Administrative Policies

The KCTCS Policy Manual has been prepared to inform you of KCTCS administrative and employment practices and policies, as well as benefits provided. The KCTCS Policy Manual is not intended to create nor does it constitute an express or implied contract between KCTCS and any of its employees.  Every employee has a responsibility to read and understand current KCTCS policies. If you have comments or suggestions about policy modifications or corrections please communicate these in writing to the KCTCS President’s Office, the KCTCS Chancellor’s Office, the KCTCS Human Resources Office, or the KCTCS Office of General Counsel.

Introduction

• KCTCS Core Values
• Preamble

Section 1: Governance

• 1.2.1 KCTCS Mission Approval Procedures REVISED February 2022
• 1.3.3.1.1 Board of Directors Model Bylaws (for suggested use)
• 1.4.2.2 Local KCTCS College Faculty Governance
• 1.5 KCTCS Organizational Structure   REVISED April 2022
• 1.8.2 KCTCS Systemwide Committees
• 1.8.2.3.2 KCTCS Human Subjects Research Protection Program REVISED March 2023
  • Related Procedure
    • 1.8.2.3.2-P Human Subjects Research Protection Program

Section 2: Human Resources

• 2.0.1.1 Employment Status Categories
• 2.0.2.1 Kentucky Community and Technical College System Employment
• 2.0.2 Employee Responsibilities
  • Related Procedure
    • 2.0.2-P Employee Responsibilities and Corrective Action Procedure
• 2.1 Faculty, Faculty Rank, and Faculty Titles
• 2.2 Emeritus Status for College Presidents
• 2.3 KCTCS Faculty Search / Appointment / Orientation
• 2.4 Personnel Records Administration  REVISED November 2023
  • Related Procedure
    • 2.4-P Personnel Records Administration Procedure
• 2.4.2 Enterprise Content Management (ECM) System Document Imaging and Capture
• 2.5 KCTCS Performance Review  REVISED April 2022
• 2.6 Promotion in Rank (All Eligible Faculty) REVISED May 2023
• 2.6.3 KCTCS Rank and Promotion Guidelines for Term Contract Faculty
• 2.8 KCTCS Employee Separation
• 2.10 Employee Tuition Assistance at KCTCS Colleges REVISED April 2023
• 2.10.1.1 KCTCS-Sponsored Employee Development
• 2.11 Work Load
• 2.11.3 KCTCS Outside Employment
• 2.11.3.1 incorporated into Policy 3.4 as of 09/27/24
• 2.14 Leaves of Absence
• 2.14.1 Faculty and Staff Vacation Leave
• 2.14.1.3 Terminal Vacation Pay
• 2.14.2 Faculty and Staff Sick/Temporary Disability Leave
• 2.14.2.1 Conversion of Staff Temporary Disability (Sick) Leave
• 2.14.2.2 KCTCS Family and Medical Leave Policy REVISED September 2023
  • Related Procedure
    • 2.14.2.2-P Procedure for Administration of Family Medical Leave (FML) NEW September 2023
• 2.14.2.3 Unpaid Medical Leaves of Absence
• 2.14.2.4 Sick Leave Pool - program unavailable as of December 2024
• 2.14.2.5 Sick Leave Sharing Program
• 2.14.3 Unauthorized Absences or Leaves
• 2.14.4 Voting Leave
• 2.14.5 incorporated into Policy 3.4 as of 09/27/24
• 2.14.6 KCTCS Sabbatical Leave
• 2.14.7 Educational Leave
• 2.14.8 Scholarly Fellowship Leave
• 2.14.9 Holiday Leave    REVISED July 2023
• 2.14.10 Military Leave of Absence
• 2.14.11 Special/Other Leave
• 2.14.12 Emergency Closings
• 2.14.13 Institutional Closings  REVISED July 2023
  • Related Procedure
    • 2.14.13-P Local College Closing Procedure  NEW March 2024
• 2.14.14 Bereavement Leave
• 2.14.15 Jury Duty
• 2.14.16 Court Appearances
• 2.14.17 Community Service Leave Policy
• 2.15 KCTCS Classification and Compensation Administration
  • Related Procedures
    • 2.15A-P Procedure for Administering Annual Salary Increases  NEW September 2023
    • 2.15B-P Faculty Promotion Salary Increases Procedure   REVISED March 2024
    • 2.15C-P Ten and Eleven Month Faculty Compensation Procedure   NEW September 2023
• 2.15.2 Employment Actions
• 2.15.3 Administrative Reduction in Force Policy
  
  • Related Procedure
    • 2.15.3-P Administrative Reduction in Force Procedure
• 2.15.5 Shift Differential Pay
• 2.16.1.1 Informal Personnel Dispute Resolution Procedures
• 2.16.2.1 Faculty Appeals through the KCTCS Senate Advisory Committee on Appeals (KCTCS Senate ACA)
• 2.16.2.2 KCTCS Formal Complaint Resolution Policy
• 2.18 Employment Selection
  • Related Procedure
    • 2.18-P Form I-9 Procedure  NEW March 2024
• 2.19 Attendance/Hours of Work
• 2.19.7 Job Abandonment
• 2.20 Temporary Remote Work Policy
  
  • Related Procedure
    • 2.20-P Temporary Remote Work Procedure
• 2.21 Discretionary Remote Work Policy
  • Related Procedure
    • 2.21-P Discretionary Remote Work Procedure
• Section 2: Appendix 1    Former KRS 151B Employees Transferred To KCTCS Under KRS 164.5805(1)(e) (HTML version)  (PDF version)
• Section 2: Appendix 2    Former KRS 18A Employees Transferred To KCTCS Under KRS 164.5805(1)(e (HTML version)  (PDF version)

Section 3: Equal Opportunity, Benefits, Health, and Safety Related Policies

• 3.1.1 KCTCS Policy for Employing People With Disabilities
• 3.2 Pregnancy-Related Accommodations
  • Related Procedure:
    • 3.2-P Pregnancy-Related Accommodations Procedure
• 3.3.1 Anti-Harassment/Discrimination Policy
  
  • Related Procedures:​
    • 3.3.1-P Anti-Harassment/Discrimination Procedure
    • 3.3.1A-P Title IX Sexual Harassment and Misconduct Procedure
• 3.3.1.2 Consensual Relationships Policy
• 3.3.2 Nepotism
• 3.3.3 Immigration Law Compliance
• 3.3.4 Employment of Minors
• 3.3.5 Intellectual Property REVISED August 2024
  • Related Procedure: 
    • 3.3.5-P Intellectual Property Procedure NEW August 2024
• 3.3.6 Kentucky Community and Technical College System Environmental Health and Safety Policy
  • Related Procedure:
    • 5.2.10-P Environmental Health and Safety Procedure REVISED April 2022
• 3.3.7 KCTCS Operational Authority
• 3.3.12 Sales and Solicitation
• 3.3.13 KCTCS Substance Abuse  REVISED August 2024
  • Related Procedure/Appendix:
    • 3.3.13.-P Substance Abuse Prevention Procedure
    • Section 3: Appendix 1 Drug-Free Policy Notification
• 3.3.13.2 KCTCS Alcohol Policy
• 3.3.14 KCTCS Tobacco and Smoke Free Policy  REVISED August 2024
• 3.3.15 KCTCS Campus Speech Policy
• 3.3.16 Kentucky Community and Technical College System Policy and Procedural Guidelines for the Management and Use of Facilities
• 3.3.17 Kentucky Community and Technical College System Emergency Response/Crisis Management Policy
  • Related Procedure
    • 5.2.3-P Emergency Response/Crisis Management Procedure
• 3.3.18 KCTCS Fund-Raising Policy
• 3.3.19 Outside Activities - KCTCS
• 3.3.20 KCTCS Travel Policy
• 3.3.20.1 Travel Abroad Policy
  
  • Related Procedure:
    • ​3.3.20.1-P Travel Abroad Review & Approval Procedure
• 3.3.21 KCTCS E-Mail Policy
• 3.3.22 KCTCS Motor Vehicle Policy
• 3.3.23 Weapons on Campus Policy
• 3.3.24 KCTCS Policy on Live Animals on Campus
  
  • Related Procedure:
    • ​3.3.24-P Live Animals on Campus Procedure
• 3.3.25 KCTCS Workplace Violence Policy
• 3.3.26 Domestic Violence Policy
  
  • Related Procedure
    • 3.3.26-P Domestic Violence Procedure
• 3.3.27 Behavioral Intervention Team Policy
  
  • Related Procedure
    • 3.3.27-P Behavioral Intervention Team Procedure
• 3.4 Political Activity and Employee Public Service   REVISED September 2024
• 3.5 Fringe Benefits (Community College Employees Hired Prior to January 14, 1998)
• 3.6 Employee Benefits Policy (Technical College Employees Hired on/or after July 1, 1998; Community College and System Employees Hired on/or after January 14, 1998)

Section 4: Academic and Service

• 4.1 Policies and Procedures for KCTCS Libraries
• 4.2.5 Information and Information Technology Responsible Use Policy
  • Related Procedures
    • 4.2.5-P Text Messaging Procedure
    • 4.2.5A-P Information Technology Access Procedure NEW January 2023
• 4.2.6 Information and Information Technology Policy for Security Breaches and Suspected Security Breaches
• 4.3.4 Kentucky Community and Technical College Program Advisory Committees
• 4.4 Policy Statement on the Accounting and Measurement of Workforce and Continuing Education
• 4.5 Policy Statement on the Accounting and Measurement of Community Service Activities
• 4.9.1 KCTCS Strategic Planning Process and Plan
• 4.10 Policy for Consortial Relationships and Contractual Agreements (Credit Courses or Programs)
• 4.11.1 Criteria for the Approval of a New Credit Certificate Program
• 4.11.2 Kentucky Community and Technical College System Review of Certificate Programs for Academic Credit Proposed by Universities
• 4.12 Transfer Articulation Policy with Receiving Institutions  REVISED September 2024
  • Related Procedure
    • 4.12-P Transfer Articulation Procedure with Receiving Institutions
• 4.13 KCTCS Assessment and Placement Policy REVISED November 2024
• 4.13.1 Credit for Prior Learning  NEW November 2022
• 4.14 Policy Relating to Implementation of Online Learning Instructional Support REVISED April 2023
  • Related Procedure
    • Procedure Relating to Implementation of Online Learning Instructional Support
• 4.15 Kentucky Community and Technical College System Enrollment of High School and Adult Education Students Policy
• 4.16 Dual Credit Policy  REVISED July 2023
• 4.17.1 Procedure for Approval of an Honorary Degree
• 4.18 KCTCS Student/Faculty Ratios in Nursing Clinicals
• 4.19 KCTCS Web Services Policies
  • Related Procedure
    • 4.19-P Web Governance Procedure NEW May 2022
• 4.20 KCTCS Social Media Policy
  • Related Procedure
    • 4.20-P KCTCS Social Media Procedures
• 4.21 Media Relations Policy
  • Related Procedure
    • 4.21-P Media Relations Procedure
• 4.22 Brand Standards Policy
  • Related Procedure
    • 4.22-P Brand Standards Procedure
• 4.23 Crisis Communication Policy
  • Related Procedure
    • 4.23-P Crisis Communication Procedure

Section 5: Financial

• 5.4.1 Kentucky Community and Technical College System Budgetary Policies And Procedures REVISED November 2023
• 5.4.2 Kentucky Community and Technical College System Physical Facilities and Major Equipment Planning and Management Policies REVISED April 2023
• 5.4.3 KCTCS Refund Policy   REVISED March 2022
• 5.4.4.1 Procedures for Out-of-State Tuition Waiver Policy
• 5.4.5 Kentucky Community and Technical College System Treasury Management Policies 
  • KCTCS financial Administrative Procedures 5.1.1-P through 5.9.1-P implement various procedures under these policies.
• 5.5 Key Personnel Conflict of Interest Policy   NEW July 2024
  • Related Procedure
    • 5.1.20-P Core Values and Ethical Conduct

Section 6: Student Affairs

• 6.0 The KCTCS Student Bill of Rights  NEW May 2022
  • Related Procedures/Documents
    • KCTCS Code of Student Conduct
    • Student Grievances and Appeals
• 6.2 Family Educational Rights and Privacy Act
• 6.3 Student Preferred First Name Policy   NEW November 2022
  • Related Procedure
    • 6.3-P Student Preferred First Name Procedure
• 6.4 Kentucky Community and Technical College System Boards of Student Publications
• 6.5 Student Disabilities Support Services REVISED July 2023
• 6.6 Student Harassment or Discrimination Grievance Policy
  • Related Procedure
    • 6.6-P Student Harassment or Discrimination Grievance Procedure
• 6.7 Policy for Students Called to Active Military Duty
• 6.9 KCTCS Criminal Background Check Policy for Allied Health and Nursing Students  REVISED August 2024
  • Related Procedure
    • 6.9-P Student Criminal Background Checks & Drug Screening  REVISED August 2024

Section 7: Independent Foundations, Grants, and Contracts

• 7.4 Recognition of Independent Foundations
  • Related Procedure
    • 7.4-P Procedure for Recognition of Independent Foundations
• 7.5.1 Process and Procedures for Privately Funded Academic Positions
• 7.6 Policy and Procedures for Private Fund Raising
• 7.7.2 Procedures for Naming Colleges
• 7.9 KCTCS Policies and Procedures for Soliciting, Receiving, Recording, and Administering Grants and Contracts for Sponsored Projects
• 7.10.2 Procedures for Naming of Buildings and Facilities for Private Donors
• 7.11 Policy for Financial Disclosure to Avoid Conflict of Interest in Federally Funded Programs