust and confidence of all governing authorities, students, other employees and the public at large:

• They shall devote their time, skills and energies to their positions both independently and in cooperation with other professionals
• They shall abide by approved practices and recommended standards

College employees shall recognize and be accountable for their responsibilities as employees of a public community college:

• They shall be sensitive and responsive to the rights of the public and its changing needs
• They shall strive to provide the highest quality of performance
• They shall exercise prudence and integrity in the management of assets in their custody and in all activities
• They shall uphold both the letter and the spirit of the constitution, legislation and regulations governing their actions and report violations of the law to the appropriate authorities
• They shall follow established College guidelines regarding the institutional and personal use of social media in order to protect the confidential and proprietary information of the College, safeguard Orange County Community College’s institutional voice, and preserve the professional and personal reputations of those within the College community.

College employees and members of the Board of Trustees shall be responsible for maintaining their own competence, for enhancing the competence of their colleagues, and for providing encouragement to those seeking to enter into community college service. College employees and members of the Board of Trustees shall promote excellence in community college service.

College employees and members of the Board of Trustees shall demonstrate professional integrity in the provision and management of information:

• They shall not knowingly sign, subscribe to, or permit the issuance of any statement or report which contains any misstatement, or which omits any material fact
• They shall prepare and present statements and information pursuant to applicable law and generally accepted practices and guidelines
• They shall respect and protect privileged information to which they have access by virtue of their position
• They shall be sensitive and responsive to inquiries from the public and the media, within the framework of existing policy

College employees and members of the Board of Trustees shall act with honor, integrity and virtue in all professional relationships:

• They shall exhibit loyalty and trust in the affairs and interests of the College, within the confines of this Code of Professional Ethics
• They shall not knowingly be a party to or condone any illegal or improper activity
• They shall respect the rights, responsibilities and integrity of their colleagues and others with whom they work and associate
• They shall manage all matters of personnel within the scope of their authority so that fairness and impartiality govern their decisions
• They shall promote equal employment opportunities, and in doing so, oppose any discrimination, harassment or other unfair practice

College employees and members of the Board of Trustees shall actively avoid the appearance of or the fact of conflicting interests:

• They shall discharge their responsibilities without favor and shall refrain from engaging in any outside matters of financial or personal interest incompatible with the impartial and objective performance of their College responsibilities and duties
• They shall not, directly or indirectly, seek or accept personal gain which would influence, or appear to influence, the conduct of their official responsibilities and duties
• They shall not use College property or resources for personal gain

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: April 9, 2013
Amended: May 15, 2024

Code of Professional Ethics

The safety of students, faculty and staff is of the utmost importance to the College. When it is necessary to close the College due to inclement weather or other emergency conditions, the College will make every effort to report the cancellation, closing or delay in a timely and accurate manner. Hazardous weather, disasters, catastrophes, and other emergencies do not automatically cause the College to close. The decision to close or delay opening of the college rests solely with the President (or designee) and Vice President for Administration and Finance.

In the event of a campus closing or delay in opening, essential employees are expected to report for work in time for their scheduled shifts, unless directed otherwise, and to provide their own transportation. The College is not responsible for transporting essential employees to and/or from campus. Essential employees are defined as employees holding positions which perform job duties that include non-deferrable services that must be performed despite an emergency closure. A non-inclusive list of non-deferrable services that must be performed despite an emergency closure would include, but not limited to, safety/security and facilities/maintenance services.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy

Amended: Jan. 19, 2022

Delays/Closing of the College

Orange County Community College is committed to preventing fraud associated with the misuse of identifying information (identity theft) of students, staff, faculty or others who have relationships with the College to obtain educational or financial services. In compliance with the Federal Trade Commission Red Flags Rule (16 CFR 681.2) under the Fair and Accurate Credit Transaction Act of 2003, the College will employ its Red Flag Identity Theft Prevention Program to identify accounts susceptible to fraud, recognize possible indications of identity theft associated with those accounts, devise methods to detect such activity and respond appropriately when such activity is detected.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: Nov. 14, 2009

Red Flag

Selected library services provided by Orange County Community College to students shall also be available for use by Orange County residents. For an annual fee, residents of Orange County may purchase a community card that provides them with access to such library privileges as borrowing books, on-site access to research databases, reference assistance and on-site access to non-circulating reference and periodical collections. Community card holders will be required to abide by usage regulations established and published by the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy. 

Amended: Jan. 19, 2022

Community Use of Library Services

On all new construction projects of 20,000 square feet or larger, SUNY Orange will employ all means possible to attain standards set forth by the United States Green Council for Leadership in Energy and Environmental Design (LEED) certification at the Silver Level or higher. This policy assures SUNY Orange adherence to New York State Executive Order 111 that requires all State University of New York construction projects meet minimum LEED certification standards.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: March 10, 2010

Sustainable Capital Construction

Individuals with disabilities may be accompanied by their service animals in those locations on the SUNY Orange campuses where members of the public or participants in services, programs or activities are permitted. As defined by The Americans with Disabilities Act (ADA) a service animal is any dog or miniature horse that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual or other mental disability. Pets, animals kept for ordinary companionship, and emotional support animals are not service animals and therefore are not permitted on College property. In addition, A service animal must be under the control of its handler. A service animal must have a harness, leash, or other tether, unless either the handler is unable because of a disability to use a harness, leash, or other tether, or the use of a harness, leash, or other tether would interfere with the service animal's safe, effective performance of work or tasks, in which case the service animal must be otherwise under the handler's control (e.g., voice control, signals, or other effective means).

College employees should not question an individual about an accompanying service animal if the individual’s disability is readily apparent, and the function of the accompanying animal is clear In the unusual circumstance when an inquiry must be made to determine whether an animal is a service animal, a college employee may ask only two questions: (1) Whether the animal is required because of a disability, and (2) What work or task the animal is trained to perform. College employees shall not ask any questions about the individual’s disability. Although a service animal may sometimes be identified by an identification card, harness, cape, or backpack, such identifiers are not required and should not be requested or demanded for any service animal on campus.

The College may ask an individual with a disability to remove a service animal from the premises if: (i) The animal is out of control and the animal's handler does not take effective action to control it; or (ii) The animal is not housebroken.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy. 

Amended: Jan. 19, 2022

Service Animals

The College supports and encourages the active involvement of all campus constituencies in the College’s sustainability efforts. The College will, to the best extent practicable and in accordance with all local, state and federal statues, decrease its environmental impact at all SUNY Orange facilities by encouraging sound sustainable practices in all areas of College operations (including, but not limited to, such areas as energy and material conservation, waste minimization, recycling, water treatment and conservation, purchasing and grounds practices, food and transportation).

Additionally, SUNY Orange will discourage the prolonged idling of vehicles on College property and, where feasible, at the College’s satellite locations. This policy will apply to all vehicles owned and operated by the College, as well as those of College students, employees, visitors, contractors and service providers.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: February 21, 2018

Sustainable Practices in College Operations

Climate assessments afford institutions the opportunity to better understand their campus and to make informed decisions when it comes to providing a safe educational environment. In accordance with New York State Education Law Article 129-B and the State University of New York’s uniform sexual assault and prevention guidelines, SUNY Orange will conduct a uniform climate survey on an annual basis to ascertain general awareness and knowledge of the student experience with and knowledge of reporting and college adjudicatory processes, which shall be developed using standard and commonly recognized research methods. The survey will include questions covering, but not be limited to, the following: 

• the Title IX Coordinator's role
• College policies and procedures addressing sexual assault
• how and where to report domestic violence, dating violence, stalking or sexual assault as a victim, survivor or witness
• the availability of resources on and off campus, such as counseling, health and academic assistance
• the prevalence of victimization and perpetration of domestic violence, dating violence, stalking, or sexual assault on and off campus during a set time period
• bystander attitudes and behavior
• whether reporting individuals disclosed to the institution and/or law enforcement, experiences with reporting and institution processes, and reasons why they did or did not report
• the general awareness of the difference, if any, between the institution's policies and the penal law general awareness of the definition of affirmative consent. 
   

The College will take appropriate steps to ensure that responses to the survey remain anonymous and that no individual is identified. The College will publish results of the surveys on its website provided that no personally identifiable information or information which can reasonably lead a reader to identify an individual shall be shared. 

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Campus Climate Assessment

The rules of the State University Board of Trustees (8 NYCRR §535.3 (j)) prohibit the possession of air guns, firearms, rifles, shotguns or other weapons on the Orange County Community College Campus by any person, regardless of whether such person possess a license to possess the same, without the written authorization of the College President . Absent such authorization, the possession or use of air guns, firearms, rifles, shotguns, or other weapons on campus is strictly prohibited.

This policy does not apply to authorized law enforcement officers accessing a College campus or property in the course of their official law enforcement duties. Such officers shall be expected to inform the College’s Safety and Security Office of such activities as soon as is prudent upon arriving on an Orange County Community College campus or property. 

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Firearms and Weapons on College Property

Orange County Community College’s galleries and display spaces throughout its campuses are integral to the academic mission, as well as the cultural and intellectual life of the College and the larger community.

The College, as a public institution dedicated to upholding those liberties set forth by the First Amendment to the U.S. Constitution, is committed to providing safe and accessible exhibition spaces that welcome free expression and offer free access to ideas representing all points of view.

All art exhibitions presented by the College on its own campuses or elsewhere at off-site locations, as well as those exhibitions that are hosted in College facilities in association with outside organizations, agencies or artists, must include a curatorial statement in a prominent location.

The purpose of the curatorial statement will be to offer visitors to the exhibition space a sense of what the exhibition contains so that the visitors may decide whether they wish to proceed into the space and view the designated exhibition; remind visitors that the works in the exhibition represent the views of the individual artists, not necessarily those of Orange County Community College; and provide contact information for the exhibition curator(s).

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

 Curatorial Statement at Art Exhibitions

All members of the Orange County Community College community are obligated to report when they learn of instances of unauthorized acquisition, access, use, or disclosure of an individual’s Personal, Private and Sensitive Information (as outlined in BP2.38 – Personal, Private and Sensitive Information).

If a member of the College community has a reasonable belief that a breach in the security of Private Information (PI) has occurred, he or she must notify the appropriate College personnel. The College shall investigate all such reports and provide appropriate notice to those affected by the breach. Notification will also be made to federal and New York State agencies in accordance with applicable federal and state requirements.

Violations of this policy may subject individuals to legal and/or disciplinary action, up to and including the termination of employment or contract with the College, or, in the case of students, suspension or expulsion from the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: February 21, 2018

Notification of Breach of Information

Orange County Community College has an ethical responsibility to its community members to protect their original scholarship, academic work, health, personal data, and other critical institutional information, the loss and damage of which could result in serious financial or reputational loss to the college. As a result, the College will adopt a number of specific policies and procedures that govern the classification, technical protection, information security awareness, and procedural protection of personal, private, and sensitive information in its custody and control.

Compliance with such policies will be required by all affected members of the College community, including faculty, staff, students, volunteers, and independent contractors. Violations of such policies will be subject to appropriate disciplinary action and or discontinuation of a contract with the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Personal, Private and Sensitive Information (PPSI)

Orange County Community College recognizes that students, faculty and staff may prefer to identify themselves by first names other than their legal name. As long as the use of this preferred name is not for the purpose of fraud, misrepresentation or to avoid legal obligation, and that the preferred first name meets community standards (i.e. is not profane, obscene or derived from hate speech), the College acknowledges that a “preferred name” can and should be used where possible in the course of college business and education.

This policy is consistent with current Title IX federal law protecting students against discrimination based on gender identity and expression, and is a best practice for supporting transgender and gender non-conforming members of college communities. This service is not limited to use by transgender and gender non-conforming students and employees, but is available to anyone who uses a preferred first name on a daily basis other than their legal/primary first name.

All official College correspondence will include legal names, while the use of preferred names will be limited solely to internal Orange County Community College systems.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: March 14, 2018

College Usage of Preferred First Name

Orange County Community College is committed to protecting its information technology resources from unauthorized access or damage by establishing standards for the creation of strong passwords, the protection of those passwords, and the frequency of change. The requirement to safeguard information resources must be balanced with the need to support the pursuit of legitimate academic objectives.

The College relies upon the use of College-provided digital credentials to establish authentication for access to the College’s online information technology resources and materials. These digital credentials are an important aspect of computer security. They are employed to ensure only authorized people can access those resources and data. 

Passwords are the front line of protection for user accounts. Any compromise of authentication credentials used by the College community impacts the confidentiality and integrity of College technology, and potentially personal, private, and sensitive information. All users who have access to College resources are responsible for choosing strong passwords and protecting their login information from unauthorized people.

Individuals may be disciplined for intentional or negligent failure to comply with the password security expectations outlined herein, particularly when such failure results in the misuse of, unauthorized access to, or unauthorized disclosure or distribution of personal, private, or sensitive information. 

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

Password Security

Orange County Community College information technology resources are utilized to enrich the learning environment and conduct the business of the College. SUNY Orange has a significant investment in information technology assets and is committed to the appropriate stewardship of these assets, the proper and timely reporting of equipment transactions and the processes to safeguard against loss.  

An effective and efficient inventory control system enables the College to engage in good business practices, improve internal controls and establish accountability for property acquired through a purchase, lease, donation, transfer or other approved means. The College will establish procedures for the management and accountability of College owned and controlled technology assets to include the full life cycle of a technology asset; from acquisition to disposal.

SUNY Orange employees will be expected to safeguard College property and will be held responsible for all information technology equipment assigned to them or requisitioned by them as outlined in the associated College procedures. They will also be expected to comply with inventory control procedures enacted by the College to track and maintain IT equipment.

Violations of this policy by employees, students, visitors or vendors that results in misuse of, damage to, or loss of a College technology asset may subject those responsible to disciplinary action, up to and including the termination of employment for employees, or application of the appropriate punishments for students as outlined in the Student Code of Conduct.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022

IT Equipment Inventory Policy

Orange County Community College is committed to protecting its information technology resources from unauthorized access or damage by establishing standards for the security of resources and data with regards to connections to the College wireless network.

The College provides the wireless network as a convenient way of attaching mobile devices to the College network. All users who have access to the College wireless network are responsible for adhering to minimum hardware and software standards in order to protect the data and resources available.

All users of the wireless network are required to adhere all College policies, standards and procedures, in particular to BP2.8 (Internet, Email and Personal Computer Use) and BP2.40 (Password Security).

Violations of this policy resulting in misuse of, unauthorized access to, or unauthorized disclosure or distribution of College resources and/or data may subject individuals to legal and/or disciplinary action, up to and including the termination of employment or contract with the College, or, in the case of students, suspension or expulsion from the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: Sept. 12, 2018

Wireless Security

Orange County Community College is committed to protecting its information technology resources from unauthorized access or damage by establishing standards for the security of resources and data with regards to mobile devices and mobile storage devices.

To ensure proper security of these devices, proper patch management should always be followed, as well as virus scanning, where appropriate. System connection of these devices will be subject to the conditions of Policy BP2.41 (Wireless Security) and Policy BP2.8 (Internet, Email and Personal Computer Use).

All users who utilize mobile computing devices and employ the use of removable storage devices should be advised of, and adhere to, minimum standards which lead to the proper security of any sensitive data contained in these types of devices. For information concerning applicable minimum security standards, users should consult the Information Technology Services (ITS) department. Users should also immediately report any lost or stolen device which may contain sensitive data to the College Security office and the Chief Information Officer.

Violations of this policy resulting in misuse of, unauthorized access to, or unauthorized disclosure or distribution of College resources and/or data may subject individuals disciplinary action, up to and including the termination of employment or contract with the College, or, in the case of students, suspension or expulsion from the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022 

Mobile Computing and Storage Devices

The Orange County Community College data network and personal computers exist to enrich the learning environment and to enhance the effectiveness and efficiency of College operations. The College recognizes that its students, faculty and staff may need to access college data when they are not physically at one of the College’s locations. Use of these resources is a privilege, not a right. Requirements have been established regarding remote access to computing resources delivered and/or hosted by SUNY Orange, and the College reserves the right to restrict the use of any College resources from off-campus locations.

This policy applies to all SUNY Orange faculty, staff, students, contractors, guest account holders, and any other agents who remotely connect to SUNY Orange computing resources not available on the public Internet. This policy also applies to all devices used by authorized individuals for remote access, whether personally-owned, College issued or otherwise obtained.  These devices include but are not limited to workstations, laptops, tablets, smartphones, servers, consoles, controllers, and any other computing device which is capable of communicating on the IP-based network provided and maintained by SUNY Orange.

All individuals who use computer or network resources belonging to SUNY Orange remotely must act in a responsible manner, in compliance with federal, state and local laws and College policies, and with respect for the rights of others using a shared resource in an ethical, moral, and legal manner. 

College policies regarding Sexual Harassment and Discrimination Prevention (BP3.2), Non-Discrimination/Non-Harassment (BP3.3), and Internet, Email and Personal Computer Use (BP2.8), in their entirety, apply to the use of college computers and networks.

The College is responsible for investigating any suspected abuse of this policy. Such investigation may include remote monitoring of all activities and inspection of a user’s computer work areas.  If an abuse becomes apparent, the College may invoke stricter supervision, limit or revoke the user’s privileges, or take other appropriate action as needed.

Violations of this policy resulting in misuse of, or unauthorized access of, College technology resources may subject individuals to legal and/or disciplinary action, up to and including the termination of employment or contract with the College, or, in the case of students, suspension or expulsion from the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: Dec. 10, 2019

Remote Access to College Computer/Network Resources

Orange County Community College will protect the rights of freedom of speech, petition and peaceful assembly as set forth in the U.S. Constitution. The College maintains the right to regulate reasonable time, place and manner restrictions. Any acts that are disruptive to the normal operations of the College including, but not limited to, classes and College business, or invade the rights of others, will not be tolerated.  The College reserves its right to address the matter consistent with its rules and regulation, and under the law. 

Faculty, staff, students, and all others engaging in disruptive activity outside the scope of constitutionally protected speech, petition, or assembly may be subject to disciplinary actions, up to and including expulsion or termination, and may face criminal charges.

Both campuses of the College shall follow this content neutral policy.

Designated Peaceful and Orderly Assembly areas

The Alumni Green on the Middletown campus and the Larkin Plaza on the Newburgh campus have been identified by the College as peaceful and orderly assembly areas. Other areas may be designated by the Director of Campus Safety and Security as areas to accommodate free speech in special circumstances.

Groups wishing to use the peaceful and orderly assembly area for public gatherings, demonstrations or marches are required to notify the Director of Campus Safety and Security of their request in accord with College procedure 2.44 at least 72 hours in advance. The group must receive a permit before any public gathering, demonstration or march is to occur.  Permits will be issued after an agreement to follow the rules and regulations of the campus, along with the estimated number of participants, and the specific times of the event is presented.

The College may restrict the length of time of an event (e.g. up to a maximum of two (2) hours).  This is to allow an efficient and safe allocation of space, generally to the first group to request it for a specific, particular time.

College sponsored events have first priority on the use of campus grounds. The College reserves the right to relocate any assembly to ensure that the activity does not interfere with the normal operation of the College or interfere with the rights of others. No demonstrations or marches shall be permitted to occur outside of the College’s posted hours of operation for each campus.

Guidelines for Speech and Public Assembly  

No student, faculty, or other staff member or authorized visitor shall be subject to any limitation or punishment or penalty solely for the expression of their views, nor for having lawfully assembled with others for such purpose; unless the conduct/assembly: (1) prevents the orderly administration of college educational purposes or events/operations; (2) obstructs the free movement of vehicles or persons; or the obstruction or occupation of buildings; (3) is outside of the designated peaceful and orderly assembly area; (4) could foreseeably cause injury or damage to persons or property; (5) utilizes audio equipment in a manner  that conflicts with normal operations or is deemed injurious to health and safety, or that is in violation of local ordinances; (6) includes temporary structures of any kind; (7) utilizes open flames, including but not limited to torches; (8) lasts longer than approved or occurs when the College is closed: (9) violates the Code of Conduct or other rules/regulations regarding the maintenance of order; (10) violates or impinges on the rights of others; (11) violates any other campus policy, procedure, rule or regulation, or the Code of Conduct.

Symbolic Protest: During a presentation, displaying a sign, gesturing, wearing symbolic clothing, or otherwise protesting is acceptable, to the extent it is not a disruptive activity and does not impede the rights of others and access, including, but not limited to blocking the audience’s view or preventing the audience from being able to pay attention.

Marches: Marches are acceptable in the designated peaceful and orderly assembly area with the appropriate notification to and procurement of a permit from Safety and Security to allow the College to prepare for the march and provide for the necessary safety of the participants and bystanders, as well as to assure adequate parking and maintain the flow of vehicle and pedestrian traffic. The notification should outline expected attendance, and the anticipated parade/march route. The College may modify the route based upon the needs of the College for the efficient operations without disruption of campus educational purposes and events.

All individuals participating in protests and demonstrations may be required to provide a College Student ID or government issued ID upon request from College officials.

Prohibited Conduct 

The policies and procedures of the College, especially those related to the safety and security of persons and property, must be observed at all times.  In addition, no person, either singly or in concert with others, shall: 

• Threaten passers-by
• Interfere with, impede, or cause blockage of the flow of vehicular or pedestrian traffic
• Commit any act likely to create imminent safety or health hazards
• Interfere with or disrupt any other lawful or permitted activity by anyone in the same general location at the same time
• Post any materials on any buildings, walls, windows, doors, sidewalks, trees, light poles, or any other College owned equipment except in designated areas
• Carry signs or other transportable displays that are affixed to metal poles, wooden sticks or other items that could be deemed a dangerous weapon
• Conduct speech that includes words that by their very nature tend to incite an immediate breach of the peace
• Engage in any speech or action that is not allowed by law or is inconsistent with the College’s commitment to maintaining campuses free of harassment or discrimination
• Engage in any speech that is likely to incite or produce immediate lawless action
• Incite others to commit any of the acts prohibited

Assembly Security 

Orange County Community College reserves the right to charge individuals wishing to use the peaceful and orderly assembly space for additional security at a rate determined by the Director of Safety and Security. The Director of Safety and Security will determine the need for and the number of additional Safety and Security personnel to perform security functions during any public assembly event.

The College is committed to the free speech and expression.  Students and others on campus in violation of this policy will face disciplinary action under the College’s Student Code of Conduct up to and including interim suspension, suspension, and expulsion.  Employees will be addressed through HR policies and procedures (including CBA’s if applicable) and members of the community may be excluded from campus.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: Jan. 19, 2022
Amended: May 15, 2024
Amended: Oct. 16, 2024

Free Speech and Public Assembly

In order to comply New York State legislation (8 NYCRR Part 317) Orange County Community College will designate all publicly accessible single-occupancy bathroom facilities as all gender bathroom facilities on all properties owned or operated by the College.

Such designated bathroom facilities will be provided for use by no more than one occupant at a time, or for family or assisted use. Such all gender bathroom facilities shall be clearly marked by accompanying signage on or near the entry door of each facility. For purposes of this section, single-occupancy bathroom shall have the same meaning as paragraph (d) of subdivision one of section 145 of the public buildings law.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Approved: April 21, 2021

All Gender Bathroom Facilities

Orange County Community College (SUNY Orange) is committed to securing and protecting the information within its possession. As an institution of higher education operating in New York State as a component of the State University of New York (SUNY), SUNY Orange must comply with federal and state confidentiality and information safeguarding laws, as well as meet data protection requirements imposed by its accrediting agency, the Middle States Commission on Higher Education (MSCHE).

SUNY Orange’s core academic mission and strategic goals require policies, procedures, controls, monitoring and verifications to protect the information it possesses or transmits through the normal course of operations. In a digital environment, the broad range of information in SUNY Orange’s possession that is central to the facilitation of academic programs, student services, and overall business operations has made such information one of the College’s most important assets, requiring increased vigilance with respect to storing, sharing, and using data that builds on existing SUNY Orange policy and practice.

As a component of SUNY, SUNY Orange must meet the requirements of the SUNY Information Security Policy (SUNY ISP). The SUNY ISP mandates that SUNY institutions must:

• Adhere to SUNY policies, procedures, and state law regarding information assets and systems;
• Designate a Chief Information Security Officer (CISO);
• Develop an incident response process to ensure timely notification of campus leadership, including the campus President, of cyber security incidents and security breaches involving exposure of regulated or personally identifiable data;
• Ensure timely notification of SUNY Administration officials in the event of a critical suspected or actual information breach or cybersecurity incident;
• Complete the annual Self-Assessment Questionnaire disseminated by SUNY’s CISO;
• Provide annual cybersecurity training to all individuals who access SUNY Orange information assets and systems;
• Ensure encryption of SUNY Orange information and information systems, as appropriate;
• Adopt campus specific policies regarding information security as appropriate;
• Require that any third parties who will store data, both paper and electronic, on behalf of SUNY Orange, have insurance in place to cover losses in the event of an information security or breach incident consistent with New York State law;
• Continually assess and monitor vulnerability of information security. (SUNY encourages all campuses to participate in the SUNY Security Operations Center to help with this assessment and monitoring); and
• Obtain breach insurance for the costs that result from an information security breach consistent with SUNY guidelines. Generally, breach insurance will cover costs that flow from breach discovery, mitigation, notification, and liability costs.

As an institution of higher education receiving Title IV funding from the federal government, SUNY Orange must meet the requirements of the Graham, Leach, Bliley Act Safeguard Rules: The GLBA mandates that the College:

• Designate a GLBA program coordinator or CISO;
• Identify and assess potential risks associated with the protection of covered data (including an annual risk assessment the results of which are formally communicated to the institution’s governing board);
• Design and implement a Safeguarding Program to control risks identified in annual risk assessments. The safeguarding program must include the following elements:
  • Employee Management and Training;
  • Information Systems Security;
  • Safeguarding paper and electronic records containing covered data;
  • Oversight of Third-Party Service Providers;
  • Detection and Testing procedures; and
  • Regular Program Review and Revision.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy. The Board also directs the President to provide updates to the Board regarding results of the annual risk assessment as soon as is practical upon completion of the assessment.

Approved: Feb. 21, 2024

Digital Data Protection and Cybersecurity Threat Preparedness

The exterior flagpoles northwest of the curved portico of the Gilman Center for International Education at the Middletown Campus Library were installed during construction of the Gilman Center for International Education. The flags chosen for display (Ireland, Israel, Italy, Mexico, United Kingdom and United States) honor Representative Ben Gilman’s service to community, state, and nation, especially by showing appreciation for his time as chairman of the U.S. House of Representatives’ International Relations Committee.

The flags shall be displayed as they were when the Gilman Center was first opened in 2008. The Gilman Center flags honor Representative Gilman’s service.  The flags are not intended to symbolize or be viewed as political expression by the College.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: May 15, 2024

Gilman Center Flags

In compliance with NYS Labor Law 206-c, Orange County Community College will identify and reserve a private space on each campus that may be used by employees and students for the purpose of expressing breast milk. When employees are hired, and annually thereafter, the College will provide an updated copy of the NYS Department of Labor’s Policy on the Rights of Employees to Express Breast Milk in the Workplace.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Approved: Oct. 16, 2024

Private On-Campus Space for Lactation