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Policies and Procedures

Code of Ethics

II-2. Other Campus Issues

II-2.000 Code of Ethics

Guilford Technical Community College is committed to maintaining the highest professional standards in all of its academic and administrative operations; promoting ethical practices among its administrators, faculty, staff, and students; and ensuring a level of accountability appropriate for a public institution. Individuals are expected to observe all federal, state, and local laws including those pertaining to equal opportunity, nondiscrimination, and harassment.

Personal interactions among members of the college community and between members of the college community and those outside the college community should be characterized by truthfulness, openness to new ideas, civility, and consideration for the rights of others. Each member of the college should respect the rights of others to freedom of thought, opinion, speech, and association.

Individuals shall present information accurately, comply with policies to the best of their abilities, and use the institution's resources appropriately. Each employee is responsible for avoiding real or apparent conflicts of interest; ensuring that authority is exercised within a framework of accountability; and ensuring that information is managed in accordance with relevant public record and privacy statutes.

Procedures

1. Individuals who have a concern about the conduct of a particular individual or the propriety of a given situation should consult with the supervisor of the individual in question or with the supervisor of the area in which the situation in question occurred, or notify their own supervisors. College policy (Reporting Fraud and Misconduct, IV-4.110), provides protection from retaliation for individuals who report such conduct in good faith and disciplinary action for those guilty of malicious reporting.
2. Concerns about ethical practices may also be reported anonymously to the State Auditor's Fraud and Abuse Hotline by calling 1-800-730-8477.
3. A number of other college policies establish ethical guidelines or standards for appropriate professional conduct for particular educational or administrative functions. These policies include, but are not limited to: Use of College Facilities by College-Affiliated & Outside Groups (I-1.090), Academic Freedom and Responsibility (II-1.010), Copyright (II-2.030), Intellectual Property (II-2.031), Telecommunications policies (II-2.035), Student Conduct (III-2.010), Sexual Harassment (III-2.014 and IV-4.070), Right to Privacy (III-2.060), Use of Human Subjects (III- 2.090), Conflict of Interest (IV-1.010), Equal Opportunity (IV-1.023), Nepotism (IV-1.040), Outside/Dual Employment (IV-1.060), Drug-Free Workplace (IV-4.020). College rules also apply, including, but not limited to "Honoraria, Gifts, Gratuities/Surplus Property," "Media Technologies Equipment Procedures," and "Selling/Disposition of Desk, Review, Sample and Complimentary Instructional Materials."

Approved 6/2206

Conflict of Interest

IV-1.010 Conflict of Interest

Members of the Board of Trustees and GTCC employees are prohibited from acting as an agent, either directly or indirectly, for those furnishing goods or services to any State agency, school, or institution. (General Statutes, Chapter 115D-26; North Carolina Administrative Code T01:05B.1509.)

Procedure:

1. Every reasonable effort shall be made to avoid GTCC making purchases from or through trustees and college employees.
2. The purchasing power of the State and GTCC shall not be used for private advantage of any trustee or employee.
3. No trustee or college employee shall directly or indirectly act as an agent for any supplier of goods or services to Guilford Technical Community College.
4. No trustee or college employee shall accept or solicit any gift that could reasonably be construed to influence him or her in recommending or procuring goods or services for Guilford Tec
5. Should GTCC become aware of a conflict of interest of a trustee or college employee in any procurement of goods or services, action shall be taken immediately to cease such procurement.
6. Any employee determined to have violated the conflict of interest policy may be subject to disciplinary action according to the Disciplinary Action Policy IV-1.052. Furthermore, such violation may result in termination of employment and/or notification to the State Auditor that a violation of the conflict of interest statue has occurred.
7. A violation of the conflict of interest policy by a trustee will be forwarded to the State Auditor.
8. Each September, the President, Vice-Presidents, and all regular staff shall complete an Annual Reporting of Secondary Employment, Self-Employment and Affiliations form. All trustees shall complete an Annual Reporting of Employment and Affiliations form. These forms will be signed by the appropriate Vice-President or the President and maintained in Purchasing. Each newly hired employee will complete a Conflict of Interest form during new hire orientatio
9. Upon conviction of a violation of general statutes governing conflict of interest, a trustee or college employee shall be deemed guilty of a Class I Misdemeanor.

Rev. 9/15/97 (procedures only, President's Council)
4/17/02
11/18/02 (Procedures only, President's Council)
6/25/03

Reporting Fraud and Improper Activities

IV-4.110 Reporting Fraud and Improper Activities

Employees and anyone else providing services to the college are encouraged to report either orally or in writing all evidence of any activity on the part of its current or former employees, trustees, or anyone else with whom Guilford Tech has a business relationship that may constitute:

1. A violation of any state, federal, or local law, rule, or regulation applicable to the operations of the college;
2. Misappropriation or misuse of college resources;
3. Substantial and specific danger to the employee's or public's health and safety; or
4. An act of gross mismanagement, gross waste of public funds, or gross neglect of duty. The college shall promptly investigate all alleged violations and provide a response to the person(s) reporting the violation (unless the report was submitted anonymously) within 30 calendar days after the close of the investigation.

Any employee who reports such violations as described above in good faith shall be protected from any retaliatory action including discharge, suspension, demotion, or any other adverse employment action. In addition, employees are also protected for refusing to carry out a directive which constitutes a violation as described above. Any alleged retaliatory actions shall be promptly investigated by the college.

Employees who commit any of the violations described above or retaliate against someone who, in good faith, has reported a violation shall be subject to disciplinary action up to and including termination of employment and/or criminal or civil prosecution. Likewise, any employee who knowingly or maliciously reports a violation or retaliatory action that has no factual basis shall be subject to disciplinary actions up to and including termination of employment.

These employee protections extend to violations reported both internally and to the "hotline" maintained by the North Carolina Office of the State Auditor. GTCC will, to the extent possible and consistent with the need to conduct an adequate investigation, maintain confidentiality of reported violations.

This policy shall in no way affect the requirements of General Statute § 114-15.1 whereby employees and state agencies must report cases of damage, theft, embezzlement, or misuse of state-owned personal or real property to the State Bureau of Investigation.

Procedure

1. The process for reporting an alleged violation shall be:

a. Any person who has knowledge of a violation should report this information as soon as possible to the Executive Vice President. Should this be inappropriate, the report should be made to the Director of Human Resources. All reports should be factual rather than speculative in nature and should contain as much specific information as possible to demonstrate that there are sufficient grounds for concern. The Executive Vice President and/or the Director of Human Resources will conduct an investigation and report his or her findings to the President, or if the allegation of wrongdoing includes the President, to the Chair of the Board of Trustees.

b. A report may be filed anonymously using the same steps described above. Anonymously filed reports must provide sufficient evidence to justify the commencement of an investigation. An investigation of unspecified wrongdoing or broad allegations will not be undertaken without sufficient grounds for concern. Because an anonymous whistleblower cannot be interviewed, it may be more difficult to evaluate the allegations and less likely that an investigation can be initiated.

c. An employee who is asked to aid in an investigation should not discuss the investigation with anyone other than the individual or individuals officially assigned to investigate the allegations.

2. The process for reporting retaliatory actions shall be:

1. a. An employee is protected from retaliation only if he/she did not participate in the alleged violation, the alleged violation is brought to the attention of the college, and the employee provides the college with the opportunity to investigate and correct the alleged violation.
2. b. Any whistleblower who believes that he/she is the subject of retaliation may file a written complaint with the Director of Human Resources, or, as appropriate, with the  xecutive Vice President. The complaint must be filed within 30 days of the employee's discovery of the retaliatory action.
3. c. This protection from retaliation is not intended to prohibit supervisory personnel from taking, directing others to take, recommending, or approving any adverse personnel action, including disciplinary action, in the usual scope of their duties and based on evidence separate from the fact that the person has made a protected allegation.

3. Any media inquiries concerning an allegation or retaliation should be directed to the Executive Vice President.

4. Any employee dissatisfied with the official conclusions of the investigative process shall be afforded due process rights through the college grievance procedure (IV-4.030) and the disciplinary procedure (IV-1.052 and IV-4.053).

12/2005

Solicitation on Campus

Supplier Visits

The GTCC Purchasing Department has an open door policy. If suppliers are in the area, they are welcome to come by to meet the purchasing personnel, to drop off company or product information or to check on upcoming projects.

Appointments are not required but are encouraged with the Manager, Procurement & Inventory Control to assure that (s)he has adequate time available for the meeting.

Suppliers are not required to come through the Purchasing Department to make appointments with the various departments on campus. Those appointments can be made directly with the contact person for those areas.

Unauthorized Purchases and Requests for Services

Employees of Guilford Technical Community College and other affiliated offices or departments are NOT authorized to purchase merchandise and/or request services from a vendor without the prior approval of the Purchasing Department. Prior approval constitutes the issuance of a formal purchase order by the Purchasing Department. Invoices submitted along with a purchase requisition after the fact as payment purposes only will NOT be accepted by the Purchasing Department. If a campus department deems an order or service to be an emergency they must contact the Purchasing Department for written authorization prior to purchasing the goods or initiating the emergency service. The Purchasing Department staff is available weekdays from 8:00AM to 05:00PM to assist you in placing and expediting your emergency orders. Campus departments are also encouraged to apply for the Procurement Visa Card (P-card) to expedite the placement and receipt of emergency orders. For more information on the college's P-card program, please contact the Purchasing Department at ext 2888.

Individuals who enter into an agreement with a vendor to start providing goods or services on behalf of the College or whom intend to bind the College to financial commitments without prior authorization from the Purchasing Department are in violation of State law and College policy. Individuals may be subject to the imposition of discipline and may be held personally liable for any indebtedness that is ultimately held to be owed to the contractor/vendor.

All goods ordered for Guilford Technical Community College and other College affiliated offices or departments must be shipped to the respective College receiving address. Under no circumstances are deliveries to be made to an address other than an official, College related receiving address. Payments and/or reimbursements will NOT be processed for items shipped to a home address unless the appropriate justification is included.