General Policies and Procedures

General Policies

Appropriate Use of Computing Resources Policy

Individual users of college computing resources must acknowledge consent to abide by this policy, by completing the Agreement to Comply with the College’s Appropriate Use Policy form in order to use the college’s computing resources. View the Appropriate Use of Computing Resources policy and procedure.

Appropriate Use of Data Policy

College employees are expected to access and disseminate data with a focus on providing accurate and timely information that is consistent with relevant state and federal laws. Employees are expected to access, use, and release data in an intentional and controlled manner that permits an appropriate level of disclosure, ensures the timely receipt of accurate data by interested parties, enables accurate and meaningful interpretation and use of the data, and protects the confidentiality of students and individual faculty and staff members. Employees are responsible for using data and information appropriately and for seeking to obtain and use the most accurate and current data/information available. View the Appropriate Use of Data policy and procedure.

Background Checks and Drug Testing

Purpose

Durham Tech seeks to maintain a safe and welcoming learning and work environment on the college’s campuses, as well as in clinical and off-site instructional settings. To ensure safety as well as to meet the requirements of some outside agencies for specific programs of study, the college may require that a background check and (or) drug testing be completed and, further, may require completion of a satisfactory criminal background check, credit and bonding check, and (or) drug testing as a condition of employment. The college may also require an employee to complete drug or alcohol testing when there is reasonable suspicion that the employee is under the influence while in the workplace or while carrying out duties on behalf of the college.

Policy

To maintain a safe work and learning environment and, in some cases, to determine employability, Durham Technical Community College may conduct a criminal background check that could also include major motor vehicle infractions and National Sex Offender Registry review, a credit or bonding check, and drug testing as a part of the employment process. In addition, such checks and testing may be required to determine continued employability to ensure a safe environment and (or) to meet the specific requirements of accrediting agencies, instructional training sites, corporate clients, and grantors. The college may also require drug or alcohol testing when there is reasonable suspicion that an employee is under the influence while in the workplace or while carrying out duties on behalf of the college.

Procedure

When the college determines there is a need for completing a criminal background check, credit and bonding check, and (or) drug testing for employing certain positions and (or) for determining continued employment, internal and external applicants and current employees will be required to sign a consent form authorizing the criminal background check, credit and bonding check, and (or) drug testing for the type of position, outside agency requirements, business necessity, and applicable federal and state laws. An applicant’s or employee’s refusal to consent to these requirements could result in the applicant not being further considered for a position or an employee being reassigned to another position or terminated.

If an applicant’s or employee’s history indicates that he or she poses a threat to the physical safety of students or personnel, the offer of employment will be withdrawn or employment will be terminated. Other factors that would be considered in the decision for those applicants or for current employees with a criminal history is the nature of the crime and its relationship to the position; the time since the conviction; the number (if more than one) of convictions; and whether hiring, transferring, or promoting the applicant would pose a risk to the college.

The applicant or employee will be given the opportunity to review the criminal background check and the credit and bonding checks report and submit an explanation of the findings. If an applicant or employee is found to have falsified or withheld any information regarding conviction history or bonding ability, the applicant will no longer be considered for employment or the offer of employment will be withdrawn and the employee may be immediately terminated.

Motor vehicle record checks will be conducted for applicants to and periodically for employees in positions requiring routine use of college vehicles, as designated in the job description. Such checks will help assess potential risks of damage to individuals and property. Applicants may not be offered employment and employees may be reassigned or discharged if the risk of such damage is deemed to be too great based on the applicant’s or employee’s motor vehicle record.

Communicable and Infectious Diseases Policy

Durham Tech complies with all state and federal laws relating to the protection of qualified persons with a disability or handicapping condition. The college will make every reasonable effort to insure that college employees who are handicapped by a communicable disease are afforded all the rights and privileges of these laws. However, it is not discriminatory action under North Carolina law to fail to hire, transfer, promote, or discharge a handicapped person because the person has a communicable disease in which the risk of contagion cannot be eliminated by reasonable accommodation. View the Communicable and Infectious Diseases policy and procedure.

Weapons on College Property

Durham Tech is committed to providing a safe and secure environment for all students, employees, and visitors. The college abides by state weapons laws prohibiting weapons on college property and at college-sponsored events, with limited exceptions. View the Weapons on College Property policy.

Conflict of Interest Policy

It is the policy of Durham Technical Community College’s Board of Trustees and a lawful directive of the President that all college employees are to avoid conflicts of interest in accordance with the provisions of N.C. General Statutes sections 115D-26 and 14-234. In accordance with this Conflict of Interest Policy, employees are expected to act in the best interests of the college and shall strive to meet the highest standards of integrity and ethical behavior in order to uphold a standard of conduct that engenders public trust in the college and that protects the college’s reputation and financial well-being.

Definitions Related to the Conflict of Interest Policy

Conflict of Interest: A conflict of interest relates to a financial or other personal consideration that has the potential to or the appearance of compromising the employee’s objectivity in meeting his/her duties or responsibilities as an employee.

Financial Consideration: A financial consideration involves the employee’s receipt of anything of monetary value, including but not limited to the following:

  • Payments for services by companies with which the college may do business (e.g. consulting fees and salary); and

  • Equity interests involving companies with which the college may do business (e.g. stocks, stock options, ownership interests, patents, copyrights, and royalties).

Personal Consideration: A personal consideration involves any personal interest or affiliation.

Immediate Family: An employee’s immediate family shall include the employee’s spouse or domestic partner, parents, children, sisters, and/or brothers. These relationships include the employee’s biological, adopted, step, half, and in-law relations.

Extended Family: An employee’s extended family shall include the employee’s aunts, uncles, grandparents, cousins, nieces, and nephews. These relationships include the employee’s biological, adopted, step, half, and in-law relations.

Specifically Prohibited Conduct

Employees are prohibited from using their job title, the college's name, and/or the college’s property for private profit or benefit.

Employees shall neither solicit nor receive any gift, reward, gratuity, favor, promise, or anything of monetary value in exchange for recommending, influencing, or attempting to influence any college activity, including but not limited to selecting, awarding, or administering a contract or purchase order or any decision of the college administration.

Employees shall not participate in selecting, awarding, or administering any purchase or contract on behalf of the college where, to the employee’s knowledge or information, any of the following has a financial or personal interest in said purchase or contract:

  • The employee;

  • A member of the employee’s immediate family, extended family, or household;

  • An organization in which the employee or a member of his/her immediate family, extended family, or household is an officer, director, or employee;

  • A person or organization with whom the employee or a member of his/her immediate family, extended family, or household is negotiating employment or has any arrangement concerning prospective employment; or

  • A friend of the employee.

Conflict of Interest Procedure

Employees shall disclose any potential conflict of interest to the President’s Council. Upon receipt of notice of a potential conflict of interest, the President’s Council shall make a recommendation to the President regarding whether a conflict of interest exists and if so, how the employee(s) shall be disciplined.

The President, in his sole discretion, shall determine whether a true conflict of interest exists.

If the President determines that a conflict of interest exists, the interested employee(s) shall not participate in any activity, including but not limited to selecting, awarding, or administering a contract or purchase order, to whom the conflict of interest involves.

It is the personal responsibility of all employees to comply with the provisions of this Conflict of Interest Policy. If it is determined by the President that an employee has violated this policy, the President, in his sole discretion, shall determine the appropriate disciplinary action, up to and including termination, for the employee’s violation.

If the employee is not satisfied with the decision of the President regarding the existence of a conflict of interest, the employee may request a review by the Grievance Pool. The Grievance Pool shall notify the employee in writing, by a letter mailed to the employee’s residential address on record with the college via certified mail, return receipt requested, of the specific date, time, and place of a hearing, together with a statement of the process to be used by the employee in presenting evidence at the hearing. The hearing date shall be scheduled as soon as it is practically possible. Within seven days following the hearing, the Grievance Pool shall notify the employee in writing, by a letter mailed to the employee’s residential address on record with the college via certified mail, return receipt requested, of the Grievance Pool’s decision.

Due Process Policy

View the Due Process policy in the Employment, Contracts, Benefits, and Leave section.

Electronic Signature Policy

In an effort to increase efficiency and ensure secure processes when faculty, staff, and student signatures are required, the college allows electronic signatures to be used when certain conditions are met and related procedures are followed.

View the Electronic Signature policy and procedures.

Employee Photo Identification and Keys

Durham Technical Community College (Durham Tech) is committed to providing a safe and secure environment by effectively managing access to campus buildings, rooms, and resources.

All full-time and part-time Durham Tech employees are required to have with them at all times a college-issued photo identification/key card made by Campus Police and Public Safety. Faculty and staff should wear their identification/key card at all times while on duty. If a key(s) or key card is lost, stolen, or damaged, the employee must notify his/her department leadership immediately and ensure a Lost, Stolen, or Broken Key or ID Card form is submitted to the Director/Chief, Campus Police and Public Safety as soon as possible.

Review the Employee Identification and Keys policy and procedure.

Grievance Procedure

If a disagreement arises between an employee and another employee, a supervisor, or the college, a formal procedure is provided for the resolution of formal grievances. This procedure is to be followed in any situation in which an employee believes that he/she has been treated unjustly or in a discriminatory manner. The Grievance Procedure is detailed in the Due Process policy.

Human Subjects In Research Policy

Durham Technical Community College establishes and follows procedures for approving requests from internal and/or external researchers seeking Durham Technical Community College students and/or employees to participate in data collection and analysis. Any human subject research will be allowed on a voluntary-basis only. Requestors will be responsible for ensuring the rights and welfare of human subjects in the research and providing prospective participants with legally effective informed consent.

NOTE: Persons under the age of 18 are unable to give informed consent and cannot participate in human subjects research without consent of their parent or legal guardian.

View the Human Subjects In Research policy and procedure.

Identity Theft and Fraud Prevention

Durham Technical Community College’s policy is to protect the college and the students, employees, and vendors from damages and losses associated with the compromise of sensitive personal and personally-identifying information. Consistent with this policy as well as to ensure compliance with the Fair and Accurate Credit Transactions Act of 2003 and any related state and federal laws, the college has developed and implemented the Identity Theft and Fraud Prevention Program to identify, detect, and respond to patterns, practices, or specific “red flag” activities that indicate real or potential identity theft and fraud. View the Identity Theft and Fraud Prevention policy.

Intellectual Property Policy

Durham Technical Community College retains sole ownership of any intellectual property created by a covered individual when the intellectual property is part of the covered individual’s scope of employment or contracted work at the college and when significant college resources have been allocated or used to create the work. The college retains the right to use any intellectual property owned by the college and can, at its sole discretion, allow the covered individual limited or unlimited rights of use. View the Intellectual Property policy.

Political Activities of Employees

Definitions Related to Political Activities of Employees

Public office refers to any national, state, or local governmental position of public trust and responsibility, whether elective or appointive, that is created or prescribed or recognized by constitution, statute, or ordinance. Membership in the General Assembly is a full-time public office under this rule.

Policy

Each Durham Technical Community College employee retains all rights and obligations of citizenship provided in the laws of North Carolina, of the Constitution, and of the United States. Therefore, employees are encouraged to exercise those rights and obligations of citizenship, subject to the following provisions:

  • Any employee of the college who intends to seek a public office shall so inform the college’s Board of Trustees through the President. The President shall obtain certification from the employee that the employee will not campaign or otherwise engage in political activities during his/her regular work hours or involve the college in political activities.

  • Any employee of the college who is elected to a part-time public office shall either certify through the President to the college’s Board of Trustees that the office will not interfere with the carrying out of the duties of the employee’s position with the college or shall request leave without pay.

  • Any employee of the college who is elected or appointed to a full-time public office or to the General Assembly shall take a leave of absence without pay upon assuming that office. The college’s Board of Trustees, on an office-by-office basis, shall determine the length of the employee's leave of absence.

  • Any employee of the college who is a candidate for public office is prohibited from soliciting support during his/her regular work hours and from soliciting support on college property except during open forums to which other candidates are also invited.

Sexual Misconduct Policy

Durham Technical Community College does not tolerate sexual harassment in any form and restricts intimate relationships between faculty and staff members and students over whom the college employee has control or influence. The college further prohibits internal interference, coercion, restraint, or reprisal against any student or employee who files a grievance concerning an occurrence of alleged sexual harassment. View the Sexual Misconduct policy.

Tobacco-Free Campus Policy

Employees, students, visitors, and contractors are prohibited from using tobacco products at any time on college property as well as on any spaces where college-sponsored or college-related activities are held, including during non-instructional and non-service hours. View the Tobacco-Free Campus policy and procedures.

Travel Reimbursement Policy

Durham Technical Community College will reimburse college employees and members of the Board of Trustees for travel directly related to college business or operations at the most current rate published in Section V of the North Carolina Office of State Budget and Management’s (OSBM) Budget Manual.

Whistleblower Policy

It is the responsibility of all employees to report unlawful or inappropriate actions or misconduct. The college is committed to protecting employees who report another employee’s unlawful or inappropriate actions or misconduct. The college has established and follows internal procedures for enabling faculty and staff to make such reports with protection from retaliation, harassment, or adverse employment consequences as a result of a report made following this procedure. View the Whistleblower policy and procedures.