Administrative Procedures

ECC is committed to providing an environment where you will learn new skills and reach your educational goals. The administrative procedures listed below outline student rights and responsibilities.

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Academic Integrity 4.407
Elgin Community College is committed to providing a learning environment that values truth, honesty, and accountability.
Academic Residency 1.301
Academic Residency refers to the number of credit hours a student must take at Elgin Community College to be eligible for a degree or certificate.
Administrative Professional Development 5.206
Elgin Community College recognizes the benefits of professional development and the institution’s role in providing opportunities for lifelong learning.
Alcoholic Beverages on Campus 6.301
Elgin Community College allows alcohol at events with food, served by trained staff. Approval is required, and alcohol must be a licensed purchased.
Anti-Discrimination, Harassment, and Retaliation Policy and Procedure 3.404
ECC’s Policy 3.404 ensures equal opportunity in education and employment, prohibiting discrimination and harassment while promoting respect, equity, and unity.
Appeal for Complaint Procedure 4.408
ECC offers an appeal process for decisions like grades or judicial matters, allowing students to present extenuating circumstances.
Appeal of Final Grade 4.403
Policy 4.403 allows students to appeal a final grade due to calculation errors, arbitrary grading, or criteria outside the syllabus/performance.
Approval Process for Development and Submission of Grants 2.503
ECC and the ECC Foundation seek diverse grants for College programs, activities, and scholarships, following College procedures.
Attendance, Punctuality, and Job Abandonment 5.405
Elgin Community College expects its employees to be reliable and punctual. Employees are required to report for work on time and as scheduled.
Bereavement Policy 5.506
Eligible employees may take up to 3 days of paid Bereavement Leave for the death of a family member, with supervisor approval and required documentation.
Business Enterprise for Minorities, Females and Persons with Disabilities 3.408
ECC recognizes the importance of increasing the participation of businesses owned by minorities, females and persons with disabilities in public contracts.
Business Ethics and Conduct 3.808
Employees of Elgin Community College are expected to be ethical in their conduct. Unethical or dishonest behavior affects the College's reputation and success.
Campus Safety 3.701
Elgin Community College encourages student and employee crime awareness and will comply with the Illinois Crime Awareness and Campus Security Act of 1990.
Campus Security 5.106
Elgin Community College complies with the Illinois Campus Security Act, requiring criminal background checks for security-sensitive positions.
Capitalization Procedures 2.302
The capitalization threshold determines asset capitalization. Capitalized assets will be tagged for tracking and depreciated.
Clery Act Compliance Policy 3.104
Elgin Community College is committed to maintaining a safe and secure environment for its faculty, staff, students, and visitors.
College Admission 4.101
The following procedure applies to students seeking admission to Elgin Community College’s credit programs and courses.
College Advisory Committees 3.101
Elgin Community College supports advisory committees for various programs, with the President overseeing participation, communication, and input response.
Communicable Diseases/Contagious Illnesses 3.601
This procedure is for employees, students, and visitors with a communicable disease/contagious illness affecting their health, safety, welfare, and others.
Communicable Diseases/Contagious Illnesses 4.601
This procedure applies to employees/students with communicable diseases or life-threatening illnesses that may impact their health and safety.
Complaint Procedure 4.401
ECC ensures students or groups with differing opinions on policies can file complaints and receive a fair hearing without fear of retribution.
Conflicts of Interest 3.803
ECC policy requiring employees to avoid real or potential conflicts of interest, disclose relationships that may influence decisions, and prevent personal gain.
Continuity of Operations Plan 3.602
It is the policy of ECC that each department will maintain and update its individual continuity of operations (COOP) plan.
Contract Signing Authority 2.405
The job of the Board of Trustees is to govern, not manage, the college.
Copyright 3.301
Elgin Community College and its faculty, administration, support staff, and students will comply with the copyright laws of the United States.
Course Audit and Pass/No Credit 1.201
Students may select the audit or pass/no credit option for eligible courses upon registration online or in person.
Course Retake 1.203
A student who retakes any course does so with the understanding that only the higher grade will be used to compute the grade point average at ECC.
Credit for Learning Experiences other than Formal Instruction 1.101
ECC students may receive credit for skills gained outside the classroom, comparable to formal instruction, following specific procedures.
Criminal Background Checks & Drug Testing of Health Professions Program Students 3.406
Criminal background checks and drug testing are required of all students accepted into a Health Professions program.
Data Collection Involving People at Elgin Community College 3.103
ECC will maintain an Institutional Review Board (IRB) for the purpose of ensuring that data derived from human participants affiliated with ECC.
Data Privacy Policy 3.905
Elgin Community College regularly collects and uses data from students and employees. Data informs the programs and services we offer.
Death of a Student/Former Student 4.406
In the event of the death of a currently enrolled Elgin Community College student, the Dean of Students should be notified.
Disposal of Capital Assets 2.301
The disposal of ECC capital assets that no longer have residual value as determined by the administration should be considered in the following order.
Dispute Resolution for Eligible Administrative Employees 5.401
Elgin Community College’s Procedure 5.401 outlines dispute resolution for eligible admin employees, reviewed each year by the Chief Human Resources Officer.
Drug and Alcohol Testing of Truck Driving Program Students 3.405
ECC will conduct mandatory drug and alcohol testing for student drivers in the Truck Driving Program as described in this procedure.
Drug-Free Campus 3.401
The College aims to enhance the work and campus environment by eliminating drugs and alcohol, except with liquor permits or for instructional purposes.
Electronic-Mail (E-mail) 7.104
The purpose of this administrative procedure is to protect the integrity of Elgin Community College’s electronic-mail (e-mail) system.
Emeritus Status - Administration 5.101
ECC may grant emeritus status to employees with long-term, outstanding service upon retirement, recognizing their significant contributions to the College.
Employee Discipline 5.406
ECC’s disciplinary procedure aims to correct issues and improve performance, with progressive discipline steps, except during an introductory period.
Employee Insurance 5.203
Elgin Community College offers a comprehensive benefits package for full-time employees, including health, dental, life, and disability insurance.
Employee Reimbursement of Expense for Remote Work 5.207
This procedure outlines the process for reimbursing employees for necessary expenses incurred while working remotely, in compliance with the Illinois Wage.
Employee Smartphones and Cellular Hotspots 7.107
ECC provides smartphones/hotspots to eligible staff based on job need; approval, usage, and security are managed by IT, managers, and Cabinet members.
Employment of Retirees of the State Universities Retirement System 5.109
Employees should understand their position classification at Elgin Community College, as it determines eligibility for benefits and overtime. Contact HR.
Expense Money Allowance for Candidates 5.105
Elgin Community College reimburses reasonable travel expenses for full-time candidates, including airfare and more with receipts and mileage documentation.
Extended Absence Notification for Students 4.104
The Dean of Students Office assists students facing emergencies, notifying faculty of absences or impact on learning due to personal or family issues.
Extracurricular and Co-curricular Off-Site Learning Activities 4.405
Sanctioned off-campus activities led by ECC faculty/staff to enhance student learning, which may include single or multi-day trips with overnight stays.
Facilities Usage Regulations 6.208
ECC outlines facility-use rules, rental guidelines, and responsibilities to ensure safe, appropriate use of campus buildings and grounds when not in College use
Faculty Proficiency in Oral English 5.104
Elgin Community College ensures faculty oral English proficiency by assessing candidates and addressing deficiencies through evaluations and remediation.
Family and Medical Leave 5.306
ECC complies with FMLA, granting eligible employees up to 12 weeks of unpaid leave for personal or family health reasons, with medical certification.
Financial Aid Advance Program 4.301
ECC's Financial Aid Advance Program offers short-term advances up to $500 for eligible students to meet educational costs.
Firearms, Weapons and Concealed Carry Procedure 3.902
ECC is committed to providing a safe and secure environment. ECC establishes restrictions on the ability to carry firearms or weapons on its ECC Campus.
Food on Campus 6.401
Elgin Community College enforces health and safety rules for food distribution to protect against illness. Compliance ensures safe food handling.
Gift In-Kind Acceptance 2.504
Gifts in-kind are tangible items, excluding cash, securities, or real property, offered to ECC via the ECC Foundation for the College's mission.
Gifts or Bequests to the College 2.501
ECC offers diverse opportunities for support and sponsorship of College programs and activities, following College policies and procedures.
Grade Point Average Reset 4.105
Students must meet with an academic advisor to obtain a request form and complete an Academic Renewal success plan to begin the process.
Hyperlinks on the Elgin.edu Website 7.103
In general, Elgin Community College does not include hyperlinks to commercial websites from the College’s website.
Immigration Law Compliance 5.408
Elgin Community College is committed to only employing citizens of the United States and aliens who are legally authorized to work in the United States.
Individuals with Disabilities 3.501
This Administrative Procedure sets forth ECC’s policy and procedures for the College’s compliance with the Americans with Disabilities Act.
Information Security Program 7.106
Elgin Community College's Information Security Program ensures the protection of confidential information through shared responsibility and best practices.
Information Technology – Acceptable Usage 7.101
Elgin Community College’s IT Acceptable Usage Policy outlines guidelines for using technology to protect employees, students, and data, ensuring security.
Interior Spaces and Environmental Branding 6.102
At Elgin Community College (ECC), our physical spaces contribute significantly to the campus experience and institutional identity.
International Student Insurance Requirements 4.202
The following procedure applies to international students on an F-1 or J-1 visa attending Elgin Community College.
Introductory Period 5.409
Elgin Community College's 90-day introductory period may be extended. Employees are eligible for legal benefits and may be terminated during this period.
Investment of College Funds 2.304
This investment procedure applies to all funds of the College. These funds are accounted for in the College's annual financial report.
Issuance of Checks Prior to Board Meetings 2.402
ECC procedure authorizes the Treasurer to issue checks before Board meetings, with all expenditures presented at the next meeting for required ratification.
Jury Duty 5.305
Elgin Community College recognizes the responsibility of all citizens to accept assignment to jury duty unless excused.
Leave of Absence for Personal Reasons 5.308
Full-time employees may request unpaid leave up to 1 year for personal, professional, or military reasons with Board approval; benefits paused but retained
Maternity/Child Rearing Leave for Eligible Employees 5.301
Elgin Community College will comply with the Pregnancy Discrimination Act of 1978 and the Family and Medical Leave Act.
Medical Examination 5.402
ECC may require medical or psychological exams for employees, at the employee's or College's expense, when mandated or deemed necessary by the President.
Medical Information Privacy 5.501
Elgin Community College is committed to keeping its employees' personal information private.
Mileage Reimbursement 3.705
ECC has established guidelines for reimbursement of persons who drive their own vehicles for College business and apply for mileage reimbursement.
Military Leave 5.404
Elgin Community College grants military leave per USERRA, allowing employees to use paid leave, retain health coverage, and receive reemployment.
Minimum Competencies and Placement Testing 1.104
A Minimum Competency is a prerequisite for college readiness required at ECC for all AI general education transfer courses.
Minimum Requirements for Appointment to Faculty 5.103
ECC’s hiring standards for faculty align with HLC’s 2023 guidelines. Qualifications are reviewed regularly, with possible temporary waivers.
Naming of College Facilities 6.101
Elgin Community College buildings may be named to honor significant contributions or by function, following approved guidelines and ensuring alignment.
Non-Unit Employee Tuition Reimbursement 5.205
ECC provides tuition reimbursement for eligible employees, spouses, and dependents, covering tuition only for ECC credit courses completed with a C or better.
Notice of Non-Discrimination 3.402
ECC does not discriminate based on race, color, origin, ancestry, sex/gender/identity, age, religion, disability, pregnancy, veteran, or marital status.
Operation of College Vehicles 3.704
Elgin Community College has a duty and a responsibility to establish guidelines for driving College owned or leased vehicles.
Outside Employment 5.407
Elgin Community College holds all employees to the same performance standards and scheduling expectations irrespective of any outside jobs they might have.
Paid Holidays 5.201
The College shall be closed on the following designated holidays and employees will be compensated for said holidays by classification.
Paid Time Off (PTO) and Leave Plan for Part-Time Employees 5.303
Administrative employees who are classified as “part-time” who are not part of a collective bargaining agreement will be entitled to paid time off (PTO).
Parking of Vehicles on Campus 3.702
Vehicles violating regulations may be ticketed or towed at the owner's expense by ECC PD staff or Elgin PD liaison officers.
Password Policy 7.102
This procedure ensures secure password management to protect confidential information at ECC by enforcing password complexity and frequent changes.
Payment of Elgin Community College Financial Obligations Incurred by Employees 2.203
The ECC Treasurer can withhold outstanding employee financial obligations from payroll checks, following specific guidelines.
Payroll 2.202
ECC processes payroll biweekly, with taxes and authorized deductions applied per employee forms; direct deposit available and timely documentation required.
Payroll Deductions 2.201
Employees will be paid bi-weekly. Payroll deductions, voluntary or involuntary shall be limited by the following listed in the procedure.
Personal Leave 5.302
ECC grants full-time, non-union employees 40 hours of personal leave per year, with prorated adjustments based on hire date and FTE.
Personal Relationships between Employees 5.403
When relatives or persons involved in a dating relationship work in the same area of an organization, it may cause problems at work.
Placement Test Appeals 4.404
Students may appeal placement test results after exhausting retakes and department recommendations for reading, writing, or math.
Position Classifications 5.108
Employees should understand their position classification at Elgin Community College, as it determines eligibility for benefits and overtime.
Posthumous Awarding of Degree or Certificate 4.604
In the event of a currently enrolled student's death, the process in Administrative Procedure 4.406, Death of a Student/Former Student, will be followed.
Procedure for Media Relations 3.907
This procedure provides a framework for addressing news media requests and media presence on campus.
Procedure for Social Media 3.903
ECC Communications oversees official social media accounts and monitors online mentions of ECC and its entities.
Procedure for Unscheduled Closings 3.809
ECC’s college closing policy ensures campus safety during hazardous events, detailing decision-making, communication, and temporary closures up to 72 hours.
Procedure for Use of the College’s Everyone Email System 3.105
The purpose of this policy is to provide guidelines for the distribution and use of 'everyone' emails sent to all employees.
Promotional Gifts from the College 2.502
The College can provide small gifts to not-for-profit, public service organizations in District 509 for fundraising or development, within budget limits.
Purchasing 2.401
The Business Services Manual and all forms noted in the following procedure can be located on ECC's employee portal under Business Services.
Purchasing Card Program 2.404
The Business Services Manual and all forms noted in the following procedure can be located on ECC's employee portal under Business Services.
Records Retention and Disposal 3.102
The Business Administration offices will manage public records per Local Records Commission rules, retaining documents as per the retention schedule.
Red Flag Identity Theft Prevention Program 3.407
ECC developed this Identity Theft Prevention Program which implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003.
Refunds for Credit and Non-Credit Courses 2.102
Students must formally withdraw from a course to be eligible for a refund.
Relocation Expense Reimbursement 5.107
Elgin Community College may reimburse up to $5,000 for relocation expenses. Higher amounts require Board approval. Expenses must meet IRS Moving Expenses.
Remediation Plans 5.102
This procedure applies to employees with a one-year Notice of Assignment, excluding temporary, contingent, seasonal, or union positions.
Remote Access 7.105
This procedure defines standards and restrictions for secure remote access to ECC’s network, ensuring safe connections via VPN, wireless, and third-party.
Replacement Check 2.205
The College will issue a replacement check 10 business days after the original check was mailed, if needed by staff, students, or vendors.
Sabbatical Leave 5.309
ECC grants one sabbatical leave per year to administrators for professional development or research, with specific eligibility.
Safety and All Hazards Response 3.806
Elgin Community College strives to maintain and promote a safe, secure, and healthy environment for employees, students, and visitors.
Schedule Changes and Course Withdrawals for Credit Classes 1.202
Students making changes to their class schedule after registering may make those changes online or in the Registration Office B105.
School Visitation Rights 5.307
ECC grants up to 8 hours of leave per year for employees to attend their children's school conferences, with advance notice and specific conditions.
Service Animals for Persons with Disabilities 3.904
ECC follows ADA rules for service animals, allowing dogs or miniature horses to assist persons with disabilities while ensuring proper control and access.
Sex Discrimination, Sexual Misconduct, Interpersonal Violence Policy & Procedure 3.403
ECC ensures a safe, healthy environment free from discrimination, harassment, and misconduct based on sex, including sexual orientation and gender identity
Sex Offender Registration Compliance 3.901
It is the policy of ECC to comply with all Federal and Illinois State laws regarding sex offender registration compliance and notification.
Sick Leave 5.304
ECC provides paid sick leave for full-time administrative employees for personal or family illness, medical treatment, or FMLA leave, with accrual limits.
Smoke-Free Campus 3.801
ECC will conform to the Smoke Free Campus Act. This Act prohibits smoking on each campus of a State-supported institution of higher education.
Solicitation on Campus 3.807
ECC prohibits solicitation or distribution of literature in the workplace, in print or electronic format, without Student Life Office approval.
Standards of Academic Progress (SOAP) 1.102
Elgin Community College requires that students make satisfactory progress toward achieving their educational goals.
State Officials and Employees Ethics Act 3.409
Elgin Community College will follow the guidelines of the State Officials and Employees Ethics Act.
Student Academic Records 4.103
FERPA (20 U.S.C. 1232g) protects student education records' privacy and applies to all schools receiving federal funds.
Student Behavioral Threat Assessment and Intervention Team (BIT) 4.602
The BIT at ECC follows NaBITA protocols to assess and intervene with students displaying disruptive behaviors, ensuring campus safety.
Student Code of Conduct 4.402
The Student Code of Conduct defines college premises, officials, community, and bullying, ensuring a safe environment for all students, faculty, and staff.
Student Employment 4.302
ECC student employment provides financial aid and enhances learning. Students apply for jobs, and departments confirm eligibility.
Student Grades 1.103
Course instructors at Elgin Community College are exclusively responsible for grading their student's coursework and submitting midterm and final grades.
Student Optional Disclosure of Private Mental Health Information 4.603
ECC complies with the Student Mental Health Act, allowing students to authorize disclosure of private mental health info to a designated person.
Student Residency 4.102
ECC sets tuition based on residency, following ICCB guidelines: in-district, out-of-district, or out-of-state/international status.
Student Tuition and Fees 2.101
An Elgin Community College student is responsible for payment of tuition and fees assessed for his/her classes.
Student Waitlist Registration 4.502
ECC students can waitlist for a course until the tuition due date, agreeing to the procedure terms. No tuition or fees are assessed while on the waitlist.
Students Called to Active Duty 4.501
ECC students called to active duty must notify the College ASAP to receive support and services. Some options may be time-sensitive and unavailable.
Survey Use and Administration 3.906
Surveys gather information and feedback from prospective students, current students, alumni, faculty, staff, employers, and community members.
Teleworking 5.504 - DELETED
Elgin Community College is committed to the development and maintenance of an environment that promotes equal opportunity employment.
Time Off to Vote 5.505
ECC allows employees up to 2 hours of paid time off to vote if needed. Notify your supervisor 2 days before and provide a voter receipt after Election Day.
Towing of Vehicles 3.703
It is the policy of Elgin Community College to comply with all Illinois statutes regarding the towing of vehicles from campus property.
Travel and Business-Related Expenses 2.601
The Travel and Business-Related Expenses administrative procedure applies to anyone who travels or does business on behalf of Elgin Community College.
Tuition Adjustment Advisory Committee (TAAC) 2.103
ECC has established the “Tuition Adjustment Advisory Council” to review appeals for tuition only refund adjustments based on a medical or family emergency.
Tuition Waivers and Trustee Scholarships 4.201
ECC offers Tuition Waivers for senior citizens and Trustee Scholarships to support eligible students in achieving their academic goals.
Unattended Children on Campus 3.802
The college facilities and grounds are inappropriate places for unattended children, and ECC is not liable for visiting children without adult supervision.
Use and Rental of Campus Facilities by ECC Student Organizations 6.207
Elgin Community College administrative procedure for rental of campus facilities.
Use and Rental of Culinary Arts Center (CAC) 6.205
Information provided explains priority scheduling for the use and rental of the Culinary Arts Center at Elgin Community College.
Use and Rental of General Use Facilities; Campus Hallway, Atriums and Grounds; 6.201, 6.202, 6.203
ECC intends that maximum use be made of College buildings and grounds facilities within the framework of the educational mission of the College.
Use and Rental of Spartan Event Center (EVC) and Athletic Fields 6.204
Elgin Community College administrative procedure for use and rental of Spartan Events Center (EVC) and Athletic Fields.
Use and Rental of the Arts Center (Building H) 6.206
The ECC Arts Center may be rented by outside groups when not in use; rentals are subject to rules regarding food, tech, staff, sales, recordings, and copyright.
Use of College Assets 2.303
Elgin Community College fulfills its mission of teaching and public service by using resources that have been allocated, donated, earned or contracted.
Use of Social Security Numbers 5.503
In order to protect their personal information, Elgin Community College will not use Social Security numbers to identify employees.
Vacation Leave for Full-Time Administrative Employees 5.202
Elgin Community College provides and supports the use of vacation leave for the purpose of maintaining a healthy and balanced life.
Victims’ Economic Security and Safety Act Leave 5.502
Employees may take up to 12 workweeks of VESSA leave for domestic or sexual violence-related needs. Paid leave may apply, and certain documentation.
Whistleblower Protection 3.804
ECC ensures trustees, officers, and employees can raise good faith concerns about possible legal, business, or ethical violations without fear of reprisal.
Workplace Violence Prevention 3.805
ECC prohibits workplace violence, threats, harassment, and weapons. Employees are required to report incidents; failure to do so may result in disciplinary act.

Administrative Procedures

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Specific Academic Procedures