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College Policies (Section 2)

General Administration

BP2.1: Visitors on Campus

SUNY Orange 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 BP2.24 (Children on Campus).

Visitors on Campus

BP2.2: Solicitation on Campus

No off-campus individual or organization may distribute 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 Vice President for Institutional Advancement.

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 Student Activities as well as the Vice President for Institutional Advancement, and if this activity does not interfere with College Association activities or the student learning environment.

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.

Solicitation on Campus

BP2.3: Naming of College Spaces for Recognition Purposes

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

BP2.4: Protection/Care of Property and Documents

All College employees have a responsibility to protect College buildings, grounds 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.

Protection/Care of Property and Documents

BP2.5: Use of College Equipment/Vehicles

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 his/her 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.

College vehicles shall be used at the discretion of the President or his/her designee.

Use of College Equipment/Vehicles

BP2.6: Emergency Management Plan

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

BP2.7: New York State “Right to Know” Law

The College is committed to providing students, faculty and staff a safe and healthy work environment. According to 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. Material Safety Data Sheets (MSDS), as required by Federal and State law for each chemical product purchased, will be available in each department. A complete set of MSDS may be obtained from the Director of Facilities and Administrative Services. The MSDS sheet details specific conditions and properties of chemical substances in a product. The purpose of the MSDS 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.

New York State “Right to Know” Law

BP2.8: Internet, Email and Personal Computer Use Policy

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 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.

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 of free expression and academic inquiry is tempered by the rights of others to privacy, freedom from intimidation, harassment, cyberbullying, sexual harassment, protection of intellectual property, ownership of data and security of information. All authorized users are held responsible for using the College’s computing and network resources in an ethical, moral, and legal manner and in a manner otherwise consistent with this policy. College policies regarding Sexual Harassment and Discrimination (BP3.2) and Harassment and Discrimination (BP3.3), in their entirety, apply to the use of College computers and networks.

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: April 18, 2018

Internet, Email and Personal Computer Use Policy

BP2.9: Communicable Disease

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 Health Services Office 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.

SUNY Orange 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. Current knowledge indicates that students or employees with any form of HIV infection do not pose a health risk to other students or employees in an academic setting. HIV infection alone is not sufficient justification to limit a student or employee’s duties, curriculum or activities.

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

Communicable Disease

BP2:10: Food and Beverages 

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 and designated break areas. In special circumstances, as deemed appropriate by the instructor, food and beverages may be permitted in classrooms. In these cases, the instructor is responsible for insuring the cleanliness of the area and protection of equipment.

Food and Beverages

BP2.11: Facility Use

SUNY Orange facilities exist to meet the educational needs of citizens within the College’s service area and are intended for such use. The facilities and grounds that comprise the 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.

The College will establish a fee schedule for the use of College facilities. Any exception to this Facility Use Policy or established fees must be approved by the President.

The College reserves the right to refuse any applicant or to revoke an application, which has heretofore been approved, in accordance with the College’s anti-discrimination policies.

The College reserves the right to deviate from the policy outlined herein to provide for any special circumstances and requests as deemed appropriate by the President.

The College reserves the right to close the College and cancel activities and events with no notice due to weather or other conditions which, in the opinion of the College, are hazardous. The College will not be liable for damages, fees or other cancellation costs the applicant may encumber due to a College closing.

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

Last Date Revised: Oct. 13, 2010

Facility Use 

BP2.12: Bloodborne Pathogens

The College is committed to providing a safe and healthful environment for its staff and student body. 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 Office of Health Services.

Bloodborne Pathogens

BP2.13: Graphics and Publications

The printing of official College publications (catalogs, class schedules, brochures, business cards, etc.) must be coordinated through the Vice President for Institutional Advancement.

The official logo of the College is a symbol representing the College. The official logo functions as a visual identifier equivalent to the written name of the College and may be used in a variety of applications for official College business only, with approval of the Vice President for Institutional Advancement.

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.

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

Graphics and Publications

BP2.14: Gift Solicitation and Acceptance

The Office of Institutional Advancement is solely responsible for soliciting gifts to the College. All other College employees interested in seeking gifts from an individual or organization must have the prior written approval of the Vice President for Institutional Advancement or College President.

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, age, race, color, religion, creed, national origin or any other characteristic protected by federal, state or local law.

Last Date Revised: Feb. 27, 2004

Gift Solicitation and Acceptance

BP2.15: Vice Presidents

The President and Vice Presidents of the College have primary responsibility for the application of College policies. This is consistent with their responsibilities as managers and appointing officers.

The President designates the authority to manage the administrative activities of the College to the Vice President for Administration. The areas of oversight include:

• Facilities Management
• Safety and Security
• Human Resources
• Finance and Budget
• Institutional Planning, Assessment and Research

The President designates the authority to manage the academic affairs of the College to the Vice President for Academic Affairs. The Vice President for Academic affairs shall prepare and promulgate academic policies and procedures to assist students, faculty and staff. The areas of oversight include:

• Academic Divisions (Liberal Arts, Health Professions and Business, Math, Science & Technology)
• Libraries
• Continuing and Professional Education
• Center for Teaching and Learning
• Office of Educational Partnerships
• Educational Assistance Services
• Cultural Affairs
• Lab Schools
• Interdisciplinary Studies
• Athletics
• Hudson Valley Educational Consortium
• Honors Program
• Phi Theta Kappa

The President designates the authority to manage the student affairs activities of the College to the Vice President for Student Services. The Vice President for Student Services shall prepare and promulgate student support policies and procedures to assist students, faculty and staff. The areas of oversight include:

• Admissions
• Academic Advising & Counseling
• Financial Aid
• Career & Internship Services
• Accessibility Services
• Wellness Center
• Student Judicial Affairs
• Records & Registration
• Student Activities
• Student Support Services (TRIO)

The President designates the authority to manage the institutional advancement of the College to the Vice President for Institutional Advancement. The areas covered are:

• Public Relations and Communications
• Publications/Advertising and Marketing
• Grants
• Development (Fundraising)
• Alumni Affairs

The President designates the authority to manage the information technology services of the College to the Vice President/Chief Information Officer. The areas covered are:

• Information Technology Services
• User Support and Operations
• Information Services and Network Infrastructure
• Academic Technology

The President designates the authority to manage the Newburgh Branch Campus to the Vice President for the Newburgh Campus. In conjunction with the other Vice Presidents, the Vice President for the Newburgh Campus will provide leadership and oversight in the following areas:

• Daily Operations of the Campus
• Cultural Affairs
• Communication with other Vice Presidents

Amended: Dec. 10, 2012

Vice Presidents

BP2.16: Copyright Material

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.

If the College and/or County determines that a charge of copyright infringement against an employee was not an intentional violation of the law, the College and/or County (as outlined in Section 18 of the Public Officers Law and Section 6308 of the Education Law) will defend and indemnify the charged employee. In the case of a court action for damages, a finding of intentional infringement would preclude the College paying any judgment rendered against the employee.

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

 

Copyright Material

BP2.17: Alcoholic Beverages

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

BP2.18: Student Activities Fee

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.

Prior to the start of each semester, and before any fees may be used, the student government shall prepare and approve a budget governing club allocation of expenditures for student activity fees in accordance with the constitution and by-laws of the student government and consistent with principles of equal opportunity and viewpoint neutrality.

The constitution, by-laws and budget guidelines of such student government shall specify the criteria governing eligibility for funding and allocations of funding to student organizations from student activity fees. Mechanisms such as polls or surveys shall be used to ascertain student interests and participation in programs and events.

The budget shall be developed by the Student Senates under the guidance of the Center for Student Involvement. The budget shall be approved by the College President or his/her designee prior to the start of each semester. The College President or his/her designee will review the budget and certify that the allocations from the fees or any proposed sources of revenue are in compliance with the list of use of funds below.

Budget training.
The Student Senate and each officer of a student club that plans to submit a budget shall participate in a budget training program. Training shall be provided by the Center of Student Activities.

Use of Funds
All property purchased with student activities fees becomes the property of the College. Funds shall not be used for the purchase or consumption of alcohol or other prohibited substances.
Funds collected under provisions of this policy, which require every student to pay the prescribed mandatory fee, and all revenues generated from use of the fee shall be used only for support of the following programs for the benefit of the College community:

o Programs of cultural and educational enrichment
o Recreational and social activities
o Tutorial programs
o Athletic programs
o Student publications
o Insurance related to the conduct of these programs
o Administration fee of the fiscal agent for these programs
o Transportation in support of these programs
o Student services to supplement or add to those provided by the College
o Scholarships
o Payments for contractual services provided by a nonprofit organization to the extent that such services are in aid of an approved student activity.
o Salaries for professional non-student employees

Disbursement of Funds
Proceeds of the student activity fee shall be disbursed by the student government, through the designated fiscal agent, provided that the proposed fiscal commitment for each expenditure shall have been approved by the College President or his/her designee.

All purchase requests using student activity fees at a $1,000 or more dollar threshold will require not only the signature of the Director of the Center of Student Involvement, but also the Associate Vice President to whom they report.

Fiscal Agent
The College Association shall serve as the fiscal agent. The College Association Board of Directors shall review disbursements at least quarterly. The College Association has the right to charge a fee for serving as the fiscal agent.

Use of College Facilities
The provisions of this policy shall not be interpreted to authorize the use of facilities for student activities and programs without appropriate administrative approval. Appropriate payments shall be made by student organizations for the use of campus facilities where there are extraordinary costs to the campus associated with such events.

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

Amended: March 16, 2016

Student Activities Fee

BP2.19: Conflict of Interest

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.

Conflict of Interest

BP2.20: Retention and Disposition of College Records

The Records Retention and Disposition Schedule CO-2, 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.

Retention and Disposition of College Records

BP2.21: Campus Safety and Security

The College complies with the letter and spirit of the Crime Awareness and Campus Security Act of 1990. To achieve compliance, 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.

Campus Safety & Security

BP2.22: Freedom of Information Law (FOIL)

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 as the Records Access Officer. The disclosure of public records is only to be made by the Records Access Officer.

Freedom of Information Law (FOIL)

BP2.23: Special Interest Groups

It is the policy of the College to disapprove requests received from special interest groups, or organizations not directly related to College-sanctioned activities, to sell products, distribute information, maintain a booth or table, proselytize on campus, conduct activities, post information, or release lists of student names, addresses or telephone numbers to external organizations. Any request to post information on College bulletin boards by non-College recognized or affiliated groups must receive prior approval from the Vice President for Student Services. This policy shall be enforced in accordance with applicable law and the College’s anti-discrimination policies.

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

Special Interest Groups

BP2.24: Children on Campus

The College’s facilities and properties are designed for an adult population of students, faculty and staff. With the exception of the child care center and, on special occasions, when children visit a campus for a College-sponsored educational event, that adult environment is not designed to protect the safety and well-being of children.

Children under the age of 16 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 children allowed in classrooms or laboratories. 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.

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

Amended: April 15, 2014

Children on Campus

BP2.25: Administrator in Charge

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

BP2.26: Whistleblower

All employees of Orange County Community College sign a document upon employment acknowledging receipt of a copy of the College’s Code of Ethics. Employees of the College must perform honestly and with integrity in fulfilling their official responsibilities and complying with all applicable laws and regulations.

It is the responsibility of all officers and employees of the College to comply with the Code and to report violations or suspected violations in accordance with this Whistleblower Policy.

No officer or employee who in good faith reports a violation of the Code shall suffer harassment, retaliation or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within the College rather than seeking resolution outside the College.

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 with his or her 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. 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 Committee, and can obtain his/her phone number from the Office of the President of the College.

The Audit 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 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.

The Compliance Officer will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

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

Whistleblower

BP2.27: Code of Professional Ethics

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 are enjoined 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 shall demonstrate and be dedicated to the highest ideals of honor and integrity in all public and personal 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

College employees 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 shall promote excellence in community college service.

College employees 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
• 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 SUNY Orange’s institutional voice, and preserve the professional and personal reputations of those within the College community.

College employees 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 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 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

Code of Professional Ethics

BP2.28: Delays/Closing of the College

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. Only the President, or his designee, and Vice President for Academic Affairs are authorized to cancel classes for the day or evening, or both.

 

Delays/Closing of the College

BP2.29: Red Flag (Identity Theft Prevention)

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

BP2.30: Community Use of Library Services

Selected library services provided by SUNY Orange to students shall also be available for use by Orange County residents. For an annual fee ($5 for an individual and $10 for a family), 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.

Adopted: Feb. 11, 2010

Community Use of Library Services

BP2.31: Sustainable Capital Construction

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

BP2.32: Service Animals

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) Section 36.302 (1), a service animal is any dog 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. In some cases, the College may permit other species of animals on campus on a case-by-case basis, consistent with applicable law.

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

Adopted: Jan. 11, 2012

Service Animals

BP2.33: Sustainable Practices in College Operations

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

BP2.34: Campus Climate Assessment

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 State University of New York’s uniform sexual assault and prevention guidelines, SUNY Orange will conduct a uniform climate survey on an annual basis in order to analyze the prevalence and attitudes regarding sexual harassment, including sexual violence, and other related crimes.

The survey will assess student and employee knowledge about:

• The Title IX Coordinator’s role
• College policies and procedures addressing sexual assault
• How and where to report sexual violence as a victim/survivor or witness
• The availability of resources on and off campus, such as counseling, health, academic assistance
• The prevalence of victimization and perpetration of sexual assault, domestic violence, dating violence, and stalking on and off campus during a three year period
• Bystander attitudes and behavior
• Whether victims/survivors reported to the College, and reasons why they did or did not report

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

Adopted: Feb. 18, 2015

Campus Climate Assessment

BP2.35: Firearms and Weapons on College Property

Firearms and dangerous weapons of any type (as defined by New York State Penal Law, Section 265.01[3]) are strictly prohibited on all College property, or at any College-sponsored event. Intentional use, possession, or sale of firearms or other dangerous weapons on College property or at any College-sponsored event is strictly prohibited, and is a violation of state and federal law.

No person is permitted to carry or possess a firearm on College property or at a College-sponsored event unless approved in advance, in writing, by the SUNY Orange president.

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

Adopted: March 16, 2016

Firearms and Weapons on College Property

BP2.36: Curatorial Statement at Art Exhibitions

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.

Throughout the year, a rotating series of exhibitions may be on display in one or more of the College’s gallery spaces. Works for these exhibitions may be acquired from members of the College community, local art groups and societies, or individual artists. Orange County Community College may serve as sole curator for these exhibitions, or may host exhibitions in collaboration with community groups who curate their members’ works.

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.

Adopted: Sept. 21, 2016

Curatorial Statement at Art Exhibitions

BP2.37: Notification of Breach of Information

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

BP2.38: Personal, Private and Sensitive Information (PPSI)

Orange County Community College will protect the information resources of the College from unauthorized access or damage.

Members of the College community shall employ reasonable and appropriate administrative, technical, and physical safeguards to protect the integrity, confidentiality and security of all Personal, Private and Sensitive Information (PPSI), irrespective of its source or ownership or the medium used to store it. All individuals at the College who dispense, receive and store PPSI have responsibilities to safeguard it.

Violations of this policy, resulting in misuse of, unauthorized access to, or unauthorized disclosure or distribution of personal identification numbers 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

Personal, Private and Sensitive Information (PPSI)

BP2.39: College Usage of Preferred First Name

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

BP2.40: Password Security

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 information. All users who have access to College resources are responsible for choosing strong passwords and protecting their login information from unauthorized people.

Violations of this policy resulting in misuse of, unauthorized access to, or unauthorized disclosure or distribution of login credentials 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: March 21, 2018

Password Security

BP2.41: Information Technology Equipment Inventory

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. 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 resulting in misuse of, damage of, or loss of a College technology asset 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: May 23, 2018

IT Equipment Inventory Policy

BP2.42: 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 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

BP2.43: Mobile Computing and Storage Devices

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.

With the increased mobility and proliferation of mobile devices, the concern of securing locally stored data is of paramount importance. Portable USB storage devices are frequently used to transfer data off-site and/or between systems onsite. Cellular phones are used increasingly to access College resources and store data locally. Cell phones and tablet computers can hold data just as a traditional laptop or desktop, but are more easily lost or stolen. These devices are generally synced to another device, such as a desktop or laptop. The same attention to securing desktops and laptops must apply to these types of 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 the BP2.42 (Wireless Security) and 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. 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 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

Mobile Computing and Storage Devices