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College & Campus Policies

College Policies

Field Trips:

Field trips related to course instruction enrich the classroom experience and are encouraged. The faculty member must complete the NVCC 125-81 Field Trip Course Request for Approval Form for both optional and required field trips, and submit it to their immediate supervisor. If students are expected to pay fees to cover expenses NVCC Form 125-84, Student Travel Expenditure Request/Report Form is also required.

All students participating on the field trips must complete NVCC Form 125.152, Student Assumption of Risk Certificate Form.

Additional information may be found by linking to the NOVA Faculty Handbook, Section 3, Instructional Policies & Procedures 3.41 pages 3-11, 3-12, 3-13.

Food & Drink:

The Food & Drink Policy for the Loudoun Campus is:

Around computers and in science labs, auditorium and art gallery NO food/drinks are allowed.

In tiled classroom areas reasonable food/drinks are allowed.

In carpeted areas reasonable food/lidded drinks are allowed.

In faculty, staff office space (whether enclosed or not) food/drinks away from computer workstations are allowed

Any faculty member has the right to enforce a more restrictive policy in his or her classroom.

Key Policy for Classroom AV Cabinets

  1. Obtain a NVCC 105-8 Form (Key Issue Authorization Form) from your division office.
  2. ALL FACULTY MUST complete the form and have your dean sign it indicating whether you are a full-time or adjunct faculty member.
  3. Take the completed 105-8 Form to the Campus Police Office to be issued a key. Campus police retain records of all keys issued.

REMINDER: If you use the equipment in the multimedia cabinets, you are responsible for making sure the cabinets are locked prior to your leaving the classroom.

Note to adjuncts and full-time faculty not teaching during the summer semester: All keys are to be returned to campus police on or before the last scheduled exam day for the current semester.

Marquee Request Form

Room Usage

Waddell Theatre Protocol

1) Lights/sound/computer/video (control booth) technician: The only people authorized to operate the equipment are the AV/IT staff, professional CE staff and individuals who have gone through appropriate training. AV/IT and CE offer training and will authorize individuals to operate equipment. Day events, between the hours of 8:30 a.m. to 5:00 p.m., Monday through Friday, needing technical assistance will be the responsibility of the AV/IT staff. Anyone requesting technical support for events after 5:00 p.m., Monday through Friday, and/or all day Saturday and/or Sunday, must hire an approved technician from the list. A list will be attached to the Waddell Theatre In-House Campus Form. Fees for technicians will be negotiated on an individual basis depending upon the complexity of the performance.

2) Space utilization: All in-house campus reservations for the Waddell Theatre must be filled out on a Waddell Theatre In-House Campus Request Form and forwarded to the Provost’s Office. All commercial reservations go through the Director of Continuing Education and Workforce Development. Continuing Education will coordinate with the Provost’s Office for space availability.

3) Clean-up/house cleaning: The cleaning staff is responsible for cleaning the theatre, dressing rooms and restrooms. Buildings and grounds staff will set up items such as podium, chairs, tables, etc. for events scheduled between the hours of 8:30 a.m. to 5:00 p.m., Monday through Friday. Individuals reserving the space are responsible for set-up and strike for events held after regular staffing hours.

4) Food and Drink: Food and drink are prohibited in the house, control booth, and stage. Signage will be placed in the designated areas.

5) Keys and Access to Space: Keys to the theatre, control booth, equipment cabinets and dressing rooms are kept at the Campus Police Office, LC 267A. If you need a key for an event you can sign it out by leaving your driver’s license with campus police staff. Whoever signs out the key is responsible for the space and any loss or damaged equipment. 

Reservation Forms

To ensure safety and a smoke-free environment on the Loudoun Campus: 

  • No smoking within 25 feet of all entrances to all buildings.
  • Smoking is prohibited inside all buildings.
  • The designated smoking areas are:
  1. The garden courtyard entrance to the student lounge of the Reynolds Building.
  2. The smoking shelter located next to the garden courtyard of the Reynolds Building.
  3. The east entrance on the north side of the of the Reynolds Building.
  4. The loading dock entrance to the Waddell Building.

Student Conduct:

Covers student responsibilities and dealing with difficult students.  


All travel outside the local area (outside a 50-mile radius of the Loudoun Campus) requires prior approval of the employee’s immediate supervisor. Travel requests are submitted using the Travel Request Form NVCC 105-2. Reimbursement for travel expenses is requested by submitting the Travel Expense Reimbursement Form to the employee’s immediate supervisor.  

Additional information on travel including, meals and lodging, and local area distances can be found by in the NOVA Administrative Services Procedures Manual, Section 5, pages 1-17.