REDWOODS COMMUNITY COLLEGE DISTRICT College Council October 19, 2015 3:00 p.m. – Board Room AGENDA 1. Minutes Dated 9/21/2015 (Page 3) NEW BUSINESS 1. AP 3440 Service Animals (Page 7) a. Review changes to administrative procedure 2. AP 3530 Weapons on Campus (Page 12) a. Review changes to administrative procedure OLD BUSINESS: 1. Representative on Student Equity Planning Committee a. Appoint College Council member representative for the SEP Committee Tabled at 9/21/15 meeting 2. BP and AP 4300 Field Trips and Excursions (Page 13) a. Review constituent feedback Tabled for further discussion after 9/21/15 meeting 3. BP 1200 District Mission (Page 20) a. Review constituent feedback 4. BP and AP 4020 Program Curriculum and Course Development (Page 21) a. Review constituent feedback 5. AP 4021Program Revitalization, Suspension, or Discontinuation (Page 29) a. Review constituent feedback 6. AP 4231Grade Changes (Page 45) a. Review constituent feedback 7. BP and AP 7384 Pre-Retirement Reduction of Workload (Page 56) a. Review new board policy and new administrative procedure Tabled at the 9/21/15 meeting so that parameters could be added 8. BP 7387 Reduced Workload Program (Page 59) a. Sunset recommendation Tabled at the 9/21/15 meeting so that parameters could be added Policy and Procedure Tracking Number Title BP/AP Parking Regulations 6750 Crime Reporting BP/AP 3515 BP/AP Computer and Network 3720 Use BP/AP Graduation Requirements 4100 for Degrees and Certificates BP/AP 4231 Grade Changes BP/ AP Employee Microcomputer 6331 Purchase BP/AP Speech: Time, Place, and 3900 Manner Philosophy and Criteria for Associate degree and BP 4025 General Education BP 4223 BP/AP 4300 BP/AP 7384 AP 7387 Academic Recognition Status Tabled – Lee to make revisions re: Fortuna Police Dept. issuing parking tickets. Tabled - To Burke for revisions re addition of Garberville/Del Norte, duplicate language on pages 2 and 4, and center/instructional site clarifications Tabled – Lee to make revisions re licensing, purchasing, and instillations Council member researching the Ethnic Studies Requirement – return with BP 4025 Sent to ASPC prior to returning to College Council Tabled – waiting for negotiations In ASPC que To Academic Senate for review – return with BP and AP 4100 Tabled – can be sent to ASPC with questions regarding requirements Field Trips and Excursions Tabled – for further discussions Pre-Retirement Reduction of Workload Tabled – Add parameters regarding PERS and STRS Reduced Workload Program Tabled – Add parameters regarding PERS and STRS College Council Minutes September 21, 2015 Page 1 REDWOODS COMMUNITY COLLEGE DISTRICT Minutes of the College Council Meeting 7351 Tompkins Hill Road, Eureka, CA, Board Room Monday September 21, 2015 MEMBERS PRESENT Dr. Keith Snow-Flamer, Dr. Mark Winter, Dr. Angelina Hill, Ahn Fielding, Connie Wolfsen, Rory Johnson (phone). Pru Ratliff, Mark Renner, Debbie Topping, Dr. Mark Winter MEMBERS ABSENT Lee Lindsey, Steve Sandeen CALL TO ORDER Interim President Keith Snow-Flamer called the meeting to order at 3:05 p.m. MINUTES DATED 7/20/2015 A motion was made by Mark Renner and seconded by Pru Ratliff to approve the minutes dated 7/20/2015 as presented. ACTION A vote was taken and Council voted unanimously to approve the minutes as presented. NEW BUSINESS REPRESENTATIVE ON STUDENT EQUITY PLANNING COMMITTEE This discussion item was tabled. Item will be on the November College Council Agenda. TABLED BP 1200 DISTRICT MISSION BP 1200 District Mission was reviewed and revised by the Board of Trustees at their annual workshop. The changes made reflect their suggested revisions. Council member suggested changing the tense from “…services we offered…” to “…services we offer…” so that it is consistent with the rest of the policy. Council member suggested changing the wording from “coupled” to “enhanced”. Councilmember suggested changing “ensure” to “embrace” in the language regarding diversity. A motion was made by Connie Wolfsen and seconded by Pru Ratliff to send BP 1200 District Mission out for a 30 day constituent review contingent upon the aforementioned changes. College Council Minutes September 21, 2015 Page 2 ACTION A vote was taken and Council voted unanimously to send BP 1200 District Mission out for a 30 day constituent review contingent upon the aforementioned changes. BP AND AP 4020 PROGRAM CURRICULUM AND COURSE DEVELOPMENT AP 4021 PROGRAM REVITALIZATION, SUSPENSION, OR DISCONTINUATION BP and AP 4020 Program and Curriculum and Course Development and AP 4021 Program Revitalization, Suspension, or Discontinuation were reviewed and revised by the ASPC. This group worked to clarify the responsibilities of those involved in the process as well as to clarify the process itself. Council member asked if a more detailed timeline was necessary for AP 4020 Program Curriculum and Course development. It was decided that the current outline was appropriate. A motion was made by Mark Renner and seconded by Angelina Hill to send BP and AP 4020 Program Curriculum and Course Development and AP 4021 Program Revitalization, Suspension, or Discontinuation out for a 30 day constituent review. ACTION A vote was taken and Council voted unanimously to send BP and AP 4020 Program Curriculum and Course Development and AP 4021 Program Revitalization, Suspension, or Discontinuation out for a 30 day constituent review. AP 4231 GRADE CHANGES AP 4231 Grade Changes was revised to ensure the forms and procedure were consistent as well as to ensure that the procedure clearly stated which documents are required at various stages of the grade challenge process. A student presented concerns regarding the definitions included in the procedure. Her written feedback will be included in the constituent feedback heard at the next College Council meeting. A motion was made by Debbie Topping and seconded by Rory Johnston to send AP 4231 Grade Changes out for a 30 day constituent review. ACTION A vote was taken and Council voted unanimously to send AP 4231 Grade Changes out for a 30 day constituent review. AP 7217 FACULTY PRIORITIZATION PROCESS AP 7217 Faculty Prioritization Process was reviewed and revised by a subcommittee of the Academic Senate. The revisions clarify the composition of the committee and add language regarding a failed search. A motion was made by Mark Renner and seconded by Connie Wolfsen to send AP 7217 Faculty Prioritization Process out for a 3 day constituent review. A vote would then be taken via email to send AP 7217 Faculty Prioritization Process to the Board in October. College Council Minutes September 21, 2015 Page 3 ACTION A vote was taken and Council voted unanimously to send AP 7217 Faculty Prioritization Process out for a 3 day constituent review. A vote would then be taken via email to send AP 7217 Faculty Prioritization Process to the Board in October. BP AND AP 7384 PRERETIREMENT REDUCTION OF WORKLOAD A motion was made by Debbie Topping and seconded by Mark Renner to table BP and AP 7384 Pre-Retirement Reduction of Workload and BP 7387 Reduced Workload Program so that parameters could be added regarding PERS and STRS. BP 7387 REDUCED WORKLOAD PROGRAM TABLED A vote was taken and Council voted unanimously to table BP and AP 7384 PreRetirement Reduction of Workload and BP 7387 Reduced Workload Program so that parameters could be added regarding PERS and STRS. OLD BUSINESS BP AND AP 4300 FIELD TRIPS AND EXCURSIONS Council member stated that League Template Language regarding liability insurance needs to be added after the third paragraph. Council member stated that there is a typo in “Business Office” in the fourth paragraph. Discussion ensued regarding students being allowed to drive their own vehicle as well as students being required to attend field trips. Discussion ensued regarding the difference between a field trip and a class being held in an alternate location. A motion was made by Debbie Topping and was seconded by Pru Ratliff to send BP and AP 4300 Field Trips and Excursions to the Board for a first read. ACTION A vote was taken and council voted to send BP and AP 4300 Field Trips and Excursions to the Board for a first read. Mark Renner voted nay. AMENDMENT After further discussion it was decided that BP and AP 4300 Field Trips and Excursions would be tabled for further revisions. BP AND AP 5015 RESIDENCE DETERMINATION A motion was made by Ahn Fielding and seconded by Connie Wolfsen to send BP and AP 5015 Residence Determination to the Board for a first read. College Council Minutes September 21, 2015 Page 4 ACTION A vote was taken and Council voted unanimously to send BP and AP 5015 Residence Determination to the Board for a first read. ADJOURNMENT Interim President Keith Snow-Flamer adjourned the meeting at 4:06 p.m. Redwoods Community College District Administrative Procedure AP 3440 SERVICE ANIMALS The Redwoods Community College District (RCCD) Board Policy addresses the colleges’ compliance with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act. The following procedures implement Board Policy 5640 with regard to the use of service animals in district facilities and on college campuses. The purpose of these guidelines and procedures is to ensure that individuals with disabilities who have service animals can participate in and benefit from district-wide services, programs, and activities, and to ensure compliance with Title II of the ADA (28 C.F.R. § 36.104) and state antidiscrimination laws. I DEFINITIONS Disability - A disability is a physical or mental impairment that substantially limits one or more major life activities of an individual; a record of having such an impairment, or being regarded as having such an impairment (Title I of the ADA Regulations, 29 C.F.R. § 1630.2 (g)). Handler – A person with a service animal. Service Animal - A service animal is any guide dog, signal dog, or other animal individually trained to work or perform tasks for the benefit of an individual with a disability, including but not limited to, guiding individuals with impaired vision, alerting individuals with impaired hearing to intruders or sounds, providing minimal protection or rescue work, pulling a wheelchair, or fetching dropped items (Title III of the ADA applicable to private entities). While service animals have been traditionally identified as dogs, it should be noted that ADA currently considers dogs or miniature horses to be used as service animals. A service animal is sometimes called an assistance animal. A companion animal used for its calming influence or a domestic pet is not considered to be a service animal. Service Animal Tasks – A service animal may be trained to perform a variety of services depending on the nature of the disability. Examples include, but not limited to: • • • For someone with a visual impairment: obstacle avoidance, signaling changes in elevation, and locating objects. For someone with a hearing impairment: alerting to specific sounds and other tasks such as retrieve unheard dropped objects. For someone with mobility or other health impairment: retrieving, carrying, tugging, pulling, bracing, and calling for emergency help. • • For someone with a seizure disorder: tasks supporting an individual before, during, and after a seizure. For someone with autism: tasks may include alerting the individual of distracting repetitive movements. II. GENERAL RULE REGARDING SERVICE ANIMALS Occasional use of a service animal in district facilities and on District college campuses (i.e., attendance at a concert or special event) may not be challenged except if the use of the animal poses a direct threat to the health or safety of other persons, or if the presence of the service animal will result in a fundamental alteration of the service, program or activity involved. (Title II of the ADA Regulations, 28 C.F.R. § 130 [b] [7]) Enrolled students wishing to be accompanied to class by a service dog on a regular basis as an accommodation are strongly recommended to notify the Disabled Students Programs and Services (DSP&S) Office. Staff may ask: (1) Is the dog a service animal required because of a disability? (2) What work or task has the dog been trained to perform? As a general rule, the colleges will modify policies, practices, and procedures to permit the use of a service animal by an individual with a disability. When appropriate, students may be issued documentation verifying that the animal is a service animal to be used at the college. A person with a disability wishing to be accompanied on campus by a miniature horse should contact the DSP&S office for an assessment for a miniature horse, which will include the following four factors: (1) whether the miniature horse is housebroken; (2) whether the miniature horse is under the owner’s control; (3) whether the facility can accommodate the miniature horse’s type, size, and weight; and (4) whether the miniature horse’s presence will not compromise legitimate safety requirements necessary for safe operation of the facility. (Title II of the ADA Regulations, 28 C.F.R. 35.136 [i]) III. RESTRICTIONS/AREAS OF SAFETY The District imposes some restrictions on service animals for safety reasons. Restrictions may include but are not limited to nursing and health sciences programs, food services programs, rooms with heavy machinery, custodial closets, areas where protective clothing is required, or areas that can pose a safety risk to the animal. Restrictions are considered individually to determine if the animal poses a possible danger or could be in possible danger and to determine if other reasonable accommodations can be provided to assure the student equal access to the activity. Questions about restrictions on service animals should be directed to the college DSP&S Coordinator, Vice President for Student Support Services, or District Human Resources Department. IV. RESPONSIBILITIES OF FACULTY, STAFF, AND STUDENTS Members of the college community are responsible for the following: • Allowing a service animal to accompany the partner/handler at all times and in public area on district property. • Not petting a service animal; petting a service animal when the animal is working distracts the animal from the task at hand. • Not feeding a service animal. • Not deliberately provoking a service animal. • Not separating or attempting to separate a partner/handler from his or her service animal. V. RESPONSIBILITIES OF SERVICE ANIMAL HANDLERS An individual with a service animal (handler) is responsible for the following: Ensuring that the animal meets any licensing requirements of the state of California. (The animal must be immunized against diseases common to that type of animal. Dogs are required to wear an owner identification tag, a current rabies tag, and a dog license tag at all times.) California Health and Safety Code Section 121690(a); County Ordinance Section 541-32(a) • For the rabies vaccination and licensing requirement • Generally ensuring that the animal is on a leash at all times. • Controlling the animal at all times. The care and supervision of an animal is solely the responsibility of its handler. • Ensuring that all city ordinances or other laws regarding cleaning up after the animal defecates are followed. Individuals with disabilities who physically cannot clean up after their own service animals are not be required to pick up and dispose of feces. However these individuals should use marked service animal toileting areas where provided. • Ensuring that the animal behaves properly in public settings. • Ensuring that the animal is in good health. If the animal becomes ill, the handler must remove it from the area and college staff may require it to leave. • Complying with the RCCD Code of Student Conduct. VI. TEMPORARY EXCLUSION OF SERVICE ANIMALS AND ACCESS ANIMALS A community member may request the exclusion of a service animal or access animal if he or she believes the handler is not complying with the responsibilities listed above. Such a request should be made to the college DSP&S Coordinator, Vice President for Student Support Services, or District Human Resources Department. In response to a request, the DSP&S Coordinator, Vice President for Student Support Services, or District Human Resources Department will: • Inform the handler of the reason that the animal is being asked to leave campus or district facility, investigate the appropriateness of the request, and determine whether the animal should be excluded from the campus or district facility. • If the DSP&S Coordinator, Vice President for Student Support Services, or District Human Resources Department determines the animal should be excluded he or she must: a) Inform the individual that the Vice President for Student Services or District Human Resources Department must be contacted before the animal may return to campus. b) Report the incident in writing to the Vice President for Student Services or the District Human Resources Department at the earliest opportunity. c) In the event of an emergency involving a student’s service animal or access animal, the Vice President for Student Support Services and DSP&S Coordinator will consult and work together with the student to resolve the situation. d) An individual who does not agree with the resolution may file a complaint or grievance following the district’s grievance procedures (AR 4000.5). VII. CONFLICTING DISABILITIES Students or employees with medical issues that are impacted by animals (such as respiratory diseases) should contact the college DSP&S office or District Human Resources Department if they have a concern about exposure to a service animal or access animal. The individual may be asked to identify his/her disability and need for an accommodation, and would need to comply with all RCCD procedures regarding accommodations. In consultation with the Vice President for Student Support Services, the DSP&S Coordinator and District Human Resources Department will facilitate a process to resolve the conflict that considers the conflicting needs/accommodations of all persons involved. VIII. CLARIFYING AN ANIMAL’S STATUS In many cases it is easy to discern whether or not an animal is a service animal by observing the animal’s harness, cape, or backpack, or the individual’s disability. However, in other cases, an animal may only have a leash or the partner’s disability is not visible. Therefore, it may be appropriate to ask the student whether or not the dog is a service animal required because of a disability and what tasks the dog has been trained to perform. RCCD does not consider a legitimate inquiry about whether an animal is or is not a service animal as a violation of policy. As described in Section II, above, individuals may notify the DSP&S Office of their service animal and be issued documentation verifying that the dog is a service animal to be used at the College, which the individual could show RCCD staff in lieu of answering questions about the service animal. Other questions regarding the status of a service animal should be referred to the DSP&S Coordinator, Vice President for Student Services, or District Human Resources Department. XI. EMERGENCY SITUATIONS In the event of an emergency, the colleges’ emergency response personnel should be trained to recognize service animals and to be aware that the animal may be trying to communicate the need for help. The animal may become disoriented from the smell of smoke from a fire or laboratory emergency, from sirens or wind noise, or from shaking and moving ground. The partner and/or animal may be confused by the stressful situation. Emergency response personnel should be aware that the animal is trying to be protective and, in its confusion, is not to be considered harmful. Emergency response personnel should make every effort to keep the animal with its partner. However, an emergency response personnel’s first effort should be toward the partner; this may necessitate leaving an animal behind in certain emergency evacuation situations. REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 3530 WEAPONS ON CAMPUS Firearms, knives, tasers, explosives or other dangerous objects, including but not limited to any facsimile firearm, knife or explosive, are prohibited on any District campus or at any District center, or in any facility of the District. Any duly appointed Law Enforcement Officer who is engaged in the performance of his/her duties is exempt. Activities involving firearms or other weapons conducted at the firearms range facility shall be reported to the Emergency Response Training Center before taking place. Only members of law enforcement agencies or students involved in training presented by the Emergency Response Training Center are authorized to use the range facility. Any training conducted at other campus buildings or locations will use only simulated weapons and advance notice will be given to the campus community, along with having signs posted in the area. Any person who believes that he/she may properly possess a firearm or other weapon on campus or in a District center or other facility of the District must notify the Public Safety Director, or a designee, before bringing any such weapon onto the campus. Exceptions may be made on a case by case basis, resulting from extraordinary circumstances and approved by the President in consultation with the Director of Public Safety. An exception can be revoked at any time at the discretion of the President or Director of Public Safety. Bringing or possessing any dirk, dagger, ice pick, or knife having a fixed blade longer than 2 1/2 inches upon the grounds, unless the person is authorized to possess such a weapon in the course of his/her employment, has been authorized by a District employee to have the knife, or is a duly appointed peace officer who is engaged in the performance of his/her duties, is prohibited on any District campus or at any District Center, or in any facility of the District. References: Penal Code Sections 626.9 and 626.10 Approved: June 2, 2015 REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy Draft BP 4300 FIELD TRIPS AND EXCURSIONS The President/Superintendent shall establish procedures that regulate the use of District funds for student travel and attendance at conferences and other activities that are performed as a class assignment or co-curricular activity. The District may pay for expenses of students participating in a field trip or excursion with auxiliary, grant or categorical program funds if the funds are used consistently with the funding source. The expenses of instructors, chaperones, and other personnel traveling with students may be paid from District funds. Students and staff shall at all times adhere to the standards of conduct applicable to conduct on campus. The Board recognizes that field trips when used as a device for teaching and learning integral to the curriculum are an educationally sound and important ingredient in the instructional program of the College. Properly planned and executed field trips can: a. supplement and enrich classroom procedures by providing learning experiences in an environment outside the College, b. arouse new interests among students, c. help students relate College experiences to the reality of the world outside of the College, d. bring all the resources of the community--natural, artistic, industrial, commercial, governmental, educational--within the ambit of a student's learning experience, e. afford students the opportunity to study real things and real processes in their actual environment. To support this policy, the President is directed to develop procedures which cover: a. authorization for field trip expense b. insurance provisions during field trips c. code of conduct for students on field trips Reference: Title 5 Section, 55220 Former Board of Trustees Policy No. 112, number change REDWOODS COMMUNITY COLLEGE DISTRICT DRAFT AP 4300 Administrative Procedure Number Update only from Administrative Regulation No. 112.01 FIELD TRIPS AND EXCURSIONS The District may conduct field trips and excursions in connection with courses of instruction or college-related social, educational, cultural, athletic or musical activities to and from places in California, or any other state, the District of Columbia, or a foreign country for students. The District shall engage instructors, supervisors, and other personnel and approved volunteers as may be necessary for such excursions or field trips who desire to contribute their services over and above the normal period for which they are employed by the District. The District shall, at the discretion of the appropriate administrator, transport students, instructors, supervisors or other personnel by use of District equipment, contract to provide transportation, or arrange transportation by the use of other equipment. The District may pay expenses of instructors, chaperones and other personnel participating in a field trip or excursion. Payment shall be by way of itemized reimbursement in a form prescribed by the Business Offce. The District may pay for expenses of students participating in a field trip or excursion with auxiliary, grant or categorical program funds if the funds are used consistently with the funding source. No student shall be prevented from making a field trip or excursion which is integral to the completion of the course because of lack of sufficient funds. All persons making a field trip or excursion shall be deemed to have waived all claims against the District for injury, accident, illness, or death occurring during or by reason of the field trip or excursion. All adults taking such trips and all parents or guardians of minor students shall sign a statement waiving such claims. A. Alert instructors will enhance the learning of their students with appropriate and carefully planned field trips. These are to be reported and approved in advance by the Executive Vice President, Academic and Student Services, with transportation arranged through the Supervisor, Buildings and Grounds. Whenever possible, they should not cause absences from classes of other instructors. If there is conflict, more careful evaluation and less freedom to make the field trip must be accepted. The following provisions apply: 1. When any instructor is on a field trip, or other supervised activities approved by the Office of Academic Services, this becomes an extension of the College and the same coverages that are available to the College are then transferred to a person on the field trip. 1. 2. In case the district is sued for negligence, the district liability policy is effective and covers the district's responsibility as well as that of the employee. 2. 3. Medical coverage is available to individual students injured on an official field trip, and students enrolled on this campus (or branch campus). Since faculty will be responsible for field trip or activity groups, they should uphold the "Code of Conduct for College of the Redwoods Trips" devised by the Student Council and approved by the Board of Trustees in January, 1966. Each person representing College of the Redwoods recognizes his responsibility for proper conduct on all college sponsored trips. Prior to the trip the advisor shall inform each participant of this the code of conduct. B. Code of Conduct for College of the Redwoods Trips 1. Basic responsibilities: a. Each person representing College of the Redwoods recognizes his responsibility for proper conduct on all college sponsored trips. b. Prior to the trip the advisor shall inform each participant of this the code of conduct. 2. Regulations of conduct: a. When representing College of the Redwoods, any participant who appears under the influence of alcoholic beverages, or is present where they are being consumed or served, may be subject to disciplinary action. b. Hotel or motel conduct: All participants are expected to show proper consideration for the rights and welfare of others. Undue noise or disturbances shall be considered violations of this regulation. c. Mixed gatherings of men and women in private areas such as motel and hotel rooms will not be allowed. d. Personal dress shall be appropriate for College representation. ln preparation for the trip, the faculty advisor and the group will determine appropriate dress for the occasion. 3. Disciplinary action: a. Any student whose behavior either on or off campus tends to bring discredit to the College will be summoned before the Executive Vice President, Academic and Student Services. Appearance before him may result in probation, suspension, or expulsion. C. Transportation Procedures 1. All instructional personnel must complete a Travel Request for themselves and/or students. This request must be properly by signed by the Executive Vice President, Academic and Student Services, after approval by the Division Chairperson for main campus, or Branch Coordinator and Director, Education Center, for branches. 2. After appropriate approvals are obtained, a copy of the form goes to the secretary of the supervisor, Buildings and Grounds administrative assistant for the Maintenance department, for scheduling of the appropriate vehicle, or to the CSSO’s or CIO’s President's secretary administrative assistant for air travel arrangements and tickets. 3. Scheduling of vehicles is on a first-come, first-serve basis with suggestions being made to provide solutions for vehicle conflicts. 3. 4. To provide the best scheduling possible, a minimum of five fourteen days prior to need of the vehicle is essential. 4. 5. Individuals scheduling with a college vehicle (other than buses) shall obtain the travel package (key, credit card, trip slip, first aid kit and flares), and at the same time shall register his driver's license number with the secretary to the Supervisor, Buildings and Grounds administrative assistant for the Maintenance department. When school buses are provided, the driver will be obligated to register the necessary information and be at the appointed place at the request hour as assigned by the secretary. 6. For trips involving the school bus, the Buildings and Grounds office will obtain a properly approved driver, and he shall be in charge of the conduct on the bus, and be responsible to the instructor conducting the trip only as far as the required times, places, etc. Under no circumstances is the bus driver to be considered as an instructor or advisor responsible for the conduct of the students on a trip unless he is a certificated employee and licensed to drive the bus. 5 7. Out of consideration for fellow instructors and employees, a point of politeness and courtesy is expected. This means the individual returning the car should do so at the time that was agreed to. Furthermore, out of common courtesy all debris and materials left in the vehicles should be cleaned out. There are many instances where the vehicle is returned by one instructor, and within the hour it is on the road again. 5. The individual having the travel package keys, credit card and the use of any given vehicle must assume the responsibility of returning same to the secretary to the Supervisor, Buildings and Grounds administrative assistant for the Maintenance department. 6. 6 8. For any person all drivers to be reimbursed for use of his own car, (instructors or students) there must have been previously filed a signed statement showing the name and address of the driver, of the insurance broker, name of the insurance company, the driver's license number and expiration date name of vehicle to be used. The above required information must be registered with the secretary to the Supervisor, Buildings and Grounds administrative assistant for the Maintenance department. . Reimbursement Schedule Reimbursement for use of private vehicles on previously approved College functions shall be either (a) or (b): a. Board of Trustees travel policy, which allows 20 cents a mile, not to exceed appropriate air fare. b. At the request of many instructors, a reimbursement schedule allowing the individual to use his own vehicle and a College credit card has been established. Therefore, reimbursement to individual students or instructors under this option considers the purchase of gas and oil on the College credit card in the individual vehicle. Interpretations Regarding Insurance and Responsibility 1. A student who takes his own car in conjunction with the district car on the same trip, is this an extension of the classroom? "YES" if taken at the request of the College and properly registered previously. 2. Will the student be reimbursed for his vehicle? "YES," according to policy above. 3. The student insurance for his own vehicle is primary and required by the California Vehicle Code as well as College of the Redwoods. 4. In case of accident involving a student or students in student car, does the College vehicle medical coverage apply? "NO," The student's own insurance is never canceled by virtue of going on an approved trip for College of the Redwoods; therefore, his medical insurance will apply for his passengers. 5. Can the instructor or student who is reimbursed by the college make claims against the college for more than the amount of the reimbursement policy? "NO," this includes vehicle use for his blown tires, any damage or medical, or mechanical breakdown. The district is not obligated financially nor is the insurance carrier. 6. The College insurance program is designed and available only for the protection of College instructors and its employees acting within the scope of their required duties. 7. All of the vehicles have been supplied with accident report forms, provided and required by the insurance company together with first-aid kits. Many of these vehicles have received two and three sets of first-aid kits. ln addition, we have given up trying to keep flares in the vehicles as they always disappear. 8. All accidents must he reported to a law enforcement immediately as well as completing the accident form. The Faculty Handbook makes the following statements appropriate to this problem: 1. When any instructor is on a field trip or other supervised activity approved by the Office of Academic Services, this becomes an extension of the College and the same coverages that are available to the College are then transferred to a person on the field trip. 2. In case the district is sued for negligence, the district liability policy is effective and covers the district's responsibility as well as that of the employee. D. Out-of-State Travel Travel expenses by employees or students at District expense after approval by the appropriate administrative personnel involved, and without any increase in budgetary allowance for the individual departments or divisions concerned, will be permitted in the states of Oregon and Washington. Travel for anyone outside the state of California beyond the three Pacific Coast States will be approved only by the College President or his/her designee. Former Administrative Regulation No. 112.01, number change only on May 1, 2012 Former Administrative Regulation No. 116.01, number change only on May 1, 2012 Approved: June, 1983 REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy Proposed BP 1200 District Mission College of the Redwoods puts student success first by providing accessible and relevant outstanding developmental, career technical, and transfer education enhanced by targeted instructional support strategies. The College partners with the community to contribute to the economic vitality and lifelong learning needs of its service area. We The College continually assesses student learning and institutional performance and practices to embrace diversity and improve upon the programs and services we offer, all to promote student learning. Reference: ACCJC Standard I.A Adopted: August 15, 1977 Amended: July 12, 2011 Amended: REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy BP 4020 PROGRAM, CURRICULUM, AND COURSE DEVELOPMENT The programs and curricula of the District shall be of high quality, relevant to community and student needs, and evaluated regularly to ensure quality and currency. To this end, the Board of Trustees directs the President/Superintendent and the Academic Senate to establish procedures for the development and review of all curricular offerings, including their initiation, development, modification, revitalization or discontinuation. These procedures shall include: • • • • • Involvement of the faculty, administration, and Academic Senate regarding program and curriculum initiation and development. The primary responsibility for curriculum resides with the faculty and the advice and judgment of the Academic Senate. Educational program initiation, development, modification, revitalization or discontinuation is mutually agreed upon by the Board or its representative and the Academic Senate. Initial justification and regular review of programs and courses. Opportunities for training of persons involved in their relevant areas of curriculum development. Consideration of labor market and other relevant information for career and technical programs. A mechanism to periodically report curriculum changes and results of program review to the Board of Trustees for the purpose of institutional decision-making. All new credit and noncredit courses, programs, certificates, and degrees must satisfy the conditions authorized by Title 5 regulations, shall be approved by the Board of Trustees, and shall be submitted to the California Community College Chancellor’s Office for approval as required. In addition, all course and program deletions shall be approved by the Board of Trustees. Credit Hour Consistent with federal regulations applicable to federal financial aid eligibility, the District shall assess and designate each of its programs as either a “credit hour” program or a “clock hour” program. The President/Superintendent will establish procedures which: • Prescribe the definition of “credit hour” consistent with applicable federal regulations, as they apply to community college districts. • • Assure that curriculum at the District complies with the definition of “credit hour” or “clock hour,” where applicable. Establish procedures for using a clock‐to‐credit hour conversion formula to determine whether a credit hour program is eligible for federal financial aid. The conversion formula is used to determine whether such a credit‐hour program has an appropriate minimum number of clock hours of instruction for each credit hour it claims. Reference: Education Code Section 70901(b), 70902(b); 78016; Title 5, Section 51000, 51022, 55100, 55130, 55150 Adopted by Board of Trustees: 05/03/2011 Amended: 9/9/91 Revised by ASPC 10/24/14; Approved by Academic Senate November 7, 2014 2 REDWOODS COMMUNITY COLLEGE DISTRICT Board of Trustees Policy BP 4020 PROGRAM AND CURRICULUM DEVELOPMENT The programs and curricula of the District shall be of high quality, relevant to community and student needs, and evaluated regularly to ensure quality and currency. To this end, the Board of Trustees directs the President/Superintendent and the Academic Senate to establish procedures for program and curriculum development. These procedures shall include: • Appropriate involvement of the faculty, administration, and Academic Senate regarding program and curriculum development. The primary responsibility for the development, modification and inactivation of curriculum resides with the faculty and the advice and judgment of the Academic Senate. Educational program development, modification, revitalization and discontinuation is mutually agreed upon by the Board or its representative and the Academic Senate. • Regular review and justification of programs and courses. • Opportunities for training of persons involved in their relevant areas of curriculum development. • Consideration of labor market and other relevant information for career and technical programs. • A mechanism to periodically report curriculum changes and results of program review to the Board of Trustees for the purpose of institutional decision-making. Recommendations on curriculum and academic programs that are in compliance with the policies and procedures adopted by the Chancellor’s Office and approved through established College of the Redwoods Administrative Procedures (AP) will be regularly forwarded to the Board of Trustees for review and action. Reference: Education Code Section 70901(b), 70902(b); 78016; Title 5, Section 51000, 51022, 55100, 55130, 55150 Adopted by Board of Trustees: 05/03/2011 Former Policy #104: “Curriculum Development,” Adopted by the Board of Trustees: 8/15/77 Amended: 9/9/91 Former Policy #122: “Educational Program Review,” Adopted by the Board of Trustees: 7/16/84 Amended: 11/4/91 3 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 4020 PROGRAM, CURRICULUM AND COURSE DEVELOPMENT College of the Redwoods is committed to the vitality and integrity of its educational offerings. Following a transparent process and using appropriate data is central to this endeavor. This procedure outlines the processes that will be used to initiate a new instructional program and develop curriculum, both credit and noncredit. Instructional Program Initiation An instructional program is defined as a discipline and/or as an organized sequence or groupings of courses leading to a defined objective such as a major (area of emphasis), degree, or certificate. In order to create and maintain a viable curriculum compatible with the Education Master Plan, the President/Superintendent or designee shall be responsible for recommending to the Board for approval all new credit and noncredit programs in accordance with the Education Code. New instructional programs are mutually agreed upon by the Board of Trustees or its representative and the Academic Senate. Program initiation requires significant commitment of resources and should only occur after serious deliberation. The following process incorporates the same criteria used to evaluate an instructional program for discontinuance. The following indicators to be considered include, but are not limited to, the following: • • • • • • • Alignment with the Chancellor’s Office priorities, the College’s mission, and accreditation standards Alignment with state and federal requirements Requirements from transfer institutions Availability of fulltime and associate faculty Budget concerns and sufficient funding Demand in the workforce Adequate facilities and equipment Instructional Program Initiation Process Step One: New Instructional Program Request A new instructional program request can be initiated by the administration, faculty, or the Academic Senate by submitting a written proposal to the appropriate Dean/Director. Proposals will be forwarded to the Chief Instruction Officer/Chief Student Services Officer (CIO/CSSO) who will consult with the Academic Senate Co-Presidents on whether to move the proposal forward to the President/Superintendent. Step Two: Appointment of the Task Force If a new instructional program request is approved by the President/Superintendent, he or she will, with consultation with Expanded Cabinet, appoint a Task Force to analyze viability of the new program. The Task Force shall be composed of the following: • • • • 2 Deans or Directors, one of which will not be directly connected to the new program Academic Senate Co-President or member of the Executive Committee 2 faculty members appointed by the Academic Senate, one of which will be a member of the division most closely aligned with the proposed program 1 representative appointed by the President The Task Force will be co-chaired by a faculty member and a Dean or Director, to be selected from and by the membership of the Task Force. The responsibilities of the co-chairs of the Task Force include, but are not limited to the following: • • • • Consultation with the Office of Institutional Research and other resources to validate information being used in determining recommendations Maintenance of objectivity and integrity during the entire process Written summary recorded for each meeting Production of a Task Force Recommendation Report Step Three: New Instructional Program Viability and Sustainability Analysis The first task is to draw up a matrix of criteria by which viability and sustainability may be assessed, for example: • • • • Best practices of other colleges Job Market analysis Develop a matrix for or set targets for the success rate with a timeline for assessment of the program Literature review 2 Step Four: Task Force New Program Recommendation Report Subsequent to review of all the relevant information, the Task Force will present a written report to the CIO/CSSO and President/Superintendent. The report will consist of: 1. A summary of the data 2. An analysis of the data 3. A detailed assessment of the institutional support for sustained program success, including budget, infrastructure, and faculty 4. Other factors considered in making the recommendation 5. The recommendation; approval, no approval, or look for alternatives such as modifying existing programs. Step Five: Decision The President/Superintendent has full responsibility and authority to implement the decision as designee of the Board of Trustees. If the President/Superintendent decides to implement the recommendation for initiation of the new program the President/Superintendent will task the appropriate administrators to work with faculty and staff to develop the new instructional program. If the decision is to initiate a new program, a corresponding commitment should be made to include adequate resources, including faculty support. If the President/Superintendent decides not to implement the recommendation for initiation of the new program, then he or she shall communicate the reasons in writing to the Expanded Cabinet and to the Academic Senate. Curriculum and Course Development Curriculum development and course development are closely related and are the primary responsibility of the Curriculum Committee and the Academic Senate. As a standing committee of the Academic Senate, the Curriculum Committee follows the procedures set forth in the current California Community Colleges Chancellor’s Office Program and Course Approval Handbook. Documentation of these processes is available on the Curriculum Committee website. Upon Curriculum Committee and Academic Senate approval, the Academic Senate recommendations are forwarded to the CIO and then to the Board of Trustees (BOT) at least once during each fall and spring term for approval. The BOT recommendation(s) shall be submitted to all required regulatory bodies for approval. New programs and courses shall be offered only after such approval has been obtained. Under the direction of the CIO, the district shall keep program and course lists updated and publicly available. Chancellor’s Office approved course information is published in the college’s catalog and in schedules. The CIO, in mutual agreement with the Academic Senate, shall set timelines for regular review of existing courses or programs as well as catalog cutoff dates. The Curriculum Committee shall publish its calendar of meetings for the year and disseminate it to all departments and offices involved in the curricular process. 3 Definition of a Credit Hour (1) An amount of student work represented in the intended learning outcomes and verified by evidence of student achievement that reasonably approximates not less than one hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class work each week for approximately fifteen weeks for one semester hour of credit, or the equivalent amount of work over a different amount of time. (2) For other academic work leading to award of credit hours (such as internships, practica, and studio work) the award of credit hours will be based on an amount of work implied by the paragraph before. (3) For asynchronous online courses, where no classroom instruction takes place per se, the assignment of credit hour will be based on the equivalent amount of work as represented by the definition above. An existing face to face course may be taught in an online format for the same credit hours provided the amount of work expected remains the same. The CIO and the Curriculum Committee are charged with the responsibility to ensure that the curriculum adheres to this requirement. The CIO and the Curriculum Committee must make a reasonable determination that proposed assignment of credit hours for new courses conforms to commonly accepted practice in higher education. Reference: Title 5 Sections 51021, 55000 et seq., and 55100 et seq.; Accreditation Standard II.A; California Community Colleges Chancellor’s Office Student Attendance Accounting Manual – Chapter 3; 34 CFR 600.2 Adopted by the Board of Trustees May 1986 Amended: 04/04/2011 Revisions approved by Academic Senate November 7, 2014 4 REDWOODS COMMUNITY COLLEGE DISTRICT AP 4020 Administrative Procedure PROGRAM AND CURRICULUM DEVELOPMENT The primary responsibility for the development, modification, and inactivation of curriculum resides with the faculty and the advice and judgment of the Academic Senate. Educational program development, modification, revitalization and discontinuation is mutually agreed upon by the Board or its representative and the Academic Senate. The formal work of the curriculum process is performed and overseen by the Curriculum Committee. The membership of the Curriculum Committee can be found in the Curriculum Committee By-Laws. The formal work includes creating or modifying programs, degrees, or certificates and developing and updating course outlines, including the identification of course learning outcomes, course content, methods of student assessment and the use of a range of delivery systems and modes of instruction. As a standing committee of the Academic Senate, the Curriculum Committee is responsible for the review and endorsement of curriculum in accordance with procedures set forth in the current California Community Colleges Chancellor’ s Office Program and Course Approval Handbook. The Curriculum Committee is also responsible for establishing and maintaining College of the Redwoods curricular processes. These processes are found at the Curriculum Committee website. Upon Curriculum Committee and Academic Senate approval, the Academic Senate recommendations are forwarded by the Chief Instructional Officer to the Board of Trustees (BOT) at least once during each fall and spring term for action. The BOT recommendation(s) will be submitted to all required regulatory bodies for approval. New programs and courses will be offered only after such approval has been obtained. Under the direction of the CIO, the district shall keep program and course lists updated and publicly available. Chancellor’s Office approved course information is published in the college’s catalog and in schedules. The CIO, in mutual agreement with the Academic Senate, shall set timelines for regular review of existing courses or programs as well as catalog cutoff dates. The Curriculum Committee shall publish its calendar of meetings for the year and disseminate it to all departments and offices involved in the curricular process. Reference: Title 5 Sections 51021, 55000 et seq., and 55100 et seq.; Accreditation Standard II.A Approved: 04/04/2011 Former Administrative Regulation #104.01, “Curriculum Development,” Approved: 5/86 Revised: 10/91 and 1/9/95, and Former Administrative Regulation #122.01, “Program Review,” Approved: 6/6/94 Revised: 1/9/95; 4/6/98; and 4/5/04 5 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 4021 PROGRAM REVITALIZATION, SUSPENSION, OR DISCONTINUATION Philosophy and Purpose The College of the Redwoods District is committed to upholding the vitality and integrity of its educational programs through processes of regular and ongoing evaluation. This may lead to instances where there are concerns about program viability and that may cause a program to be recommended to the President/Superintendent for analysis. This procedure delineates a transparent and data-driven process to consider the relevant issues and to bring an appropriate and timely resolution regarding program revitalization, suspension or discontinuation. Definition of a Program An instructional program is defined as a discipline and/or as an organized sequence or grouping of courses leading to a defined objective such as a major (area of emphasis), degree, or certificate. Consideration of Collective Bargaining Rights Nothing contained in this Administrative Procedure is intended to infringe upon, diminish, or supersede any collective bargaining rights established for employees of the District. Consideration of issues that fall under the scope of bargaining will be addressed through the regular processes established for such consideration by the District and its collective bargaining units. Program Revitalization, Suspension or Discontinuation Evaluation Process Step One: Program Analysis Request Program revitalization, suspension, or discontinuance discussions can be initiated by administration, faculty, Program Review Committee or Academic Senate. The Program Analysis Request (Appendix A) submitted to the appropriate Dean/Director shall be forwarded to the Chief Instruction Officer/Chief Student Services Officer (CIO/CSSO). The Academic Senate Co-Presidents shall be consulted on whether to move the recommendation forward to the President/Superintendent. Step Two: Appointment of the Task Force If a Program Analysis Request is approved by the President/Superintendent, a task force will be appointed. The Task Force shall be composed of the following: One Dean or Director not connected to the program One Academic Senate Co-President or their designee Two faculty members who are not members of the program or division, appointed by the Academic Senate (or designee appointed by the President if a faculty member is not available) One representative appointed by the President/Superintendent The Task Force will be co-chaired by the Dean/Director and one faculty member. The Cochairs’ responsibilities include, but are not limited to, the following: Consult with the Office of Institutional Research and other resources to gather information being used to formulate recommendations Arrange a meeting with a spokesperson from the program under review Prepare a written summary of each meeting Produce a Task Force Recommendation Report The Dean/Director and faculty who are responsible for, or teach in, the program under review will not serve as members of the Task Force but will appoint a spokesperson by consensus. The spokesperson will meet with the Task Force to provide information and perspective in the early stages of the process. The work of the Task Force is strictly confidential. Information relating to the process may only be discussed with other Task Force members. Step Three: Program Analysis Program Analysis involves completion of Appendices B and C. The Office of Institutional Research is responsible for completing the quantitative data within Appendix B. The Task Force is responsible for researching and gathering the qualitative data within Appendix C. When data collection is complete, the Dean/Director and faculty from the program shall be given the opportunity to review and/or supplement the data from Appendices B and C. The Task Force will then commence analysis of all data. Step Four: Task Force Program Recommendation Report Subsequent to review of all of the relevant information, the Task Force will prepare a report that consists of a summary and analysis of the data and a final recommendation. The report will include a tally of the final vote and reasons for any disagreement among Task Force Members. The Dean/Director responsible for and Faculty who teach in the program under review will have the opportunity to review the initial report for findings of fact and craft a formal response that shall become part of the final report. The final report shall be submitted to the CIO/CSSO and the President/Superintendent no more than sixty (60) days after formation of the Task Force unless otherwise agreed to between the CIO/CSSO and the task force co-chairs. The three possible recommendations that may be provided by the Task Force include: 1. Program Revitalization: A program may be recommended to continue with qualifications. These qualifications may include specific interventions designed to improve the viability of the program, such as training and professional development, curriculum changes, reallocation of resources, a new full-time faculty position, or restructuring the program. 2. The Task Force Recommendation Report for Program Revitalization shall include: Detailed description of recommended interventions Timeline during which these interventions will occur Expected outcomes following program revitalization Plan for program re-evaluation that includes a timeline for feedback regarding program viability from the CIO/CSSO to the President/Superintendent and Academic Senate 3. Program Suspension: A program may be recommended for one or more year’s suspension. The Task Force Recommendation Report for Program Suspension shall include: Detailed plan and recommended timeline for the suspension of the program that minimizes the impact on students, faculty, staff and the community Impact report explaining how phasing out the program for suspension will affect students, faculty, staff, and the community Amount of cost savings achieved by the program’s suspension Recommendations for how currently enrolled students may meet their educational objectives through alternative means while the program is under suspension Requirements of collective bargaining for faculty and staff, including application of policies for reduction in force and opportunities for retraining of faculty and staff, if necessary, while the program is under suspension Conditions necessary for program reinstatement (refer to AP 4020) 3. Program Discontinuance: A recommendation to discontinue a program will occur when, after a full evaluation study, it is concluded that it is no longer in the best interest of the College, its students, and the larger community for the program to continue. The Task Force Recommendation Report for Program Discontinuance shall include the following: Detailed plan and recommended timeline for phasing out the program that minimizes the impact on students, faculty, staff and the community Impact report explaining how phasing out the program will affect students, faculty, staff, and the community Amount of cost savings achieved of the program’s discontinuance Recommendations for how currently enrolled students may meet their educational objectives through alternative means Requirements of collective bargaining for faculty and staff, including application of policies for reduction in force and opportunities for retraining of faculty and staff Step Five: Decision The President/Superintendent has full responsibility and authority to implement the recommendation as designee of the Board of Trustees. If the President/Superintendent concurs with the Task Force recommendation, the President/Superintendent will direct the appropriate administrators to work with faculty and staff to create a detailed plan for implementation. If the President/Superintendent decides not to implement the recommendation for revitalization, suspension, or discontinuance, then he or she shall communicate the reasons in writing to the College community. History: Approved: July 12, 2011 Appendix A PROGRAM ANALYSIS REQUEST FORM Program Name: ____________________________________________________ This Program Analysis Request must be supported by the program review or other appropriate data and shall be submitted to the President/Superintendent. The President/Superintendent will determine if a Task Force shall be convened to evaluate the program for revitalization, suspension or discontinuance. Please check the indicators that triggered the initiation of the program revitalization, suspension or discontinuance process. Please attach the program’s most recent Program Review to this proposal request. MULTIPLE INDICATORS (please check multiple indicators below) Multiple Indicators (please check the indicators below) Enrollment has declined at least three of the last five years. FTES/FTEF is consistently below the district average, or has declined at least three of the last five years. Success rates are consistently below the district average, or have declined at least three of the last five years. Retention rates are consistently below the district average, or have declined at least three of the last five years. Program completions are consistently below the division’s district average, or have declined at least three of the last five years. Insufficient availability of courses for students to complete the program within its stated duration. Nonaligned with state, the Chancellor’s Office priorities or College mission. Nonaligned with federal and state law. Lack of available program personnel (faculty/staff). Inadequate equipment and/or facilities. Changes in the local and/or regional job market. Changes in community/student needs or interests. Change in transfer requirements. Diminished outside funding resources. Program creates financial hardship for the institution. Budget concerns and lack of sufficient funding. Outdated curriculum. Other: Name of Requestor Approved Date Denied President/Superintendent Date Appendix B If the Program Analysis Request is approved by the President/Superintendent, the Director of Institutional Research will complete the Program Analysis Form within a two-week period and submit to the co-chairs of the Task Force. The form will address all applicable criteria below for the most recent 6 terms (compared to the current district average) unless information is unavailable or not applicable. PROGRAM REVITALIZATION, SUSPENSION AND/OR DISCONTINUANCE PROGRAM ANALYSIS FORM– QUANTITATIVE DATA District Average (if applicable) 1. Total student enrollment 2. Number of class sections offered 3. Fill rates/caps 4. FTES 5. FTES/FTEF 6. Term-to term persistence of students in the program 7. Retention 8. Student Success (C or better) 9. Number of graduated/certified students from the program 10. Expense or annual cost/FTES trends 11. Labor market demand: vocational and avocational 12. Number of program/area transfers Fall 20__ Spring 20__ Fall 20__ Spring 20__ Fall 20__ Spring 20__ Appendix C PROGRAM ANALYSIS FORM – QUALITATIVE DATA This report will address all applicable criteria below unless information is unavailable or not applicable. 1. The impact the action will have on the general education curriculum or the curriculum of other programs. 2. The ability of students to complete their degree or certificate or to transfer. This includes maintaining the catalog rights of students. 3. The College’s ability or inability to provide the resources to maintain the program. 4. Balance of college curriculum (for example, ensuring the non-elimination of all of one type of programs, such as foreign languages). 5. Replication of programs in the surrounding area and their efficacy. 6. The potential impact on diversity at the College. 7. Alignment with Chancellors Office priorities, college mission, accreditation standards, and state and federal law. 8. Effects on local business and industries- i.e., declining market/industry demand (local, regional). 9. Employment outlook – regional, national and international. 10. Availability of the program at other community colleges. 11. If this is a grant-funded program, what was the agreed institutional commitment for the campus to continue this program? 12. Describe additional financial resources that would be required to sustain the program on an annual basis: Faculty compensation FT/PT Support Staff compensation Facilities costs Equipment costs Supplies cost 13. Potential impact on the community. REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 4021 PROGRAM REVITALIZATION OR DISCONTINUATION PROCESS Purpose College of the Redwoods recognizes that academic programs must be responsive to the changing needs of students and the community. Thus, a process for identifying and assessing at-risk programs for possible revitalization or discontinuation is essential for ensuring that all programs are viable and effective and that they continue to serve the mission of the college. The Revitalization or Discontinuance Process is separate from the Program Review Process. The Program Review process is formative, providing evaluation that leads to continual improvement. The Revitalization or Discontinuation Process provides a summative evaluation of a program or discipline’s viability and may lead to the termination of a program or discipline. For the purpose of this document, programs and disciplines are defined as they are for Program Review. Identification of At-Risk Programs Only programs with trends showing consistently low or continual declining enrollment, decreasing demand for service, or clear obsolescence shall be considered for discontinuance. An at-risk instructional program may be identified, on the basis of the criteria listed below, by the Chief Instructional Officer (CIO), or to the CIO by the area Director/appropriate administrator, a member of the discipline, the Program Review Chair, or the Academic Senate. A declining trend will be identified using the following key performance indicators alone or in combination: • Statistically significant consistent/continual decline in class enrollment throughout the program in four consecutive semesters • A consistently low enrollment over four consecutive semesters • Poor retention at the end of each term for four consecutive semesters • Statistically significant decline in, or consistently low rate of, student success As soon as a declining trend has been identified within a specific program and reported to the CIO, the CIO shall contact the appropriate administrator(s) responsible for the program, the Academic Senate Copresidents, and the College of the Redwoods Faculty Organization. The CIO will notify the faculty and staff working in the program and, within two work weeks of notification, will meet with representatives from each area within the program—administration, faculty, and staff. These representatives will then be responsible for disseminating the information to all employees and students in the program. Formation of Task Force The CIO will create and convene a Task Force consisting of the following members: • CIO or designee • the respective Director/appropriate Administrator(s) • a representative of Institutional Research • an academic counselor • two faculty members appointed by the Academic Senate: a) one from the program being assessed or if the program currently has no fulltime faculty, an associate faculty from the program, or a subject matter expert b) one who is not a member of the division in question • one faculty member not in the program appointed by CRFO • a representative from the industry advisory committee (for Career and Technical Education programs) Review of Data The Task Force, working with the Office of Institutional Research, will conduct a review of the program’s status, collecting and addressing as many qualitative and quantitative measures as are reasonably attainable. Data used should be based on two to five year trends and should relate to program goals as well as to the mission of the college. (See “Suggested Criteria”.) The task force will be charged with interpreting those measures. After a thorough analysis of the data, the Task Force will make a recommendation to a) strengthen the program or b) discontinue the program or c) take no action. If the program is found to be sufficient as is, the Task Force may decide that no action is necessary. With few exceptions, a recommendation for discontinuance would not be made without first recommending actions to strengthen the program. In most cases, a recommendation to discontinue would only follow failed attempts at reviving/improving the program or compelling evidence to indicate that this is not the best use of the college resources. Written Report The Task Force will issue a written report consisting of 1) a summary of the data, 2) an analysis of the data, 3) the recommendation, and 4) the factors used to make the recommendation, as well as any dissenting opinions. The report will be given to program faculty and administrators for commentary. The Task Force may revise the report if appropriate and then will send the report and commentary to the Academic Senate for discussion and a recommendation. The written report, including comments from the program faculty, administration, and the Senate, will be forwarded to the Board of Trustees for review and discussion. If the task force recommends discontinuation of the program, a community forum will be held to receive public commentary. Development of Action Plan to Strengthen Program If a recommendation for strengthening the program is made, the Task Force, in consultation with the Office of Institutional Research, the Chief Business Officer or designee, and CRFO, will develop an action plan to revitalize the program. The action plan shall include all of the following components: • a clear description of each action that will take place (See “Suggested Actions”) • a timeframe during which that action will take place; • a method and process by which the usefulness of the action will be measured; • an analysis of the fiscal impact of recommended program improvements, including any facilities, salaries and benefits, marketing, or retraining costs. Development of Action Plan to Discontinue Program If a recommendation for discontinuing the program is made, the Task Force, in consultation with the Office of Institutional Research, the Chief Business Officer or designee, and CRFO, will develop a plan to phase out the program, respecting the needs of students, fulfilling contractual obligations to faculty and staff, and addressing the concerns identified by relevant community groups at the community forum. The plan for discontinuation should address all of the following: • Effect on students currently enrolled in the program • Impact to related programs and community • Report from advisory committee (if appropriate) • Projected use of facilities • Alternatives for students • Timeline for implementation of phase out • Fiscal impact, including savings in salaries and benefits and revenue from sales of equipment and/or facilities. Any changes to the employment status of full-time faculty will be done in accordance with the current Collective Bargaining Agreement. Approval of Plan (Revitalization or Discontinuation) The action plan will be reviewed by program faculty, the Chief Business Officer, and CRFO, and revised if appropriate. The Task Force will then submit the action plan to the Academic Senate and administration for review and comment. Budget considerations should not be the primary consideration in the decision to revitalize or discontinue a program. Rather the primary consideration should be the service the program provides to the college and the community. While approval of the revitalization plan does not obligate the college to fund all recommendations in the action plan, the college will make an effort to provide resources where clearly needed. Prior to implementation, any action plan for program revitalization or discontinuation will be submitted to the Board of Trustees for discussion and action. Implementation of Action Plan to Strengthen Program If a recommendation for strengthening the program is approved, the program personnel will conduct the work and activities described in the Action Plan. The Action Plan may be amended or revised at any time during this time period by mutual consent of the CIO and the program personnel. The CIO will appoint someone from the program to submit evidence of these activities, including the assessment of the activities, at regular intervals. The CIO will meet with the program personnel to discuss information and analysis going into the progress reports. Progress will be reported to the Senate. If there has not been a statistically significant increase in key performance indicators after three semesters of the implementation of the process, the Chief Instructional Officer will reconvene the Task Force to recommend an appropriate course of action from the following: • Give the program an extension of two semesters. At the end of the extension, the committee will reconvene and re-evaluate. • Accept the program in its current state if it serves a community, instructional, or training need. • Create a new plan to improve recruitment and enrollment. This plan will then be implemented over the following three semesters. • Discontinue the program. Develop an action plan to phase out the program. Implementation of Action Plan to Discontinue Program If a recommendation for discontinuing the program is approved by the Board of Trustees, opportunities will be provided for students to complete the program or transfer to a related program. In addition, provisions will be made for adequate notification of affected faculty. Any changes to the employment status of full-time faculty will be done in accordance with the current Collective Bargaining Agreement. Immediately after the Board of Trustees has approved the program discontinuance, formal notification will be sent to all constituents: • Students currently enrolled in the program • Faculty and staff in the program • Advisory groups • Specific accreditation/certification groups • Relevant community groups Final Report The Chief Instructional Officer will issue a final report whenever an action plan has been fully implemented and the revitalized program has been “released” or the discontinued program has been fully phased out. The report will be distributed to the Academic Senate, the administration, and the Board of Trustees and will be made publicly available. In the case of discontinuation, provisions will be made for inactivating course outlines, removing the program from the college catalog, and notifying the System Office. Suggested Timelines Semester 1: program notified; task force convened; data collected and analyzed; report written Semester 2: recommendation approved by Academic Senate; action plan developed; plan approved by Board of Trustees Semester 3: action plan implemented Semester 4-5: progress monitored; action plan adapted if necessary Semester 6: action plan completed; final report issued Suggested Criteria for Evaluating Programs Measures applied to all programs Qualitative Quantitative (3-5 year trend) • Balance of curriculum across the college • Enrollment • Program consistent with mission and values of the college • Retention within courses and successful course completion • Student satisfaction • Persistence across courses within major or certificate • Previous work undertaken to strengthen program • Number of degrees and certificates awarded • Impact on related programs • Scheduling/course offering trends • Accreditation issues (ACCJC/WASC and other external accrediting bodies) • Availability of sufficient resourcesMeasures applied to Vocational and Technical Education programs Qualitative Quantitative (3-5 year trend) • Duplication or uniqueness of program in region • Employability of graduates, job availability, and placement rate • Employer satisfaction • Market trends • Advisory committee recommendations Measures applied to transfer programs Qualitative Quantitative (3-5 year trend) • Transfer program availability • Number of transfers (UC, CSU, private) • Number of transfer-ready students Measures that may also be considered Qualitative Quantitative • Constraints that may affect enrollment, completion, persistence • Industry/ market demand (non-vocational programs) • Community demand for the program • Impact on students, including underrepresented and/or at-risk students Suggested Actions to Be Included in Action Plans • Program develops plan for recruitment of targeted populations • Program initiates cooperative ventures with local employers, transfer institutions, and/or other community colleges • Enhanced career and/or academic counseling services • Adjustment of course scheduling • Articulation of programs with K-12 and/or four year and/or technical institutions • Faculty development in classroom techniques, methodology, best practices • Enhanced Student support services: tutoring, learning skills, childcare, financial aid • Identification of possible alternate funding sources Reference: Education Code 78016; Title 5 Sections 51022 and 55130 Approved: 07/12/11 Appendix A PROGRAM ANALYSIS REQUEST FORM Program Name:____________________________________________________ This Program Analysis Request must be supported by the program review or other appropriate data and shall be submitted to the President/Superintendent. The President/Superintendent will determine if a Task Force shall be convened to evaluate the program for revitalization, suspension or discontinuance. Please check the indicators that triggered the initiation of the program revitalization, suspension or discontinuance process. Please attach the program’s most recent Program Review to this proposal request. MULTIPLE INDICATORS (please check multiple indicators below) Multiple Indicators (please check the indicators below) Enrollment has declined at least three of the last five years. FTES/FTEF is consistently below the district average, or has declined at least three of the last five years. Success rates are consistently below the district average, or have declined at least three of the last five years. Retention rates are consistently below the district average, or have declined at least three of the last five years. Program completions are consistently below the division’s district average, or have declined at least three of the last five years. Insufficient availability of courses for students to complete the program within its stated duration Nonaligned with state, the Chancellor’s Office priorities or College mission Nonaligned with federal and state law Lack of available program personnel (faculty/staff) Inadequate equipment and/or facilities Changes in the local and/or regional job market Changes in community/student needs or interests Change in transfer requirements Diminished outside funding resources Program creates financial hardship for the institution Budget concerns and lack of sufficient funding Outdated curriculum Other: Name of Requestor Approved President/Superintendent Date Denied Date Appendix B If the Program Analysis Request is approved by the President/Superintendent, the Director of Institutional Research will complete the Program Analysis Form within a two-week period and submit to the co-chairs of the Task Force. The form will address all applicable criteria below for the most recent 6 terms (compared to the current district average) unless information is unavailable or not applicable. PROGRAM REVITALIZATION, SUSPENSION AND/OR DISCONTINUANCE PROGRAM ANALYSIS FORM– QUANTITATIVE DATA District Average (if applicable) 13. Total student enrollment 14. Number of class sections offered 15. Fill rates/caps 16. FTES 17. FTES/FTEF 18. Term-to term persistence of students in the program 19. Retention 20. Student Success (C or better) 21. Number of graduated/certifi ed students from the program 22. Expense or annual cost/FTES trends 23. Labor market demand: vocational and avocational 24. Number of program/area transfers Fall 2010 Spring 2011 Fall 2011 Spring 2012 Fall 2012 Spring 2013 Appendix C PROGRAM ANALYSIS FORM – QUALITATIVE DATA This report will address all applicable criteria below unless information is unavailable or not applicable. 14. The impact the action will have on the general education curriculum or the curriculum of other programs. 15. The ability of students to complete their degree or certificate or to transfer. This includes maintaining the catalog rights of students. 16. The College’s ability or inability to provide the resources to maintain the program. 17. Balance of college curriculum ( for example, ensuring the non-elimination of all of one type of programs, such as foreign languages) 18. Replication of programs in the surrounding area and their efficacy. 19. The potential impact on diversity at the College. 20. Alignment with Chancellors Office priorities, college mission, accreditation standards, and state and federal law. 21. Effects on local business and industries- i.e., declining market/industry demand (local, regional). 22. Availability of the program at other community colleges. 23. If this is a grant-funded program, what was the agreed institutional commitment for the campus to continue this program? 24. List specific financial resources required to sustain the program: Faculty compensation FT/PT Support Staff compensation Facilities costs annualized Equipment costs annualized Supplies cost annualized 25. Potential impact on the community. REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 4231 GRADE CHANGES 1.0 Course Grade Challenge The instructor of the course shall determine the grade to be awarded to each student. The determination of the student’s grade by the instructor is final in the absence of mistake, fraud, bad faith or incompetence. Any student who believes he or she has a grade grievance shall make a reasonable effort to resolve the matter on an informal basis. If the student’s concern cannot be resolved informally, this procedure outlines the course grade challenge process. The course grade challenge process is not a legal proceeding. An observer may attend meetings as support but may not act as legal counsel. When challenging a grade assigned by an instructor, the burden of proof is on the student to provide evidence of mistake, fraud, bad faith, or incompetence. Mistake: an unintentional act, omission or error by the instructor or the college. Fraud: a deception deliberately practiced in order to secure unfair or unlawful gain. Bad Faith: disregarding or changing the basis of assigning grades after publication in the course syllabus or using a system of grading other than that found in the syllabus without prior notification to the students. Incompetence: a lack of ability, legal qualification, or fitness to discharge a required duty Step 1: Discuss the Issue with the Instructor. Every attempt should be made to discuss the issue with the instructor. However, if the instructor is not available or the student does not wish to meet with the instructor, the student may proceed to Step 2. Step 2: Student Files a Grade Challenge Form. No later than the second week of the academic semester following the award of the grade, a student may file a grade challenge form and supporting evidence with the Dean/Director. The Dean/Director will forward a copy of the completed course grade challenge form and supporting evidence to the instructor. Step 3: Instructor’s Rebuttal to Grade Challenge. The course instructor is required to respond within ten (10) faculty contracted work days of their notification of the challenge. During times when faculty are not under contract to teach, the course instructor is not mandated to respond and students may need to wait until the faculty member resumes contracted work days. The instructor is responsible for providing the criteria used in determining the course grade as part of their written response. The instructor’s written response will be sent to the Dean/Director, who will forward the rebuttal to the student. If needed, additional information may be requested by the Dean/Director from the student and/or instructor. In the event that the instructor is on leave or no longer employed by the District, the Dean/Director may appoint another faculty member as a substitute in these proceedings. Step 4: Meeting with Dean/Director, Student and Instructor. Following the review of these materials, the Dean/Director shall meet with the student and the instructor together to attempt to resolve the dispute. If the student chooses not to attend this meeting the course grade challenge is terminated. The Dean/Director may request additional documentation from either student or instructor to help in the mediation process, which may require a follow-up meeting. If the course grade challenge is not resolved or terminated at this step, the student may then proceed to Step 5. Step 5: Appeal to a Course Grade Challenge Committee. If the course grade challenge is not resolved or terminated at Step 4, the student may file a written request with the Chief Instructional Officer/Chief Student Services Officer (CIO/CSSO) for a review of the evidence by a Course Grade Challenge Committee. The written request for a review must be submitted within fourteen (14) calendar days of the completion of Step 4. Failure to submit this request within fourteen (14) calendar days terminates the course grade challenge. Upon receipt of this request, the CIO/CSSO shall convene a Course Grade Challenge Committee comprised of two faculty members, two students, and the CIO/CSSO who shall serve as the non-voting chair. The CIO/Chair shall advise the student and the instructor of the date, time and location of the appeal hearing. The hearing shall be informal and shall take place before the entire Course Grade Challenge Committee. No formal witnesses representing either party may attend. However, each party may have an advocate that does not act as legal counsel. The format and duration of the hearing shall be left to the discretion of the committee. The burden of proof rests with the student. The student and the instructor shall answer questions related to the materials submitted in Steps 2-4. At the close of the hearing, the decision to affirm or deny the student’s Course Grade Challenge shall be determined by a vote of three out of four of the voting members, and shall be based solely upon substantiation of mistake, fraud, bad faith, or incompetence (Ed. Code 76232). The decision of the committee shall be final. The Committee shall submit a written report of its decision to the CIO/CSSO within three (3) working days of the hearing or review of the written record, as the case may be. The Chief Instructional Officer shall notify the instructor and the student of the outcome within three working days after receiving the Committee’s written report. The Committee’s written report shall be considered Confidential. At the conclusion of this process, all documentation will be secured in the office of the CIO/CSSO. The decision of the Course Grade Challenge Committee will be final. If the student feels they have been denied due process through these proceedings, please refer to BP 5530 Student Complaints and its procedures. 2.0 Late Withdrawal Students who have extenuating circumstances beyond their control (i.e., medical issues or military orders) may petition for a withdrawal after the deadline. Students must complete a petition, include detailed information and attach verifying documentation within one year of the term in question. 2.0 Security of Grade Records The District shall implement security measures for student records that assure no person may obtain access to student grade records without proper authorization. These measures shall be installed as part of any computerized grade data storage system. The measures implemented by the District shall include appropriate security for database access and locking mechanisms for computer stations from which student grade databases can be viewed, and strict limits on who is authorized to change student grades. Anyone authorized to change grades shall be designated by the CIO/CSSO or his/her designee. No more than five District employees may be authorized to change student grades. Only regular full-time employees of the District may be authorized to change grades. Student workers may not change grades at any time. Anyone who discovers unauthorized activity in grade databases shall notify the CIO/CSSO or his/her designee who shall immediately take steps to lock the grade storage system entirely while an investigation is conducted. If any student’s grade record is found to have been changed without proper authorization, the District will notify 1) the student; 2) the instructor who originally awarded the grade; 3) any educational institution to which the student has transferred; 4) the accreditation agency; and 5) appropriate local law enforcement authorities. Whenever a grade is changed for any reason, corrected transcripts will be sent to any educational institution to which a student has transferred. Any student or employee who is found to have gained access to grade recording systems without proper authorization, or who is found to have changed any grade without proper authority to do so, shall be subject to discipline in accordance with District policies and procedures. Any person who is found to have gained access to grade recording systems without proper authorization, or who is found to have changed any grade without proper authority to do so, shall be reported to the appropriate law enforcement agency having jurisdiction over the college where the incident occurred. References: Education Code Sections 76224 and 76232; Title 5 Section 55025 Approved: 10/03/2011 Former Administrative Procedure #528.01 “Regulations Regarding Academic Complaints,” Adopted by Board of Trustees: June 6, 1994 Revised by ASPC June 17, 2015; forward for Senate approval process Sept. 4, 2015 Grade Challenge Form Student Name: ________________________________ Date: Student Phone: ________________________________ Student ID#: _____________________ Term: _____________________ _______________________________ Course Number: ________________________________ Instructor: _____________________ Policy: The course grade given to each student shall be determined by the instructor(s) of the course and, in the absence of mistake, fraud, bad faith or incompetence, shall be final. A student who believes he or she has a grade grievance shall make a reasonable effort to resolve the matter on an informal basis. Student Request for Grade Change due to: Mistake Fraud Bad Faith Incompetence Instructions: This form should accompany all original documentation submitted by the student. Step 1: Student and instructor meet informally and if the dispute is resolved, no further action is required. If student is not satisfied with instructor explanation, or student does not wish to meet with the instructor, the student must initiate a formal course grade challenge. Date of informal meeting between Instructor and Student: ____________________ Appeal Denied Step 2: Student declined to meet informally No response from instructor A student who wishes to file a formal course grade challenge must do this no later than the second week of the academic semester following the award of the course grade. The student must submit a written appeal (including syllabus, student statement and supporting evidence) using the course grade challenge form and must make an appointment with the immediate supervisor of the instructor. Date Supervisor was notified by Student: _______________ Date Instructor was notified by Dean/Director: ________________ Step 3: The course instructor shall respond to the Dean/Director regarding the course grade challenge within ten (10) faculty contract days of being notified of the student’s grade challenge. The instructor’s written response will be forwarded to the student. Date Instructor Response Due: ______________ Date Instructor Response forwarded to Student: ______________________ Instructor’s response: Grade change: Instructor submits grade change No Grade Change: The student may proceed to Step 4 No Grade Change: Course grade challenge terminated Step 4: The Dean/Director shall meet with both the student and instructor together to attempt to resolve the dispute regarding the contested grade. Date of Meeting: _________________ Who Attended: ___________________________________________ Additional Information requested by Dean/Director from student &/or instructor: Instructor’s response: Grade change: Instructor submits grade change No Grade Change: The student may proceed to Step 4 No Grade Change: Course grade challenge terminated* * If the student chooses not to attend this meeting the course grade challenge is terminated. Step 5: If the course grade challenge is not resolved or terminated at step 4, the student may file a written request with the Chief Instructional Officer (CIO) for a review of the evidence with the Course Grade Challenge Committee. The written request for a review must be submitted within fourteen (14) calendar days of the completion of Step 4. Date request submitted to Chief Instructional Officer for Committee review of grade: _____________________ The Course Grade Challenge Committee Chair will arrange a date, time and location for the hearing. Date/Time/Location: ____________________ Student and Instructor notified The hearing shall be informal. During the hearing, student and instructor shall answer questions related to the materials submitted in steps 2 through 4. The burden of proof rests with the student. The decision to sustain the course grade shall be determined by a vote of three out of four of the voting members. The decision to change a grade shall be based solely upon substantiation of mistake, fraud, bad faith, or incompetence. The committee shall submit a written report within three (3) working days of the hearing date. The Chief Instructional Officer shall notify the student and instructor within three (3) working days after receiving the committee’s report. Grade change: Correction of Grade Change Form completed by Committee Chair/Chief Instructional Officer No Grade Change: Student notified The decision of the Course Grade Challenge Committee is Final. date: ______ Instructor notified date: _________ Signature of CIO: _________________________________________________________ Course Grade Challenge – Letter Template [Part of Step Two of the Formal Course Grade Challenge] To the student: If you have decided to pursue a grade challenge, you may use the following template to communicate your challenge in a business letter format. This is not the only acceptable format you can use, but it can help you express your concerns and reason(s) for your challenge in a clear manner. Be sure to address the specific circumstances of your situation and your grade. Limit your letter (or statement) to three pages. This letter is required as part of the documents you will submit to the instructor and the instructor’s immediate supervisor for the formal challenge. If you feel that the matter was not resolved through the discussions with the instructor and Dean/Director (steps 1 through 4), this letter will become part of the documents that you present to the Course Grade Challenge Committee. The Chair of the Course Grade Challenge Committee can assist you in determining what materials or documents you should provide for the committee. If necessary, the chair can help you clarify or articulate your concerns. Date Course Grade Challenge Committee Office of Instruction College of the Redwoods Eureka, CA 95501 To Whom It May Concern: The first paragraph should briefly state the purpose of the letter (i.e. to challenge your grade). You should mention the course name, number, and section. The middle paragraphs should present the reason(s) why the assigned grade was, in your opinion, unjustified or unfair, as outlined by the syllabus for the course and the course work you completed. You should include evidence for supporting your reasons, including references to specific assignments, exams, or other materials that might pertain to and support your case. You should not include unsubstantiated claims or malicious comments about the class, other classmates or the instructor as personal attacks. In the last paragraph, you should thank the chairperson and/or the committee for reviewing your materials and assisting you during the process. Sincerely, Signature Typed name Student ID number Enclosures: tests, etc.) Course syllabus Documentation you deem relevant to your challenge (e.g. written assignments with feedback, REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 4231 GRADE CHANGES Course Grade Challenge The course grade given to each student shall be determined by the instructor(s) of the course. The determination of the student’s grade by the instructor(s), in the absence of mistake, fraud, bad faith, or incompetence, shall be final (Ed. Code 76232). A student who has evidence that the course grade awarded to him/her by the instructor(s) of the course is based upon mistake, fraud, bad faith, or incompetence may appeal the grade by following the steps below. The course grade challenge process is not a legal proceeding. Advocates may attend but cannot act as legal counsel. Grades will be reviewed within the following context: 1. Mistake – an error in calculation, or an error in marking the roll book relevant to grades, or attendance. Additionally, mistakes may occur when physically assigning grades or when grades are scanned into the computer system. 2. Bad Faith – disregarding or changing the basis of assigning grades after publication in the course syllabus or using a system of grading other than that found in the syllabus without prior notification to the students. 3. Fraud – selling grades or asking students to perform non-relevant activity in exchange for grades. 4. Incompetence – impaired ability (due to accident or illness) to adequately judge the student’s performance. Step 1: Consultation with the Instructor(s). No later than the second week of the academic semester following the award of the grade, a student must attempt to resolve the course grade dispute through consultation with the instructor of the course. In the event the course instructor is no longer at the college, is on leave of absence, or refuses to consult with the student, the student may proceed to the next step. However, during times when faculty are not under contract to teach, the course instructor is not required to respond to requests for course grade consultation or to meet with students. Students may need to wait until the beginning of the semester following the award of the disputed course grade for a response to their request for a consultation. Upon resuming their contract to teach, the course instructor shall respond to a course grade challenge within fourteen (14) calendar days of the first instructional day of the term or within fourteen (14) calendar days of the student’s grade challenge request. Step 2: Appeal to the Instructor’s(s’) Immediate Supervisor. If the student is not satisfied with the result of Step 1, the student may appeal the matter to the instructor’s immediate supervisor using the Course Grade Challenge form. The Course Grade Challenge form may be obtained from Enrollment Services or center campus office. The student must complete the form and supply all supporting evidence in writing to the instructor’s immediate supervisor within fourteen (14) calendar days of completion of Step 1. Failure to submit these materials within fourteen (14) calendar days terminates the course grade challenge. The immediate supervisor will inform the instructor that the student has completed a course grade challenge form. The instructor is responsible for providing the criteria used in determining the course grade. Following the review of these materials, the instructor’s immediate supervisor shall meet, when possible, with the student and the instructor together to attempt to resolve the dispute regarding the contested grade. If the course grade challenge is not resolved or terminated at this step, the student may then proceed to Step 3. Step 3: Appeal to the Course Grade Challenge Committee. If the course grade challenge is not resolved or terminated at Step 2, the student may file a written request with the Chief Instructional Officer for a review of the evidence with the Course Grade Challenge Committee. The written request for a review must be submitted within fourteen (14) calendar days of the completion of Step 2. Failure to submit this request within fourteen (14) calendar days terminates the course grade challenge. Upon receipt of this request, the Chief Instructional Officer shall take the steps necessary to acquire the materials and convene a Course Grade Challenge Committee comprised of two faculty members, two students, and the Chief Instructional Officer who shall serve as the non-voting chair. It is at the committee’s discretion to determine if sufficient evidence exists to make a determination on the basis of the written record or to go to a hearing. If the committee decides to go to a hearing, the chair shall advise the student and the instructor of the date, time and location of the appeal hearing. The hearing shall be informal and shall take place before the entire Course Grade Challenge Committee. No formal witnesses representing either party may attend. However, each party may have an advocate that does not act as legal counsel. The format and duration of the hearing shall be left to the discretion of the committee. The burden of proof rests with the student. The student and the instructor shall answer questions related to the materials submitted in Step 2. At the close of the review of the written record or hearing, as the case may be, approval to sustain the course grade challenge shall be determined by a vote of three out of four of the voting members. The decision to change a grade shall be based solely upon substantiation of mistake, fraud, bad faith, or incompetence (Ed. Code 76232). The decision of the committee shall be final. The committee shall submit a written report of its decision to the Chief Instructional Officer within three (3) working days of the hearing or review of the written record, as the case may be. The Chief Instructional Officer shall notify the instructor and the student within three working days after receiving the committee’s written report. Step 4: Notification to the Board of Trustees. A student may appeal the committee’s decision to the Board of Trustees only if evidence exists that the Course Grade Challenge policy and procedures were not followed. Within 14 calendar days, the student shall notify the Chief Instructional Officer in writing identifying specifically where the process was not followed. Failure to submit this written appeal within 14 calendar days shall terminate the course grade challenge. The Chief Instructional Officer will forward the written appeal to the Board of Trustees. The Board of Trustees will review the written appeal to verify whether or not the process was followed. The Board of Trustees shall refer the matter back to the committee if it finds that the course grade challenge policy and procedures were not followed. Otherwise, the decision of the committee shall stand. Late Withdrawal Students who have extenuating circumstances beyond their control (i.e., medical issues or military orders) may petition for a withdrawal after the deadline. Students must complete a petition, include detailed information and attach verifying documentation within one year of the term in question. Security of Grade Records The District shall implement security measures for student records that assure no person may obtain access to student grade records without proper authorization. These measures shall be installed as part of any computerized grade data storage system. The measures implemented by the District shall include, but not necessarily be limited to, password protection for all student grade data bases, locking mechanisms for computer stations from which student grade data bases can be viewed, and strict limits on the number of persons who are authorized to change student grades. Persons authorized to change grades shall be designated by the Vice President of Student Development or his/her designee. No more than five District employees may be authorized to change student grades. Only regular full-time employees of the District may be authorized to change grades. Student workers may not change grades at any time. Any person who discovers that grades have been changed by someone other than the persons authorized to do so shall notify the Vice President of Student Development or his/her designee immediately. The designee shall immediately take steps to lock the grade storage system entirely while an investigation is conducted. If any student’s grade record is found to have been changed without proper authorization, the District will notify 1) the student; 2) the instructor who originally awarded the grade; 3) any educational institution to which the student has transferred; 4) the accreditation agency; and 5) appropriate local law enforcement authorities. Whenever a grade is changed for any reason, corrected transcripts will be sent to any educational institution to which a student has transferred. Any student or employee who is found to have gained access to grade recording systems without proper authorization, or who is found to have changed any grade without proper authority to do so, shall be subject to discipline in accordance with District policies and procedures. Any person who is found to have gained access to grade recording systems without proper authorization, or who is found to have changed any grade without proper authority to do so, shall be reported to the appropriate law enforcement agency having jurisdiction over the college where the incident occurred. References: Education Code Sections 76224 and 76232; Title 5 Section 55025 Approved: 10/03/2011 Former Administrative Procedure #528.01 “Regulations Regarding Academic Complaints,” Adopted by Board of Trustees: June 6, 1994 REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy BP 7384 PRE-RETIREMENT REDUCTION OF WORKLOAD A reduced workload leave of absence may be granted to regular employees who wish to reduce their workload from full-time to part-time duties in accordance with Education Code and Government Code. The President/Superintendent shall establish procedures for employees who wish to participate in a reduced workload as authorized by law, PERS, STRS, and any collective bargaining agreements entered into by the District. Reference: Education Code Sections 22713; 44922; 45139; 87483; 88038; 89516; and Government Code Sections 20815; 20900; 20905; and 53201. Approved: NEW 1 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 7384 PRE-RETIREMENT REDUCTION OF WORKLOAD ELIGIBILITY REQUIREMENTS: 1. The employee must be a member of the Public Employees Retirement System (PERS) or State Teachers Retirement System (STRS). 2. The employee must have reached the age of 55 prior to the reduction in workload and may not participate beyond the age of 70. 3. The employee must have 10 years of full-time service and the immediately preceding five years must be without a break in service. 4. Transfer to the reduced work time is optional to the employee and termination from the program requires the employee and employer consent. 5. Salary shall be a pro-rata share of the active salary that would have been earned had the employee not elected to enter the pre-retirement reduction of workload program. 6. During the reduced workload period, no benefit entitlements shall be lost, including health, survivor benefits, disability benefits, and retirement. 7. The minimum part-time employment level must be 50% of the employee’s previous full-time employment. 8. Participation in this pre-retirement reduction of workload program shall not exceed five years, nor extend beyond the end of the school year during which the employee reaches the age of 70. 9. Sabbaticals and other approved leaves do not constitute a break in service, however, such leaves are not used to compute the five-years full-time service requirement prior to entering the program. EMPLOYEE/EMPLOYER OBLIGATIONS: 1. Notification dates: An employee requesting participation in the pre-retirement reduction of workload program must apply at least 120 days in advance of the 1 period of reduced load or at a later time based on mutual consent of the District, Employee, and any representative bargaining unit, if applicable. a. The request must be initiated by the employee and forwarded through the supervisor to the appropriate senior administrator. b. Final approval of employee participation shall be obtained by the Board of Trustees through the monthly board personnel action report. 2. The employee shall pay member contributions based on the full-time earnings reported by Payroll. This will result in full service credit and benefits based on full salary levels. 3. The payroll office shall: a. Verify eligibility of the employee and maintain the necessary records to identify the employees involved in the program. b. Report to STRS or PERS employees under the reduced worktime program as if they had worked full time (i.e., report the pay rate and earnings the employee would receive if he/she works full time). 4. Participation in the program must be for a full academic year for STRS members, however, the 50% reduction may take place over the whole academic year or full time in one semester and complete leave in the other semester. 5. Unless otherwise provided through a collective bargaining agreement, the District reserves the right to deny granting a pre-retirement reduction of workload if doing so would create unusual or difficult staffing problems. A denial of participation in the program shall only be temporary and the employee may reapply for the program within the request timelines for a later date. Reference: Education Code Sections 22713; 44922; 45139; 87483; 88038; 89516; and Government Code Sections 20815; 20900; 20905; and 53201. Approved: NEW 2 REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy BP 7387 Recommend Sunset: Outdated and defined in Collective Bargaining Agreement an STRS requirements. REDUCED WORKLOAD PROGRAM Initiation of Request: The option of reduced-load employment must be exercised at the timely request of the employee and by the mutual consent of the District. Eligibility Requirements: A. The member must have reached the age of 55 prior to reduction in workload. The member's last year of eligibility is the year of his/her 70th birthday. B. The member must have been employed in a full-time position requiring certification for at least ten years, of which the immediately preceding five years were full-time employment. For purposes of the Reduced Workload Program, a member of the State Teacher's Retirement System is considered to have been employed full-time if there was as agreement between the member and the employer to perform service equal to that required by the governing board of other full-time employees in similar grades and positions to receive a full-time compensation for each day the schools of the district were maintained during the school year. On-the-job performance is not required. As long as there was an agreement to perform full-time service at the beginning of the school year, the employee will still be considered as being employed full-time if he or she is unavoidably absent due to illness, bereavement, etc., during the school year. Sabbaticals and other approved leaves do not constitute a break in service. Such leave, however, is not used to compute the five years' full-time service requirement prior to entering the program. C. The certificated member in community colleges who is a participant in good standing in the State Teachers' Retirement System may hold any position. Participation Requirements: A. The minimum Reduced Workload employment shall be the equivalent of at least half Of the number of days of service required by the contract of employment during the last year served in a full-time certificated position. This requirement can be met in many different ways. The employee can work at least 1/2 time for the complete year; full-time for at least 1/2 year, etc. The measurement of full and half workload will be by Teacher Load Units (TLU). 1 B. The member shall be paid a salary that is the pro rata share of the salary that would have been earned had the member not elected to enter the Reduced Workload Program. The salary received must be at least half the salary the member would have earned on a fulltime basis. If the member is paid less than half of the full-time salary, the minimum participation requirement will not have been met. It is mandatory that both the minimum salary and minimum employment requirements are met. If the member has a contract requiring more or actually serves more than half time, but is not paid at least half fulltime salary, the participation requirements will not have been met and the member will not be entitled to a full year of service credit. All contracts will be written to provide for more work than half time so that the member who takes an unanticipated leave for bereavement, illness, etc., and is docked, will still meet the minimum equivalent of half the number of days and be paid at least half salary. If this cannot be done, the member must make up any days docked in the same school year if the participation requirements are to be met. C. The employer and employee must contribute to the STRS 12.50% and 8%, respectively, of the full-time compensation the employee would have earned if employed on a fulltime basis. D. The employee cannot participate in the plan for more than five years or beyond the year in which the 70th birthday falls, whichever comes first. During the period of participation, the employee is entitled to all other rights and benefits for which payments are made that would be required if employed full-time, including health benefits as provided in Section 53201 of the Government Code. The employee failing to meet any of the above requirements will receive only that service credit based on the ratio of earnings to earnable salary, and will not receive the service credit that would have been received if employed on a full-time basis. Administrative Requirements: A. The agreement or contract must be executed by the employer and member, in writing, and submitted to the State Teachers' Retirement System through the County Superintendent of Schools to arrive at STRS at least 15 days prior to the participation in the Reduced Workload Program at the beginning of the school year or before the beginning of the second half of the school year, if only the second half is to be considered Reduced Workload service. B. The participant must be identified and reported to STRS in accordance with the County/District Procedures Manual instructions. C. Contributions for the participant and employer must be submitted to STRS based on the amount the participant would have earned if employed on a full-time basis regardless of the schedule of employment. Former Board of Trustees Policy No. 336, number change only on August 7, 2012 2 Adopted by Board of Trustees: February 2, 1982 Revised: August 5, 1985 3 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 7387-P PRE-RETIREMENT REDUCTION OF WORKLOAD FOR PERS MEMBERS ELIGIBILITY REQUIREMENTS: 1. The employee must be a member of the Public Employees Retirement System (PERS. 2. The employee must have reached the age of 55 prior to the reduction in workload and may not participate beyond the age of 70. 3. The employee must have 10 years of full-time service and the immediately preceding five years must be without a break in service. 4. Transfer to the reduced work time is optional to the employee and termination from the program requires the employee and employer consent. 5. Salary shall be a pro-rata share of the active salary that would have been earned had the employee not elected to enter the pre-retirement reduction of workload program. 6. During the reduced workload period, no benefit entitlements shall be lost, including health, survivor benefits, disability benefits, and retirement. 7. The minimum part-time employment level must be 50% of the employee’s previous fulltime employment. 8. Participation in this pre-retirement reduction of workload program shall not exceed five years, nor extend beyond the end of the school year during which the employee reaches the age of 70. EMPLOYEE/EMPLOYER OBLIGATIONS: 1. Notification dates: An employee requesting participation in the pre-retirement reduction of workload program must apply at least 120 days in advance of the period of reduced load or at a later time based on mutual consent of the District, Employee, and any representative bargaining unit, if applicable. a. The request must be initiated by the employee and forwarded through the supervisor to the appropriate senior administrator. b. Final approval of employee participation shall be obtained by the Board of Trustees through the monthly board personnel action report. 2. The employee shall pay member contributions based on the full-time earnings reported by Payroll. This will result in full service credit and benefits based on full salary levels. 3. The payroll office shall: a. Verify eligibility of the employee and maintain the necessary records to identify the employees involved in the program. b. Report to PERS employees under the reduced worktime program as if they had worked full time (i.e., report the pay rate and earnings the employee would receive if he/she works full time). 4. Unless otherwise provided through a collective bargaining agreement, the District reserves the right to deny granting a pre-retirement reduction of workload if doing so 1 would create unusual or difficult staffing problems. A denial of participation in the program shall only be temporary and the employee may reapply for the program within the request timelines for a later date. Reference: Education Code Sections 22713; 44922; 45139; 87483; 88038; 89516; and Government Code Sections 20815; 20900; 20905; and 53201. Approved: 2 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 7387-S PRE-RETIREMENT REDUCTION OF WORKLOAD FOR STRS MEMBERS ELIGIBILITY REQUIREMENTS: 1. The employee must be a member of the State Teachers Retirement System (STRS). 2. The employee must have reached the age of 55 prior to the reduction in workload and may not participate beyond the age of 70. 3. The employee must have 10 years of full-time service and the immediately preceding five years must be without a break in service. 4. Transfer to the reduced work time is optional to the employee and termination from the program requires the employee and employer consent. 5. Salary shall be a pro-rata share of the active salary that would have been earned had the employee not elected to enter the pre-retirement reduction of workload program. 6. During the reduced workload period, no benefit entitlements shall be lost, including health, survivor benefits, disability benefits, and retirement. 7. The minimum part-time employment level must be 50% of the employee’s previous fulltime employment. 8. Participation in this pre-retirement reduction of workload program shall not exceed five years, nor extend beyond the end of the school year during which the employee reaches the age of 70. 9. Sabbaticals and other approved leaves do not constitute a break in service, however, such leaves are not used to compute the five-years full-time service requirement prior to entering the program. EMPLOYEE/EMPLOYER OBLIGATIONS: 1. Notification dates: An employee requesting participation in the pre-retirement reduction of workload program must apply at least 120 days in advance of the period of reduced load or at a later time based on mutual consent of the District, Employee, and any representative bargaining unit, if applicable. a. The request must be initiated by the employee and forwarded through the supervisor to the appropriate senior administrator. b. Final approval of employee participation shall be obtained by the Board of Trustees through the monthly board personnel action report. 2. The employee shall pay member contributions based on the full-time earnings reported by Payroll. This will result in full service credit and benefits based on full salary levels. 1 3. The payroll office shall: a. Verify eligibility of the employee and maintain the necessary records to identify the employees involved in the program. b. Report to STRS employees under the reduced worktime program as if they had worked full time (i.e., report the pay rate and earnings the employee would receive if he/she works full time). 4. Participation in the program must be for a full academic year, however, the 50% reduction may take place over the whole academic year or full time in one semester and complete leave in the other semester. 5. Unless otherwise provided through a collective bargaining agreement, the District reserves the right to deny granting a pre-retirement reduction of workload if doing so would create unusual or difficult staffing problems. A denial of participation in the program shall only be temporary and the employee may reapply for the program within the request timelines for a later date. Reference: Education Code Sections 22713; 44922; 45139; 87483; 88038; 89516; and Government Code Sections 20815; 20900; 20905; and 53201. Approved: REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy BP 7387 Number Update only from Board of Trustees Policy No. 336 REDUCED WORKLOAD PROGRAM Initiation of Request: The option of reduced-load employment must be exercised at the timely request of the employee and by the mutual consent of the District. Eligibility Requirements: A. The member must have reached the age of 55 prior to reduction in workload. The member's last year of eligibility is the year of his/her 70th birthday. B. The member must have been employed in a full-time position requiring certification for at least ten years, of which the immediately preceding five years were full-time employment. For purposes of the Reduced Workload Program, a member of the State 2 Teacher's Retirement System is considered to have been employed full-time if there was as agreement between the member and the employer to perform service equal to that required by the governing board of other full-time employees in similar grades and positions to receive a full-time compensation for each day the schools of the district were maintained during the school year. On-the-job performance is not required. As long as there was an agreement to perform full-time service at the beginning of the school year, the employee will still be considered as being employed full-time if he or she is unavoidably absent due to illness, bereavement, etc., during the school year. Sabbaticals and other approved leaves do not constitute a break in service. Such leave, however, is not used to compute the five years' full-time service requirement prior to entering the program. C. The certificated member in community colleges who is a participant in good standing in the State Teachers' Retirement System may hold any position. Participation Requirements: A. The minimum Reduced Workload employment shall be the equivalent of at least half of the number of days of service required by the contract of employment during the last year served in a full-time certificated position. This requirement can be met in many different ways. The employee can work at least 1/2 time for the complete year; full-time for at least 1/2 year, etc. The measurement of full and half workload will be by Teacher Load Units (TLU). B. The member shall be paid a salary that is the pro rata share of the salary that would have been earned had the member not elected to enter the Reduced Workload Program. The salary received must be at least half the salary the member would have earned on a full­ time basis. If the member is paid less than half of the full-time salary, the minimum participation requirement will not have been met. It is mandatory that both the minimum salary and minimum employment requirements are met. If the member has a contract requiring more or actually serves more than half time, but is not paid at least half full-time salary, the participation requirements will not have been met and the member will not be entitled to a full year of service credit. All contracts will be written to provide for more work than half time so that the member who takes an unanticipated leave for bereavement, illness, etc., and is docked, will still meet the minimum equivalent of half the number of days and be paid at least half salary. If this cannot be done, the member must make up any days docked in the same school year if the participation requirements are to be met. C. The employer and employee must contribute to the STRS 12.50% and 8%, respectively, of the full-time compensation the employee would have earned if employed on a full­ time basis. 3 D. The employee cannot participate in the plan for more than five years or beyond the year in which the 70th birthday falls, whichever comes first. During the period of participation, the employee is entitled to all other rights and benefits for which payments are made that would be required if employed full-time, including health benefits as provided in Section 53201 of the Government Code. The employee failing to meet any of the above requirements will receive only that service credit based on the ratio of earnings to earnable salary, and will not receive the service credit that would have been received if employed on a full-time basis. Administrative Requirements: A. The Agreement or contract must be executed by the employer and member, in writing, and submitted to the State Teachers' Retirement System through the County Superintendent of Schools to arrive at STRS at least 15 days prior to the participation in the Reduced Workload Program at the beginning of the school year or before the beginning of the second half of the school year, if only the second half is to be considered Reduced Workload service. B. The participant must be identified and reported to STRS in accordance with the County/District Procedures Manual instructions. C. Contributions for the participant and employer must be submitted to STRS based on the amount the participant would have earned if employed on a full-time basis regardless of the schedule of employment. Former Board of Trustees Policy No. 336, number change only on August 7, 2012 Adopted by Board of Trustees: February 2, 1982 Revised: August 5, 1985 4