Inclusive Campus Policies

Preferred First Name Procedure

I. Purpose

      Clovis Community College acknowledges the need for individuals within our institution to use a name that aligns with their identity, even if it differs from their legal documentation. It is our commitment to cultivate an inclusive campus environment that embraces all members of the CCC community and allows them to utilize their preferred first name. Students, faculty, and staff also have the opportunity to select their preferred pronouns and specify their gender identity whenever possible. 

Definitions: 

A. Preferred First Name means the name by which an individual wishes to be addressed by the university community that is different from an individual’s legal name.

B. Legal Name is the name that appears on an individual’s passport, driver’s license, birth certificate, or U.S. Social Security Card.

C. Gender Identity is defined as a personal and internal sense of oneself as a person's sense of being a woman, a man, both, neither, or anywhere along the gender spectrum.

D. Gender Pronouns are the words people use to refer to themselves (i.e., he, she, they).

II. Procedure Guidelines

      Preferred first names can be updated on Workday under the “Profile” tab. Once approved, the utilization of a preferred first name will be available within college systems that can support this function, including class rosters, directories, and employee time records. 

      In cases where the law, a contract, or college policy mandates the use of a legal name, the college will continue to utilize the legal name for all associated records, documents, and business procedures. This applies to external reporting, financial aid and student billing records, immigration documents, and tax forms. 

Allowable name formats include (but are not limited to): 

• A shortened derivative of a name (e.g., “Beth” for “Bethany”) 
• A middle name instead of a first name 
• First and middle initials (e.g., “C.J.” for “Christopher James”) 
• A name that represents the individual’s identity (e.g., “Dug” instead of “Dusica”) A name that better represents the individual’s gender identity 
• A name to which the individual is in the process of legally changing 

      CCC will not accept a preferred first name that is vulgar, offensive, or obscene, fanciful, creates confusion of the individual with another individual, is an attempt to avoid a legal obligation, or otherwise constitutes a misuse or abuse of this policy. Name changes are subject to review at any point in time by the Dean of Student Services, Director of Enrollment Services, Director for Diversity, Equity and Inclusion, and Director of Human Resources. 

For questions about updating your preferred first name, please contact: 
Students: Enrollment Services 
Staff: Human Resources 

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Equal Educational Opportinuty

      Clovis Community College is committed to the equitable treatment of all persons and to supporting equal employment access and opportunities to all campus programs, facilities, and services. College policy and state and federal laws and regulations forbids unlawful discrimination and harassment against any individual, on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions, sex stereotyping, transgender status, and gender identity), sexual orientation, national origin (including English proficiency), age, disability, veteran status, or political affiliation or belief, or, against any beneficiary of, applicant to, or participant in programs financially assisted under Title I of the Workforce Innovation and Opportunity Act (WIOA) on the basis of the individuals citizenship status or participation in any WIOA Title I- financially assisted program or activity.

      If you think that you have been subject to discrimination at this federally funded institution under Section 188 of the Workforce Innovation and Opportunity Act, the Age Discrimination Act of 1975, the Code of Federal Regulations Title 29 Part 38, Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), The Americans with Disabilities Act, Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.), Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.) or any other policy, please contact Human Resources, the Department of Diversity, Equity, and Inclusion, or the Executive Vice President.

 

Notice of Non-Discrimination

      Clovis Community College does not discriminate on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, spousal affiliation, gender identity, serious medical condition, or age in its programs and activities. Please visit clovis.edu/consumerinfo/ for more information. The following personnel have been designated to handle inquiries regarding the non-discrimination policies.

 

Director of Diversity, Equity & Inclusion

417 Schepps Blvd., Clovis, NM 88101  

Room 138   |   575.769.4184

 

Director of Human Resource Services

417 Schepps Blvd., Clovis, NM 88101

 Room 112   |   575.769.4043

 

Director of Security

417 Schepps Blvd., Clovis, NM 88101 

Room 134   |   575.769.4149

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Discrimination and Harassment Policy

      Title VI and VII of the Civil Right Act of 1964, Age Discrimination in Employment Act of 1967, Title I of the 1968 Civil Rights Act, Title IX of the Educational Amendments of 1972, the Civil Rights Restoration Act of 1987 and the Americans with Disabilities Act require the College to adopt and publish grievance procedures providing for prompt and equitable resolution of complaints alleging discrimination. Clovis Community College is committed to equitable treatment of all persons without regard to race, age, religion, color, national origin, ancestry, sex, sexual orientation, spousal affiliation, gender identity, veteran status, physical or mental disability, or serious medical conditions.

Definition

      Any act of discrimination against an individual at Clovis Community College is defined as the failure to treat persons equally where no reasonable distinction can be found between those favored and those not favored. A grievance shall mean a complaint has been filed indicating a violation, misinterpretation or inequitable application of Clovis Community College policies and practices.

Scope

      This policy applies to any student. An individual may bring questions about procedure, seek informal advice or present a complaint to the Director of Diversity, Equity, and Inclusion. In cases of alleged discrimination or harassment, individuals should follow this policy and procedure to initiate grievances.

 

Discrimination and Harassment Process

Step 1: Informal Discussion.

      The complainant, with the Director of Diversity, Equity, and Inclusion, shall attempt to resolve the matter through informal discussions with the accused party. The Director will act as a mediator/facilitator and consult confidentially with the person against whom the complaint is directed in order to call the objectionable behavior to that person’s attention, or conduct an informal discrimination/sexual harassment investigation. If the matter is not resolved to the complainant’s satisfaction, the complainant may, within ten (10) working days after the informal discussion(s) are concluded, advance to Step 2.

Step 2: Written Statement of Grievance.

      If, as a result of informal discussion with the accused party, the problem is not resolved, the complainant may file a formal complaint by submitting a Formal Student Complaint Form.  The formal complaint shall state the time, place, and nature of the grievance and the corrective action desired. The formal complaint must be received within ten (10) working days after the informal discussion(s) are concluded.  If the formal complaint is not received within the stated time, the College shall not be required to take further action on behalf of the complaining party. Copies of the written statement of grievance must be provided to the Director of Campus Security within five (5) working days of the complaint being submitted.  Upon receipt of the formal complaint, the Director of Campus Security will facilitate an investigation and confer with Executive Vice President in determining the appropriate length of the investigation period, which will be a minimum of ten (10) and a maximum of thirty (30) working days. The preferred time frame will be ten days, but additional time can be allotted depending on the nature of the investigation, the number of witnesses to interview, supporting documentation to gather, and availability of parties and witnesses. The complainant will be notified in writing of the allotted time for investigation.  The Director of Campus Security must then provide a written response of the ruling to the complainant within ten (10) working days after completion of the investigation. The written response must include a copy of the grievance procedures for use by the complainant in the event he/she finds the response unsatisfactory. Copies of the written response to the complainant must be provided to the President.

Step 3: Appeal.

      If the complainant is not satisfied with the written response of the Director of Campus Security, he/she must appeal within ten (10) working days of receipt of the Director's response by submitting a Student Formal Complaint Appeal Form. The appeal should state the reasons the complainant believes the decision to be in error and shall request a review of the records. A copy of the formal complaint, the investigation report, and the final ruling will be submitted to the Executive Vice President within five (5) working days of the appeal submission. The Executive Vice President shall review and provide a written decision to the complainant within ten (10) working days of receipt of the appeal.  The decision of the Executive Vice President shall be the final ruling; there shall be no further appeal as a matter of right