Student Discipline, Rules, & Regulations

Student Conduct

Edgecombe Community College (ECC) is dedicated to fulfilling the community’s educational, training, and cultural needs and students. Attending ECC obligates the student to display the qualities of courtesy, respect, and integrity that characterize the behavior of adult learners. The College’s policy prohibiting academic dishonesty and the Student Code of Conduct guides students in understanding their rights and responsibilities. Students who fail to display these qualities will be subject to disciplinary sanctions. Students suspected of violating the College’s policy prohibiting academic dishonesty or the Student Code of Conduct will be afforded due process as outlined below.

Definitions

“Academic Dean” means a person(s) authorized by the Vice President of Instruction (including department chairs) to determine whether a student has committed academic dishonesty and render a decision regarding an academic grievance and impose sanctions. Decisions made by an Academic Dean are final pending an appeal to the Campus Appeals Committee.

“Academic Dishonesty” includes, but is not limited to, cheating, plagiarism, aiding and abetting others to cheat or plagiarize, or other forms of academic dishonesty.

“Academic Grievance” means an adverse decision relating to a student’s course of study, course(s), grade about which a student submits a Student Complaint. An academic grievance does not include a faculty member’s administrative withdrawal of a student who has accumulated unofficial absences more than the number of times indicated in the faculty member’s attendance policy in the course syllabus (See Academic Regulations, Grades, & Attendance .)

“Accused Student” means any student accused of academic dishonesty or violating the Student Code of Conduct.

“Campus Appeals Committee” means the committee that the Vice President of Instruction authorizes to consider the appeal of an Academic Dean’s determination as to whether a student has committed academic dishonesty or decision regarding an academic grievance and by the Vice President of Student Services to consider an appeal from a Dean in Student Services determination as to whether a student has violated the Student Code of Conduct; or decision regarding a non-academic grievance, and recommend a decision and sanctions to the appropriate Vice President for a final determination.

“Cheating” includes, but is not limited to: (1) use of any unauthorized assistance in taking quizzes, tests, or examinations; (2) use of sources beyond those authorized by the instructor in writing papers, preparing reports, solving problems, or carrying out other assignments; (3) the acquisition, without permission, of tests or other academic material belonging to a member of the College faculty or staff (4) engaging in any behavior expressly prohibited by a faculty member in the course syllabus or class discussion.

“College” or “ECC” means Edgecombe Community College. The College’s policy prohibiting academic dishonesty and the Student Code of Conduct applies to both of the College’s campuses and students enrolled in a distance education course.

“College Community” includes any person who is a student, faculty member, College employee, or any guest.

“College Employee” includes any person employed by the College performing administrative or professional responsibilities.

“College Property” includes all land, buildings, facilities, and other property in possession of, owned, used, or controlled by the College.

“Complainant” means any person who submits an allegation that a student has committed academic dishonesty or violated the Student Code of Conduct or files a Student Complaint.

“Dean in Student Services” means a person(s) authorized by the Vice President of Student Services to determine whether a student has violated the Student Code of Conduct and render a decision regarding a non-academic grievance and impose sanctions. Decisions made by the Dean of Student Services are final pending an appeal to the Campus Appeals Committee.

“Faculty” means any person hired by the College to conduct classroom or teaching activities or otherwise considered a member of its faculty.

“Plagiarism” includes, but is not limited to, the use, by paraphrase or direct quotation, of the published or unpublished work of another person without full and clear acknowledgment. It also includes the unacknowledged use of materials prepared by another person or agency who sells term papers or other academic materials.

“Policy” means the written regulations of the College as found in, but not limited to, the policy prohibiting academic dishonesty, Student Code of Conduct, Student Handbook, General Catalog, College web page, and College computer use policy.

“Student” includes all persons taking courses at the College, either full-time or part-time. Persons who withdraw after allegedly committing academic dishonesty or violating the Student Code of Conduct, or who are not officially enrolled for a particular term but have a continuing relationship with the College, or have been notified of their acceptance for admission are considered “students.”

Student Academic Dishonesty

Academic dishonesty, including but not limited to cheating, plagiarism, aiding and abetting others to cheat or plagiarize, or other forms of academic dishonesty, is a serious offense and is expressly prohibited. Each student is responsible for their conduct, from applying for admission through the actual awarding of a degree, diploma, or certificate. Any student found to have committed or attempted to commit any act of academic dishonesty is subject to the disciplinary sanctions outlined below. This policy applies to allegations of a student’s academic dishonesty even if the student withdraws from school while a disciplinary matter is pending.

The President of the College has appointed the Vice President of Instruction to be responsible for matters of academic dishonesty and academic grievances, the development of policies for the administration thereof, and the imposition of sanctions on any student(s) found to have committed academic dishonesty or failed to comply with academic policies. The Vice President of Instruction may authorize an Academic Dean or department chair to investigate allegations of academic dishonesty and academic grievances and decide regarding the facts and applicable sanctions. Decisions related to academic dishonesty and academic grievances made by the Vice President of Instruction or Vice President of Student Services if the Vice President of Instruction delegates such responsibility for a specific incident to them are final.

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Student Code of Conduct

This Student Code of Conduct applies to conduct that occurs on College property, at College-sponsored activities, and to off-campus conduct that adversely affects the College and the pursuit of its objectives as determined by the Vice President of Student Services. Each student is responsible for their conduct, from applying for admission through the actual awarding of a degree, diploma, or certificate. The Student Code of Conduct applies to a student’s conduct even if the student withdraws from school while a disciplinary matter is pending.

Any student found to have committed or to have attempted to commit any of the following misconduct is subject to the disciplinary sanctions outlined below:

1. Falsification, forgery, alteration, unauthorized possession, or misuse of College documents, records, or identification, or knowingly furnishing false information to the College or a College employee.
2. Destruction, damage, unauthorized entry, possession, or misuse of private or College property.
3. Theft or attempted theft of property or damage, other than accidental, to the property of the College, members of the College community, or campus visitors or other personal or public property.
4. Disruption or obstruction of teaching, administration, or any other function or activity of the College.
5. Denial of or interference with any person’s lawful right of access to, use of, or exit from any College property or with any other lawful right of any person on the campus.
6. Verbal, physical, or psychological abuse, threats, intimidation, harassment, coercion, and/or other conduct, including but not limited to stalking or bullying, in person or by electronic means, which threatens bodily harm to self or another person or persons in the College community or endangers the health or safety of any person.
7. Hazing of any kind, including acts directed against an ECC student by another student or by a group of students, intimidates or subjects another student to indignity or humiliation. The express or implied consent, apathy, or acquiescence of the victim will not be a defense.
8. The College’s Sexual Harassment Policy defines sexual harassment in the Student Handbook.
9. Sexual violence or attempted sexual violence, including physical, sexual acts perpetrated against a person’s will or where a person is incapable of giving consent.
10. Engaging in any sexual activity on any College property.
11. Conduct that is disorderly, lewd, or indecent; breach of the peace; or aiding, abetting, or procuring another person to breach the peace on College property or at a College activity.
12. Conducting or participating in gang activity on the College’s campuses or at any College-sponsored event. This violation includes, but is not limited to, displaying gang symbols and colors.
13. Violation of the College’s Tobacco-Free Campus Policy found in the Student Handbook.
14. Possession, use, manufacturing, sale, or delivery of alcoholic beverages on College properties or violation of the College’s Alcoholic Beverage, Drug, and Weapons policy in the Student Handbook.
15. Possession, use, manufacturing, sale, or delivery of marijuana, narcotics, or other controlled substances or dangerous drugs or illicit drugs in violation of local, state, or federal law or the College’s Alcoholic Beverage, Drug, and Weapons policy in the Student Handbook.
16. Being under the influence of alcohol or drugs.
17. Possession or use of firearms, knives, weapons, explosives, hazardous chemicals, or a combination thereof while on campus in violation of the College’s Alcoholic Beverage, Drug, and Weapons policy in the Student Handbook. The appropriate use of chemicals in class is exempt from this policy.
18. Malfeasance or misuse of elective or appointed office in a student organization that is harmful to the organization, its members, or the welfare of the College community.
19. Failure to comply with the directions of College employees or law enforcement officers acting in their duties and to identify oneself to these persons when requested.
20. Violation of any College policy, rule, or regulation.
21. Violations of any city, state, or federal law.
22. Theft or other abuse of computer facilities and resources, including but not limited to:
    • Unauthorized entry into a file, use, read, or change the contents, or any other purpose.
    • Unauthorized transfer of a file.
    • Use of another individual’s identification, password, or both.
    • Use of computing facilities and resources to interfere with the work of another student, faculty member, or College employee.
    • Use of computing facilities and resources to send obscene or abusive messages.
    • Use of computing facilities and resources to interfere with the regular operation of the College computing system.
    • Use of computing facilities and resources in violation of copyright laws.
    • Violation of the Acceptable Use Guidelines for College Computing Resources.
23. Any unauthorized use of electronic or other devices to make an audio or video record of any person while on College premises without their prior knowledge or valid consent when such a recording is likely to cause injury or distress.
24. Failure to report behavior that threatens the public safety of the College community.
25. Abuse of the Due Process for Students and Student Appeals process, including but not limited to:
    • Failure to obey the notice from an Academic Dean or Dean in Student Services or the Campus Appeals Committee to appear for a meeting or hearing as part of the Due Process for Students and Student Appeals process.
    • Falsification, distortion, or misrepresentation of information to an Academic Dean, Dean in Student Services, Vice President, or before the Campus Appeals Committee as part of the Due Process for Students and Student Appeals process.
    • Disruption or interference with the orderly conduct of a Campus Appeals Committee proceeding.
    • Submission of an allegation that a student has violated the College’s policy prohibiting academic dishonesty or the Student Code of Conduct in bad faith.
    • Attempting to discourage an individual’s proper participation in, or use of, the Due Process for Students and Student Appeals process.
    • Attempting to influence the impartiality of a member of a Campus Appeals Committee before or during a proceeding.
    • Harassment (verbal or physical) and intimidation of a member of a Campus Appeals Committee before, during, or after a proceeding.
    • Failure to comply with the disciplinary sanction(s).
    • Influencing or attempting to influence another person to abuse the Due Process for Students and Student Appeals process.
26. Other violations determined by College authorities to warrant disciplinary action.

ECC may institute college disciplinary proceedings against a student charged with conduct that potentially violates both the criminal law and this Student Code of Conduct. The proceedings under this Student Code of Conduct may be carried out before, simultaneously with, or following any criminal proceedings at the discretion of the Vice President of Student Services and determinations made or disciplinary sanctions imposed without regard to the outcome of the criminal proceedings.

The President of the College has appointed the Vice President of Student Services to be responsible for the administration of the Student Code of Conduct and non-academic grievances, the development of policies for the administration thereof, and imposition of sanctions on any student(s) found to have violated the Student Code of Conduct or failure to comply with any of the College’s policies (other than academic policies). The Vice President of Student Services may authorize a Dean in Student Services to investigate allegations of violation(s) of the Student Code of Conduct and non-academic grievances and decide regarding the facts and applicable sanctions. Decisions related to the Student Code of Conduct and non-academic grievances made by the Vice President of Student Services or Vice President of Instruction if the Vice President of Student Services delegates such responsibility for a specific incident to them are final.

Student Academic Dishonesty and Code of Conduct Procedures

Students are expected to be self-disciplined and display the qualities of courtesy, respect, and integrity at all times. Members of the college community may counsel a student about their need to exercise self-discipline and display these qualities at any time.

Faculty members are responsible for managing the classroom environment. Students who engage in misconduct that disrupts a class or college-sponsored activity may be directed by the faculty member to leave for the remainder of the period. Such dismissal of a student from a class or activity should be reported as a complaint by the faculty member to the appropriate Dean in Student Services. Suspension from a course or event for a more extended period or administratively withdrawing a student for misconduct by a faculty member requires the approval of the Vice President of Student Services. The student may initiate a Formal Appeal by submitting a written appeal within ten class days of the date of the suspension or administrative withdrawal.

Complaints

Any member of the College community may file a complaint against a student alleging, in good faith, a violation of the College’s policy prohibiting academic dishonesty and the Student Code of Conduct. Complaints alleging violations of the College’s policy preventing academic dishonesty shall be in writing and directed to the appropriate Academic Dean. Complaints alleging violations of the Student Code of Conduct shall be in writing and directed to the appropriate Dean in Student Services on the campus on which the alleged violation occurred or where the student is registered or attends class. Parties should submit complaints as soon as possible after the event or when it is reasonably discovered.

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Rights of the Accused Student

The ECC Board of Trustees and the College are committed to providing all students with due process as the Fourteenth Amendment to the United States of America Constitution.

Throughout the process of determining if a student committed academic dishonesty or violated the Student Code of Conduct, the Accused Student has the following rights:

• to seek information from the appropriate Dean about the Investigation and Resolution Process (outlined below);
• to be informed of the charge(s) and alleged misconduct described in the complaint;
• to be afforded a reasonable opportunity to offer a relevant response/defense;
• to be informed of and respond to the relevant evidence upon which the claim is based;
• to remain silent with no inference of responsibility drawn;
• to be considered not responsible until proven responsible by a preponderance of the evidence;
• to appeal the decision of the appropriate Dean as outlined in the Formal Appeal Procedure (outlined below); and
• to waive any of the above rights.

Investigation and Resolution Process

The College’s process for resolving allegations that a student committed academic dishonesty or violated the Student Code of Conduct utilizes an investigatory model, not an adversarial model, with the primary goal of uncovering the truth. The standard of proof is a preponderance of the evidence. An investigation begins when a complaint is forwarded to, and the appropriate Dean opens the case. During the investigation, an Accused Student should continue to attend class and required College functions unless otherwise instructed by the Academic Dean or Dean of Student Services investigating the complaint.

After the Dean receives a complaint, they will review the information to decide what process to initiate. The Dean may:

1. Determine that the facts of the complaint or report, even if true, would not constitute academic dishonesty or a violation of the Student Code of Conduct;
2. Resolve the situation through an informal resolution process including but not limited to mediation or a meeting between the Accused Student and a third party; or
3. Initiate an investigation by gathering facts and meeting with the Accused Student.

If the Dean initiates an investigation, they may meet with the Complainant(s) and any witnesses to gather additional information. The Dean will verbally notify the Accused Student of the complaint and their decision to investigate it and interview them to collect additional information.

Upon conclusion of the investigation, the Dean will render a decision, communicated to the Accused Student in writing via the Student’s College email address. If the Dean decides that the Accused Student committed academic dishonesty or violated the Student Code of Conduct, the notice of their decision will include a brief description of the findings, the relevant provision(s) of the academic dishonesty policy, or Student Code of Conduct violated, a summary of any disciplinary sanctions, and reference to the Formal Appeal process described below.

If the Dean does not render a decision satisfactory to the Accused Student, the Student may initiate a Formal Appeal by submitting a written appeal within ten class days of the Dean’s decision to the Vice President of Instruction if it relates to academic dishonesty or the Vice President of Student Services if it relates to a violation of the Student Code of Conduct.

Disciplinary Sanctions

Sanctions are imposed when a student is found to have violated the College’s policy prohibiting academic dishonesty, the Student Code of Conduct, or other academic or non-academic policies of the College. Sanctions are determined by the severity of the case and the disciplinary history of the student. A student will be given one of the penalties below. Sanctions may be imposed singly or in combination upon individuals, groups, or organizations.

Other than College expulsion or revocation or withholding of a degree, disciplinary sanctions shall not be made part of the student’s permanent academic record but shall become part of the student’s disciplinary record. Upon graduation, The College may expunge the student’s disciplinary record of disciplinary actions. Both an Accused Student(s) (or group or organization) and a student(s) claiming to be the victim of another student’s conduct, the records of the process and the sanctions imposed, if any, shall be considered to be the education records of both the Accused Student(s) and the student(s) claiming to be the victim because Sanctions may impact the educational career and chances of success in the academic community of each.

The following sanctions by the College include, but are not limited to:

Warning: A warning is a written notice to the student or organization that the conduct in question violates College regulations. For organizations, a warning may include a notification to the organization’s president or adviser.

Reduction in Grade or No Credit: A reduction in a grade or no credit on an assignment, examination, or course in which an act of academic dishonesty occurred.

Loss of Privileges: The College may deem it appropriate to take away certain privileges from a student or organization for a specified period. This sanction may include, but is not limited to, limited access to or use of all or part of College property, participation in some or all College activities including educational or graduation exercises, removal from an elective or appointed office of a registered campus organization, removal of recognition, and ineligibility to represent the College.

Imposition of Special Conditions: The student(s) may be asked to perform specific tasks, make restitution, whether monetary or by specific duties or assignments, or comply with a behavioral contract.

Disciplinary Probation: Disciplinary probation is levied for a specific time based on the seriousness of the violation and serves as a warning that any further breach of College regulations during the specified time may result in more severe consequences, including suspension or expulsion.

Interim Suspension: Interim suspension is a sanction levied by the Vice President of Student Services or a designee when they are satisfied that the student’s continued presence on the campus constitutes a threat to the security or emotional safety and well being of members of the College community or College property.

Suspension: Suspension is the separation of the student or organizations from the College for a definite period or until written specified conditions are met, after which the student is eligible to return or readmission. The appropriate Vice President may specify conditions for return or readmission.

Expulsion: Expulsion is the permanent separation of the student or organization from the College. A student expelled from the College is not eligible for readmission.

Revocation of Admission or Degree: Admission to or a degree awarded from the College may be revoked for fraud, misrepresentation, or other violation of College standards in obtaining the degree, or for other serious violations committed by a student before graduation.

Withholding Degree: The College may withhold awarding a degree otherwise earned until the completion of the process outlined in the College’s policy prohibiting academic dishonesty or the Student Code of Conduct, including the end of all sanctions imposed, if any.

Other sanctions deemed appropriate by the College.

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Student Complaints

Academic and Non-Academic Grievances

If a student has an academic or non-academic grievance, i.e., other than one related to the College’s policy prohibiting academic dishonesty and the Student Code of Conduct, the student should attempt to resolve their concern with the member of the college community having direct responsibility for their concern. The student should discuss their concern with the student, faculty member, or College employee(s) involved and try to reach a mutually agreeable solution as soon as possible after the event takes place or when it is reasonably discovered but no later than the first ten class days of the academic term immediately following the term in which the alleged event occurred.

If the student’s concern relates to a course of study, course, grade, faculty member, or College employee(s), the faculty member or College employee(s) should meet with the student to discuss the concern within ten class days. If a faculty member or College employee(s) is unable or declines to meet with the student, the student may meet with the appropriate department head.

Every reasonable attempt should be made to resolve informally any dispute between students and the college at the level at which the dispute arises. Recognizing that those parties cannot always resolve such matters informally, ECC provides a formal process through which students can apply certain college rules and regulations and assign a grade. In all cases, the College intends to assure all students’ fair and equitable treatment in the college community.

If the student is not satisfied with the response provided by the student, faculty member, or College employee(s) involved, the student may submit a complaint, in writing, to the appropriate Dean. Upon receipt of the complaint, the Dean reviews the claim’s facts and may conduct further inquiry. The Dean will notify the student of their decision in writing within ten class days after receiving the student’s complaint. If the Dean does not render a resolution satisfactory to the student, the student may initiate a Formal Appeal by submitting a written appeal within ten class days of the Dean’s decision to the Vice President of Instruction if it relates to an academic grievance or the Vice President of Student Services if it relates to a non-academic grievance.

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Formal Appeal Procedure

Student Academic Dishonesty, Student Code of Conduct, and Student Complaints

1. The appropriate Vice President submits the Student’s appeal to the Campus Appeals Committee Chair for consideration within ten class days of their receipt. If the Vice President receiving the Appeal is implicated in it, that Vice President will forward it to the other Vice President for submission to the Campus Appeals Committee and final decision.
2. The Campus Appeals Committee Chair schedules the hearing within ten class days from their receipt of the Student’s appeal from the Vice President. The Committee will hold the hearing no more than fifteen class days or less than five class days after the Accused Student or Complainant has been notified of the hearing date unless the Chair extends the date for the hearing for a good cause. If the appeal involves more than one Accused Student, the Chair may permit the hearing to be conducted jointly or separately in their sole discretion.
3. The Campus Appeals Committee Chair notifies the Accused Student or Complainant of the hearing’s date, time, and place. In addition, the Chair informs the Accused Student or Complainant that they may submit any statements or documents that they wish for the Chair to distribute to the members of the Campus Appeals Committee before the hearing, to arrange for witnesses to present pertinent information at the hearing, and may be accompanied at the hearing by an advisor. The Accused Student or Complainant may be assisted by any advisor they choose, at their own expense. The advisor must be a Student or College employee and may not be an attorney. The Accused Student or Complainant must notify the Campus Appeals Committee Chair of any witnesses and advisor’s name and contact information not less than two class days before the scheduled hearing.
4. The Campus Appeals Committee Chair may notify the Complainant, Dean, and other witnesses identified by the Accused Student, Complainant, or Committee of the date, time, and place of the hearing and ask them to appear and/or provide relevant documents to be distributed to the Accused Student and/or Complainant and members of the Campus Appeals Committee before the hearing. The Committee will accommodate concerns for personal safety, well-being, and fears of confrontation of the Accused Student or Complainant or witnesses by using a visual screen, electronic communication, or written statement as determined appropriately is the sole discretion of the Chair.
5. The Campus Appeals Committee convenes the hearing.
   • The Committee conducts the hearing in private and informally and expeditiously.
   • Only members of the Campus Appeals Committee, Accused Student or Complainant and their advisors, if any, and witnesses testifying before the Committee are permitted to attend the hearing. Admission of any other person to the hearing will be at the sole discretion of the Committee Chair. Only the Accused Student or Complainant and their advisors are permitted to attend the entire portion of the hearing (excluding the Committee’s deliberations). If the Accused Student or Complainant does not appear at the hearing, the hearing will proceed, the evidence considered, and a decision made by the Committee.
   • At the hearing, the Accused Student or Complainant and witnesses may testify. The Accused Student or Complainant’s advisor is not permitted to speak or participate directly in the hearing. The Accused Student or Complainant and witnesses may be questioned only by members of the Campus Appeals Committee. The Accused Student or Complainant may suggest questions to be asked of witnesses to the Committee Chair, and they will decide whether the questions are appropriate to be asked of the witness.
   • The Dean will present the information they received during the investigation.
   • The Committee Chair is empowered to rule on procedural matters and the relevance of witnesses and evidence.
   • After the portion of the hearing concludes in which all pertinent information has been received and the Accused Student and/or Complainant and advisors have been dismissed, the Campus Appeals Committee will determine (by majority vote) whether the Accused Student committed academic dishonesty or violated the Student Code of Conduct or its decision regarding the Student complaint.
   • A tape recording or other record of the hearing (excluding deliberations) is made and preserved for reference and review until the appropriate Vice President decides the appeal.
6. The Campus Appeals Committee Chair communicates the Committee’s decision, in writing, to the appropriate Vice President. The Vice President reviews the decision of the Committee and sanction(s) and may accept, repeal, or amend any decision or sanction according to their best judgment. The Vice President will render a decision and notify the Accused Student or Complainant within ten class days of their receipt of the written decision by the Campus Appeals Committee. The decision of the Vice President is final and cannot be appealed.

The Composition of the Campus Appeals Committee

1. A chairperson appointed by the college President
2. Two full-time faculty members nominated by the Vice President of Instruction
3. Two Student Services staff members nominated by the Vice President of Student Services
4. One student appointed by the campus Student Government Association
5. One Dean/Administrator nominated by the college President

The college president can accept or reject nominated members and alternates to the Campus Appeals Committee. The Campus Appeals Committee serves for one academic year. Two alternative faculty members and Student Services staff members and one alternative student and Dean/Administrator will be nominated to serve on the committee when conflicts of interest are present.

At least one representative from each group (student, faculty, staff/administrator) must be present at the hearing.

Attendance Appeal Process

To be considered for reinstatement in the class, students must submit a Student Attendance Appeals Form (located on the college website on the Student Portal Forms page) to the Attendance Committee within three (3) class days of notification of withdrawal. The Attendance Committee consists of two (2) instructors. Students’ right to appeal is limited to one appeal per course per semester. Students can attend the class from which the college withdrew them until the Attendance Committee has rendered its decision. The Attendance Committee must meet within three (3) class days after an appeal has been filed. The decision of the Attendance Committee is final. Please be advised, some curriculum programs may have more stringent requirements on attendance, and students should refer to curriculum handbooks for the appropriate appeal process.

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Rules and Regulations

Parking Regulations

Students are expected to drive carefully and courteously and not exceed the fifteen-mile-per-hour (15 MPH) speed limit while on campus. Parking areas for students are designated. Students must not park in reserved spaces or loading zones. Violators’ cars may be towed away. Students should display parking stickers on the rear window on the passenger side of students’ cars. Free parking stickers are available from the receptionist on each campus.

Visitors

Visitors who have official business at the college are welcome. However, persons who do not have legitimate reasons for being on the campus are not allowed to use the campus facilities. Loitering is strictly prohibited. Visitors should stop by the receptionist area and pick up an ID badge to wear while on campus.

Student Records

Student records are maintained permanently for all students who enroll at ECC. Curriculum records are kept in the Student Services Department. Continuing Education records are located in the Continuing Education Department. Student records may be sent to other institutions or authorized persons only when requested by students. Students should make a written request to the registrar. Each copy of a student record is released at the rate of five dollars ($5) per copy.

Student files may contain the following:

1. Application
2. Transcript of high school or post-high school grades
3. Correspondence (except form letters)
4. Placement/Admission test results
5. Medical forms
6. Veterans’ records
7. Statement of residency

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Education Records Rights and Privacy

The Family Educational Rights and Privacy Act (FERPA) affords students who attend a postsecondary institution, such as the college, certain rights concerning their education records.  These rights include:

1. The right to inspect and review the student’s education records within 45 days after the college receives an access request. A student should submit to the registrar, dean, head of an academic department, or another appropriate school official a written request that identifies the record(s) the student wishes to inspect. The school official will make access arrangements and notify the student of the time and place to examine the documents.  If the school official who received the request does not maintain those records, that official shall advise the student of the correct school official to address the application. 
2. The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise violate the student’s privacy rights under FERPA. A student who wishes to ask the College to amend a record should write the Vice President of Student Services, clearly identify the part of the record the student wants to be changed, and specify why the college should change it. If the college decides not to amend the record as requested, the college will notify the student in writing of the decision and the student’s right to a hearing re­garding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to provide written consent before the college discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. The college discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official typically includes a person employed by the College in an administrative, supervisory, academic, research, or support staff position (including law en­forcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance com­mittee. A school official also may include a volunteer or contractor outside of the college who performs an institutional service or function for which the school would otherwise use its employees and who is under the direct control of the school concerning the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing their tasks. A school official typically has a legitimate educational interest if the official needs to review an educa­tion record to fulfill their professional responsibilities for the college. Upon request or if the student initiates the disclosure, the college also discloses education records without consent to officials of another school in which a student seeks or intends to enroll. 
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

FERPA permits PII disclosure from students’ education records without the student’s consent if the disclosure meets certain conditions found in the FERPA regulations. Except for school officials’ disclosures, some judicial orders, lawfully issued subpoenas, directory information disclosures to the student, the FERPA regulations require the institution to record the disclosure. Students have a right to inspect and review the record of disclosures. The College may disclose PII from the education records without obtaining the prior written consent of the student -

• To other school officials, including teachers, within the College whom the school has determined to have legitimate educational interests. These officials may include contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in FERPA are met.
• To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of FERPA. 
• To authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of FERPA, in connection with an audit or evaluation of Federal- or State-supported education programs or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that they designate as their authorized representatives to conduct any audit, evaluation, or enforcement, or compliance activity on their behalf.
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the support, determine the amount of aid, establish the conditions for the assistance, or enforce the terms of the funding.
• To organizations conducting studies for, or on behalf of, the school, to (a) develop, validate, or administer predictive tests; (b) manage student aid programs; or (c) improve instruction. 
• To accrediting organizations to carry out their accrediting functions. 
• To parents of an eligible student if the student is a dependent for IRS tax purposes. 
• To comply with a judicial order or lawfully issued subpoena. 
• To appropriate officials in connection with a health or safety emergency, subject to FERPA.
• Information designated by the school as “directory information.”  (see below) 
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of FERPA. The disclosure may only include the final results of the disciplinary proceeding concerning that alleged crime or offense, regardless of the finding. 
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of FERPA, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has violated the school’s rules or policies concerning the allegation made against them. 
• To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. 

The College may disclose a student’s “directory information” without their consent and without violating FERPA if they have not restricted their personal information.  The College considers the following to be “directory information”:

• name
• college email address
• address (local & home)
• telephone number (any listed)
• date of birth
• college/school & curriculum
• enrollment status
• dates of attendance
• classification
• receipt or non-receipt of degree
• academic awards received (e.g., dean’s list, honors students)
• participation in officially recognized activities
• photographs and digital images

While attending Edgecombe Community College, students may request to restrict the release of their directory information except to College officials with a legitimate educational interest, as described in item 3 above.  To restrict the release of directory information, the student must submit a signed and dated request in writing to the Registrar, Room 116, McIntyre Building, 2009 W. Wilson St., Tarboro, NC 27886.  Should the student graduate or otherwise leave the College, this restriction will remain until the student requests in writing for it to be removed. 

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Identity Theft Protection

In response to the requirement adopted by the Federal Trade Commission, Edgecombe Community College has established an Identity Theft Prevention Program. This program dictates reasonable policies and procedures to protect students and college employees from damages associated with the compromise of sensitive personal information.

The Identity Theft Prevention Program is implemented and annually updated by the Program Administrator and the Red Flags Committee. They are responsible for program administration, ensuring proper training for staff, reviewing staff reports regarding detecting red flags, and the steps for preventing and mitigating identity theft.

The Program Administrator is the Director of Computer Services. The Red Flags Committee consists of the Vice President of Instruction, the Vice President of Student Services, Controller, Director of Human Resources, and the Director of Financial Aid.

College employees are expected to notify the Program Administrator once they become aware of an incident of identity theft or the college’s failure to comply with its Identity Theft Prevention Program. While on college property, all persons are expected to obey all federal, state, and local laws and ordinances and college policies governing appropriate conduct. Persons who violate this policy are subject to legal action determined appropriate by the ECC administration.

Social Media Policy

Employees, students, and friends of the College are encouraged to follow the College on its official website and various social media sites such as Facebook and Twitter.

When joining social media sites, employees and students should make sure that they read and follow the terms of use, privacy policies, etc., for each site.

Additionally, employees and students should consider the following regarding the use of social media sites:

• You should treat everything you post on the Internet as though it were available to the general public. While your postings may be restricted to those who have access to your page (commonly referred to as “friends”), you cannot control what those people do with your postings - i.e., reposting, forwarding through email, etc.
• Most social media sites require you to supply an email address when joining. When joining social media sites, you should join using your personal (not work) email account or create separate accounts for personal and professional use. Most people will find that their use of social media sites will evolve to include numerous personal contacts making work-related emails inappropriate for this use. (Be aware that Facebook’s terms of use prohibit maintaining more than one account. It is strongly suggested you use a personal email account when joining Facebook.)
• Use common sense when posting information, comments, photos, etc. Everything you post reflects on you both as an individual, and in many cases, as an associate of the College. Use the same amount of restraint as you would if you posted the information on a bulletin board in a public space.
• Use privacy settings to ensure that you do not compromise your personal information and safety. Do not post information online that you do not want to be made available to the general public.
• Use College computing resources for College-related purposes. Employee access to social media sites during the workday should be reserved for business-related purposes. Access for personal reasons should take place during personal time.
• Make sure your access to and use of social media sites does not violate existing College policies.
• Remember, College-related social media sites may be subject to monitoring, archiving, and disclosure to third parties under North Carolina Public Records Law.

Crime Reports

A crime report is completed annually and made available to students on the ECC website. In addition to the website, employees may also obtain a copy of each annual report from the Director of Human Resources office.

As required by Section 485 (a) and (f) of the Higher Education Act, the Human Resources Director reports ECC crime statistics online to the National Campus Crime and Security Survey during the annual collection period of August 17 to October 17.

The public may access the results of the survey online.

Other Rules and Regulations

The Student Handbook lists additional rules and regulations and grievance procedures. The college computer policy is posted on the college website.

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