4.4.1 Use of Facilities

4.4.1.1 Classroom Assignments

The Vice President of Instruction and Student Services has the responsibility of establishing classroom assignments. It is not possible to honor requests for classroom preference unless installed or permanently assigned equipment is required for the particular class. Every reasonable effort will be made to assure that each class has the most appropriate facilities available.

After registration is complete, a request to change classrooms may be considered by the Vice President of Instruction and Student Services and must be approved before any change is made.

4.4.1.2 Scheduling Classrooms for Activities and Meetings

The College has a number of facilities that can be scheduled for meetings and activities other than regularly scheduled classes. In order that conflicts be avoided, the following procedure is established: The date, hour, and location of all meetings scheduled for classrooms are to be listed in the office of the Vice President of Instruction and Student Services. If a classroom is needed for an unscheduled meeting and a room is vacant, it may be used but scheduling takes priority for use.

If it is desired to rearrange the furniture, remove or add seats, install or remove special equipment, or in any other way alter the normal arrangement of the classroom it shall be the responsibility of the person or organization requesting the use of the room to ensure that the room is returned to its proper arrangement prior to the next class scheduled in the room.

It must be understood that in all cases where a classroom is used for an activity or meeting the chairs will be arranged in their proper order and all trash, paper, etc. will be properly disposed. The custodial staff is fully extended in normal cleaning and maintenance. They cannot be expected to pick up after special activities or meetings.

4.4.1.3 Special Purpose Rooms

The College Board Room (ADM 123) is scheduled and controlled by the Office of the President. The schedule for other conference rooms on campus as well as the Theatre (LRC 605) can be viewed in the Public Folders in Outlook under the Master Calendar Schedule. Contact either the Secretary to the Vice President of Instruction and Student Services or the Office Manager for the Business Humanities and Social Sciences Division.

4.4.1.4 Use of Facilities by Community Groups

Virginia Highlands Community College encourages community groups to use its facilities when such use does not interfere with the basic instructional mission of the College. When permission is granted for use of College facilities the requesting organization may be asked to cover the cost of providing any necessary services (custodial, audio visual technician, security, switchboard operation, message relay, etc.), or other College personnel. The cost of these services will be determined at the time of application by the appropriate supervisor. A VHCC representative must be present during each after hours activity.

Priorities for use of College facilities will be as follows:

1. Educational programs for the College.
2. College student, faculty, or staff directed activities.
3. College sponsored events and/or activities.
4. Non profit community or civic group/organization events and/or activities.
5. Other events and/or activities promoting training, public service, or economic development purposes.

The facilities must be scheduled in advance through the office of the Vice President of Instruction and Student Services (or, in the case of the Board Room, the office of the President of the College).

1. Each group/organization requesting the use of College facilities should complete an "Application for Use of College Facilities" form as early as possible prior to the desired dates.
   
   The college reserves the right to withhold or withdraw the use of its facilities at any time on or after application should circumstances warrant.
    
2. The proposed activity must be compatible with the mission of the College. Generally, sectarian religious activities and partisan political activities will not be accommodated.
    
3. The cost of extra custodial, audio visual, security, switchboard, message relay, or other personnel services will be paid directly to the College upon receipt of invoice.
   
   Final approval may be denied where suitable personnel are not available at the time facilities use is requested.
    
4. The facilities must be left in good order. Damage to the facilities or contents shall be the responsibility of the using group.
    
5. Any catering services needed will be the responsibility of the requesting agency.
   
   Permission for use of the facilities may be denied by the Vice President of Instruction and Student Services or the President if, in his or her judgment, the proposed use would likely interfere with the orderly conduct of the College's mission or if there is reason to believe that damage or destruction of the facilities or contents is likely.
   
   (Policy statement, Virginia Highlands Community College Board, adopted January 14, 1988 and amended September 9, 1993.)

4.4.1.5 After Hours Use of College Facilities

In order to assure personal safety and campus security, the following policies and procedures have been developed governing the after hours use of College facilities. For purposes of this policy, after hours are defined as from 10:00 p.m. to 7:30 a.m. on Monday through Friday and from 10:00 p.m. on Friday through 7:30 a.m. on Monday (excluding class hours which might be scheduled on Saturday mornings), and any times the College is closed such as holidays, inclement weather, etc.

1. Faculty and staff members are allowed to use their assigned offices at all times. Access after hours is granted via their proximity key card. (See Section 4.4.5 – Keys for further information.) During after hours, they are responsible for locking doors, turning off lights, and otherwise leaving the building as they found it. Other College services (such as duplicating, typing, and mail delivery), are not available during after hours.
    
2. Shops and labs will not be used during after hours without prior written approval of the Vice President of Instruction and Student Services. If permission is granted to use shops and labs at other than normal hours, the maintenance staff or security officer should be alerted for safety checks on instructors using facilities.
    
3. Student use of campus facilities will generally be restricted to normal hours. Requests for after hours use of facilities by students must be submitted to the Vice President of Instruction and Student Services for written approval. A faculty or staff member must sponsor and be present for meetings held during after hours. Persons using College facilities after hours are responsible for locking doors, turning off lights, and otherwise leaving the building as they found it.

4.4.1.6 Fitness/Nature Trail and Other Campus Use Guidelines

1. All outside groups that desire to use the trail or campus should have written permission from the Vice President of Instruction and Student Services. Individual use does not require that permission.
    
2. The trail, the general college grounds, and the public county road to the parking lots will be open even when the college is closed. The trail may be used for walking, jogging, and cross-country skiing, etc.
    
3. No horses, skateboards, in-line skates, other motorized vehicles, or other devices on wheels are permitted on the trail, sidewalks, parking lots or general grounds. Any recreational activities including, but not limited to, sledding, snowboarding, and tubing are also prohibited on general campus grounds. Bicycles may be used for student transportation on the public streets only and have a designed parking area. The usual county leash laws are in effect for dogs.
    
4. The trail closes at dark. No activity will be permitted after the trail closes.
    
5. All parking must be in designated parking lots. No roadside parking is allowed.

4.4.2 Audio Visual Equipment and Materials

4.4.2.1 Responsibility

The Director of Library and Instructional Services Division is responsible for the inventory and control of all audio visual equipment and materials.

4.4.2.2 Permanently Assigned Equipment

Audio visual equipment permanently assigned to a room may be used in place by any faculty member. This equipment may not be removed from the assigned area without express approval of the Director of Library and Instructional Services Division or their representative.

4.4.2.3 Other Equipment

All audio visual equipment not permanently assigned to a specific room may be checked out for on campus use directly from the Learning Laboratory. Faculty members are advised to schedule needed equipment at least 24 hours in advance of the time needed. If assistance is required in operating the equipment, this should be noted at the time of the equipment request. Equipment will be promptly returned after use and must not be left unattended.

4.4.2.4 Materials

All films, slides, records, tapes, transparencies, etc., are to be purchased through the learning laboratory. The learning laboratory and the library (through the card catalog) maintain a complete inventory of all audio visual materials.

The cost of rental and purchase of motion picture films will be reimbursed by the using department.

Normal use of audio visual equipment, including supplies, will be provided at no cost. Special or extensive projects require special coordination with the Director of Library and Instructional Services Division.

4.4.2.5 Off Campus Use

Audio visual equipment, as well as all College equipment, exists primarily to support the various programs of the College. The Virginia Highlands Community College Board has adopted a policy that such equipment is not normally to be made available to community organizations and individuals since such usage is not in keeping with the principle of support of College programs and might conflict with commercial services available in the area.

Audio visual equipment may be checked out for off campus use for college related purposes by a member of the College faculty or staff with the express written approval of the Director of Library and Instructional Services Division. Other off campus use of audio visual equipment must also receive prior written permission from the Director of Library and Instructional Services Division. Such use can be approved only if the use is related to the purposes of the College (including community service) and must be subsequent to instructional support.

4.4.3 Fixed Assets

4.4.3.1 Fixed Asset Policy

The purpose of this policy is to describe the general guidelines for maintaining the fixed asset equipment inventory of the College. The College adheres to the Fixed Asset Inventory System Manual (FAIS Manual) as published by the Virginia Community College System (VCCS) as well as to Section 30000 of the Commonwealth Accounting Policies and Procedures Manual (CAPP Manual) as published by the Virginia Department of Accounts. Section 30000 is available at http://www.doa.virginia.gov/Admin_Services/CAPP/CAPP_Summary.cfm.

The College currently maintains FAIS as required by the VCCS. In addition, the College maintains a Skandata bar code system for inventory of equipment.

4.4.3.2 Capitalization Policy

If an asset meets the following criteria, it is deemed a fixed asset and is capitalized in FAIS as well as on financial statements:

• Separate – a fixed asset is tangible in nature and complete in itself. A fixed asset does not lose its identity or become a component of the building where it resides.
• Multi-Year Life – a fixed asset has an expected life of two or more years.
• Significant Value – a fixed asset which, individually, has a value or cost of at least $5,000. Exceptions to this rule are Equipment Trust Fund (ETF) equipment, which will be capitalized regardless of cost and Foundation equipment, which will not be capitalized regardless of cost. (Equipment must cost at least $500 to be eligible for ETF.)

4.4.3.3 Controllable Property Policy

For financial statement purposes, all equipment on FAIS with a value or cost of $5,000 or more is capitalized with the exception of ETF equipment (capitalized regardless of cost) and foundation equipment (not capitalized). All equipment items on FAIS which are included for financial statement purposes are considered capitalized property. Likewise, all equipment on FAIS which is not included for financial statement purposes is considered controllable property.

The College’s controllable threshold for recording equipment in FAIS is $2,000 with the following exceptions:

• All ETF equipment is recorded on FAIS.
• All equipment purchased with the Infrastructure Technology Fee and General Funds technology accounts is recorded on FAIS if it has a unit cost greater than or equal to $500.
• Equipment belonging to the VHCC Educational Foundation, Inc., with a fair market value of $2,000 or more is recorded on FAIS.
• All computers, digital cameras, camcorders, and LCD projectors are recorded on FAIS regardless of cost and funding source.

4.4.3.4 Responsibility for Fixed Assets

The College is responsible for maintaining a consolidated inventory of capitalized and controllable fixed assets. The consolidated inventory is maintained by the Fiscal Assistant and verified by the Accountant, who also serves as the College’s Fixed Asset Coordinator. However, it is the joint responsibility of all employees to exercise necessary care and controls to protect fixed assets from loss or abuse. All fixed assets are assigned to a specific department or division of the College for inventory control. Departments or divisions are directly responsible for the proper safeguard and control of assets assigned to them. In the event of stolen or missing equipment, immediate notification should be made to Campus Police as well as to the Accountant.

Breakage or loss of any equipment should be reported to Campus Police who will complete a police report. Breakage or loss should also be reported to the department or division head to facilitate repairs or replacement. Students are responsible for the breakage or loss of any College equipment assigned to them where it is apparent that the breakage or loss resulted from neglect or carelessness on the part of the student. It is the responsibility of the instructor to keep a record of all equipment assigned to each student and to inform the student of his responsibility in case of breakage or loss.

4.4.3.5 Movement and Relocation of Fixed Assets

Transfer of equipment between rooms and/or departments must be approved by and reported to the Accountant. Equipment is not to be transferred from the assigned area without the prior completion and approval of a VHCC Equipment Change Form. The Equipment Change Form may be accessed in the shared folders at Z:\DOCS\Equipment Change Form.doc. An Equipment Change Form must be completed and approved for all equipment transferred between departments. The form should be signed by the department head of the transferring department as well as the department head of the receiving department. It is imperative that an Equipment Change Form is completed and submitted to the Accountant at the time the equipment is being moved from one location to another or from one responsible area to another.

4.4.3.6 Temporary Removal of Fixed Assets from Campus

No equipment is to be removed from the College without the prior completion and approval of a VHCC Equipment Change Form. The Equipment Change Form may be accessed in the shared folders at file:///Z:/DOCS/Equipment Change Form.doc. An employee must sign the Equipment Change Form accepting responsibility as the temporary custodian of the equipment. The form must also be approved by the supervisor of the custodian as well as by the Accountant. A copy of the form must be provided to the Accountant prior to removing the equipment from campus. In addition, the Accountant must be notified when the equipment is returned.

4.4.3.7 Physical Inventory of Fixed Assets

A complete physical inventory of fixed assets is required at least once every two years in order to properly safeguard assets and maintain fiscal accountability. (CAPP Manual 30505)

The objectives of a physical inventory are to ensure that the equipment recorded in FAIS physically exists, to determine if unrecorded or improperly recorded transactions have occurred, and to identify any excess, defective, or obsolete assets on hand.

While the Accountant is responsible for conducting a complete physical inventory at least once every two years, it is the joint responsibility of all employees to assist in the location and identification of equipment.

4.4.3.7 Surplus Property

Surplus property is an item of furniture or equipment which is no longer needed by a specific College department or division. Every effort should be made to relocate surplus property within the College, as this will extend useful life and avoid costly expenditures for new items.

A division or department that has identified property as surplus should complete an Equipment Change Form. The Equipment Change Form may be accessed in the shared folders at file:///Z:/DOCS/Equipment Change Form.doc. This form should be used for equipment that is on the inventory systems as well as for non-inventory property such as chairs, tables, etc. The form should be completed and approved by the supervisor and forwarded to the Accountant. The Accountant will review the request and forward it to the Business Manager, who serves as the College’s Surplus Property Officer.

For items that are in working condition, the Accountant and Business Manager will communicate the availability of the items to other divisions and departments. If the equipment is needed by another division or department, the Business Manager and Accountant will coordinate the transfer.

If the equipment is determined to be of no use to the College, the Business Manager and Accountant will coordinate with Buildings and Grounds to have the equipment transferred to the Storage & Surplus Building (SSB) pending removal from campus. However, since space in the SSB is limited, equipment must sometimes remain in the division or department until it can be removed from campus. (ISC Room 408 contains some space for the storage of information technology items.)

Once IT equipment has been deemed surplus, IT staff will purge laptops and desktops per the COV ITRM Standard SEC2003-02.1, “Removal of Commonwealth Data from Surplus Computer Hard Drives and Electronic Media Standard.” This standard can be found at http://www.vita.virginia.gov/docs/pubs/removingData.cfm.

The most common method of disposal for equipment items is to surplus the assets through the State’s Surplus Property Management section of the Department of General Services at the Surplus Warehouse located in Wytheville, VA. The Business Manager, Accountant, and Superintendent of Buildings and Grounds will coordinate a time that the property can be transferred to the Wytheville warehouse.

For larger items (vehicles, snow plows, etc.) the Business Manager will advertise the items on the Department of General Services’ auction website since the College receives proceeds from items sold on the website.

Business Manager and/or Accountant will forward all surplus documentation to the Fiscal Assistant. Fiscal Assistant will update status codes on FAIS. Accountant will approve updates. Vice President of Financial and Administrative Services will also approve all disposals.

4.4.4 Office Furnishings

Each full time faculty member is provided office space equipped with a desk, an executive chair, one straight chair, a filing cabinet (or in the case of the larger cabinets, shared space in a filing cabinet), and one waste basket.

Administrative and secretarial offices are provided with the same basic furnishings plus any additional pieces of furniture required as part of the specific responsibilities of the office.

Other equipment and materials may be used within an individual's office area in a reasonable fashion, with consideration for other persons sharing the office and maintenance requirements.

Bulletin boards or suitable frames will be provided on or near each office door for use by occupants for posting schedules, special notices, etc.

Use of any equipment, furnishings, or appliances other than the above is subject to the approval of the Vice President of Financial and Administrative Services.

Whenever possible, advanced notice is to be given to occupants when substantial changes are planned in the physical arrangements affecting their office.

4.4.5 Keys

Exterior door keys are not required. Access to a building during non-business hours is granted via a Faculty/Staff ID key card. Forms are available on the public drive (file:///Z:/DOCS/Request For Access Key Card.doc) and are to be filled out by the employee requesting access, signed by their supervisor, and turned in to the Vice President of Financial and Administrative Services. The employee then needs to have their photo taken in the Library. They will be notified when their key card has been activated and is ready to be picked up in the Business Office.

Each instructor or staff member may be issued a key to his/her office and/or laboratory (if applicable). Upon termination of employment, all issued keys and key cards must be returned to the Business Office.

Generally speaking, keys for individual general classrooms will not be available since it is the responsibility of the custodial personnel to ensure that classrooms are open when necessary. The only individuals authorized to possess master keys to College buildings are members of the College Management Team and designated security, custodial, and maintenance personnel. The Learning Laboratory shall be issued keys adequate to ensure its ability to deliver audio-visual services and equipment to appropriate areas of the Campus. The Business Manager is charged with maintaining a record of keys issued and returned, including paper documentation and signatures. The Business Manager is also responsible for proximity lock key cards and access control.

Keys and/or key cards are not to be given or loaned to unauthorized persons for any reason.

4.4.6 Facilities Maintenance Policy

It is the policy of Virginia Highlands Community College to provide safe, efficient, effective, and pleasant physical surroundings for the students, faculty, staff and public to pursue the fulfillment of the missions, goals, and objectives. Under the direction of the State Board for Community Colleges, the administration of the College is charged with protecting and preserving the assets of the Commonwealth of Virginia. To make this policy effective, the College must endeavor to secure an allocated appropriate resources, both human and fiscal, as necessary to bring about maximum realization of the stated goals of this policy.

GENERAL - The Superintendent of Buildings and Grounds shall perform a semi-annual inspection of all buildings, with particular attention to structure, major systems, and roofs. All minor repairs shall be scheduled and performed in a timely manner, and all needed major repairs of defects shall be reported to the Vice President of Financial and Administrative Services, who shall secure appropriate engineering advice and request funding. If adequate funding is not available, the Vice President of Financial and Administrative Services shall initiate appropriate requests for funding through the Virginia Community College System's Facilities Management Services Division and/or Budget Office.

The Campus Police Chief (Safety Officer) and the Superintendent of Buildings and Grounds shall jointly conduct a semi-annual self-inspection for fire and safety hazards. Also, the Superintendent of Buildings and Grounds shall ensure that all fire extinguishers are properly charged and maintained, and shall ensure that appropriate Evacuation Plans are posted in each classroom and laboratory and each corridor.

BUILDING SYSTEM - The College shall continuously maintain in force a contract for Heating, Ventilation, and Air Conditioning Preventative Maintenance and Repair Service. This contract shall provide appropriate periodic inspection, lubrication, and adjustment of all HVAC equipment including controls, replenishment of fluids and gases, and replacement of belts and filters. It shall also provide for on-call and emergency services as needed.

The College shall continuously maintain in force a contract for Elevator Maintenance and Repair which meets Commonwealth of Virginia requirement.

The College shall maintain a contract for Maintenance and Repair Service for the campus-wide fire detection and alarm system.

The College should maintain a contract for Maintenance and Repair Service for the campus-wide automatic clock system.

The College does not have a significant amount of wood structures as to warrant a contract for Pest Control. However, the Superintendent of Buildings and Grounds should maintain frequent observations and shall procure appropriate Pest Control services as needed to provide a safe and sanitary environment.

HOUSEKEEPING - The Superintendent of Buildings and Grounds is charged with the responsibility of providing an efficient and effective system of care and maintenance of floors, walls, ceilings, etc., on a routine basis as needed to enhance the programs of the College. Major deficiencies should be reported to the Vice President of Financial and Administrative Services for appropriate action. Appropriate use of protectants such as wax or paints not only enhances aesthetic appearances but also preserves and extends the life of building materials. Housekeeping needs should be anticipated and incorporated into the operating budget request.

GROUNDS AND OUTDOOR FACILITIES - The Superintendent of Buildings and Grounds shall conduct a semi-annual inspection of all parking lots, roadways, sidewalks, physical education facilities, outdoor lighting, drainage systems, lawns, signs, and other appurtenances as may exist on the campus. All minor repairs shall be scheduled and performed in a timely manner, and all needed major repairs or defects shall be reported to the Vice President of Financial and Administrative Services, who shall secure appropriate engineering advice and request funding. If adequate funding is not available, the Vice President of Financial and Administrative Services shall initiate appropriate requests for funding through the Virginia Community College System's Facilities Management Services Division and/or Budget Office.  Landscaping issues are directed to the Vice President of Instruction and Student Services and/or the Dean of Science and Engineering Technologies Division as the Horticulture Department oversees this aspect of the campus.

EQUIPMENT - OFFICE AND INSTRUCTIONAL - In general, it is the College's policy not to purchase contracts for maintenance services on office or academic equipment.

Instead, the College, in effect, operates as self-insured. Each year, an appropriate amount of funds is set aside as a contingency fund for repairs or replacement of office and/or academic equipment. As the year progresses, these funds, managed by the Vice President of Financial and Administrative Services, are released for other purposes as approved by the President if not required for repairs. Exceptions include essential equipment such as computer telecommunications controllers and printers vital to the daily operations of academic and administrative data processing, central copy center, and equipment which historically requires frequent maintenance and repairs for which contracts are proven as cost-effective.