Terms and disclaimer

Last Revision: 01/13/2016

THIS LEGAL NOTICE APPLIES TO THE ENTIRE CONTENTS OF THE WEBSITES UNDER THE SOLE OR JOINT CONTROL OF BUTLER COMMUNITY COLLEGE. PLEASE READ THESE TERMS CAREFULLY BEFORE USING ANY OF THE WEBSITES LISTED HERE. USE OF THESE WEBSITES INDICATES THAT YOU ACCEPT THESE TERMS. IF YOU DO NOT ACCEPT THESE TERMS, DO NOT USE THIS WEBSITE. THESE TERMS AND CONDITIONS ARE ISSUED BY BUTLER COMMUNITY COLLEGE.

PLEASE NOTE:

These terms and conditions ("Terms and Conditions") may be updated by us from time to time without notice to you. We will post any changes to these Terms and Conditions on this page and we will also indicate at the top of this page the date that these Terms and Conditions were last revised.

Your continued use of the service or the website after any such changes constitutes your acceptance of the new Terms and Conditions. If you do not agree to abide by these or any new Terms and Conditions, do not use or access (or continue to use or access) the service or the websites. It is your responsibility to regularly check this page to determine if there have been changes to these Terms and Conditions and to review such changes.

You should print a copy of these Terms and Conditions for future reference.

DISCLAIMER

The Butler Community College website is comprised of pages of officially constituted academic departments, programs, centers, administrative departments, and student groups officially recognized by the college, and officially recognized college committees and affiliates. While every effort is made to maintain current and accurate information on the college website, all materials maintained on the Butler Community College web servers are provided "as is" with no warranties of any kind.

These pages were prepared on the basis of the information available at the time of publication. Therefore, specific statements, including fees, dates, course offerings, admission requirements, financial aid practice and policies, graduation requirements, and other procedures or policies may be subject to change without notice.

FERPA

Butler Community College complies with The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). FERPA is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. For more information, please refer to the U.S. Department of Education.

NON-DISCRIMINATION

Applicants for admission and employment, students, parents, employees, sources of referral of applicants for admission and employment and all unions or professional organizations holding negotiated agreements or professional agreements with the institution are hereby notified that this institution does not discriminate on the basis of any characteristic protected by law, including but not limited to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, genetic information, marital status, political affiliation or other legally protected category. Any person having inquiries concerning Butler Community College's compliance with the regulations implementing Title VI, Title IX and Americans with Disability Act of 1990 is directed to contact the coordinators who have been designated to coordinate the educational institution's efforts to comply with the regulation implementing these laws.

Specific complaints of alleged discrimination under Title IX (sex) and Section 504 (disability) should be referred:


Title IX Coordinator: Sherri Conard
110 E 21st St.
5000 Building, Room 5105U-C
Andover, KS 67002
316-218-6373 (Local)
316-733-6373 (Wichita Metro)

Section 504 Coordinator: Teressa Eastman 
Office of Disability Services
901 South Haverhill Road
Hubbard Center, Room 603
El Dorado, KS 67042
316-322-3321 (Local)
316-733-3321 (Wichita Metro)

Title VI, Title IX and Section 504 ADA complaints may also be filed with the Regional Office for Civil Rights.

Address correspondence to:

U.S. Department of Education, Region VII
Office for Civil Rights
8930 Ward Parkway, Suite 2037
Kansas City, MO 64114

PRIVACY STATEMENT

This privacy statement applies to all websites hosted on servers owned and operated by Butler Community College. The privacy statement discloses our information gathering and dissemination practices for all Butler Community College websites.

IP Address and Authentication

We log all connections to our Web servers. Those log files include your IP address, general information about your location, your connection to the Internet, and the Internet Service Provider that is being used. We use your IP address to help diagnose problems with our servers and to administer the websites.

However, when you connect to any of our systems through the use of individual or pooled modems, wireless connections on our campuses, or residence halls' connections we ask you to authenticate using a user identification and password. We do this so that these resources are used only by authorized students, staff, and faculty of this institution. In this case the log files do provide personally identifiable information. This information includes a history of the websites and pages that you visit.

Personal Information

Butler Community College may collect personal information through various forms, surveys, or applications to allow us to contact you, improve our services, or create, complete, or update information about your records with Butler Community College. Information obtained via contact forms are only used for the defined purpose of contact and necessary college records. The user may be contacted through telephone, mail, or e-mail in response to the request being made.

We do not sell or rent your contact information to third parties. However, we do provide this when we are required to disclose such information by law or in response to a request from a law enforcement agency or authority.

Butler Community College is not responsible for personal information that is disclosed by users posting to discussion boards in Canvas. All users of Canvas are to exercise caution when disclosing personal information. Any information disclosed should be for educational purposes only.

Any personal information collected that pertains to financial aid is shared with specific third party loan agencies for the sole purpose of servicing student loans for Butler Community College.

By using our websites, you represent that you are not less than 13 years of age. Personal information that is collected is treated as though it was submitted by an adult.

Except with regard to any contact information you may provide us via the websites, all comments, feedback, information, or materials submitted to Butler Community College or in association with our websites will be considered non-confidential and the property of Butler Community College.

Security

Butler Community College websites have security measures in place to protect against the loss, misuse and alteration of the information under our control; however, Butler Community College does not guarantee the performance or adequacy of such security measures. Unauthorized attempts to access privileged data is strictly prohibited and may be punishable under the Computer Fraud and Abuse Act of 1986 (18 U.S.C. § 1001 note) and the National Information Infrastructure Protection Act of 1996 (18 U.S.C. § 1030). Law enforcement officials may be contacted in the event of possible violations.

Links to Other Websites

The websites contain links to other websites that are not owned or operated by Butler Community College. The College is not responsible for the privacy policies or practices of third parties or the content or security of such websites.

Dissemination of Information

Butler Community College staff uses both personally identifiable information and non-personally identifiable information to aid them in diagnosing network and server issues and in planning for capacity and performance issues. Personally identifiable information is also used in diagnosing and attempting to solve problems of particular users at their request.

Butler Community College staff also uses personally identifiable information to aid in any investigation of unauthorized, inappropriate, illegal, or irresponsible use of computing resources. This information may be used internally to disable or remove accounts. Butler Community College will also cooperate with external agencies when required to disclose such information by law or in response to a request from a law enforcement agency or authority.

Butler Community College will not sell, rent, or otherwise disseminate information that it collects on its websites to other parties except as required by law and for financial aid purposes. 

KANSAS OPEN RECORDS ACT (KORA)

The Kansas Sunshine Laws 

Sunshine laws require governments to function in the open, subject to public scrutiny. Kansas has two sunshine laws:

  • The Kansas Open Records Act (KORA)
  • The Kansas Open Meeting Act (KOMA)

KORA requires most records that are made or kept by public schools or community colleges, as well as other tax-funded entities such as county or municipal governments, to be open to the public. KOMA and KORA are designed to ensure public access to information that forms the basis for public decision making.

Each of the laws make openness the rule, but also recognizes that there are circumstances when individual privacy interests, or competing public interests, override the public right to know. Private individuals can bring an action in the district court to enforce their rights under KORA. Actions can also be brought by the county attorney, the district attorney, or the Kansas Attorney General. Though community colleges or schools may be fined for intentionally violating KORA, injunctions and other orders to enforce the purposes of KORA are the most common remedies. 

Kansas Open Records Act 

KORA begins with the presumption that all public records should be open to the public, but allows certain exemptions from the requirement. The law includes exceptions because the Kansas Legislature has determined that the public right to know is sometimes outweighed by another important interest. The following list provides examples of types of records which may be exempt under KORA. Not all exempt records are included in this representative list.

  • Records exempted by other laws
  • Records privileged under rules of evidence 
  • Medical and treatment records 
  • Personnel records, except for the name of the employee, his or her position, salary, and length of service.
  • Names of donors, if they have requested that their names not be released
  • Some emergency or security procedures
  •  Sealed bids, until one is accepted or all are rejected
  • Correspondence with a private individual 
  • Records containing information of a personal nature, where disclosure would constitute an unwarranted invasion of privacy

Your Right to Request Records 

KORA grants the public the following rights:

  • To have our Freedom of Information Officer respond to your questions about KORA
  • To inspect any public record we have in our possession that is not exempt (We are not required to create a record for you if the record doesn't already exist.)
  • To have copies of public records, though we can charge reasonable fees for making copies
  • To be informed of the procedures you must follow in requesting access to or copies of our records during our regular business hours
  • To have access to a record not later than three business days after you request it
  • To a written explanation of the reason we are denying you access to a record, if we refuse to allow you access to a record
  • To bring an action against us in the district court if you believe we are denying you access to a record you have a right to see
  • To have your attorney's fees paid by us if the court determines we intentionally violated your rights under KORA, and had no reasonable basis for denying your request

Our Responsibilities

Community colleges and public schools have a number of responsibilities under KORA. We must:

  • Appoint a Freedom of Information Officer who can answer your questions and settle disputes under KORA
  • Make facilities available to you for inspecting our records
  •  Allow you to make abstracts or have copies of our records made
  • Adopt procedures for requesting access or obtaining copies of our records
  • Act upon requests for records as soon as possible, or provide you an explanation for the reason for the delay. If there is a delay, we must tell you the earliest time and place at which the record you're seeking will be made available
  • Have a records custodian available during all regular business hours, and have procedures for allowing access on business days when regular office hours are not maintained. 
  • Redact exempt information and provide you with a remainder of the record, if the record contains both exempt and nonexempt material
  • Provide you with a written statement which cite the specific provision of the law under which we are denying access, if we deny you access to a record and you ask for an explanation. The statement must be provided within three business days after you request it

Procedures to Follow 

Butler Community College Custodian of Records/Freedom of Information Officer
Kent Williams
Vice President of Finance
316-322-3103

In the event that the Vice President of Finance is not available, KORA requests should be directed to the Secretary to the Vice President of Finance or the Director of Accounting.

A request for access to the college records should be directed to the Custodian of Records in writing with the name and address of the requesting party and information necessary to ascertain the records to which the requester desires access and the requester's right of access to the records.

The college will make every effort to retrieve the record and provide it to you as soon as practical once the application has been received, reviewed, and approved. Access to college records is limited to regular business hours and subject to staff availability. You cannot remove a public record from the college's office. If you desire a copy of the record, that request shall be made in writing and a fee for copying and staff time will be charged.  

STUDENT GRIEVANCE PROCEDURES

Academic Appeals

The Butler Community College academic appeals process is to be used for disagreements regarding grade assignments or violations of the academic integrity policy. If a student does not agree with a grade assignment or disputes allegations of academic misconduct, the following procedures will be followed to ensure an appropriate resolution of the academic appeal at the lowest possible level:

A written appeal is initiated with the appropriate academic dean, associate dean or site director. If the student is not satisfied with the decision of the academic dean, associate dean or site director, he or she can appeal this decision within 10 days with the Student Review and Appeals Committee. The appeal must be made in writing to the Vice President for Student Services. The student should indicate the initial concern, the decision by the academic dean, associate dean or site director, and the reason this decision is not satisfactory. The Student Review and Appeals Committee will request information from the academic dean, associate dean or site director regarding the basis for their decision. Once all documents are received, the committee will review the information and notify the student of the committee’s decision by certified mail. Should the student wish to appeal this decision, he or she may do so to the Vice President of Academics within 10 days of receipt of the committee decision. The decision by the Vice President of Academics is final.

For appeals regarding any other academic concerns, such as differences of opinion on assignments, classroom procedures or related issues, the following procedures will be followed:

  • You will attempt to resolve the issue with the faculty member by requesting a meeting and discussing the issue.
  • If the issue cannot be resolved between you and the faculty member, you have the right to appeal in writing within six weeks of the date the grade was officially posted by the Registrar’s Office. To initiate an appeal, provide a detailed written summary of the situation and any supporting documentation in writing to the appropriate academic dean, associate dean, or site director. The academic dean, associate dean, or site director will notify you his or her decision in writing.
  • If you are not satisfied with the decision of the academic dean, associate dean, or site director, you may appeal this decision within 10 days with the Student Review and Appeals Committee. The appeal must be made in writing to the Vice President for Student Services. You should describe the initial concern; provide any supporting documentation; indicate the decision by the academic dean, associate dean, or site director; and explain why this decision is not satisfactory. The Student Review and Appeals Committee may request additional information from the instructor, academic dean, associate dean, site director, or others. Once all documents are received, the committee will review the information and notify you of the committee’s decision in writing.
  • If you are not satisfied with the decision of the Student Review and Appeals Committee, you may appeal this decision within 10 days with the Vice President of Academics. The appeal must be made in writing. You should describe the initial concern; provide any supporting documentation; indicate the decision by the academic dean, associate dean, or site director; indicate the decision by the Student Review and Appeals Committee; and explain why these decisions are not satisfactory. The Vice President of Academics may request additional information from the Student Review and Appeals Committee, instructor, academic dean, associate dean, site director, or others. Once all documents are received, the Vice President of Academics will review the information and notify you of her decision in writing. The decision by the Vice President of Academics is final.

For appeals regarding any other academic concerns, such as differences of opinion on assignments, classroom procedures or related issues, the following procedures will be followed:

  • You are encouraged to discuss any academic concern with the faculty member directly as it occurs. A College counselor, administrator, or other college staff may be consulted and included in these discussions if either party so desires.
  • If a resolution is not forthcoming, then the student may initiate the academic appeals procedure as detailed above.

All proceedings will occur in a professional manner and every effort will be made to protect the rights of all parties involved. Students must comply with the Student Code of Conduct. Student behavior that is contrary to adopted school policy will result in appropriate disciplinary action.

Formal Complaint Process

The Butler Community College nonacademic appeals process is to be used for issues other than disciplinary or academic matters, and provides you with protection against unwarranted infringement of your rights. A grievance may concern an alleged violation of college policies, infringement of your rights and other such problems dealing with other students, college staff and faculty and authorized college activities.

The following procedures will be followed to ensure an appropriate resolution of a student grievance or complaint at the lowest possible level:

  • You will attempt to rectify the grievance with the supervisor of the area in which the alleged violation occurred within 10 business days. Every effort will be made to resolve the grievance at the lowest possible level.
  • Where resolution is impossible or unsatisfactory to either party, the issue should be appealed in writing to the appropriate supervisor. The supervisor must inform you in writing of any decision made and the reason for that decision within five business days.
  • If you feel the grievance has not been resolved, you may submit a written grievance to the Vice President for Student Services within 10 business days from the time the complaint was filed at the previous level and request a conference. The Vice President for Student Services must, within five business days following the conference, inform you in writing of any decision made and the reasons for making that decision. The decision of the Vice President for Student Services is final.
  • The Vice President for Student Services will notify the affirmative action/Title IX officer of the college in writing of any grievance involving alleged illegal discrimination, including any claim that you have been subjected to illegal discrimination on the basis of race, sex, national origin, age, religion or disability. Claims of illegal discrimination will be investigated by the designated officer who will make a report to the President.

These proceedings will occur in a professional manner and all efforts will be made to protect the rights of all parties involved.

These proceedings will occur in a professional manner and all efforts will be made to protect the rights of all parties involved.

If the student is not satisfied with the outcome of the complaint, after following the process explained above, a committee will be appointed by the Board of Trustees to review the information and render a final decision. Their decision will determine if the college has a process for addressing the complaint; if the college process was followed; and if the college resolution was reasonable.

To file a complaint, send a written complaint to:

Butler Community College - Board of Trustees
901 S. Haverhill Rd
El Dorado, KS 67042
316-322-3101
trustees@butlercc.edu

The written complaint should include the following information:
1.     Name, current mailing address, phone number of complainant
2.     Email address
3.     Dates of your enrollment
4.     Details of your complaint
5.     Expected outcome

The Board will reply to you within 10 business days to let you know they have received your complaint and whether it requires any additional information.  The Board will let you know their tentative plan for investigating and resolving the complaint, and will update you if it takes longer than originally planned.  The Board will send you a written response, usually within 45 days of receipt of your complaint, explaining the investigation and the resolution.

A record of all complaints and their resolution will be documented and the records will be kept in the Board Office, Clerk of the Board of Trustees, 901 S Haverhill Rd, El Dorado, KS 67042.

If the student feels the complaint has not been properly addressed, the student may follow the state complaint process by contacting the applicable state agencies:

  • Consumer protection and/or fraud complaints may be filed with the Kansas Attorney General's office.

Kansas Attorney General’s Office of Consumer Protection:
Consumer Protection Hotline
1-800-432-2310
(785) 296-3751
Fax: (785) 291-3699
http://ag.ks.gov/about-the-office/contact-us/file-a-complaint

  • Discrimination complaints may be filed with the Kansas Human Rights Commission, http://www.khrc.net/complaint.html.
  • Complaints regarding State Authorization Reciprocity Agreement (SARA) courses delivered by SARA member community colleges may be filed by students enrolled in those courses with the Kansas Board of Regents office, http://www.kansasregents.org/academic_affairs/sara
  • Kansas Community Colleges are regionally accredited by the North Central Association of the Higher Learning Commission on Colleges and Universities (NCAHLC).  Complaints regarding an institution's ongoing ability to meet the Criteria of Accreditation may be filed by following the guidelines at https://www.hlcommission.org/HLC-Institutions/complaints.html.