Policies & Procedures

The development of institutional policies and procedures is a continuous process. It is also a cooperative venture, requiring the participation of trustees, administrators, faculty, and students. All college personnel are urged to become well informed concerning the Policy Manual. Statements contained herein are subject to change by official action of the Board of Trustees, but until such action is taken, the adopted policy shall be in force.

Policy recommendations may be initiated by individual faculty members, staff, administrators, or the Student Government Association. Such recommendations shall be submitted to the Administrative Council. The Councils, and areas of jurisdiction for policy development, are as follows:

Policies

Series 100.00

Mission Statement
Cowley College is committed to providing opportunities for learning excellence, personal achievement, and community engagement.

Vision Statement
Champion the relevance of two-year colleges in higher education through holistic learning and workforce development opportunities.

Core Values
Cowley County Community College and Area Vocational-Technical School is dedicated to the continual pursuit of excellence by embracing our Core Values, the fundamental principles that guide our actions.

People

  • We emphasize the importance of human relationships, diversity, and a sense of community.
  • We provide student-centered instruction.
  • We provide a safe, learning environment where joy, humor, and teamwork are embraced.
  • We encourage open communication and the sharing of ideas.

Accountability

  • Our students will receive a quality education.
  • The College will provide students the opportunity to take an active role in their success.
  • All employees are responsible and committed to excellence.
  • We are accountable to the community to educate students and to sustain and improve society.

Integrity

  • We regard honesty, trust, and respect as essential principles in our academic, personal and professional standards.

Leadership

  • We provide a positive atmosphere that fosters personal and professional growth.
  • We empower students and employees to be innovative and visionary.
  • We are an ethical leader in the field of education.

Strategic Theme
With integrity and passion, Cowley College advances its mission and vision by supporting the attainment and demonstration of life skills in the areas of critical thinking and problem solving, communications, citizenship, computation, and technology.

 

Adopted February 24, 1969
Revised January 17, 1977
Revised January 21, 1985
Revised September 19, 1988
Reviewed July 11, 1989
Revised October 19, 1992
Revised July 21, 2003
Revised August 10, 2015

It is the responsibility of the President to organize the staff and services of the College to provide for responsible administration, effective instruction, curricular and extra-curricular programs sensitive to the needs of the student body, and proper communication among the various entities of the College and the community it serves.

Adopted July, 1969
Revised July, 1975
Revised February, 1978
Revised July, 1982
Revised July, 1984
Revised June, 1985
Revised, April, 1988
Reviewed, July, 1989
Revised, October, 1990
Revised March, 1992
Revised, May 10, 2002
Revised, July 16, 2007
Reviewed August 23, 2021

In accordance with K.S.A. 71-201, the Board of Trustees of Cowley County Community College shall have custody of and be responsible for the property of the community college and shall be responsible for the operation, management and control of the college. For effectuation of the purposes of this act, the Board of Trustees in addition to such other powers expressly granted to it by law and subject to the rules and regulations of the state board of regents is hereby granted the following powers:

  1. To select its own chairperson and such other officers as it may deem desirable, from among its own membership.
  2. To sue and be sued.
  3. To determine the educational program of the College.
  4. To appoint and fix the compensation and term of office of a president of the College.
  5. To appoint upon nomination of the president members of the administrative and teaching staffs, to fix and determine within state adopted standards their specifications, define their duties and to fix their compensation and terms of employment.
  6. Upon recommendation of the president, to appoint or employ such other officers of the college, agents and employees as may be required to carry out the provisions of law and to fix and determine within state adopted standards their qualifications, duties, compensation, terms of office or employment and all other items and conditions of employment.
  7. To enter into contracts.
  8. To accept from any source, grants or contributions of money or property which the board may use for or in aid of any of its purposes.
  9. To acquire by gift, purchase, lease-purchase, condemnation or otherwise, and to own, lease, use and operate property, whether real, personal, or mixed, or any interest therein, which is necessary or desirable for community college purposes.
  10. To enter into lease agreements as lessor of any property, whether real, personal, or mixed, which is owned or controlled by the community college.
  11. To determine that any property owned by the college is no longer necessary for college purposes and to dispose of the same in such manner and upon such terms and conditions as provided by law.
  12. To exercise the right of eminent domain.
  13. To make and promulgate such rules and regulations that are necessary and proper for the administration and operation of the community college, and for the conduct of the business of the board of trustees.
  14. To exercise all other powers which may be reasonably necessary or incidental to the establishment, maintenance and operation of a community college.
  15. To appoint a member to fill any vacancy on the board of trustees for the balance of the unexpired term.
  16. To contract with one or more agencies, and to provide for the payment to any such agencies for their contracted educational services from any funds or moneys of the community college.
  17. To authorize by resolution the establishment of a petty cash fund in an amount not to exceed $1,000, and to designate in such resolution an employee to maintain such petty cash fund.

Adopted January 15, 1979
Reviewed July 11, 1989
Revised June 19, 2000
Reviewed July 21, 2003
Revised July 20, 2020

The President is the executive officer of the Board of Trustees charged with the responsibility for the development, implementation, and evaluation of the total operation of the College according to statutes of the State of Kansas and the policies established by the Board of Trustees. In fulfilling these responsibilities, the President shall perform or assign to his or her designee:

  1. Provide professional leadership to the Board in the definition of purpose, development of policy, and continuous evaluation of the operation of the College.
  2. Implement programs approved by the Board and assure that such programs are directed toward the fulfillment of the established purposes.
  3. Prepare agenda, reports, and recommendations for official Board meetings to facilitate effective decision-making and sound formulation of policy.
  4. Develop the annual budget, for consideration by the Board, to assure the efficient utilization of local, state, and federal funds for the financing of a comprehensive program of continuing education.
  5. Develop job descriptions, nominate for employment, provide in-service education, and recommend the promotion, assignment, or dismissal of all College personnel.
  6. Monitor and evaluate the operations of the College and submit objective reports to the Board.
  7. Establish and conduct a comprehensive program of internal and external communication to promote school and community understanding and support of College programs and policies.
  8. The President shall organize an Administrative Council to advise and assist him/her with the operations of the College.
  9. The President will appoint/approve the operational committees necessary to facilitate program development and implementation. The committees may include staff and student participation.
  10. Represent the College in an official capacity in contacts with local, state, and national professional or governmental agencies.

Adopted July 21, 1969
Revised July 19, 1971
Reviewed July 11, 1989
Revised June 19, 2000
Revised July 21, 2003
Revised February 22, 2021

It is necessary for the College to revise and update current Board policies from time to time, as well as adopt new Board policies to support the operations of the College. Procedures governing Board of Trustee operations are outlined in the Board of Trustee handbook and are not subject to Administrative Council approval.

  1. All new Board policies and changes or revisions to current Board policies will be submitted to the Administrative Council for initial review and recommendation. Administrative Council’s recommendation will be subject to Board action.
  2. Upon recommendation by the Administrative Council, new Board policies and Board policy changes will be submitted to the Board of Trustees for a first reading.
  3. The Board policy/change is then presented to the Board of Trustees at the following meeting for a second reading. At this time the Board will take final action on the new Board policy or change and, if approved, it will become effective immediately.
  4. Policies will be reviewed a minimum of every 5 years.

Adopted October 18, 2010
Revised June 15, 2020

The purpose of the President Emeritus Policy is to recognize any Cowley College president who has provided outstanding, distinguished and extended service to the College community.

President Emeritus status should be reserved to honor a Cowley College president who is retiring or has retired; has provided outstanding and distinguished service to Cowley College; and has served as College president for at least 10 years. “Outstanding and distinguished service” is defined as service which goes beyond the normal duties and responsibilities of the appointment, and which has had extraordinary impact on the College and/or broader community. Such service contemplates that the individual demonstrated exceptional commitment and contributions to the College, exemplifying the highest standards of personal and professional integrity, civic responsibility, vision and leadership.

The title of President Emeritus may be awarded posthumously.

Nomination and Approval
A member of the Board of Trustees may nominate a retiring or retired College president to become President Emeritus. The title must be approved by a majority vote of the Board. A retiring or retired Cowley College president may decline to accept and/or use the title of President Emeritus.

Rights, Privileges, and Responsibilities
In addition to the benefits and privileges received by all retired faculty and staff and any other benefits to which the individual may be entitled, a College president granted President Emeritus status will also receive:

  • A resolution naming and honoring the College President as President Emeritus;
  • Listing in the Cowley College catalog and website; and
  • Use of the title “President Emeritus” in community and professional activities.

The current Cowley College President may call upon the President Emeritus to provide counsel, or to serve in various volunteer roles and/or capacities in support of the College. Presidents Emeriti are not required to continue to serve the College community, but must remain a strong advocate and relentless ambassador to further the interests and mission of the College.

The title of President Emeritus confers no remuneration, rights to employment, or benefit in addition to those provided above. Presidents Emeriti do not exercise any of the authority or administrative functions associated with holding a staff position at the College.

The Board of Trustees retains the authority to withdraw a President Emeritus title at its discretion, as it deems necessary and appropriate.

Adopted December 13, 2021

The faculty and administration utilize Citizens advisory committees to ensure that College programs and services are sensitive to community needs and resources and provide two-way communication with citizens possessing special expertise and interest in College programs and services. In addition, ad hoc advisory committees may be appointed by the Board of Trustees for certain specified purposes.

  1. An advisory committee will be appointed for each General Education department and each Technical program of the College. Advisory Committees for other areas may be approved as needed.
  2. The President will appoint presidential institutional advisory committee members. The Department Chairs will appoint department advisory committee members.
  3. Each committee will elect a chairperson.
  4. The committee will meet at least once each semester upon call by the chairperson.
  5. Notice of meetings, including an agenda, will be distributed to each member at least two weeks in advance.
  6. Minutes will be prepared and submitted to the appropriate administrator and the President within two weeks following each meeting.
  7. Reports will be submitted to the appropriate administrator concerning any recommendations for significant changes in a program and/or any evaluative information prepared by an advisory committee.

Adopted July, 1971
Revised July, 1975
Reviewed July, 1989
Revised June 19, 2000
Revised July 21, 2003
Revised August 9, 2004
Revised September 20, 2021

Service Area Councils are utilized to develop programs, policies, and procedures to be considered by the President in making recommendations to the Board of Trustees.

Student Affairs Council

The Student Affairs Council has been established to provide advice and assistance to the President and Chief Student Affairs Officer in the development of policies governing the campus rules and regulations, housing and health services, student senate, social activities, and the program of intramural and recreational activities. The Council is composed of Chief Student Affairs Officer and staff members and students appointed by the Chief Student Affairs Officer.

Academic Affairs Council

The Academic Affairs Council has been established to provide advice and assistance to the President and Chief Academic Officer in the development of policies relating to faculty affairs. Faculty concerns may be submitted to any member of the Academic Affairs Council for consideration or referral to another Council. This Council is composed of the Chief Academic Officer, the chair of each department and other academic personnel as appointed by the Chief Academic Officer.

Business Services Council

The Business Services Council has been established to provide advice and assistance to the President and the Chief Financial Officer in the development of policies and procedures governing the administrative and business affairs of the institution. The Council is composed of the Chief Financial Officer and staff members appointed by the Chief Financial Officer.

Adopted July 19, 1971
Revised July 17, 1977
Reviewed July 11, 1989
Revised June 19, 2000
Revised July 21, 2003
Revised June 21, 2010
Revised July 20, 2020

Cowley College is an "at-will" employer and as such employment with Cowley is not for a fixed term or definite period and may be terminated at the will of either party, with or without cause, and without prior notice. No supervisor or other representative of the College (except the President or Board of Trustees) has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above.

Adopted January 16, 2007
Reviewed December 14, 2020

Employees may be assigned a designated work area. This work area is to be used by the employee for the benefit of the College and its students. Such area should be kept in a neat and orderly fashion, presentable to the public.

Employees may display personal items in their workspace, provided they meet the following:

  1. No tape should be used on walls, ceilings, or equipment to hang items.
  2. No permanent fasteners should be used, if needed, please submit a work order to maintenance.
  3. Personal items should not be offensive to the public or co-workers.
  4. Personal items should be appropriate to the educational environment.
  5. Lit candles and other open flames will not be allowed in any indoor space, including offices, conference rooms, or commons areas. This is not intended to restrict any faculty supervised open flame educational demonstrations, such as are common in science labs or vocational program shops, nor any uses by maintenance personnel in the repair of College property or equipment.
  6. Employees may not paint or otherwise modify their work areas. If specific improvements need to be made to any work area, those requests should be submitted through a Facility Change request form with the appropriate signatures.
  7. Employees will follow any guidelines set forth by the Fire Marshall to maintain a safe workspace.

Adopted November 15, 2004
Revised July 21, 2008
Revised May 17, 2021

College employees are expected to follow acceptable business and professional principles in matters of business and personal conduct and to exhibit personal and professional integrity and objectivity at all times.

General expectations of behavior and conduct acceptable to the college and/or the community at large:

  1. Ethics and integrity are the responsibility of each individual. Every college employee, and any other person acting on behalf of the College, is responsible for behaving in a professional and courteous manner when engaging with their fellow employees, students, the Board of Trustees, and members of the public. Such behavior will exemplify ethical conduct consistent with the policies and core values of the College while upholding the reputation of the College.
  2. No alcoholic or cereal malt beverages and/or illegal drugs shall be allowed on the campus or at school-sponsored functions per College policy 140.00 Exemption from Alcoholic Beverages and 127.00 Drug-Free Workplace.
  3. Smoking is not permitted in College facilities per College policy 125.00 Use of Tobacco on Campus.
  4. College employees are expected to be clean and dress within the limits of general trends of dress at this college per College policy 159.00 Professional Attire.
  5. College employees are not to be disruptive, but demonstrate professional conduct.
  6. College employees are expected to respect the rights and property of others.
  7. Falsification of college records will not be tolerated.
  8. Compliance with college policies, procedures and/or regulations is expected of all college employees.

Violation of any of the above general expectations may result in disciplinary measures and/or administrative review up to and including termination.

Adopted November 15, 2004
Revised July 18, 2005
Revised December 11, 2017
Revised November 21, 2022

Each full-time employee of the College is required by state law to be a member of the Kansas Public Employee Retirement System (KPERS) and must contribute a part of their salary toward retirement benefits with KPERS. In addition, each employee’s salary is subject to Federal Insurance Contributions Act (FICA) withholdings as required by the Internal Revenue Service, which includes FICA (Social Security) and/or FICA-Medicare (Medicare), and such withholdings are paid directly to the IRS through payroll deduction. The Board of Trustees shall pay at the single membership premium for disability insurance in an approved disability insurance plan for each administrative council member.

As a condition of employment, the Board of Trustees shall pay to a fringe benefit plan, or through a benefit stipend to each full-time employee. The amount of the benefit shall be pre-approved by the Board and applied to the full-time employees’ fringe benefit options available in the college’s approved Internal Revenue Code (I.R.C.) Section 125 Plan, known as the Cafeteria Plan or Section 125 Plan. Each full-time employee may allocate the sum paid on his/her behalf or benefit stipend among the various fringe benefits available in the approved pool of benefit plans. To receive this fringe benefit, at a minimum, each full-time employee is required to enroll/participate in the college’s approved health and dental group insurances at the single (employee) level. Coverage for spouse, children, and family under both health and dental group insurance is available at the option of the employee. Each full-time employee has the option to receive the monetary difference in the Board’s fringe benefit plan stipend and the cost of the health and dental insurance plan at the single (employee) level to pay for other fringe benefits offered in the I.R.C. 125 plan or as salary.

Full-time employees retiring from the college after reaching age sixty (60) and ten (10) years of continuous full-time employment with the college may continue to participate/enroll at the single (employee) membership level in the College-sponsored group health insurance plan with said premium paid by the college until the employee reaches age sixty-five (65). Additionally, the employee may continue to participate/enroll at the children, spouse, and/or family premium level until reaching age sixty-five (65) by paying the monthly premium difference in single (employee) level and children, spouse, or family level premium.

Adopted July 17, 1972
Revised March 21, 1977
Revised March 20, 1978
Revised April 16, 1979
Revised April 10, 1980
Revised May 4, 1982
Revised July 18, 1983
Revised June 17, 1985
Reviewed July 11, 1989
Revised October 15, 1990
Revised June 19, 2000
Reviewed July 21, 2003
Revised August 9, 2004
Revised July 18, 2005
Revised November 19, 2007
Revised May 16, 2011
Revised October 21, 2019

It is the policy of Cowley County Community College (College) to be financially stable, and to meet the financial obligations of the College.

The College shall set aside 2% of earned general operating revenues to be placed in the general fund balance reserves at the end of each fiscal year (June 30 of each fiscal year). General operating revenues will include funds received from state appropriations, Ad Valorem taxes, tuition, general fees, and local income.

This policy will enable the College to manage revenue shortfalls and cash flows, ensure continued operations, and provide for unforeseen contingencies without impairing the level or quality of services needed to respond to its customers, i.e., students, employees, and external stakeholders. Should exigencies occur or result in the college’s ability to set aside 2% of earned general operating revenues into the general fund balance reserves, the Board of Trustees shall make a recommendation of the amount to set aside.

Adopted June 19, 2017
Revised December 12, 2022

The performance of every full-time classified employee in the organization will be evaluated annually to ensure that all employees know how they are doing in carrying out their job duties and requirements.

  • All newly hired employees will be evaluated after a 90-day probationary period and then annually thereafter. Performance appraisals may also be used as a factor in pay-increase decisions, performance-improvement counseling efforts, and determinations of training needs. They will also be a significant factor in promotion decisions made to fill vacant positions within the organization. Supervisors will be responsible for evaluating the performance of each direct report in their department. All supervisors will be provided appropriate training in evaluation skills and techniques, as well as written guidelines designed to help them carry out their responsibility to appraise workers in a fair, accurate, and objective fashion.
  • Performance appraisals will be conducted annually according to the schedule determined by the Director of Human Resources. While formal appraisal sessions are an annual event; supervisors are expected to observe, and provide feedback on, their employees’ performance throughout the year. Supervisors should document information or incidents that would be helpful in making appraisals.
  • In addition to completing the official appraisal form, supervisors must meet with the employee to explain and discuss the evaluation. These sessions should be held in a setting that is private and free from distractions or interruptions. Employees are expected to sign their appraisals to acknowledge their participation in the process and are entitled to receive a copy of the completed form.
  • Employees dissatisfied with their appraisals should put their objections in writing and submit copies of this statement to their supervisor and the respective Administrative Council member, who will review the employee’s complaint and determine whether further action is warranted. The employee’s statement will be attached to the appraisal form.
  • All performance appraisal documents, including any statements of dissatisfaction, will be retained in the personnel file of the employee involved.
  • All decisions and judgments made in connection with the organization’s performance appraisal system will be based on job-related factors. All performance measures and indicators applied to any position must be based on the requirements, responsibilities, and duties contained in the job analysis or description prepared for the position.
  • Members of Administrative Council will be evaluated every other year (even years) by other members of Administrative Council, and those who have direct working relationships. The President will review evaluations with the individual administrator at their annual evaluation.

Adopted July 20, 1998
Reviewed July 21, 2003
Revised March 19, 2012
Revised September 20, 2021

College is committed to ensuring that all employees are provided with and informed about opportunities to develop skills, expand knowledge and increase proficiency to continually improve performance and personal growth.

  1. The training and development process for each employee begins with new-hire orientation and includes the work-related instructions provided by supervisors, co-workers and mentors. Thereafter, individual employees and their supervisor will share responsibility for keeping informed about opportunities to acquire new skills or knowledge.
  2. The College will provide ongoing training and development opportunities for all employees. Funding provided by the College will require approval from the supervisor prior to enrollment in any course or training activity.

Adopted July 20, 1998
Revised July 21, 2003
Revised October 18, 2011
Revised July 18, 2022

The federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) is designed to ensure that all protected health information (PHI) be kept private and secure by all persons who handle, or have access to, that information. Cowley College is a hybrid entity for purposes of HIPAA and will comply with all applicable HIPAA provisions ensuring the confidentiality of protected health information.

The College shall provide appropriate training on HIPAA requirements as needed.

Protected Health Information refers to individually identifiable health information received by the company’s group health plans or received by a health care provider, health plan or health care clearinghouse that relates to the past or present health of an individual or to payment of health care claims. PHI information includes medical conditions, health status, claims experience, medical histories, physical examinations, genetic information and evidence of disability.

Adopted March 19, 2007
Revised August 23, 2021

Cowley College believes the best approach to containing incidents and costs is to keep injuries and illnesses from occurring. We are committed to utilizing our resources to provide a safe work environment for everyone. Our employees are our greatest asset and we are committed to providing prompt, high quality medical care and return our injured employees to productive employment as soon as medically possible.

  1. An injured employee will work with a team including the treating medical provider, our WorkComp insurance carrier, and Cowley's Human Resource Director to return them to theiroriginal position if possible.
  2. Injured employees may work modified or transitional work if available until they are able toresume normal duties.
  3. Modified work is considered temporary and our intention is to facilitate a return to regularwork duties as soon as possible when medically feasible.

Adopted March 19, 2007
Revised August 23, 2021

Reduction in force (RIF) occurs when changing priorities, budgetary constraints, or other conditions require the College to reduce staff, eliminate positions, or eliminate programs. A RIF can also occur when the needs of the College change so significantly that an employee no longer has the demonstrated capability, competence, and/or appropriate experience to perform the required essential functions/duties of a changed position.

Selection for RIF

A RIF requires evaluation of positions and relative value of work performed by employees so the College can continue to provide the highest level of service possible with a reduced work force. Cowley determines priority for a RIF within the following guidelines:

  1. The department where the reduction is to take place will be designated by the Administration after consultation with supervisory personnel in the department.
  2. In the department where the reduction is to take place, consideration will be given to employee(s) who expresses a desire to voluntarily resign.
  3. Temporary or part-time employees performing the same duties as full-time employees in the department where the reduction is to take place will be terminated before involuntary termination of any full-time employee(s) in the designated department, provided the full-time employee(s) has demonstrated the ability to perform the duties.
  4. RIF of full-time employees will be based on the following priority:
    1. The position(s) most vital to the department in the delivery of services will be retained as long as possible;
    2. Full-time employees with the most demonstrated skills, knowledge, and productivity for the position(s) being retained will be considered for the retained position(s); and
    3. If two or more full-time employees are evaluated as having substantially equal demonstrated skills, knowledge, and productivity for the position(s) being retained, then the full-time employee with the greatest length of employment with the College will be retained.

Adopted October 19, 2009
Revised July 18, 2022

1.0 ACQUISITION OF COLLEGE PROPERTY
Cowley College Board of Trustees authorizes the Vice President of Finance and Administration to record capital assets, i.e., fixed assets valued in excess of $5,000, on the college’s general ledger (books). The Vice President of Finance and Administration is responsible for the execution of an annual capital asset inventory to satisfy the “general accepted accounting principles” provision of the annual financial statement audit, and in accordance with federal and state law.

2.0 DISPOSAL OF COLLEGE PROPERTY
Cowley College Board of Trustees authorizes the Vice President of Finance and Administration or designee to dispose of unneeded (surplus) college property periodically in accordance with the appropriate procedures for disposal of capital assets.

Adopted:  October 16, 2017

In accordance with the Fair Labor Standards Act (FLSA), exempt employees who are required to be paid on a salary basis may not have their pay reduced in certain circumstances. Employees who feel their pay has been improperly reduced should report this immediately to the Human Resources/Payroll office.

Provisions Mandated by the Salary Basis Rules

  1. Exempt employees normally must receive their full salary for any week in which they perform any work, without regard to the number of days or hours worked. However, exempt employees need not be paid for any workweek in which they perform NO work at all for the organization.
  2. Deductions from pay cannot be made as a result of absences due to the circumstances listed below. Such improper pay deductions are therefore specifically prohibited by Cowley College, regardless of the circumstances. Managers or supervisors violating this policy will be subject to discipline up to and including termination.
    1. Jury duty.
    2. Attendance as a witness.
    3. Temporary military leave.
    4. Absences caused by the employer.
    5. Absences caused by the operating requirements of the College.
    6. Partial day amounts other than those specifically discussed below.
  3. The few exceptions to the requirement to pay exempt employees on a salary basis are listed below. In these cases deductions may be permissible as long as they are consistent with other College policies and practices.
    1. Absences for personal reasons other than sickness or disability, including vacation leave (partial days must be paid).
    2. Absences of one or more full days due to sickness or disability.
    3. Fees received by the employee for jury or witness duty or military leave may be applied to offset the pay otherwise due the employee for the week. No deductions can be made for failure to work for these reasons, however.
    4. Penalties imposed in good faith for infractions of safety rules of major significance or serious workplace misconduct. Examples of workplace conduct that would be appropriate for reducing the wages of an exempt worker include: sexual harassment, violence, drug or alcohol citations, violations of state or federal laws. Safety rules of major significance include those relating to the prevention of serious danger in the workplace or to other employees.
    5. Unpaid disciplinary suspensions of one or more full days in accordance with Cowley College's employee discipline procedures.
    6. Deductions for the first and last week of employment, when only part of the week is worked by the employee, as long as this practice is consistently applied to all exempt employees in the same circumstances.
    7. Deductions for unpaid leave taken in accordance with a legitimate absence under the Family and Medical Leave Act (FMLA).

Adopted December 19, 2005
Revised September 20, 2021

Cowley College’s Human Resources Department is responsible for maintaining various types of information on each employee to ensure complete, accurate and current information. Personnel files serve as the historical record of information concerning the employee from date of hire to separation. Types of files and their respective contents are listed in AP121 – Personnel Records Procedure.

All personnel files are securely maintained in the Human Resources and Payroll offices and are maintained in accordance to federal and state legal requirements.

Access to Personnel Files by Supervisors and Administrative Officers
Supervisors and Administrative Officers do not have access to personnel files maintained by Human Resources. However, information regarding work record or employment history will be provided to direct managers or supervisors by the Human Resources Director who will provide the pertinent information on a need-to-know basis.

Access to Personnel Files by Employees
An employee may contact the Human Resourced department to view his or her personnel file. If an employee disagrees with information in his or her personnel file, the employee may submit a written rebuttal to the Director of Human Resources explaining his/her position that will be placed in the employee’s personnel file.

A written request is required from former employees when requesting access to their personnel files.

Records Retention
Employee personnel records will be retained according to state and federal law requirements.

Adopted August 4, 1969
Revised July 19, 1971
Reviewed July 11, 1989
Revised June 19, 2000
Revised July 21, 2003
Revised September 21, 2020

Each administrative office shall approve leave requests of all classified and administrative employees assigned within the payroll system. For each absence, the Vice President of Finance and Administration shall maintain adequate records and accountability for pay status and entitlement to leave of personnel covered by Absence with Pay and Absence Without Pay.

  • Classified and administrative personnel are required to complete a request for vacation and sick leave within the payroll system. Requests for vacation and sick leave for planned medical appointments should be submitted in advance of scheduled absences. Unplanned leave should be submitted no later than the first day of returning to duty. The payroll system will route the request to the appropriate supervisor for approval.
  • The appropriate Supervisor shall:
    • Review and approve or deny (based on criteria in policy 165) the completed request for vacation or sick leave, and obtain a certificate from the attending physician when considered appropriate.
    • Obtain and submit to Human Resources no later than the 10th day of the absence an interim report from the employee, if an absence is for a prolonged illness and there is a possibility that the illness will exceed accumulated leave.
    • Submit a purchase requisition for a substitute teacher, if needed, indicating name and days taught, and the rate of pay after the last day of substitution.
  • Human Resources shall:
    • Establish a Payroll and Attendance Record for each employee to be maintained in the payroll system.
    • Post to each employee’s record the approved leave that will be recorded on each employee’s payroll check.
    • Provide to the employee necessary information concerning FMLA and obtain FMLA authorization forms from the employee if the absence is likely to extend 3 or more days.

Classified, administrative, and part-time personnel may authorize automatic payroll deductions for the following purposes:

  • Payment of premiums for College approved IRC 125 Salary Reduction items, such as:
    • Health/dental plan
    • Salary Protection Insurance Plan
    • Contributions to approved tax sheltered annuities
    • Life insurance plans
    • Voluntary insurance such as accident, short-term disability, etc.
  • Payment of miscellaneous deductions such as:
    • College Education Association dues
    • Cowley Foundation
    • Auxiliary Services
    • Clubs and Fundraisers
    • Ark City Teachers Credit Union
  • All applications for IRC 125 Salary Reduction items must be submitted in writing no later than10 days prior to beginning of the benefit year. Such deductions may not be discontinuedduring a contract year except as stated in the IRC 125 plan.
  • Miscellaneous salary deductions may be added or discontinued at any time during the school year by contacting payroll by the cut-off dates for the specified period. Payroll date information is provided annually by the payroll office.
  • A list of approved tax-sheltered annuity and/or life insurance companies are maintained in the Finance Office.

Adopted August 4, 1969
Revised July 16, 1973
Revised April 16, 1979
Reviewed July 11, 1989
Revised October 15, 1990
Revised October 18, 1993
Revised June 19, 2000
Reviewed July 21, 2003
Revised December 17, 2007
Revised November 15, 2021

Cowley College and the Kansas Public Employees Retirement System (KPERS) Working After Retirement employee will share the costs of the employer’s (Cowley College’s) mandated statutory contribution to KPERS at 50% each. Cowley College will reduce the hired KPERS Working After Retirement employee’s annual wage/salary by the calculated rate/amount of the 50% contribution. Cowley College will state this provision in each KPERS Working After Retirement employee’s annual at-will employment letter.

Adopted: April 16, 2018

Tobacco use of all forms is prohibited in all college buildings.

Smoking is permitted outdoors on campus; however, smoking is prohibited within 25 feet of any building entrance and is also prohibited within 25 feet of any designated "smoke free" outdoor table.

Student violations are to be dealt with per policy 403.00

Staff violations are to be dealt with per policy 111.00.

Adopted December 17, 2007
Revised May 17, 2010
Revised May 16, 2011
Revised February 21, 2022

Cowley College will abide by State of Kansas Statute for higher education institutions regarding firearms on campus. If there should be an illegal discharge of a firearm, Cowley College reserves the right to terminate, expel, and/or prosecute the individual, as deemed necessary, to the full extent of the law.

Adopted July 17, 2017

The College supports and endorses the Federal Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act amendments of 1989.

The College, in fulfilling the requirements thereof, states the following regarding the work- related effects of drug use and the unlawful possession of controlled substances on College premises.

  1. Employees are expected and required to report to work on time and in an appropriate mental and physical condition. Our intent and obligation to provide a drug-free, healthful, safe, and secure work environment.
  2. The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance on College premises or while conducting College business off College premises is prohibited. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences.
  3. In the event a supervisor of an employee has a reasonable basis to believe that an employee possesses or is under the influence of illegal drugs or alcohol on the job, the supervisor shall contact Human Resources. The employee may be sent home, with an escort if appropriate, required to test by urinalysis or blood sample to determine the presence of drugs or alcohol, or other action reasonably necessary under the circumstances. The determination of a reason to believe that a person is under the influence of drugs or alcohol includes, but is not limited to, any of the following criteria: slurred speech, smell of alcohol, impaired motor coordination, radical mood swings, disorientation, change in demeanor, bloodshot or dilated eyes, and other similar observations. Supervisors will be educated to recognize these and other signposts or symptoms of drug or alcohol use/abuse.
  4. The College recognizes drug dependency as an illness and potential health, safety, and security problem. As appropriate, employees needing help in dealing with such issues are encouraged to use our Employee Assistance Program (EAP) and health insurance plans. Conscientious efforts to seek such help will not jeopardize any employee’s job and will not benoted in any non-medical record.
  5. As a condition of employment, employees must abide by the terms of the above policy and report any conviction under a criminal drug statute for violations occurring on or off College premises while conducting College business. A report of a conviction must be made to the Director of Human Resources within five (5) days after the conviction.
  6. An employee who violates this policy, including refusing alcohol/drug testing upon request, will be subject to appropriate disciplinary action, including suspension, demotion, non-renewal, and/or termination.

Adopted March 20, 1989
Reviewed July 11, 1989
Revised June 19, 2000
Revised July 21, 2003
Revised August 13, 2007
Revised January 18, 2022

Non-Discrimination and Anti-Harassment Policy
Cowley College strives to create and maintain a work environment in which people are treated with dignity, decency and respect. The environment of the College should be characterized by mutual trust and the absence of intimidation, oppression and exploitation. Employees should be able to work and learn in a safe yet stimulating atmosphere. The accomplishment of this goal is essential to the mission of the College. For that reason, Cowley College will not tolerate unlawful discrimination or harassment of any kind. Through enforcement of this policy and by education of employees, the College will seek to prevent, correct and discipline behavior that violates this policy.

All employees, regardless of their positions, are covered by and are expected to comply with this policy and to take appropriate measures to ensure that prohibited conduct does not occur. Appropriate disciplinary action will be taken against any employee who violates this policy. Based on the seriousness of the offense, disciplinary action may include verbal or written reprimand, suspension or termination of employment.

Equal Employment Opportunity
Cowley College is an equal opportunity employer. The College prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender and identity expression, genetic information, marital status, political affiliation or other legally protected category. Cowley College conforms to the spirit as well as to the letter of all applicable laws and regulations. In addition to federal law requirements, Cowley College complies with applicable state and local laws governing nondiscrimination in employment in every location in which the College has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Discrimination
It is a violation of Cowley College's policy to discriminate in the provision of employment opportunities, benefits or privileges; to create discriminatory work conditions; or to use discriminatory evaluative standards in employment if the basis of that discriminatory treatment is, in whole or in part, the person’s race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender and identity expression, genetic information, marital status, political affiliation or other legally protected category. This policy is intended to comply with the prohibitions stated in federal, state and local anti-discrimination laws.

Notice of Non-Discrimination Statement
Cowley College is dedicated to providing equal opportunities to all individuals regardless of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender and identity expression, genetic information, marital status, political affiliation or other legally protected category.

The College will provide all qualified individuals reasonable accommodations in the work and educational environment and ensure equal access to all College programs, activities and facilities. The College does not discriminate in admissions, educational programs, or employment on the basis of any factor outlined above or prohibited under applicable law.

This prohibition against discrimination applies to College employees, students, contractors, or agents of the College and to anyone participating in a College-sponsored event or activity. Inquiries concerning the college's compliance with its non-discrimination policies may be referred to the Student Affairs Office or the Human Resources Office at 125 S Second St, Arkansas City, KS 67005 or by calling 620.442.0430.

Harassment
Harassment is a form of unlawful discrimination and violates Cowley College policy. Cowley College prohibits harassment, of any kind. Under this policy, harassment is verbal, written or physical conduct that denigrates or shows hostility or aversion toward an individual because of his or her race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender and identity expression, genetic information, marital status, political affiliation or any other characteristic protected by law, or that of his or her relatives, friends or associates, and that: a) has the purpose or effect of creating an intimidating, hostile or offensive work environment, b) has the purpose or effect of unreasonably interfering with an individual’s work performance, or c) otherwise adversely affects an individuals’ employment opportunities.

Harassing conduct occurs when, in the employee’s opinion, the conduct impairs his or her ability to perform his or her job. Acts of harassment may include (but not limited to); epithets, slurs or negative stereotyping; threatening, intimidating or hostile acts; bullying; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group that is placed on walls or elsewhere on the employer’s premises or circulated in the workplace, on College time, during College sponsored events, or using College equipment by e-mail, phone (including voice messages), text messages, social networking sites or other public means.

Sexual Harassment
Sexual harassment is a form of unlawful employment discrimination under Title VII of the Civil Rights Act of 1964 and is prohibited under Cowley College’s Non-Discrimination and Anti-Harassment policy.

According to the Equal Employment Opportunity Commission (EEOC), sexual harassment is defined as “unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when, a) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, b) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or c) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.

Title VII of the Civil Rights Act of 1964 recognizes two types of sexual harassment: a) quid pro quo, and b) hostile work environment. Sexual harassment may include a range of subtle and not-so-subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual’s body, sexual prowess or sexual deficiencies; leering, whistling or touching; insulting or obscene comments or gestures; display in the workplace of sexually suggestive objects or pictures; and other physical, verbal or visual conduct of a sexual nature.

Retaliation
Cowley College encourages reporting of all perceived incidents of discrimination or harassment. It is the policy of Cowley College to promptly and thoroughly investigate such reports. Cowley College prohibits retaliation against any individual who reports discrimination or harassment, files a charge of discrimination or harassment, opposes a practice believed to be unlawful discrimination, or assists, testifies or participates in an investigation.

Complaint Process
Employees who believe they have been the victims of conduct prohibited by this policy or believe they have witnessed such conduct should discuss their concerns with the Director of Human Resources.

Cowley College encourages the prompt reporting of complaints or concerns so that rapid and constructive action can be taken before relationships become irreparably strained. Therefore, while no fixed reporting period has been established, early reporting and intervention have proven to be the most effective method of resolving actual or perceived incidents of harassment and discrimination.

Any reported allegations of harassment, discrimination or retaliation will be investigated promptly. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge.

Confidentiality will be maintained throughout the investigatory process to the extent consistent with adequate investigation, what the law allows and appropriate corrective action.

Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. Acts of retaliation should be reported immediately to the Director of Human Resources and will be promptly investigated and addressed.

Misconduct constituting harassment, discrimination or retaliation will be dealt with appropriately. Responsive action may include, for example, training, referral to counseling or disciplinary action such as a warning, reprimand, withholding of a promotion or pay increase, reassignment, temporary suspension without pay, or termination, as Cowley College administration believes appropriate under the circumstances.

If a party to a complaint does not agree with its resolution, that party may appeal to Cowley College’s President. False and malicious complaints of harassment, discrimination or retaliation (as opposed to complaints that, even if erroneous, are made in good faith) may be the subject of appropriate disciplinary action.

Adopted September 21, 1992
Revised July 21, 2003
Revised July 21, 2008
Revised October 19, 2009
Revised May 21, 2012
Revised July 21, 2014. Revision combined 124: ADA Grievance Policy, 126: EEO, and 128: Harassment and Discrimination
Revised June 15, 2020

Cowley College will comply with the Family and Medical Leave Act of 1993 (FMLA), and its amendments.

The function of this policy is to provide employees with a general description of their FMLA rights. In the event of any conflict between this policy and the applicable law, employees will be afforded all rights required by law.

If you have any questions, concerns, or disputes with this policy, you must contact the Director of Human Resources.

A. General Provisions
Under this policy, Cowley College (the college) will grant up to 12 weeks (or up to 26 weeks of military caregiver leave to care for a covered servicemember with a serious injury or illness) during a 12-month period to eligible employees. The leave may be paid, unpaid, or a combination (paid and unpaid leave), depending on the circumstances of the leave and the availability of the employee’s paid-time-off benefits.

B. Eligibility
To qualify to take family or medical leave under this policy, the employee must meet all of the following conditions:

The employee must have worked for the College for 12 months or 52 weeks. The 12 months or 52 weeks need not have been consecutive. Separate periods of employment will be counted, provided that the break in service does not exceed seven years (unless the break is due to National Guard or Reserve military service obligations).
The employee must have worked at least 1,250 hours during the 12-month period immediately before the date when the leave is requested to commence. Time spent on paid or unpaid leave will not be counted while determining the 1,250 hours of eligibility.
Work at a location where the College has at least 50 employees within a 75 miles of the employee’s worksite.

C. Type of Leave Covered
To qualify as FMLA leave under this policy, the employee must be taking leave for one of the reasons listed below:

The birth of a child or placement of a child for adoption or foster care;
To bond with a child (leave must be taken within 1 year of the child’s birth or placement);
To care for the employee’s spouse, child or parent who has a qualifying serious health condition;
For the employee’s own qualifying serious health condition that makes the employee unable to perform the employee’s job;
For qualifying exigencies related to the foreign deployment of a military member who is the employee’s spouse, child, or parent.
D. Amount of Leave
An eligible employee can take up to 12 weeks for the FMLA circumstances detailed above under this policy during any 12-month period. An eligible employee who is a covered servicemember’s spouse, child, parent or next of kin may also take up to 26 weeks of FMLA leave in a single 12-month period to care for the servicemember with a serious injury or illness.

Cowley College will measure the 12-month period as a rolling 12-month period measured backward from the date an employee uses any leave under this policy. Each time an employee takes leave, the college will compute the amount of leave the employee has taken under this policy in the last 12-months and subtract it from the 12 weeks of available leave, and the balance remaining is the amount the employee is entitled to take at that time.

If a married couple (including common law and same sex marriages) work for the college and each wishes to take leave for the birth of a child, adoption or placement of a child in foster care, or to care for a parent with a serious health condition, each spouse may only take a combined total of 12 weeks of leave. If the married couple both work for the college and each wishes to take leave to care for a covered injured or ill servicemember, each spouse may only take a combined total of 26 weeks of leave. Leave for birth and care, or placement for adoption or foster care, must conclude within 12 months of the birth or placement.

E. Employee Status and Benefit During Leave
While an employee is on leave, the college will continue the employee’s health benefits during the leave period at the same level and under the same conditions as if the employee had continued to work.

F. Employee Status after Leave
An employee who takes leave under this policy may be asked to provide a fitness for duty (FFD) clearance from the health care provider. Generally, an employee who takes FMLA leave will be able to return to the same position or a position with equivalent status, pay, benefits and other employment terms. The position will be the same or one which is virtually identical in terms of pay, benefits and working conditions. The college may choose to exempt certain key employees from this requirement and not return them to the same or similar position.

G. Use of Paid and Unpaid Leave
An employee who is taking FMLA leave must use all paid sick and vacation leave prior to being eligible for unpaid leave. Once all sick and vacation leave is exhausted, the remaining FMLA leave will be unpaid.

H. Usage: Consecutive, Intermittent or a Reduced Work Schedule
An employee does not need to use leave in one block. When it is medically necessary or otherwise permitted, employee may take leave intermittently or on a reduced schedule.

The employee may take FMLA leave in:

  • 12 consecutive weeks;
  • May use the leave intermittently (take a day periodically when needed over the year); or
  • under certain circumstances, may use the leave to reduce the workweek or workday, resulting in a reduced-hour schedule.

In all cases, the leave may not exceed a total of 12 workweeks (or 26 workweeks to care for an injured or ill servicemember over a 12-month period).

The college may temporarily transfer an employee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduced schedule.

I. Certification for the Employee or Family Member’s Serious Health Condition

The college will require certification for the employee or the family member’s serious health condition. The employee must respond to such a request within 30 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. The college has the right to ask for a second opinion. The college will pay for the employee or employee’s family member to get a certification from a second doctor, which the college will select. The college may request recertification for the serious health condition, as allowed by the FMLA regulations.

J. Certification of Qualifying Exigency and/or Serious Injury or Illness of Covered Servicemember for Military Family Leave

The college will require certification of the qualifying exigency for military family leave or for the serious injury or illness of the covered servicemember. The employee must respond to such a request within 30 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. The college may request recertification for the serious health condition, as allowed by the FMLA regulations.

K. Procedure for Requesting FMLA Leave

All employees requesting FMLA leave must provide verbal or written notice of the need for the leave to the Director of Human Resources. Within five business days after the employee has provided this notice, the Director of Human Resources will complete and provide the employee with the DOL Notice of Eligibility and Rights.

When the need for the leave is foreseeable, the employee must provide the college with at least 30 days’ notice. When an employee becomes aware of a need for FMLA leave less than 30 days in advance, the employee must provide notice of the need for the leave either the same day or the next business day. When the need for FMLA leave is not foreseeable, the employee must comply with the company’s usual and customary notice and procedural requirements for requesting leave, absent unusual circumstances.

L. Designation of FMLA Leave

Within five business days after the employee has submitted the appropriate certification form, the Director of Human Resources will complete and provide the employee with a written response to the employee’s request for FMLA leave using the DOL Designation Notice.

Adopted October 18, 1993
Revised June 19, 2000
Reviewed July 21, 2003
Revised August 14, 2006
Revised August 11, 2008
Revised February 16, 2009
Revised October 15, 2012
Revised March 14, 2022

The College shall establish a crisis management plan to deal with crises that might threaten the resources of the College and the physical safety of students, employees, and the general public.

The College will maintain a plan specifying procedures to be used in a crisis or emergency which cause significant disruption to the general operations of the College. The plans should address, including but not limited to; natural disasters, fire, industrial accidents, criminal activities, workplace violence, medical emergencies, an outbreak of disease or infection, and any other situation which requires the orderly management of resources and processes to protect life and property. Each such plan shall provide for effective means of communication with students, employees, and the public.

In the development of such crisis management plans, the following underlying principles shall apply:

The protection of human life and health is of the utmost importance.

College property and other resources shall be protected and preserved whenever possible consistent with the priority of human health and safety.

The College shall, whenever possible, assist federal, state and local governments, disaster management and relief agencies, etc., and may allocate facilities, equipment and personnel to assist in the event of natural disasters.

The College shall cooperate with federal, state, and local disaster management and law enforcement agencies with respect to any crisis occurring on College property and/or involving College personnel or students.

Plans should provide for coordinated efforts of appropriate campus or agency staff, such as physical plant, campus security, student affairs, health services, etc., and for the designation of a single individual as coordinator supported by a designated crisis management team.

The College attorney shall be consulted in cases where the legal responsibilities of the College are unclear.

Any act of violence by any college member – staff, faculty, student, guest, or visitor shall not be tolerated and shall be grounds for repercussions, discipline, and/or dismissal. Physical or verbal abuse, harassment of any person, or any action or conduct that threatens or endangers the health or safety of any such person will not be tolerated against any person on College-owned, at College-sponsored events, or while performing their essential functions for the College.

"Violence" includes physically harming another, including perceived harm against or towards another, shoving, pushing, harassing, intimidating, coercing, brandishing weapons, and threatening or talking of engaging in those activities. This policy intends to ensure that everyone associated with this college, including students and employees, never feels threatened by any employee’s actions or conduct.

Communications shall be from the President or his/her designee with respect to crises affecting the College.

The Crisis Management Team shall inform the President and the Clerk of the Board of any crisis that has occurred or that is threatening life, health, or College property and give periodic status reports as information is available. The Clerk of the Board shall, in turn, keep members of the Board of Trustees properly informed. Appropriate information shall be provided routinely to College employees and students to enable their cooperation in a potential crisis.

Adopted December 17, 2001
Reviewed July 21, 2003
Revised May 17, 2021

Cowley College employees and students will be reimbursed for expenses incurred in the conduct of College business, and professional or student activities which have been approved by the President (or designee) prior to incurring such expenses. Reimbursement shall include travel, lodging, meals, and registration fees. Reimbursement of expenses and/or use of College vehicles are not permitted for personal or Cowley College Education Association activities.

Receipts failing to meet all requirements will not be considered when closing cash advances or making payment for reimbursement.

Adopted August 4, 1969
Revised July 21, 1975
Revised July 18, 1977
Revised December 18, 1978
Revised August 18, 1980
Revised February 16, 1981
Revised July 16, 1984
Revised January 21, 1985
Revised July 20, 1987
Reviewed July 11, 1989
Revised October 16, 1989
Revised October 15, 1990
Revised September 16, 1991
Revised September 21, 1992
Revised October 18, 1993
Revised October 16, 1995
Revised June 19, 2000
Reviewed July 21, 2003
Revised July 19, 2004
Revised August 14, 2006
Revised October 18, 2011
Revised July 21, 2014
Revised August 1, 2019

It is the duty and responsibility of the College Business Office to make purchases for the College of goods and services at the best possible cost, quality of product and timeliness of service in accordance with the Kansas cash basis law.

  1. All purchases for single items or multiples of like items with a purchase price in excess of $2,500.00 shall be coordinated with the College purchasing agent who shall obtain quotes and determine final vendor.
  2. The Board will appoint a member to review purchases over $10,000 but less than $25,000. The full Board of Trustees shall authorize purchases in excess of $25,000 after receiving bids. The Chairperson of the Board of Trustees, or designate, will certify these bids.
    1. The provisions of 1 and 2 do not apply to expenditures by the Board of Trustees for the purchase of:
      Articles, products, or services that are produced, manufactured, or provided by inmates under the prison-made goods act of Kansas.
      Services, materials, goods or wares required for reconstructing, remodeling, repairing or equipping buildings, vehicles and/or equipment when such purchase has been necessitated by the occurrence of a loss against which the Board of Trustees has purchased property or casualty insurance or for emergency repairs.
      Materials, goods, wares or services which are purchased from vendors who have entered into contracts with the State Director of purchases pursuant to state purchasing statutes for purchases by state agencies and under the same pricing provisions established in the state contracts or from vendors with federal GSA purchasing contracts if the pricing is consistent with the GSA contract.
      Educational materials directly related to curriculum and secured by copyright.
      Contracts possessing a high degree of professional skills, may be exempted from the bidding requirements, but will require Board of Trustees approval if they exceed $10,000.
      Other items deemed appropriate by the Vice President of Finance and Administration where quality of product or services, prior experience with vendor, availability of goods and/or services and timeliness of delivery, and a negotiated price, and approved by the Board of Trustees.
      Bidding. When appropriate, the bid proposal shall state brand name, equal, or interchangeable descriptions, quantity, and proposal expiration date. Preference will be given to Cowley County Businesses.
      Maintenance Contracts. The Business Office shall secure maintenance contracts on needed equipment and shall review these contracts with the Board of Trustees on an annual basis as to cost and services provided.
      Purchase of Real Estate. The Board of Trustees shall purchase real estate for further needs of the College after a duly appointed representative of the Board has completed negotiations with the seller(s) for the purchase price, subject to ratification by the Board of Trustees.
      The Board of Trustees authorizes the College Business Office to pay invoices in a timely manner, which have a cash discount or to avoid late payment charges. List of all checks issued shall be presented to the Board for approval at the regular Board meeting.

Adopted December 16, 1969
Revised July 15, 1974
Revised September 19, 1977
Revised August 14, 1989
Revised September 16, 1991
Revised September 21, 1992
Revised October 16, 1995
Revised December 15, 1997
Revised June 19, 2000
Revised July 21, 2003
Revised February 21, 2005
Revised December 17, 2007
Revised July 19, 2021

The purpose of this policy is to clearly delineate the kinds of gifts-in-kind that Cowley College will accept, under what circumstances, and to guide the development of related organizational procedures for how they shall be assigned, acknowledged, valued and reported.

The Gifts-In-Kind Acceptance policy is adopted to:

  • Provide clarity, consistency, and transparency in the acceptance of gifts-in-kind.
  • To ensure that only items that are useful to Cowley College will be accepted by Cowley College and those items shall be used as the donor intended.

Definition of Gift-In-Kind

The term “gift-in-kind” is defined as donated tangible assets and property such as equipment, art, books, equipment, services, automobiles, and other physical assets or materials which represent value.  Services include professional or personal services or time which are freely given and which can easily be valued by their market costs.  Gifts of service may be recognized by the organization but may not be recognized by the IRS as being tax deductible.

Restrictions on Gifts-In-Kind

Cowley College will accept unrestricted gifts, and gifts for specific programs and purposes, provided that such gifts are consistent with the stated mission, purpose, and priorities of the College.  Gifts-in-kind to the College will be evaluated before the gift is accepted to ensure that such gift is consistent with the above and is not cost-prohibitive or too difficult to administer.

Titling, Reporting and Tracking Gifts-In-Kind

All Gifts-In-Kind shall be received through the Cowley College Foundation which will act in a fiduciary capacity in administering gifts in strict compliance with the instructions of the donor.  Any donation of a gift-in-kind that meets the requirement for acceptance, will be accepted, reported and tracked appropriately through the Foundation’s financial statements. Gift-in-kind donations will transfer from the Foundation to the College immediately after the initial donor transfer is completed, at which time the gift will be tracked and reported through the College financial statements and asset reporting systems.  Any gifts-in-kind which require a transfer of title, will not be titled to the Cowley College Foundation, but will be titled to the College upon being received and recorded through the Foundation’s financial statements.

Appraisal and Valuation

The appraisal and valuation of a gift-in-kind is the responsibility of the College.  The donor may give an estimate of the fair market value, however, according to IRS regulations, the valuation will be done by an authorized appraiser.  If the value of the gift is $5,000 or more, the valuation will be in writing. A gift-in-kind donation that the donor values under $500 may be forwarded to the Cowley College Foundation with no prior appraisal.

Gift Acknowledgement

After the gift-in-kind is received by the Cowley College Foundation, a letter of acceptance will be sent to the donor.  This letter will include a full description of the gift-in-kind and the amount of the fair market value provided by the donor or authorized appraiser.

Discarding, Donating, and Selling Gifts-in-Kind

If a gift-in-kind no longer meets a specific or requested need and does not support the Cowley College mission and purpose, then the College will follow its policies for discarding property.

If the sale or disposition of any asset where the charitable deduction value was $5,000 or greater is within two years of receipt by the Cowley College Foundation, the College will notify the Foundation, which would be responsible for filing IRS Form 8282.  

Adopted: April 16, 2018

Vendors or other agents desiring to canvass College employees or students within College buildings or on grounds on which College classes are conducted; regardless of the nature, objectives, and motives of such solicitations, must have written permission granted by the Chief Financial Officer. Approved vendors will be provided a visible form of identification that must be returned promptly.

  1. This policy shall be posted in conspicuous places for information of the vendors, students, and employees.
  2. Reports of any problems concerning this type of soliciting shall be made to the Vice President for Finance and Administration/Chief Business (Finance) Officer.

Adopted August 4, 1969
Revised July 19, 1971
Reviewed July 11, 1989
Revised June 19, 2000
Revised July 21, 2003
Revised March 27, 2020

Employees shall not benefit personally from purchases made with College funds. In implementing this policy:

  1. No employee may receive kickbacks, refunds, products, or discounts in any form from vendors as a result of business transactions with the College.
  2. No employee may solicit or accept any items of value for personal gain from any person or company known to have a business or professional relationship with the College in exchange for a promise for future College business.
  3. Vendors who provide such benefits make such benefits to the College and as such, benefits should be directed to the President so that the benefit may be acknowledged and used for College purposes.
  4. Employees may accept meals offered in the conduct of College business.
  5. Employees who receive such benefits from vendors or persons with business relationships with the College and use such for personal gain are subject to appropriate discipline, up to and including termination.

Adopted March 19, 2007
Revised November 15, 2021

A potential conflict of interest arises whenever a person is identified pursuant to this policy as having a direct or indirect financial interest with The College.

A person has a financial interest if the person has, directly or indirectly, through business, investment or immediate family member(s) (a) an ownership or investment interest in any entity with which The College has a transaction or arrangement, or (b) a compensation arrangement with The College or with any entity or individual with which The College has a transaction or arrangement, or (c) an actual or potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which The College is negotiating a transaction or arrangement.  Compensation includes direct or indirect remuneration as well as gifts or favors that are more than incidental.

It is the intent of Cowley College to avoid whenever possible, even the appearance of impropriety, each full-time employee and Board member will:

  1. Immediately disclose any direct or indirect arrangement, agreement, investment or other activity with any vendor, supplier, or other party doing business with the College, or changes therein
  2. Refrain from participation in any discussion, selection, award, vote or administration of a bid or proposal, purchase, or contract with which the employee or Board member has a potential conflict of interest.

The provisions of this policy do not apply to expenditures for materials, goods, wares, or services required to reconstruct, remodel, repair or equip buildings, vehicles and/or equipment when such purchase is necessitated by the occurrence of a loss because of an emergency situation. An emergency is classified as any event or activity that is life-threatening or jeopardizes the safety of the college, and/or the wellbeing of the constituents of the college. Reference Board Policy 132.00 for additional clarity.

For purposes of this policy, immediate family member is defined as spouse, parent, child, father-in-law, mother-in-law, step-parent, step-child, grandparent, grandchild, sister, brother, sister/brother-in-law, and son/daughter-in-law.

Contracts or minutes of meetings should reflect the disclosure of the conflict of interest and the steps taken by the employee or Board member to alleviate the conflict.

Potential conflict of interest disclosure forms will be maintained in the office of the Chief Financial Officer.

Adopted March 19, 2012
Revised July 18, 2016
Revised July 19, 2021

Running for Office
College employees may accept any public or political party appointed or elected position that does not create any conflict of interest with and does not require substantial time away from assigned duties or in other respects infringe upon those duties. The filing of a declaration of intent to become a candidate shall not affect the status or appointment of an unclassified employee. However, the employee shall continue to properly and fully perform all assigned duties or take appropriate leave. Should the employee, while a candidate for office and not on approved leave, fail to perform all assigned duties, such employee shall be subject to appropriate disciplinary action.

Elected Official Leave
Leave without salary or other benefits shall be granted to those elected or appointed to public office requiring full time or lengthy sustained periods away from assigned duties, such as Congress, the Kansas Legislature, and state and county offices or appointments to office falling within this category. For persons elected or appointed to Congress or the Kansas Legislature, this provision shall be effective from the date such person takes the Oath of Office or the first day of the Legislative session and continuing until the adjournment of Congress or to a date no sooner than the last adjournment in April or sine die adjournment, whichever occurs first, of each regular and special session of the Kansas Legislature; as to other state and county offices requiring full time or lengthy sustained periods away from assigned duties, this provision shall be effective during the entire time a person serves as such officer. Leave without salary or other benefits shall not be required for any person serving in the Kansas Legislature or for service on any committee during a period when the Legislature is not in regular or special session, provided that such person shall decline to accept all legislative compensation for such service, but such person shall be entitled to mileage and other expense allowances as provided by statute and paid by the Legislature.

Political Engagement
In the interest of the fullest participation in public affairs, personnel are free to express opinions speaking or writing as an individual in a personal capacity and not as a representative of the institution in signed advertisements, pamphlets and related material in support of or opposition to parties and causes. There shall be the commensurate responsibility of making plain that each person so doing personally and not on behalf of Cowley College. This precludes the use of College letterhead and stationery and other official College designations. As a professional courtesy, employees testifying before the Legislature will notify, in advance, the College’s Director of Institutional Communication and Public Relations.

Adopted June 18, 2018
Revised May 16, 2022

It is the policy of Cowley College to comply with Title IX of the Education Amendments of 1972, 20 U.S.C. Section 1681 et seq. “Title IX provides that no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance."

Members of the college community, guests and visitors have the right to be free from all forms of sex/gender harassment and misconduct, examples of which can include quid pro quo harassment, hostile environment harassment, sexual assault, sexual harassment, domestic violence, dating violence, and stalking. All members of the campus community are expected to conduct themselves in a manner that does not infringe upon the rights of others. The college believes in a zero tolerance policy for all misconduct, including sex/gender-based misconduct. Zero tolerance means that when an allegation of misconduct is brought to a mandated reporters attention, protective and other remedial measures will be used to reasonably ensure that such conduct ends, is not repeated, and the effects on the reporting party and community are remedied, including serious sanctions when a responding party is found to have violated this policy. This policy has been developed to reaffirm these principles and to provide recourse for those individuals whose rights have been violated. This policy is intended to define community expectations and to establish a mechanism for determining when those expectations have been violated.

The College’s sex/gender harassment, discrimination and misconduct policies are not meant to inhibit or prohibit educational content or discussions inside or outside the classroom that include controversial or sensitive subject matters protected by academic freedom. Academic freedom extends to topics that are pedagogically appropriate and germane to the subject matter of courses or that touch on academic exploration of matters of public concern.

The college uses the preponderance of the evidence (also known as “more likely than not”) as a standard for proof of whether a violation occurred. The college never assumes that the respondent is in violation of college policy. The respondent is considered “not responsible” for violating College policy, unless and until a preponderance of the evidence proves that a violation of policy has occurred. Campus resolution proceedings are conducted to consider the totality of all evidence, from all relevant sources.

Acts of sexual harassment may be committed by any person upon any other person, regardless of the sex, sexual orientation, and/or gender identity of those involved.

Sexual Harassment means conduct on the basis of sex that satisfies one or more of the following:

  1. An employee conditioning the provision of an aid, benefit, or service of the College on an individual’s participation in unwelcome sexual conduct. Often arises in the employment context or where an employee holds a position of authority over a student. This for That (i.e., quid pro quo); or
  2. Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the College’s education program or activity; (Hostile Environment) or
  3. Sexual Assault (as defined in the Clery Act), Dating Violence, Domestic Violence, or stalking (as defined in the Violence Against Women Act (VAWA)).

Sexual Assault defined as any sexual act directed against another person, without consent of the Reporting Party, including instances where the Reporting Party is incapable of giving consent, including

  • Forcible rape: Penetration no matter how slight, of the vagina or anus with any body part or object, or oral penetration by a sex organ of another person, without the consent of the Reporting Party.
  • Forcible Sodomy: Oral or anal sexual intercourse with another person, forcibly, and/or against that person’s will (non-consensually), or not forcibly or against the person’s will in instances in which the Reporting Party is incapable of giving consent because of age or because of temporary or permanent mental or physical incapacity.
  • Sexual Assault with an Object: The use of an object or instrument to penetrate however slightly, the genital or anal opening of the body of another person, forcibly, and/or against that person’s will (non-consensually), or not forcibly or against the person’s will in instances in which the Reporting Party is incapable of giving consent because of age or because of temporary or permanent mental or physical incapacity.
  • Forcible Fondling: The touching of the private body parts of another person (buttocks, groin, breasts), for the purpose of sexual gratification, forcibly, and/or against that person’s will (non-consensually), or not forcibly or against the person’s will in instances in which the Reporting Party is incapable of giving consent because of age or because of temporary or permanent mental or physical incapacity.
  • Non-forcible: Incest: Non-forcible sexual intercourse, between persons who are related to each other, within the degrees wherein marriage is prohibited by Kansas state law.
  • Statutory Rape: Non-forcible sexual intercourse, with a person who is under the statutory age of consent.

Dating Violence is violence committed by a person who is or has been in a social relationship of a romantic or intimate nature with the Reporting Party. The existence of such a relationship shall be determined based on the reporting party’s statement and with consideration of the length of the relationship, the type of relationship, and the frequency of interaction between the persons involved in the relationship. For the purposes of this definition, dating violence includes, but is not limited to, emotional, psychological, sexual or physical abuse or the threat of such abuse. Dating violence does not include acts covered under the definition of domestic violence.

Domestic Violence includes felony or misdemeanor crimes of violence committed by a current or former spouse or intimate partner of the Reporting Party under the family or domestic violence laws of the jurisdiction receiving grant funding and, in the case of victim services, includes the use or attempted use of physical abuse or sexual abuse, or a pattern of any other coercive behavior committed, enabled, or solicited to gain or maintain power and control over a Reporting Party, including verbal, psychological, economic, or technological abuse that may or may not constitute criminal behavior, by a person who is a current or former spouse or intimate partner of the Reporting Party, or person similarly situated to a spouse of the Reporting Party; or has cohabitated with the Reporting Party as a spouse or intimate partner, shares a child in common with the Reporting Party; or commits acts against a youth or adult against an adult or youth Reporting Party who is protected from those acts under the family or domestic violence laws of the jurisdiction.

  • Course of conduct means two or more acts, including, but not limited to acts with the Respondent directly, indirectly, or through third parties by any action, method, device, or means, follows, monitors, observes, surveils, threatens, or communicates to or about a person, or interferes with a person’s property.
  • Reasonable person means a reasonable person under similar circumstances and with similar identities to the Reporting Party.
  • Substantial emotional distress means significant mental suffering or anguish that may, but does not necessarily require medical or other professional treatment or counseling.

Consent is clear, knowing and voluntary. Consent is active, not passive. Silence, in and of itself, cannot be interpreted as consent. Consent can be given by words or actions, as long as those words or actions create mutually understandable clear permission regarding willingness to engage in (and the conditions of) specific sexual activity. Consent can be withdrawn once given, as long as that withdrawal is clearly communicated. Consent to any one form of sexual activity cannot automatically imply consent to any other forms of sexual activity. Previous relationships or prior consent cannot imply consent to future sexual acts. In order to give effective consent, one must be of legal age.

According to Kansas criminal law, the age of consent is 16 years old. That means anyone aged 15 and below cannot give legally-recognized consent to sexual activity, and any charges levied due to sexual conduct with someone 15 and below will be considered “statutory rape.” This means that sexual activity by an adult with a person younger than 16 years old is a crime, as well as a violation of this policy, even if the minor wanted to engage in the act.

NOTE: There is no requirement that a party resist the sexual advance or request, but resistance is a clear demonstration of non-consent. The presence of force is not demonstrated by the absence of resistance. Sexual activity that is forced is by definition non-consensual, but non-consensual sexual activity is not by definition forced.

Force is the use of physical violence and/or imposing on someone physically to gain sexual access. Force also includes threats, intimidation (implied threats) and coercion that overcome resistance or produce consent (“Have sex with me or I’ll hit you. Okay, don’t hit me, I’ll do what you want.”).

Coercion is unreasonable pressure for sexual activity. Coercive behavior differs from seductive behavior based on the type of pressure someone uses to get consent from another. When someone makes clear to you that they do not want sex, that they want to stop, or that they do not want to go past a certain point of sexual interaction, continued pressure beyond that point can be coercive.

Incapacitation is a state where someone cannot make rational, reasonable decisions because they lack the capacity to give knowing consent (e.g., to understand the “who, what, when, where, why or how” of their sexual interaction).

Sexual activity with someone who one should know to be -- or based on the circumstances should reasonably have known to be -- mentally or, physically incapacitated (by alcohol or other drug use, unconsciousness or blackout), constitutes a violation of this policy. This policy also covers a person whose incapacity results from mental disability, developmental disability, sleep, and involuntary physical restraint, or from the taking of rape drugs. Possession, use and/or distribution of any of these substances, including Rohypnol, Ketamine, GHB, Burundanga, etc. is prohibited, and administering one of these drugs to another person is a violation of this policy. Use of alcohol or other drugs will never function as a defense for any behavior that violates this policy.

Reporting Party means an individual who is alleged to be the victim of prohibited conduct.

Respondent means an individual who has been reported to be the perpetrator of prohibited conduct.

Jurisdiction: This policy applies to the College’s education program and activities, to conduct that takes place on property owned or controlled by the College, and College – sponsored events, and in buildings owned or controlled by the College’s recognized student organizations. The Respondent must be a member of the College community in order for this Policy to apply.

Formal Complaint means a document filed by a Reporting Party or signed by the Title IX Coordinator alleging sexual harassment against a Respondent and requesting that the College investigate the allegation of sexual harassment in accordance with this policy. At the time of filing a Formal Complaint, a Reporting Party must be participating in or attempting to participate in the College’s

education programs and activities. A document filed by a Reporting Party means a document or electronic submission (such as email) that contains the Reporting Party’s physical or electronic signature or otherwise indicates that the Reporting Party is the person filing the Complaint.

Dismissals: When must we dismiss a formal complaint? 1) If filed by the alleged victim, and the alleged victim is not a current or attempted participant in educational programs and activities. 2) Complaint does not allege sexual harassment in the institution’s education programs or activities. 3) Complaint alleges sexual harassment abroad. 4) Conduct alleged would not amount to sexual harassment even if it occurred as reported.

When may we dismiss a formal complaint: 1) Alleged victim indicates in writing a desire to withdraw the complaint (or particular allegations). 2) Respondent is no longer enrolled in or employed by the institution. 3) Specific circumstances prevent the institution from gathering evidence sufficient to reach a determination.

Supportive Measures are non-disciplinary, non-punitive individualized services offered, as appropriate, and reasonably available, and without fee or charge, that are designed to restore or preserve equal access to the College’s Education Programs and Activities without unreasonably burdening another party, including measures designed to protect the safety of all parties implicated by a report of the College’s education environment, or to deter Sexual Harassment. Supportive measures may include: counseling, extensions of academic or other deadlines, course related adjustments, modifications to work or class schedules, campus escort services, changes in work or housing locations, leaves of absence, increased security and monitoring of certain areas of campus, and other similar measures. Supportive Measures may also include mutual restrictions on contact between the parties implicated by a report. Supportive Measures will be made available to both Reporting Party and Respondent if requested. The Title IX Coordinator will determine the duration of Supportive Measures.

Preponderance of the Evidence means the evidence shows it is “more likely than not” that College policy was violated.

Grievance Process means the operating procedure that sets out the grievance process for quid pro quo harassment, hostile environment harassment, sexual assault, sexual harassment, domestic violence, dating violence, and stalking, as those terms are defined in the Sexual Harassment Policy 139.00 and by state and federal law.

Actual knowledge means notice of Sexual Harassment or allegations of Sexual Harassment to any individual with a duty to report.

Duty to report means all employees have a duty to report any Sexual Harassment of which they become aware by or against a person participating in or attempting to participate in Cowley College’s education programs or activity.

Notice means that an employee, student, or third party informs the Title IX Coordinator of the alleged occurrence of sex or gender discrimination, quid pro quo harassment, hostile environment harassment, sexual assault, sexual harassment, domestic violence, dating violence, stalking, and/or retaliatory conduct involving students, faculty, staff, or third parties.

Advisor of Choice means that from the point a Formal Complaint is made, and until an investigation, adjudication, and appeal are complete, The Reporting Party and Respondent will have the right to be accompanied by an advisor of their choice to all meetings, interviews, and hearing that are a part of the investigation, adjudication, and appeal process. The advisor may be a friend, faculty or staff member, or family member, and each party is allowed only one advisor. The advisor may be, but is not required to be, an attorney, but cannot be someone that is a direct witness or party in the investigation. Except for the questioning of witnesses during the hearing the advisor will play a passive role and is not permitted to communicate on behalf of a party, insist that communication flow through the advisor, or communicate with the College about the matter without the party being included in the communication. In the event a party’s advisor of choice engages in material violation of the parameters specified in this section, the College may preclude the advisor from further participation, in which case the party may select a new advisor of their choice. In the event a party is not able to secure an advisor to attend the hearing, and requests the College to provide an advisor, the College will provide the party an advisor, without fee or charge, who will conduct questioning on behalf of the party. The College will have sole discretion to select the advisor it provides. The advisor the College provides may be, but is not required to be, an attorney. The College is not required to provide a party with an advisor in any circumstance except where the party does not have an advisor present at the hearing and requests the College to provide an advisor. Parties also have the right to choose not to have an Advisor in the initial stages of the resolution process, prior to a hearing.

Appeal means any Party may appeal a dismissal or a determination in writing to the Title IX Coordinator within five days of the delivery of the Notice of Outcome. The appeal process will be included in the dismissal or determination letter (Notice of Outcome). Appeals are limited to the following grounds:

  • Procedural irregularity that affected the outcome of the matter;
  • New evidence that was not reasonably available at the time the determination regarding responsibility or dismissal was made, that could affect the outcome of the matter; and
  • The Title IX Coordinator, Investigator(s), or Hearing Officer(s) had a conflict of interest or bias for or against Reporting Party’s or Respondents generally or the specific Reporting Party or Respondent that affected the outcome of the matter.

If any of the grounds in the Request for Appeal do not meet the grounds in this Policy, that request will be denied by the Title IX Coordinator and/or Appeals Chair, the parties and their Advisors will be notified in writing of the denial and the rationale.  If any of the grounds in the Request for Appeal meet the grounds in this Policy, then the Title IX Coordinator and/or Appeals Chair will notify the other party(s) and their Advisors, and, when appropriate, the Investigator(s) and/or the original Hearing Officer(s).
Upon the conclusion of the Appeal process, a written determination of the appeal will be simultaneously provided to the Reporting Party and Respondent.

Special Procedural Provisions

  1. College as Complainant or Reporting Party: As necessary, the College reserves the right to initiate a complaint, to serve as complainant/reporting party, and to initiate conduct proceedings without a formal complaint by the victim of misconduct.
  2. False Reporting: The College will not tolerate intentional false reporting of incidents. It is a violation of the Student/Employee Code of Conduct to make an intentionally false report of any policy violation, and it may also violate state criminal statutes and civil defamation laws.
  3. Immunity for Victims and Witnesses: The College encourages the reporting of Conduct of Code violations, especially sexual misconduct. Sometimes, victims or witnesses are hesitant to report to college officials or participate in grievance processes because they fear they themselves may be charged with policy violations, such as underage drinking at the time of the incident. It is in the best interest of this community that as many victims as possible choose to report to college officials, and that witnesses come forward to share what they know. To encourage reporting, the college pursues a policy of offering victims of sexual misconduct and witnesses limited immunity from being charged for policy violations related to the sexual misconduct incident. While violations cannot be completely overlooked the college will provide educational rather than punitive responses, in such cases.
  4. Retaliation: It is a violation of College policy to retaliate against any person making a report of sexual harassment or against any person cooperating in the investigation of any allegation of sexual harassment (including testimony as a witness). For these purposes, “retaliation” includes intimidation, threats, harassment and other adverse action threatened or taken against any such reporting party, respondent, or third party. Retaliation should be reported promptly to the Title IX Coordinator and may result in disciplinary action independent of the sanction imposed in response to the sexual harassment allegations.

Sanctions:

The following sanctions may be imposed upon any member of the college community found to have violated this sexual harassment policy. The following are typical sanctions that may be imposed upon employees, students or organizations singly or in combination.

Student Sanctions: Include but are not limited to warning, probation, suspension, expulsion, withholding diploma, revocation of degree, transcript notation, organizational sanctions, other.

Employee Sanctions: Include but are not limited to warning – written or verbal, performance improvement plan, required counseling, required training or education, demotion, loss of annual pay increase, suspension without pay, suspension with pay, revocation of tenure, termination, other.
*The decision-making body reserves the right to broaden or lessen any range of recommended sanctions in the case of serious mitigating circumstances or egregiously offensive behavior. Neither the initial hearing officers nor any appeals body or officer will deviate from the range of recommended sanctions unless compelling justification exists to do so.

CONFIDENTIALITY AND REPORTING OF OFFENSES UNDER THIS POLICY

All college employees (faculty, staff, and administrators) are expected to immediately report actual or suspected discrimination or harassment to appropriate officials, though there are some limited exceptions. In order to make informed choices, it is important to be aware of confidentiality and mandatory reporting requirements when consulting campus resources. On campus, some resources may maintain confidentiality – meaning they are not required to report actual or suspected discrimination or harassment to appropriate college officials – thereby offering options and advice without obligation to inform an outside agency or individual unless a victim has requested information to be shared. Other resources exist for a victim to report crimes and policy violations and these resources will act when an incident is reported to them.

The following describes the two confidential reporting options at Cowley College:

CONFIDENTIAL REPORTING – ON CAMPUS

If a reporting party would like the details of an incident to be kept confidential, the reporting party may speak with:
On-campus licensed professional counselors and staff
On-campus health service providers and staff
On-campus members of the clergy/chaplains working within the scope of their licensure or ordination
Athletic trainers if licensed, privileged under state statute and/or working under the supervision of a health professional

OFF-CAMPUS

Licensed professional counselors
Local rape crisis counselors
Domestic violence resources
Local or state assistance agencies
Clergy/Chaplains
All of the above employees will maintain confidentiality except in the extreme cases of immediate threat or danger, or abuse of a minor. Campus counselors and/or the Employee Assistance Program are available to help free of charge and can be seen on an emergency basis during normal business hours. These employees will submit timely, quarterly, semesterly, yearly anonymous, aggregate statistical information for Clery Act purposes unless they believe it would be harmful to a specific client, patient or parishioner.

FORMAL REPORTING OPTIONS

All college employees have a duty to report, unless they fall under the “Confidential Reporting” section above. Reporting parties may want to consider carefully whether they share personally identifiable details with non-confidential employees, as those details must be shared by the employee with the Title IX Coordinator. Employees must share all details of the reports they receive. Generally, climate surveys, classroom writing assignments, human subjects’ research, or events such as Take Back The Night marches or speak-outs do not provide notice that must be reported to the Title IX Coordinator by employees. Remedial actions may result without formal college action. If a reporting party does not wish for their name to be shared, does not wish for an investigation to take place, or does not want a formal resolution to be pursued, the reporting party may make such a request in writing to the Title IX Coordinator, who will evaluate that request in light of the duty to ensure the safety of the campus and comply with federal law. In cases indicating pattern, predation, threat, weapons and/or violence, the College will likely be unable to honor a request for confidentiality. In cases where the reporting party requests confidentiality and the circumstances allow the College to honor that request, the College will offer interim supports and remedies to the reporting party and the community, but will not otherwise pursue formal action. A reporting party has the right, and can expect, to have reports taken seriously by the College when formally reported, and to have those incidents investigated and properly resolved through these procedures. Formal reporting still affords privacy to the reporter, and only a small group of officials who need to know will be told. Information will be shared as necessary with investigators, witnesses and the respondent.  The circle of people with this knowledge will be kept as tight as possible to preserve a reporting party’s or respondent’s rights and privacy. Reports to the Title IX Coordinator can be made via email, phone or in person at the contact information below:

Dawn Simpson
Brown Center 103
Phone: 620-441-5557
Email: dawn.simpson@cowley.edu

Federal Statistical Reporting Obligations

Certain campus officials have a duty to report sexual misconduct for federal statistical reporting purposes (Clery Act). All personally identifiable information is kept confidential, but statistical information must be passed along to campus law enforcement regarding the type of incident and its general location (on or off-campus, in the surrounding area, but no addresses are given) for publication in the annual Campus Security Report. This report helps to provide the community with a clear picture of the extent and nature of campus crime, to ensure greater community safety.

Mandated federal reporters include: student/conduct affairs, campus law enforcement, local police, coaches, athletic directors, residence life staff, student activities staff, human resources staff, advisors to student organizations and any other official with significant responsibility for student and campus activities. The information to be shared includes the date, the location of the incident (using Clery location categories) and the Clery crime category. This reporting protects the identity of the victim and may be done anonymously.

Federal Timely Warning Reporting Obligations

Victims of sexual misconduct should also be aware that college administrators must issue immediate timely warnings for incidents reported to them that are confirmed to pose a substantial threat of bodily harm or danger to members of the campus community. The college will make every effort to ensure that a victim’s name and other identifying information is not disclosed, while still providing enough information for community members to make safety decisions in light of the danger. The reporters for timely warning purposes are exactly the same as detailed at the end of the above paragraph.

Persons who wish to report a concern or complaint relating to discrimination or harassment may do so by reporting the concern to the College Title IX Coordinator. Email dawn.simpson@cowley.edu or call 620- 441-5557.

Individuals with complaints of this nature also always have the right to file a formal complaint with the United States Department of Education:

Office for Civil Rights (OCR)
400 Maryland Avenue, SW
Washington, DC 20202-1100
Customer Service Hotline #: (800) 421-3481
Facsimile: (202) 453-6012
TDD#: (877) 521-2172
Email: OCR@ed.gov
Web: http://www.ed.gov/ocr
Office for Civil Rights (OCR) for Region VII
U.S. Department of Health and Human Services
601 East 12th Street – Room 353
Kansas City, MO 64106
Phone: (800) 368-1019
Fax: (816) 426-3686
TDD: (800) 537-7697 Equal Employment Opportunity Commission (EEOC)
Contact: www.eeoc.gov/contact-eeoc

The Kansas Human Rights Commission (KHRC)
Contact: www.khrc.net

Notification of Outcomes

The outcome of a campus hearing is part of the educational record of both the reporting party and respondent, and is protected from release under a federal law, FERPA.

Alternative Testimony Options

For sexual misconduct complaints, and other complaints of a sensitive nature, whether the reporting party is serving as the complainant or as a witness, alternative testimony options will be given, such a placing a privacy screen in the hearing room, or allowing the reporting party to testify outside the physical presence of the responding party, such as by Skype or Zoom. While these options are intended to help make the reporting party more comfortable, they are not intended to work to the disadvantage of the respondent.

Revision of this Policy and Procedures

This Policy and procedures supersede any previous policy(ies) addressing harassment, sexual misconduct, discrimination, and/or retaliation under Title IX and will be reviewed and updated annually by the Title IX Coordinator. The College reserves the right to make changes to this document as necessary, and once those changes are posted online, they are in effect.

During the resolution process, the Title IX Coordinator may make minor modifications to procedures that do not materially jeopardize the fairness owed to any party, such as to accommodate summer schedules. The Title IX Coordinator may also vary procedures materially with notice (on the institutional website, with the appropriate effective date identified) upon determining that changes to law or regulation require policy or procedural alterations not reflected in this Policy and procedures. If government laws or regulations change – or court decisions alter – the requirements in a way that impacts this document, this document will be construed to comply with the most recent government regulations or holdings. This document does not create legally enforceable protections beyond the protection of the background state and federal laws which frame such policies and codes, generally.

USE AND ADAPTATION OF THIS MODEL POLICY WITH CITATION TO ATIXA IS PERMITTED THROUGH A LIMITED LICENSE TO COWLEY COLLEGE.

ALL OTHER RIGHTS RESERVED.
©2020. ATIXA

For the Rights of the Reporting Party, click here.

For the Rights of the Responding Party, click here.

Adopted June 18, 2012
Revised June 19, 2017
Revised December 14, 2020
Revised October 1, 2022

Pursuant to K.S.A. 41-719(i), the board of trustees of a community college may exempt from the provisions against consumption of alcoholic liquor on public property, specified property which is under the control of such board and which is not used for classroom instruction, in accordance with a written policy adopted by such board. The Board of Trustees of Cowley College hereby determines and declares that the following property should be and is here now exempt from said statutory prohibition, to wit:

  • McAtee Dining Center and adjacent grounds.
  • W.S. Scott Auditorium and adjacent grounds.
  • Tony Buffo Plaza.
  • Calder Bonfy Amphitheater.
  • Recreation Building and adjacent grounds.
  • The Jungle located in the Nelson Student Center.
  • Such other locations as the Board of Trustees or the College President may determine from time to time.

The written policy as set forth shall be complied with about the consumption of alcoholic beverages in and on said properties of Cowley College, to-wit:

  1. Any event or activity pursuant to this policy shall be in full compliance with the Kansas Liquor Control Act. Under no circumstances shall any individual under the age of 21 be served or be allowed to consume alcoholic beverages at any event.
  2. No alcohol may be served or used on the campus of Cowley College except in or on said properties, and at performing arts or fund-raising events sponsored by the College, the Tiger Booster Club, or the Cowley County Foundation.
  3. All events must be approved in advance by the President.
  4. The sponsoring organization shall provide the alcoholic beverages to be served, shall be the property of the sponsoring organization, and shall be removed from Cowley College property immediately upon conclusion of the event.
  5. Compliance with all applicable ordinances of the host city is required.
  6. In all cases, obtaining any required liquor permit shall be the responsibility of the sponsor.
  7. In no event shall alcoholic beverages be served before 10:00 a.m. or after midnight on anyday.

Adopted December 19, 2005
Revised October 18, 2021

College property is purchased for the use of the institution in the pursuit of established educational goals. Property will not be used for other than College purposes nor moved from the building or facility without permission of the appropriate administrator.

Adopted March 18, 1974
Reviewed July 11, 1989
Revised June 19, 2000
Revised July 15, 2002
Reviewed July 21, 2003
Revised November 19, 2007
Revised March 14, 2022

1.    Priorities for use of College facilities will be as follows:

a.    Educational or activity programs of the College.

b.    Community service programs of the College.

c.     Activities sponsored by non-profit community groups within the College district.

d.    Activities sponsored by outside non-profit groups not affiliated with the College or community.

e.    Meetings of public for profit groups.

2.    Exceptions to the above policy must be approved by the Vice President of Finance and Administration and the President.

Adopted July 16, 1973
Revised July 18, 1983
Revised August 8, 1988
Reviewed July 11, 1989
Revised June 19, 2000
Revised July 21, 2003
Revised December 17, 2007
Revised July 20, 2009

Revised June 20, 2022

The purpose of all technology resources at Cowley College is to promote and enhance education, instruction, and research activities in accordance with the College’s mission statement. College employees are not to participate in the following activities while using College technologies. These activities are unethical and/or unacceptable and may violate state or federal laws:

  1. Loading or installing software on any computer or on the network without approval by IT.
  2. Attaching or installing any equipment not owned by the College on any computer or on the network without approval by IT.
  3. Modifying or moving (on or off campus) any technology equipment or software without prior authorization from the appropriate college administrator.
  4. Performing any act that will interfere with the normal operations of the College’s technology. This includes connecting any unauthorized equipment to the computer network.
  5. Excessive personal use. Use may be excessive if it overburdens a network, results in substantial use of system capacity, or otherwise subjects the institution to increased costs or risks.
  6. Unauthorized personal use. Information technology resources, including e-mail and the web, shall not be used for personal commercial gain, for charitable solicitations unless these are authorized by the appropriate college administrator, for personal political activities such as campaigning for candidates for public office, or for lobbying of public officials.
  7. Use of technology resources to threaten, harass or offend others. Technology resources shall not be used to intimidate or create an atmosphere of harassment based upon gender, race, religion, ethnic origin, creed or sexual orientation. Fraudulent, threatening, obscene, or pornographic use for distribution, to harass, or intimidate is prohibited.
  8. Attempting to gain or gaining unauthorized access to the network, any computer, or the files of another person.
  9. Undermining password security. No one should use the username or password of another; nor should anyone provide his or her username or password to another, except in the cases necessary to facilitate computer maintenance and repairs by the Computer Center staff.
  10. Willful misrepresentation of yourself as another person in any electronic communication.
  11. Distributing unsolicited mass mailings. This includes information not directly dealing with College business, events or announcements such as electronic chain letters, advertisements of for-sale items, community events, etc., without authorization from the appropriate College administrator.
  12. Using any College technology resource to violate local, state, or federal law, or another College policy.
  13. Violating libel, copyright, fair-use, or trademark laws while using Cowley technology resources.

Failure to comply with designated stipulations may result in disciplinary action or termination.

Adopted July 21, 2003
Revised July 19, 2004
Revised August 11, 2008
Revised May 16, 2022

Cowley College recognizes that the Cowley Bookstore is an essential resource for all the products and services that promote academic achievement and a vibrant campus. The Bookstore is owned and operated by Cowley College and is proud to support the educational mission of the institution.

Operational costs and revenue earned are reported as part of the Auxiliary Services division of Cowley College. Annual inventory and accounts of the Cowley Bookstore are provided to the auditors at the conclusion of the fiscal year.

Adopted March 17, 1973
Reviewed July 11, 1989
Revised October 15, 1990
Revised June 19, 2000
Reviewed July 21, 2003
Revised December 17, 2007
Revised August 10, 2020

Pets and/or other animals are prohibited from all college facilities except for:

  1. Animals used for teaching with prior approval of the Chief Academic Officer.
  2. Service animals assisting an individual with a disability.

For purposes of this policy, a service animal is a dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability. Miniature horses may be considered as service animals on a case-by-case basis, consistent with the applicable law. Where it is not readily apparent that an animal is a service animal, the College may ask if the animal is required because of a disability and what work or task the animal has been trained to perform.

The service animal must be under the control of its handler. The College may exclude a service animal if the animal is 1) not housebroken, 2) poses a direct threat to the health or safety of others that cannot be eliminated or reduced to an acceptable level by a reasonable accommodation, 3) is out of control and the individual does not take effective action to control it, 4) would fundamentally alter the nature of a program or activity, or 5) is not being cared for by the individual. The College may impose charges for damages caused by a service animal in the same manner as the College imposes charges for damages to property.

The College is not responsible for the care or supervision of a service animal. Individuals with disabilities are responsible for the control of their animals at all times and for ensuring the immediate clean-up and proper disposal of all animal waste. Individuals with service animals must comply with all applicable laws and regulations including vaccination, licensure, animal health and leash laws unless these devices interfere with the service animal's work or the individual's disability prevents using these devices.

This policy does not affect reasonable accommodation requests or limit the broader definition of "assistance animal" under the Fair Housing Act and Section 504 of the Rehabilitation Act of 1973.

Adopted July 21, 2008
Revised July 15, 2013
Revised August 12, 2013
Reviewed June 19, 2017

Cowley College is committed to making systems and facilities accessible to its students, faculty, staff and participants who have disabilities. The College will provide qualified individuals reasonable accommodations in the work and educational environment and ensure equal access to College programs, activities and facilities based on accessibility standards as outlined by ADA, Section 504 requirements and applicable regulations.

Adopted May 18, 2020

In accordance with K.S.A. 72-1629, the Board of Trustees provides for and authorizes any officer, official or employee charged with or having custody of the following records, documents or other papers to destroy the same at the time indicated herein, and if more than one time can be made to apply, the longer time shall apply (as will departmental retention guidelines if these guidelines exceed the retention periods noted below): to authorize the destruction of student and financial records according to the schedule noted below.

  1. Bookkeeping and accounting records that are original books of entry, claims, vouchers and purchase orders, five (5) years.
  2. Formal audit reports, five (5) years.
  3. Financial papers of any type relating to programs supported by federal funds, five (5)years or such longer time as may be required by applicable federal law, including student financial aid records and financial aid participation records, as defined in the Federal Student Aid Handbook.
  4. All financial papers not otherwise specified in this section may be destroyed at any time after formal audit reports have been completed and filed in the appropriate office for a period of twelve (12) months, and this provision shall apply to the following: Warrants, warrant checks, receipts, canceled checks, and requisitions.
  5. Official bonds of surety or indemnity, five (5) years after the termination of the term ofemployment.
  6. Insurance policies, five (5) years after the expiration of the term thereof.
  7. Bonds and coupons stamped paid or canceled and returned by the state fiscal agent, six (6) months after the next following annual formal audit of the school district.
  8. In the absence of statute stating otherwise, it shall be the policy of Cowley College to retain no record longer than seven (7) years beyond the date of last activity, with the following exceptions:

Student Transcripts – Permanent
Board of Trustees Minutes – Permanent

Adopted June 19, 2006
Revised October 18, 2021

The risk to the college, its employees and students from data loss and identity theft is of significant concern to the college and can only be reduced through the combined efforts of every employee and contractor. The college adopts this sensitive information policy to help protect employees, students, contractors and the college from damages related to the loss or misuse of sensitive information. This policy and protection program applies to employees, contractors, consultants, temporary workers, and other workers at the college (volunteers, student ambassadors), including all personnel affiliated with third parties.

DEFINITION OF SENSITIVE INFORMATION

Sensitive information includes the following items whether stored in electronic, printed format or verbally shared:

  • Personal Information – Sensitive information consists of personal information including, but not limited to:
    • Credit Card Information, including any of the following:
      • Credit Card Number (in part or whole)
      • Credit Card Expiration Date
      • Cardholder Name
      • Cardholder Address
    • Customer Payment Information, including any of the following:
      • Bank account numbers
      • Signatures required
      • EFT – EDI – Draft – Bank Information
      • Owners Name & Address
      • Insufficient check information
    • Tax Identification Numbers, including:
      • Social Security Number
      • Social Insurance Number
      • Business Identification Number
      • Employer Identification Numbers
    • Tax Related Information, including:
      • W-2’s & W-4’s
      • 1099’s & 1098’s
      • Specific Tax Related Information Related to Filing
      • Tax Related Information for any employees or students
    • Payroll Information, including, among other information:
      • Paychecks
      • Pay stubs
      • Timecard information
    • Cafeteria Plan Check Requests and associated paperwork (including online information)
    • Medical Information for any employee or student, including but not limited to:
      • Doctor names and claims
      • Insurance claims
      • Prescriptions
      • Any related personal medical information
    • Other Personal Information belonging to students, employees and contractors, examples of which include:
      • Date of Birth
      • Address
      • Phone Numbers
      • Maiden Name
      • Names
      • Student Number
  • College Information – Sensitive college information includes, but is not limited to:
    • College, employee, student, vendor, supplier confidential, proprietary information or trade secrets (except documents subject to the Open Records Act).
  • Any document marked “confidential,” “sensitive,” “proprietary,” or any document similarly labeled.
  • College personnel are encouraged to use common sense judgment in securing the college’s confidential information to the proper extent. For example:
    • College personnel, faculty, and students should use common sense and appropriate diligence, and follow other applicable law and/or college policy, in any request/transaction outside the scope of the program that could have information security or identity theft implications: non-financial transaction (e.g., transcript requests, requests for issuance of keys to campus offices, requests to give an employee or student access to a sensitive or confidential database, or access to locked areas).
    • If an employee transports sensitive/non-public information/personal identifying information and needs to leave the vehicle while out, these items and all other sensitive/non-public information/personal identifying information need to be placed out of sight (ex. under seat/in trunk) and vehicle must be locked. All sensitive/non-public information/personal identifying information must be returned to the college location (unless authorized to retain overnight) before leaving for the day. Any sensitive/non-public information retained by employee must be kept inside a secured home/facility overnight. If an employee is uncertain of the sensitivity of a particular piece of information, he/she should contact their supervisor/manager.

HARD COPY DISTRIBUTION

Every employee and contractor performing work for the college will comply with the following policies:

  • Storage rooms containing documents with sensitive information and record retention areas will be locked at the end of each workday.
  • Desks, workstations, work areas, printers and fax machines, and common shared work areas will be cleared of all documents containing sensitive information when not in use.
  • When documents containing sensitive information are discarded, they will be placed inside a locked shred bin. Locked shred bins are labeled “Confidential paper shredding and recycling.”  If you need any assistance in locating one of these bins, please contact a supervisor/manager.

IDENTITY THEFT PREVENTION PROGRAM

Putting the Identity Theft Prevention Program in place enables the college to protect existing students, reducing risk from identity fraud and minimize potential damage to the college from fraudulent new accounts. The program will help the college:

  • Identify risks that signify potentially fraudulent activity within new or existing covered accounts
  • Detect risks when they occur in covered accounts
  • Respond to risks to determine if fraudulent activity has occurred and act if fraud has been attempted or committed
  • Update the program periodically, including reviewing accounts that are covered and identified risks that are part of the program.

The college has a primary relationship with its employees and students other than as a creditor or lender, unlike the creditors/lenders for which the Identity Theft Program was designed. Based on these relationships of employer-employee and student-educational institution, various identity verification measures are already in place under other applicable laws/regulations/programs and should be used consistently (e.g., I-9 employment eligibility verification for employees (with DOB included), National Student Clearinghouse, FAFSA for students, student identification cards/government issued passports/state issued ID and drivers licenses). The Program does not take the place of any such independent requirements.

COVERED ACCOUNTS

Every new and existing customer account that meets the following criteria is covered by this program.

  • Business, personal and household information for which there are a reasonably foreseeable risk of identity theft.
  • Business, personal and household information for which there are a reasonably foreseeable risk to the safety and/or soundness of the college from identity theft, including financial, operational, compliance, reputation, or litigation risks.

INDICATORS

The following are potential indicators of fraud and should be investigated for verification.

  • Suspicious Documents
    • Documents provided for identification appear to have been altered or forged (e.g. lamination from driver’s license is not sealed).
    • The photograph or physical description on the identification is not consistent with the appearance of the applicant/student/employee presenting the identification.
    • Other information on the identification is not consistent with information provided by the person opening a new covered account or student/employee presenting the identification (e.g. verbal information is not consistent with printed information).
    • Other information on the identification is not consistent with readily accessible information that is on file with the college, such as a signature card or a recent check.
    • An application appears to have been altered or forged, or gives the appearance of having been destroyed and reassembled.
  • Suspicious Personal Identifying Information
    • Personal identifying information provided by the student/employee is not consistent with other personal identifying information provided by the student/employee. For example: Information collected from the FAFSA and other data collected are inconsistent (William Smith-Bill Smith) Loan information and enrollment information are inconsistent. Students may have multiple/different college ID numbers.
    • Personal identifying information provided is associated with known fraudulent activity as indicated by internal or third-party sources used by the financial institution or creditor. For example: The address on an application is the same as the address provided on a fraudulent application.
    • Personal identifying information provided is of a type commonly associated with fraudulent activity as indicated by internal or third-party sources used by the college.  For example: The address on an application is fictitious, a mail drop or prison. The phone number is invalid.
    • The SSN provided is the same as that submitted by other persons opening an account or other students/employees.
    • The address or telephone number provided is the same as or similar to the address or telephone number submitted by an unusually large number of other persons opening accounts or other students/employees.
    • The person opening the covered account fails to provide all required personal identifying information on an application or in response to notification that the application is incomplete.
  • Unusual Use of, or Suspicious Activity Related to, the Covered Account
    • Shortly following the notice of a change of address for a covered account, the institution or creditor receives a request for a change of student/employee’s name or a new student identification card.
    • A new revolving credit account is used in a matter commonly associated with known patterns of fraud. For example: The student/employee fails to make the first payment or makes an initial payment but no subsequent payments.
    • A covered account is used in a matter that is not consistent with established patterns of activity on the account. There is, for example: Nonpayment when there is no history of late or missed payments.
    • Mail sent to the student/employee is returned repeatedly as undeliverable although transactions continue to be conducted in connection with the student/employee’s covered account.
    • The college is notified that the student/employee is not receiving mail.
  • Notice from students/employees, victims of identity theft, law enforcement authorities, service providers or other persons regarding possible identity theft in connection with covered accounts held by the college.
    • The college is notified of unauthorized charges or transactions in connection with a student/employee’s covered account.
    • The college is notified by a student/employee, a victim of identity theft, a law enforcement authority or any other person that it has opened a fraudulent account for a person engaged in identity theft.
    • Notice to the college of unauthorized access to or use of employee or student account information.
    • There is a breach in the college’s computer system security affecting the employee’s/student’s account or loan.

RESPONDING TO INDICATORS

Once potentially fraudulent activity is detected, it is essential to act quickly as a rapid appropriate response can protect students/employees and the college from damages and loss.

  • Once potentially fraudulent activity is detected, gather all related documentation and write a description of the situation. Take this information and present it to the designated authority for determination.
  • If a transaction is determined to be fraudulent, appropriate actions must be taken immediately. Actions may include:
    • Cancel the transaction
    • Close an affected account and re-open with a new account number
    • Change any passwords or other access codes that permit access to the account
    • Notify actual student/employee that fraud has been attempted
    • Continue to monitor account for evidence of identity theft
    • Notify and cooperate with appropriate law enforcement
    • Determine extent of liability to college
    • Have student/employee complete an Information Discrepancy Affidavit form

PERIODIC UPDATES TO PLAN

  • As needed, the program will be re-evaluated to determine whether all aspects of the program are up to date and applicable in the current environment.
  • Periodic reviews will include an assessment of which accounts are covered by the program.
  • As part of the review, indicators may be revised, replaced or eliminated. New indicator may also be appropriate.
  • Actions to take in the event that fraudulent activity is discovered may also require revision to reduce damage to the college and its students/employees.

PROGRAM ADMINISTRATION

  • Involvement of Senior Administration
    • The Identity Theft Prevention Program shall not be operated as an extension to existing fraud prevention programs and its importance warrants the highest level of attention.
    • The Identity Theft Prevention Program is the responsibility of the Board of Trustees. Approval of the initial plan must be appropriately documented and maintained.
    • Operational responsibility of the program can be delegated by the administration.
  • Staff Training
    • Staff training shall be conducted for all employees, contractors, consultants, temporary workers, and other workers at the college (volunteers-Student Ambassadors), for whom it is reasonably foreseeable that they may come into contact with accounts or Personally Identifiable Information which may constitute a risk to the college or its students/employees.
    • Staff members shall continue to receive training as required as changes to the program are made to ensure maximum effectiveness of the program.
  • Oversight of Service Provider Arrangements
    • It is the responsibility of the college to ensure that the activities of all Service Providers are conducted in accordance with reasonable policies and procedures designed to detect, prevent, and mitigate the risk of identity theft. If the college engages a service provider to perform an activity in connection with one or more accounts or loans covered by the Program, the college should require, by contract, that the service provider will perform its activity in accordance with reasonable policies and procedures designed to detect, prevent and mitigate the risk of Identity Theft and that the service provider will report any indicators it detects to a member of the college administration with primary responsibility for that service provider relationship.

ROLES AND RESPONSIBILITIES

Administration will have the responsibility to adopt, implement and enforce this policy and ensure that it is followed by employee and contractors. Additional responsibilities regarding the operation of the Identity Theft Prevention Program may be outlined above or as listed in additional written guidance.

DEFINITIONS

Term Definition
Service Provider Any person or entity that maintains, processes, or otherwise is permitted access to student/employee information or consumer information through the provision of services directly to the college.
   
Identity Theft Fraud committed or attempted by the unauthorized use of personal identifying information of another person.
   
Service Provider  Any person or entity that maintains, processes, or otherwise is permitted access to student/employee information or consumer information through the provision of services directly to the college.
   
Personal Identifying Information (PII) A name or number that can be used alone or with other information to identify a specific person. Ex: Name, SSN, DOB, etc.
   
Non-Public Information (NPI) Information that is classified as sensitive information and not available for public display. Ex: Name, Address, Phone Number, SSN, DOB, Driver’s License
   
Indicator It is a pattern, practice or specific activity that indicates the reasonable possibility of Identity Theft.

ENFORCEMENT

Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

Adopted December 14, 2009
Revised October 17, 2022

Cowley College recognizes the benefits of social networking for use by our institution, employees, and the public. Social networking platforms and other internet communications are valuable, supplemental forms of communications for the purposes of recruiting students, enriching academic programs, recruiting athletes, promoting student activities, distributing information about the college's programs and services, and networking alumni. To balance the risk associated with engaging in social networking, Cowley College shall maintain Social Networking Procedures that establish guidelines for each of these groups.

Employees are an extension of the Cowley College brand and are encouraged to use good judgment and exercise personal responsibility when engaging in social networking through personal accounts. Users will be expected to abide by applicable laws and regulations. The college has the authority to make use of disciplinary measures including suspension, dismissal and termination with respect to any faculty or non-student staff member who is found to have made an improper use of social media.

Adopted May 17, 2010
Revised August 11, 2014
Revised November 16, 2020

Cowley College provides its employees with a fair process to present and resolve employment relationship problems or concerns that negatively impact the workplace.

Any employee may bring forward a work-related complaint that is not covered by another policy or procedure. If the complaint is from a faculty member regarding the interpretation or application of the Master Agreement, the faculty member must adhere to the Grievance Procedure guidelines. If the complaint is regarding illegal harassment, discrimination or retaliation, the employee should submit the written complaint directly to the Director of Human Resources.

It may be difficult to adequately and effectively address allegations made if brought forward after significant time has elapsed.

It shall be considered a violation of this Policy for any individual to knowingly file a false or malicious complaint. If the College believes that such a complaint has been filed, the matter will be addressed in accordance with the College’s applicable Policies and Procedures.

All information revealed and all discussions held shall be as confidential as reasonably possible within legal requirements and responsibilities, and within limits allowing for the review to occur.

No employee shall retaliate or discriminate against another employee because of an employee’s filing of or participating in the review of a complaint. Retaliation includes taking any action which may have a materially adverse impact on the terms or conditions of employment including, but not limited to, increasing discipline, demotion, changes in pay or hours, or material changes in job duties or functioning, if such action is taken because of the employee’s filing of or participation in the review of a complaint, whether or not such complaint is determined to be valid. Any person believing that retaliation has taken or is taking place should immediately report the matter to the Director of Human Resources.

Adopted August 10, 2020

It is the desire of Cowley College to provide an open and controlled atmosphere for all vehicular traffic on campus, including parking restrictions, parking registrations, etc. when and where appropriate. All Federal, State, and local laws and ordinances shall be followed and enforced.

Adopted December 19, 2011
Revised November 16, 2020

Cowley College shall maintain adequate insurance to protect college resources, trustees, and employees while discharging their duties against liability claims. The college’s insurance policies shall be maintained in accordance with all applicable laws, including the Kansas Tort Claims Act (KSA 75-6104) and Kansas Worker’s Compensation Act (KSA 44-501).

Adopted August 4, 1969
Revised July 19, 1971
Reviewed July 11, 1989
Revised June 19, 2000
Reviewed July 21, 2003
Revised January 19, 2021

The College Vehicles are for use by College personnel for College business and student activities. The vehicles are scheduled upon receipt of an approved Trip Request.

Adopted July 16, 1973
Revised August 8, 1988
Revised August 14, 1989
Revised October 15, 1990
Revised September 21, 1992
Revised August 15, 1994
Revised June 19, 2000
Revised July 21, 2003
Revised November 17, 2003
Revised August 11, 2014
Revised April 20, 2020

Cowley College will provide mail services in support of its operations. The College will strive to provide mail services which are managed effectively and efficiently.

Revised March 27, 2020

College property should be kept as secure as possible, yet remain available for its intended uses. Keys to College facilities and equipment will be issued on an as needed basis as authorized by College Administration.

Keys will only be issued with a properly completed approval form which has been signed by both the appropriate supervisor and Vice President of Finance and Administration.

Temporary employees or official volunteers of the College will be issued keys only for the duration of their contract. Vendors needing keys to complete an approved contract must sign in with the Director of Maintenance or designee.

Adopted December 19, 2005
Revised October 18, 2011
Revised November 16, 2020

Cowley College requires all employees to conduct the business of the College in an ethical, honest, and legal manner. It is the policy of the College to comply with all applicable federal, state, and local laws in the conduct of College business.

The purpose of this policy is to encourage individuals who have serious and substantiated evidence about suspected unlawful misconduct to report this information without fear of retaliation (K.S.A. 75- 2973). Substantiated means clear and convincing information that strongly supports the existence of unlawful activity. This Policy intends to cover activity that could have a serious impact on the operations and performance of the College. Such activity may involve an administrator, employee, student, Board member, visitor to campus, volunteer, or outside persons or firms (i.e., contractors, vendors, suppliers, or agencies) providing goods, services, or business to the College.

Serious, unlawful misconduct includes illegal, fraudulent, unethical, or dishonest activity. Examples include but are not limited to:

  • Violations of federal, state, or local laws • Fraudulent financial reporting
  • Billing for products or services not received or performed
  • Improper supplier, vendor, or contractor activity
  • Theft or inappropriate use of College funds or property
  • Malicious use of College technology resources
  • Negligent or reckless behavior directed at a person or property
  • Forgery or unauthorized alteration of documents or college records
  • Computer fraud or data security breaches
  • Other unethical or illegal misconduct involving the College’s business or financial affairs

Confidentiality

Reports of suspected activity will be kept confidential to the extent possible consistent with the need to investigate, comply with applicable laws, and to cooperate with law enforcement authorities.

Retaliation

No individual who, in good faith (absent of malice or with the intent to defraud or defame), filing a formal complaint shall be subject to retaliation or adverse employment consequences. This protection covers an individual who:

  • Files a complaint of misconduct under this policy
  • Is involved as a witness or participant in the complaint or investigation process
  • Refuses to engage in illegal, dishonest, or fraudulent conduct

Examples of potential retaliatory actions include but are not limited to discharge, demotion, suspension, harassment, or intimidation or threats against an employee protected under this policy. Any employee who discriminates or retaliates against another employee as a result of his or her protected actions, as listed above, may be subject to corrective action, up to and including termination.

False or Malicious Reporting

It shall be considered a serious violation for any individual to file a false or malicious whistleblower complaint. It shall also be considered a serious violation for an individual to knowingly make false accusations or provide false information during a whistleblower complaint investigation. An individual who is determined to have knowingly participated in such false or malicious conduct may be subject to disciplinary action to include termination and or other appropriate action, including civil charges being filed.

Reporting

An individual who has knowledge, and clear and convincing evidence of illegal or fraudulent activity, should immediately report the illegal activity. Depending on the severity of the misconduct, the individual may seek internal resolution before contacting the appropriate State or Federal agency. While a report may be made anonymously, doing so may hinder the State or Federal agency’s ability to investigate the claim effectively and timely due to lack of information and the inability to gather relevant necessary facts.

Adopted November 16, 2020

Student accounts are reviewed for collection each semester per policy 412.00 Payment of Tuition and Fees. Outstanding accounts may be turned to a collection agency and/or the State of Kansas Setoff program. The college will identify when it is appropriate to write-off account balance as uncollectible.

A student account is determined to be uncollectible if it meets one or more of the following criteria and will be written off the college books:

  1. The account has been listed with a Collection Agency for at least 5 years.
  2. The debt has been discharged in bankruptcy.
  3. The debtor has passed away.
  4. The amount of the account is under $25.00 and is not cost effective to continue collection efforts.

Adopted June 21, 2021

The Board shall approve the bank(s) designated as a depository of the College, the officials designated to deposit or withdraw funds from such designated bank(s) to satisfy obligations of the College per K.S.A. 9-1401.

The College will request bids on banking services every five (5) years.

Adopted September 20, 2021

It is the policy of Cowley College that all employees are expected to portray a professional image consistent with the employee’s position, while working or representing the College.  Appearance should make a positive, professional impression whether meeting with students, parents, coworkers, vendors or the general public. Clothing that is considered inappropriate includes, but is not limited to:

  • Clothing with profane, vulgar or hateful images or text
  • Shorts (Exception: coaches and athletic trainers or with supervisor approval)
  • T-shirts (Cowley College attire and logo are permitted)
  • Exercise clothing (Exception: coaches and athletic trainers)
  • Jeans that are torn, frayed, slit or sagging
  • Flip-flops

If a supervisor or administrator deems that an employee’s dress or hygiene is inappropriate, the employee may be sent home on unpaid leave until applying the appropriate remedies.

Adopted December 13, 2021
Revised September 19, 2022

The College will employ qualified personnel for all positions without regard to race, creed, color, sex, religion, or national origin; and without restriction as to type of work, except for the limitations imposed by the Federal and State laws. Selection of candidates for training and/or promotion will be made upon the basis of demonstrated capability, competence, and appropriate experience, without regard to race, creed, color, sex, religion, or national origin. (A.D.A., Title IV, Civil Rights Act, 1964).

Further, the Board of Trustees shall comply with minimum wage and overtime standards for employment as specified in the Fair Labor Standards Act, as amended, 1986.

Adopted December 16, 1968
Revised July 19, 1971
Reviewed July 11, 1989
Revised October 15, 1990
Revised June 19, 2000
Revised July 21, 2003
Revised December 17, 2007
Revised March 14, 2022

Employees are expected to report to work at their scheduled starting times on each scheduled work day.

  1. Excessive absenteeism shall result in disciplinary action which can include discharge.“Excessive absenteeism” is defined to include but not be limited to those absences beyond allowed leave, or repeated and unexcused absences.
  2. There are occasions when employees cannot report to work. In those circumstances, the employee must notify the supervisor at least 15 minutes prior to the scheduled starting time if he/she is to be absent from work or late. If the supervisor cannot be reached, a message should be left with the person answering the phone and the employee shall then notify the director of Human Resources. Notification to a fellow employee is not proper notice. Employees must give the reason for the anticipated tardiness or absence, where they can be reached, and their anticipated time away from work.
  3. Employees must either notify the supervisor on each consecutive day of absence or give an anticipated return date. The supervisor may require a physician’s certificate in the event of a medical absence.
  4. An employee who is absent from work two consecutive days without notifying the college is considered a voluntary quit and will be terminated for cause.
  5. Employees are expected to report to work and return from scheduled breaks on time. If employees cannot report to work as scheduled, they must notify their supervisor no later than their regular starting time. Employees who must leave work before the end of their scheduled shift must notify a supervisor immediately.

Adopted July 21, 2003
Revised March 15, 2021

All regular, full-time, non-faculty employees earn sick leave pay at the rate of one (1) working day [eight (8) hours] per month. Employees are eligible to use accrued sick leave after the first month of full-time employment. Unused sick leave is cumulative to a maximum of one hundred (100) working days [eight hundred (800) hours]. The College will pay each full-time, non-faculty employee with sick leave in excess of one hundred (100) days twenty-five dollars ($25.00) per day over the one hundred (100) day maximum accumulation limit. Sick leave pay is calculated based on the employee’s base pay rate at the time of absence and will not include any special forms of compensation such as overtime or shift differentials.

  1. Sick leave shall be granted for personal illness only, however may be considered for serious illness or death of immediate family members. Immediate family, for purposes of this policy, includes spouse, child, parent, grandparent, grandchild, sibling, mother or father-in-law, son or daughter-in-law, and brother or sister-in-law. In addition, sick leave may be utilized by the employee parent of a minor child to provide care as required due to illness or need for medical treatment of the child or for care of spouse, parent or adult child per FMLA guidelines. Use of sick leave for immediate family as defined above is not automatic and is contingent upon the recommendation of the immediate supervisor, approval of the appropriate administrator, and the needs of the college at the time of the request. Absence is not to exceed a reasonable amount of time, usually three days. More time may be granted at the recommendation of the supervisor and approval of the appropriate administrator.
  2. Employees must take sick leave in at least half hour increments. Employees absent for an entire day must claim eight (8) hours of sick leave during regular operating hours, and nine (9) hours of sick leave Monday through Thursday during adjusted summer hours. Absences of more than two (2) days may require certification by a physician before the salary for the period of absence is paid. Employees desiring to use sick leave for any reason should make arrangements with their supervisor as far in advance as possible and submit a sick leave request. If not completed before the absence, employees must submit a sick leave request on the first day of return to duty.
  3. Employees may utilize accumulated vacation leave in lieu of sick leave.
  4. Employees who are on paid sick or vacation leave will continue to accrue paid sick leave benefits as provided by the College. Employees on unpaid leave are not entitled to accrue sick leave. This applies to employees who are receiving income replacement benefits such as short-term disability, long-term disability or workers’ compensation. However, employees on eligible military leave maybe entitled to reinstatement of all benefits that would have been accrued, but for being absent on military leave, upon returning from military leave in accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA). Please see policy 129.00 for leave related to the Family and Medical Leave Act (FMLA).
  5. Absences in excess of accumulated sick leave are deducted from the employee’s salary for the amount in excess of accumulated leave. See Attendance Policy for guidelines regarding excessive absences.
  6. Employees who have suffered a catastrophic injury or illness and who do not have sufficient sick leave or vacation days may apply for days from the Sick Leave Bank.
  7. Catastrophic injury or illness is defined as a severe condition or combination of conditions affecting the mental or physical health of the employee. Such illness or injury must be severe enough in nature to force the employee to exhaust all sick leave and vacation time earned by the employee and potentially lose compensation.
  8. All applications for sick leave bank time must be accompanied by a licensed physician’s statement which states the beginning date of the condition, a description of the illness or injury, and the anticipated date the employee will be able to return to work. Employees whose sick leave days from the bank are not required to pay them back.
  9. Full-time employees, including those employees who have contributed to the bank and who have been employed by the College for more than six (6) months, may apply for sick leave bank days.
  10. Sick leave bank days run concurrently with FMLA.
  11. Approved applicants may be granted days from the requested start date until a combination of their sick leave, vacation days and bank days have reached a maximum of one hundred twenty (120) days or until the bank is exhausted. Each day equates to 8 hours. Days may be taken in whole or half day increments.
  12. Employees may qualify for absence-without-pay under the same provisions as professional employees provided written permission is given by the employee’s supervisor and approved by the appropriate administrator.
  13. When a full-time employee retires after ten (10) or more years of continuous full-time service from the College, the employee shall receive a one-time payout for one-half (½) of accumulated sick leave, up to a maximum of one hundred (100) days (50 maximum days compensation). Employees shall not receive payment for unused sick leave in the event of termination, resignation, or any other circumstances except retirement as noted above. Under no circumstances may any employee receive payout for unused sick time more than once.  Qualified employees shall notify the President, in writing, of their intention to retire and of the effective date of retirement at least ninety (90) calendar days prior to the effective date of retirement to receive compensation for unused sick leave.

Adopted December 16, 1968
Revised July 19, 1971
Revised July 18, 1977
Revised August 14, 1989
Revised July 17, 1995
Revised June 19, 2000
Revised July 21, 2003
Revised August 14, 2006
Revised November 19, 2007
Revised January 18, 2022
Revised August 22, 2022

All regular, full-time, non-faculty Cowley College employees earn vacation leave based on their hiring category and length of full-time service.

Eligibility and Accumulation

Earned vacation begins to accrue 30 days after the date of hire pursuant to the table below. Employees are eligible to use accrued vacation after the first month of full-time employment. Once maximum accrual hours allowed are met, no further accumulation of vacation hours will occur.

  0-10 years Full-time Service 10+ years of Full-time Service
Category Accrual Hours Per Month Maximum Accrual Hours Allowed Accrual Hours Per Month Maximum Accrual Hours Allowed
Administrators 13.33 240 13.33 240
Directors and Staff Instructors 10 180 12 216
Hourly and Salaried Staff 6.67 120 10 180

Use

The College will grant vacation leave contingent upon supervisor approval and the needs of the College. Except in case of emergency, an employee’s supervisor must approve all paid vacation leave in advance. Employees must take vacation leave in at least half hour increments. Vacation leave pay is calculated based on the employee’s base pay rate at the time of absence and will not include any special forms of compensation such as overtime or shift differentials.

Accrual of Vacation Leave Benefits during Paid Leave

All employees who are actively at work or on paid leave, such as vacation leave or sick leave, will continue to accrue paid leave benefits provided by Cowley College.

Accrual of Paid Leave Benefits during Unpaid Leaves

College employees on unpaid leave are not entitled to accrue vacation leave. This applies to employees who are receiving income replacement benefits such as short-term disability, long-term disability or workers’ compensation. However, employees on eligible military leave may be entitled to reinstatement of all benefits that would have been accrued, but for being absent on military leave, upon returning from military leave in accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA).

Please see policy 129.00 for leave related to the Family and Medical Leave Act (FMLA). The employee will continue to accrue paid leave as long as they are using paid leave benefits. If an employee on FMLA leave uses all paid leave in accordance with the College’s FMLA policy and remains unable to return to work, the remainder of the FMLA leave will be unpaid. An employee will not accrue vacation leave during any period of unpaid FMLA leave.

Termination of Employment

Upon termination of employment, all accrued but unused vacation time may be paid to the employee in the final paycheck. Resignations from director level positions and higher are required to provide a 30-day written notice to receive vacation leave payout. All other positions will be required to provide a two-week written notice to receive vacation leave payout. Vacation leave pay is calculated based on the employee’s base pay rate at the time of termination of employment, and will not include any special forms of compensation, such as overtime or shift differentials. The College will not pay employees for unused vacation except upon termination of their employment or retirement.

Adopted July 19, 1971
Revised August 8, 1988
Reviewed July 11, 1989
Revised September 21, 1992
Revised October 18, 1993
Revised June 19, 2000
Revised July 21, 2000
Revised Nov. 20 2006
Revised September 21, 2009
Revised December 14, 2015
Revised January 18, 2022

The Board will grant tuition and scholarship books for each full-time employee and member of the Board of Trustees, spouse and/or dependent (per Federal guidelines) child enrolled at Cowley College. Any fees will be the responsibility of the employee/board member. All textbooks must be returned back to the bookstore at the conclusion of each semester, or the costs of the textbooks will be the responsibility of the employee.

The College will establish a pool of $6,000.00 to reimburse tuition of full-time non-faculty staff to continue their education at an accredited institution of higher education. Only courses that Cowley does not provide are eligible for tuition reimbursement. An employee can receive reimbursement for a maximum of $750.00 (tuition only) per fiscal year.

The Staff Tuition Reimbursement Application for tuition must be submitted by August 1 each year for fall, spring and/or summer courses to the Director of Human Resources. Course completion and receipts will be attached to the application and forwarded to the President for approval. At the time the application is made, the employee must have completed a minimum of three years of continuous full-time employment with the College.

The course/program shall be part of the professional development plan as approved by the employee’s supervisor and should complement the College’s strategic direction and have relevance to the mission of the College.

Reimbursement will be given upon proof of successful course completion with a grade of “B” or better, (grade report) and documentation of payment (tuition receipt). If an employee terminates their employment prior to completion of the course, no funds will be awarded.

Adopted October 15, 1990
Revised October 18, 1993
Revised June 19, 2000
Revised July 21 2003
Revised August 9, 2004
Revised July 18, 2005
Revised August 14, 2006
Revised October 20, 2008
Revised February 22, 2022

It is the policy of Cowley County Community College to employ and retain the best qualified people available without bias.

  1. Employees or trustees shall not participate in or influence the recruiting, hiring, evaluation, promotion, discipline, transfer, tenure, or salary of a member of his/her immediate family, and that person shall not participate in or be present when any group or body considers such decisions.
  2. Employees shall not provide direct supervision or have line staff authority over a direct supervisor of an immediate family member, who is also an employee of the College. The College's organizational chart shall be used to determine whether direct supervision or line staff authority over a direct supervisor exists.
  3. If two employees become related during their employment at the College and such relationship violates paragraph 2 of this policy, it is the responsibility of the employees to notify the College of such a relationship. After notification, one of the employees will be given opportunity for reassignment. If the College is unable to accommodate reassignment, employment may continue upon approval of the President and the Board of Trustees.
  4. If any employees become related to a member of the Board of Trustees or the President during their employment at the College it is the responsibility of the employee(s) to notify the College of such a relationship.  After notification, employment may continue upon approval of the President and Board of Trustees.
  5. For purposes of this policy, immediate family shall mean the spouse, child, parent, in-laws,  siblings, step-parent, step-child, grandparent, or grandchild.

Adopted January 20, 2004
Revised October 20, 2014
Revised June 20, 2016
Revised September 19, 2022

Bulletin boards are utilized for posting administrative and activity information for students, employees, and visitors. Announcements are limited in length, size, and other format. All posted material must be pre-approved by the Director of Public Relations or his or her designee and must be on approved or designated bulletin boards. Additionally, all posted material must not conflict with the mission, vision, and core values of the College. Unapproved postings will be removed immediately.

Adopted August 4, 1969
Revised July 19, 1971
Reviewed July 11, 1989
Revised June 19, 2000
Reviewed July 21, 2003
Revised August 9, 2004
Revised April 20, 2020

Purpose

The purpose of this policy is to set the criteria for the naming of college facilities, programs and events and to guide the development of related organizational procedures.

The naming policy is adopted to:

  • Provide clarity, consistency, and transparency of the naming process.
  • Ensure minimum philanthropic funding levels are maintained.
  • Serve as a reference document for the College’s development staff, administration and all other entities involved in the naming process.

The naming of a college facility, program or event is appropriate when:

  • A donor has provided a significant contribution to the benefit of the College.
  • The College chooses to honor an individual based on their character, service or other merits.

Responsibility

The final authority for name recognition approval rests with the Cowley College Board of Trustees. The Board retains authority over all college facilities and property, programs, and events and may take any action which is necessary to carry out the mission of the college, maintain the public trust and enforce policies which are in the best interest of the college.

The College President is authorized to establish procedures consistent with this policy and to take all actions necessary and appropriate to implement it.

Definition of Facility

The term "facility" or "facilities" is defined to include all physical interior and exterior property of the college including, but not limited to, college buildings, courtyards, roads, walkways, playing fields, campus grounds, interior rooms and auditoria, public spaces, galleries, and any other such areas or property that is owned or controlled by the college. The term "facility" or "facilities" will also include tribute markers such as plaques, medallions, or other monuments usually placed in association with trees, benches, walls, seats, or other such property.

Definition of Program

The term “program” is defined to include any combination of courses and/or requirements leading to a degree or certificate, or to a major, co-major, minor or academic track and/or concentration.  The term “program” will also include any officially approved student activities connected with the college that carry no academic credit and that are outside the regular curriculum or coursework.

Definition of Event

The term “event” is defined to include special occasions that engage internal and external audiences that are sponsored by the College, including but not limited to cultural events, speaker series, campus-wide symposia, public lectures, and gallery showings.

General Provisions

Each naming opportunity granted in exchange for anything of economic value shall be subject to a written agreement between the College President and the donor.

Each naming opportunity granted for distinguished service shall be subject to review, approval of the nomination and to written conditions (if applicable).

When a college facility, program or event has been named by the Board of Trustees, it is the College's intent to continue to use the name as long as the facility, program or event remains in use and serves its original function, or as otherwise may be provided for in the written agreement between the parties and as subject to Kansas statutes that exist now or may exist in the future.

When the use has changed such that the named facility must be demolished, substantially renovated, or rebuilt, the College may retain the use of the name, name another comparable facility, or discontinue the use of the name. Such decision shall be made by majority vote of the Board of Trustees.

When provisions, as specified in, a) the written agreement between the parties for a financial support naming or b) in the written conditions statement for a distinguished service naming allow for a name on a named facility, program or event to be changed or removed, such decision shall be made by majority vote of the Board of Trustees.

Adopted March 20, 1989
Revised April 17, 2000
Revised January 22, 2002
Revised August 3, 2001
Reviewed July 21, 2003
Revised June 19, 2017
Reviewed December 13, 2021

The College recognizes that employees and students may be exposed to human blood and body fluids that could be infectious. The College shall adopt an exposure control plan which conforms with current regulations of the Kansas Department of Human Resources (KDHR), Kansas Department of Health and Environment (KDHE) and consistent with the Occupational Safety and Health Administration (OSHA) standards.

The Plan shall be accessible to all employees and shall be reviewed annually. All staff shall receive the training and equipment necessary to implement the plan.

This plan should set forth the procedures for compliance methods and precautions for, but not limited to: controls and work practices, needle safety, personal protective equipment (PPE), contaminated equipment, regulated waste and disposal, cleaning, decontamination, treatment for exposures, labeling, and other areas that help insure a safe work environment to the college community members.

Adopted July 15, 2002
Reviewed July 21, 2003
Revised May 17, 2021

 

Academic Affairs Council

Series 200.00

Cowley College provides comprehensive post high school educational programs, workforce training and community education.

Students are provided advisement and enrollment services to assist them in formulating educational and career goals. Specified plans of study outline the courses students need for transfer towards Baccalaureate degree programs or for Associate degree or Vocational certificate completion.

Individuals who have successfully completed an accredited high school program are regularly admitted for college credit programs. Certain college credit programs are available to high school students through an agreement with the school district.

The College also provides credit and non-credit training and other enrichment activities to individuals, businesses, and community organizations through the workforce and community education programs.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised February 17, 2020

The College is organized to provide general education, technical education, and community education with classroom instruction and distance educational delivery methods as integral parts of a comprehensive post-secondary educational program. The general organization and functions of the academic program are described below:

  1. The Division of General Education provides freshman and sophomore courses designed to: 1) transfer to other colleges and universities, and 2) support the Technical education program of the College. General Education courses are parallel and comparable to lower division courses offered by other colleges and universities and are designed to satisfy the lower division course requirements of the liberal arts and selected professional programs.
  2. The Division of Technical Education provides courses designed to: 1) prepare the graduate for employment in vocational or technical level occupations, 2) support the general education program of the College, and 3) transfer to selected advanced technical programs. Technical education courses are developed in cooperation with representatives of state and local government, business, industry, and state colleges and universities which offer parallel programs.
  3. The Division of Community Education provides courses in general education and technical education, as well as personal development, and are offered by the College to enhance the cultural climate, improve the work force and provide enrichment and job-related opportunities.

Adopted October 18, 1971
Revised February 20, 1978
Revised July 16, 1984
Revised June 17, 1985
Revised August 14, 1989
Revised June 20, 1994
Revised July 21 2003
Revised August 9, 2004
Revised May 17, 2021

Occasionally, students may wish to participate in a class offering for personal goals and not desire course credit or the additional work required by preparing for examinations and papers. Auditing a class means that a student may attend a class regularly but are not required to take exams or complete assignments. No college credit for the audited class is given. A student may attend a class for audit credit provided the following criteria are met:

  1. The course has adequate space, physical and instructional, to accommodate the auditing student.
  2. All course pre-requisites are met or the student has obtained the approval of the instructor.
  3. Registration for audit classes will be accepted one week before and through the add period of the class.
  4. Payment is due at the time of enrollment and is non-refundable. Financial aid and scholarship monies may not be used for audit courses.
  5. The course is approved for audit credit (each department determines which courses, if any, may be taken for audit credit).

Courses attended as audit will be recorded as AU on the student’s transcript and may not be converted to another credit at any time. College credit may not be converted to audit credit. Audit courses carry no credit weight and may not be used to satisfy requirements for any program, degree or certificate.

Audit registration forms are available in the registrar’s office and must be completed with the required signatures.

Adopted July 21, 2003
Revised: May 18, 2020

Program and course changes may be initiated by any full-time faculty after consultation with the Department Chairperson and members of the department.

Course changes are defined as addition of a new course, deletion of a current course, changes in course descriptions, course competencies, prerequisites or credit hours. Changes are brought forward to the Academic Affairs Council by the academic department chair. If the course changes are approved by the council, the department chair will complete and submit the form for course procedure approval.

Program changes are defined as addition of new courses, addition of new programs, certain changes in programs, certain changes in course descriptions, course deletions, program deletions, and changes in course credits. Major program revisions and new program approvals require the following steps.

The faculty member shall obtain recommendations from appropriate lay advisory committees or provide proper documentation and research support for those programs and courses which do not have lay advisory committees, including feedback from former and present students when appropriate and present the proposal to the Department and Department Chair.

  • The Chairperson will then refer the proposal to the Chief Academic Officer for administrative consideration. Preliminary decisions concerning feasibility can be determined at this point through involvement of the entire administration, if necessary.
  • If the proposal is deemed feasible, the Department Chairperson submits the proposal to the Academic Affairs Council along with the required supportive data.
  • After review by the Academic Affairs Council, the proposal and recommendations shall be referred to the Administrative Council for consideration and appropriate action and the appropriate paperwork submitted.
  • After review by the Administrative Council the proposed recommendations shall be referred to the Cowley Board of Trustees for approval, then to the Kansas Board of Regents for consideration and appropriate action, followed by approval of accrediting bodies if required.

Adopted October 18, 1971
Revised July 17, 1972
Revised August 14, 1989
Revised July 21, 2003
Revised June 21, 2010
Revised January 18, 2022

The Professional Employee is a citizen, a member of a learned profession, and a representative of the College. When he/she speaks or writes as a citizen, he/she should be free from institutional censorship or discipline, but his/her special position in the community imposes special obligations upon the Professional Employee. As a scholar and as an educator, the Professional Employee should remember that the public may judge his/her profession and the College by his/her utterances. Hence, the Professional Employee should at all times be accurate, exercise restraint, show respect for the opinion of others, and make every effort to indicate that he/she is not speaking for the College.

  • The Professional Employee is given full freedom in research and in the publication of the results, subject to the adequate performance of his/her other academic duties. Research for pecuniary return, however, shall be based upon an agreement with the President of the College.
  • The Professional Employee is entitled to freedom in the classroom in discussing appropriate subject matter and selecting appropriate learning materials and instructional methods based on accepted professional standards. In the exercise of this academic freedom, the Professional Employee may, within the law, discuss his/her own subject area in the classroom, including controversial materials, as long as such discussions and materials are relevant to the subject area and the Professional Employee distinguishes between his/her personal opinions and factual information.
  • The Professional Employee is to make certain that controversial issues are presented and discussed as objectively as possible without forcing students to adopt the Professional Employee’s point of view as part of the student’s personal philosophy. In doing so, the Professional Employee should be aware of the mores of the community. Good pedagogy requires working with this framework while challenging the students with ideas and concepts.

Professional Employees are entitled to evaluate students in their classes based solely on their assessment of the academic merit of each student’s work in that class. Grades given a student by a Professional Employee shall be final, subject to the student appeal of course grades process as defined in College policy.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised November 21, 2011
Revised December 12, 2022

Selection of textbooks shall be made after careful evaluation of the instructional value of the text. Changes in textbooks shall be recommended to the Vice President of Academic Affairs based on content, adoption date, copyright date, present inventory, and availability of the books from the publisher.

In order to ensure textbooks recommended for adoption meet the requirements established, all full-time instructors who will be using the text and the Department Chairperson will review texts being considered for adoption. Input is also sought from adjunct/part-time instructors who have taught the course for more than two semesters. The final recommendation will be submitted by a consensus of the full-time instructors and Department Chairperson.

Textbooks must be adopted for minimum use of three years, or the textbook publisher's rotation, or if any text is out of print, or if current text proves unacceptable.

Notice to change or delete a textbook is to be made in advance according to the timeline set by the bookstore. The selection of a new textbook is to be made following the guidelines in ACD207.

Any change in the adoption process must be approved by the Vice President of Academic Affairs.

Adopted October 18, 1971
Revised May 11, 1976
Revised February 16, 1981
Revised July 22, 1986
Reviewed July 11, 1989
Revised September 21, 1992
Revised July 21, 2003
Revised August 9, 2004
Revised July 21, 2008
Revised December 17, 2018

College develops an academic schedule of course offerings for Fall, Spring and Summer terms that ensure program and degree requirements are available to students, as well as meeting minimum class time requirements as specified by College Policy #280 - Credit Hour Definition.

Once published, changes to the scheduled time of meeting or the scheduled room assignment require approval from the Academic Affairs office. If an instructor must cancel a class session, they shall notify the Chief Academic Officer or designee of his/her intent to be absent as soon as possible, and shall initiate the procedure for notifying students or obtaining a substitute, if required.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised May 1, 2008
Revised July 21, 2008
Revised December 14, 2020

Cowley College awards the Associate of Arts, Associate of Science, Associate of Fine Arts, Associate of General Studies, and the Associate of Applied Science degrees, as well as the College Certificate. Associate degrees require successful completion of a minimum of 62 credit hours, documentation of high school graduation or GED, and fulfillment of the General Education requirements.

A minimum 2.0 grade point average at Cowley College and a cumulative 2.0 grade point average including transfer course work applied is required for all associate degrees. A minimum 2.0 grade point average is required for courses applied to college certificates. Official transcripts of high school graduation or GED and any other college transcripts to be applied toward a degree must be on file in the Registrar's Office prior to issuance of a diploma.

Students completing a degree or certificate will need to complete a Degree Application and submit it to the Registrar's Office according to the published deadlines for submission. Students who fail to file the Degree Application by the deadline may request to graduate in a subsequent semester if requirements are met.

Students will be awarded a diploma or certificate upon successful completion of the degree or certificate requirements. The diploma or certificate will be issued at the end of each semester. Commencement will be held at least once a year. Students who are within 9 hours or less to fulfill graduation requirements and who plan to complete their coursework during the summer term may participate in the graduation program in May of that academic year.

The associate degree requires 15 credit hours earned in residence at Cowley College. Credit for prior learning, or other non-graded hours awarded by Cowley College, will not count toward satisfying residence hours. Developmental courses cannot be used to fulfill degree requirements. If a student does not maintain continuous enrollment (excludes summer), the student will be required to follow the graduation requirements that are in effect at the time of re-enrollment.

Adopted June 19, 2006
Revised June 21, 2010
Revised April 15, 2013
Revised April 18, 2016
Revised July 20, 2020
Revised July 18, 2022

The College maintains an extensive inventory of equipment for instructional purposes. All equipment is restricted to official school business without the express permission of the Information Technology Department.

A check-out system shall be implemented by the Vice President of Information Technology for use of equipment outside of normal classroom and office use. The Information Technology Department reserves the right to recall such items as are necessary to meet the needs of the institution.

Adopted October 18, 1971
Revised July 15, 1974
Reviewed July 11, 1989
Revised July 21, 2003
Revised February 22, 2021

The final decision on specific library resource purchases is the responsibility of the Director of the Library. The decision is based upon budget allocations and relative need for items in relation to curricula taught and accessibility. Library resources are ordered throughout the year, although the emphasis on purchases comes at the end or beginning of each semester. Book and other library resource recommendations are accepted and encouraged from all departments.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised October 19, 2020

Short term or extended loan privileges for printed library materials shall be made available to instructors and students of the institution. Faculty members wishing to have books placed on reserve may select and list titles for the reserve shelf for a specific time period. Students may copy all print materials at the established reproduction rate in compliance with the copyright law. The library has a large number of on-line resources, which may be accessed from both on or off-campus with appropriate login credentials.

Faculty members must assume responsibility of giving advance notice to the Director of the Learning Resource Center of the materials or books that they wish placed on "reserve" for a specified period of time. The Director should be notified when such materials and books are no longer needed on reserve. (Reserve materials may be deemed for in-library use only, or limited loan times). All library materials should be returned to the Library as soon as they are no longer needed. If they are needed in the new semester, a request should be made with the Director.

Materials checked out and inventoried to an instructor must be returned to the Library at the end of each school year, unless other arrangements have been made with the Library Director.

In addition to College employees and students, the Library also extends loan privileges to Cowley County patrons and public school students in the service area on a limited basis, depending upon the availability of the materials and the needs of College students and faculty.

All materials are checked out in usable condition. If materials are returned damaged, the patron will pay the current price for repair and/or replacement. The patron will not check out additional materials until the damaged items are reconciled. Patrons will be charged a full replacement fee for any item checked out from the library and not returned.

Renn Memorial Library participates in the state-wide interlibrary program. Materials may be borrowed for any staff or student that has a clear account. Likewise, Renn Memorial Library will lend materials to any other participating library.

Adopted October 18, 1971
Revised July 15, 1974
Revised June 17, 1985
Reviewed July 11, 1989
Revised July 21, 2003
Revised October 19, 2020

Cowley College provides its catalog for general guidance. The catalog contains detailed information about admissions requirements, academic programs, pathways, policies, course descriptions, financial aid, special services, extracurricular activities and related policies and procedures for students.

The Academic Affairs Office works to maintain and assure that the catalog information is up-to-date and complete. However, the College cannot guarantee that all information contained within the catalog is accurate, and individuals assume any risks associated with relying upon information without checking other credible sources, such as a student’s academic advisor. In addition, a student’s or prospective student’s reliance upon information contained within the catalog, when making academic decisions does not constitute, and should not be construed as, a contract with the College. Further, the College reserves the right to make changes to any provision or requirement within these sources, as well as changes to any curriculum or program, whether during a student’s enrollment or otherwise.

If a student has specific questions or needs further information, they should contact a student success advisor at a Cowley College campus location.

Adopted August 4, 1969
Revised July 18, 1977
Revised August 14, 1989
Revised July 21, 2003
Revised October 19, 2020

Full-time faculty, defined as professional employees according to state statutes, are approved by the Board of Trustees upon the recommendation of the President.

Professional employee positions are approved by the Board of Trustees, and the President is directed to establish Equal Opportunity/Affirmative Action selection procedures to fill vacancies in approved positions.

Adjunct faculty are hired according to procedure guidelines to teach on a part-time basis and are employed by semester or academic year and are not subject to board approval.

Policy 240 is implemented in process through procedures AP 240a and AP 240b.

Adopted August 4, 1969
Revised March 18, 1974
Revised October 15, 1990
Revised July 21, 2003
Revised May 17, 2010
Revised April 20, 2020

The duties of the Department Chairperson shall be assigned to a full-time faculty member in each department by the President in consultation with the department faculty and the Vice President of Academic Affairs Exceptions to full-time faculty appointments must be approved by the Academic Affairs Council. Such appointments shall continue for as long as there is evidence of satisfactory performance, based upon regular evaluations by the department faculty, and the Vice President of Academic Affairs.

Adopted February 20, 1978
Revised July 20, 1981
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised August 9, 2005
Revised July 21, 2008
Revised July 19, 2021

Cowley College supports experiential learning through alternative classroom activities such as field trips and special presentations. Instructors scheduling an outside speaker for class purposes should notify the appropriate administrator, so full utilization may be made of the services offered.

Approval for a field trip involving required student participation must be secured from the Chief Academic Officer or designee one week prior to the trip. The instructor shall complete the appropriate forms to submit to the Academic Affairs office.

If the trip is approved and the activity requires absences of students from other classes, the Academic Affairs office will provide a notice for dissemination to the general faculty one week in advance of the absence.

The instructor shall make appropriate arrangements for absence from any other assigned classes. Instructors who are notified in advance of the official approval of the activity shall record absent students as “Absent for an Approved College Activity.”

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised May 1, 2008
Revised July 21, 2008
Revised July 19, 2021

The College will encourage employees to participate in professional activities that contribute to the goals and objectives of the institution. Reimbursement for such activities shall be within the limitations of the budget and according to the policies of the Board of Trustees.

  • Fulfilling contractual obligations to the College shall have priority over other professional activities.
  • Participating in professional activities at the expense of the College may require employees to submit individual written reports concerning such activities.
  • Attending conferences, workshops, or conventions requires the recommendation of the Vice President of Academic Affairs and the written approval of the President.
  • Program visitation, staff exchange, or other professional activities require a written proposal prepared by the employee, recommendation by the appropriate administrator and approved in writing by the President.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised July 21, 2008
Revised November 15, 2021

The purpose of the following evaluation activities at the College is to improve the performance of assigned responsibilities. All professional employees shall be evaluated once each semester for the first three years of employment; once each year for the next three years; and once every three years thereafter. The performance of each professional employee will be evaluated for the period of time beginning with the latest prior evaluation and follow the processes outlined in the Master Agreement.

Adopted July 16, 1973
Revised July 15, 1974
Revised July 20, 1981
Revised July 19, 1982
Revised August 14, 1989
Revised July 21, 2003
Revised July 21, 2008
Revised September 20, 2021

Work-Based Learning (WBL) provides students with real-life work experiences where they can apply academic and technical skills. All class work projects must be approved by the instructor who makes the final determination of the acceptability of such projects. These projects must never interfere with the planned course in instruction, and must contribute to the learning process. Work-based learning projects can be initiated in the following ways.

  • The student may submit projects personally, initiated by the immediate family, as the result of an activity in which the student is actively and directly involved.
  • The student is responsible for the project in all respects.
  • Work projects for other departments within the College and community service type projects are to be considered by the instructor only after approval of the Vice President of Academic Affairs and/or President.
  • Certain work, considered as an emergency or of unusual nature, may be undertaken for a work project as a service to an industry or business, provided prior approval of the Vice President of Academic Affairs is obtained.
  • Requests initiated by other instructors and administrators may be accepted for work projects if approved by the instructor of the class involved.
  • Supervised students enrolled in lab classes and their designated instructors are the only persons allowed to operate school equipment without express permission from the instructor in charge of the shop or lab.
  • Charges are made only for materials involved and are to be charged to the person who brings in the project in question.

Adopted October 18,1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised July 21, 2008
Revised March 14, 2022

Cowley College supports co-curricular learning and promotes student engagement through the offering and sponsorship of clubs and organizations that enrich the educational environment.

Compensation for sponsors is determined by job description and faculty or non-faculty.

Adopted September 16, 1991
Revised January 21, 2020

Admission to Cowley  College is open to all individuals who can academically benefit from its educational programs.

Before  admission can be granted, students must provide the following:

  1. verification of high school graduation or GED certificate.
  2. transcripts from all colleges previously attended if athlete or JST Transcript if military utilizing VA benefits.
  3. assessment scores or ACT scores demonstrating an ability to benefit from college level coursework.

Cowley College reserves the right to deny a student admission or readmission if it is determined to be in the best interests of the college community to do so, or if the College is unable to provide the services, courses or program(s) needed to assist the student in meeting educational objectives.

Ability to benefit
Students who do not meet the ability to benefit guidelines will be admitted on a provisional basis, pending satisfactory progress in the essential skills curriculum. These students may enroll in a maximum of 13 credit hours and must earn a semester GPA of 2.0 to be eligible for continued enrollment.

Non-Degree Seeking Students
Students of other colleges and universities and other applicants not seeking a degree from Cowley College may be admitted as  non-degree seeking.  . Students in this category   will not declare a major. Non-degree seeking students who may later decide to obtain a degree from Cowley College must then provide the above documentation.

High School  Students
Students who have not received a high school diploma and are currently enrolled in grades 10, 11, or 12  maintained by a school district, or are classified as a gifted 9th grade student  may  be admitted to the College if they meet minimum grade point and assessment requirements, obtain written authorization from the school principal, and have an individualized plan of study or individualized education plan outlining the ability to benefit from participation in regular curricula of a postsecondary education..

International Students
Cowley College welcomes students who are citizens of other nations and are able to meet admissions and U.S. Citizenship and Immigration Services (USCIS) requirements.

Adopted November 20, 2006
Revised September 15, 2008
Revised October 17, 2022

The Family Educational Rights & Privacy Act (FERPA) of 1974, also known as the Buckley Amendment, is a federal law that protects the privacy of student education records. Schools must have written permission from the student in order to release any information from a student’s record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):

  • School officials with legitimate educational interest;
  • Other schools to which a student is transferring;
  • Specified officials for audit or evaluation purposes;
  • Appropriate parties concerning financial aid to a student;
  • Organizations conducting certain studies for, or on behalf of, the school;
  • Accrediting organizations;
  • To comply with a judicial order or lawfully issued subpoena;
  • Appropriate officials in cases of health and safety emergencies; and
  • State and local authorities, within a juvenile justice system, pursuant to specific state law.

According to this law, Cowley is NOT allowed to release information to parties such as family members, employers, etc. If a student wishes to authorize the release of information such as educational, financial aid, or billing information to third parties not covered under this law, a Release of Information Form must be signed by the student and kept on file in the Registrar’s Office or completion of the parent/third party permission process. Permission to release information will remain valid until revoked by the student.

According to this law, schools MAY DISCLOSE WITHOUT CONSENT the following directory information about students:

  • Name;
  • Address;
  • Telephone number;
  • Date and place of birth;
  • Major field of study;
  • Participation in officially recognized activities;
  • Sports–weight and height of an athletic team member;
  • Dates of attendance;
  • Degrees;
  • Awards received;
  • Most recent previous educational institution attended;
  • Photographs;
  • Email addresses; and
  • Enrollment status (full-time, half-time, less than half-time)

If you object to the disclosure of any of the directory information listed above, you may notify the Registrar’s Office, in writing, of the items that should not be released without your consent. A student must submit notification within the first three (3) weeks of a semester. Please be aware that if a student chooses to block disclosure of this information, the college will not release this information to ANY party, including the National Student Loan Clearinghouse. If you are a dependent student under 18 years of age, parents will have access to your educational record. The college will assume you are a dependent if parents provide a written statement and verification that you are listed as a dependent on their federal income tax forms. A student has the right to file a complaint if the college fails to comply with the requirements of this law. A copy of the college’s policy may be obtained from the Registrar’s Office. If Cowley closes, access to academic and financial records will be kept on file with the Kansas Board of Regents. The college will assist current students in researching and locating an institution that meets their academic progress needs.

In addition to the above stated policies the following general provision shall apply:

Permanent Academic Records, from which official transcripts are prepared, shall be stored in a fire-proof vault, fire-proof cabinets, or backed up electronically. At the earliest possible date following the annual state audit, the College shall digitally retain all records of students who were registered for the past academic term and shall store such records consistent with regular data backup processes.

Adopted January 18, 1971
Revised July 15, 1974
Reviewed July 11, 1989
Revised July 21, 2003
Revised June 21, 2010
Revised November 15, 2021

Students will register for classes according to instructions and deadline dates contained in the schedule of classes published prior to the beginning of each semester.

Students with enrollment holds may not enroll for classes until such obligations are resolved to the satisfaction of the college.

The college reserves the right to deny enrollment to any individual who has violated the Academic Code of Conduct, Student Code of Conduct and is currently suspended from the college, who is not making satisfactory academic progress as defined in Board Policy 433.00, or when the college is unable to provide the services, courses or programs needed to assist a student in meeting his/her education objectives.

Adopted January 18, 1971
Revised July 21, 1975
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised June 21, 2010
Revised October 18, 2021

Adding a Credit Class

The last day to add a class for each semester and subterm will be published when registration for the semester begins. Students who wish to add a class after the beginning of the semester must do so within seven calendar days of the first class meeting for nine- to 16-week classes, and within three calendar days of the first class meeting for eight-week classes unless enrollment is closed when classes start, as determined by the Vice President of Academic Affairs. The last day to add a class less than eight weeks in length will be determined by the registrar and published each semester in the schedule of classes. Students may not attend a course unless officially enrolled in the course. Any student seeking to add a class outside the add period will need special permission from the Academic Affairs office.

Dropping a Credit Class

Students may drop a class prior to the completion of 12% of the class and after that time may withdraw from a class A dropped class will not appear on the student's transcript, however a class from which a student has withdrawn will appear on the transcript with a grade of “W”.

Students who withdraw from a class after the refund period must still pay tuition and fees for the class. The last date to drop a class with a refund will be printed on the student’s schedule for each class.

Courses with the same number of credit hours that are dropped and added simultaneously will be treated as an even exchange of cost per credit hour during the refund period of each semester or session. For courses with different total credit hour that are dropped and added simultaneously, students will receive the appropriate refund for the dropped course and pay the total cost per credit hour for the added course.

After the expirations of the refund period, an even exchange for tuition purposes may be granted in the following situations:

  1. Changes in sections for the same subterm;
  2. Changes to adjust math and English placement may occur until 25% of the initial class has beencompleted. Students will not be granted an even exchange when dropping any other regular-start class and adding a late-start class or adding a self-paced class.

If a student drops a class and adds a different class after the expiration of the refund period, the student will be required to pay the additional tuition and fees.

All changes occurring after the expiration of the refund period require approval by the academic affairs office.

Adopted January 18, 1971
Revised July 21, 1975
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised December 18, 2006
Revised July 16, 2007
Revised March 18, 2013
Revised October 18, 2021

Students may have a grade of W posted on their transcript instead of a letter grade by officially
withdrawing from a course. To officially withdraw, students need to complete the required form
which then is processed in the Registrar’s office postmarked by the published withdrawal date.
Students who have never attended classes will be dropped. Students who stop attending class
but do not officially withdraw from a course, will receive an F on their transcript and be
responsible for outstanding charges.

The deadlines for withdrawing are published by the Registrar’s office and generally as follows:

  1. Full term (14 - 16 weeks): Students may withdraw prior to November 15 during the fall
    semester and April 15 during the spring semester.
  2. Short term: Students may withdraw up to 25% prior to final examinations.

If a student completely withdraws from the College, refunds are made in accordance with the
refund Board policy and published refund dates.

Adopted January 18, 1971
Revised July 21, 1975
Reviewed July 11, 1989
Reviewed July 21, 2003
Revised August 9, 2004
Revised September 18, 2006
Revised December 16, 2019

At the beginning of each grading period, the instructor shall publicize his/her class policies. Excessive absences may result in the student not meeting the competencies of the course. Behavioral or disruptive issues may result in the student being withdrawn from the class at the request of the instructor by the Registrar. It is the student's responsibility to withdraw from the course for reasons of academic performance through the Registrar's Office.

  1. Each instructor shall publicize to the students in his/her class, the attendance, course requirements, and grading policies which are in accordance with College policy.
  2. The student should adhere to the individual instructor’s policy with regards to attendance.
  3. Late registrations will be accepted by the Registrar with concurrence of the instructor involved and approval of the Chief Academic Officer (CAO). Days missed will be counted as authorized absences.
  4. Absence from class may be authorized by the CAO for participation in College sponsored activities or to represent the institution in an official capacity.
  5. Before an instructor is permitted to submit to the Registrar a request for withdrawal of a student from classes, an incident report must be initiated by the instructor stating the specifics of the behavioral or disruptive issue. It is the responsibility of the instructor to file this report with the Instruction Office.
  6. A student may petition for reinstatement in the class within five days of notification of withdrawal, according to provisions of Section 262.00 of the Policy Manual.

ATTENDANCE DEFINITION:

The Higher Learning commission defines attendance in an online course by the submission of classwork, therefore, student must submit coursework to be considered “attended”.

Face-to Face Courses being physically present in the classroom when the course is in session is counted as attended.

In order to report an accurate enrollment to the Kansas State Board of Regents and IPEDS, students who do not attend class by the above definitions will be designated as a “no show” by their instructor on the official certified roster and will be dropped from the course by the registrar.

Students may appeal to be reinstated into the course within two days of being dropped as non-attended.

Adopted July 17, 1972
Revised June 21, 1976
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised April 16, 2007
Revised December 17, 2018

Cowley College adheres to the following guidelines regarding the submission of official rosters to help provide an accurate headcount for census reporting.

The official class roster will be available on the internet to the faculty when approximately 25% of the class has been completed. The instructor will code the students as those students who attended class one time during the certification period or those students who never attended class in accordance with the attendance policy. A student whose name does not appear on the roster and has been attending class will be provided an opportunity to enroll, however, enrollment is not guaranteed.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised June 19, 2006
Revised January 21, 2020

Under the Family Educational Rights and Privacy Act (FERPA) all current and former students at the College are entitled to have access to their own records for the purpose of determining the accuracy and relevancy of such records.

  • Records described in this Section are on file in the Office of Registrar, and the Office of Academic Affairs.
  • Access to records will be granted within 45 days from the date of the request to review such records.
  • Any challenge to the accuracy or relevance of the recorded entries must be filed with the custodian of the records within 180 days of the date of these entries.
  • Records will be released to third parties only if students give  consent  through the Third Party/Parent verification link in their student web account
  • In cases of a subpoena or judicial order for records, students, affected by the subpoena or judicial order will be notified, if possible of the subpoena or judicial order before the records are released.
  • Instructor's grade books are not subject to review by any student.
  •  Persons, organizations, agencies, or institutions who have a legitimate interest may have access to the educational records of each student.
  • Because of lack of space, or if the records are deemed to be of no further value, the college reserves the right to destroy such records.
  • Every academic year  the College will publish the  catalog  with the official notice of compliance. Under FERPA schools MAY DISCLOSE WITHOUT CONSENT the following directory information about students:
    • Name
    • Address;
    • Telephone number;
    • Date and place of birth;
    • Major field of study;
    • Participation in officially recognized activities;
    • Weight and height of an athletic team member;
    • Dates of attendance;
    • Degrees;
    • Awards received;
    • Most recent previous educational institution attended;
    • Email addresses;
    • Photographs; and
    • Enrollment status (full-time, half-time, less than half-time).

Adopted April 19, 1976
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised June 21, 2010

Transfer credits will be accepted from vocational-technical schools, colleges, and universities starting from the year that they are accredited or hold candidacy status with the Higher Learning Commission or other similar regionally accrediting body. Transfer credit from other institutions is subject to approval by the Registrar. All transfer credit will be equated to the semester-hour system. Transfer hours are not included in Cowley College grade-point average but are included in the cumulative GPA toward the graduation requirements.

Transfer credits must apply toward the degree pathway at Cowley College and shall be received in the form of an official transcript directly from the awarding institution. When transferring credits, only credits with a C grade or higher will be accepted. Students may appeal the acceptance of transfer credit by completing a transfer credit appeal form in the Registrar’s office.

Credits being applied to fulfill the Kansas Systemwide General Education Core Requirements must have a grade of C or higher.

Cowley College will accept survey courses in religion from a non-regional accredited institution for a maximum of 6 credit hours. These credits will be counted as credits towards humanities requirements or elective hours toward graduation. Students should be aware that when they transfer to another college or university they may have to validate their course work again.

The coursework from a non-regional accredited institution will not be entered in its entirety on the Cowley College transcript, but only those courses that have been approved will have the notation of credit hour, letter grade, and grade points.

Adopted July 20, 1987
Reviewed July 11, 1989
Reviewed July 21, 2003
Revised February 22, 2021
Revised October 17, 2022

A complete record of all evaluative data for each student shall be maintained by the instructor and should be available for review by the student at his request. Instructors shall explain their evaluation procedures to students at the beginning of each semester or start of each course, and any special requirements should be clarified.

Evaluation of student performance shall be a continuing and inclusive process, so that in addition to the grade record or transcript, an appraisal of achievement is available for counseling and advisory purposes.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised May 1, 2008
Revised July 21, 2008
Revised March 14, 2022

College uses a 4.0 grading scale as a way to measure academic performance. To be eligible to receive a letter grade denoting college credit, the student shall complete the academic requirements specified for the course. A student having completed all requirements for a course shall have the achievements evaluated by the instructor and recorded on the permanent record. The recorded grade shall be considered final after the specified appeal and/or make-up period has expired.

An explanation of grades and grade points follows, with "A", "B", "C", "D", represent passing grades in descending order of value. Grade points are assigned per letter grade and used to determine a grade point average (GPA), calculated by taking the total number of grade points earned and dividing that by the total number of credits taken.

Grade Definition Points
A Excellent - the student completed the work well and no deficiency exists.  4
B Very Good - meets all course requirements: however, some work remains undone 3
C Adequate - completed work has at least one requirement that is unidentified or incomplete 2
D Poor - below average and needs improvement 1
F Failing - will be computed in GPA and hours attempted does not meet course requirements 0
W Withdrawn from class(es) (will not be computed in GPA) 0
I An incomplete, temporary grade that must be completed within the time limit set by the instructor 0
AU Audit (Board Policy 204.00) 0
IP Class is still in progress, instructor will submit grades later 0
S A satisfactory grade to be used for College designated short-term seminar or training class 0
U An unsatisfactory grade to be used for College designated short-term, seminar or class 0
XF A grade to be used for plagiarism (Board Policy 402.00) 0
WT Withdrawn by teacher (Board Policy 403.00) 0

An incomplete “I” grade is given only when a course cannot be completed because of illness or other special conditions beyond the control of the student. An incomplete cannot be granted before three-quarters of the course is completed (which is past the last day to withdraw from the course with a "w" grade). The student will enter into a contract with the instructor to outline course work necessary to complete the course and require the approval of the CAO. The contract must be executed prior to the first day of the published schedule for final examinations and submitted to the Registrar's Office. The contract terms must be fulfilled by the date designated on the contract but no later than December 1, and May 1 of the following semester. An “I” grade will be changed to “F” if the instructor does not initiate a grade change within one week after the contract deadline following the grading period for which the “I” was given.

Adopted July 17, 1972
Revised June 16, 1980
Revised July 18, 1983
Revised July 21, 1986
Revised April 18, 1988
Revised August 14, 1989
Revised July 21, 2003
Revised June 19, 2006
Revised July 18, 2011
Revised November 21, 2022

The evaluation of student performance reflected in the final course grade becomes a part of the permanent student record of the College and is recorded on the College Transcript for the student. This grade is based upon several factors relating to the achievement of course objectives, as assessed by the instructor according to the policies of the College, and shall be considered final, unless an appropriate appeal is filed with the Vice President of Academic Affairs within 90 days of the original issuance of the grade by a student according to the procedure. (AP263)

Adopted January 17, 1972
Revised July 16, 1973
Revised July 18, 1983
Revised August 14, 1989
Revised July 21, 2003
Revised September 19, 2005
Revised May 1, 2008
Revised July 21, 2008
Revised October 18, 2011
Revised April 18, 2022
Revised May 16, 2022

Students enrolled at Cowley College may earn college credit for educational experiences in the armed services. Credit is awarded based on the recommendations of the American Council on Education (ACE) Guide to the Evaluation of Educational Experiences in the Armed Services.

The College grants credit in certain courses for honorably discharged service personnel who have previously served on active duty with the United States Armed Forces for a period of at least one year. Military correspondence courses, most vocational courses and courses that last less than two weeks are not recognized for college-level credit.

Students in the military can request to have their military experiences and training evaluated by providing the official documentation required by the school.

Please note, before an evaluation can be completed, the student must have passed at least six credit hours with Cowley College. Service members can request to have their military evaluation re-evaluated once every six months. The equivalent of one semester of college work up to (twenty semester hours) is the maximum of credit allowed for military service.

The Kansas Collaborative on Military Credit has been working to evaluate and award credit for military training. Refer to the Kansas Board of Regents website on College Credit for Military Service for additional information.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised December 17, 2018
Revised May 17, 2021

The College will award course credit for non-traditional educational experience validated by performance on approved examinations, military training transcripts, certifications and professional credentials or evaluation of experiential learning through life experience. Administration of examinations or evaluation procedures for granting credit shall be authorized by the Chief Academic Officer. The student shall pay all fees related to the administration of the examination or evaluation of credit but will not be charged for the tuition for the hours of credit applied through prior learning. The associate degree of vocational certificate requires 15 credit hours earned in residence at Cowley College. College Level Examination Program (CLEP), advanced standing, or other non-graded hours awarded by Cowley College will not count toward satisfying residence hours.

Standardized Exams:

  1. Students must complete 12 semester hours at Cowley with a GPA of 2.0 or higher before Advanced Placement or CLEP credit is listed on the transcript.
  2. A maximum of 15 semester hours of credit may be awarded to a student who scores at a level established by the College Entrance Examination Board (CEEB) on one or more of the subject matter examinations CLEP or the CEEB Advanced Placement tests.
  3. A maximum of 15 semester hours may be awarded to a student who meet the required scores on the International Baccalaureate Exams (IB). (Refer to the subject level exams and required scores for IB Credit published by the Registrar)
  4. Credit will be awarded for ACT or SAT scores that meet the required scores established by the Registrar’s office. Credit for the appropriate course will appear on the Cowley College transcript with a grade of "CR."

Military Credits:

  1. A maximum of 20 semester hours may be awarded to a student who scores at the level established by the American Council on Education (ACE) for the United States in accordance with Board Policy 264.

Certifications and Professional Credential:

  1. Industry related certifications and professional licenses may qualify to earn college credit for a specific course if directly aligned with a college course or program curriculum. An evaluation will be conducted and credit awarded upon approval. The college uses ACE guidelines as an evaluation tool.

Evaluation of Life Experience:

  1. A maximum of 20 semester hours may be awarded to a student through evaluation of life experiences, based on the Registrar’s published guidelines for earning college credit through evaluation of life experience.

Adopted January 17, 1972
Revised May 11, 1976
Revised April 25, 1978
Reviewed July 11, 1989
Revised July 21, 2003
Revised June 20, 2007
Revised December 16, 2019
Revised May 17, 2021

1. Academic Standing

A student whose cumulative grade point average (GPA) is 2.00 or above is considered in good academic standing. Academic standing is determined by all attempted course work at Cowley College. Attempted course work is defined as any course that has received a grade of A, B, C, D, or F. Courses that have received a grade of W are not included in attempted course work.

2. Academic Probation

a.  Cowley students are expected to perform at an academic level sufficient for graduation. Any student whose current semester grade point average falls below the following guidelines after attempting 12 or more total credit hours will be placed on academic probation and notified by the Registrar after semester grades have been posted.

Hours Attempted Required Cumulative GPA
1-11 N/A
12-30 1.75
31+ 2.00

b. Students placed on probation shall not enroll in more than twelve (12) credit hours the following semester without consent of the Chief Academic Officer (CAO).

3. Academic Improvement Plan

Once placed on academic probation, the student must adhere to each of the following guidelines to continue enrollment in subsequent semesters.

a. The student has one semester to make progress toward the minimum standards outlined above or the student will be suspended from Cowley for one semester (fall or spring).

b. At the end of this time period, the student will be readmitted on a probationary basis and required to maintain a 2.0 semester GPA until the minimum cumulative GPA standard is met.

c. The student will complete a course on academic success by the end of the first semester of academic probation.

4. Academic Suspension

Any student on academic probation that does not meet each of the criteria under the academic improvement plan outlined above will be suspended from enrollment at Cowley College for one semester (fall or spring). The student will be notified by the Registrar of the suspension. Upon return to Cowley, the student must make academic progress and maintain a semester GPA of 2.00 or higher until the student is in good academic standing. Failure to maintain the semester GPA requirement will result in subsequent academic suspension of one academic year (fall, spring, and summer).

Academically suspended students may appeal in writing to the CAO. All appeals must provide written documentation substantiating the student's reinstatement request.

5. Academic Fresh Start

Students who return to Cowley College after an absence of at least two years from higher education, and who subsequently pass twelve hours with a 2.00 GPA or better, may petition to implement the Academic Fresh Start procedure. If the petition is approved, all the grades previous to the return to college will be changed to “NC”. All the courses will continue to appear on the transcript, but will not be calculated into the new GPA. A notation will appear on the transcript indicating Academic Fresh Start. Academic Fresh Start may be granted only once and does not apply to any courses taken at another college or university.

6. Academic progress standards

Academic progress standards for recipients of financial aid are outlined in Policy 433.00.

Adopted January 19, 1971
Revised July 17, 1978
Revised July 15, 1985
Reviewed July 11, 1989
Revised October 18, 1993
Reviewed July 21, 2003
Revised August 9, 2004
Revised July 21, 2008
Revised June 18, 2012
Revised November 21, 2022

Degree candidates who have completed a minimum of 30 graded hours in residence are considered for graduation with scholastic honors as follows:

Honor GPA
Summa cum laude 4.00
Magna cum laude 3.950-3.999
Cum laude 3.750-3.949

Honors are based on the student’s final grade point average, including all transfer hours, and including a minimum of 30 resident Cowley hours.

Honor rolls will be prepared each semester to recognize the academic achievement of full-time students. A single grade lower than a “C” automatically disqualifies a student from either of the honor rolls. The following criteria are used in preparing honor rolls:

Honor GPA
President’s 4.00
Dean’s 3.50-3.99

Adopted July 21, 2003
Revised August 9, 2004
Revised November 19, 2007
Reviewed May 17, 2021

Employees shall not accept any gratuities, gifts, or favors that might impair or appear to impair professional judgment, nor offer any favor, service or thing of value to obtain special advantage. Students in need of funds are to be encouraged to contact the Financial Aid Officer at the College or a commercial lending agency for advice on established procedures to follow in such cases.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 9, 2004
Revised April 19, 2021

Staff members employed by the College are not to engage in the practice of urging students or other staff members to vote for certain student candidates in an election conducted by the College. When requested to do so, staff members are free to offer to other staff members an objective and honest appraisal of students in order to provide an intelligent basis for casting votes. Under no circumstances, may a staff member prevail upon other staff members to cast votes for certain student candidates.

Adopted July 17, 1972
Reviewed July 11, 1989
Reviewed July 21, 2003
Revised January 19, 2021

It is the professional responsibility of all full-time faculty to perform those duties specified on the "Check Out Form" provided by the Vice President of Academic Affairs at the conclusion of each academic year or upon termination of employment. The final salary payment will not be made until the approved "Check Out Form" is presented to the Vice President of Academic Affairs. Names of Faculty not fulfilling this obligation will be submitted to the President for review.

Adopted October 18, 1971
Reviewed July 11, 1989
Revised July 21, 2008
Revised March 14, 2022

A final examination is required for each academic credit course. Examinations are given according to a published final exam schedule. Students must take such examinations at the scheduled time. Permission to take final examinations at another time will be granted only for compelling reasons, not including convenience of the student. Such permission, if granted, must be secured from the Vice President of Academic Affairs prior to the time of the final examination in question. Failure to appear for a final examination may result in loss of credit for the course.

Reviewed January 19, 2021

Cowley College reserves the right to discontinue academic and vocational programs using the following criteria as a guide:

  1. A program may be considered for discontinuance if it meets one or more of the following:
    1. Insufficient enrollment for an extended period of time.
    2. Loss of instructional staff qualified to teach said program.
    3. Loss of sufficient financial or material support to continue said program.
    4. Other extenuating circumstances meeting the President and the Board of Trustees needs for college stability and governance.
  2. The President of the College and the Board of Trustees will have the final authority regarding the discontinuance of any program.
  3. Once a decision has been made to discontinue a program the following shall occur:
    1. All affected personnel shall be notified of the discontinuance as soon as possible and treated according to their individual employment agreement, contract or other binding document.
    2. No new students will be enrolled in the program.
    3. Current students will be informed of the teach-out plan for the program. Cowley will make every attempt to teach-out discontinued programs, but reserves the right to transfer teaching duties to outside sources.
    4. If so determined, a comprehensive teach-out plan will be developed by the academic affairs office and made available to the Kansas State Board of Regents.
    5. Equipment, supplies, curriculum, teaching materials, and all other items pertaining to the program shall be disposed of in a manner according to their funding source (i.e., Perkins programs so discontinued will have their related items absorbed by another Perkins program).
    6. The academic affairs office will be responsible for the implementation of this policy and all requirements therein.

Adopted July 21, 2003
Revised March 15, 2021

In order to assess the effectiveness of instruction, Cowley College adjunct faculty will be evaluated at least once annually utilizing feedback from students and/or observations by Cowley College instructional personnel. Two methodologies are utilized:

  1. Classroom Observations – Visitations by Cowley College personnel in which instructors are evaluated utilizing a standard form outlining observation criteria. A written copy is returned for review and to obtain a signature from the instructor. A copy is kept on file in the instructional office.
  2. Student Evaluation – A rating sheet is completed by students towards the end of the course ranking instructors on a number of criteria. A summarized copy of the results is provided to the instructor upon completion of the semester. A copy is also kept in each instructor’s personnel file.

Adopted July 21, 2003
Revised August 11, 2008
Revised January 19, 2021

The U.S. Department of Education, Higher Learning Commission and the Kansas Board of Regents define credit hour and have specific regulations that the college must follow when developing, teaching and assessing the educational aspects of the college. As such, the college shall utilize and adhere to the following:

  1. A credit hour is an amount of work represented in intended learning outcomes and verified byevidence of student achievement that is an institutionally-established equivalency thatreasonably approximates not less than one hour of classroom or direct faculty instruction and aminimum of two hours of out-of-class student work for approximately fifteen weeks for onesemester hour of credit or an equivalent amount of work over a different amount of time.
  2. The college shall record one semester hour of credit for any student who has made satisfactoryprogress and attended a class, which consists of at least the minimum class instruction timebased on course classification type plus time allowed for a final examination. Minimum classinstruction time per credit hour for a lecture class will consist of at least 750 minutes, alaboratory class at least 1,125 minutes, a physical activity class at least 1500 minutes and anensemble class 2,250 minutes. A studio class will meet a minimum of 1500 – 2250 minutes percredit hour, depending on if any student work can be completed outside of the studio time. Thecollege shall record one semester hour of credit for any student who completes a minimum of2,700 minutes in on-the-job training, internships, practica, or clinical experiences in healthoccupations.
  3. The number of semester hours of credit allowed for each distance education or blended hybridcourses shall be assigned by the college based on the amount of time needed to achieve thesame course outcomes in a purely face-to-face format.

Adopted December 19, 2011
Revised May 17, 2022

 

Student Affairs Council

Series 400.00

The Student Affairs Council has been established to provide advice to the President in development and implementation of policies governing the student affairs of the institution, including: orientation, campus rules and regulations, housing and health services, financial aid, student government, and student activities.

The Council considers issues submitted by the Cowley College Student Senate or individual members of the Council, is the voting body for Student of the Month, and serves as the grievance board for student appeals. The Council also makes recommendations to the Administrative Cabinet through the Chairman.

The Council is composed of staff members and a student appointed by the Vice President of Student Affairs and approved by the President.

Adopted January 18,1971
Revised March 19, 1973
Reviewed July 11, 1989
Revised October 15, 1990
Revised July 21, 2003
Revised August 1, 2004
Revised November 16, 2009
Revised June 21, 2010

Cowley College is committed to instilling in its students a high level of academic integrity. Integrity in and outside the classroom is a definite expectation. Students who compromise the integrity of the academic process are subject to disciplinary action by the college. The student so affected by an academic integrity violation and disciplinary action shall have the right of appeal through the academic affairs office.

Adopted June 20, 2005
Revised April 16, 2007
Revised July 21, 2008
Revised June 21, 2010
Revised October 15, 2012
Revised August 11, 2014

Cowley College is committed to providing an excellent safe and learning environment for all students in and outside the classrooms. We believe in fostering a campus climate that promotes physical and mental well-being as well as a safe and orderly campus environment. Students who compromise the student code of conduct are subject to disciplinary action by the college.

Cowley College students are expected to conduct themselves as responsible individuals at all times while on campus and off campus when on a college approved activity in accordance with the Standards of Student Conduct. Acts of incivility or misconduct which interferes with or detracts from the learning-centered environment are not permissible. A charge of misconduct may be made against a student for violating provisions of published College regulations and policies.  In circumstances where a student is charged with misconduct, they will be processed in accordance with procedures set forth in the Standards of Student Conduct and reflected in the Student Handbook. The student so affected by a student code of conduct violation and disciplinary action shall have the right of appeal through the academic affairs office via policy 405.

The administrator responsible for ensuring student rights and freedoms is the Executive Director of Student Affairs. Both the Vice President of Academic Affairs and the Executive Director of Student Affairs are responsible for student conduct, responsibilities and due process.

Adopted January 18, 1971
Revised March 20,1972
Revised July 17, 1978
Revised July 15, 1985
Reviewed July 11, 1989
Revised October 15, 1990
Revised July 21, 2003
Revised September 20, 2004
Revised July 18, 2005
Revised June 21, 2010
Revised February 21, 2011
Revised May 16, 2011
Revised October 18, 2011
Revised October 20, 2014

Any student receiving disciplinary action or required to pay any fine or penalty as a result of a violation other than appeal of course grades or withdrawal from class may appeal that action according to the procedure listed below.

  1. The aggrieved student should seek to resolve his or her issue with the department supervisor of the area the original charge was administered.
  2. The aggrieved student may then discuss the problem with the Vice President of Student Affairs or outreach campus designee. During the discussion the aggrieved person shall seek to resolve the matter informally.
  3. If the aggrieved student is not satisfied with the disposition of the grievance at Level One, the student may submit the grievance in writing to the Student Affairs Committee. The Student Affairs Committee will review the grievance at their next scheduled meeting. The student may also present his/her grievance in person to the Committee at this meeting. The Student Affairs Committee shall submit a decision in writing to the student within five (5) school days after the meeting. Members of the Committee who address the Committee with a grievance or in some way are affected by the grievance must disqualify themselves as voting members for the duration of the deliberations and decision relative to such grievances. In cases of disqualification, the Vice President of Student Affairs shall have the right to make temporary appointments to the Committee for the same duration.

    As a prerequisite to filing such petition, the petitioning student waives any right to file suit or claim of any kind whatsoever which suit or claim attempts to establish legal liability against the individual members of the Committee for decisions rendered by the Committee in good faith.

Adopted January 18, 1971
Revised March 19, 1973
Revised June 16, 1980
Revised September 19, 1988
Reviewed July 11, 1989
Revised October 16, 1995
Revised July 21, 2003
Revised August 9, 2004
Revised November 16, 2009
Revised December 13, 2010

If a student has been administratively withdrawn from classes or expelled from the college for disciplinary reasons, the student may appeal that decision following the appeal process listed below.

  1. The aggrieved student must submit in writing their appeal within five business days of the withdrawal or expulsion to the Grievance Committee Chair. The Vice President of Academic Affairs will serve as the Grievance Committee Chair unless he/she is already involved in the disciplinary action. In that case, the President of the college will appoint a Committee Chair.
  2. The Grievance Committee Chair will then appoint a five person appeal panel which will consist of the Chair, a college administrator, an instructor, a student services employee, and a representative from the Cowley College Student Senate.
  3. None of the members of the Grievance Committee shall have been involved in the matter that forms the basis of the disciplinary action. If a member has been involved, he/she will remove themselves from the Committee and a new member will be appointed.
  4. Within five business days of receiving the written appeal, the Chair will notify the student of the time, date, and place of the appeal hearing. The appeal hearing shall be held not less than five business days nor more than fifteen business days after the appeal has been received.
  5. The student and the administration shall have the following rights during the hearing.
    1. Each party shall have the right to have legal counsel present at each party's own expense.
    2. Each party shall have the right to hear or read a full report of the testimony of the other party's witnesses.
    3. Each party shall have the right to present witnesses in person or to present their testimony by sworn affidavit.
    4. Each party shall have the right to testify and give reasons supporting their respective positions.
    5. The hearing will be conducted in an orderly manner. All information and testimony presented at the hearing is expected to be truthful and complete. Failure to give accurate testimony may result in disciplinary action.
    6. The Committee shall render a fair and impartial decision based upon evidence presented at the hearing.
    7. The hearing shall be tape recorded. Tapes are kept by the Grievance Committee Chair, and not released to students. However, the student and administration may review the tape.
    8. The Chair of the Committee may adopt other procedures as she/he may deem appropriate to provide a fair and orderly hearing. Strict rules of evidence will not apply. The hearing is not open to the public to protect the student's right of confidentiality. Everyone present at the hearing, including all witnesses, will be required to keep hearing proceedings strictly confidential. An exception to this may be made in the event the parents of the aggrieved student are to be notified. Once the hearing is concluded, the Committee may not consider additional information to testimony.

At the completion of the hearing, the Chair will prepare a written decision from the Committee that affirms, modifies or reverses the original decision and summarizes the evidence supporting the decision. The written decision will be mailed or delivered to the student and administration no later than 10 business days after the hearing. The Committee decision is final.

Adopted August 9, 2005
Revised July 21, 2008
Revised June 21, 2010

The Cowley College Student Senate (CCSS) is established to provide the student body with an officially recognized voice in the governance of the College. The CCSS participates in the development of student policies and programs under guidance of a sponsor appointed by the administration. CCSS expends certain student funds, supervises student social programs, recommends for appointment student members to student-faculty committees and councils, and charters other student organizations.

The CCSS is composed of student officers whom are elected at large from the student body and of representatives from active clubs, organizations and other student groups on campus. CCSS is governed by the constitution and by-laws of their organization.

Adopted January 18, 1971
Reviewed July 11, 1989
Revised October 15, 1990
Revised July 21, 2003
Revised August 1, 2004
Revised June 21, 2010
Revised April 20, 2020

In order to be recognized by the College, student organizations are approved by the Cowley College Student Senate and the Administration.

  • Groups wishing to organize under College sponsorship complete the "Application for Charter" form available from the Student Life Office. The completed application is then reviewed by the Director of Student Life and forwarded to the Vice President of Student Affairs, or designee. Once approved by the Vice President of Student Affairs, or designee, the application is presented to the Student Senate at their next meeting. CCSS members will vote and, if approved, the club recommendation will be forwarded to the College President for final confirmation. A charter shall be duly recorded and issued to the new organization.
  • The Vice President of Academic Affairs is responsible for the appointment of a faculty or staff sponsor for academic clubs/organizations. The Vice President of Student Affairs, or designee is responsible for  the appointment of a faculty or staff sponsor for all other clubs/organizations. The sponsor assumes responsibilities for the conduct and affairs of the organization assuming responsibility for meeting times, and organization conduct.
  • Organizations must adhere to the following regulations 1) All legal financial obligations incurred by the club must be met; 2) All plans for fund raising activities other than dues or assessments must be approved by the Director of Student Life. 3) Clubs must serve an academic purpose as well as promote professional and personal growth of members. 4) Each club sponsor is to return the goal sheet for their club at the start of each school year. Failure to achieve stated goals may result in the termination of such club.
  • Social events and functions sponsored by the organizations are subject to the rules and regulations of the College. Private parties held by club members in their homes or at commercial establishments do not come under the jurisdiction of the College in any way. Neither the name of the school nor of the club shall be used in advertising these functions or in making financial arrangements for them.

Adopted January 18, 1971
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 1, 2004
Revised July 21, 2008
Revised June 21, 2010
Revised January 17, 2023

 

Students officially dropping from classes prior to completion of 12% of the class or the date printed on the student’s course schedule are entitled to a 100% refund of tuition and fees.

Late enrollment does not extend the Refund Period.

  1. Students are entitled to 100% refund of tuition and fees for classes that do not materialize regardless of the date.
  2. Failure to attend classes does not constitute a schedule change or withdraw from class and does not entitle the student to a refund of tuition and fees. Students will be dropped who are reported as non-attended on the official roster.
  3. An administrative withdrawal does not entitle the student to a refund of tuition and fees.
  4. To officially withdraw, a student must complete an official “Add/Drop” form or “Complete Withdrawal” form and return the form to the Registrar’s Office.

Adopted September 21, 1992
Revised June 23, 2008
Revised October 18, 2021

Student travel for instruction-related contests, musical performances, experiential learning, student government conventions, and other appropriate activities, must be approved by the Vice President of Academic Affairs for approval. In order to represent the College in activities on a State and National level, students must be a student in good standing.

Requests for student travel should be submitted to the Vice President of Academic Affairs by the sponsor of the organization or activity at least one week prior to the trip and follow the guidelines per Policy 244.00. Notice of approved absence from classes will be announced in writing by the Vice President of Academic Affairs as far in advance of the absence as is practical.

Adopted January 18, 1971
Revised May 11, 1976
Revised December 8, 1978
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 1, 2004
Revised July 21, 2008
Revised June 21, 2010
Revised January 17, 2023

Students are expected to settle accounts with the College as they become due and payable. Students who have outstanding accounts from any source will not be issued official transcripts until such accounts have been settled.

  1. Students who have past due balances from any source in excess of $500.00 will not be allowed to enroll.
  2. Students who have enrolled, but have not paid their tuition and fees by the due date published in the schedule of courses, will be placed on a business office hold and prevented from enrolling in future semesters.
  3. Students who wish to enroll but who are unable to pay their tuition and fees by the published due date may elect to utilize one of the following options:
    1. Tuition and Fees Installment Payment Plan
      1. Students wishing to make payments may enroll in any option available for the current semester through the College's contracted payment processor, and accept all terms and conditions as imposed.
      2. Students who miss a payment will be placed on hold and not allowed to enroll in further courses unless they can make full payment of any remaining balance.
    2. Financial Aid
      1. Students who have fully completed a financial aid application with the U.S. Department of Education by August 1 for the Fall Semester, December 1 for the Spring Semester, and May 1 for the Summer Semester will receive an automatic deferment of tuition and fees covered by the aid until aid is processed for that semester. Any tuition and fees beyond anticipated aid must be paid in accordance with options described above.
    3. Third Party Billing Deferment
      1. Students whose employer, other business or government entity has agreed to pay the College for their tuition and fees will be exempt from payment provided they have completed the necessary forms required for the College to execute payment from the qualified third party. The Third Party Billing forms and documentation must be provided by the published due date for the semester of enrollment.
  4. Student accounts that are not paid in full by the end of each semester will be turned over to a collection agency and the State of Kansas Setoff program.  Students will be assessed a collection fee incurred to collect the delinquent debt.

Adopted July 17, 1978
Revised November 19, 1984
Revised October 20, 1986
Revised July 20, 1987
Reviewed July 11, 1989
Revised June 19, 1995
Reviewed July 21, 2003
Revised January 24, 2005
Revised November 21, 2005
Revised December 18, 2006
Revised June 21, 2021

The School Certifying Official (SCO) assists veterans with application and reporting requirements for Veterans Administration (VA) benefits and programs and certifies course hours applicable to the VA programs for veterans each semester.

Adopted January 18, 1971
Reviewed July 11, 1989
Revised October 15, 1990
Reviewed July 21, 2003
Revised February 17, 2020

Effective academic advising is central to Cowley’s educational mission. It is a collaborative relationship between a student and an academic advisor that provides each student with an advisor who will take a personal interest in the student and their academic pursuits. To ensure that all students have access to high quality advising, Cowley will provide the following:

  1. Goal Setting: helping students to set both short-term and long-term educational goals.
  2. Information: accurately informing students of graduation requirements of their degree and will be able to inform students of career opportunities in their field of study.
  3. Transitions: informing students how to change degree, enroll in their curriculum and to drop or add courses during the semester.
  4. Accessibility: having reasonable hours and methods of availability.
  5. Referral to Campus Resources: Referring students to various campus resources including, but not limited to college counseling services, student activities, and career and employment services.

Cowley will provide information to students to inform them of their responsibilities in the Academic Advising process.

Cowley will be responsible for the necessary training of academic advisors to assist them in meeting the responsibilities of this policy.

Adopted January 18, 1971
Revised August 14, 1989
Revised October 15, 1990
Revised July 21, 2003
Revised: May 18, 2020

The purpose of all technology resources at Cowley College is to promote and enhance education, instruction, and research activities in accordance with the College’s mission statement. College students and others within the general community are not to participate in the following activities while using College technologies. These activities are unethical and/or unacceptable and may violate state or federal laws.

  1. Loading or installing software on any computer or on the network.
  2. Modifying or moving (on or off campus) any technology equipment or software without prior authorization from the Information Technology Department.
  3. Performing any act that will interfere with the normal operation of the College’s technology.This includes connecting any unauthorized equipment to the network.
  4. Excessive personal use. Use may be excessive if it overburdens a network, results in substantial use of system capacity, or otherwise subjects the institution to increased costs or risks.
  5. Unauthorized personal use. Information technology resources, including e-mail and the web, shall not be used for personal commercial gain, for charitable solicitations unless these are authorized by the appropriate college administrator, for personal political activities such as campaigning for candidates for public office, or for lobbying of public officials.
  6. Use of technology resources to threaten, harass or offend others. Technology resources shall not be used to intimidate or create an atmosphere of harassment based upon gender, race, religion, ethnic origin, creed or sexual orientation. Fraudulent, threatening, obscene, or pornographic use for distribution, to harass, or intimidate is prohibited.
  7. Attempting to gain or gaining unauthorized access to the network, any computer, or the files of another person.
  8. Undermining password security. No one should use the username or password of another; nor should anyone provide his or her username or password to another, except in the cases necessary to facilitate maintenance and repairs by the Information Technology staff.
  9. Willful misrepresentation of yourself as another person in any electronic communication.
  10. Using any College technology resource to violate local, state, or federal law or another College policy.
  11. Violating libel, copyright, fair-use, or trademark laws while using Cowley technology resources.
  12. SANCTIONS: Violators of this policy will be subject to one or more of the following:
    1. Admonition
    2. Being asked to leave the premises
    3. Suspension of computer and technology privileges
    4. Suspension of lab privileges
    5. Suspension from all Cowley College activities
    6. Removal of enrollment privileges

Adopted July 19, 2004
Revised March 15, 2021

Residing in College Housing carries with it very serious responsibilities; therefore, students should have the maturity and the capability of relating on a positive basis with others in a residential atmosphere away from their own homes. The College is in the position of assisting students in securing housing, and current lists of available rooms and apartments are maintained by the Director of Housing. The College operates a limited number of housing facilities, which are available on a "first-come-first-served" basis to full-time students, regardless of race, color, or religious affiliation. Exceptions may be made in cases of previous violations of campus rules and regulations.

Guidelines for student conduct on the entire campus, including parking lots can be found in the Student Housing Handbook.

Adopted January 18, 1971
Revised July 21, 1975
Revised October 20, 1980
Revised July 20, 1981
Revised August 14, 1989
Revised October 15, 1990
Reviewed July 21, 2003
Revised August 1, 2004
Revised November 16, 2009
Revised May 16, 2011
Revised January 17, 2023

 

In addition to a program of institutional and endowment scholarships and grants-in-aid, the College participates in the following Federal programs: PELL Grants, Supplemental Educational Opportunity Grants, the Federal Work-Study Program, and Guaranteed Student Loans.

These programs are administered by the Director of Financial Aid in compliance with federal, state, and institutional guidelines.

  1. Scholarships: Academic scholarships are awarded each semester based on an applicant’s scholastic eligibility.
  2. Grants-in-Aid: Grants-in-Aid are awarded to students for services rendered to the College through involvement in a program or activity. Students must satisfy specific requirements to be eligible to continue to receive a grant-in-aid.
  3. Federal Assistance: Federal aid is processed and awarded by the Financial Aid Office on the basis of each applicant’s need and eligibility and availability of funds. 
  4. Student Employment: The Vice President of Student Affairs administers the Work-Study Program. Students may apply for on-campus employment either on-line or through the office of the Vice President of Student Affairs. The office of Career Services maintains an employment listing for part-time working the community.
  5. Academic Progress: To be eligible for financial assistance, a student must be making“satisfactory academic progress” (433.00) toward completing an approved degree or certificate program.
  6. Qualification for Federal Aid: Only full-time students, those enrolled in at least 12 credit hours per semester, shall qualify for full entitlement of federal aid as established by federal guidelines. Students enrolled in fewer than 12 semester hours shall be considered part-time students and will qualify for federal assistance as specified by federal guidelines. Student loan recipients must be enrolled in at least 6 credit hours. 
  7. Failure to meet Satisfactory Academic Progress (SAP):  SAP will be measured after the end of each academic term:  fall, spring, and summer.  Notification of failure to maintain SAP will be mailed to the student via their e-mail account.  Students who fail to meet SAP will be placed on warning status for the following semester of enrollment.  A student who is on warning status who has a subsequent semester of unsatisfactory progress will be subject to aid denial for future semesters.  Students on warning status must complete the Warning Acknowledgment Form, the Financial Literacy Quiz, and the Academic Plan prior to receiving aid during that semester.  Additionally, students who are not achieving satisfactory progress at the time of financial aid refund distribution may be subject to having their refund aid held until satisfactory progress is demonstrated.  Failure to achieve satisfactory progress may also result in federal aid being returned to the distributor in accordance with federal guidelines. Students who are placed on financial aid denial may submit a written appeal to the Student Affairs Council for reconsideration of the student’s eligibility.
  8. Financial aid requirements and restrictions are subject to change based on federal regulations or institutional needs.

Adopted January 18, 1971
Revised July 17, 1978
Revised July 15, 1985
Revised August 14, 1989
Revised July 21, 2003
Revised December 13, 2010
Revised July 18, 2011

Cowley College recognizes the need to provide financial assistance to qualified students. Federal regulations require students receiving federal aid to make “Satisfactory Academic Progress” in order to continue receiving federal aid. Progress of all students on federal aid will be measured at the end of each semester based on hours attempted, hours completed, grade point average GPA and the maximum timeframe allotted for the degree or certificate.

The following procedures will be used to determine eligibility and the awarding of federal aid:

  1. A student’s eligibility for federal financial aid will be evaluated each semester aid is received on approved need, enrollment in a degree or a certificate program, satisfactory academic progress and availability of funds. Summer is considered a trailer semester at Cowley College and SAP is evaluated for summer as well.
  2. Satisfactory Academic Progress (SAP) is defined as follows:

    Good Standing:
    The student completes a minimum of 67% of credit hours attempted with a grade point average of 1.75 each semester and a cumulative grade point average of 2.00 once 31 or more credit hours have been attempted.

    Warning:
    The students cumulative and /or semester GPA does not meet the minimum 1.75 and /or the student does not meet the 67% attempted hours requirement. Students on Warning status are still eligible for all federal aid types. At the end of a Warning semester, if the student meets all minimum standards they will return to Good Standing. If any standards are not met while on Warning, the student will be on Denial. Students on Warning Status must complete the Warning Acknowledgement (available through the student’s financial aid portal).

    Denial:
    Student has no passing grades for a semester or hours completed for a semester or student was on Warning status and did not meet one or more of the required standards. Denial status means the student is not eligible for Title IV aid which includes grants, loans and work study.

    Probation:
    Student has appealed Denial status and been reinstated on Probation status. Student is eligible for Title IV aid and must meet all standards during Probation status or will return to Denial status. Students reinstated on Probation must provide an approved Academic Plan from a Cowley Advisor.

  3. Remedial hours: For federal aid recipients, remedial hours are included in GPA calculations as eligible hours for federal aid. However, remedial hours are not included in graduation calculations. Once a student has attempted 30 remedial hours (whether aid was used or not) any further remedial hours will not be used in the calculation of eligible hours for federal aid.
  4. Repeated hours: A student may repeat a course previously passed with a D if a higher gradeis required for graduation or transfer. A student who has failed all attempted courses or withdrawn (W) without ever passing it may repeat the course and receive federal aid for it until passed with a D or better.
  5. Transfer Credits: Student must request official transcripts from all prior colleges attended. All previous college attempted and completed credit hours officially on file will count toward the student’s GPA and maximum hours attempted regardless of whether federal aid was used towards those transfer hours.
  6. Maximum Attempted Hours: Students are allowed to attempt 150% of a programs’ hours required before they are no longer eligible for federal aid at Cowley College. 150% of an Associate’s Degree is 95 credit hours. Certificate requirements will vary based on program length but will be calculated as 150% of the required credit hours for the program certificate.
  7. Federal Aid Appeal: Students on Federal Aid Denial may appeal that denial by completing the Appeal Form relevant to their particular denial status. (i.e. SAP, Maximum Attempted Hours, Unusual Enrollment History) located in the forms section of the Cowley website. (Appeal Procedures: SDT011, SDT012, SDT013)

Adopted October 18, 1993
Revised October 16, 1995
Reviewed July 21, 2003
Revised October 19, 2009
Revised December 13, 2010
Revised July 18, 2011
Revised September 19, 2011
Revised May 21, 2012
Revised August 14, 2017
Revised May 16, 2022

The College is a member of the Kansas Jayhawk Community College Conference and of the National Junior College Athletic Association. College athletes are expected to be students first, with their participation in athletics a part of a well-rounded educational experience. Their personal conduct is expected to begin the highest tradition of amateur athletics.

Scholarships shall be provided for athletes in accordance with rules as specified by the KJCCC and NJCAA. All scholarships must be approved by the Athletic Director and the President. Students who accept such scholarships will be required to abide by specific rules and regulations developed by the Athletic Department and the Jayhawk Conference.

Adopted January 18, 1971
Revised July 18, 1977 
Revised December 18, 1978
Revised July 16, 1979
Revised April 20, 1981
Revised July 18, 1983 
Revised July 16, 1984
Revised July 15, 1985
Revised August 8, 1988
Revised November 21, 1988 
Reviewed July 11, 1989
Revised July 21, 2003
Revised August 1, 2004
Revised June 23, 2008
Revised June 19, 2017
Revised January 17, 2023

Cowley County Community College offers many programs, services, and classroom activities to promote and support student connections and success in the learning process. Mandatory assessment and placement in basic skills courses is an important first step. Ensuring that students begin academic courses at the appropriate level is critical in helping students become involved in the learning process. Such placement allows students to connect with other students with common academic challenges and abilities as well as build the necessary academic skills to move forward.

  1. Students who are seeking a degree or certificate or are registering for 12 or more credit hours are required to complete placement tests in English reading, English writing, and mathematics. Students registering for fewer than 12 credit hours are required to complete placement tests in English reading, English writing, and mathematics prior to registering for English composition or math courses, or after attempting 12 credit hours. Once the student has attempted 12 credit hours, they will be put on "Assessment Hold" and not allowed to enroll until assessment requirements are fulfilled. All or part of testing may be waived by providing documentation of one of the following:
    1. For English writing: An ACT English score of 20.
    2. For English reading: An ACT Reading score of 18.
    3. For Mathematics: An ACT Mathematics score of 19.
    4. A college degree from an accredited institution. Appropriate mathematics and English courses must have been taken.
    5. An official college transcript from the last three years listing the writing, math, or reading prerequisite courses completed with a grade of a "C" or better.
    6. Assessment results within the last three years from another institution.
  2. After students are assessed they are placed into the appropriate course. Students must successfully complete the required course(s) to move to the next level of coursework. Once a student begins a math course sequence, they cannot retest or skip a course level. Placement is enforced through the student registration system. It is also monitored after grades are posted at the end of each semester. Students who do not complete required coursework with a grade of "C" or better are notified and required to re-register for the course.
  3. Cowley County Community College provides students with the opportunity to retest one time at the beginning of their course sequence if they feel their initial assessment results do not adequately reflect their ability. The fee for retesting is $5. If the student still feels the placement is inaccurate, they may appeal to the Student Affairs Committee. This committee will review any evidence submitted by the student and make a final decision regarding the student's appropriate placement. The decisions made by the Student Affairs Committee will be final.

Adopted January 18, 1971
Revised August 14, 1989
Reviewed July 21, 2003
Revised July 19, 2004
Revised May 21, 2012

The main floor of the Nelson Student Center has been designated as the Student Center on the main campus. This area includes the game room, Tiger Deli, and television room. The Center is available for utilization by college students, employees, and invited personal guests. Guests must be accompanied by their host to use the Center or obtain permission from the Director of Student Life. Visitors who are on official business with the College may utilize these facilities while conducting business with the College. The Student Center is not open for public use.

Adopted July 16, 1973
Revised July 18, 1983
Revised August 14, 1989
Revised October 15, 1990
Revised July 21, 2003
Revised August 1, 2004
Revised February 21, 2005
Revised November 16, 2009
Revised April 19, 2021

In compliance with the Federal Drug Free Workplace Act of 1988 (Public Law 100-690) and the Drug Free Schools and Communities Act of 1989 (Public Law 101-226), Cowley County Community College (Cowley College) prohibits the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance or abuse of alcohol (as defined in these Acts) by a student or employee on college property or at any college event or activity.

Student or employee violations of federal, state, and/or local drug and alcohol laws, including underage drinking laws, or Cowley College policies will be handled in accordance with applicable law enforcement and/or Cowley College disciplinary procedures. In Kansas, the legal drinking age is 21; however, no alcohol is allowed on Cowley College property or property controlled by Cowley College without prior written approval of the Cowley College Board of Trustees.

Residence halls, student clubs/organizations, and athletic teams may impose additional restrictions.

Adopted July 20, 1987
Reviewed July 11, 1989
Revised October 15, 1990
Revised July 21, 2003
Revised November 16, 2009
Revised December 12, 2022

All duly enrolled students at Cowley County Community College shall be eligible for admission to any course or courses, or for participation in any College sponsored activity, for which they are otherwise qualified, without regard to race, creed, sex, religion, or national origin, unless such course or activity is specifically exempted by Title IX of the Educational Amendments of 1972 or other Federal or State Laws.

Any person who feels that he/she has been discriminated against by College policies or personnel may seek relief through the following procedures, and no others:

  1. The aggrieved party must first present his/her complaint in writing, to the individual being charged with discrimination within five (5) days of the alleged occurrence stating the substance and date of the alleged occurrence. A copy of the complaint must be forwarded to the Affirmative Action Officer.*
  2. In the event that the complaint persists, after having made reasonable effort to resolve it with the responsible individual, the aggrieved party may file a written appeal with the Affirmative Action Officer. To be considered by the Affirmative Action Officer, such an appeal must be filed within fourteen days of the alleged occurrence.
  3. Within five (5) days after receipt of a written appeal, the Affirmative Action Officer will schedule a conference with the parties to the complaint. It is required that a "good faith" effort be made to resolve the complaint at this meeting. Said Affirmative Action Officer must,within five (5) days from the date of this meeting, provide both parties with written decision concerning the complaint.
  4. If the grievance is not resolved in the conference convened for this purpose, the aggrieved party may, within five (5) days, file a written appeal with the Affirmative Action Officer for an Administrative Review.
  5. Following such an appeal, an Administrative Review by a panel selected by the Affirmative Action Officer shall be conducted, at which time all parties to the complaint may be heard. Within five (5) days following the conclusion of the Administrative Review, a written decision of the review panel shall be presented to all parties by the Affirmative Action Officer.
  6. After all administrative recourse has been exhausted, the aggrieved party may, if done so within ten (10) days of notification of the decision rendered by he Administrative Review panel, petition for a hearing by the Board of Trustees. Procedures for such a hearing will be established by the Board of Trustees upon the advice of legal counsel.

*Note: The Dean of Student Life, is the designated Affirmative Action Officer of the College.

Adopted April 19, 1976
Revised July 15, 1985
Reviewed July 11, 1989
Revised July 21, 2003

Health Services are designed to assist students and staff in matters of health and wellness. The goals of Health Services are established in accordance with the American College Health Association (ACHA) and are as follows:

  1. Promotion and maintenance of those conditions which will permit and encourage each individual to realize optimum physical, emotional, intellectual, social occupational, and spiritual wellness.
  2. Control of those factors in the campus community and its environment which may comprise well-being.
  3. Guidance of individuals toward the active incorporation of wellness as a positive value in life.
  4. Stimulation of individuals to make healthy decisions and choices concerning lifestyles.

Adopted August 14, 1989
Reviewed July 21, 2003
Revised August 10, 2020

Cowley College requires all students living in residential housing to receive the meningitis vaccine or sign a waiver indicating their knowledge of the risks of bacterial meningitis and their decision not to be vaccinated. It is strongly recommended that all students become knowledgeable about meningitis and consider vaccination in order to reduce their risk.

In addition to the meningitis, some international students must also complete a Tuberculin screening. Students can provide proof of a Tuberculin screening from their healthcare provider or through campus Health Services.

Cowley College, along with the Kansas Department of Health and Environment, and the Center for Disease Control, strongly recommends all students be immunized against tetanus, diphtheria, hepatitis B, varicella, polio, measles, mumps, and rubella. Questions about immunizations should be directed to campus Health Services or local health departments.

Adopted October 18, 1993
Revised July 21, 2003
Revised May 15, 2006
Revised January 16, 2007
Revised October 19, 2020

Cowley College will comply with all Federal and State laws applicable to College employees, students and job applicants with communicable diseases. The College will make informed decisions involving persons who have communicable diseases based on current and well-informed medical judgments concerning the disease, the risks of transmitting the illness to others, the symptoms and special circumstances of each individual who has a communicable disease, and a careful weighing of the identified risks and the available alternative for responding to an individual with a communicable disease.

Cowley College will comply with all applicable statutes and regulations that protect the privacy of persons who have a communicable disease. Every effort will be made to ensure procedurally sufficient safeguards to maintain the personal confidence about persons who have communicable diseases. Cowley College will not discriminate against any employee or student based on the individual having a communicable disease.

A student with identified chronic communicable diseases may attend college whenever, through reasonable accommodation, the risk of transmission of the disease and/or the risk of further injury to the student is sufficiently remote as to be outweighed by the detrimental effects resulting from the student’s exclusion from college.

Adopted October 18, 1993
Revised July 21, 2003
Revised February 22, 2021

In compliance with Kansas Statute KSA 2009 Supp. 65-129, all Cowley College students who have traveled, resided in for more than three months, or were born in any country where Tuberculosis (TB) is endemic as identified by the KDHE Kansas Department of Health and Environment, must provide TB test results prior to the start of the semester. Any student who is not in compliance is not eligible to attend classes or enroll for a subsequent semester or term or obtain an official academic transcript or diploma until the student is compliant with the requirements.

Adopted June 18, 2012
Revised September 21, 2020

Upon the approval of the Administrative Council, policy statements will be submitted for consideration by the Board of Trustees. Upon adoption of a policy by the Board of Trustees, the new policy shall be distributed to employees and or students as appropriate.

A policy statement that has been adopted by the Board of Trustees immediately becomes a part of the official Policy Manual governing all operations of Cowley College. Exceptions to such policies may be made only by the Board of Trustees or by the President with the concurrence of the Board of Trustees.

This Manual is maintained on-line and serves as the official copy of current policies and procedures.

Click here to view the Faculty Master Agreement

Procedures

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