Policies

GAP 1101 Debts to the College

Section: 1000 General Administration
Sub Section: 1100 College Operations
Title: GAP 1101 Debts to the College
Associated Regulation: PR 4520 Payroll Deductions
References: NA
Supersedes: NA
Responsible Administrator: Chief Financial Officer
Initial Approval: 03-24-2010	Last Revision: 03-15-2022

Three Rivers College in support of its educational mission is committed to the concept of teaching the principles of personal integrity and responsibility to all persons engaged in learning activities at the college. One concept within this framework is the timely payment of debts when owed.

Appropriate due dates for debts to the College will be set and adhered to for all individuals doing business with Three Rivers College. All debts not paid by the published due dates will be considered past due.

Three Rivers College reserves the right to use any and all legal means to collect past due debt including but not limited to the placement of said debts with a collection agency and the appropriate legal action as allowed under local, state, and federal statutes.

Employees of Three Rivers College who owe monies to the College which are past due will incur payroll deductions to satisfy the balance owed. Financial Services in collaboration with the Office of Human Resources will determine the withholding according to applicable laws.

DOCUMENT HISTORY:

03-24-2010:	Initial approval of policy GAP 1001 Debts to College.
01-13-2016:	Minor Revision to GAP 1001 Debts to the College. GAP 1001 Debts to the College was revised to GAP 1101 Debts to the College due to the addition of sub section number 1100 College Operations to provide proper alignment of section and subsection numbering system.
09-21-2016:	The College Board of Trustees approved the name change of the college from Three Rivers Community College to Three Rivers College.
03-15-2022:	Revision of pay period for withholding of debts to the College according to applicable law.

GAP 1107 Disruption in Normal College Operations

Section: 1000 General Administration
Sub Section: 1100 College Operations
Title: GAP 1107 Disruption in Normal College Operations
Associated Regulations: HSR 5110 Communicable Diseases; PR 4506 Overtime and Compensatory Leave; SR 2740 Student Rights and Responsibilities; PR 4320 Authorized Types of Leave
References: Missouri Center for Disease Control; Federal Fair Labor Standards Act; TRC Operation Weatherbird
Supersedes: GAP 1105 Inclement Weather and Hazardous Conditions
Responsible Administrator: College President
Initial Approval: 07-27-2010	Last Revision: 05-20-2020

In order to provide a healthy, safe, and hazard free work and learning environment, Three Rivers College fully complies with all state, local, and federal laws governing the health and safety of its students and employees. To protect the students and employees in cases of inclement weather, natural disaster, communicable disease, other hazardous conditions or extraordinary circumstances it may be necessary to cancel, postpone, or redirect normal college activities and operations. The College President has the authority to close the College due to conditions that are unsafe for College employees or students.

A disruption in normal College operations may be declared when conditions are such that it would be unsafe or imprudent for students or employees to enter College facilities. In the case of inclement weather, natural disaster, communicable disease, other hazardous conditions or extraordinary circumstances, certain personnel performing essential duties may be required to be at their workstations. All other College employees are required to obtain permission to enter College facilities but may be required to work remotely or virtually.

Examples of the classifications of disruption to normal college operations include but are not limited to: Short-term Closure for Weather and/or Emergency related event (less than five working days); Long-term Closure for Weather and/or Emergency related event (more than five working days); and Extraordinary Circumstances when conditions require substantial changes to the college work environment and alternative work arrangements are necessary. Determinations will be made by the College President regarding essential duties, alternative work methodologies, and operational status to best ensure the safety of the students, employees, and College while maintaining College operations.

Rules governing employee leave or compensation are found in the College Regulation PR 4506 Overtime and Compensatory Leave and PR 4320 Authorized Types of Leave.

07-27-2010:	Initial approval of policy GAP 1010 Inclement Weather and Hazardous Conditions.
03-07-2014:	Changed name from Inclement Weather and Natural Disasters to Inclement Weather and Hazardous Conditions; Changed body of text to reflect new title; Added the phrase - All other college employees are required to obtain permission of the college president to enter the college facilities.
01-13-2016:	Minor Revision to GAP 1010 Inclement Weather and Hazardous Conditions. GAP 1010 Inclement Weather and Hazardous Conditions was revised to GAP 1105 Inclement Weather and Hazardous Conditions due to the addition of sub section number 1100 College Operations to properly align section and sub-section numbering system.
09-21-2016:	The College Board of Trustees approved the name change of the college from Three Rivers Community College to Three Rivers College.
05-20-2020:	Expansion of GAP 1105 Inclement Weather to include different classifications of disruption to normal college operations, as well as college closures and event cancellations. This revision required a title change to GAP 1107 Disruption in Normal College Operations.

GAP 1130 Request for College Documents

Section: 1000 General Administration
Sub Section: 1100 College Operations
Title: GAP 1130 Request for College Documents
Associated Regulation: NA
References: Missouri Sunshine Law: Section 610.010-610.200
Supersedes: NA
Responsible Administrator: College President
Initial Approval: 07-27-2010	Last Revision: 09-21-2016

Three Rivers College values its transparency regarding official college documents. The college complies with the Missouri Sunshine Law and records are open and available to the public for inspection and copying. The Sunshine Law requires that each request for access to a public record be acted on no later than the end of the third business day following the date the request is received by the records custodian of the college. If access is denied, the records custodian must explain in writing and include a rationale of the denial, including the statute that authorizes the denial.

All requests for official college documents must be made in writing through the office of the college president. The college president is the official custodian of records for Three Rivers College. The college president makes every effort to inform the public of the state of the college as appropriate. If copies of records are requested, the college may charge a reasonable fee for research of records and copies. Copying shall not exceed the average hourly rate of pay for clerical staff of the college. The college may reduce or waive costs when it determines the request is made in the public interest and is not made for commercial purposes. The Missouri Sunshine Law further requires that if a request is made in a particular format, the custodian of records shall provide the records in that format if available.

DOCUMENT HISTORY:

07-27-2010:	Initial approval of regulation GAR 1002 Request for College Documents.
02-02-2016:	Minor Revision to GAR 1002 Request for College Documents revised to GAP 1130 Request for College Documents due to addition of subsection number 1100 College operations to properly align section and subsection numbering system.
09-21-2016:	The College Board of Trustees approved the name change of the college from Three Rivers Community College to Three Rivers College.

GAP 1140 Institutional Effectiveness

Section: 1000 General Administration
Sub Section: 1100 College Operations
Title: GAP 1140 Institutional Effectiveness
Associated Regulations: GAR 1140 Institutional Effectiveness; GAR 1110 Policy and Regulation Development
References: The Higher Learning Commission (HLC) Criterion Four: Sustainability: Institutional Effectiveness, Resources and Planning
Supersedes: NA
Responsible Administrator: Chief Institutional Effectiveness Officer; College President
Initial Approval: 07-20-2016	Last Revision: 03-18-2026

Institutional Effectiveness is the College process that demonstrates achievement of the institutional mission through continual review of the Strategic Plan and its associated goals. Three Rivers College is committed to institution-wide, systematic, and data-informed continuous improvement through assessment of quality and effectiveness within all academic and administrative units, as guided by the College’s Mission and Strategic Plan.

Three Rivers College demonstrates its commitment to institutional effectiveness by developing and maintaining data-informed institutional planning and assessment processes that drive continuous improvement. Consistent with a shared governance model, institutional planning and assessment includes representatives of the College community in establishing priorities, guiding decision-making, and allocating resources to ensure the College meets its obligations to stakeholders.

The sustainability of institutional effectiveness across the College is ensured through coordinated planning and assessment processes that intentionally foster a culture of decision making based on data and assessment rooted in the vision, core values, mission, and goals of the College.

For more information, reference Regulation GAR 1140 Institutional Effectiveness.

DOCUMENT HISTORY:

07-20-2016:	Initial approval of policy GAP 1140 Institutional Effectiveness.
09-21-2016:	The College Board of Trustees approved the name change of the college from Three Rivers Community College to Three Rivers College.
03-18-2026:	Updated reference related to HLC criteria change and improved clarity of expression.

GAP 1150 Financial Exigency

Section: 1000 General Administration
Sub Section: 1100 College Operations
Title: GAP 1150 Financial Exigency
Associated Policy: BP 0340 Code of Ethics
References:
Supersedes: NA
Responsible Administrator: College President
Initial Approval: 04-19-2017	Last Revision:

Three Rivers College has developed this policy to be followed in the event of financial exigency. The policy and procedures cover emergency steps, including reduction-in-force.

Definition of Financial

Financial Exigency is the formal declaration by the Board of Trustees that Three Rivers College faces imminent financial crisis, that there is a current or projected absence of sufficient funds (appropriated or non-appropriated) for the college as a whole to maintain current programs and activities at a level sufficient to fulfill its educational goals and priorities, and that the budget can only be balanced by extraordinary means which include the termination of existing and continuing academic and non-academic appointments.

Actions Required Prior to Declaration of Financial Exigency

Financial exigency results from an imminent fiscal crisis. The condition of financial exigency may not be declared at a level below that of the entire college. In light of the gravity of consequences resulting from a declaration of financial exigency, the process leading to the recommendation to Board of Trustees that financial exigency be declared will be cautious, fair, well informed, and as responsive as possible to the interests of various segments of the college.

The College President is responsible for initiating a proposal of declaration of financial exigency. The College President shall provide assurances and documentation that all available reductions in expenditures have occurred and that every effort has been made to enhance revenues.
Prior to proposing the declaration of financial exigency, the College President shall share all pertinent data pertaining to the college’s financial problems with members of his/her immediate staff who shall be responsible for communicating with the college as a whole. The College President shall request that these members actively pursue recommendations for solutions within the parameters of maintaining sound educational programs.
The College President shall review all proposed solutions and advice. If the College President remains convinced that conditions warrant a recommendation for declaration of financial exigency, he/she shall present the recommendation and supporting documentation to the Board of Trustees.

Actions Required Subsequent to the Declaration of Financial Exigency

In the event the Board of Trustees declares that a condition of financial exigency exists at Three Rivers College, the College President shall, within a reasonable time, initiate a proposed plan allocating necessary funding reductions among the college’s budgetary units.

The following procedures and activities will go into effect immediately after the College President initiates the college’s plan of allocating reductions.

The College President shall develop a plan in concert with his/her direct reports. The President may elect to include additional members to represent the college’s constituencies.
The College Cabinet must consider the following factors when developing the plan:
1. academic priorities,
2. institutional priorities,
3. administrative organization, and
4. applicable state and/or federal laws regarding fair employment practices in light of the magnitude of proposed reductions in each primary budgetary unit.
The College Cabinet shall be guided by the following general principles:
1. Retrenchment other than reduction-in-force should reflect as its major priority maximum protection for the academic programs of the college and the educational needs of students.
2. When an academic or administrative unit undergoes reduction-in-force, the principal consideration in determining which persons to retain and which to terminate should be the maintenance of viable academic or support programs within that unit.
3. To avoid the possibility of compromising the quality of highly productive programs within the college and to recognize the best interests of continued academic excellence, reduction-in-force cannot normally be accomplished on a strictly across-the-board basis.
4. Unless an exception is made for maintaining a viable academic or support program the college cabinet will consider the following factors, not necessarily in the order listed:
  1. Criticality of the position to the mission, goals, and objectives of the college.
  2. Area(s) and level(s) of competence indicated by standard certification and degree.
  3. Experience, professional training, and length of service within the college and the work assignment.
  4. Quality of performance including teaching capacity and/or executive ability.
  5. Skills in areas where the college has instructional and/or supervisory needs.
  6. Fiscal impact of the reduction.
The College President shall communicate the plan for reducing expenditures to the entire campus community.
The College President shall submit for approval by the Board of Trustees the college’s plan for effecting budgetary reductions as required by the fiscal condition of the college. The President’s submission shall include (1) the President’s plan for allocating necessary funding reductions to primary budgetary units and (2) plans for the primary budgetary units affecting their designated budget reductions.

Continuing Rights of Persons Terminated Under Conditions of Financial Exigency

No vacancy caused by a termination under conditions of financial exigency shall be filled for a period of three years from the time of notice of termination without first offering the position to the person terminated (academic or non-academic), provided that the person terminated keeps the college informed of his or her current mailing address. If the person previously terminated is offered the position and accepts, he or she will be returned in the same status.

Termination of Declaration of Financial Exigency

If the financial health of the college improves sufficiently, the College President shall initiate a proposal for the termination of a declared state of financial exigency. The procedures established by this policy shall continue in effect during the period of a state of financial exigency. At the termination of a declared state, that action by the Board of Trustees shall cause all procedures, and bodies created in this policy for the sole purpose of making and implementing exigency decisions to cease to exist.

DOCUMENT HISTORY

04-19-2017:

Initial approval of policy GAP 1150 Financial Exigency.

GAP 1160 Institutional Review Board

Section: 1000 General Administration
Sub Section: 1100 College Operations
Title: GAP 1160 Institutional Review Board
Associated Regulation: GAR 1160 Institutional Review Board
References: Code of Federal Regulations: Title 45, part 46
Supersedes: NA
Responsible Administrator: Chief Institutional Effectiveness Officer
Initial Approval: 06-21-2017	Last Revision:

Three Rivers College has established an Institutional Review Board (IRB) Policy to facilitate the review of requests for research studies involving human subjects (students, faculty, and/or staff) from the college. This policy provides a comprehensive standard for the protection of human subjects of research conducted by students, staff, faculty, and on a limited basis may allow visiting researchers. The intent is to ensure investigators do not unduly put at risk or harm humans who are the subjects of their research, and that the subjects of such research are aware of their rights as defined in Title 45, part 46 of the Code of Federal Regulations. The college reserves the right to reject an IRB application without cause.

All persons who wish to conduct research involving human subjects at the college must follow the college process and receive authorization from the Chief Institutional Effectiveness Officer prior to conducing their research. Reference the details regarding the IRB process in college regulation GAR 1160 Institutional Review Board. Authorization from the Chief Institutional Effectiveness Officer and in most cases IRB approval shall precede commencement of any work involving human subjects from Three Rivers College. The college IRB process is established to determine and ensure that:

The welfare and rights of human subjects are adequately protected and informed consent given, if necessary;
Human subjects are not placed at unreasonable physical, mental, or emotional risk as a result of the research;
The research outcomes are of significance to the interests of the college;
The necessity and importance of the research outweighs the risks to the subjects; and
The researcher(s) is/are qualified to conduct research involving human subjects.

DOCUMENT HISTORY:

06-21-2017:

Initial approval of GAP 1160 Institutional Review Board