Faculty and Staff Handbook: Instructional Program


An educator in the performance of his/her duties shall be accountable for using the current scientific knowledge available concerning his/her profession. An educator in the performance of his/her duties shall also: 

  • Recognize basic dignities of all individuals with whom he/she interacts in the performance of his/her duties;
  • Exercise due care to protect the mental and physical safety of students, colleagues and subordinates for whom he is responsible;
  • Be accountable for maintaining his/her integrity and shall avoid accepting anything of substantial value offered by another which is known to be or which may appear to be for the purpose of influencing his/her judgment or the performance of his/her duties;
  • Accurately represent his/her qualifications; 
  • Be responsible to present any subject matter in a fair and accurate manner, and
  • Extend to students the opportunity for individual action in pursuit of learning and shall take steps to ensure that the students shall have access to varying points of view unless there is just cause to act otherwise.

Faculty Absence Procedure

When an instructor is ill and cannot meet his/her classes, he/she shall inform the office of the Vice President for Academic Services and/or the switchboard operator by 7:30 a.m.  In no case is he/she to cancel his/her class on his/her own initiative.  The instructor is responsible for planning the learning activities to occur during his/her/absence.  The general procedure is to provide a study assignment for a class or for another instructor to cover the lecture if a faculty member is absent from class.  The Vice President for Academic Services will cooperate with the instructor in making these arrangements for the class to meet.  The Vice President will be responsible for approving all substitutes.  Only in unforeseen circumstances will the Vice President officially cancel a class.  A leave request should be approved at least one week prior to the date of absence, or in the case of an unexpected absence, be completed immediately upon return to work.  The Human Resource Director must have the absence information upon return from absence in order to keep up-to-date leave records.  Leave requests are to be entered in the Web-Time-Off leave system.

Academic Freedom

All members of the professional staff are entitled to academic freedom.  The Board of Trustees believes that academic freedom is necessary for the advancement of truth and is a fundamental protection of the rights of the teacher and the student.  However, professional staff must employ restraint, good judgment and professional ethics in the exercise of this vital freedom.

The Board of Trustees subscribes to the principles of academic freedom as hereby defined:

  • Teachers are entitled to freedom in the classroom in discussing subject matter when pursued in accordance with the approved curriculum, but should not introduce controversial matters bearing no relation to the subject.
  • Teachers are members of a learned profession and of an educational institution.  When speaking or writing as individuals, they should be free from institutional censorship or discipline, but their special position in the community imposes special obligations.  As persons of learning and as educational representatives, they should remember that the public may judge their profession and institution by their utterances.  Therefore, they should at all times be accurate, exercise good judgment, demonstrate appropriate restraint, show respect for the opinions of others, and make a thorough effort to indicate that they are not speaking for the College.

Graduation - Degree Offered

The College offers five types of two-year associate degree programs:  Associate in Arts, Associate in Applied Science, Associate in Science, Associate in General Studies, Associate in Applied Science in Technical Studies. Certificates of Achievement are also offered in the various technical programs.  These degrees and certificate requirements are outlined in the current College catalog.

Curriculum Development

The Board advocates a policy of continuous comprehensive curriculum study and development which is based on valid educational research and which encompasses a philosophy of education compatible with the needs of the student and the resources of the College.  The Board encourages the use of College personnel, as well as resource personnel, from outside the College in the development of a comprehensive curriculum and related materials.  No program of study shall be eliminated or new program added without approval of the Board.

Course Syllabus

A syllabus is a design for teaching and learning.  The function of the syllabus preparation is to aid instructors in crystallizing their plans for what to teach and how to teach while mapping the pathway for getting the student to the selected destination.  The composition of these documents is the responsibility of the instructor or instructors teaching the course.  The syllabus should include the following:  course title, instructor, office location, and office hours for instructor, prerequisites, required texts and materials, course description, course objectives, grading policy, attendance policy, course outline/schedule, course competencies and expected learner outcomes and Student Success Center services.  A copy of the syllabus must be filed with the Vice President for Academic Services.

Instructional Resources

Textbook Selection and Adoption:

Selection of textbooks for use in the College shall be a cooperative effort of the instructor and his/her respective Vice President for Academic Services.  Textbook needs in various subject matter areas will be considered on a cyclical basis.

Instruction Materials

All orders for instructional materials other than textbooks, expendable materials and A/V rentals will be channeled through the Director of Institutional Effectiveness to the Vice President for Operations and Finance of the College.  Such materials would include all items to be catalogued and circulated, (e.g., books, filmstrips, videos, CD’s, records, slides, maps, posters, etc.). 

Resource Speakers

The instructors/sponsors and College administrators are expected to exercise judgment and to investigate fully those who are being considered as resource speakers in the College and inform the appropriate Vice President prior to the scheduled date.

Community Resources

The use of community resource personnel is encouraged where a legitimate educational objective may be advanced.

Field Trips and Excursions

The participation of students and their instructors, acting as sponsors in field trips, is encouraged and considered a desirable aspect of the learning experiences available at Coffeyville Community College.

Such off-campus class activities as described will be organized as field trips only if they involve student activities directly related to the course area concerned, with specific educational objectives relevant to course objectives listed in that course syllabus.  
Generally, field trips within Kansas, or within contiguous states, will be approved, but exceptions may be made in instances upon justification to and approval of the respective Vice President.

Student Tours

  1. A tour is distinguished from a field trip in that it is not an activity in a course, but rather a separate activity carrying its own credit and having a course syllabus.
  2. Advanced planning, scheduling and approval must be six (6) months in advance for foreign travel, three (3) months for travel in the United States and two (2) months in advance for travel in Kansas.
  3. At least half of the tour members shall be taking the tour for College credit.
  4. All tours must pay the College the actual incurred cost plus 20% of the cost before they can go.  Cost includes publicity cost, any travel expenses, and any other related expenses.
  5. Sponsors may be contracted per credit hour provided revenues are available after the stipulations above are met.  In general, only one (1) sponsor per tour may receive compensation.  Tour sponsorship will not be counted in over load calculations.
  6. Tours in excess of four (4) days length should be scheduled using student vacation periods.

Grading System and Grade Points

Instructors may use any of the following letter grades:

Grade GPA/Credit hour Explanation
A 4 Excellent
B 3 Above Average
C 2 Average
D 1 Below Average
F 0 Failing
I NA Incomplete
W 0 Withdrawal
Cr 0 Credit

Withdrawal From College

A student who wishes to withdraw from the College before the end of the semester must complete an official Drop form and confer with the Instructor, Director of Academic Advising/Student’s Academic Advisor, Registrar, Director of Financial Aid, and Student Account Representative (Business Office).  A student remains responsible for payment of tuition and fees if the withdrawal occurs after the tuition refund dates.  A student who officially withdraws from College before the withdrawal deadline will 
receive a W for each course.  Unless all the steps of this/her procedure have been taken, the student does not receive approved withdrawal, and the semester grades are recorded as assigned by instructors.

Incomplete Work

A student who fails to complete all requirements of a course by the end of the assigned term may request, and by consent of the instructor, be awarded an incomplete (I).  Incomplete grades will not be allowed without a minimum of 75% of the class work completed at the time the incomplete is given.  Course work receiving an “I” will be entered on the student’s transcript.  The student and instructor shall agree upon a date by which the course shall be completed.  Generally, the time permitted a student to complete such work shall not exceed one (1) semester following the termination of that course.  However, such date shall not exceed 12 months/one year from the termination of that course.  A written contract as prescribed by the College shall be completed by the student and the instructor.  Failure to complete the course within the allowed time period shall result in the instructor converting the “I” grade to an “F”.  It is the responsibility of the instructor to submit a Change of Grade form within ten (10) days after the allotted time for completion of the work which will authorize the Registrar to make the grade change. One year after the termination of the course, the Registrar will exercise the authority given by the Academic Affairs Committee to change any “I” grades to a grade of “F”.

Student Records Kept by Instructors 

Teaching staff members who maintain and compile student records for their personal use are cautioned not to include in said files any material which is prohibited by these rules or Board Policy.  Each employee is held responsible for the security of any such student personnel files and records under their custody against inspection or copying by unauthorized individuals.

Student records kept by instructional staff will be kept in a secure place.  Each employee shall periodically screen said records and destroy obsolete material.

Records kept by instructional staff at their own expense shall not be made available to the public, other students or employees of the College unless the student is the subject of a legitimate discussion by instructional staff in the performance of their duty.

Computer Use

Use of College Computers/Privacy Rights

Computer systems are predominantly for educational and professional use only.  All information created and stored by staff and students shall be subject to unannounced 
monitoring by College administrators.  The College prohibits unlawful communications, including threats of violence, obscenity, child pornography, and harassing communications (as defined by law). The College retains the right to discipline any student, up to and including expulsion and any employee, up to and including termination, for violations of this/her policy.

No software, including freeware or shareware, may be installed on any College computer until cleared by the Director of Technology.  The Director will verify the compatibility of the software with existing software and hardware, and prescribe installation and de-installation procedures.  Freeware and shareware may be downloaded only onto workstation floppy disks, not hard drives.  Program files must have the Director of Technology’s approval to be installed on any College server, computer, or computer systems.  Students shall not install software on College computers or computer systems.


Staff shall not install unapproved hardware on College computers, or make changes to software settings that support College hardware.

Copyright Policy

It is the intent of the Board to adhere to the provisions of the U.S. copyright law.  The Board prohibits unauthorized duplication that violates copyright law, licenses or contractual agreements in any form.  All College employees are expected to obey the United States copyright laws in their use of print and audio-visual materials and microcomputer software.  Illegal copies or sharing of copyrighted software, movies, or music may not be made or used on equipment owned by the College.  Employees who willfully disregard this/her policy assume all liability for their actions.    

Computer Materials


The administration may conduct periodic audits of software installed on College equipment to verify legitimate use.

Ownership of Employee/Student-Produced Computer Materials

Computer materials or devices created as part of any assigned College responsibility or classroom activity undertaken on school time shall be the property of the Board.  The Board retains the option to negotiate with a student/employee on the marketing and/or sale of materials or devices created as part of an assigned responsibility or classroom activity. The Board’s rules governing ownership of employee or student-produced computer materials are on file with the Secretary of the Board and are available upon request.

Faculty Privacy - Computer Use

Employees and/or students shall have no expectation of privacy when using College e-mail or other official communication systems.   Employees are encouraged to use computers in a professional manner and to use the system according to these guidelines or other guidelines published by the administration.

Any e-mail or computer application or information in College computers or computer systems is subject to monitoring by the administration.  The College retains the right to duplicate any information in the system or on any hard drive.  Employees who violate College computer policies are subject to disciplinary action up to and including 

Evaluation of Instructional Program

The Vice President for Academic Services may establish, on an ad hoc basis, special curriculum committees to study the College's instructional program or any part thereof.  The Vice President for Academic Services may request a report from such committee which shall include the committee’s recommendations for any proposed changes, modifications or elimination of any part of the instructional program. 

Instructional Methods

The instructional staff is expected to keep abreast of current and innovative teaching methods.  Improvement and/or innovations are encouraged in the area of instructional methods, and the use of new technology in the classroom.

Controversial Issues

If education is to remain a viable force, controversial issues cannot be ignored.  Good instructional techniques provide, however, that adequate preparation on the part of student and instructor take place before controversial issues are explored.  Every controversy has two or more sides; it is therefore imperative that instructors ensure that all issues, facets and questions of any controversial subject are thoroughly studied.  Instructors should be aware that controversy may spring from the most innocuous beginnings and be prepared for it to the best of their ability.

Religion in Curricular or College-Sponsored Activities

Music, art, literature and drama having a religious theme or basis are permitted as part of the curriculum or as part of a College activity if they are presented in a balance and objective manner and are a traditional part of the cultural and religious tradition of a particular holiday or field of study.  The emphasis on religious themes in the arts, literature and history should be only as extensive as necessary for a balanced and thorough study of these areas.   These studies should never foster any particular religious tenets or demean any religious beliefs or non-beliefs.  

Students and staff should be tolerant of each other’s religious views.   Students and staff members may be excused from participating in practices contrary to their religious beliefs unless there are clear issues of overriding concern which prevent it.


The President may schedule assemblies as the needs of students and the College dictates.