2021-2022 Administrative Policy Manual 
    
    Jul 25, 2024  
2021-2022 Administrative Policy Manual [ARCHIVED COPY]

Section 9 - Facilities



9.1 General Policy On Real Estate And Facilities

 

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.1.

9.1.1 Legacy Of Ownership

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.1.1.

9.1.2 Portfolio Management And Utilization

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.1.2

9.1.3 Compliance And Risk Management

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.1.3.

9.1.4 Board Of Regents Procedures And Guidelines

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.1.4.

9.1.5 Training And Staff Development

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.1.5.

9.1.6 Delegation Of Authority

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.1.6.

 

9.2 Strategic Capital Planning

 

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.2.

9.2.1 System-Wide Multi-Year Planning And Funding Model

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.2.1.

9.2.2 Campus Master Planning

Reviewed May 26, 2016

See Board of Regent’s Policy Manual Section 9.22.

Georgia Gwinnett College has a master plan for capital development, which is maintained on a current basis in the office of the Board and at GGC. Development and maintenance of the GGC master plan involves continuous study by the office of the Vice President for Business and Finance under the supervision of the Chancellor and the president. The Vice President for Business and Finance informs the Board and college of the scope and direction of campus master plans for capital development.

 

9.3 Off-Campus Instructional Sites

Reviewed May 26, 2016

Georgia Gwinnett College has no off-site instructional sites at this time.

See Board of Regent’s Policy Manual Section 9.3.

 

9.4 Project Authorization

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.4.

9.4.1 Authorization By Board Of Regents

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.4.1.

9.4.2 Annual Plan For Capital Implementation

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.4.2.

9.4.3 Emergency And Other Projects Outside The Annual Plan

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.4.3.

 

9.5 Capital Program Procurement

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.5.

9.5.1 Project Delivery

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.5.1.

9.5.2 Professional Services

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.5.2.

9.5.3 Construction Services

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.5.3.

9.5.4 Furniture, Fixtures, And Equipment

Reviewed May 26, 2016

See Board of Regents Policy Manual Sections 9.5.4.

 

9.6 Contracting

Reviewed May 26, 2016

9.6.1 Contracting Authority

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.6.1.

9.6.2 Required Reporting

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.6.2.

9.6.3 Debarment

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.6.3.

 

9.7 Facilities And Campus Grounds Development

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.7.

9.7.1 Sustainable Design And Life Cycle Costing

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.7.1.

9.7.2 Building Design Standards

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.7.2.

Additionally, the Georgia Gwinnett College Facilities Master Plan describes these standards.

9.7.3 Modular/Temporary Buildings

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.7.3.

9.7.4 Campus Grounds And Landscape Standards

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.7.4.

9.7.5 Plaques

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.7.5.

 

9.8 Public Private Ventures

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.8.

9.8.1 Housing Facilities

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.8.1.

9.8.2 Private Housing

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.8.2.

9.8.3 Capital Liability Capacity And Affordability

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.8.3.

9.8.4 Capital Liability Reserve Fund

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.8.4.

9.8.5 PPV Rental Agreements

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.8.5.

9.8.5.1 Lease Rental Agreement Revisions

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.8.5.1

9.8.5.2 Repair And Replacement Reserves

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.8.5.2.

 

9.9 Real Property Ownership And Asset Management

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.

9.9.1 Procurement Of Professional Expertise

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.1.

9.9.2 Acquisition

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.2.

9.9.3 Disposition

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.3.

9.9.3.1 Sale Of Property

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.3.1.

9.9.3.2 Conveyances For Road Improvements

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.3.2.

9.9.3.3 Demolition

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.3.3.

9.9.4 Easements

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.4.

9.9.5 Timber Sales

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.9.5.

 

9.10 Use Of Board Of Regents Property

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.

9.10.1 Leasing Authority As Landlord

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.1.

9.10.2 When To Lease As Landlord

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.2.

9.10.3 Lease Of Residential Facilities

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.3.

9.10.4 Lease Of Research Facilities

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.4.

9.10.5 Presidents’ Homes

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.5.

9.10.6 Use Of Institutional Facilities/Property

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.6.

9.10.6.1 In Political Campaigns

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.6.1.

9.10.6.2 By Affiliated Organizations

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.10.6.2.

Facilities Use by Non-College Groups

Policy Number: 9.10.6.3
Effective Date: May 25, 2017
Revision History: August 1, 2022; September 16, 2021; May 1, 2017; May 26, 2016
Policy Contact: Director of Operations

Purpose and Policy Statement

Georgia Gwinnett College facilities and grounds are utilized for the primary purpose of fulfilling the educational mission of the College. Facilities may be available to external groups or organizations. This policy provides guidance for any non-GGC group requesting space on the GGC campus and establishes usage rules, scheduling priorities, controls, and fees associated with event management for Georgia Gwinnett College.

Scope

This policy applies to non-College groups and GGC students, faculty, staff, and volunteers who approve or participate in programs or activities involving non-College groups and who are responsible for understanding and complying with this policy.

Definitions

Non-College group: For-profit and non-profit organizations, businesses, affiliations, groups, or individuals not officially associated with GGC.
Facilities: All permanent, semi-permanent, or temporary buildings or structures, the grounds, furniture, supplies, and equipment located on the GGC campus.

Roles and Responsibilities

Director of Operations: Signs off on event deliverables, event costs and whether event meets qualifications for being held at GGC
External Point of Contact (EPOC): Main contact for non-College group
Activity Lead: Main contact for GGC and liaison for EPOC
Public Safety Staff: Determines and controls public safety arrangements, including but not limited to, the type, number and placement of public safety personnel
Event Participants: Complies with all directives of all GGC event and Public Safety staff

Event Requests

All requests for use of College facilities or grounds must be made by submitting a request to the Director of Operations at least thirty (30) business days prior to the event. The Director of Operations or his/her designee will evaluate all requests and respond to requesting groups in a timely manner.

If a request is approved, it must be finalized by a legal agreement between the non-College group and GGC. Non-College groups should contact the Director of Operations for procedures.

Event Approval Requirements and Priority Hierarchy

The event must not conflict with scheduled events and activities related to the mission of the institution. Any event using Foundation facilities must also obtain approval from the GGC Foundation.

First priority for use of the College’s facilities will be given to College departments, divisions, programs, and offices for curricular, administrative, and other College purposes. Thereafter, priority for space usage will follow the order set forth below:

  1. Meetings and events where the primary participants are GGC employees, approved student clubs and organizations, and GGC alumni;
  2. GGC-sponsored community meetings and non-profit events that contribute to the academic mission of the College;
  3. Meeting and event requests by for-profit organizations and private use groups.

Compliance with Laws, Regulations and Policies

All events are subject to local, state, and federal laws and all USG and GGC regulations and policies, including but not limited to:
APM 4.1.9 Freedom of Expression
APM 8.2.89 Tobacco and Smoke Free Campus “Breathe Easy” Policy  
APM 4.6.4 Alcohol and Drugs on Campus  
APM 9.12.65 Georgia Gwinnet College Campus Security Act Compliance
APM 7.64 Corporate Relations and Sponsorship Policy  
APM 7.61 The Georgia Gwinnett College Fundraising Policy    
APM 12.9 Protection of Non-Student Minors  

Event Safety

Non-College groups must ensure the safety and accessibility of participants by arranging event furnishings and equipment to allow safe passage by participants.

Insurance

Non-College groups are required to carry insurance in an amount satisfactory to GGC.  The policy should name GGC as an additional insured on a primary and noncontributory basis. Proof of insurance must be provided to the Director of Operations five (5) days prior to the event.

Fees

Rental charges may be assessed for the use of College facilities and grounds by non-College groups.  The rental fees may include, but are not limited to, charges for the use of space and expenses related to personnel, equipment, and set-up/cleanup services required for the event. Non-profit groups will provide documentation of non-profit status.  Appropriate fees are determined by the Director of Operations or his/her designee and will be assessed based on the requirements of the event. The President has the authority to override and/or reduce any fees and/or costs except for insurance requirements for the event.

Cancellation and Changes to Space Assignments

Georgia Gwinnett College Public Safety, in coordination with the Vice President of Operations, may cancel without advance notice any event not in compliance with the terms of the rental contract or to accommodate any unforeseen safety or operational need of the College.

Facility assignments may be changed to accommodate the operational needs of the College.

Commercial Activities

Any event that involves commercial activities must comply with the following requirements:

  1. Any items or services intended for sale at an event on the GGC campus must be approved by the Director of Operations or designee at least thirty (30) business days prior to the event.
  2. Approved items or services sold on campus may be subject to a commission fee.
  3. GGC accepts no liability for products or services sold by facility users.
  4. All items or services offered must be congruent with GGC’s mission and must not conflict with established contracts.
  5. Any group selling unapproved goods or services on campus may be subject to a monetary fine and denied future reservation requests.

Use of Athletics Facilities

Use of GGC Athletics facilities will be considered on a case-by-case basis and must be approved by the Director of Athletics or designee.   The Director of Athletics or designee will inform the Director of Operations on all use by non-college groups when utilizing GGC Facilities. 

Political Campaigns 

See Board of Regents Policy Manual Section 9.10.6.1

Food Service

Food and beverage service is available through the on-site food service provider.  Individuals or groups using the College facilities or grounds must arrange catering directly with the on-site provider.  Any outside vendor must be approved by Auxiliary Services and the campus food service provider at least fifteen (15) days before the event.

Audio-Visual and Computer Equipment

Non-College groups may use College-owned audio-visual and computer equipment (usage fee may apply) or bring in their own equipment.  Groups are responsible for all set-up of equipment brought into the College, including checking all voltages and connections prior to installing or using any equipment. The Non-College group will be held responsible for any damages caused by the use of outside equipment.

Alcohol at Events

Alcohol is prohibited at student events.  Groups that wish to serve alcohol at events must request written permission from the GGC President or designee.  If approval is granted, alcoholic beverages may be served under the following conditions:

  • Alcohol must be dispensed by and coordinated with the GGC food service provider;
  • All College policies and local and state laws must be obeyed;
  • At least one (1) police or security officer must be on duty at the event. The Chief of Public Safety will determine the number of officers who are required and will make the necessary arrangements.
  • Non-College groups are responsible for all costs associated with serving alcohol.

Non-Endorsement Statement

Any group contracting for the use of GGC facilities must include this statement in any printed materials or advertisements: “Facilities for this meeting are provided as a service by GGC.  This service in no way implies College sponsorship or endorsement.”

 

9.11 Use Of Property Not Owned By The Board Of Regents

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.11.

9.11.1 Leasing Authority As Tenant

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.11.1.

9.11.2 Leasing As Tenant

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.11.2.

9.11.3 Reporting Of Leases As Tenant

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.11.3.

 

9.12 Management And Operations

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.12.

9.12.1 Sustainability, Efficiency, And Effectiveness

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.12.1.

9.12.2 Maintenance And Upkeep

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.12.2.

9.12.3 Major Repairs And Rehabilitation

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.12.3

 

Environmental Health and Safety

Policy Number: 9.12.4
Effective Date: August 23, 2017
Revision History: August 31, 2021
Policy Contact: Director, Environmental Health and Safety
 

Purpose and Policy Statement

This policy formalizes the Georgia Gwinnett College commitment to safety, health, and environmental protection and defines the strategy for achieving and maintaining compliance with applicable laws and regulations.  Written programs, plans, manuals and safety guidelines designed to accomplish environmental health and safety goals are incorporated into this policy by reference and upon approval by the Environmental Health and Safety Committee.

Scope

All employees are responsible for understanding and complying with this policy.

Roles and Responsibilities

Georgia Gwinnett College (GGC) is considered one entity from a legal, regulatory, and public perspective and is held accountable as such by federal, state, and local authorities and granting agencies. Therefore, the actions of GGC individual constituents are those of the entire College. When one constituent does not adhere to procedures, it has the potential to affect the entire community.

Members of the GGC Community: It is the responsibility of individuals at GGC to conduct their activities in a safe manner and in compliance with all applicable policies, laws, and regulations. This responsibility includes participation in training, abiding by established safety procedures and reporting safety hazards and/or potential violations of regulations to their supervisor or to Environmental Health and Safety.

Supervisors: Supervisors are responsible for ensuring compliance with environmental health and safety standards and policies as well as applicable local, state, and federal regulations for those under their authority. Supervisors are responsible for assessing the potential hazards associated with the tasks of the participants in the programs under their authority, reducing or eliminating identified hazards, communicating those hazards and protective measures to the participants in their programs, and for determining the ability of those participants to perform their tasks safely. Therefore, each supervisor is responsible for ensuring that participants in their programs are adequately trained. Supervisors are also responsible for facilitating internal and external inspections and audits as well as taking prompt action when unsafe or noncompliant acts or conditions are discovered or reported to them. Supervisors must report unsafe acts or conditions, noncompliance, injuries, or incidents to the appropriate internal department.

Deans, Directors, Administrators: It is the responsibility of Deans, Directors, and Administrators to ensure that each academic or administrative unit under their authority conducts its operations in accordance with all applicable laws, regulations and University System of Georgia and GGC policies. This responsibility includes, but is not limited to, ensuring the use of appropriate safety practices, equipment, and facilities in activities under their authority; establishing safety programs (including safety committees) in their school, department, or center; and implementing specific school, department, or center-level policies and procedures for safety and compliance.

Executive Administration (President, Provost, and Vice Presidents): Executive Administration provides appropriate financial and organizational support to assure GGC operations are conducted safely and in compliance with applicable environmental, health, and safety laws and regulations. Executive Administration approves and authorizes the implementation of policies and programs for safety and compliance including the establishment of consequences for non-compliance as well as unsafe acts or creating unsafe working conditions.

Core Requirements

Georgia Gwinnett College will support and maintain a strong commitment to safety, health and environmental protection through:

  • Assuring compliance with federal, state and local safety, health, and environmental requirements;
  • Minimizing hazards, reducing pollution and continuously improving our practices regarding safety, health, and environmental protection;
  • Empowering our faculty, staff, and students to demonstrate individual and institutional leadership in all matters pertaining to safety, health, and environmental protection while preserving academic freedom in research and education and evidence-based practices;
  • Protecting and maintaining safe and secure facilities for teaching, patient care, research, living and work;
  • Emphasizing open communication with our community regarding safety, health, and environmental issues;
  • Instilling in and exemplifying for our students the values of environmental stewardship.

Environmental Health and Safety Management

GGC has established an Environmental Health and Safety Department within Operations and standing committees to assist in maintaining compliance and managing the multitude of issues associated with environmental health and safety regulations and laws and, to provide oversight and recommend policy. These are identified and described below:

GGC Environmental Health and Safety: Environmental Health and Safety (EHS) is funded and supported by GGC to serve as a central management resource on matters related to environmental health and safety. EHS serves as a technical resource and provides a broad range of environmental health and safety services to the college including: development of policies and programs, assessment and recommendations for the control of safety and environmental hazards, oversight/auditing of GGC environmental health and safety management activities, providing safety support to emergency-response teams, and management of a comprehensive web-based learning management system for safety training. EHS provides analysis and required oversight of environmental health and safety regulatory requirements that impact GGC operations. EHS coordinates the GGC response to matters pertaining to external regulatory inspections, enforcement actions, investigations, or employee complaints related to workplace safety or environmental compliance.

 

Environmental Health and Safety Committee (EHSC): The EHSC is a standing committee, chartered to manage environmental health and safety issues. The committee is a deliberative body, which is representative of the GGC community, and includes members from academic and administrative divisions on campus. It is the committee’s responsibility to advise the President through the Associate Vice President of Operations, to administratively coordinate the various environmental health and safety-related efforts of the GGC community, to develop policy in all areas affecting the maintenance of safe campus environments, and to guide and support the environmental health and safety efforts at GGC.  This committee develops and recommends to the Associate Vice President of Operations policies and actions that will reduce sources and levels of risk. This is accomplished through proactive assessment of potential safety, health, and environmental issues, by responding to concerns raised by members of the campus community, and with respect to applicable regulatory requirements. Administrative responsibility for support of the EHSC has been delegated by the President to the Associate Vice President of Operations.  The Associate Vice President of Operations can redelegate this responsibility to a senior member within their chain-of-command. Consistent with USG and the Board of Regents guidance and particular regulations which may apply, standing committees exist within the GGC structure to develop specific policies and procedures related to hazardous materials and hazardous operations (radiological, biological, chemical and occupational). Although College-wide in the scope of its activities, service of individuals appointed to the EHSC does not change established line authorities and reporting responsibilities. Standing committees that are assigned safety responsibilities at GGC are responsible for reviewing issues and recommending specific operational programs and practices within their areas of expertise. The EHSC, based on thorough consideration of the collected technical input and administrative advice submitted by the standing committees, officially formulates policy and recommends actions for approval by the Associate Vice President of Operations. The body of approved EHSC policy and associated guidelines and procedures constitutes the standard for safe facilities, operations, and practices at GGC. The EHSC can review procedures, programs, and protocols approved by the standing committees and vote to override the committees’ action when an unacceptable safety or environmental risk is posed or inappropriately addressed. However, the EHSC cannot approve procedures, programs, or protocols that have been rejected by the standing committees.

Related Regulations, Statutes, Policies, and Procedures

BOR 7.11 Risk Management Policy
BOR 9.11.4 Environmental and Occupational Safety
BOR 9.11.1 Sustainability, Efficiency, and Effectiveness
BOR 7.12 Compliance
BOR 8.2.18.4 Code of Conduct
CFR Title 29 Parts 1901 - 1999 Occupational Safety and Health Act
CFR Title 40 Protection of the Environment
CFR Title 49 Parts 100 - 199 Pipeline and Hazardous Materials Safety Administration
CFR Title 10 Parts 1 - 50 Nuclear Regulatory Commission
OCGA 120-3 Rules of Fire Safety Commissioner
OCGA 300-3-19 Public Employees Hazardous Chemicals Protection and Right to Know
OCGA 391-3 Environmental Protection
OCGA 12-6-1 Georgia Environmental Policy Act
GGC SST Chemical Hygiene Plan
GC SST Biological Safety Manual
GGC SST Chemistry Safety Manual
GGC SST Physics Safety Manual

  

 

9.12.5.2 Campus Police Alarm Policy

Reviewed May 26, 2016

Overview

Security alarm services may be provided to the GGC campus by the Office of Public Safety in conjunction with the Office of Facilities. Security alarm systems provide an effective means of protection and deterrence against crime.

This policy is applicable to current and future College sites under the operational jurisdiction of the Office of Public Safety. It applies to alarm systems installed in new construction or as part of any major or minor capital improvement project. It does not apply to stand alone fire alarm systems maintained by the Office of Facilities. It does apply to fire sensors interfaced to systems described herein.

No security system provides total protection of life or property, and is not a substitute for care and caution.

9.12.5.2.1 Security Alarm Services

Reviewed May 26, 2016

Description

Alarm protection on the GGC campus is divided into four types of service:

  1. Emergency: The emergency alarm is a panic button alarm used in locations where life threatening, medical aid, or other situations requiring an immediate emergency response may arise. The panic button can be installed at a stationary location within the alarmed area, or personal portable alarms are available and can be worn on the body (used within the area of protection only). Installation of this type of alarm is limited to areas where use of the alarm is controlled by authorized personnel. The Campus Police Department would make the determination of who would need a personal Portable alarm. This would be because police have to determine the level of threat, the person’s location and appropriate response.
  2. Intrusion: The intrusion alarm is a burglary alarm which uses motion detectors for door or window contacts to detect unauthorized entry into an alarmed area. This alarm maybe used in conjunction with an emergency or holdup alarm to provide 24 hour coverage in critical areas.
  3. Holdup: The holdup alarm is reserved for use at cashiering points or other areas where money is handled. It is a panic button alarm to be activated only when a holdup (robbery) or attempted holdup takes place.
  4. Special Service: This alarm is used in areas which require monitoring environmental conditions. Examples are carbon monoxide alarms, temperature sensors, etc.
  5. Panic Alarm System Specifications: Panic Alarm Systems shall be defined as a system that sends a signal to the nearest local law enforcement agency via a button that will elicit an immediate response from the local law enforcement agency. The primary required device will be a single button with a single initiation, hard-wired or mobile (Wifi) at a location recorded at the Campus Police Department. All components necessary for system operation shall be provided with a back-up power source. Alarms must have auto reset capability or remote reset capability from the Police Department. New designs shall be submitted to the Police Department for verification of compliance.

Police Response

Campus Police will respond to alarm activations received at the Communications Center which is located in the Office of Public Safety. Campus Police will also respond to activations telephoned into the Communications Center by an outside alarm company, provided that the alarm client and installation contractor have met all system installation standards (see 9.12.5.2.2). Protocols for alarms response rest with the Office of Public Safety and police “best practices” are normally used.

Campus Police response to an alarm activation will be determined by alarm type (intrusion, emergency, holdup, fire, etc.), and action will be taken according to the Office of Public Safety SOP (Standard Operating Procedures). The decision to modify Campus Police response to an alarm activation shall rest with the on-duty Watch Commander. The decision to authorize a No Response status for an alarm shall rest with the Chief of Police or his designee(s). See 9.12.5.2.3 for further information. For emergency, intrusion, and holdup activations, fire, Campus Police response will be as follows:

  1. Campus police officers will be dispatched to the alarm location.
  2. Upon arrival, the officers will investigate to determine if the activation is crime related, an emergency situation, accidental, or caused by a system malfunction. If necessary, the Communications Center may notify the required emergency contact(s) and advise them of the situation.
  3. Upon request from Campus Police, an emergency contact for the alarmed area may be required to respond to the alarm location.
  4. If it is determined that the activation is not the result of a crime, Campus Police officers will secure the area and clear the scene. The Communications Center will note the alarm call in the CAD (Computer Aided Dispatching).
  5. If it is determined that the activation is the result of a crime, a police report will be filed by the responding officer. If there is an activation as a result of smoke or fire, the building may be evacuated and local fire department notified by the Communications Center. Campus police and or security personnel may conduct a sweep of the building.
  6. If the activation is caused by malfunction, it will be reported to the Office of Facilities for repair.
  7. Accidental activations and some activations caused by system malfunction are considered false alarms.

For special services activations, Campus Police response is as follows:

  1. The alarm system will automatically send a message to the Communications Center or an off campus monitoring company will notify the Communications Center.
  2. The Communications Center will notify Campus Police officers of the alarm, or
  3. The Communications Center will notify the Office of Facilities of false alarms.

9.12.5.2.2 Acquiring An Alarm System-Procedure

Reviewed May 26, 2016

All alarm system installations must be performed by the Office of Facilities. Review of the alarm request is by the Office of Public Safety who will forward their recommendation to the Vice President for Operations for approval. If installation is performed by an alternate alarm contractor, the system may not be monitored by the Communications Center unless all information including panel access code and as-built documents are turned over to the Office of Facilities. This rule does not apply to alarms installed in a new campus building under construction, provided that the contractor have met all system installation standards (see 9.12.5.2.3).

Service Inquiries

Prospective alarm clients may inquire about alarm service by contacting the Office of Public Safety Communications Center Manager (678-407-5554). The client will then be contacted by the Communications Center Manager to arrange a site survey.

Site Survey

At the site survey, the client’s security needs will be assessed and further defined by the Police officers and alarm technicians. The survey team shall recommend a security system that meets the client’s needs with respect to the security of the area, personnel safety, officer safety, and current alarm technologies. The system design must meet all system installation standards (see 9.12.5.2.3) and established campus standards as applicable

Estimates and Revisions

After the site survey, the Officer of Public Safety will submit an installation proposal to the client. This proposal will include a detailed system description and cost estimate based on the information obtained during the site survey. The cost estimate will include a breakdown of all equipment, material, labor, and any training costs.

Once the alarm system is approved, the Office of Facilities will contact the vendor for installation. The vendor will provide location and alarm coding to the Communications Center. Hard wired systems will require a dedicated telephone line in order to send activations to the Communications Center. The Office of Public Safety will prioritize and schedule all approved installations based on the area’s level of risk to life and/or property. The availability of telephone lines shall also be considered when scheduling the installation.

Campus Police Forms

The Campus Police will notify the Office of Facilities when the alarm has been approved. Upon notification, the Campus Police will submit to the client two items:

  1. Copy of the most current Campus Police Alarm Policy
  2. Alarm Authorization List form.

System Installation

The Office of Facilities will be responsible for the installation of the approved system. The client may contact the Campus Police at any point during the installation process to request a change to system specifications or to cancel installation. Once installation is complete, Campus Police and the Office of Facilities will conduct a final check to verify that the system has been installed as proposed, that it meets all safety and security requirements, and conforms to best practice standards for alarms. The Campus Police will also verify that the client has been given a copy of the Campus Police Alarm Policy and an Authorization List form. The client’s alarm system will not be placed online until the receipt of these forms is confirmed by the Communications Manager.

Other required items can include but are not limited to:

  1. Maps labeled with room numbers in alarmed area(s),
  2. Floor plans of alarmed area(s).

Once all required items have been received, alarm system information will be entered into the Campus Police Alarm database and into the Communications Center database, and the alarm will be placed online. At this point the alarm system is active and will be monitored by Campus Police Communications (or an outside alarm company).

User Training

Initial system training will be provided to the client. The client may request further training. Campus Police may provide police officers and communication officers with training on responding to alarm activations if there is anything out of the ordinary they need to know (the area contains hazardous materials, special alarm points on the system, etc.). Recurring training can be provided by campus police as requested by the client.

9.12.5.2.3 Alarm System Installation Standards

Reviewed May 26, 2016

General Standards

  1. Room numbers to all alarmed areas must be visibly displayed at all times.
  2. Key access to all alarmed areas and alarm equipment must be provided to Campus Police.
  3. The client must provide the Alarm Coordinator (678-407-5554) with a current Alarm Authorization List form annually or as needed. (Contact Alarm Coordinator for a copy of the form.)
  4. The system must be installed and wired in accordance with all manufacturer specifications.
  5. The Communications Center will only monitor and respond to approved and correctly installed alarms. Panels must be completely compatible with the Communication Center Alarm Monitoring System as currently configured.
  6. Each alarm type (robbery, burglary, fire, unknown trouble, tamper, low battery) must report on a separate zone.
  7. All areas with panic buttons must not remove the alarm hardware unless approved by the Office of Facilities and Office of Public Safety.
  8. Alarms in separate rooms must report on separate zones unless otherwise approved by the Office of Public Safety.
  9. Rooms greater than 900 square feet in area must report on separate zones (one zone for every 900 square feet) unless otherwise approved by the Office of Public Safety.
  10. If two or more detectors of the same type are installed in the same area, they must be wired in series to report to the same zone. For example, numerous motion detectors in the same room must all report on the same zone.
  11. Alarm equipment enclosure tamper alarms are required and must report on zone one.
  12. Low battery alarms are required and must report on a low battery point.
  13. Detector line trouble (open, short) must be reported as an alarm, not a trouble.
  14. Alarm panels may not transmit opening, closing, or cancel reports unless written arrangements have been made with the Communications Manager (678-407-5554).
  15. All alarm panels must be housed in locking enclosures and must be supervised by a tamper alarm.
  16. Alarm detectors using radio frequency (RF) transmissions may only be used when approved by the Office of Public Safety. The RF equipment must be listed by Underwriter Laboratories for use with security alarm detectors.
  17. System installation must be approved by the Office of Public Safety for installation quality, functionality, officer safety, and the Office of Facilities for compliance with NEC Codes and Industry Standards prior to final connection to the Communications Center.
  18. All systems must meet or exceed all local, State and Federal Codes.

9.12.5.2.4 System Maintenance

Reviewed May 26, 2016

It is the responsibility of the client to report any damage to the sending unit and make sure the alarm sending unit is in good working order. This can be accomplished through regular alarm testing, addressing maintenance and repair problems immediately, and consulting with the Office of Public Safety and the Office of Facilities whenever modification or repair of a system is required. In general, an alarm system will be placed out of service when repairs are needed.

Testing

  1. It is the responsibility of the client to test the alarm system as needed. It is recommended that an alarm system is tested at least once each month.
  2. The client must notify the Communications Center at (678) 407-5333 to test the alarm system. This will ensure that Campus Police are not dispatched to any test alarm activations.
  3. When testing is complete the system will be put back in service. Note that some panic buttons may be required to be reset manually by the client; if not reset, the alarm will not activate when next pushed, and the Communications Center will not know that help is needed. Intrusion alarms reset automatically and require no extra intervention on the part of the client.
  4. Due to safety considerations, Campus Police will not respond to test alarm activations. Campus police will track the date of test activations initiated by each client

9.12.5.2.5 Changes To Alarm System Status

Reviewed May 26, 2016

No Response Status

Alarm systems may be placed on No Response status in either of the following situations at the discretion of the Chief of Police or his designee(s):

  1. The ninth false alarm activation in either a 30-day or 12-month period.
  2. Non-compliance with any part of this policy. Activations received from an alarm system that is on No Response status will be disregarded by the Communications Center and police officers will not be sent to investigate. The Communications Center will be notified for follow up with the alarm client. A client will be notified via hand-delivered letter when a system is placed on No Response status.

Discontinuation of Service by Client

The client may discontinue alarm service at any time by notifying the Communications Center Manager (678-407-5554) in writing. It is the responsibility of the client to make arrangements with Facilities for the system to be disconnected. Wireless system Monthly monitoring costs will continue to be assessed until Facilities is notified that the system is in fact disconnected.

9.12.5.3 Automated External Defibrilator (AED)

Reviewed May 26, 2016

Georgia Gwinnett College is committed to providing a safe and healthy campus environment for all students, staff, faculty, parents, and visitors. GGC will establish and maintain an Automated External Defibrillator (AED) program. This program includes the establishment of an oversight committee Chaired by the Associate Vice President for Public Safety/Chief of Police. The committee is responsible for the development of appropriate guidelines to ensure consistency in purchasing, placement, training, maintenance, and oversight of AEDs on the GGC campus. While participation in the AED program is highly recommended, it is optional for GGC departments. All GGC entities must gain approval of the AED Oversight Committee prior to any AED purchases. For more information about the AED program, contact the Office of Public safety.

9.12.6 Security

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 9.12.6.

9.12.8 Reckless Skateboard And Bicycle Use

Reviewed May 26, 2016

Policy Summary

Georgia Gwinnett College has a responsibility to prevent and deter behaviors that are likely to cause personal injury, property damage, and/or disrupt college operations. This policy bans reckless skateboarding and bicycle use that endanger safety, college property, or threatens normal campus activities. Skateboarding and bicycling are not crimes. However, actions that may endanger oneself or other individuals, damage property, or disrupt the mission of the College are not considered to be harmless activities. The Office of Public Safety is responsible for the safe operation of the campus and may adopt rules or regulations to restrict, or specify the conditions for, the use of bicycles, motorized bicycles, scooters, skateboards, and roller skates/blades on campus.

Reckless Skateboard/Bicycle Use

In the context of this policy, Reckless Skateboarding/Bicycle Use refers to the use of any wheeled vehicle or device in a manner that endangers public safety, threatens college property, or disrupts college operations. This use includes, but is not limited to, maneuvers that are aerial or that transition from campus walkways on to stairs, curbs, benches, rails, seating areas, or vice versa, as well as from or to any other elevated constructs. It also includes using skateboards, scooters, roller skates/ blades, and bicycles in ways that clearly create unsafe conditions (e.g., traveling at unsafe speeds, traversing downhill with no method of stopping, etc.). The use of any such device is not permitted in any building on GGC property unless authorized by the Office of Public Safety.

Due to fire concerns surrounding Hoverboards, GGC has chosen to prohibit the use, possession, or storage of Hoverboards, Swagways, or similar devices in all GGC buildings. This includes, but is not limited to residence halls, classroom buildings, administration buildings, and indoor recreational facilities. Residential students who own Hoverboards and similar devices shall not bring them to campus due to fire concerns regarding the batteries that operate the boards. Although not prohibited, GGC strongly cautions against storing these products in vehicles.

Responsibilities

All students, staff, faculty, and campus visitors are required to use wheeled vehicles in a manner that is safe, respects the rights of others, and adheres to applicable Georgia statutes and other related campus policies. Moreover, the reckless use of skateboards and bicycles, as defined in this policy, is not permitted. Pedestrians have the right of way on sidewalks in the interior of campus. Those individuals using wheeled vehicles are encouraged to walk their wheels in areas of campus where there is high pedestrian traffic.

All faculty, staff, students, and visitors to Georgia Gwinnett College are expected to adhere to this policy and the applicable procedures. All have a collective responsibility to promote the safety and health of the campus community. Effective implementation depends on the respect and cooperation of all members of the College community. Members of the campus community are encouraged to be aware and remain in compliance with the policy. Overall responsibility for the policy includes providing guidance concerning the scope, definitions, requirements, and enforcement.

Enforcement

Campus Police are solely charged with the enforcement of this policy by preventing or stopping individuals who are engaged in reckless skateboarding and bicycling activities, as defined in this policy. Campus Police may refer Georgia Gwinnett College student violators to Student Integrity, and in the case of Georgia Gwinnett College faculty and staff, to the appropriate Dean or Department Head. In accordance with O.C.G.A. 16-11-35, Campus Police may advise those not affiliated with Georgia Gwinnett College to leave the campus.

For comments or questions regarding this policy, members of the campus community and the community at large are encouraged to call Campus Police 678-407-5333 for more information.

  

9.12.65 Georgia Gwinnett College Campus Security Compliance Act Policy

Georgia Gwinnett College Campus Security Compliance Act Policy

Policy Number: 9.12.65

Effective Date: June 15, 2021

Revision History: June 15, 2021

Policy Contact: AVP Operations/Chief of Police

 

Purpose Statement

  1. The purpose of this policy is to outline roles and responsibilities for compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (hereinafter the “Clery Act”). The Clery Act is a federal law that requires institutions of higher education participating in Title IV student aid programs to disclose information about certain crimes, emergencies, and various safety related policies with the goal of enhancing campus safety.
  2. This policy establishes the Clery Act compliance infrastructure and provides a structured and consistent process for oversight, policy and procedure review, and appropriate training and education for Clery Act awareness and compliance.
  3. This is a new College-Wide policy to be supplemented by applicable departmental policies and procedures.

 

 Policy Statement

  1. The Clery Act is a federal law that requires institutions of higher education participating in Title IV student aid programs to disclose information about certain crimes, emergencies, and various safety related policies with the goal of enhancing campus safety.  It is the policy of the College to comply with its obligations under the Clery Act.
  2. The College encourages accurate and prompt reporting of all crimes to College Public Safety and/or appropriate police agencies, when the victim of a crime elects to, or is unable to, make such a report.

Scope

This policy applies to all members of the campus community. The campus community includes all faculty, administrators, staff including student workers, students, alumni, interns, and volunteers as well as members of the Board of Trustees, College-sponsored advisory committees, visitors, vendors, and other service providers.

 

Definitions

  1. Campus Security Authority (CSA):  Individuals who, because of their responsibilities with the College, have an obligation under the Clery Act to share information with the College about alleged Clery Crimes that are either reported to them in good faith and/or are personally witnessed by them.  These individuals, by virtue of their positions, due to official job duties, ad hoc responsibilities, or volunteer engagements, are required to report these crimes to the College.  These individuals typically fall under one of the following categories:

 

  1. A campus police department or a campus security department of an institution.
  2. Any individuals who have responsibility for campus security but who do not constitute a campus police department or a campus security department, such as an individual who is responsible for monitoring entrances into institutional property.
  3. Any individual or organizations specified in an institution’s statement of campus security policy as an individual or organization to which students and employees should report criminal offenses.
  4. An official of an institution who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline and campus judicial proceedings.  Common examples of CSAs include, but are not limited to:
    1. Police and security personnel
    2. An administrator of students
    3. Athletic Directors
    4. Athletic Coaches
    5. Faculty/Staff advisors to officially registered student organizations
    6. Resident Assistants/Directors
    7. Coordinators of Greek Affairs
    8. Title IX Coordinators

 

 

  1. Classification Review Work Group:  The Classification Review Work Group is a multidisciplinary team tasked with supporting the work of the Clery Act Coordinator through collaborative review of alleged criminal incidents to ensure complete and accurate identification and appropriate classification of Clery-reportable crimes, arrests, and disciplinary referrals.
  2. Clery Act Committee:  The Clery Act Committee is a multidisciplinary team tasked with supporting the work of the Clery Act Coordinator and providing strategic vision and planning for Clery Act compliance.
  3. Clery Act Coordinator:  The Clery Act Coordinator, under the direction of the Office of Public Safety, serves as the Chair of the Clery Act Committee and the Classification Review Work Group.
  4. Clery Act Crimes (“Clery Crimes”):  Specific crimes, as defined by the Clery Act, for which the College is required to report statistics annually to the campus community and U.S. Department of Education (“ED”):
  5. Annual Security Report: The Clery Act and the United States Department of Education’s regulations require Title IV participating institutions to publish an annual security report containing safety and security related policy statements and crime statistics and distribute it to all current students and employees. Institutions must also inform prospective students and employees about the availability of the report.
  6. Annual Fire Report: Institutions are required to annually publish this report to comply with the reporting requirements contained in Section 485 of the Higher Education Act, Campus Fire Safety Right-to-Know. This report  provides information such as statistics on fire-related incidents and/ or injuries that have occurred in residence halls, descriptions of each residence hall’s fire safety system, number of fire evacuation drills performed, the institution’s fire safety policy and procedures, and plans for future residence hall fire safety improvements. This report may be combined with the Annual Security Report.
  7. Clery Reportable Crimes:
    1. Homicide (Murder and Non-negligent Manslaughter, Negligent Manslaughter)
    2. Sex Offenses (Rape, Fondling, Incest, Statutory Rape)
    3. Robbery
    4. Aggravated Assault
    5. Burglary
    6. Motor Vehicle Theft
    7. Arson
    8. Hate Crimes (for the aforementioned crimes and in addition Larceny-Theft, Simple Assault, Intimidation, Destruction/Damage/Vandalism of Property)
    9. Dating Violence
    10. Domestic Violence
    11. Stalking
    12. Arrests and disciplinary referrals for:
      1. Liquor Law Violations
      2. Drug Law Violations
      3. Illegal Weapons Possession

 

  1. Clery Geography:  All buildings or property that meet the definition of on-campus,  public property, or non-campus buildings or property as defined below, where the College is required to report Clery Crime statistics.
    1. On-Campus - Any building or property:
      1. Owned or controlled by the College within the same reasonably contiguous geographic area and used by the College in direct support of, or in a manner related to, the College’s educational purposes, including residence halls.
      2. Within or reasonably contiguous to the area identified above in section a., but controlled by another person, is frequently used by students, and supports institutional purposes (such as food or other retail vendor).
    2. On-Campus Student Housing Facility (Subset of On-Campus):  A dormitory or other residential facility for students that is in the College’s On-Campus geography as defined above.
    3. Public Property:  All public property, including thoroughfares, streets, sidewalks, and parking facilities, that is within the campus, or immediately adjacent to and accessible from the campus.
    4. Non-Campus Building or Property:
      1. Buildings or property, including those located outside the United States, that are:
        • Owned or controlled by the College
        • Used in direct support of, or in relation to, the College’s educational purposes
        • Is frequently used by students
        • Is not within the same reasonably contiguous geographic area of the College
      2. Any building or property owned or controlled by a student organization that is officially recognized by the College.
    5. Daily Crime Log Jurisdiction/Geography:  Any location within 500 yards of property owned, leased, or rented by the College.
  2. Emergency Notifications and Timely Warnings
    1. Emergency notification. If there’s an immediate threat to the health and safety of the campus community, the college will issue an emergency notification, unlike timely warnings, emergency notifications are broader than crime and can include weather incidents, gas leaks, fires, disease outbreak and more - anything that poses an immediate threat.
    2. Timely Warnings: An announcement to alert the campus community about Clery Crimes occurring in or near Clery Geography and reported to CSAs or local law enforcement that are considered by the College to represent a threat to students and employees.  Warnings must be issued in a manner that is timely, hold as confidential the names and other identifying information of victims, and be made in a manner that will aid the prevention of similar crimes.

Roles and Responsibilities

  1. The Clery Act Coordinator serves as the Chair of the multidisciplinary Clery Act Committee and is responsible for scheduling and facilitating quarterly meetings, including an agenda designed to inform policy and procedures review, evaluation of training and education needs, and planning to incorporate new and/or revised laws and regulations pertaining to the Clery Act.  The Coordinator will also document the activities of the Clery Act Committee.
  2. The Clery Act Committee will provide strategic vision and planning for Clery Act compliance, including, but not limited to:
  • Ensuring their respective departments or units understand the relevance and requirements of the Clery Act that may impact departmental operations;
  • Providing relevant information regarding their departmental operations to the Clery Act Coordinator and other Clery Committee members;
  • Reviewing relevant College policies and procedures that may affect Clery Act Compliance; and
  • Facilitating appropriate training and education for Clery Act awareness and compliance.
  1. The Clery Act Committee will meet quarterly, at a minimum, and will review quarterly crime statistic submissions to the College System of Georgia, annual crime statistics, and the Annual Security Report and Annual Fire Safety Report as prepared by the Clery Act Coordinator in conjunction with the Classification Review Work Group.
  2. Members of the Clery Act Committee are subject matter experts and senior-level representatives from the following departments:
    • Public Safety
    • Human Resources
    • General Counsel
    • Internal Audit
    • Diversity and Equity Compliance/Title IX
    • Facilities
    • Auxiliary Services
    • Athletics
    • International Programs
    • Dean of Students
    • Residence Life
    • Recreational Sports
    • Student Counseling
    • Financial Aid
    • Communications

 

  1. The Clery Act Coordinator serves as the Chair of the Multidisciplinary Classification Review Work Group and is responsible for scheduling and facilitating meetings, no less than monthly, including an agenda designed to provide collaborative review of alleged criminal incidents to ensure complete and accurate identification and appropriate classification of Clery-reportable crimes, arrests, and disciplinary referrals.  The Clery Act Coordinator (or his designee) will also document and maintain records of the review and determinations made by the Classification Review Work Group.

a. The Classification Review Work Group will meet monthly, at a minimum, to review alleged criminal activity and disciplinary incidents for the purposes of:

  • Ensuring complete and accurate identification of Clery-reportable crimes, arrests, and disciplinary referrals;
  • Ensuring accurate and appropriate classification of Clery-reportable crimes, arrests, and disciplinary referrals; and
  • Providing support for the preparation of quarterly reports for submission to the College System of Georgia, annual reports of crime statistics, and the Annual Safety and Fire Report.
  1. Members of the Classification Review Work Group are subject matter experts from the following departments:
  • Public Safety
  • Human Resources
  • General Counsel
  • Internal Auditor
  • Facilities
  • Diversity and Equity Compliance /Title IX
  • Student Affairs
  • Residence Life

Collection and Reporting of Data

In accordance with the requirements of the Clery Act, the College shall:

  1. Provide means for campus community members to report crimes or other emergencies occurring on campus.
  2. Issue Timely Warnings to alert the campus community of Clery Crimes considered by the College to represent a threat to students and/or employees.
  3. Maintain a written and understandable daily public log of all crimes reported to Public Safety, unless publishing the information would jeopardize an ongoing criminal investigation or the safety of an individual, cause a suspect to flee or evade detection, or result in the destruction of evidence.  Reported crimes from all applicable sources will be entered into the log within two business days of the receipt of the crime report.  The daily crime log shall include:
    1. The nature, date, time the crime was reported, and the general location of the crime, but must exclude any information that could be used to identify the victim.
    2. Any crime that occurred within GGC Clery Geography and/or jurisdiction.
  4. Annually identify, notify, train, and regularly communicate with CSAs for the purpose of collecting and accurately reporting of Clery Crimes, arrests, and/or disciplinary referrals.
  5. Collect and record crimes reported via telephone, email, in person, or the online reporting system and report them to:
    1. Public Safety
    2. Dean of Students
    3. Diversity and Equity Compliance/Title IX
    4. Residence Life
    5. Human Resources
    6. Athletics
    7. Faculty/Staff Advisors to officially registered student organizations

The crimes will subsequently be recorded in the correlating case management system.

  1. Review and accurately classify crimes recorded in GGC case management systems and collected from local law enforcement agencies annually.
  2. Maintain documentation of review, classification, and reportability of crimes, arrests, and discipline referrals in an internal database for the purposes of reporting to the U.S. Department of Education, University System of Georgia, and publication of the Annual Security Report and Annual Fire Safety Report.
  3. Monitor the work of the Classification Review Work Group and Clery Act Committee at least quarterly.
  4. Compile and submit quarterly Clery Act Crime statistics to the College System of Georgia by April 15, July 15, October 15, and January 15 for the prior three-month reporting period.
  5. Compile and submit annual Clery Act Crime statistics to the U.S. Department of Education by the published deadline.
  6. Prepare the College’s Annual Security Report and Annual Fire Safety Report for distribution to the campus community by October 1, unless notified by the U.S. Department of Education of a change in the reporting deadline.

 

 

Support Information

  1. 34 CFR § 668.41 - Reporting and disclosure of information.
  2. 34 CFR § 668.46 - Institutional security policies and crime statistics.
  3. 34 CFR § 668.49 - Institutional fire safety policies and fire statistics.
  4. The Handbook for Campus Safety and Security Reporting, 2016 Edition
  5. GGC Clery Committee Bylaws
  6. Georgia Gwinnett College Emergency Action Plan Summary

 

Procedures

  1. Procedures are included in a separate procedure document (TBP).
  2. Any related operating procedures must comply with and should reference this policy.

 

 

9.50 Georgia Gwinnett College Posting Policy

Reviewed January 20, 2017

College Regulation for Posting, Promotion and Active Distribution of Materials on Campus

Any Georgia Gwinnett College entity, defined as any division, department, office, academic unit, program, center, faculty, staff, or registered student organization, regulated, or supervised by GGC, may publicly post on college property in designated areas consistent with these terms and all applicable state and federal laws. Any non-GGC entity is eligible to distribute materials by contacting the GGC Office of Public Relations and must meet all provisions of this regulation. 

The GGC Posting Policy has been adopted for these purposes:

  • Creation of an Educational Campus Culture. GGC is committed to creating a campus that supports the academic mission of the college, provides a campus culture conducive to learning, and is free from obscene materials and hostile workplace environments.

  • Information and Promotion. To provide information and a means for GGC entities to promote activities, events and services as well as allow for the announcement of matters directly related to the health, safety, security, or welfare of the college community.

  • Regulation of Commercial Material. To protect the campus from promotional materials and activities sponsored by non-GGC entities and to protect the health, safety and welfare of the students entrusted to the college.

  • Appearance of the Physical Environment. To maintain and improve the appearance of the physical environment of the campus. The campus should be free from excessive and abusive postings and litter which defaces the grounds and facilities of the campus.

  • Sustainability. To cultivate an atmosphere that supports a sustainable environment by reducing the amount of paper used for posting, eliminating use of products that have a negative impact on the environment, and encouraging recycling of materials. Electronic distribution of materials is encouraged over paper postings.

  • Provide Notice. To provide all entities with information and terms of this regulation so they are well informed of the terms and the consequences should the regulation be broken. 

General Provisions

  • Georgia Gwinnett College has the right to deny or remove any posting, material, individual or entity not in adherence with terms of this regulation, regardless of whether promotional or informational in nature.

  • All materials must be clear and legible, bear the name of the sponsoring GGC entity and provide event and current contact information.

  • Any materials that include the GGC logo, Seal, Grizzly or other trademarked indicia must be approved by the Office of Public Relations prior to posting or distribution.

  • Campus entities are responsible for immediate removal of materials that are in violation of this policy; otherwise, materials are to be removed within 24-hours of completion of an event.

  • Any entity that posts or distributes materials in a way that damages college property is financially responsible for the damage.

  • Materials posted or distributed may not glorify, edify, promote or support the use or sale of alcohol, tobacco products or illegal drugs; display trademarks and or brand names of alcohol, tobacco products or illegal drugs; contain material that is obscene or defamatory; or be directed to incite or produce imminent lawless action.

  • Posted or distributed material by GGC entities does not necessarily reflect the opinions, beliefs or practices of Georgia Gwinnett College.

  • Bulletin or posting boards maintained and monitored by college offices or schools are managed by individual offices and schools. Permission to post materials on these posting boards must be obtained through the appropriate college office or school.

  • GGC schools, offices or units may impose area-specific procedures for posting and promotions on their posting boards and/or facilities.

  • All postings by registered student organizations must be approved and stamped by the Office of Student Involvement.

  • The placement of any material or free-standing signs on vehicles, sidewalks, walkways or any paved areas is prohibited, except for emergency, safety, warning or directional signs placed by college officials announcing a matter directly related to the health, safety, benefit or welfare of the college community, or other exceptions approved by the Office of Public Relations. 

Active Distribution of Materials

  • For off-campus entities, the active distribution or handing out of materials shall be limited to the designated free speech area on campus. Individuals or organizations wishing to actively distribute materials must request to utilize the free speech area through the Office of Student Affairs prior to distribution.

  • Registered Student Organizations and other approved entities may distribute handbills from a reserved table space on campus.

Posting of Physical/Paper Materials

  • Posting of physical/paper materials is limited to bulletin boards located in common areas within buildings. Materials may not be posted on walls, doors or windows. The use of glues, adhesive tape, or other similar materials is prohibited on painted drywall surfaces, masonry block or brick, and finish materials such as metal, stone and glass.

  • No more than one (1) flyer per event, maximum size of 11”X17”, may be posted on the same bulletin board at any time. 

Banners

  • The placement of any banner on or inside a building or any other structure must be approved by the building manager.

Commercial Posting

  • Commercial vendors must bring material to be posted to the Office of Public Relations. After approval, permission will be granted to post materials in designated areas. Material will be required to comply with existing college policies. 

Electronic Posters/Digital Signs

  • Digital signs located throughout the campus should be used for promoting student, faculty and/or staff events or specific information that benefits the college. Requests for posting digital signs must be submitted to the Office of Digital Communications two weeks prior to posting and will be removed immediately after each event.

  • There is an electronic bulletin board in the main lobby of the Student Center. Availability of electronic bulletin board in the Student Center space is managed by the Student Center staff.

  • The 316 Billboard consists of two electronic billboards positioned in a “V” shape facing Highway 316 near I building. For the purpose of this policy, these billboards will jointly be referred to as “the 316 billboard.”

  • The 316 billboard displays both GGC promotions and external advertisements purchased by outside individuals or organizations. GGC promotions content is equally proportioned to the paid advertising.

  • The Office of Public Relations is responsible for all aspects of the 316 billboard’s GGC promotions. Like GGC’s website, the 316 billboard is a public-facing, recruitment-focused communications tool. The 316 billboard’s GGC promotions will align with the college’s recruitment cycle and their content will support the college’s overall marketing plan.

  • The Office of Auxiliary Services is responsible for all aspects of the 316 billboard’s purchased advertising. At no time will purchased advertising compete or conflict with the interests of GGC, its brand or its mission and vision. Acceptance or rejection of copy rests the sole and absolute discretion of GGC.  The rationale for accepting or rejecting copy for purchased advertising will be documented by the Office of Auxiliary Services.  During any periods without purchased advertisements, GGC promotions may be displayed in their place.

  • General and/or short-term college announcements such as payment/registration deadlines, internal college event promotions or emergency alerts will not be displayed on the 316 billboard, unless otherwise determined on a case-by-case basis by the president, after legal review. The college’s campus digital sign system and RAVE alert system will continue to be the primary outlets for such messaging.

Free-Standing Signs

  • The placement of Free-Standing signs on campus is limited to the promotion of events or activities for up to 7 days prior to its occurrence and must be removed within 24-hours upon completion of the event/activity. Permission for placing free-standing signs must be obtained through the Office of Public Relations prior to placement.

  • Up to five (5) A-Frames/Sandwich Boards/Tee Pees, (no larger than 4’X3’) and ten (10) Stake Signs (no larger than 24”X18”) may be placed on campus at one time for a single event/activity.

  • The placement of free-standing signs must be in accordance with terms in the Americans with Disabilities Act (ADA) and are not to block sidewalks or walkways.

  • Signs may be removed or special requests denied due to harm posed to the college community, damage or deterioration, excessive postings or space constraints.

Office Nameplates

  • Office nameplates have been designed for the purpose of identifying offices, areas, groups and employees of the college. As such, they represent GGC and cannot contain school crests, organizational logos or other non-GGC marks.

  • Templates for nameplates are available through the Copy Center.

Posting in Residential Areas

  • Material approved by the Office of Residence Life can only be posted on bulletin boards or in approved posting areas.

  • Only one copy can be posted on each approved area.

  • No material is to be posted on any glass, walls or any door in any residential areas by anyone other than members of the Residence Life staff.

  • Material posted in unapproved areas will be removed.

Plastering

  • Plastering (covering areas with the same poster) is prohibited anywhere on campus.

Political Elections

  • The active distribution and/or posting of material and the placement of free-standing signs during federal, state and local elections is prohibited except in the free speech area.

Sanctions and Enforcement

  • College officials and members of the college community are to take the appropriate action to uphold a positive campus culture by educating the citizens of the community, encouraging positive participation in campus activities, and addressing any improper posting or distribution of materials on the campus.

  • Any entity whose postings, promotions or actions violate any terms of this regulation are subject to sanctions that may include but are not limited to warnings, restitution, loss or suspension of privileges, trespass or expulsion from campus, and or disciplinary/legal action.

  • Enforcement of this regulation and assignment of sanctions shall reside in the Division of Student Affairs for individual student and registered student organization cases; the Senior Vice President for Academic and Student Affairs/Provost for faculty related violations; the Office of Human Resources for staff related violations, and the Vice President for Business and Finance for all other groups, including outside groups, organizations, and individuals. 

 

9.51 Georgia Gwinnett College Library Facility Use Policy

Reviewed May 26, 2016

The mission of the Georgia Gwinnett College Library is to support the institutional goals of the College by serving the information and research needs of the students, faculty, and staff of Georgia Gwinnett College, a four year unit of the University System of Georgia. The library also serves as a resource center for the Gwinnett County community.

As the primary purpose of the Library is to serve as the intellectual commons of the College, policies have been developed in order to maximize its utility for all users. The overarching principle guiding facility use at the Library is that users should exercise courtesy and respect toward their fellow scholars and toward the facility. These policies are designed to give the greatest amount of freedom and discretion to the user while maintaining an atmosphere conducive to study and research.

Any users who fail to comply with any of these rules and regulations may be escorted from the premises and prohibited from further use of the Library.

Security

Please be advised that security cameras are in use and all bags are subject to inspection.

Noise

Library patrons have the right to expect a quiet and pleasant library environment conducive to research and scholarship and free of disruptive activity. Only whispering is allowed in open areas of the Library. Patrons bothered by excessive noise should contact a library employee at one of the service desks. Library employees are authorized to resolve any noise complaints. Absolutely no noise or conversation is allowed in the Quiet Reading Room.

Unattended Items

Items may not be left unattended in any areas of the library and cannot be used to reserve any spaces. Security Guards will remove any unattended personal items. The Library is not responsible for the loss or theft of personal property.

Bicycles, Scooters And Skateboards

Bicycles and motorized scooters are not allowed inside the library building. They must be placed in the bike racks in the plaza between the Library and Student Center, not left on or attached to benches, railings or landscaping. Non-motorized scooters or skateboards are allowed inside the building, but must be carried and not ridden. They must be kept off of any furniture and out of the way of other patrons.

Food And Drink

Users are asked to adhere to the following basic guidelines:

  • Only foods that are contained and do not disrupt others are allowed. This includes foods that are overly aromatic. Messy foods are not permitted. Eating is not allowed in the computing areas.
  • All drinks must be in spill proof containers.
  • Group and/or party foods such as pizza or cake are not permitted.
  • Food may not be delivered to the Library.

The Library staff has sole authority in its discretion to enforce any food and beverage related requirements under this policy.

Cell Phones/Electronic Devices

Cell phone ring tones must be turned off and no calls should be taken in the open areas. Cell phone conversations may take place in the stairwells and in the Cell Phone Zone, located on the first floor near the elevators. All portable electronic devices, except cell phones, are required to be used with headphones.

Tobacco

Tobacco use of any kind, including chewing tobacco, is prohibited in the Library. Use of electronic cigarettes or similar devices is also prohibited.

Minors

Children and young adults under the age of 17 may not use GGC Library facilities unless they are enrolled at GGC or accompanied by a parent or guardian at all times Children and young adults under the age of 17 may not use GGC Library computers unless they are enrolled at GGC, even if accompanied by a parent or guardian. Violations will be referred to Public Safety.

Postings

Registered Student Organizations (RSOs) wishing to post materials in the GGC Library must have flyers approved and stamped by the Office of Student Involvement with a date indicating final day of posting. The stamped copy of the flyer must be presented at the Circulation Desk before being posted to the bulletin board near the first floor elevators. Materials without stamps or posted outside of the approved area will be removed.

Campus entities other than RSOs wishing to post or distribute materials in the GGC Library must have them cleared through the office of the Dean of Library Services.

Solicitations

Selling, peddling and/or soliciting of services or materials of any kind is prohibited. Any violation under this entire solicitation statement may result in a trespass warning issued and/or further judicial action may be pursued.

Video Recording/Photography

Video recording and/or photo shoots in the Library are generally prohibited as they can be disruptive to the users in the building. On an exceptional basis, with advanced approval by the Dean of Library Services Library, filming, video recording, or photo shoots in the Library are permitted for college related purposes and/or student projects. On a rare exceptional basis, with advanced approval of the Dean of Library Services and the GGC Office Public Relations, outside entities may be granted permission to video record or conduct photo shoots.

Procedures

  • A responsible party wanting to video record and/or photograph must contact the Dean of Library Services for approval at least two weeks before the proposed video recording/photo shoot date.
  • During the approved activity, the following procedures shall be followed:
    • Security shall be notified when videographers/photographers enter the building;
    • Persons involved in the approved activity shall keep conversations as quiet as possible and not distract others in the library;
    • Persons involved shall maintain the agreed upon time and schedule for the video recording/photo shoot;
    • The videographers/photographers shall refrain from capturing video/photo images of library users who are not specified as part of the shoot;
    • If library users are shot, the responsible party involved in the approved activity shall obtain a written authorization from library users when photographing or videoing identifiable persons

Supplies

Users must provide their own supplies, including but not limited to dry erase markers, erasers, headphones and flash drives. These supplies may be purchased at the Book Store, located in the Student Center.

Photocopies

Photocopies cost ten cents per page. Photocopiers do not accept cash, but operate on a swipe card system. Cave Cash must be added to your Claw Card either at the kiosk located in the Building B Atrium, Student Center or at Student Accounts in Building D. Guest cards may be purchased for $2 from the kiosk located in the Building B Atrium. Additional funds must be added to the Guest Card at the kiosk in order to make copies. The Library cannot make change. Change may be obtained in Student Accounts in Building D. Note: GGC faculty/staff cannot make photocopies in the Library using departmental account numbers. Library photocopies only work via swipe cards with Cave Cash. The main Library first floor and second floor photocopiers do allow users to e-mail materials. The copyright law of the United States (Title 17 U.S. Code) governs the making of photocopies or other reproductions of copyrighted material. The person using the equipment is liable for any infringement.

Computer Use

Please see Georgia Gwinnett College Library Computer Use Policy.

Enforcement

Rules and regulations of Georgia Gwinnett College, as stated in the Student Handbook: Rights, Responsibilities and General Information, are to be followed. Violators may be forbidden future use of GGC library facilities and/or recommended for disciplinary action.

Library Spaces

The GGC Library contains a number of unique spaces that have specific use policies.

  • Quiet Reading Room - No cell phone use allowed. Audio must be listened to through headphones rather than computer speakers. No food allowed. Drinks must be in spill proof containers. Book bags should not be placed on the tables. Absolutely no noise or conversation is allowed in the Quiet Reading Room.
  • Instruction Rooms - Drinks must be in spill proof containers. Eating is not allowed in the instruction rooms.
  • Information Commons - Drinks must be in spill proof containers. Eating is not allowed at computers.
  • Study Rooms - Priority of use is given to groups of two or more students. If you are using a study room alone for quiet study, please allow others students to share the room with you. First floor study rooms may be reserved; see procedure below. Users of study rooms must abide by the rules that are posted outside every study room.

Reservations of Library Spaces

  • Heritage Lecture Room - The HLR is reserved for official functions of the President’s Office and educational presentations sponsored by the Library or a School of GGC. Reservations are coordinated through the Library Administrative Office. Event sponsors are responsible for arranging for setup, breakdown and cleanup of the HLR. Event sponsors are also responsible for access and security for any events which take place outside of Library hours.
  • Administrative Conference Room (L3121) - The ACR is reserved for College related meetings. Reservations are coordinated through the Library Administrative Office. Recurring meetings can only be on monthly or greater sequences. Use of this facility can only take place during Library hours.
  • Instruction Rooms - The Library Instruction Rooms are designated for the delivery of library instruction classes and may be reserved by library employees to provide instruction and training sessions; this usage will have priority over all other uses of the rooms. During non-peak times, the rooms may be scheduled by GGC faculty and staff for College related meetings and training at the discretion of the Head of Research Services.
  • First Floor Study/Presentation Rooms - These study rooms may be reserved by GGC students, faculty and staff for periods of up to 2 hours. They must be reserved at least 2 hours ahead of the reservation time. Reservations can be made at any Info Commons Help Desk. Recurring reservations are not allowed for these rooms. Preference of use for Presentation Room L1128 is given to students. Faculty and staff who need a conference room will be referred to the Library Administrative Office for availability of L3121. Only if that room is reserved will L1128 be reserved for faculty or staff events.
  • Study Rooms in Library Information Commons - Study rooms in computing facilities that are managed by the Library but located in buildings other than L are subject to the same rules as in the Library. These rooms may be reserved at any of the three computing area Help Desks.

Free Speech

All library users are reminded that if they desire to exercise their Freedom of Expression they must complete a Free Speech Area Request form and it must be submitted according to Administrative Policy Manual 4.19 GGC Freedom of Expression policy.

Note: Activities not included in this policy statement may be deemed inappropriate by the Library staff member on duty, and users may be asked to stop engaging in such activity. Violators may be forbidden future use of GGC Library facilities and/or recommended for disciplinary action.

 

9.52 Space Management Policy

Reviewed August 30, 2021

This policy consolidates existing Georgia Gwinnett College (GGC) policies governing space management. The President has designated the Vice President for Operations through the Space Management Team to coordinate space management related policies and procedures governing space utilization.

In instances in which space becomes vacant due to events such as moves to new space, elimination, reduction or change of an existing function, downsizing of staff, or any other reason, such space may be considered unassigned and revert to the control of GGC through the Space Management Team. All requests, including new/modification/move requests, for space needs must be sent through and approved by the Space Management Team. Before any office reassignments are made, the Space Management Team shall contact the applicable Vice President or equivalent operating head to confirm in writing whether or not the office space is to be retained for a current FTE and/or if the vacated position is slated to be filled for their respective unit. This notification will serve as the due process opportunity for each operating unit.

No operating unit or individual is authorized to occupy space simply because an office space is vacant. The office space must be authorized and reassigned through the appropriate chain of command. Although the Space Management Team is designated to coordinate and maintain office space inventory, the ultimate decision on office space allocation for the campus remains with the Office of the President.

Space Management Team Members
President
Senior Vice President for Academic and Student Affairs/Provost
Vice President for Operations (Chair)
Vice President for Business and Finance/CFO


 

 

9.53 Parking Regulations

Reviewed August 16, 2021

Campus parking regulations apply to Georgia Gwinnett College students, faculty, staff, contract employees, visitors and any other person who drives a vehicle on campus. 

Students

Students must park in designated “Student Parking” areas only. Parking maps are available online, in the Parking Services Office, and on signage posted around campus. If a student is driving a temporary vehicle then the student must obtain a temporary parking permit from the Parking Services Office. The student must still park in student parking and siplay the temporary hang tag permit from the rearview mirror. 

Faculty and Staff

Faculty and staff must park in designated “Staff Parking” areas only. The Building 1000 - Residence Hall parking lot is reserved for student housing residents and SHaRE, Student Housing and Residentail Education only. If a faculty/staff member is driving a temporary vehicle, they must obtain a temporary parking permit from the Parking Services Office. The faculty/staff member must still park in staff parking and siplay the temporary hang tag permit from the rearview mirror.

Contract, Temporary and Other Employees

These members who do not have the ability to register their vehicle online should come to the Parking Services Office to register their vehicle.

Visitors

Visitors must park in the designated “Visitor Parking” areas only. Absolutely no student, faculty/staff or other employee may park in a visitor space at any time. A vehicle bearing a GGC parking decal or permit is not considered a visitor. Visitor permits are available in the Parking Services Office, but are not required as long as a visitor space is utilized. 

Service Vehicles

Service vehicles must park in the designated “Service Vehicle” area only. Limitied use of service drives is permitted short term. If the vehicle is unmarked, a service vehicle parking permit can be obtained from the Parking Services Office.

Handicap Parking

Handicap parking is available throughout the GGC campus for any vehicles displaying a valid disabled license plate or placard hang tag. These vehicles will not be restricted to any specific area as long as it is designated “Handicapped Parking”. 

Student Housing Resident Parking

The student housing resident parking lot addresses the specific needs of residents in Buildings 1000, 2000, and 3000 where the demands for extended parking are considered to be the greatest. 

Only individuals issued a special “Resident” decal are authroized to park in the Building 1000 residence hall parking lot. Only SHaRE, Student Housing and Residential Education, staff who are issued a special “SHaRE” decal may park in the lot. 

Visitors to student housing resident halls may park in the designated visitor parking spaces in Building 1000 lot; otherwise, visitors to Housing should park in the 3000 lot, which is considered open parking. Visitors may park in any unmarked space in this lot. 

24 Hour Parking Enforcement and Penalties

Failure to comply with parking regulations may result in a ticket being issued or other actions. 

These include:

  • Parking in posted or marked reserved, visitor, staff, student, disabled, or no parking areas. 
  • Parking in non-designated parking areas around buildings, drop-off sites, and curbs.
  • Parking in areas such as grass, walkways, or blocking dumpsters and driveways.
  • Parking in wheelchair ramps or hashed lines, occupying more than one space.
  • Improper parking in gravel lots. All vehicles must be parked in front of a car stop bumper also known as a parking block. 
  • Vehicle registration violation, such as expired or improperly displayed permit. 
  • Any other applicable parking violation as noted by the Office of Public Safety.

 

For any transactions with the GGC Parking Services Office, the parties should be prepared to present Student or Faculty/Staff ID number, driver’s license, license plate/tag number and ticket number (if applicable). 

Student Parking Appeals

Students who wish to appeal a parking ticket fine may do so to the Parking Appeals Committee. Parking appeals must be filed within seven business days of the issuance of the ticket. The Parking Appeals Committee meets periodicallly based on the number of appeals to review. Students who wish to appeal the decision of the committee may submit a written request for a second appeal to the Senior Associate Provost for Student Affairs or their designee no more than fifteen business days after the prior decision has been presented to the student.

The decision of the Senior Associate Provost for Student Affairs or their designee represents the final institutional decision for parking appeals.

 

Faculty/Staff, Visitors and Other Appeals

Faculty/Staff, visitors and others who wish to appeal a parking ticket may do so to the Parking Appeals Committee. Parking appeals must be filed within seven business days of issuance of the ticket. The Parking Appeals Committee meets periodically based on the number of appeals to review. Faculty/Staff, visitors and others who wish to appeal the decision of the committee may submit a written request for a second appeal to the Senior Associate Provost for Student Affairs or their designee no more than fifteen business days after the prior decision.  If the Faculty/Staff, visitor or other wishes to appeal the second decision they may then submit a third appeal to the Vice President of Business and Finance by submitting the same documentation that was originally presented earlier in the process. The inforamtion should be submitted no later than fifteen business days after the prior decision. 

The decision of the Vice President of Business and Finance or his/her designee represents the final institutional decision for parking appeals for Faculty/Staff, visitors, and others. 

 

 

 

 

Fleet Management

Policy Number: 9.55
Effective Date: August 3, 2020
Revision History: August 1, 2017; May 26, 2016
Policy Contact: Director of Operations

Purpose and Policy Statement

The purpose of this policy is to ensure the safety of those individuals who drive State vehicles and to provide guidance of the proper use of State vehicles.

Scope

This policy applies to any GGC employee who uses a College-owned vehicle managed by the GGC Fleet Management Department.

Definitions

Employee: Includes faculty, staff, and student employees acting on the behalf of Georgia Gwinnett College.

Vehicle: Includes all GGC-owned motorized vehicles, rental vehicles, and lease vehicles.

Operating College Vehicles 

Only College employees are authorized to drive vehicles for the State of Georgia.

Authorized Vehicle Use   

State vehicles are authorized only for use in the performance of essential travel duties related to the completion of State business. Following are examples (but not limited to) of authorized use:

  1. Travel between the place where the vehicle is dispatched and the place where the official State business is performed,
  2. When on official travel status between the place of State business and the place of temporary lodging;
  3. When on official travel status and not within reasonable walking distance:Transporting  other officers, employees, or guests of the State when they are on official State/College business;
  • Transporting consultants, contractors, or commercial firm representatives when such transport is in the direct interest of the State/College;
  • Transporting materials, supplies, parcels, luggage, or other items belonging to or serving the interests of the State/College;
  • Transporting any person or item in an emergency situation;
  • Traveling between the place of dispatch or place of performance of State/College business and the employee’s personal residence, when specifically authorized by the proper authority and approved on Department of Administrative Services MV-1 form;
  • Traveling out-of-State with written authorization from employee’s manager.

Unauthorized Vehicle Use

Vehicles are not authorized to be used for any personal trips unrelated to the State business for which they were assigned or to transport passengers who are not College employees unless on State business. Unauthorized use of State vehicles may result in immediate disciplinary action. Such action may include suspension of all privileges to operate State/College vehicles and in some cases, dismissal. Furthermore, College drivers are not covered by liability insurance when engaging in unauthorized use of State vehicles.

The following uses of State vehicles are prohibited:

  1. Using a cell phone or any other distracting device while operating a GGC vehicle.
  2. Travel or tasks which are beyond the vehicle’s rated capability;
  3. Any use for personal purposes other than commuting, which has been authorized;
  4. Transport of families, students, friends, associates, or other persons who are not employees of GGC;
  5. Transport of hitchhikers;
  6. Transport of cargo that has no relation to the performance of official State business;
  7. Transport of hazardous materials such as acids, explosives, weapons, ammunition, or highly flammable material, except by specific authorization or in an emergency situation;
  8. Transport of any item or equipment projecting from the side, front, or rear of the vehicle in a way that constitutes an obstruction to safe driving or a hazard to pedestrians or to other vehicles;
  9. Except when in official business travel status, transport of other employees and/or students;
  10. Attending sporting events including, but not limited to, hunting and fishing that are not previously authorized;
  11. Extending the length of time the vehicle is in an employee’s possession beyond that which is required to complete the official purpose of the trip;
  12. Transport of any political campaign literature or matter or to engage in soliciting votes or transport of any person or persons soliciting votes in any election or primary;
  13. Placing bumper stickers or other placards containing commercial advertising, including any form of markings that could be construed as political in nature, such as the names of elected officials, agency heads, etc.;
  14. Smoking and/or drinking of alcoholic beverages. Vehicle operators are responsible for ensuring that no passengers are allowed to smoke in a vehicle they are operating;
  15. Permanently attaching personal property (i.e. CB radio, radar detectors, stereo components, etc.) to a State vehicle.

Driver Qualifications

Georgia Gwinnett College has implemented the following requirements for the driver qualifications. This applies to employees as defined below.

Eligible Drivers

Eligible drivers are employees that are performing GGC business duties while operating GGC vehicles. Employees must meet the following requirements to be eligible to operate GGC vehicles.

Drivers must:

  1. Be an employee of Georgia Gwinnett College
  2. Have a valid Georgia driver license
  3. Meet all qualifications on the Driver Acknowledgement Form (obtained from the Fleet Coordinator)
  4. Complete mandatory GGC vehicle training, including the six-hour National Safety Council Defensive Driving Course if transporting seven or more individuals including the driver
  5. Pass an annual Department Driver Services (DDS) Motor Vehicle Record (MVR) check.
  6. Be at least 21 years of age and have at least four years of driving experience (note: specialty vehicles could have more requirements).

Employees for the Operations, Facilities, and Outdoor Adventures departments may drive if they are 18 years of age, have at least two years of driving experience, drive within ten miles of the campus, and are not transporting students.
 

Screening and Training

All GGC employees who drive on State business and in a State vehicle are subject to annual training regardless of frequency and location of driving. All employees who drive State vehicles will be subject to annual training, annual completion of the Driver Acknowledgement Form (obtained from Fleet Coordinator), and an annual MVR history check prior to operating vehicles on State business.

Driver Disqualifications

An employee who has had one of the following occurrences during the 24-month period preceding their use or request for use of a State vehicle used for State business will be considered a “Disqualified Driver”:

  1. Accumulating more than 10 points on his or her personal driving record,
  2. Receiving a citation while driving on State business,
  3. Having an “at fault” motor vehicle accident within the six months preceding an assignment to drive on State business, or
  4. Being convicted of one of the following offenses:
  • Driving under the influence (DUI)
  • Leaving the scene of an accident
  • Refusal to take a state administered test while involved in a serious accident or an accident involving serious injuries Vehicular homicide involving gross negligence

Employees who drive on State business:

  • Any current employee charged with a crime (other than a minor traffic offense) shall report being charged with such crime to their institutional Human Resources Department within 72 hours of the becoming aware of such a charge. Failure to report being charged with such a crime may result in appropriate disciplinary action, including termination of employment. Human Resources will review the nature of the crime and make a determination on what, if any, action should be taken regarding the employee’s employment status until resolution of the charge. The employee should not attempt to operate state vehicles until a decision is made by Human Resources.
  • Any current employee convicted of a crime (other than a minor traffic offense) shall report such conviction to their intuitional Human Resources Department within 24 hours of the conviction. Failure to report such conviction may result in appropriate disciplinary action, including termination of employment. Human Resources will review the nature of the crime and make a determination on what, if any, action should be taken regarding the employee’s employment status. The employee should not attempt to operate state vehicles until a decision is made by Human Resources.

The corrective measures specified may include, but are not limited to, the following:

  • Viewing a driver safety video;
  • Successfully completing an approved defensive driving course;
  • Waiting a specified period of time before being permitted to again drive on State business.

Based on the nature of the events leading to disqualified driver status, it may be determined that the disqualified driver may never again be permitted to drive a vehicle on State business. Prior to making such a determination, the institutional Fleet Coordinator and the Director of Operations must consult the disqualified driver’s departmental manager to discuss the factors supporting such a determination and the effects such a determination may have on the job status of the disqualified driver.  Among the factors considered in determining whether disqualified driver status can be removed and the conditions for doing so may include:

  • The driving conditions under which the relevant events occurred;
  • The extent to which the disqualified driver exceeded the maximum speed, level of intoxication, or other limitation imposed pursuant to applicable law;
  • The apparent degree of recklessness or disregard for safety on the part of the disqualified driver;
  • Whether anyone was injured as a result of the disqualified driver’s actions; and;
  • The amount of time that has passed since the events in question.

An employee with a driver’s license that is expired, suspended, or revoked is not permitted to drive on State business until the license is reinstated. Employees who drive on State business are to disclose any license expiration, suspension, or revocation.

Employees who meet all driver qualifications following disposition of the charges are permitted to resume driving on State business.

If an employee does not meet all driver qualifications following disposition of the charges, the employee will not be permitted to drive on State business until the circumstances leading to such citations has been reviewed by the Director of Operations and the Fleet Coordinator, and the disqualified driver has satisfied the corrective, preventative, and/or educational measures specified by GGC. The determination of the measures to be required will be made by the institution’s risk management officer, GGC’s Chief Human Resources Officer, and Director of Operations, in consultation with the employee’s departmental manager, based on the specific citation and circumstances.

Vehicle Use Requirements

Below are requirements that a state employee who is driving a fleet vehicle must adhere to:

  • Drivers are to return fleet vehicles to the appropriate fleet parking spaces on campus after use.
  • Drivers will not use fleet vehicles to propel or tow any vehicle, trailer or other object unless approved by the Fleet Coordinator.
  • With the exception of service dogs, animals are not permitted in rental vehicles.
  • Georgia Gwinnett College is not responsible for loss or damage to personal property loaded, stored, or transported in rental vehicles.
  • Persons riding in the vehicles are to meet at the College and take the vehicle to the destination and back to the College. The vehicles should not be used to take individuals to their homes or any unauthorized location.
  • Employees must return all vehicles in good condition. They must leave vehicles clean and with a full tank of gas.
  • When driving a GGC van, with exception to an accessible van, the limit is 15 people only (driver included). The GGC accessible van can have up to 15 people which includes: 1 driver, 12 passengers, and 2 wheelchair passengers.
  • All occupants of the vehicle are advised to wear a seat belt at all times.
  • No glass bottles or cups are to be used in GGC vehicles.
  • Driving long distances can be very tiring. Since fatigue can lead to increased potential for accidents, driving limit recommendations for all drivers are as follows:
    • May drive a maximum of 10 hours after eight consecutive hours off duty.
    • Driving time should be limited to four consecutive hours, with a minimum of a 15 minute break before resuming the trip.
    • Driving between 12:00 am and 5:00 am is prohibited. In some cases, exemption may be granted by the Fleet Coordinator after the driver submits, in writing, the reason for operating a GGC Fleet vehicle during prohibited hours.

Assigned Vehicles and Driven Home Overnight

Georgia Gwinnett College is required by the Board of Regents of the University System of Georgia (USG) and Department of Administrative Services Fleet Management to comply with the Georgia Office of Planning and Budget policy in the Georgia Fleet Management Manual, Section 4.4 and 4.5.

To obtain permission to drive a State vehicle to an employee home overnight, the employee must submit a request in writing to the Fleet Coordinator. Approval or denial of Assigned Vehicle requests are submitted for approval by the Fleet Coordinator for Department of Administrative Services approval or denial.

Record Keeping Requirements

For all trips, employees must record the destination and beginning and ending odometer readings on the Trip Log located in the “Trip Care Package” that is given to the employee driver by the Fleet Coordinator before the trip.

Employees should note any problems, noises, and wear of parts, and report them to the GGC Fleet Coordinator. If a breakdown occurs, employees should contact the GGC Fleet Coordinator and follow instructions within the trip packet.

Telematics Monitoring

State vehicles will have telematics monitoring systems on all vehicles, except for Public Safety vehicles. Telematics systems are used to report fuel efficiency, diagnose vehicle mechanical and computer issues remotely, identify unsafe driver habits, locate vehicles via GPS to assist in efficient route-taking, and identify repair facilities in the event of a vehicle maintenance emergency. The Office Fleet Management will solely be responsible for administering the telematics monitoring. All GGC vehicles will be equipped with telematics systems to report on:

  • Maintenance issues
  • Collisions involving GGC State vehicles
  • Fuel economy
  • Vehicle idle time
  • Fuel transactions for fraud prevention

A driver and the driver’s manager will be notified if the driver is identified as violating any policies or procedures.  Any major driver violation will result in review of driving history of the driver by the Office of Fleet Management, Human Resources, and the driver’s supervisor.  Violation of this policy may be subject to disciplinary action, up to and including termination, and loss of State vehicle driving privileges.

Traffic Violations

Drivers are personally responsible for the cost of traffic citations, violations, and parking tickets.  Drivers are expected to obey all traffic signals and signs, observe pedestrian rights, and operate vehicles at a reasonable and prudent speed not to exceed the maximum posted speed limit.

Accidents

If an accident occurs while driving a State vehicle, employees should stop immediately and turn on emergency flashers. It is against the law to leave the scene of an accident without identifying oneself. Reasonable assistance should be offered. Movement of injured persons should not be undertaken, if likely to cause further injury. The driver should call 911.

Drivers must exchange information by giving their name, address, and vehicle registration number and, if requested, showing their driver’s license to any other driver in the accident. If a driver struck an unattended vehicle, she or he should leave a note with the above information and circumstances of the accident. If there were witnesses to the accident, their names and addresses should be obtained. The driver should not make a statement of any kind to anyone other than the police or a representative of GGC and must inform the GGC Fleet Coordinator of the accident as soon as possible.

Georgia Gwinnett College has insurance coverage through Department of Administrative Services Risk Management for auto liability claims. A Vehicle Insurance Identification Card must be maintained at all times in each vehicle owned by GGC and covered by the Department of Administrative Services Auto Liability Policy.  This will be placed in the vehicle’s glove storage compartment or console.  The information contained on this card should be consulted in the event of an accident.

All claims against GGC (and information regarding events which seem likely to give rise to claims) must be forwarded directly to the Department of Administrative Services, the GGC Fleet Coordinator, and the employee’s supervisor as soon as possible.  The Department of Administrative Services phone number as well as information needed before leaving the accident area is located on the State of Georgia Government Vehicle - Georgia Liability Insurance Identification Card located in each GGC vehicle.

Fuel Card Usage

State fuel cards are assigned to each State vehicle.  Each driver is given a PIN that will allow purchase of fuel using any of the State fuel cards located in the vehicle.  Fuel cards should not be removed from any vehicle at any time unless specified by the Fleet Coordinator.  If an employee is traveling and has vehicle maintenance issues, the fuel card can be used to pay for vehicle maintenance, e.g., flat tires, battery replacement, etc.

The fuel credit card is to only be used for purchasing fuel and to pay for emergency maintenance repairs only. The credit card and receipts are to be returned to the Fleet Coordinator upon returning the vehicle.  All parts and/or tires replaced during use are returned to the Fleet Coordinator for inspection and disposal.

When an employee leaves employment at GGC, the employee’s supervisor must notify the Fleet Coordinator for cancellation of the employees’ fuel pin number.

Prohibited Purchases

The following types of purchases are strictly prohibited by State policy. No exceptions will be granted unless otherwise indicated.

  1. Personal purchases of any kind, including fuel for personal vehicles, non-State vehicles, and/or rental vehicles used for travel on official State business;
  2. Cash advances;
  3. Gift cards;
  4. Alcoholic beverages;
  5. Tobacco products;
  6. Food, ice, beverages, or related items including snacks while traveling on official business.

Commercial Rentals

Georgia Gwinnett College employees are authorized to rent automobiles while on official State business, but cannot use State fuel cards to do so.

 

9.55.3 Low-Speed Vehicle Safety, Registration, And Designated Parking Policy

Reviewed May 26, 2016

Georgia Gwinnett College recognizes the necessity and service provided by Low-Speed Vehicles (LSV), as defined by Georgia Department of Driver Services (GDDS) and establishes the following policy for safe use on campus.

Definitions

  • Low-Speed Vehicle is any four-wheeled electric/gas vehicle whose top speed attainable in one mile is greater than 20 miles per hour but not greater than 25 miles per hour on a paved level surface and which is manufactured in compliance with those federal motor vehicle safety standards for low-speed vehicles set forth in 49 C.F.R. Section 571.500 and in effect on January 1, 2001.
  • When referring to Faculty, Staff, or Student Workers this includes fulltime faculty, fulltime staff, part-time faculty, part-time staff, student assistants, and federal work study students.

Low-Speed Vehicle Driver Eligibility

Eligible drivers include faculty, staff, and student workers. Special approval for volunteers for special events must be approved and monitored by the Fleet Coordinator. All drivers must have a valid driver’s license. The Fleet Coordinator has the right to run an annual Motor Vehicle Records request on any eligible driver requesting driving privileges driving GGC vehicles.

Each GGC employee (including Student Workers) will complete the GGC Low-Speed Vehicle training before operating a GGC Low-Speed Vehicle. Each driver will comply with the Low-Speed Vehicle acknowledgement form which can be obtained from the Fleet Coordinator.

Low-Speed Vehicle Registration

Low-Speed Vehicles owned by Georgia Gwinnett College must be purchased by and registered with the Fleet Coordinator. Low-Speed Vehicles owned by on-campus-vendors/providers must be registered with the Fleet Coordinator. Each Low-Speed Vehicle will prominently display a registration number that will be installed by the Fleet Coordinator once the cart is registered.

Low-Speed Vehicle Parking and Storage

All Low-Speed Vehicles will be parked and stored in approved locations by the Fleet Coordinator. See the Fleet Coordinator for Low-Speed Vehicle Designated Parking areas.

Enforcement

The Fleet Coordinator will be responsible for reporting any violations of this policy to the Director of Operations. Consequences could include driving privileges being revoked for employees, and vendors could lose Low-Speed Vehicle privileges on campus.

Rules to Operate Low-Speed Vehicles on Campus:

Drivers of College-owned Low-Speed Vehicles will comply with the Uniform Rules of the Road except with regard to provisions that cannot apply to such vehicles by virtue of their nature.

  1. All Low-Speed vehicles are entitled to full use of a lane, and no motor vehicle shall be driven in such a manner as to deprive any low-speed vehicle of the full use of a lane.
  2. The operator of a Low-Speed Vehicle shall not overtake and pass in the same lane occupied by the vehicle being overtaken.
  3. No person shall operate a Low-Speed Vehicle between lanes of traffic or between adjacent lines or rows of vehicles.
  4. Low-Speed Vehicles shall not be operated two or more abreast in a single lane.
  5. Low-Speed Vehicles shall be operated only on any highway where the posted speed limit does not exceed 35 miles per hour.
  6. The operator of a Low-Speed Vehicle shall not operate such vehicle on any highway where the posted speed limit exceeds 35 miles per hour.
  7. Pedestrians on the GGC campus always have the right-of-way and operators of Low-Speed Vehicles will permit this right-of-way. If the Low-Speed Vehicle is being operated on a sidewalk, the operator will stop until pedestrians have safely passed.
  8. Low-Speed Vehicles should be operated on campus streets when possible. Sidewalks should be used only where streets and/or parking lots are not available, and then only to the nearest adjacent street or parking lot. Operating a Low-Speed Vehicle on a sidewalk is permissible for police patrols and for workers having to transport equipment to or from a work site, but then only from the nearest street.
 

9.55.3 Low-Speed Vehicle Safety, Registration, And Designated Parking Policy

Reviewed May 26, 2016

Georgia Gwinnett College recognizes the necessity and service provided by Low-Speed Vehicles (LSV), as defined by Georgia Department of Driver Services (GDDS) and establishes the following policy for safe use on campus.

Definitions

  • Low-Speed Vehicle is any four-wheeled electric/gas vehicle whose top speed attainable in one mile is greater than 20 miles per hour but not greater than 25 miles per hour on a paved level surface and which is manufactured in compliance with those federal motor vehicle safety standards for low-speed vehicles set forth in 49 C.F.R. Section 571.500 and in effect on January 1, 2001.
  • When referring to Faculty, Staff, or Student Workers this includes fulltime faculty, fulltime staff, part-time faculty, part-time staff, student assistants, and federal work study students.

Low-Speed Vehicle Driver Eligibility

Eligible drivers include faculty, staff, and student workers. Special approval for volunteers for special events must be approved and monitored by the Fleet Coordinator. All drivers must have a valid driver’s license. The Fleet Coordinator has the right to run an annual Motor Vehicle Records request on any eligible driver requesting driving privileges driving GGC vehicles.

Each GGC employee (including Student Workers) will complete the GGC Low-Speed Vehicle training before operating a GGC Low-Speed Vehicle. Each driver will comply with the Low-Speed Vehicle acknowledgement form which can be obtained from the Fleet Coordinator.

Low-Speed Vehicle Registration

Low-Speed Vehicles owned by Georgia Gwinnett College must be purchased by and registered with the Fleet Coordinator. Low-Speed Vehicles owned by on-campus-vendors/providers must be registered with the Fleet Coordinator. Each Low-Speed Vehicle will prominently display a registration number that will be installed by the Fleet Coordinator once the cart is registered.

Low-Speed Vehicle Parking and Storage

All Low-Speed Vehicles will be parked and stored in approved locations by the Fleet Coordinator. See the Fleet Coordinator for Low-Speed Vehicle Designated Parking areas.

Enforcement

The Fleet Coordinator will be responsible for reporting any violations of this policy to the Director of Operations. Consequences could include driving privileges being revoked for employees, and vendors could lose Low-Speed Vehicle privileges on campus.

Rules to Operate Low-Speed Vehicles on Campus:

Drivers of College-owned Low-Speed Vehicles will comply with the Uniform Rules of the Road except with regard to provisions that cannot apply to such vehicles by virtue of their nature.

  1. All Low-Speed vehicles are entitled to full use of a lane, and no motor vehicle shall be driven in such a manner as to deprive any low-speed vehicle of the full use of a lane.
  2. The operator of a Low-Speed Vehicle shall not overtake and pass in the same lane occupied by the vehicle being overtaken.
  3. No person shall operate a Low-Speed Vehicle between lanes of traffic or between adjacent lines or rows of vehicles.
  4. Low-Speed Vehicles shall not be operated two or more abreast in a single lane.
  5. Low-Speed Vehicles shall be operated only on any highway where the posted speed limit does not exceed 35 miles per hour.
  6. The operator of a Low-Speed Vehicle shall not operate such vehicle on any highway where the posted speed limit exceeds 35 miles per hour.
  7. Pedestrians on the GGC campus always have the right-of-way and operators of Low-Speed Vehicles will permit this right-of-way. If the Low-Speed Vehicle is being operated on a sidewalk, the operator will stop until pedestrians have safely passed.
  8. Low-Speed Vehicles should be operated on campus streets when possible. Sidewalks should be used only where streets and/or parking lots are not available, and then only to the nearest adjacent street or parking lot. Operating a Low-Speed Vehicle on a sidewalk is permissible for police patrols and for workers having to transport equipment to or from a work site, but then only from the nearest street.