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2.001 Equal Opportunity, Harassment and Non-Discrimination (PDF)

2.001a Discrimination and Harassment Report (PDF)

Original Adoption: 02/14/2002
Effective Date: 08/29/2025
Last Revision Date: 08/29/2025
Functional Division: Student Services

The Board of Supervisors of the Louisiana Community and Technical College System (LCTCS) is committed to providing a supportive educational environment free from hazing, one that promotes its students’ mental and physical well-being, safety, and respect for one’s self and others. In accordance with H.R.5646 “The Stop Campus Hazing Act,” Louisiana Revised Statutes 17:1801.1, 14:40.8, 14.502, Act 174 of the 2025 Regular Legislative Session, and the Board of Regents Uniform Policy on Hazing Prevention, Northwest Louisiana Technical Community College shall prohibit hazing and take all reasonable measures to address hazing, including without limitation: adoption of effective policies; clear communication to campus organizations, students, and other stakeholders of laws and policies; prompt and faithful enforcement thereof; education, and training. Northwest Louisiana Technical Community College shall take prompt and appropriate action to investigate and effectively discipline those accused of such conduct in a manner consistent with all applicable laws. Northwest Louisiana Technical Community College shall implement and enforce with full fidelity and consistency the Hazing Laws and this policy. Failure to enforce or inconsistencies in enforcement shall constitute violation of the Hazing Laws and this policy.

Policy Statement

In cases of any inconsistency, the statutory provisions and/or System policy shall supersede any such inconsistent provision in this policy.

Definitions

Hazing means any intentional, knowing, or reckless act committed by a person (whether individually or in concert with other persons) against another person or persons regardless of the willingness of such other person or persons to participate when:

(i) The person who commits or should have known that such an act endangers the physical health or safety of the other person or causes severe emotional distress; and

(ii) The act is committed in the course of an initiation into, an affiliation with, or the maintenance of membership in, a student organization; and

(iii) The act causes or creates a risk, above the reasonable risk encountered in the course of participation in the institution of higher education or the organization (such as the physical preparation necessary for participation in an athletic team), of physical or psychological injury including:

a. whipping, beating, striking, electronic shocking, placing of a harmful substance on someone’s body, or similar activity;

b. causing, coercing, or otherwise inducing sleep deprivation, exposure to the elements, confinement in a small space, extreme calisthenics, or other similar activity;

c. causing, coercing, or otherwise inducing another person to consume food, liquid, alcohol, drugs, or other substances;

d. causing, coercing, or otherwise inducing another person to perform sexual acts;

e. any activity that places another person in reasonable fear of bodily harm through the use of threatening words or conduct;

f. any activity against another person that includes a criminal violation of local, State, Tribal, or Federal law; and

g. any activity that induces, causes, or requires another person to perform a duty or task that involves a criminal violation of local, State, Tribal, or Federal law.

Student Organization is an organization, association, corporation, order, society, corps, cooperative, club, society, service group, social group, band, spirit group, student government, athletic team, or similar group whose members are primarily students at, or former students of, a postsecondary education institution, including the national or parent organization of which any of the underlying entities provided for in this definition is a sanctioned or recognized member at the time of the hazing.

Pledging is any action or activity related to becoming a member of an organization, including recruitment. Pledging is the broader term related to the admission, initiation, joining, or any other group-affiliation activity on the basis of actual or perceived membership; pledging is not reserved solely for Greek organizations but, rather, applies to any student organization.

Appropriate authority includes:

(i) Any state or local law enforcement agency.

(ii) A 911 Public Safety Answering Point as defined in Title 33 of the Louisiana Revised Statutes of 1950.

(iii) Emergency medical personnel.

Reckless behavior is an activity or behavior in which a reasonable person knew or reasonably should have known that the activity or behavior may result in injury to another, including but not limited to excessive consumption of alcohol, binge drinking, drag racing, consumption of any controlled dangerous substance, acts of hazing, or other similar activity.

Serious bodily injury is bodily injury that involves unconsciousness, extreme physical pain, or protracted and obvious disfigurement, or protracted loss or impairment of the function of a bodily member, organ, or mental faculty, death, or a substantial risk of death.

Policy, Law, and Processes Related to Hazing

Hazing is strictly prohibited in Louisiana, with comprehensive policies and laws in place to prevent and address such activities. If you witness or suspect hazing, it is imperative to report it immediately. In emergency situations, dial 911. For non-emergencies, reports can typically be made to campus police, the Director of Student Success Services, or through designated online reporting forms.

Upon receiving a hazing report, the college is required to conduct a thorough investigation. This process involves collecting detailed information, interviewing involved parties, and collaborating with law enforcement when necessary. The college must document all actions taken, including the dates reports were received and any subsequent measures implemented.

State laws and college policies increase the penalties for hazing. LRS 14:40.8 defines Criminal Hazing.

Under the Max Gruver Act, hazing is now considered a felony. Educational institutions are mandated to implement anti-hazing policies, provide preventive education, and enforce disciplinary actions against individuals or organizations involved in hazing. Non-compliance can result in severe consequences, including expulsion, suspension, or dismissal for students, and termination for employees.

Hazing of any kind is illegal and strictly prohibited at Northwest Louisiana Technical Community College. Any such incidents will be prosecuted to the fullest extent of the law and pursued to the fullest extent of the Northwest Louisiana Technical Community College Code of Student Conduct.

Consent

Consent to hazing is not a defense. No one can consent to being hazed.

Prohibition

No student organization or individual shall employ a program of student initiation/pledge education or social events which includes hazing.

Duty to Report

All current or potential student organization members and any faculty or staff member has a duty to report any violation of this policy to the appropriate institution administrator.

Expectations for Violations

In addition to potential criminal penalties related to hazing, any violation of this policy, including knowledge of and failure to report hazing activity, will result in expulsion, suspension, or dismissal, in the case of students, and may result in termination in the case of employees. Students will not be permitted to return for at least one semester. In addition, there will be a suspension of activities for a minimum of one academic year of any student organization that participates in hazing. Individuals accused of violations of this policy will be adjudicated through the college’s codified student and/or employee judicial process and may be subject to criminal penalties.

Publication and Dissemination

College policies on hazing shall be published on college and student organization websites and included in all Student Handbooks and Student Codes of Conduct.

Prevention and Education Programs

Prevention and awareness programs related to hazing include primary prevention strategies intended to stop hazing before hazing occurs, including bystander intervention training, information about ethical leadership, and the promotion strategies for building group cohesion without hazing. Northwest Louisiana Technical Community College shall implement the following measures to prevent and address hazing:

(i) Each new student shall be provided educational information on the dangers of and prohibition on hazing during the new student orientation process in the form of a handbook.

(ii) In addition to the requirement of providing educational information in the form of a handbook, each new student shall be provided educational information on the dangers of and prohibition on hazing during the new student orientation process either in person or electronically.

(iii) Each organization as defined above in this policy and in R.S. 17:1801.1 shall provide annually at least two hours of hazing prevention education to all members and prospective members. The education may be provided in person, electronically, or both. Each organization shall submit a report annually to the institution with which it is affiliated relative to the students receiving such education evidenced by an attestation of the student receiving the education.

(iv) The hazing prevention education required under the provisions above shall include the information about criminal penalties for the crime of criminal hazing. Information shall also be provided to organizations on their obligations under the law, including the duty to investigate and report; and on the possible loss of funding and other penalties applicable to organizations under the Hazing Laws.

(v) The institution shall terminate the organization's operation on campus if it fails to comply with the provisions of this Subsection and shall submit a report to the House Committee on Education and Senate Committee on Education upon such termination.

Duty to Seek Assistance

In accordance with Act 637 of 2018, codified at R.S. 14:502, Northwest Louisiana Technical Community College policy requires any person at the scene of an emergency who knows that another person has suffered bodily injury caused by an act of hazing shall, to the extent that the person can do so without danger or peril to self or others, give reasonable assistance to the injured person. Criminal penalties may result in failure to seek assistance in violation of R.S. 14:502.

Inclusion of Hazing Incidents in the Jeanne Clery Campus Security Act Annual Security Reports

Annual Security Reports (ASRs) shall include the following:

Statistics for hazing incidents that occurred on or after January 1, 2025;

Each separate hazing incident that was reported to campus security authorities or local police agencies;

Compilation of hazing incidents as a single hazing incident if the same person or persons commit more than one hazing act, and the time and place intervals separating each act are insignificant.

The Campus Hazing Transparency Report

An institution is not required to develop the Campus Hazing Transparency Report until the institution has a finding of a hazing violation. An institution is also not required to update the Campus Hazing Transparency Report for any period where there was no finding of a hazing violation for that period.

The report shall:

Summarize findings concerning any student organization established or recognized by the institution that is found to have violated this hazing policy;

Include information with respect to hazing incidents that occur on or after July 1, 2025;

Be publicly available on each institution’s website in a prominent location with:

a. a statement notifying the public of the availability of annual hazing statistics.
b. information about the institution’s policies relating to hazing.
c. The 5 most recent calendar years of reports.

Be updated and posted to institutional websites on a semi-annual basis;

Not include any personally identifiable information (PII) according to the Family Educational;

Include the following information:

a. The name of the student organization;
b. A general description of the violation that resulted in a finding of responsibility;
c. Whether the violation involved the abuse or illegal use of alcohol or drugs;
d. The findings of the institution;
e. The dates on which the incident was alleged to have occurred;
f. The dates the investigation into the incident was initiated;
g. The dates the investigation ended with a finding that a hazing violation occurred; and
h. The dates the institution provided notice to the student organization that the incident resulted in a hazing violation;
i. Any additional information determined by the institution to be necessary or required by State law.

Recommended Best Practices

In addition to the mandatory components of college policies and practices, each college is encouraged to follow best practices for ongoing prevention and awareness campaigns, effective intervention, and response plans.

Student Code of Conduct (PDF)

Policy Number: 2.005
Effective Date:   June 1, 2007 
Date of Last Revision:  July 24, 2019 
Functional Area:  Student Services 

 

Student Government Associations 
Northwest Louisiana Technical Community College (NLTCC) has established Student Government Associations, 
which operate under a constitution that is prepared by, and for each campus, and was approved by the LCTCS 
system. 
The Student Government Association (SGA) on each campus will be assigned an Advisor who will serve as a liaison 
between the SGA and the College administration. The Campus Administrator will designate the Advisor with the 
approval of the Vice Chancellor of Academic and Student Affairs and the Chancellor. 
The Campus Administrator in charge of the SGA on each campus has overall responsibility for ensuring that the Student 
Government Association is administered in accordance with the Board of Regents (BOR) Council of Student Body 
Presidents (COSBP) Constitution, policies of the Louisiana Community and Technical College System (LCTCS) Board 
of Supervisors, and the guidelines of this memorandum. 
This policy and procedures memorandum applies to the Student Government Associations (SGAs) on all campuses of 
the Northwest Louisiana Technical Community College. 
265.1 Purpose 
To establish policy and procedures for coordination and approval of Student Government Association 
activities, and the control and accountability of SGA funds and equipment. 
265.2 Background 
The mission of the Student Government Association is to provide vital co-curricular activities to enhance 
individual student development; promote social and recreational activities; promote participation in self
government; and promote the high standard of education at Northwest Louisiana Technical Community 
College (NLTCC). The administration of Northwest Louisiana Technical Community College recognizes 
the benefits to be derived by the student body and the institution from an active Student Government 
Association, and encourages active participation by all students. 
Northwest Louisiana Technical Community College, by vote of the student body, and with the approval of the 
LCTCS Board of Supervisors, has established a self-assessment fee for the Fall Semester, Spring Semester, 
and the Summer Session as part of each student's registration costs. The fee amounts are listed on Attachment 
A, "Fee Amounts and Budget Allocation of Student Self-Assessed Funds." 
Because Student Government Associations are approved campus organizations, their activities come under 
the auspices of the College and necessary procedures and controls must be developed and implemented to 
ensure SGA functions and activities are in compliance with the policies of the LCTCS Board of Supervisors 
and statutory requirements of the State of Louisiana. 
265.3 Scope and Applicability 
 
 
This policy and procedures memorandum applies to the Student Government Associations (SGAs) on all 
campuses of Northwest Louisiana Technical Community College, and on any campuses that may be 
developed in the future. 
265.4 SGA Membership 
 
All students at Northwest Louisiana Technical Community College who pay self-assessed fees are members 
of the Student Government Association. This membership permits students to participate in student-sponsored 
activities and other benefits financed by student activity fees. 
265.5 Election and Compensation of Officers 
265.5.1 Election of Officers  
 
Each Spring Semester there will be an election of Student Government 
Association Officers. This election will be conducted by incumbent SGA Officers and supervised 
and coordinated by the SGA Advisor and the Campus Administrator in charge of the SGA on each 
campus. 
265.5.2  Tuition Waivers for SGA Officers 
 
265.5.2.1 A waiver of in-state tuition exclusive of self-assessed fees according to policy, summer 
included, will be granted for the Fall and Spring semesters to the two elected SGA 
officers at each campus. 
265.5.2.2 Tuition waivers for SGA for the college will not exceed the costs of three full-time 
equivalent students and will remain in effect for the duration of the respective terms of 
office. There will only be two SGA officers at each campus who will take office during 
the summer semester. At that time, the tuition waiver for the SGA President will be 
$500 and the waiver for the Secretary/Treasurer will be $250. The waiver will be 
applied toward tuition and will not result in a refund. A student is not allowed to receive 
more than one state funded waiver (546, Financial Aid Initiative, Chancellor Waiver, 
etc.). 
The Board of Regents Council of Student Body Presidents (COSBP) will be selected 
from one of the SGA Presidents. This individual will represent the college at four 
statewide meetings throughout the year and attend an annual trip to Washington, D.C. 
The cost of attendance at these meetings and for the Washington, D.C. trip will be 
divided between the three NLTCC SGA organizations. 
265.5.2.3 Receipt of tuition waiver, by the above-listed SGA Officers, shall be contingent upon 
performance of assigned duties and tasks as set out and defined in the respective 
SGA Constitution. 
265.5.3 While running for office and if elected, the SGA Officers listed above must: 
 
265.5.3.1 Be enrolled in and maintain at least 9 credit hours; SGA presidents who wish to run for the 
office of Chief CEO must be enrolled in 12 credit hours. 
265.5.3.2 Be in good academic standing and maintain the required cumulative and semester grade 
point average (G.P.A.) as deemed by the SGA Constitution. Executive Officers (i.e., 
President, Secretary/Treasurer) must be degree seeking and may not serve as officers 
more than two consecutive academic years. 
 
 
265.6 SGA Budget and Calendar Events 
 
265.6.1 During the Spring Semester, the newly elected SGA Officers on each campus, under the supervision 
of the SGA Advisors, will prepare the SGA Calendar of Events for the next academic year and the 
annual budget to support these activities. 
265.6.2 The proposed budget would be prepared on the budget forms used by the College for its budget and 
will be reviewed by the Campus Administrator in charge of the SGA on each campus prior to 
being presented to the SGA Senate for approval. 
265.6.3 Development of the Annual Budget is established by vote of the student body at the SGA Monthly 
meeting. The current budget allocation of funds is listed in Attachment A, "Fee Amounts and Budget 
Allocation of Student Self-Assessed 
Funds." 
265.6.4 Once the SGA budget has been approved, the SGA Calendar of Events for the following academic 
year will be submitted for inclusion in the campus planning calendar. 
265.7 SGA Functions 
 
265.7.1 The Campus Administrator/Assistant Dean should be notified in writing at least two weeks prior to a 
planned event so the event can be added to the College calendar. 
265.7.2 This request will be initiated by the SGA President, approved by the SGA Advisor, and presented to 
the Campus Administrator in charge of the SGA on the campus, Vice Chancellor of Academic and 
Student Affairs Officer of the college, and the Chancellor for final approval. 
265.7.3 When Alcoholic beverages will be served, the Vice President for Career and Technical Education or 
his/her designee will grant final approval. 
265.8 SGA Procurements  
General Provision: All financial transactions must follow College and the State of Louisiana rules and 
regulations. 
265.8.1 Requisitions for Equipment, Supplies, Operating Services 
 
265.8.1.1 All requests for equipment, supplies, and operating services, such as dues, subscriptions, 
rentals, etc., must be submitted to the Accounting Department of the campus in advance 
(in accordance with the Purchasing Office's established purchasing/bidding timelines) 
of the activity date. 
265.8.1.2 The request must be submitted to the Campus Accounting Department, signed by the SGA 
President and Secreta r y/ Treasurer, approved by the SGA Advisor, the Campus 
Administrator in charge of the SGA on the campus, and the Vice Chancellor of 
Academic and Student Affairs Officer. 
265.8.1.3 A copy of the Senate minutes approving the expenditure must be attached and kept on file 
in the respective SGA Advisor's Office. 
 
 
265.8.1.4 All purchases, rentals, and leases of services, materials, equipment and supplies over the 
amount of $20 must be purchased according to State purchasing guidelines and campus 
procedures. 
265.8.1.5 All SGAs will comply with all College and the State of Louisiana rules and regulations. 
265.8.2 Professional Services Contracts 
 
265.8.2.1 If the SGA function or activity requires the expenditure of funds for professional, 
consulting, or personal services, (hiring a band, for example) a Contract for 
Professional, Personal, or Consulting Services must be completed and processed in 
accordance with current college policy regarding the use of Professional Services 
Contracts. 
265.8.2.2 It is noted that the Senior Vice President for Finance and Administration and the Vice 
President for Career and Technical Education are the final approval authority and his/her 
signature must be obtained before the contract can be entered into. 
265.8.2.3 The SGA must submit a professional services contract at least then (10) days in 
advance of performance (or services rendered) for approval. 
265.8.3 Payment of SGA Contractors 
 
265.8.3.1 Each person or group performing services under a Professional Services Contract must 
submit an invoice covering the services rendered. 
265.8.3.2 The invoice MUST include the social security number or employer identification number, 
and the address of the person or the group. 
265.8.3.3 The SGA Advisor will certify that the services were furnished as indicated on the invoice. 
265.8.3.4 The contractor's invoice with this certification must be submitted to the Finance Office 
for payment. Additional forms may be necessary for payment. 
265.8.4 Travel 
265.8.4.1 All travel must be authorized through the College's normal professional leave and travel 
authorization request process. 
265.8.4.2 Each request must be submitted at least two (2) weeks prior to the conference or activity. 
265.8.5 Printing and Photocopying Requests 
 
Requests for printing and photocopying for all Student Government Associations must be approved 
by the respective SGA Advisor in addition to the appropriate signature authorities and proofing 
channels, as deemed by the College's established policies and procedures on photocopying and 
printing. 
265.8.6 Inventory of SGA Equipment 
 
265.8.6.1 All property procured by or assigned to the SGA is property of Northwest Louisiana 
Technical Community College and will be tagged with a State of Louisiana identification 
tag and included on the College's master inventory file. 
265.8.6.2 Before the end of each spring Semester, the SGA Advisor on each campus will obtain 
from the college's Property Control Officer the official list of all property assigned to 
that SGA Office. 
265.8.6.3 The incoming SGA President, under the supervision of the SGA Advisor, will conduct a 
physical inventory of all property assigned to the SGA Office. 
265.8.6.4 Upon verification of the SGA inventory, the outgoing SGA President will sign for release 
of, and the incoming president will sign to assume responsibility for this property. 
265.9 SGA Financial Records  
265.9.1 The Campus Accounting Office is responsible for maintaining a separate SGA account for self
assessment fees used to finance SGA activities and all SGA expenditures. 
265.9.2 At the end of each fiscal year, all unexpended monies will be available in the next FY. 
265.9.3 The Campus Accounting Office will provide a Quarterly Statement of Income and Expenditures to 
the Campus Administrator in charge of the SGA on each campus with a copy to the SGA 
President. 
265.9.4 Any funds raised through an SGA sponsored event should be deposited in the College's bank account. 
These funds will be held for the exclusive use of the SGA. 
Policy Reference:  
LCT SA1930.265 Student Government Associations  
La. Office of State Purchasing and Travel PPM49 
[email protected]/osp/traveI 
La. Revised Statute 39:1551 through 39:1755 
Board of Regents Council of Student Body Presidents (COSBP) 
Constitution LCTCS Policy # 2.005 Student Organizations 
LCTCS Policy # 2.007 Student Membership on the LCTCS Board of Supervisors LCTCS 
Policy # 2.010 LCTCS Student Government Associations

2.005a Student Government Association Application (PDF)

Policy Number: 2.006
Effective Date: September 24, 2018
Date of Last Revision: July 24, 2019
Functional Area: Student Services

 

NLTCC IMPLEMENTATION PLAN FOR THE LOUISIANA BOARD OF REGENTS UNIFORM 
POLICY ON THE PREVENTION OF UNPLANNED PREGNANCIES PURSUANT TO ACT 321 OF 
2017 
 
In accordance with Act 321 of the 2017 Regular Session of the Louisiana Legislature (Aet 321) effective Fall 2018, 
NLTCC will address the prevention of unplanned pregnancies among unmarried students as part of the freshman 
orientation activities. Information will be provided to students that is recognized as medically accurate by the American 
Congress of Obstetricians and Gynecologists regarding the prevention of unplanned pregnancy, including without 
limitation, abstinence education. Act 321 prohibits, in all instances, the dissemination of any information regarding 
abortion methods, techniques, or providers, nor shall any student be directed to information or services provided by 
Planned Parenthood or any abortion provider. 
NLTCC will supplement the information disseminated during freshman orientation activities by: 
1) Having postsecondary students serves as mentors or role models of successful behaviors and healthy choices for 
high school students. 
2) Collaborate with community healthcare providers and federally qualified health centers to promote access to 
care. 
3) Identify challenges faced by students who are single parents (i.e., childcare, transportation) and work with 
students to find solutions to their challenges; and 
4) Identify other topics or issues related to the prevention and reduction of unplanned pregnancies. 
NLTCC will provide information about unplanned pregnancy in the following manner: 
1) Incorporate information about unplanned pregnancy into student success services (Pre-Enrollment Orientation 
(currently under development), and other college courses). 
2) Integrate information about unplanned pregnancy into academic courses as appropriate. 
3) Provide resources that show the connection between unplanned pregnancy and college completion through 
college website and student activities; and  
4) Connect students to health services and counselors. 
 
Additional information regarding unplanned pregnancies will also be provided at the link below:  
https://regents.la.gov/wp-content/upIoads/2018/03/1) n planned-Pregnancy-Handout. jpg 
 
 
Policy Name:  Prevention of Unplanned Pregnancies 
Policy Number:  2.006 
Effective Date:  September 24, 2018 
Date of Last Revision:  July 24, 2019 
Functional Area:  Student Services 
Policy Reference:  
Louisiana Board of Regents Uniform Policy on the Prevention of Unplanned 
Pregnancies Pursuant to Act 321 of 2017

 

Policy Number: 2.008
Effective Date: March 10, 2004
Date of Last Revision: July 24, 2019
Functional Area: Student Services

 

Definition of a Resident Student

Pursuant to House Concurrent Resolution No. 226 of 1986, the following is the definition of a resident student for tuition purposes.

A resident student for tuition purposes is defined as one who has abandoned all prior domiciles and has been domiciled in the State of Louisiana continuously for at least one full year (365 days) immediately preceding the first day of classes of the semester/term of enrollment for which resident classification is sought. Generally, the first document to present is full-time employment certification for one year prior to reclassification. A non-resident student for tuition purposes is a student not eligible for classification as a resident student under these regulations.

The individual's physical presence within this state for one year must be associated with substantial evidence that such presence was with the intent to establish and maintain a Louisiana domicile. Physical presence within the state solely for educational purposes without substantial evidence of the intent to remain in Louisiana will not be sufficient for resident classification regardless of the length of time within the state. Domicile, as the term is used in the context of residence regulations, is defined as an individual's true, fixed, and permanent home and place of habitation at which the individual remains when not called elsewhere for labor, studies or other special or temporary purposes, and the place to which the individual returns after an absence. Simply owning property in Louisiana, paying Louisiana state taxes, and establishing voter privileges in Louisiana do not, in themselves, qualify the applicant for Louisiana residency.

Discreet categories of individuals may be defined as special or Temporary Residents and are exempt from payment of non-resident fees if such action is deemed to be in the best interest of Louisiana and approved by the LCTCS Board, or as mandated from time to time by federal or state government. Also, undergraduate students who are non-residents but are enrolled in only web-based or other distance learning/electronic delivery courses are not assessed the non-resident fee; this does not apply to contractual programs (e.g. Young Memorial Campus and others who enter into contractual agreements) whereby a certain fee is negotiated for a training service or specialized course offerings where non-resident students are enrolled. Once the applicant has earned the first associate degree at the institution, the applicant may be classified as resident for tuition purposes to pursue subsequent degrees. The dependents of former graduates of the institution may enroll as residents for tuition purposes, even if the parent is no longer a resident of Louisiana.

Establishing the Requisite Intent to Become a Louisiana Resident for Tuition Purposes

The following facts and circumstances, although not necessarily conclusive, may support one's claim for resident classification for tuition purposes:

financial independence from parents residing in another state or country;

reliance on Louisiana resources for financial support;

possession of a valid Louisiana voter registration card for at least one year;

designating Louisiana as his or her permanent address on all school and employment records, including military records if one is in the military service;

possession of a valid Louisiana driver's license for at least one year;

possession of a valid Louisiana vehicle registration;

continuous presence in Louisiana during periods when not enrolled as a student;

commitments indicating an intent to stay in Louisiana permanently;

paying Louisiana income taxes as a resident during the past tax year, including income earned outside Louisiana from the date Louisiana domicile was claimed;

establishing an abode where one's permanent belongings are kept within Louisiana;

licensing for professional practice in Louisiana;

the absence of the indicia in other states during any period for which domicile in Louisiana is asserted;

marriage to a Louisiana resident. (verified by documents such as marriage license, spouse's birth certificate, high school diploma, tax forms, Louisiana employment verification)

full-time employment for one year prior to classification of residency.

In order to establish financial independence, a student seeking classification as a resident for tuition purposes should meet the following criteria for the current and immediately preceding calendar year:

that the student has not been claimed as an exemption for state of federal income tax purposes by his or her non-resident parents;

that the student has not lived in the home of his or her parents for more than a maximum of six weeks for the year after the time at which a Louisiana domicile is claimed;

that the student's primary source of financial support not be derived from Federal or state financial aid programs, scholarships that provide full waiver of tuition/fees, and campus employment.

Documentary evidence shall be required; all relevant indicia will be considered in the classification determination. The facts suggested above are neither conclusive nor exclusive; each claim shall be determined on its own merits.

Reciprocity

LCTCS colleges may reciprocate non-resident tuition rates with contiguous colleges and/or college administrative entities if such tuition and fee circumstances are documented. In no instance can the assessed tuition rate be below the relevant LCTCS college's resident tuition rate.

Non-U.S. Citizens

A student who is a non-U.S. citizen is entitled to be classified as a resident for tuition purposes if the student can demonstrate that he or she has been lawfully admitted to the United States for permanent residence (refugees, persons who are married to a U.S. Citizen, Temporary or Amnesty Aliens, etc.) in accordance with all applicable laws of the U.S. and can demonstrate having met these residence regulations of establishing a Louisiana domicile prior to the first day of classes of the semester/term of enrollment for which resident classifications is sought.

In order to admit international students an LTC campus must be pre-approved by Student Exchange Visitor Information System (SEVIS). Northwest Louisiana Technical Community College is not SEVIS approved; however, a student who can provide a Green Card to demonstrate that he or she is a lawful permanent resident (LPR), and has been granted immigration benefits, including permission to reside and take employment in the United States, may be admitted and classified as a resident for tuition purposes.

A student who is a non-U.S. citizen and holds the VISA Category A (Government Official), will be immediately eligible for classification as a Temporary Resident for tuition purposes while holding such a VISA.

A student who is a non-U.S. citizen may be entitled to be classified as a Temporary Resident while holding the following VISA and if he or she can demonstrate having met these aforementioned residence regulations of establishing a Louisiana domicile prior to the first day of classes of the semester/term of enrollment for which resident classification is sought:

VISA Category

E treaty trader or investor

G representative of International Organization

I foreign Information Media Representative

H temporary worker in a "specialty" occupation (H-I and H-4 may also apply to qualify)

K fiancé, children of U.S. citizen (with proof of marriage to a US citizen)

L intra-company transferee/foreign employer

Students holding a VISA category A, E, G, I, K, or L, once classified as a Temporary Resident, must show proof of VISA status at each registration period while enrolled and classified as a Temporary Resident.

A student who is a non-U.S. citizen and holds one of the following VISA categories is not eligible to establish a Louisiana domicile nor are they eligible for an exemption of nonresident fees, unless otherwise permitted by law or other regulations:

VISA Category

B business or visitation purposes

C in transit

D crewman

F academic student

H temporary worker (only general)

J exchange visitor

M vocational/non-academic student

General Rules Applying to Minors, Dependents, and Residents

The domicile of an unmarried minor (under age of 18) or dependent (see Internal Revenue Code of 1954, Section 152) is regarded to be that of the parent with whom such a minor or dependent maintains his or her place of abode. The domicile of an unmarried minor or dependent who has a parent living cannot be changed by his or her own act of by the relinquishment of a parent's rights of control. When the minor or dependent lives with neither parent, domicile is that of the parent with whom the student maintained the last place of abode. The minor or dependent student may establish domicile when both parents are deceased and a legal guardian has not been appointed. When both parents are deceased and a legal guardian has been appointed, the domicile of the minor or dependent student is that of the guardian with whom the student maintains his or her place of abode. When residence of a minor or dependent is derived from the Louisiana residence of the parent, that parent must meet the requirements described elsewhere in this document.

When the parent with whom a minor child or dependent student is domiciled can demonstrate that he or she has abandoned out of state domiciles and has moved to Louisiana to work and/or establish a domicile in accordance with these residence regulations, the parent, the minor child and the dependent student is eligible for immediate resident classification. Similarly, when an independent student enrolls who is more than twenty-two years of age, can demonstrate that he or she has abandoned out of state domiciles and moved to Louisiana to work and/or establish a domicile in accordance with these residence regulations, he or she and/or his or her spouse is eligible for immediate resident classification.

Military Personnel

An individual on active duty in the Armed Forces currently stationed in Louisiana may be classified as a Temporary Resident upon submission of documentation signed by the unit commander verifying his or her being on active duty and stationed in Louisiana, this classification of Temporary Resident is valid as long as the student remains enrolled and on active duty in Louisiana.

A member of the Armed Forces (including Louisiana National Guard and Reserves) currently stationed in Louisiana on active duty may enroll as a Temporary Resident, including his or her spouse, minor child, or dependent student. A member of the Armed Forces who was eligible for classification as a resident of Louisiana under these regulations immediately prior to entering the Armed Forces retains the right to enroll himself or herself, spouse, and minor child or dependent student as a resident as long as he or she is in the Forces, but the right shall expire upon the person's being separated from the Armed Forces and residing continuously for a period of at least two years in another state or foreign country.

When a member of the military, who has a spouse, minor child, or dependent student enrolled as a Temporary Resident, is transferred out of the state, the student may continue to attend under this classification as long as the enrollment is continuous, excluding summers.

Students classified as Temporary Resident must show proof of his/her or his/her parent's or spouse's military status at each registration period while enrolled and classified as a Temporary Resident.

Louisiana residents and their dependents, who are on active military duty stationed outside of Louisiana as a direct result of their military service, shall be determined to have Temporary Resident student status in Louisiana. Further, former active military personnel and their dependents shall maintain Temporary Resident student status for a period of one calendar year after official separation from military service. After the one-year period expires, determination of resident student status for former active military personnel and their dependents shall be governed by the guidelines outlined in the policy above relating to non-military personnel.

Veterans

In accordance with the Veteran's Access, Choice, and Accountability Act of 2014, 38 U.S.C. 3679(c), the following individuals shall be charged the in-state rate, or otherwise considered a resident, for tuition and fee purposes:

A Veteran using educational assistance under either chapter 30 (Montgomery G.I. Bill — Active Duty Program) or chapter 33 (Post-9/11 G.I. Bill), of title 38, United States Code, who lives in the State of Louisiana while attending a school located in the State of Louisiana (regardless of his/her formal State of residence) and enrolls in the school within three years of discharge or release from a period of active duty service of 90 days or more.

Anyone using transferred Post-WII GI Bill benefits (38 U.S.C. 3319) who lives in the State of Louisiana while attending a school located in the State of Louisiana (regardless of his/her formal State of residence) and enrolls in the school within three years of the transferor's discharge or release from a period of active duty service of 90 days or more.

Anyone using benefits under the Marine Gunnery Sergeant John David Fry Scholarship (38 U.S.C. 3311(b)(9)) who lives in the State of Louisiana while attending a school located in the State of Louisiana (regardless of his/her formal State of residence) and enrolls in the school within three years of the Service member's death in the line of duty following a period of active-duty service of 90 days or more.

Anyone described above, while he or she remains continuously enrolled (other than during regularly scheduled breaks between courses, semesters, or terms) at the same school. The person so described must have enrolled in the school prior to the expiration of the three-year period following discharge, release, or death described above and must be using educational benefits under either chapter 30 or chapter 33, of title 38, United States Code.

Classification Procedures

The resident status for tuition purposes of an applicant for admission is determined by the appropriate office of the College to which the applicant is seeking admission. The residence status is determined in accordance with these regulations and is based upon evidence provided on the Application for Admission and related documents.

Once classified as a non-resident, a student may file an Application for Reclassification from nonresident to resident. The application shall be filed with the appropriate office on the respective campus not later than 10 working days following the first day of classes of the semester/term for which such reclassification is sought. Such application shall include any information or documents required by the campus, together with any supporting evidence which the student desires to submit.

The appropriate campus office shall review the Application for Re-classification and notify the student in writing of the decision. If the decision is to re-classify the student to a resident, the classification shall be effective with the current term and a refund of non-resident fees shall be made (if applicable). If the decision is to no reclassify the student to a resident, the student has the right to appeal the decision.

Failure of a student to comply timely with the Application for Reclassification procedure shall constitute a waiver of all claims for reclassification for the applicable term.

Appeals Procedures

Any student may appeal the decision pursuant to the above classification procedures. The written appeal must be filed not later than 10 working days after the notice of such decision is mailed to the student by the appropriate campus office.

Such appeal will be forwarded to the Chair of the Residence Appeals Committee (community colleges), or Vice Chancellor for Academic and Student Affairs (LTCC campuses), by the campus office no later than 21 calendar days after the receipt of the written appeal.

The Residence Appeals Committee shall consist of at least three members of the college staff appointed by the Chancellor. The Committee shall function as an appellate body with appropriate legal counsel. The Committee shall recommend to the Chancellor or designee the reclassification of any student who has appealed his or her classification as a non-resident if the Committee finds from the evidence submitted that the student is entitled to reclassification under these regulations.

The Committee shall review the appeal and notify the student and the campus office in writing within 21 days of receipt of the appeal of the decision. If the decision is to reclassify the student to a resident, the classification shall be effective with the current term and a refund of non-resident fees shall be made (if applicable).

Failure of a student to comply timely with the appeals procedure shall constitute a waiver of all claims for reclassification for the applicable term.

Exceptions to this policy may be made by the Residency Appeal Committee or in special cases by the Chancellor.

Incorrect Classification

All students classified as residents are subject to reclassification to non-resident and payment of all non-resident fees not paid. If incorrect classification results from false or concealed facts by the student, the student is also subject to college disciplines.

Policy & Reference: House Concurrent Resolution No. 226 of 1986 LCTCS
Policy #2.008 Residency Approved:

Campus Sexual Misconduct (PDF)

Policy Reference: LCTCS Policy #2.018
Division: Student Services
Original Adoption: September 4, 2018
Effective Date: November 24, 2018
Last Revision: January 9, 2025

Free speech and First Amendment protected expressive activities at public postsecondary education institutions by students, administrators, faculty members, staff members, and invited guests are protected, pursuant to the First Amendment of the Constitution of the United States of America and Article I, Section 7 of the Constitution of Louisiana.

Northwest Louisiana Technical Community College (NLTCC) deems the free and open inquiry into all matters fundamental to the mission of higher education and is committed to the preservation of the lawful, free expression of ideas on all of its member campuses, subject only to reasonable time, place, and manner restrictions. All NLTCC campuses shall allow and protect non-commercial expressive activities by any person lawfully present on campus property in accordance with all applicable laws and this Policy.

Protests and demonstrations that infringe upon the constitutional rights of others to engage in or listen to expressive activity by creating a substantial and material disruption to the functioning of the institution or to someone’s expressive activity in any location reserved for that expressive activity shall not be permitted. No conduct shall be deemed a material and substantial disruption that is protected under the First Amendment to the United States Constitution or Article I, Section 7 of the Constitution of Louisiana. Protected conduct includes but is not limited to lawful protests and counter-protests in the outdoor areas of campus generally accessible to members of the public except during times when these areas have been reserved in advance for other events or minor, brief, or fleeting nonviolent disruptions of events that are isolated and short in duration.

In accordance with Part XIV of Chapter 26 of Title 17 of the Louisiana Revised Statutes of 1950, and R.S. 17:3399.31(1), (2), and (5), 3399.32(A), 3399.33, the heading and introductory paragraph of R.S. 17:3399.34, and 3399.38 and to enact R.S. 17:3399.34(4), (5), and (6), 3399.39, 3399.40, and 3399.41, NLTCC hereby adopts this policy on free speech and First Amendment protected expressive activities on all campuses (“Policy”). This Policy applies to all NLTCC campuses. For the purposes of this Policy, the definition of key terms and other mandatory provisions shall remain consistent with those in Act 666 of 2018 and Act 727 of 2022, and Act 584 of 2024 codified at R.S. 17:3399:31 through 3399.41. NLTCC will amend this Policy to reflect any subsequent changes to these statutes. In cases of any inconsistency, the statutory provisions shall supersede any such inconsistent provision in this Policy. The statutory provisions and this Policy shall supersede any inconsistent provision in an institution’s policy.

NLTCC shall develop policies, regulations, and expectations of students regarding free speech and First Amendment protected expressive activities on campus that are consistent with this Part and the policies of its management board. The policies shall outline the rights of students, administrators, faculty, and staff.

NLTCC shall adopt an institutional policy in accordance with all applicable laws and the Louisiana Community and Technical College System (LCTCS) Policy. The college’s policy must comply with applicable laws and regulations and must be amended to reflect any subsequent changes to laws and regulations or the LCTCS Policy. The college policy shall be forwarded to the LCTCS and the Louisiana Board of Regents (BoR).

Definitions

“Free speech and First Amendment expressive protected expressive activities” include but are not limited to any lawful verbal or written means by which individuals or groups communicate ideas to one another, as provided by the First Amendment of the Constitution of the United States of America and by Article I, Section 7 of the Constitution of Louisiana, including all forms of peaceful assembly, lawful protest, speech, distribution of literature, carrying signs, and circulating petitions. This “Free speech and First Amendment protected expressive activities” expressly excludes all of the following:

(a) Commercial activities wherein which individuals or groups are being compensated or attempt to advertise, market, or accrue financial gain to any individual, corporation, business, or organization.

(b) Activities in which an individual or group is knowingly being monetarily funded or organized by any individual, corporation, business, or organization that has been designated as a foreign terrorist organization or foreign adversary by the United States Department of State, pursuant to 8 U.S.C. 1189 or 15 CFR 7.4.

(c) Any criminal activity which is prohibited under Title 14 of the Louisiana Revised Statutes of 1950 or any other provision of state law with criminal penalties.

“Material and substantial disruption” means when a person, with the intent and knowledge of doing so, significantly hinders expressive activity, free speech and First Amendment protected expressive activities, prevents the communication of the message, or prevents the transaction of the business of a lawful meeting, gathering, or procession by either of the following:

(a) Engaging in fighting assault, battery, attempted battery, violence, or similar unlawful behavior in violation of Title 14 of the Louisiana Revised Statutes of 1950 or any other provision of state law with criminal penalties.

(b) Physically blocking or using threats of violence to prevent any person from attending, listening to, viewing, or otherwise participating in an expressive activity a free speech and First Amendment protected expressive activity.

“Outdoor areas” are outside areas generally accessible to the majority of students, administrators, faculty, and staff, such as grassy areas, walkways, or other similar common areas, and do not include areas where access is restricted.

“Student” means any person who is enrolled on a full-time or part-time basis in a public postsecondary education institution.

“Student-on-student discriminatory harassment” means unwelcome conduct that targets a victim on the basis of a class protected under federal, state, or local law in violation of this Part and that is so severe, pervasive, and objectively offensive and so undermines and detracts from the victim’s educational experience that the victim is effectively denied equal access to an institution’s resources and opportunities.

“Student organization” means an officially recognized group at a public postsecondary education institution, or a group seeking official recognition, comprised of admitted enrolled students.

Policy Statements

NLTCC shall strive to ensure the fullest degree of intellectual freedom and free expression, allowing for all forms of peaceful assembly, protest, speech, distribution of literature, carrying signs, and circulating petitions which are protected by the First Amendment of the Constitution of the United States of America and Article I, Section 7, of the Constitution of Louisiana. Neither the First Amendment of the Constitution of the United States of America nor Article I, Section 7, of the Constitution of Louisiana protects harassment or threats or expressions directed to provoke and likely to produce imminent lawless actions.

It is not the proper role of NLTCC to shield individuals from speech protected by the First Amendment of the Constitution of the United States of America and Article I, Section 7 of the Constitution of Louisiana, and other applicable laws, including, without limitation, ideas and opinions they find unwelcome, disagreeable, or even deeply offensive. NLTCC shall not deny a belief-based student organization any benefit or privilege available to any other student organization, or otherwise discriminate against a belief-based organization, based on the expression of the organization, including any requirement that the leaders or members of the organization:

a. Affirm and adhere to the organization’s sincerely held beliefs;
b. Comply with the organization’s standards of conduct;
c. Further the organization’s mission or purpose, as defined by the organization.

Students and faculty have the freedom to discuss any topic that presents itself, as provided under the First Amendment of the Constitution of the United States of America and Article I, Section 7 of the Constitution of Louisiana and other applicable laws within the limits on time, place, and manner of expression.

NLTCC shall strive to ensure the fullest degree of protection for each student's political views and freedom of association.

Every professor or instructor at the institution shall be prohibited from imposing the professor's political views on students in violation of R.S. 17:3399.39.

Any limitations on time, place, and manner shall be those that are necessary to achieve a significant institutional interest only, and that provide ample alternative means of expression. College policies should clearly define any time, place, and manner restrictions.

Students and faculty may assemble and engage in spontaneous and contemporaneous expressive activity as long as such activity is not unlawful and does not materially and substantially disrupt the functioning of the institution, subject to any required permit procedures.

Any person lawfully present on a campus may protest or demonstrate there, subject to any required permit procedures.

The public areas of all campuses are traditional public forums that are open on the same terms to any speaker. Public areas of the NLTCC campuses are defined as outdoor areas that are NOT being used as a part of a classroom (non-public examples include but are not limited to the Line Worker or Heavy Equipment training fields).

NLTCC shall prohibit student-on-student discriminatory harassment. The college is prohibited from sanctioning/disciplining a student’s expression as a student-on-student discriminatory harassment unless the expression meets the definition above.

The college can still prohibit/limit/restrict unprotected expression such as true threats or expressions directed to provoke and likely produce imminent lawless actions.

The college is not prevented from responding, through non-punitive actions, to student expression that does not meet the definition of student-on-student discriminatory harassment.

The college will uphold other policies prohibiting stalking or other criminal activity.

NLTCC does not require a permit but does require a reservation be made through the campus facility office. There is a security-based fee as well as other requirements based on the nature of the event. (i.e. food service, sale of items, etc will require the proper insurance and/or permits/certifications.)

NLTCC Policy # 2.020 Grievance Policy, is designed to handle all student grievances outside of academic issues. The policy describes the procedure beginning with how to initiate a complaint through filing an appeal. The mediation and hearing procedures are included. The policy can be found on the NLTCC website at https://www.nltcc.edu/about/policies under Student Services and any aggrieved person can contact the Vice Chancellor of Academics, Student Services, & Workforce for more information. Faculty or staff who have a grievance should use HR Policy 6.004 for guidance and should contact Human Resources.

Laws, Regulations, and Related Policies

Conflict with Other Laws

The provisions of this Part shall supersede and control to the extent of any conflict with any other provision of law and shall govern a public postsecondary education institution's obligation to address all forms of discriminatory harassment perpetrated by one student on another, including sexual harassment.

Nothing in this Section shall be construed to limit or deny any protections or remedies available to a student pursuant to any other provision of law.

§3399.32. Expressive Free speech and First Amendment protected expressive activities; public postsecondary education institutions; protected

Free speech and First Amendment protected expressive activities at public postsecondary education institutions by students, administrators, faculty members, staff members, and invited guests are protected, pursuant to the First Amendment of the Constitution of the United States of America and Article I, Section 7 of the Constitution of Louisiana.

§3399.33. Freedom of association; religious liberty; faith-based student organizations; political or ideological belief-based organizations

A. No public postsecondary education institution shall deny a political or ideological belief-based organization or a religious or faith-based student organization any benefit or privilege available to any other student organization, or otherwise discriminate against a political or ideological belief-based organization or a faith-based organization, based on the expression political, ideological, or religious beliefs of the organization.

B. No public postsecondary education institution shall engage in discrimination on the basis of political, ideological, or religious beliefs against any organization or the organization's leaders or members of the organization in a manner that does any of the following:

(1) Restricts the organization's sincerely held religious beliefs or the political or ideological beliefs of the organization.

(2) Restricts compliance with the organization’s standards of conduct with respect to free speech and First Amendment protected expressive activities.

(3) Restricts the organization's mission or purpose, as defined by the organization with respect to free speech and First Amendment protected expressive activities.

(4) Requires the organization to accept elected officers, choose leaders, or accept members who are not members of the same religion or the same political party or who do not share the same ideological beliefs if to do so would violate the organization's standards of conduct.

§3399.34. Institutional policies on free speech and First Amendment protected expressive activities

Each public postsecondary education institution shall develop policies, regulations, and expectations of students regarding free speech and First Amendment protected expressive activities on campus that are consistent with this Part and the policies of its management board. The policies shall outline the rights of students, administrators, faculty, and staff.

§3399.39. Right to individual dignity; each student's right to be free from discrimination on the basis of political ideas, affiliations, or ideology

A. Article I, Section 3 of the Constitution of Louisiana guarantees that each person, including a college or university student, has the right to "individual dignity" and further provides that protections are guaranteed against discrimination based upon the student's "political ideas or affiliations".

B. A public postsecondary education management board shall make reasonable efforts to protect students from discrimination on the basis of political ideas, affiliations, or ideology.

C. No professor or instructor who teaches a class to students at an institution of higher education shall impose the professor's or instructor's political views onto students and, therefore, shall be prohibited from doing any of the following:

(1) Requiring a student to attend a political protest or engage in any other political activity outside the classroom that aligns with the political views of the professor or instructor.

(2) Requiring a student to participate in a certain political activity outside the classroom as a condition of obtaining the letter grade to which the student would otherwise be entitled based upon the student's actual academic performance in the class.

§3399.40. Due process requirements; right to an attorney

A public postsecondary education management board shall be prohibited from denying any student the right to have an attorney present at any disciplinary hearings to which the student is a party if the student desires to engage an attorney at the student's expense.

§3399.41. Remedies

A. The attorney general may obtain injunctive relief, protective order, writ of mandamus, or declaratory relief to prevent any violation of this Part Should the attorney general prevail, the court shall award reasonable attorney fees and costs.

B. A student who is harmed in violation of this Part shall have a cause 16 of action for remedies as provided for in this Subsection and may obtain appropriate relief, including but not limited to any of the following:

(1) Injunctive relief, protective order, writ of mandamus or a prohibition, or declaratory relief to prevent any violation of this Part. The court may waive the requirement that the student petitioner post bond to obtain injunctive relief for good cause shown.

(2) Actual damages.

(3) Recovery of reasonable attorney fees and costs.

Publication and Dissemination

College policies on campus free expression should be made public in the institution’s handbook, on its website, and through student orientation programs. They should be incorporated in the materials, programs, and procedures provided to all employees and students.

Reporting Requirements

Each college shall submit a report on the implementation of the new free expression policy to the LCTCS on an annual basis by August 1. Annual reports should include any barriers to or incidents against free expression that occurred at the institution during the previous year. The report shall detail the barrier or incident as well as actions taken in response to the barrier or incident. If an institution is sued for an alleged violation of a right guaranteed by the First Amendment of the Constitution of the United States of America, the institution shall submit to the LCTCS a supplementary report with a copy of the complaint within 30 days of receipt of the complaint. The LCTCS will submit all reports related to campus free expression to the Governor and the Legislature on behalf of its member institutions.

Compliance

Failure to comply with any applicable laws and regulations, including those listed above, shall constitute a failure to comply with this Policy. The college shall make all due diligence efforts to comply with applicable laws and regulations, including those listed above. While the provisions of the laws listed above are mandatory components of the institutional policy, the college may supplement the provisions of this Policy as necessary, but any such supplemental provision shall comply with the laws and the LCTCS Policy. The LCTCS Policy and the provisions therein shall supersede and control to the extent of any conflict with any other provision of law and shall govern the college’s obligation to address all forms of discriminatory harassment perpetrated by one student on another, including sexual harassment.

Policy Number: 2.019
Effective Date: June 1, 2007
Date of Last Revision: July 24, 2019
Functional Area: Student Services

Northwest Louisiana Technical Community College (NLTCC) holds graduation ceremonies in the fall, spring and/or summer semesters.

221.1 SCOPE

It is the responsibility of the student to make sure all the requirements for graduation have been met. It is recommended that the student meet with his/her department advisor prior to his/her final semester to discuss graduation requirements.

221.2 APPLICATION DEADLINES

Students must apply for graduation by completing and submitting the appropriate form at least one semester prior to completing degree/diploma requirements. The application deadline will be determined by the campus and/or region.

221.3 GRADUATION FEES

221.3.1 A graduation fee of $25 will be charged for each application submission

221.3.2 Late applications will be charged an additional $25 fee.

221.4 COLLEGE GRADUATION REQUIREMENTS

221.4.1 The Registrar and/or campus Student Affairs office will complete a degree audit of all graduation requirements for each student before the student is certified as a candidate for graduation.

221.4.2 All approved course substitution request forms, transfer credit evaluations, non-traditional credit documents/approvals, and official transfer transcripts must be on file in the Student Affairs office before a student can be certified as a candidate for graduation.

221.4.3 Further assessment of the student's fulfillment of grad requirements will be made in accordance with specified college graduation requirements.

221.4.4 Northwest Louisiana Technical Community College may hold commencement exercises during the fall, spring and/or summer semester. The date and time of the commencement exercise will be determined by each campus.

221.4.5 High school students may receive certificates and technical diplomas prior to high school completion/graduation.

221.4.6 To qualify, a student must meet the specific program requirements outlined in the curriculum the student is following at the time of graduation.

221.4.6.1 Earn at least a 2.0 ("C") grade point average on all work attempted at Northwest Louisiana Technical Community College (excluding grades for courses deleted through academic renewal or repeat/delete).

221.4.6.2 Earn at least a 2.0 ("C") in each course required to earn the credential.

221.4.6.3 Complete 12 of the final 15 hours (excluding hours gained through nontraditional credit) required in the credential in residence at Northwest Louisiana Technical Community College.

221.4.6.4 Earn at least 25 percent of the hours needed for the certificate/degree in residence at Northwest Louisiana Technical Community College, of which 9 must be in the major field of study.

221.4.6.5 Earn no more than a total of 30 credit hours toward an Associate of Applied Science degree or Technical Diploma from non-traditional sources, with no more than 12 non-traditional credit hours toward a Certificate of Technical Studies.

221.4.6.6 If a program requires a course but the course is no longer available or a course substitution cannot be made, completion of the total number Of credit hours required in the program being followed is mandatory.

221.4.6.7 Fulfill all other obligations and regulations including financial obligations to the College prior to established dates.

221.5 HONORS DESIGNATION

221.5.1 Honors will be awarded based on cumulative Grade Point Average.

221.5.2 At least 50% of required credits must be completed at Northwest Louisiana Technical Community College in order for a student to be eligible for honors.

The required GPAs are:

221.5.3.1 Honors Graduate: 3.00-3.49

221.5.3.2 Graduation with Distinction: 3.50-4.00

Policy Reference:

LTC Policy #1S1930.152 Grade Symbols
LTC Policy #1S1930.171 Non-Traditional Credit
ITC Policy #SA1930.208 Custodial Authority
LTC Policy #SA1930.221 Admission of Dual Enrolled High School Students
LTC Policy #SA1930.254 Admission of First Time Freshmen
LTC Policy #SA1930.255 Admission of Transfer and Re-Entry Students
LTC Policy #SA1920.266 Student Records
LTC Form #1SIOO.45 Transcript Evaluation Request
LTC Form #SA200.3 Graduation Application

2.019a Application for Graduation (PDF)

Policy Number: 2.020
Effective Date: May 15, 2007
Date of Last Revision: January 15, 2024
Functional Area: Student Services

Northwest Louisiana Technical Community College (NLTCC) establishes the guidelines and standards for student grievances NOT involving academic or grade appeal or financial appeal; refund appeals; admission appeals and other matters within the jurisdiction of other committees of the college. This policy reflects the College’s commitment to the principles, goals, and ideals described in the Northwest Louisiana Technical Community College Mission Statement and its core values.

Cases of challenges to student records through the Family Educational Rights and Privacy Act (FERPA) shall be referred to Campus Student Affairs Office. Student appeals relating to Financial Aid decisions, rules, and regulations shall be directed to the Financial Aid Office.

Scope

Any enrolled student has the right to file a grievance when he/she feels unjustly or improperly treated by the College or another student. The process set out here is not intended to initiate disciplinary action against a member of the faculty, staff, or administration, or to alter College policy.

In cases involving sexual harassment, discrimination based on race, sex, creed, color, religion, sexual orientation, national origin, age, marital status, pregnancy, veteran’s status, or disabling condition, etc., the Campus Administrator shall be responsible or receiving complaints.

Definitions

Complainant- refers to the student making a complaint or filing a grievance.

Counsel- Assistance in the formal hearing process; may be of two types:

Legal Counsel - includes attorneys and individuals with legal training.

Non-legal representation - any person without legal training.

Days- as used herein refers to a day (Monday through Friday) on which the College’s administrative offices are open and operating.

Employee-refers to any individual employed by the College. A student employee is considered an employee of the College when an alleged grievance occurs during paid working hours.

Grievance- is used in these procedures, refers to non-academic and non-financial complaints of students against employees or against other students of the College. It does NOT include: grade appeals, academic status appeals, admission appeals, student discipline imposed by the institution; financial aid appeals; refund appeals; traffic citation appeals; or any other mattes that are within the jurisdiction of other committees of the institution.

Preponderance of Evidence- Such evidence as, when weighed with that opposed to it, has more convincing force and the greater probability of truth.

Respondent-refers to the student(s) and/or employee(s) against whom a complaint or grievance has been filed.

Student- as used herein, refers to any individual currently enrolled at the College at the time of the alleged violation.

Supervisor- when the respondent is an employee of the College, supervisor refers to his/her immediate supervisor. When the respondent is a student, the supervisor is the Student Government Association (SGA) Advisor of the campus where the incident occurred.

Grievance Hearing Committee

The Grievance Hearing Committee shall consist of the following members:

Two (2) faculty members

One (1) staff member

Two (2) student members

The Campus Administrator will appoint one of the committee members to serve as Chair.

Time for Informal Resolution and/or Filing of Grievance

All time referred to in these procedures shall refer to working days.

Elements of the Grievance Process

Investigation of the complaint by the Campus Administrator;

Review by an impartial grievance/hearing committee if warranted;

An opportunity to present evidence both documentary and testimonial and to present evidence to the contrary;

The right of the student to be counseled during the proceedings at the student’s expense;

A summary record of the hearing, to be kept by the campus for a period of three years subject to provision of existing privacy and disclosure laws;

A written recommendation by the hearing committee upon conclusion of the hearing;

Right of appeal.

Mediation Procedures

Unless the respondent is a faculty member in whose class the student is currently enrolled, a student who wishes to make a complaint under these procedures must within ten (10) days of the alleged either:

Request an appointment with the Campus Administrator of the campus on which the alleged incident occurred; or

Complete a Student Incident Report (2.020a) and provide that report to the Administrator of the campus on which the alleged incident occurred.

Within five (5) days of the student requesting an appointment of the Campus receiving a completed Student Incident Report, the Campus Administrator meets with the complainant to discuss the alleged incident.

If, in the opinion of the Campus Administrator, no violation of college policy has occurred, the Campus Administrator informs the student and makes a written record of the discussion he/she has with the complainant.

The complainant may accept the decision of the Campus Administrator or file a formal grievance using the procedures outlined in Grievances section.

If the Campus Administrator finds that a violation of college policy may have occurred, he/she offers to:

Hold a Mediation Conference during which the complainant has an opportunity to discuss his/her complaint with the respondent, the respondent’s supervisor, and the Campus Administrator. (The Campus Administrator may serve as both the supervisor and mediator.) Or;

Investigate the alleged incident and provide feedback to the complainant without holding a mediation conference;

If the incident is deemed to be potentially serious violation of college policy, provides the student with a Student Grievance Form (2.020c); encourages the student to complete and return the form within five (5) working days; and forward it to the appropriate grievance committee.

Note: If, at the time of the alleged incident, the respondent is a faculty member in whose class the student is enrolled, the complainant has until ten (10) days following the official end of that semester to provide a completed Student Incident Report to the Campus Administrator to discuss the incident.

Mediation Conference

A Mediation Conference provides an opportunity for the complainant, respondent, respondent’s supervisor, and Campus Administrator to discuss and attempt to resolve the alleged incident without Grievance Hearing.

When the Campus Administrator has found that a violation might have occurred, and the respondent has accepted the offer of a Mediation Conference, the Campus Administrator establishes a day, time, and location for the conference.

She/he notifies in writing, the complainant, respondent, and respondent’s supervisor of the day, time, and location of the conference.

In addition, the Campus Administrator provides the respondent and he/his supervisor with a copy of the Student Incident Report (2.020a), completed by the complainant, five (5) days prior to the Mediation Conference.

If the respondent chooses not to attend the Mediation Conference, the Campus Administrator provides the student with a Student Grievance Form, encourages the student to complete and return the form within five (5) days, and forwards it to the appropriate grievance committee.

If the respondent chooses to attend the Mediation Conference and chooses to respond in writing, the respondent uses the Response to Student Incident Report (2.020b).

If the respondent chooses to attend the Mediation Conference and the complaint is resolved to the satisfaction of the complainant, the Campus Administrator notes the outcome in the files, and notifies the Student Affairs Officer.

If during the Mediation Conference, the complainant cannot be resolved to the satisfaction of the complainant, the Campus Administrator informs the complainant that he/she has the option of filing a formal grievance following the procedures outline Grievances section.

Mediation Without a Conference

The campus administrator follows the same procedures (and corresponding timeline) as outlined above for a Mediation Conference but will not hold a face to face conference between the complainant and respondent.

In these situations, the complainant must complete the Student Incident Report (2.020a) and the respondent is strongly encouraged to complete the Response to Student Incident Report (2.020b).

If the complaint cannot be resolved to the satisfaction of the complainant, the Campus Administrator informs the complainant that she/he has the option of filing a formal grievance following procedures outlined in the Grievances section below.

Grievances

Referral to Campus Grievance Committee, if under Mediation Conference section, may occur if:

The Campus Administrator has found a serious violation of college policy might have occurred;

Or If the complainant has chosen to bypass mediation;

Or If the respondent has chosen not to attend a scheduled mediation conference;

Or If a complainant is not satisfied with the outcome of a mediation conference;

And If the complainant has completed and returned a Student Grievance Form (2.020c) within five (5) days of 1 through 4 above, to the Student Affairs Officer;

The grievance is then referred to the campus grievance committee of the campus on which the alleged incident occurred. Incidents that occur off campus are referred to the grievance committee of the campus where the complainant is enrolled.

Prior to forwarding the Student Grievance Form to the campus grievance committee of the campus on which the alleged incident occurred, the Campus Administrator attempts to gather any information relevant to the alleged violation of the college policy. Together with the Student Incident Report (if any) and the Student Grievance Form, the Campus Administrator forwards this information to the committee. This information might include:

Notes from interviews the Campus Administrator conducted with the complainant, respondent, respondent’s supervisor, or witness (if any);

Notes from any mediation conference conducted as described in Mediation Conference section.

A brief summary of the other grievances of incidents, on file, found to have merit*, against the respondent (if any);

A brief summary of any on-file administrative charges of similar behavior, found to have merit*, against the respondent (if any);

If the respondent chooses to provide it, his/her written response the Response to Student Grievance Form (2.020d) and any accompanying documentation.

Note: Only grievances, incidents, charges which were (at the time of the incident or incident report) discussed by the respondent’s supervisor or Campus Administrator with the respondent and which were either acknowledged to have happened by the respondent or found to have occurred through the grievance process may be given to the committee.

Hearing

Location: All on-campus cases are handled by the main Campus’ Grievance Committee where the alleged violation occurred regardless of the home campus of the complainant(s) or respondent(s). Incidents occurring at the learning sites where no full-time faculty/staff are housed are to be referred to the main Campus Committee as appropriate.

Scheduling: The grievance committee schedules a hearing within ten (10) days of receiving the Student Grievance Form.

Notification: Immediately, the committee notifies in writing; the complainant, respondent, respondent’s supervisor, and the Campus Administrator of the day, time, and location of the hearing.

Hearing Procedures: In order to protect the rights of all those who might appear before the grievance committee, and to provide the respondent with a fair hearing, the following procedures are followed:

Closed Hearing: Unless both parties agree to an open hearing, the hearing shall be closed.

Except in cases of unavoidable emergency, if the complainant does not appear or does not request a postponement in advance, the grievance is nullified;

Except in cases of unavoidable emergency, if the respondent does not appear, the hearing will proceed;

The complainant and respondent are provided the opportunity to testify if they so desire;

The complainant and respondent are provided the opportunity to present the testimony, either in writing or orally, of an competent witnesses who have personal knowledge of the grievance;

In an advisory capacity only, the complainant and respondent are permitted to have a representative attend the hearing at his/her own expense. (The representative may not speak to or ask questions of any member of the committee or anyone appearing before it.); and

Both the complainant and respondent (if they choose to attend the hearing) are permitted to be present during all testimony heard by the committee.

Examine all witnesses presented by the college.

Exclusion or Witness: All witnesses other than the grievant and the accused primarily involved in the action shall be excluded from the hearing except when testifying.

Rules of Evidence

Evidence may be verbal or written but must be limited to issues raised in the written complaint.

Hearsay evidence is admissible only if corroborated. The hearing committee will exclude any irrelevant or unduly repetitive evidence.

Record

The hearing may be tape recorded.

All records pertaining to the hearing shall be kept by the College for a period of three (3) years.

Findings

After hearing from all of those who appear and offer relevant testimony, the committee excuses all but its members and retires to consider the grievance. It makes a decision based on the relevant written and oral evidence presented. If the committee finds the grievance has merit, it recommends an appropriate punitive action.

Within ten (10) days of the hearing’s conclusion, the chair of the committee notifies, in writing, the Campus Administrator of the committee’s findings and recommends punishment (if any).

The Campus Administrator, within five (5) days of receiving the committee’s findings communicates, in writing, her/his disposition to all parties to the grievance, the committee members, and the Student Affairs Officer.

A copy of the committee’s findings and Campus Administrator’s ruling is filed in the respondent’s file and in the Grievance Files maintained by the Student Affairs Officer and the Vice President for Career and Technical Education.

Appeals

First Level Appeals- (Campus Level)

If the complainant or respondent wishes to appeal the findings of the committee and/or the ruling of the Campus Administrator, the complainant or respondent must file his/her appeal, in writing, within five (5) days of being notified of the findings and ruling. This appeal must be made to the Student Affairs Officer.

Within five (5) days of receiving the appeal, the Student Affairs Officer notifies, in writing, all parties to the grievance, the committee members, and the Campus Administrator of her/his ruling on the appeal.

A copy of the first-level appeal and the Student Affairs Officer ruling is to be filed in the appellant’s file and in the Grievance Files maintained by the Student Affairs Officer.

Second Level Appeals- (Regional Level)

The final appeal in grievance cases is to the Chancellor.

If the complainant or respondent wishes to appeal the ruling of the Chancellor, the complainant or respondent must file his/her appeal, in writing within five (5) days of being notified of the Chancellor’s ruling.

Final Appeals- (College Level)

An appeal may be filed for the following reasons only if:

New evidence has been brought to light- not available by duly diligent effort at the time of the hearing;

Established procedures have not been followed.

Within ten (10) days of receiving the appeal, the Vice President for Career and Technical Education notifies, in writing, all parties to the grievance, the committee members, the Campus Administrator, and the Chancellor of his/her ruling on the appeal.

Copies of the second-level appeal and the Vice President for Career and Technical Education’s ruling are filed in the appellant’s files and in the Grievance Files maintained by the Student Affairs Officer.

Campus Grievance Committees

Each campus has a Campus Grievance Committee which consists of the committee members from that campus. A committee member may recuse themselves from a particular hearing if the committee member feels there might be a conflict of interest in the particular case. In the event a member recuses themselves, a replacement, for that hearing, is named by the Campus Administrator.

Sanctions

A student may be required to sign/conform to a behavioral contract, may be placed on probation, or may be suspended or expelled from the College.

Behavioral Contract- a Behavioral Contract is a written agreement which specifies the behavioral expectations that the student is required to follow. A behavioral contract may include, but is not limited to, periodic counseling with a specified staff member, performance of specified assignments, and abstaining from further occurrences of the type that gave to the complaint.

Probation- Probation is the loss of privileges, possible loss of employment in the case of students who are employed by the College, campus restrictions, or special restrictions under which a student may remain in college. A record of the proceedings which led to the sanction is kept on file in the Office of the Vice President for Career and Technical Education for a minimum of six (6) months and a maximum of three (3) years. Since probation does not become a part of the permanent record, it is not reported on the official academic transcript. However, if transfer forms require a listing of disciplinary actions, it is reported.

Suspension- Suspension is separation from the College for either a specified period or an indefinite period of time. In either case, the student who wishes to return must apply for readmission. If the student is accepted, he/she may return with either full or curtailed privileges. Since the student must reapply, record of the suspension is kept in the student’s official file in the Registrar’s Office and on the applicant file in the Admission Office until such time the student is readmitted. When the student is readmitted, the record is kept for a maximum of three (3) years. The notation, Disciplinary Suspension, is placed on the student’s official academic transcript. This notation is removed after the suspension has expired. However, if transfer forms require a listing of disciplinary action, it is reported.

Expulsion- Expulsion is permanent dismissal from the College without the privilege of readmission. Expulsion may include the revocation of any or all academic credits earned at the College. Expulsion becomes a permanent part of a student’s official academic transcript. Records of the proceedings resulting expulsion remain permanently on file in the Office of the Vice President for Career and Technical Education.

Policy Reference:

LTC Policy #SA1930.223 Grievance Policy
LTC Policy #SA1930.229 Judicial Code and Disciplinary Procedures
LTC Policy #SA1930.262 Student Due Process
LTC Form #SA200.36 Response to Student Grievance Form
LTC Form #SA200.37 Response to Student Incident Form
LTC Form #SA200.45 Student Grievance Form
LTC Form #SA200.46 Student Incident Report
LCTCS Policy #2.004 Student Conduct and Appeals Procedures
Family Educational Rights and Privacy Act (FERPA)

2.020a Student Incident Report Form (PDF)

2.020b Response to Student Incident Form (PDF)

2.020c Student Grievance Form (PDF)

2.020d Response to Student Grievance Report (PDF)

Policy Name: Fiscal & HR Records Retention Procedures & Specific Information
Policy Number: 2.023
Effective Date: June 1, 2007
Date of Last Revision: July 24, 2019
Functional Area: Student Services

Northwest Louisiana Technical Community College (NLTCC) has established policy to ensure that all records housed at the NLTCC and campuses be maintained, preserved, and/or destroyed in a way that adequately meets local, state, and/or federal requirements for record retention.

252.1 Scope

This policy is in accordance with State of Louisiana Acts RS/44.36 Preservation of Records, R.S. 44:411 Selective Retention of Records and Actions of Recovery Records, and follows the procedures outlined in The Louisiana State Archives Records Management Handbook.

252.2 General Accounting/Fiscal Responsibility

General accounting, federal and state fiscal records shall be maintained in the campus business office. Inactive files shall be maintained according to the following:

252.2.1 All public records shall be preserved and maintained for a period of at least three years from the date on which the public record was made unless otherwise mandated.

252.2.2 Records pertaining to federal programs including federal grants shall be held for a minimum of three years from the date on which the records were made unless otherwise mandated by the operative federal agency. These records shall not be destroyed in any case where litigation with reference thereto is pending, or until the appropriate state or federal audits have been conducted. All general accounting/fiscal records shall be accessible for audit, or for investigative purposes by authorized parties upon request.

252.2.3 Department of Revenue records shall be preserved for a minimum of five years. Records may be destroyed after five years from the thirty-first day of December of the year in which the tax to which the records pertain become due. Provided, however, that these records shall not be destroyed in any case where there is a contest relative to the payment or taxes, or where a claim has been made for a refund, or where litigation with reference thereto is pending.

252.2.4 Payroll records shall be preserved in perpetuity.

252.2.5 Personnel Files of currently employed personnel shall be housed in a locked fireproof file located in the Administration Building of the college campus. Access is limited to authorized personnel only.

252.2.5 Archival Records

Records management shall be established according to the State of Louisiana Secretary of State Division of Archives, Records Management and History in agreement with the mandates of RS 44.411 of the Louisiana legislature. Procedure for creation, distribution and use, storage and maintenance, retention and disposition, and archival preservation of records is outlined in the Louisiana State Archives Records Management Handbook.

Policy Reference:

LCT SA1930.252 Fiscal & HR Records Retention Procedures & Specific Information
Louisiana Legislative Acts RS/44.36
Preservation of Records, R.S. 44:411

2.030 Non-Credit Application for Admission (PDF)

2.034 Proof of Immunization Compliance (PDF)

Policy Number: 2.16
Effective Date: June 1, 2007
Date of Last Revision: July 24, 2019
Functional Area: Student Services

Northwest Louisiana Technical Community College (NLTCC) establishes policy and procedures for production and usage of class rosters. This policy applies college wide.

206.1 SCOPE AND APPLICABILITY

There are four (4) Class Rosters and two (2) Grade Rosters in use at NLTCC. The Class Rosters are: 1) the First Day, 2) Interim, 3) Pre-Official, and 4) Official Fourteenth Day (Seventh Day in summer). The Class Rosters are used to verify enrollment. The Midterm and Final Rosters are used to report grades. Specific dates on which rosters will be released are defined below. Upon receipt of any roster, instructors should verify accuracy and report any errors to the campus Student Affairs Office.

206.2 PURPOSE

Class Rosters are the official records verifying accuracy of student enrollment data. Advance Registered Students, who are on financial aid, are automatically paid and enrolled. These students sometimes make decisions to not return to begin a semester but fail to withdraw officially, assuming that the College will know that they have not returned. It is imperative that the College remove these students from the rosters. The faculty should notify the campus Student Affairs Office of all students who have never attended class. These students must be dropped from classes.

206.3 DEFINITIONS

206.3.1 First Day Rosters -The First Day Roster gives a preliminary indication of enrollment. It is about 80% accurate because it is printed before late registration and drop/add/reinstatement begins. Most students will be in the correct course and section, and their names will appear on the roster. A student who has not completed registration should be sent to the Student Affairs Office to schedule classes and to the appropriate Campus Office to pay his/her tuition. A student who scheduled classes and did not pay fees or report to the Office of Student Financial Assistance must not be allowed to attend classes.

206.3.2 Interim Roster - The Interim Roster is issued to instructors after late registration and drop/add/reinstatement has officially ended. It is about 95% accurate. If a student whose name is not on the roster is in class, he/she must present an official, paid class schedule. Students who are not on the roster must be sent to the Registrar's/Records Office to clear up any problems.

206.3.3 Pre-Official Roster - The Pre-Official Roster is issued to instructors one/two days prior to the official enrollment day. If faculty and students have taken the proper steps after the previous roster, this roster should be 100% accurate. If not, repeat the process for the previous roster.

206.3.4 Fourteenth Day Roster (Seventh Day Roster in summer) - The official enrollment count. The College's enrollment is based on these rosters. This roster must be accurate and reflect actual enrollment. Students who do not appear on this roster must be directed to the campus Student Affairs Office. Do not allow any student to remain in class or to return to class without a dated schedule showing enrollment.

206.4 PROCEEDURES FOR VERIFYING CLASS ROSTERS

Faculty Responsibility: For each semester/class roster, faculty must:

206.4.1 Verify that each student whose name is on the roster is attending the class

206.4.2 Verify that each student attending the class is listed on the roster.

206.4.3 Send a copy of the roster to the Student Affairs Office, with circled names of all students who have never attended class.

206.4.4 Inform students whose names are not on the rosters that they may not return to class without a current schedule signed by the Student Affairs Office and proof of payment. Note: Do not accept any excuses from students unless you receive a confirming note from the Campus Administrator or Student Affair's Office.

206.4.5 Direct students whose names are missing from the roster to the Student Affairs Office to correct enrollment errors or discrepancies. Note: Do not accept any excuses from students unless you receive a confirming note from the Campus Administrator or Student Affair's Office.

206.4.6 Sign and return the verified roster to the Student Affairs Office the same day of issue.

The Campus Student Affairs Office Responsibility:

206.4.7 Investigate enrollment errors and discrepancies noted on rosters by faculty

206.4.8 Direct students to the appropriate campus personnel to resolve problems and/or

206.4.9 Direct and/or correct information and reprint rosters as appropriate and/or

206.4.10 Have instructors verify rosters that are updated due to corrections

206.4.11 Maintain copies of all verified rosters

Policy Reference:

LCT Policy #SA1930.206 Class Rosters for Regular Sessions
LTC Policy # IS1930.140 Drop/Add/Reinstatement
LTC Form # IS100.24 Instructor's Drop Form for Student Absences

Policy Number: 2.17
Effective Date: June 1, 2007
Date of Last Revision: July 24, 2019
Functional Area: Student Services

Northwest Louisiana Technical Community College (NLTCC), consistent with the regulations of the Family Educational Rights and Privacy Act of 1974, as Amended (FERPA), ensures students access to their education records maintained by the College, District or LTC Campus and prohibits the release of personally identifiable information from these records without the student's permission, except as specified by law. Only parties with the right to receive educational records pursuant to this policy and identified as such shall be entitled to receive the information.

207.1 PURPOSE

To inform all concerned of the rights and prerogatives of students under the Family Educational Rights and Privacy Act of 1974, As Amended (FERPA) and to outline procedures for those students who wish to inspect and review their education records.

207.2 DEFINITIONS

207.2.1 Education records are those records directly related to a student and are maintained by the campus Student Affairs Office.

The term does not include:

207.2.1.1 Records of faculty members, deans, directors, or other college personnel which are in the sole possession of the maker and are not accessible to or revealed to any other individual except a temporary substitute for the maker of the record;

207.2.1.2 Records of physicians, psychologists, and other professional persons who provide professional services to the student which are part of the program of instruction of the college and which are not disclosed to anyone without the student's consent;

207.2.2 Personally identifiable information is that which, when associated with an educational record, allows the record to be identified with a specific person. This information includes:

207.2.2.1 the name of the student, the student's parent or other family member;

207.2.2.2 the address of the student or student's family;

207.2.2.3 a personal identifier, such as a social security number or student number;

207.2.2.4 a list of personal characteristics which would make the student's identity easily traceable; or other information which would make the student's identity easily traceable,

207.2.3 A student is any individual for whom the College maintains an education record; the term does not extend to a person who applies for admission until he/she has actually attended the college.

207.2.4 Directory information is information available to the public or specified sectors, which may or may not be published in the Student Directory or other publications. Directory information is defined as follows:

207.2.4.1 Student's name, local address, and telephone number

207.2.4.2 Student's home address

207.2.4.3 Student's e-mail address

207.2.4.4 Date/place of Student's birth

207.2.4.5 Student's major field of study/classification

207.2.4.6 Dates of student's attendance

207.2.4.7 Degrees, awards, and honors received by student

207.2.4.8 The most recent previous educational institution attended by the student

207.3 STUDENT REQUEST TO WITHHOLD RELEASE OF INFORMATION

Students who wish to withhold any information in these categories should complete a form available in the campus Student Affairs Office by the 7th class day in any semester. The hold will remain in effect until the student requests that it be lifted. Only currently enrolled students may place a hold on the release of directory information.

To gain access to their education records, students must submit a Consent to Release Form.

207.5 STUDENT RIGHTS AND PROCEDURES FOR CHALLENGING

The information in the education record may be challenged by the student (or parent of a dependent student) as inaccurate, misleading, or in violation of privacy or other rights of the student. The student (or parent) may submit a written request that the record(s) be amended.

207.5.1 Within 30 days of receipt of the written request, the College shall inform the student as to whether the record(s) will be amended. If the decision is negative, the student may submit a written request for a hearing in order to challenge the content of the record(s).

207.5.2 Within 14 days of receipt of the written request for a hearing, the College will inform the student of the date, place, and time of the hearing and of the identity of the official in charge of the hearing. The notice will be mailed to the student at least two weeks in advance of the hearing.

207.5.3 The student will be afforded a full and fair opportunity to present evidence relevant to the issues and may be assisted by individuals or an attorney at his/her expense. The College will announce its decision in writing within 30 days of the conclusion of the hearing. The decision will be based solely on the evidence presented and will include a summary of the evidence and reasons for the decision.

207.5.4 If, because of the hearing, the College decides that the student's record should be amended, it will amend the record(s).

207.5.5 If not, the College will inform the student that he/she has the right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision. The statement will be maintained as part of the student's education records as long as the contested portion is maintained. If the College discloses the contested portion of the record, it must also disclose the statement.

207.5.6 Challenges and requests for a hearing must be in writing and should be directed to the officer responsible for the maintenance of record(s). A grade may be challenged under the Act only on the grounds that it was inaccurately recorded.

207.6 RELEASE OF EDUCATION RECORDS UNDER THE LAW WITHOUT THE STUDENT'S PERMISSION

Personally identifiable information from education records cannot be released without the students' permission, except:

207.6.1 To Louisiana Technical College employees, who have a legitimate educational interest, as determined by the College. All students' education records are available for review the following LTC officials:

207.6.1.1 A person employed by the college in an administrative, supervisory, academic, research or support staff position, including health and medical staff and teaching assistants and student assistants.

207.6.1.2 A person appointed by the Board of Supervisors.

207.6.1.3 A person employed by or under contract to the College to perform a special task, such as legal counsel.

207.6.2 A school official has a legitimate educational interest if the official:

207.6.2.1 Is performing a task that is specified in his or her position description or contract agreement, related to a student's education or to the discipline of a student;

207.6.2.2 Is providing a service or benefit relating to the student or the student's family (e.g., health care, counseling, job placement, financial aid, etc.); or maintaining the safety and security of the campus.

207.6.3 To other educational institutions in which the student seeks to enroll (the student or parent, if the student is a dependent, may, upon request, obtain a copy of the record that was sent).

207.6.4 To public officials as specified in the Act.

207.6.5 To agencies and offices administering financial aid. Only those records required in connection with the student's application for financial aid can be provided.

207.6.6 To organizations for use in developing, validating, or administering predictive tests, administering student aid programs, and improving instruction. Such agencies must agree not to divulge personally identifiable records to outsiders and must agree ultimately to destroy these records.

207.6.7 To accrediting agencies in order to carry out accreditation functions.

207.6.8 To parents or guardians of students who are dependents for income tax purposes.

207.6.9 To appropriate persons in the case of health and safety emergencies, if knowledge of the information is necessary to protect the health or safety of the student or other persons.

207.6.10 To courts of law in response to court orders or subpoenas. When responding to a court order or subpoena, the institution must make a reasonable effort to notify the student of all such orders or subpoenas in advance of compliance. Students will not be notified when the subpoena is issued by a Federal Grand Jury or for any law enforcement purpose that orders the College not to disclose the existence or contents of the subpoena.

207.6.11 To the alleged victim of any crime of violence, as described in Section 16 of Title 18, United States Code, the results of any disciplinary proceeding conducted by the College against the alleged perpetrator of that crime with respect to that crime. This disclosure shall be limited to the alleged victim who may not disclose the information to the public generally.

207.6.12 Requests for the release of personally identifiable information by persons other than College employees must be made in writing. Such requests will be recorded in the office maintaining the record from which the information is requested or released, and the record of released information will be made a part of the student's educational record. The record of disclosure or of request for disclosure under such circumstances will include the name(s) of the person(s) who requested the information and the reason(s) for the request.

207.7 RELEASE OF EDUCATION RECORDS UNDER THE LAW WITH THE STUDENT'S PERMISSION

Requests for access to education records by any person other than those listed in Section IV will be refused, unless the student has submitted a written, dated, and signed waiver to allow access to his/her records. The waiver must specify the records to be released, the reasons for the release, and the name of the party or class of parties to whom records should be released.

207.8 FACULTY RESPONSIBILITY REGARDING PRIVACY OF STUDENTS' GRADES

Faculty members are responsible for maintaining the privacy of students' grades for any purpose or for any activity (project/test/quiz/paper), which is part of a course.

207.8.1 This policy is violated if a students' grade is:

207.8.1.1 Openly discussed in class

207.8.1.2 Visible on papers, tests, or projects as they are returned, e.g., passed down the row or left on a desk to be picked up;

207.8.1.3 Publicly posted in a personally identifiable manner; or released over the telephone to anyone other than the student or the parents of the dependent student.

207.8.2 Disclosure of a student's grades by a faculty member may be made only in a manner that makes the grades identifiable only to the faulty member and the student.

207.8.3 Since the social security number is classed as "personally identifiable information" (see definition on page I of this policy statement), the disclosure of grades with the student's social security number or name is not allowed without the student's written permission.

207.9 FINAL RESPONSIBILITY FOR INTERPRETATION OF THIS POLICY STATEMENT

Final responsibility for interpretation of the provisions of this policy statement rests with the College Registrar/Campus Student Services supervisor, who is also the custodian of the student's official education record.

The College Registrar/Campus Student Services supervisor is also responsible for ensuring that all LTCC personnel who have access to educational records, through either College databases or printed reports, have indicated their awareness of this policy.

Policy Reference:

LTC SA1930.207 Confidentiality of Student Records
20 U.S.C. 0 1232(g), Family Educational and Privacy Rights 34 C.F.R. 0 99.1 et seq., Privacy Rights of Parents and Students ITC Student Records #SA1930.266
LTC Records Retention #SA1930.252

Policy Number: 2.18
Effective Date: June 1, 2007
Date of Last Revision: July 24, 2019
Functional Area: Student Services

The Registrar is the official custodian of all student educational records (hard copy and/or electronic) at Northwest Louisiana Technical Community College (NLTCC). Student educational records includes, all grade reports, course grades, test scores, immunization data, transcripts, approved grade change forms, approved course substitutions, non-traditional credit, graduation forms, demographic information, and admission application data. Student educational records may not be relocated, removed, changed, or deleted without authorization from the Registrar or campus designee. Access to or release of student educational record information, verbally or hard copy, must be approved by the Registrar and/or campus designee prior to any action taken.

208.1. PURPOSE:

To establish authority for release, maintenance, and protection of student educational records.

208.2. STORAGE:

208.2.1 All hard copies of official student educational records must be housed and maintained by the Campus Student Affairs Office, records division. Records of currently enrolled students must be stored in fireproof cabinets/fire proof vault or have duplicates maintained at a different location. Records of past students must be stored in fireproof cabinets/fire proof vault or have duplicates maintained at a different location.

208.2.2 Transference of student educational records to electronic storage medium must be authorized by the Registrar and/or campus designee before the process begins.

208.2.3 Student educational records stored via electronic media (computer or otherwise) are subject to the same required approvals as hard copy records.

208.3. ACCESS:

208.3.1 The Family Education Rights & Privacy Act (FERPA) is a federal law designed to protect the privacy of student's educational records. The law applies to all schools that receive funds under an applicable program of the U. S. Department of Education.

208.3.2 Release of student educational records information must be performed by the Campus Student Affairs Office, records division. Approval to transfer this responsibility to an external entity must be approved by the Registrar.

208.3.3 Access to student educational records is automatically given to the authorized staff of the Campus Student Affairs Office. Access by other personnel may be granted by campus Student Affairs or designee in cases where a specific educational interest exists.

208.3.4 Instructors may not post student's grades using student names, social security numbers, or any other personally identifiable means.

208.4 SUBPOENAS & REQUEST FROM LAW ENFORCEMENT

Subpoenas must be received by the Campus Administrator's office prior to being forwarded to the Student Affairs Office. A student must be notified of subpoenas received for his/her records.

208.5 MILITARY REQUEST

We are required by the Solomon Act to supply the military with lists of enrolled students (only) when requested.

Policy Reference:

LTC Policy #SA1930.208 Custodial Authority of Student Educational Records
LTC Policy #SA1930.207 Confidentiality of Student Records
LTC Policy #SA1930.266 Student Records
LTC Form #SA200.44 Student Educational Records Release form Solomon Laws 1995, 1996, 1999, 2005

2.18a Request to Withhold Release of Directory Info (PDF)

Policy Number: 2.21
Effective Date: July 24, 2019
Date of Last Revision: July 24, 2019
Functional Area: Student Services

Northwest Louisiana Technical Community College (NLTCC) will promptly readmit any student whose enrollment was disrupted by deployment/activation into service. The university requires the student notify the dean of their college as soon as they are notified of the call-up.

Please contact Student Services at your campus:

Minden Campus: 318-371-3035
Shreveport Campus: 318-676-7811
Mansfield Campus: 318-872-2243

Mobilization

The College adheres to the Louisiana Board of Regent’s Academic Affairs Policy 2.21: Uniformed Service Mobilization.

Louisiana Board of Regent’s

Academic Affairs Policy 2.21

Uniformed Service Mobilization

Louisiana public higher education recognizes that many students serve our country in the reserve forces of the U.S. Armed Services and in the Louisiana National Guard, and that these students are subject to unforeseen mobilization/activation in response to local, regional, national, or international emergency situations. It is the policy of the Louisiana public higher education to minimize the effects of this disruption as much as possible.

In order to qualify under the provisions of this policy, students much present to the registrar or other appropriate college/university official a copy of military orders indicating their mobilization or activation. Students should contact the office of the dean of their college as soon as they are notified of the call up. The dean’s office will inform them of the procedures to be followed. If, due to time constraints between the time of notification and the time of actual mobilization or activation, the students cannot present their orders as required, the parents, guardians, or spouse of the student may do so.

I. Awarding of Academic Credit/Grades

A. Students in the uniformed services who are mobilized/activated during a semester or term will be given the option of either: (1) complete withdrawal from the college or university for the semester; or (2) withdrawal from or continuation in individual courses within the college or university upon a determination that institution guidelines are met and that it is educationally sound to allow such continuation. Students who choose to remain enrolled in some or all courses should be provided reasonable support to ensure that the pursuit of education is disrupted to the minimum extent possible and that no undue penalties are assessed due to a military call to service.

B. Course Withdrawals. When mobilization/activation occurs prior to the college or university census date, mobilized students who withdraw will incur no penalty or grade in any course. Those who withdraw from all courses will be given a complete withdrawal from the college or university (with 100 percent refund of tuition and fees which have been paid, including student insurance and other non-refundable fees). After the census date, mobilized students who withdraw from a course shall receive a grade of “W” in the course and 100 percent refund of course-related tuition and fees which have been paid, excluding student insurance fees and other non-refundable fees. When possible, transcripts should be annotated to reflect that the resignation is the result of activation for military duty. Room and board payments will be refunded on a prorated basis, regardless of the date of involuntary mobilization/ activation.

C. Continued Enrollment After Involuntary Mobilization/Activation. Students may choose to remain enrolled in individual courses upon a determination that it is educationally sound to allow such continuation and with the concurrence of the instructor and dean (or equivalent), as required by college or university guidelines. For courses in which enrollment is continued, institution policies should address, at a minimum, and dependent upon the date of involuntary mobilization, provisions for students to request: (a) a grade of incomplete; (b) a final grade based upon course work prior to the date of mobilization; or (c) an early final examination in order that the instructor can determine a final course grade. Those students who receive incomplete grades shall have no longer than one year after the conclusion of the involuntary term of active duty to meet with university officials and work out a timetable for removing the incomplete grades.

II. Academic Status Upon Re-enrollment.

When students whose enrollment was interrupted by mobilization/activation re-enroll in the same institution within one year of completion of their involuntary term of active service, the college or university will make every possible effort to place the students back into their academic studies track as close as possible to the same place they occupied when mobilized/activated. The normal readmission application fee will be waived for these students.

A. Reasonable attempts should be made to give preferential enrollment into high demand courses, necessary for these students to continue their studies with as little interruption as possible. A.A. 2.21 Approved: 26 August 2015.

B. Time spent on active duty should not be counted in determining the catalog under which the student must meet curricular or degree requirements; involuntary mobilization/activation will not be considered a break in continuous attendance, for catalog purposes. A person who, upon being offered separation from involuntary active duty, reenlists, or otherwise voluntarily extends active duty, may be considered to have broken continuous attendance.

C. In instances of substantial change to curricula or course inventory during the period of involuntary military service, the institution shall make reasonable accommodations with substitute courses, independent study or other appropriate means. If a student’s curriculum no longer exists at the time of re-enrollment, the institution shall reasonably assist the student in changing to a new curriculum or transferring to an institution where the desired curriculum is available.

D. For law students, waivers will be granted as necessary for the requirements of the American Bar Association Standards.

III. Scholarships.

A student who is mobilized/activated while holding a scholarship under the control of the college or university in which the student is enrolled shall have the scholarship, or an equivalent scholarship, reinstated upon re-enrolling at the college or university after the period of involuntary active duty so long as he/she remains otherwise eligible. This provision shall lapse if the student does not re-enroll in the same college or university within one year from the time of separation from the involuntary active duty.

IV. Books.

If course textbooks are to continue being used in subsequent semesters or terms for courses from which a mobilized /activated student withdraws, colleges and universities should arrange for the purchase of these textbooks by the campus bookstore, when possible.

V. Student Grants and Loans.

Students who have been awarded grants or loans and are mobilized/activated at any time during the semester or term should be advised to consult with the Financial Aid Office of the college or university they are attending in order to obtain clarification and/or further information on the status or repayment requirements of any existing grants and loans for the attending college. Students on any State aid (e.g., TOPS, GO) should be urged to contact the Louisiana Office of Student Financial Assistance before leaving the campus (www.osfa.state.la.us).

VI. Spouses and Dependents of Mobilized/Activated Students.

A. Insurance Coverage. When applicable, colleges and universities should work closely with spouses of students who are mobilized/activated to ensure maximum medical insurance coverage to the extent allowed by the insurer for the spouse and dependents of the student.

B. Housing. Spouses and dependents of students who are mobilized/activated and who live in college/university married student housing shall be allowed to continue renting or leasing these quarters. If the student does not re-enroll in the college or university within six months after the completion of the involuntary mobilization/activation period, then the spouse and dependents may be required to vacate the college/university housing.

Policy Reference:

Louisiana BOR 2.21