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CVCC Policies

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4. CVCC Operations - Part 3

4.19 Electronic Mail Services
E-mail is a service provided by CVCC to facilitate communication and the transfer of information related to its mission. This policy addresses the expectations for and use of e-mail services established and/or sponsored by CVCC (CVCC e-mail).

CVCC e-mail is a technology resource. Users are subject to all other policies regarding CVCC technology resources.

Users may expect reasonable access to CVCC e-mail. However, access cannot be guaranteed to be available at all times or in all circumstances

CVCC e-mail may be accessed for routine management or maintenance purposes.

CVCC e-mail users must accurately identify themselves in their electronic correspondence.

Users may be required to manage their CVCC e-mail storage space due to the limitations of storage resources.

CVCC e-mail accounts established for faculty and staff will be terminated within 90 days from the last day of employment. CVCC e-mail accounts established for students may be terminated at the end of the enrollment period.

4.20 Copyright
CVCC employees and students shall comply with U.S. copyright law. U.S. Copyright Law

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4.21 Intellectual Property Rights
CVCC will own any and all Intellectual Property that is made, discovered, or created by a “Covered Individual” who is specifically hired or commissioned by CVCC for that purpose for specific additional compensation from CVCC.

CVCC will own any and all Intellectual Property that is made, discovered, or created by a “Covered Individual” within the scope of his or employment by CVCC.

CVCC will own any and all Intellectual Property that is made, discovered, or created by a “Covered Individual” whose position description may include such duties, unless otherwise provided by written agreement between such “Covered Individual” and CVCC.

CVCC will own any and all Intellectual Property that is made, discovered, or created by a “Covered Individual” who makes “Significant Use” of CVCC resources in connection with the development of such Intellectual Property.

CVCC owns all rights to its logo, seal, and other related materials.

CVCC, at its sole discretion, may release its rights of ownership in Intellectual Property. However, CVCC will retain a royalty-free license to use this Intellectual Property for research and education.

A “Covered Individual” owns all rights to Intellectual Property that is made, discovered, or created by that “Covered Individual” on his own time that utilizes his own resources and, therefore, does not involve “Significant Use” of CVCC resources or equipment for which purpose he was not hired or commissioned by CVCC and whose position description does not include performance of such duties.

A “Covered Individual” and CVCC will share jointly in the rights of ownership of all Intellectual Property that is made, discovered, or created by that “Covered Individual” and that involves “Significant Use” of CVCC resources or equipment. In any situation where a “Covered Individual” and CVCC share jointly in the rights of ownership to Intellectual Property, the Compensation provisions of this Policy shall apply.

CVCC retains the right to use student work produced as a part of class assignments for non-profit educational purposes.

Compensation to “Covered Individuals” for production of educational materials and media is may be approved in two ways:

  1. A “Covered Individual” may receive monetary compensation under an agreement for professional services; or
  2. “Covered Individuals (instructional designers)” may receive a course load reduction during the semester in which the educational material is being created, beta tested, and finalized.

“Covered Individuals” may produce material in the performance of their normal employment duties for which they receive a salary. In these situations, no additional compensation is provided.

Requests will be entertained from the North Carolina Community College System to “have access to” a CVCC “Covered Individual” to work on a special statewide project. In these situations, compensation will be based upon agreement by the President and the North Carolina Community College System Office.

Course and course materials created by instructors at CVCC are considered the property of CVCC under the any of the following conditions:

  1. They were created by an employee within the scope of employment;
  2. They were created on CVCC time, with the use of CVCC facilities or CVCC financial support; or
  3. They were commissioned by CVCC.

Any special circumstances must be agreed upon in advance and in writing by CVCC and the “Covered Individual.”

By creating or contributing to the creation of courses or course-related materials at CVCC, the “Covered Individual,” also known as the contributor or the creator, acknowledges and agrees to the policy stated above, and that ownership and all rights (including but not limited to copyright) to the course and materials belong solely to CVCC.

CVCC adheres to the Intellectual Property Policy for the Virtual Learning Community (VLC) approved by the North Carolina Community College System State Board. VLC Intellectual Property Policy

In any situation where a “Covered Individual” and CVCC share jointly in the rights of ownership of Intellectual Property, CVCC will distribute the income (revenue net of all expenses incurred/accrued by CVCC) as follows:

  • 40% of the gross revenue will be distributed to the “Covered Individual;” and
  • 60% of the gross revenue will be distributed to CVCC.

The “Covered Individual” will warrant in writing that there are no third party claims against the Intellectual Property that has been disclosed to CVCC, that the Intellectual Property in question is the exclusive work of the “Covered Individual” and other persons identified in the disclosure to CVCC, and that no other person or entity claims an interest in the Intellectual Property in question.

The “Covered Individual” must agree, in writing, to fully indemnify and hold harmless CVCC, its trustees, officers, faculty members, staff, and any and all other individuals associated with CVCC, from and against any and all claims, demands, actions, and causes of action brought against CVCC, its trustees, officers, faculty members, staff, and any and all other individuals associated with CVCC, relating in any way to the Intellectual Property in question.

Exceptions to the above Intellectual Property Rights policy may be approved by the President. Before approving an exception, the President must determine that, on the basis of the evidence available, such exception is in the public interest and is consistent with the CVCC’s responsibilities to the public.

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4.22 Donations/Gifts
CVCC gratefully accepts gifts of supplies, equipment, furniture, books, collectibles, vehicles, real estate, cash, stocks, life insurance, charitable trusts, securities, and other donations that will advance the mission of the College. Gifts may be given to CVCC or to the CVCC Foundation, Inc.

Donor contributions made to CVCC for exclusively public purposes are deductible for tax purposes under Internal Revenue Service (IRS) Code Section 1709(c) (1). All legal requirements must be followed for gift acceptance. Donors are responsible for placing values on gifts and for meeting all IRS requirements.

CVCC employees may accept general supplies that are defined as expendable in nature that are used routinely for instruction or in office operations and that require no modifications to facilities in order to use these supplies.

Donations of books, vehicles, collectibles, furniture, and similar items must be approved in advance by the Chief Financial Officer.

Donations, loans, or consignment of equipment must be approved in advance by the President.

Gifts of cash, real estate, stocks, life insurance and other securities must be approved in advance by the President. The President will determine if the proposed gift will be submitted to the Board of Trustees for final approval.

CVCC must assure compliance with General Statutes 66-58(c) and CVCC’s policy on use of community college facilities by private business enterprises that loan or donate instructional equipment to the college.

CVCC prohibits employees from assuming ownership of a gift to CVCC or selling a gift to CVCC for personal gain. Textbooks provide at no charge to faculty and staff are considered property of CVCC. This includes books requested and books sent for examination. The sale of these books to any individual or to agencies purchasing textbooks is prohibited.

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4.23 Loaned or Donated Instructional Equipment
CVCC may offer limited use of its facilities to private enterprises that loan, or donate instructional equipment to CVCC when the purpose of the use of the facility is to demonstrate the loaned or donated equipment to customers under the following conditions:

  1. Demonstrations shall not interrupt normal instructional schedules or activities;
  2. Demonstrations should be accomplished during normal working hours in order to prevent additional costs;
  3. Advanced notification or an appointment for a demonstration should be made;
  4. A CVCC staff member will be present at all times during the demonstration;
  5. In the case of loaned equipment, maintenance/upkeep shall remain the responsibility of the owner;
  6. In the case of donated equipment, maintenance/upkeep shall be the responsibility of CVCC;
  7. In the case of loaned equipment, use of the equipment by the owner will be limited to the period of the loan, but is not to exceed 24 months, unless specific approval is given by the president or designee;
  8. In the case of donated equipment, use of the equipment by the donor will be limited to a period of 12 months, unless specific approval is given by the president or designee; and
  9. i) Loss or damage to equipment by fire, theft, natural or man-made disasters, or other unforeseen events is not the responsibility of CVCC.

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4.24 Naming Opportunities
The Catawba Valley Community College (CVCC) Board of Trustees and the CVCC Foundation, Inc. Board of Directors welcome gifts to the College from individuals, foundations, corporations, grants, and other entities that support and benefit its students, faculty, staff, and the general welfare of the institution. The following Naming Opportunities policy provides potential donors with information that will assist them in their decision-making process as they consider financial opportunities to support the mission of CVCC. Other individuals or entities may be honored by naming opportunities for significant service contributions to the College or society.

Naming opportunities include buildings, classrooms, laboratories, conference rooms, offices, student activity areas, equipment, or any substantial physical facility that is owned by the CVCC Board of Trustees. Naming opportunities may be used to honor donors and living individuals who are friends or family members of the donor or in memory of loved ones. In addition, naming opportunities may be used to honor corporations or organizations. Naming of buildings, equipment, or other facilities is a means of recognizing substantive financial contributions to the College or notable contributions of service and leadership to CVCC or to society and the general welfare of mankind.

Naming of buildings, equipment, and other College facilities shall be recommended by the president and approved by the Board of Trustees. The President may receive recommendations from donors, CVCC Foundation Board of Directors or Committee, Board of Trustees Executive Committee, CVCC faculty and staff, and community leaders. No minimum contribution to the institution or specific years of professional service or leadership to the College or society shall be developed. The intent is to be flexible and therefore judge each situation on its own merit without regard to absolute standards of service and leadership or minimum monetary donations either by cash, in-kind, or asset and property gifts.

The Board of Trustees reserves the right to rescind its decisions regarding naming facilities, equipment, and other entities or to rename these entities based on justifiable reasons. The College reserves the right to decide on the signage or other physical display which may accompany the named recognition.

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4.25 Electronic Signature

Catawba Valley Community College (CVCC) recognizes an electronic signature as a valid signature from faculty, staff, and students.

An electronic signature is defined as any electronic process signifying an approval to terms, and/or ensuring the integrity of the document, presented in electronic format. 

Students use electronic signatures to register, check financial aid awards, pay student bills, obtain unofficial transcripts, update contact information, log into campus computers, complete forms, submission of class work, tests, etc. 

Faculty and staff use electronic signatures for submitting grades, viewing personal payroll data, logging into campus computers, accessing protected data through the administrative computing system and custom web applications provided by the college, etc.

An electronic signature is considered valid when the following is met:

Condition:  Campus Network Username and Password
•    Institution provides student or employee with a unique username
•    Student or employee sets his or her own password
•    Student or employee logs into the campus network and secure site using both the username and the password

It is the responsibility and obligation of each individual to keep their PIN and their password private so others cannot use their credentials.  

Once logged in, the student or employee is responsible for any information they provide, update, or remove. CVCC will take steps to ensure both the PIN and password are protected and kept confidential. Furthermore, users are responsible for logging out of all systems and exercising the necessary precautions when using publicly accessible computers. 

This policy is in addition to all applicable federal and state statutes, policies, guidelines, and standards.

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Updated 02.18.2014: Employment