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Section IX, College / Community Relations

9.01 Responsibility to the Public

The Governing Board recognizes its responsibility to the public to provide information concerning all of its actions, its policies, and details of its educational and business operations. In keeping with this recognition of responsibility, the Board enacts the following policies:

A. All regular and special meetings of the CNM Governing Board shall be open to the community and shall be publicly announced in advance. A meeting may be closed as provided by law.
B. An annual budget hearing, open to the public, shall be publicly announced and held each spring for the purpose of adopting the budget for the forthcoming fiscal year.
C. A report of financial and educational activities of the school year shall be submitted annually to the Board by the President of the College. Such report shall be circulated to the community.
D. Curriculum advisory committees shall exist to provide for greater community involvement in the educational planning process.
E. The civic population as well as College employees shall be kept fully informed of school matters through appropriate public news media and College publications.

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    9.02 Participation by the Public

    The Governing Board recognizes that constructive study, discussion, and active participation by citizens are necessary to promote the best possible program of education in the community.

    A. To encourage this participation, the Board directs the President to have in effect policies and procedures governing the purpose of any such group, appointment and responsibilities of members, and conduct of business. Such policies and procedures shall be published in the Employee Handbook.
    B. Employers and other citizens are encouraged to visit the College throughout the school year.

    1. Except in emergencies, all visitors must obtain permission of the administrator in charge before entering a classroom or lab.
    2. Visitors must comply with all applicable policies and procedures.

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      9.03 Inspection / Release of College Records

      The Governing Board recognizes the right of the public to examine any public record on file at the College. Accordingly, the Board directs the president to have in effect a policy and procedure for inspection of public records and acquisition of copies of said records. The policy and procedure shall be published in the Employee Handbook. Public records do not include home addresses and telephone numbers of individual employees.

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      9.04 Non College-Family Use of Buildings and Grounds

      The public investment in the College and the general community welfare justify the use of buildings and grounds by outside groups that are not part of the College Family (see 9.05) except in the following instances:

      1. Selling or offering to sell goods or services; or
      2. Teaching or offering training services that compete with the College or courses offered or intended to be offered in the immediate future by the College.

      Fundraising efforts of recognized student groups and the Foundation are not prohibited. Use of College buildings and grounds must not interfere with College programs, administration or maintenance. Use of College buildings not conducted or sponsored by a member of the College Family shall be subject to payment of a fee in accordance with a schedule adopted by the administration. Reservations and other arrangements for use of buildings and grounds should be directed to the Vice President for Administrative Services, who reserves the right to refuse the proposed use if, in the Vice President's opinion, the use is not consistent with the mission or the best interest of the College.

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      9.05 College-Family Use of Buildings and Grounds

      The buildings and grounds of the College may be used by the Colleges administration, faculty, recognized student groups (those student groups registered with the Dean of Students Office), and foundation (College Family) for noncommercial purposes at no charge. Use of College buildings and grounds must not interfere with College programs, administration or maintenance. While no charge will be assessed for the use of the buildings or grounds as those buildings or grounds are normally supplied or maintained, if special equipment or services are required, a reasonable charge may be assessed. Reservations and other arrangements for use of the College buildings and grounds should be directed to the Vice President for Administrative Services.

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      9.06 Gifts and Donations

      The Governing Board may accept, and has authorized the CNM Foundation to accept, donations, devices, and title to property for the College. Presentation of memorials or other awards shall be fittingly recognized by the Board. Such recognition shall in no case be considered as a testimonial or endorsement by the College of a product or business enterprise.

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      9.07 Private Teaching at the College

      College buildings may not be used for private teaching for which a tuition charge is made either by staff members employed by the College or by any other outside organizations or persons except in the following instances:

      1. Classes offered by public institutions of higher education;
      2. Classes offered by government-related organizations; and
      3. Classes offered by persons or organizations, the subject matter of which is not offered or intended to be offered in the immediate future by the College.

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      9.08 Naming of College Facilities

      Central New Mexico Community College (CNM) may choose to name facilities (buildings, room or areas) after an individual(s) or business entity(ies) with a history of exceptional contributions to the institution. Such designations shall be made in accordance with the following guidelines:

      A. An honoree may not be employed by the College or be a member of the Governing Board or the CNM Foundation Board at the time of the designation. An honoree shall have left employment, Governing Board or CNM Foundation Board service for at least one year prior or shall have been deceased for at least one year prior to such a designation being made.
      B. An honoree shall have earned distinction through extraordinary service or financial contributions to the College and by having demonstrated exemplary character.
      C. A person who has contributed financially to a specific facility should be given strong consideration as an honoree if the amount contributed equals at least one-third of the cost of the facility.
      D. Any facility carrying an honorary name designation, whenever possible, should also carry a current functional designation.
      E. The Governing Board shall approve all honorary name designations for College facilities and may discontinue any such designations.
      F. The College reserves the right to physically alter any facility carrying on honorary name designation.

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        9.09 Campus Memorial

        A campus memorial, located on Main Campus, provides a centralized and uniform means of honoring deceased persons who have worked at CNM. Any other form of memorializing individuals on campus shall be subject to the policy on Naming of College Facilities, Section 9.08 (see above).

        Tributes shall be in the form of metal plaques attached to the memorial according to the following guidelines:

        A. Memorial plaques shall be of one uniform design (size, layout, wording, lettering), specifics of the design to be determined by the Public Information Office.

          B. The name of any employee who dies while in service at CNM shall automatically be placed on the memorial at no charge.
          C. The name of any former employee who is deceased may be added to the memorial based on the following criteria:

            1. A written request, including verification of the deceased's CNM employment, shall be made to the Public Information Office.
            2. The requester, or sponsor, shall pay the cost of the plaque.
            3. The cost of a plaque shall be determined by CNM.

            D. Notwithstanding anything to the contrary herein, final decision regarding addition of any name to the memorial plaque shall be made by the President.

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              9.10 Information Technology Use Policy

              The Governing Board recognizes that Information Technology resources and systems enhance CNM's ability to deliver educational services and facilitate job performance and College operations. It is the policy of the Governing Board to promote and support responsible use of CNM's Information Technology resources and systems. Anyone using these resources and systems is responsible for ensuring they are used in an effective, efficient, ethical and lawful manner. To support this policy, the College shall have in place an Information Technology Use Administrative Directive and departmental directives that address responsible and appropriate use of these resources and systems.

              Users of CNM's Information Technology resources and systems must comply with all applicable policies and directives. Violations will be subject to the loss of access to resources and systems as well as to appropriate disciplinary action.

              The Administrative Directive is available in electronic format on the CNM Web Site and in hardcopy format in the Policies and Procedures Office.

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              9.11 Clery Act Compliance

              Effective Date: 11/8/16

              The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998, also known as the Clery Act, is federal law that requires institutions of higher education that receive Title IV federal funding to collect and publish statistics concerning reports of certain crimes that occur on or adjacent to campus, or in other areas owned or controlled by the institution and frequently used by students.  In addition, institutions are required to publish policies related to campus safety and security. Any official updates to Clery Act requirements will supersede relevant sections of this policy.

              The Clery Act requires separate collection of statistics for each of the individual CNM campuses, and the Clery Compliance Manager oversees the Clery Act compliance of all CNM campuses and training centers. Statistics for each will be published in separate charts within the Annual Security Report (“ASR”).

              B. Clery Act Requirements

              To accurately comply with Clery Act Requirements, CNM must:

              • Compile statistics of reported Clery Act crimes (see Section C) that occur on the CNM campuses, the immediately adjacent streets and sidewalks surrounding the campuses, and in any facilities not reasonably contiguous to the campuses owned or controlled by CNM which have both an on-site administrator and are frequently used by students for educational purposes. These areas together constitute the CNM “Clery geography.”
              • Collect reports of Clery Act crimes made to the CNM Security Department, other local law enforcement agencies, and to other responsible parties at CNM as defined in Section D, Campus Security Authorities (“CSAs”).
              • Publish and distribute by October 1st of each year an Annual Security and Fire Safety Report which includes crime data for reports of Clery Act crimes, all security policies and procedures in place to protect the CNM community, and information on the handling of threats, emergencies, and dangerous situations.
              • File all Clery Act crime statistics to the U.S. Department of Education in the annual online survey.
              • Identify CSAs on an ongoing basis and notify these individuals of their obligation to report any and all Clery Act crimes that they witness or that are reported to them.
              • Provide awareness training for all CSAs
              • Maintain a daily crime log available for public inspection.
              • Issue timely warnings to alert the CNM community of serious crimes that occur on campus or within CNM’s Clery geography that pose a serious or continuing threat to the campus community.  Timely warnings will be issued as soon as information is available and will provide information that allows community members to take reasonable measures to prevent injury or repeat crimes from occurring.
              • Issue emergency notifications for any significant emergency or dangerous situation involving an immediate threat to the health or safety of students or employees which occur on CNM campuses.

              C. Reportable Crimes

              The crimes Clery requires for inclusion in the ASR to the CNM community include:

              • Murder
              • Arson
              • Non-negligent manslaughter
              • Dating violence
              • Sex offenses
              • Domestic violence
              • Robbery
              • Stalking
              • Aggravated assault
              • Liquor law violations
              • Burglary
              • Drug-related violations
              • Motor vehicle theft
              • Weapons possession

              If any of the above offenses are committed while motivated by bias, they will be reported also as “hate crimes.” Hate Crimes are listed separately in the annual Clery Report statistics. Clery defines “bias” as a pre-formed negative attitude or opinion towards a person or group of persons that is based on race, gender, religion, disability, sexual orientation, or ethnicity/national origin.  In addition to the above crimes, if any of the following offenses were motivated by the offender’s bias against the victim, they must be included in the annual Clery Act statistics: larceny--theft, simple assault, intimidation, or destruction/damage/vandalism of property.

              Attempts to complete any of the above-listed crimes are also reportable (i.e. attempted robbery). For more information and definitions of Clery Act crimes, consult the U.S. Department of Education’s Handbook for Campus Safety and Security Reporting.

              D. Campus Security Authorities

              CSAs are defined by the Clery Act as staff, faculty, or student advisors at CNM who, because of their role or duties have an obligation to notify the CNM Security Department of alleged Clery Act crimes that are reported to them in good faith by students, other faculty, or other community members; or alleged Clery Act crimes that they may personally witness.  CSAs are defined by their function, not by title. There are four categories of CSA:

              • CNM Security Department.  All members of the CNM Security Department at all campuses are CSAs.
              • Any individual responsible for campus security in some capacity, but who is not a member of a CNM Security Department. This could include special event parking attendants, persons monitoring access to special events, or APD officers involved in an incident on a CNM campus.
              • Any individual or office at CNM identified in a College policy as an individual or office to which crimes should be reported, such as a faculty member advising a student group.
              • CNM officials and others who may have responsibility for student and campus activities. The Clery Act specifically designates the following positions as CSAs:
                • Campus Security personnel
                • Dean of Students and associated support staff
                • Faculty/staff advisors to student groups
                • Title IX coordinators and associated support staff
                • Campus Student Health or Counseling staff
                • Human Resources staff
                • Victim advocates or others responsible for advocacy services
                • Clerical or Food Services staff with direct student contact

              The idea behind a CSA is simple: not all crimes on campus are reported to the police or security department.  For example, a student who is the victim of a crime may feel more comfortable telling his or her advisor, a health office employee, or an instructor.  The Clery Act requires colleges and universities to collect crime reports presented to all individuals and offices who are CSAs in order to present complete and accurate data to the campus community and respond to safety issues. 

              The role of a CSA is to record any information of alleged Clery Act crimes reported to them or that they personally witness; then promptly submit that information to CNM’s Clery Compliance Manager.

              Once a year when the annual Clery Act crime statistics are being compiled for publication, CSAs will receive a survey form asking whether any crimes were reported to them.  The Clery Compliance Manager will distribute the survey form to CSAs and CSAs are asked to complete and return the survey form as directed. 

              To clarify, the role of a CSA is not to investigate an allegation or to decide whether a crime took place—that is the function of law enforcement.   A campus CSA should not try to apprehend an alleged perpetrator of any crime; this also is the responsibility of law enforcement. It is also not a CSA’s responsibility to try and convince a victim to contact law enforcement if the victim chooses not to do so.  A CSA’s responsibility is only to send information about crimes that have been reported to them to the Clery Compliance Manager.  A CSA may also provide information to a victim of an alleged crime about resources available to assist him or her, according to CNM policy.

              Identifying CSAs will be coordinated by the Clery Compliance Manager.  Because personnel and job duties change, someone who is a CSA one year may not be a CSA the following year, and vice versa.  Identifying CSAs requires knowledge of the functions performed by employees in each department.  Therefore, CNM vice presidents, deans, department chairs, and supervisors are asked to assist in identifying employees in their areas who may be characterized as a CSA for purposes of Clery.

              CNM’s full compliance with the Clery Act relies on the cooperation of CSAs for accurate reporting. 

              E. Annual Security Report

              October 1st of each year, the Clery Act requires that the Annual Security Report (ASR) must be published and distributed to all CNM community members.  The ASR may be posted on the CNM website, provided individual notification is sent via email to each community member of its location online. Any request for a paper copy of the ASR shall be provided by CNM free of charge.

              The CNM Clery Compliance Manager is responsible for ensuring that the ASR contains accurate statistics, all applicable policies and procedures, program descriptions, as well as for the online filing of CNM’s security statistics to the U.S. Department of Education via web-based survey. This survey is published in the DoE’s website.

              F. Separate Campuses

              Under the Clery Act, if an institution has more than one campus, each separate campus must comply independently with all of the Act’s requirements.  CNM’s branch campuses at Rio Rancho, Montoya, West Side, Workforce Training Center, Advanced Technologies Center, STEMulus center, and South Valley each qualify as separate campuses per Clery. Clery defines “other locations” as any noncontiguous site that carries out the educational mission of the institution through an organized program of study, with at least one administrator on-site.

              G. Retention

              ASRs and supporting records used to compile the report shall be retained for 3 years from the latest publication of the report. (Example: The 2015 ASR contains statistics for 2012, 2013 and 2014. The 2012 statistics should be kept until Oct 1, 2018). Records to be kept include, but are not limited to, the following: copies of crime reports; daily crime logs; records for arrests and referrals for disciplinary action; timely warnings and emergency notification reports; Clery-related correspondence; and notices regarding the availability of the annual security report.

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