Additional College Policies

4.1 Fundraising and Grants 

The Office of Institutional Advancement is responsible for all external fundraising, including annual fund mailings, special events, capital campaigns and grants. All College faculty and staff are required to contact that office with their ideas and suggestions for proposals so that all efforts in soliciting external funding can be coordinated.  No grant proposal should be sent to an external funding agency without first receiving approval from the Office of Institutional Advancement, extension 8042

4.2 Royalties and Other Compensations or Incentives Related to Selection of Course Material

Faculty and academic departments must abide by all applicable laws in the selection of course materials, including Pennsylvania’s College Textbook Affordability, Accountability and Accessibility Act. Under this Act, faculty members and academic departments are prohibited from receiving royalty payments or other compensations or incentives as an inducement for selecting specific course materials to be used in a class, unless those course materials are an original work by the faculty member or academic department. This prohibition does not include the receipt by a faculty member or academic department of sample copies, instructor’s copies, or instructional material.

Faculty must also comply with academic department procedures, the College’s Conflict of Interest Policy (#212), and the College’s Solicitation in Campus Facilities Policy (#158).

4.3 Solicitation and Accepting Gifts to the College

It is not unusual for faculty and staff to meet individuals from whom they want to solicit gifts of equipment, services or monetary contributions for their individual programs.  All external solicitations must be approved by the Office of Institutional Advancement to ensure that there is no duplication of effort.  In addition, all gifts (solicited or unsolicited) must be acknowledged by the Office of Institutional Advancement and reported to the College’s Board of Trustees.

Please contact the Office of Institutional Advancement, extension 8042 for assistance with solicitation, acceptance and reporting of gifts to the College.

The College's Solicitation in Campus Facilities Policy  

4.4 Purchasing Policy

Basic office supplies are purchased through the College’s approved vendor (e.g., pens, pencils, staples, tape, scissors, paper clips, ruled pads, etc.). With the exception of books, software and computers, all other purchases should be requested through the Purchasing Department of the Office of Finance and Planning. This requirement is designed to protect the College and its employees and to utilize the special expertise that this office has in respect to tax-exemption   status and public entity purchasing requirements.

View the Expenditure Approval Requirements Policy (Policy 203)

View the Petty Cash Usage Policy (Policy 204)

4.5 Copyrights and Proprietary Rights of the College 

The Board of Trustees is the owner of the name “Community College of Philadelphia” and any logo, mark, copyright or trademark identification. License to use such identification must be addressed in writing to the Vice President for Business and Finance.

The policy regarding the intellectual property rights in materials created by full-time faculty is found in Article XV of the full-time faculty collective bargaining agreement

View the Central Duplicating Operating Policy (Policy 301),

4.5.1 Copyrights

The College adheres to laws limiting reproduction of all copyrighted material including computer software or digitalized information of any kind. Consult your dean or supervisor if you have questions about the proper use of copyrighted material. “Community College of Philadelphia’s Copyright Permission Guidelines” for printed material are available from the Duplicating Center, Room MG-28, extension 8108.

View the Central Duplicating Operating Policy (Policy 301)

4.6 Institutional Expenditure Approvals

This policy defines institutional approval levels which are required for institutional expenditures. Expenditures on behalf of the College fall into five categories:

  • Petty Cash
  • Operating Expenses
  • Capital Budget Expenses
  • Facilities (Project Development) Expenses
  • External Agreement Expenditures

Approval requirements for the list may be viewed at Expenditure Approval Requirements Policy

4.7 Indemnification for Liability 

The College provides insurance coverage and indemnifies employees against liability claims or suits in connection with carrying out their job responsibilities while acting within their scope of employment. Such coverage does not extend to actions on the part of an employee which violate explicit College policies or constitute illegal acts.

4.8 Solicitation in Campus Facilities 

Solicitation refers to the act of approaching another, be it in person, by mail, by telephone or through electronic medium with the intent to:

  1. Buy or sell goods or services, take orders or collect money from other than members of a sponsoring organization;
  2. Distribute political or other types of information; or
  3. Proselytize religious beliefs.

Solicitation for charitable, political, social, religious or other causes by students, faculty, staff, or visitors on College property is regulated by the policy below. Distribution and/or posting of literature (handbills, promotional materials, leaflets, or other similar items) by outside parties for external agencies on College property is also regulated by the policy below.

  1. Solicitation by College students is regulated by College policy administered through the Office of Student Life.
  2. Solicitation by the community is regulated by College policy administered through the Office of Marketing and Government Relations.
  3. All other solicitation activity requests are administered through the Purchasing Department.

The College does not permit any person, organization or agency to solicit, conduct business, or raise funds on College property except where specific written permission has been obtained from the: Office of Student Life, Office of Marketing and Government Relations, or Purchasing Department.

Any approved solicitation(s) should have the primary objective of providing a benefit to the students of the College. Examples of "benefit" include but are not limited to: a) sponsoring a student activity or event; b) providing financial scholarship to the College student(s); or c) increasing community awareness. The solicitation should not primarily benefit the solicitor nor contribute only to the business objectives of the solicitor.

Solicitation must not interfere with educational activities of the College.

Approved sale of goods or services may be conducted only in designated locations. No approval shall be granted if the solicitation violates existing College contracts.

Approved solicitors must agree to be responsible for any damages to College property or facilities as a result of the solicitation activity and must agree to remove any and all refuse or waste which results directly or indirectly from the solicitation activity. The College may require the solicitor to provide a security deposit.

This policy applies to all College properties, including leased facilities.

Student-related Solicitation

Solicitation initiated by students requires the written approval of the Director of Student Life. Any College location required for the solicitation activity must be reserved by the Office of Student Life. This office will communicate any special furnishing needs to the Office of Facility Operations as necessitated by the request.

Community-related Solicitation

Solicitation initiated by the local community requires the written approval of the Special Events and Community Relations Coordinator. Any College location required for the solicitation activity must be reserved by the Special Events and Community Relations Coordinator. This office will communicate any special furnishing needs to the Office of Facility Operations as necessitated by the request.

View the Solicitation in Campus Facilities (Policy 158).

4.9 Posting in College Facilities 

The dissemination of information is the cornerstone of any educational system. As such, the opportunity to inform other members of the College community is regulated by the College, not as a means of restricting the flow of information, but as an orderly means of ensuring all factions are given equal access to the available space for posting while not detracting from the aesthetics of the facilities. The College maintains procedures which apply to all individual, personal, organizational and commercial publicity which is posted on the Main and Regional Centers campuses. It does not apply to departmental and/or divisional (including faculty office doors) operational materials posted within areas assigned to that department/division unless specifically noted.

View the Posting in College Facilities Policy (Policy 159).

4.10 Admittance to College Buildings and Facilities after Normal Work Hours 

In order to provide proper security and safety coverage, the following procedures will govern admittance to all College facilities during other than normal College working hours by College faculty and staff.

The College is open to faculty and staff between the hours of 6:30 a.m. and 11:00 p.m. each weekday and between 6:30 a.m. and 5:00 p.m. on Saturdays during the Fall and Spring semesters. During the Summer semester, the College is open to normal access between 6:30 a.m. and 11:00 p.m. Mondays through Thursdays. The following procedure shall govern access to facilities other than times stated for normal access.

After 5:00 pm Monday through Friday (Thursday during summer hours) faculty, staff and students must swipe their College ID in order to gain entrance to a College building location.

To gain entrance to any College facility during non-operational hours, a valid College ID card must be presented to the security officer on site. Faculty and staff members are required to sign in and/or swipe their College ID at the time of entrance at the main security office, M1-23. In addition to your printed and written signature, the time and location where you will be working is required. You may only leave the building through the entrance that you entered and you must log out the time of your departure. Except for properly authorized staff, all faculty and staff may not remain in the facilities later than 11:00 p.m.

The after hours access entrance for each campus is:

  • Main campus - Entrance is through Mint Building Spring Garden Street entrance.
  • Annex – Spring Garden Street front door entrance.
  • Center for Business and Industry ("CBI") – 18th Street front door entrance. Security is stationed at the front desk. If security is not at the desk, call 215-751-8111.
  • Pavilion – 17th  Street entrance please call security at 215-751-8111 for access.
  • Northeast Regional Center - Entrance is on south side of building at rear parking lot.
  • Northwest Regional Center - Entrance is on east side of building adjacent to parking lot.
  • West Philadelphia Regional Center - Entrance is at rear of classroom building on Ludlow Street.

Security staff are not authorized to open or permit anyone to enter facilities from another entrance, unless there is prior written authorization from the Facilities Management Office.

This procedure does not address access to facilities by students. Faculty and staff are prohibited from bringing students onto College facilities via this procedure.

This is a general procedure that may be superseded by other temporary or specific procedures.

4.11 Acceptable Use Policy for Interactive Systems Including College Property and Computers 

Introduction

In support of its mission, Community College of Philadelphia provides access to computing and information resources for students, faculty, staff, members of the Board of Trustees and other parties that may be given access to the College’s interactive systems through a contractual association with the College within institutional priorities and financial capabilities. All members of the College community who use the College's computing and information resources are responsible to safeguard the integrity of these resources, respect the rights of other computing users, and abide by all pertinent license and contractual agreements. It is the policy of Community College of Philadelphia that all members of its community act in accordance with these responsibilities, any relevant laws and contractual obligations, and the highest standard of ethics.

Social networking services/sites can provide a virtual community external to the College. Members create their own online “profile” with biographical data, pictures, likes, dislikes and any other information they choose to post. They communicate with each other by voice, chat, instant message, videoconference and blogs, and the service typically provides a way for members to contact friends of other members. Examples include but are not limited to Facebook, MySpace, Friendster, Plaxo, LinkedIn, Ryze.

The use of information technology must remain in keeping with the philosophy and mission of Community College of Philadelphia. Users' must abide by this and any other relevant policies, procedures and guidelines. These policies and guidelines include but are not limited to:

  • College Policies and Procedures Memorandum #3 – Plagiarism, Classroom Cheating, Electronic Cheating, and Non-Print Product Misrepresentation
  • College Policies and Procedures Memorandum #305 – Policy Governing the Use and Duplication of Software
  • College Policies and Procedures Memorandum #309 – Hardware and Software Support Policies On-Campus
  • Guidelines for Responsible Computing
  • Student Code of Conduct
  • Equal Employment Opportunity and Affirmative Action Policies
  • Applicable collective bargaining agreements
  • Guidelines for Using the Faculty/Staff Access Centers
  • College Policies and Procedures Memorandum #352- Discriminatory Harassment Prevention

The College also recognizes federal, state, and local laws in regard to copyright, privacy, or any other statutes that relate to the online environment, as binding upon users of the College’s interactive system as well as employees identifying an affiliation with the College when using any social networking service.

Community College of Philadelphia’s interactive system is intended for use as an educational tool, and as such supports the teaching, learning, research, and campus activities of the College community and facilitates the management of administrative functions. The College, therefore, provides students, faculty and staff access to the technology resources and interactive systems of the College.  This policy applies to all users of the College system, as listed above and any others to whom the College wishes to make the system available.

The College makes no guarantees of any kind, either express or implied, that the functions or the services provided by or through the College's system will be error-free or without defect. The College will not be responsible for any damage users may suffer, including, but not limited to, loss of data or interruptions of service. The College is not responsible for the accuracy or quality of the information obtained through or stored on the system. The College will not be responsible for financial obligations arising through the unauthorized use of the system.

The Executive Officer for Information Technology Services will oversee the College's system by working with other College officials, government agencies and appropriate regional, state and national organizations as necessary.

The use of the College's interactive systems is a privilege, not a right, and inappropriate use can result in a termination or suspension of some or all of those privileges. Users will be expected to abide by generally accepted rules of network etiquette.

Privacy

While the College does not intend to routinely review the contents of files on the system, the College will engage in routine maintenance and monitoring of the system. Accordingly, system users should have no expectation of privacy using the College's system, including personal e-mail messages and other data files.

Routine maintenance and monitoring of the system may lead to the discovery that a particular user has or is violating the College's Acceptable Use Policy, or applicable law. The College will cooperate fully with local, state, and federal officials in any investigation concerning or relating to any illegal activities conducted through the College system.

An individual search will be conducted if there is reasonable suspicion that a user has violated the law or the College's Acceptable Use Policy. The nature of the investigation will be reasonable and in the context of the nature of the alleged violation.

College employees should be aware that their personal files (including personal e-mail messages) may be discoverable in court or agency proceedings and possibly elsewhere.

Use of the College system to access or attempt to access student or employee information for any use not job-related violates College policy along with state and federal laws. Confidential information, whether it relates to students, employees, or others shall not be disclosed or distributed using the College system or by employees identifying an affiliation with the College when using any social networking service. Exceptions are activities which are in accordance with College policy and federal laws, such as the Family Education Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA) and Gramm-Leach Bliley Act. Federal Laws pertaining to confidentiality of information can be accessed by each federal law's web-site.

Users must not post, transmit, re-post, or re-transmit private information about another person or organization on the College's system without first obtaining the permission of that person or organization.

Employees are prohibited from using a College-provided or personal cell phone or Smartphone camera or video recorder to take, transmit, download, or upload to social networking or video sites either for business reasons or for non-business purposes any photos or videos of College employees, vendors, officials or students without their consent.

Unacceptable Use

Under no circumstances may users attempt to gain unauthorized access to the College’s interactive system or to any other computer system through the College's system, or to go beyond their authorized access. This includes attempting to log in through another person's account or accessing another person’s files.
                 
Users must not make deliberate attempts to disrupt the College’s computer systems’ performance or destroy data by introducing or spreading computer viruses or by any other means.

Users must not use the College system to access material that advocates illegal acts, or that advocates violence or discrimination towards other people.

Employees identifying an affiliation with the College may not post content or conduct activities that fail to conform to local, state, and federal laws when using any social networking services.

Under no circumstances will users access the College system to engage in any other illegal act.

System Security

Users are responsible for the use of their individual account and must take all reasonable precautions to prevent others from being able to access or use their account. Under no conditions should a user provide his/her password to another person.
                                                    
Users must immediately notify the system administrator if they have identified a possible security problem. Users will not attempt to investigate or correct a security problem. Such activity may be construed as an illegal attempt to gain access.

Users must not knowingly post, transmit, re-post or re-transmit information on the College’s system that, if acted upon, could spread a virus, cause damage or a danger of disruption.

Inappropriate Language

Members of the College community, as individuals and groups, have the right to exercise their full freedom of expression and association. The College neither sanctions nor censors individual expression of opinion on its systems. The College is committed to creating an educational environment that is free from intolerance directed towards individuals or groups. Respect for rights, privileges, and sensibilities of each other are essential in preserving the College community. There is a wide range of material available on the Internet, some of which may conflict with the particular values of students and employees. The College cannot accept responsibility for any individual user’s accessing offensive materials through its computer systems.

Users must not engage in libel, slander, or harassment in violation of College policies, or the use of threatening language.

Users must not knowingly or recklessly post, transmit, re-post, or re-transmit false or defamatory information about a person or organization on the College’s system.

The College discourages the use of language that embarrasses or intimidates others.

Inappropriate Activities

Users must not use the College system to access material that is profane or obscene (including pornography). For students, a special exception may be made for potentially inappropriate material if the purpose of such activity is to conduct research and access is approved by the instructor. College employees may access the above material only in the context of legitimate research.
Users must not look at, copy, alter or destroy anyone else's personal files without express permission. The ability to access a file or other information does not imply permission to do so.
                                                 
Users may not use the College system for commercial purposes, defined as offering or providing goods or services for sale or barter to others or purchasing goods or services for personal profit. The College acquisition policies will be followed for purchasing online any goods or services for the College.

Users may not use the system for political lobbying that is, to express their opinion on political issues to their elected representatives, or to urge others do so, unless this communication is in support of the academic mission of the College.  Students may also use the system to express their opinions to elected officials on political issues if those communications are made in connection with an educational assignment.

Use of College Name, Logo or Seal

Users of the College system, as well as employees identifying an affiliation with the College when using any social networking service, may not use the College’s name, logo, or seal in their Pages in any way that implies College endorsement of other organizations, products or services, without first obtaining written permission from the Office of Communication.

Users may not use College logos or trademarks, including the College seal, without first obtaining written permission from the Office of Communications.

Social Networking

Employees identifying an affiliation with the College when using electronic social networking services are also bound by all provisions of this policy. The College recognizes that some employees may, for personal reasons, access, view, operate, and post, download, or upload content to external social networking sites and video sites on their own time via their own computer equipment.
                                             
Employees identifying an affiliation with the College when using electronic social networking services must post the following disclaimer; “The opinions expressed on this social networking profile (video site) are my own personal opinions. They do not reflect the opinions of my employer, Community College of Philadelphia.”

Oversight (Enforcement)

Individuals who have a complaint or a grievance on matters related to this policy, should contact the College’s Chief Information Officer. The CIO will determine the appropriate College office or department to hear and/or investigate the complaint or grievance.

To view the Acceptable Use Policy for Interactive System (Policy 307).

4.12 Children on Campus (Presence of Minors under Age 18) 

Because of important safety and liability issues, the presence of minors on campus other than Community College of Philadelphia students is strongly discouraged. To ensure the safety of children, those under the age of 18 must not be left unattended on College property. Employees are advised that:

  1. Employees' minor-age children are not to be brought to the workplace. At times when schools are closed or normal child care arrangements cannot be used, employees are asked to make alternate arrangements for child care and not allow their child to accompany them to work.
  2. To prevent disruption of the learning process, children are not permitted in classrooms or laboratories when classes are in session. However, with regard to classrooms (but not laboratories), faculty members instructing a class may make exceptions in individual cases, provided that the learning process is not disrupted.
  3. Except in limited circumstances, minors other than Community College of Philadelphia students are not allowed in the gymnasium, instructional laboratories, laboratory prep areas, or administrative service areas (e.g., duplicating, mail room, craft shops).
  4. The College assumes no liability for any injury incurred by minors who are not registered Community College of Philadelphia students while they are on College property.

4.13 Reporting Misconduct (Whistleblower Policy) 

The Community College of Philadelphia is committed to maintaining an environment of respect and trust consistent with the College’s Mission Statement. In addition, the College is committed to complying with all laws and regulations applicable to it, and the College relies upon its employees to perform their duties in accordance with the College’s policies and procedures. The College’s internal controls and policies and procedures are intended to prevent and detect improper activities. The College encourages good faith reports by College employees and others of observed or suspected misconduct, waste, or noncompliance with law, regulations or College policies.

This Whistleblower Policy is designed to encourage and enable College employees and others who have good faith serious concerns about misconduct, including violations of law, regulations or College policies and procedures, to report their concerns. This Policy is not intended to supplant existing College policies. Thus, complaints or grievances such as those regarding discrimination or harassment, personnel, employment and labor relations matters, academic matters, and other matters for which the College has specific policies, should continue to be made and addressed in accordance with the policies and procedures applicable to such matters and applicable law.

Any person may report allegations of misconduct. Reports shall focus on facts and should avoid speculation. Reports shall include as much detailed information as possible in order to better facilitate evaluation of the nature, extent and urgency of the investigation.

Employees may report allegations of misconduct to their supervisor or other appropriate supervisors in their work area. Employees may also make reports internally to the President, General Counsel, Vice President for Strategic Initiatives and Chief of Staff, Vice President of Business and Finance, Vice President of Academic and Student Success, Chief Information Officer (CIO), or the College’s Internal Auditor. The College recommends that persons who are not employees of the College make reports to the College official whom the reporting person reasonably believes has responsibility over the affected area or holds one of the positions listed above. Anonymous reporting is also permissible, but such reports must include sufficient detailed information to warrant an investigation. Reports also may be made outside the College to appropriate authorities.

In addition to the methods of report set forth above, any person (identified or anonymous) may make a report of suspected misconduct to the College’s hotline at:

1-888-261-1669

or www.ethicspoint.com

A person making a report under this Policy may request that it be handled as confidentially as possible. Although the College will endeavor to handle all such reports in a confidential matter, other obligations and considerations may preclude the College from maintaining confidentiality in all circumstances.

Protection from Retaliation

No individual who in good faith reports misconduct or suspected misconduct (whether internally or to authorities outside the College) shall suffer retaliation for making such a report. Individuals who believe that they have suffered retaliation may report it by one of the reporting methods identified above. Making a report pursuant to this Policy shall not insulate an individual from personnel or other actions that are warranted based upon performance or other factors and are not caused by making a report under this Policy. 

View the Whistle Blower Policy

To report misconduct, please access: www.ethicspoint.com

4.14 Child Abuse Reporting Policy

Community College of Philadelphia complies with Pennsylvania law regarding reporting of child abuse. The safety of children on our campus is paramount. Any uncertainty about whether reporting is required should always be resolved in favor of making a report. The College’s Child Abuse Reporting Policy provides detailed information concerning your obligation, including guidance on what to do if you see, know of, or suspect child abuse and your obligation to report.

View the Child Abuse Reporting Policy.

Any person who makes a good faith report of child abuse may not be subjected to retaliation in employment.

4.15 Right to Know Act

The Community College of Philadelphia recognizes the importance of public records as the record of the College’s actions and the repository of information about the College. The public has the right to access and procure copies of public records, with certain exceptions, subject to law, Board and administrative policies.

The College designates the General Counsel as its Right to Know Officer, who shall serve as the College’s open records officer as defined in Pennsylvania’s Right to Know Act.

For a full explanation, please access Right-to-Know Act Policy.

4.16 Smoke Free Buildings 

Effective January 1, 2017, the College’s “Smoke-Free Buildings” policy #151 was changed to a “Smoke-Free Campus.”

Purpose

Due to the well-documented health risks associated with smoking and exposure to second-hand smoke and in order to create a healthier environment for all students, employees, volunteers, independent contractors, and visitors of the Community College of Philadelphia, all campuses will become smoke-free effective January 1, 2017.

Accountability

All employees of the College are asked to support smoke-free campus efforts by following this policy and informing those who are in violation of the policy. Wallet cards announcing that the College is smoke-free and directing individuals to smoking cessation resources will be made available to any member of the College community who wishes to distribute them.

Applicability

This policy shall apply to all students, employees, volunteers, independent contractors and visitors to the College.

Policy

Smoking, including the use of nicotine-delivery systems, is, without exception, prohibited
everywhere on Community College of Philadelphia’s Main Campus and Regional Centers.

Violations

Anyone in violation of this policy will be required to extinguish his/her cigarette or smoking device and/or be required to leave the campus.

View the Smoke-Free Buildings Policy.

4.17   Alcoholic Beverages

Alcoholic beverages are not to be sold, served, used or possessed in any of the facilities of the College. Exception to this policy may be made only in the event that the Board of Trustees deems it appropriate.

4.18   Student Code of Conduct – Reporting Student Behavior

Community College of Philadelphia seeks to create a caring environment that is intellectually and culturally dynamic and promotes responsible citizenship. Accomplishing these ideals requires a commitment from faculty, staff and students to adhere to standards of behavior that assure a safe, healthy and caring atmosphere.

At times, students may behave in a manner that disrupts the educational process or the College environment. Student behavior that violates the Student Code of Conduct, or is found to be of concern, should be reported to the College through the Behavioral Reporting Form. This form can be accessed by logging into MyCCP and clicking on the Behavioral Reporting Form link located in the Administrative Forms and Links channel for faculty and staff, and the Information channel for students.

In cases of emergency, contact Security immediately at x8111.

4.19   Nursing Mothers

In accordance with federal law, the College provides nursing mothers with a private place to express breast milk during the work day. Should you need this accommodation, please contact the Human Resources Benefits office at extension 8208 or 8038.

4.20   No Texting While Driving

Any employee who drives a Community College of Philadelphia vehicle or who drives his/her own vehicle as part of his/her employment responsibilities including for attendance at conferences, programs, or otherwise (does not include commuting to or from work) must abide by all traffic laws, and must refrain from texting while driving. 

4.21   Segregation of Duties

Employees must follow all internal procedures and controls designed to ensure the proper segregation of duties to ensure compliance with applicable laws and regulations. The College maintains basic procedures to ensure that no College employee or department is in a position to perpetuate or conceal errors or fraud in the normal course of their duties. Roles, responsibilities and levels of authority including dollar approval thresholds are established, agreed upon and communicated via the College’s Financial Policies (see: https://www.myccp.online/college-policies-and-procedures). An independent risk assessment is performed biennially by the Internal Audit from which an annual internal audit plan is developed. Internal controls are tested as appropriate within each audit including segregation of duties. The College also maintains a whistleblower complaint/ethics hotline which allows anonymous reporting.