Page 1
REDWOODS COMMUNITY COLLEGE DISTRICT
College Council
3:00 p.m. - Board Room
Monday, September 26, 2011
College Council 09/26/2011
AGENDA
1. Minutes Dated September 12, 2011 (Page 3)
UNFINISHED BUSINESS
2. BP/AP 3260 ‘Participatory Governance’ (Doug)
a. Update on feedback mechanism
3. Budget Exigency (Lee) (Page 9)
4. BP/AP 3050 ‘Institutional Code of Ethics’ (Utpal)
5. AP 2511 ‘College Council’ (Utpal) (Page 11)
***********END OF CONSTITUENT REVIEW****************
6. BP/AP 5010 ‘Admissions and Concurrent Enrollment’ (Cheryl) (Page 15)
************END OF CONSTITUENT REVIEW****************
7. AP 5011 ‘Admissions and Concurrent Enrollment of Special Part-Time High School
Students’ (Cheryl) (Page 23)
************END OF CONSTITUENT REVIEW****************
8. BP/AP 5030 ‘Fees’ (Cheryl) (Page 29)
************END OF CONSTITUENT REVIEW****************
9. AP4103 ‘Work Experience’ (Roxanne) (Page 47)
************END OF CONSTITUENT REVIEW****************
NEW BUSINESS
10. BP/AP 5205 ‘Student Accident Insurance’ (Cheryl) (Page 49)
11. BP/AP 5040 ‘Student Records, Directory Information, and Privacy’ (Cheryl) (Page53)
12. AP 5031 ‘Instructional Materials Fees’ (Cheryl) (Page 69)
Policy and Procedure Tracking
Number
AP4024
AP 2411
Misc
Misc
Misc
AP3410
Misc
BP/AP 5055
AP2435
AP305.03
AP 3435
BP/AP 3430
BP/AP 7310
BP/AP 5210
BP/AP 3260
AP5012
BP 1100
BP/AP 3600
Title
Definition of a Credit Hour (Interim)
Interim Policies
Policy and Procedure Revision Inventory
Section 508 : Access to Info and Data
College Council and the Brown Act
Nondiscrimination
Grant Funded Faculty Conversion Process
Enrollment Priorities
Evaluation of PZ/Superintendent
Priorities for Tenure Track Faculty Positions
Discrimination and Harassment Investigations
Prohibition of Harassment
Nepotism
Communicable Diseases
Participatory Governance
International Students
The Redwoods Community College District
Auxiliary Organizations
Status
Interim policy AP4024 implemented 05/02/11
Interim Policy on interim policies implemented 05/02
Doug to draft comprehensive inventory
Mark Winter to investigate issue and report to Council
Dave and Doug to draft evaluations
Council request review of best practices
Dave seeking best practices. Rox seeking legal
ASPC/Student Services to collaborate on revision
Tabled pending BOT discussion
Draft under Expanded Cabinet Review
Constituent Review ends 11/07/2011
Constituent Review ends 11/07/2011
Constituent Review ends 11/07/2011
Constituent Review ends 10/10/2011
Constituent Review ends 10/10/2011
Constituent Review ends 10/10/2011
Constituent Review ends 10/10/2011
Constituent Review ends 10/10/2011
Page 2
College Council 09/26/2011
Page 3
REDWOODS COMMUNITY COLLEGE DISTRICT
College Council 09/26/2011
Minutes of the College Council
7351 Tompkins Hill Road, Eureka, CA, Board Room
Monday, September 12, 2011
MEMBERS
PRESENT
Mark Winter, Mike Richards, Peter Blakemore (for John Johnston), Ron
McQueen, Marcia Williams (phone), Mark Renner, Utpal Goswami, Lee
Lindsey, Keith Snow-Flamer, Roxanne Metz, Ahn Fielding
MEMBERS
ABSENT
Alles Rebel (ASCR), Alise Hubner (ASCR), Jose Ramirez, KT Rep
CALL TO ORDER
Utpal Goswami called the meeting to order at 3:00 p.m.
MINUTES
The minutes of 08/01/2011 were approved as presented.
UNFINISHED
BUSINESS
UPDATE ON
ACCREDITATION
VISIT
Utpal Goswami reported that the chair (Dr. Bill Scroggins) and assistant chair
(Dr. Terri Long) of the comprehensive accreditation self-study visiting team
conducted a pre-visit to the CR Eureka Campus on Friday September 2, 2011.
Utpal reported that Dr. Scroggins and Dr. Long shared a few preliminary
findings regarding CR’s self-study:
1. The self-study is honest, thorough, and well written
2. The team has been primed that ‘…we (CR) have a history with the
commission…’ and that the team would be conducting a ‘thorough visit.’
3. As the team read the document they saw disconnect between how we
described the last two years and previous periods. Many initiatives had
been introduced in the past and enhanced later on; not everything is
new. If what we call an initiative is actually an enhancement to an
existing process, we are more likely to meet the accreditation standard
at some level.
4. Some planning agenda items described in the study must be addressed
by the time the commission arrives, such as adoption of the governance
document, clarity and proof that we are following planning processes,
and general education assessment.
AP 5400
ASSOCIATED
STUDENTS
Support staff noted that the constituent review period for the draft AP 5400,
authored by ASCR representatives and ASCR advisor Kintay Johnson, ended
on 09/12/2011.
Based on constituent feedback the Council suggested the following revisions to
the draft:
1. Instead of listing the geographic locations that make up the district, AP
5400 should note “The District consists of the campus, education
centers, and instructional sites as described by BP 1100.”
2. Sentence five should read “The Associated Students Organization shall
follow all policies established in the Associated Students Organization
Constitution and Bylaws.”
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Minutes-College Council
Page 2 of 5
September 12, 2011
College Council 09/26/2011
ACTION A motion was made, seconded and passed unanimously to approve as revised
AP 5400 ‘Associated Students.’
BP/AP 3260
PARTICIPATORY
GOVERNANCE
Utpal reported that the participatory governance language under consideration
had undergone extensive review and revision and that the current document
presented the participatory governance language in policy and procedure
format.
The Council concluded that the feedback and revision process regarding the
participatory governance document ought to be facilitated through an open
forum so that dialogue can conclude and agreed upon revisions can be
executed prior to the October 10, 2011 Council meeting.
A motion was made, seconded and passed unanimously to distribute BP and
AP 3260 for a constituent review period ending on 10/10/2011.
AP 4231 GRADE
CHANGES
Utpal Goswami reminded the Council that College Council had approved and
forwarded BP and AP 4231 ‘Grade Changes’ to the Board of Trustees on June
6, 2011. Utpal went on to summarize feedback submitted by individual trustees
at the July 12, 2011 Board of Trustees meeting regarding AP 4231:
 Step one establishes a two-week limit (after the start of the subsequent
term) within which a student must file their course grade challenge. Two
weeks is too restrictive.
 Step three describes the make-up of a course grade challenge
committee. Step three does not allow the student to challenge the
make-up of the committee.
 The wording regarding the voting process is unclear (step three,
paragraph three).
Utpal noted that at the Board’s request, the Board would now receive draft
policies and procedures when distributed for constituent review. Utpal noted
that the Board hoped to be able to ask questions regarding qualitative content
prior to any first review at the Board meetings.
The Council discussed the time limit to challenge a grade and concluded that
‘two weeks after the start of the subsequent term’ would allow a minimum of six
weeks and up to three months plus two weeks for students to challenge
grades, and that the time limit proposed was actually much more lenient than
what the current CR regulation allows. No member of the Council suggested
changing the language regarding the time-limit.
The Council discussed whether students ought to be able to challenge the
course grade challenge committee structure. The following arguments were
offered:
 Other committees formed to address student issues have no process for
challenges to committee make-up
 The voting members of the committee are two faculty and two students.
The students are selected by ASCR to serve on the committee.
 The student levying the grade challenge may offer opinion to the VPI
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Minutes-College Council
Page 3 of 5
September 12, 2011
College Council 09/26/2011
regarding the make-up of the committee
No member of the Council suggested changing the language regarding the
course grade challenge committee structure.
A suggestion was made to amend the first sentence of step three, paragraph
three, as follows:
At the close of the review of the written record or hearing, as the case
may be, approval of the course grade challenge shall be determined
by a vote of three out of four of the voting members.
ACTION A motion was made, seconded, and passed unanimously to forward the
revised AP 4231 to the Board of Trustees for information.
AP 5012
INTERNATIONAL
STUDENTS
Cheryl Tucker reported that at Council’s first review of AP 5012 questions were
raised regarding the language on fee exemptions. Cheryl reported the details
regarding fee exemptions were most appropriately addressed in AP 5020 ‘NonResident Tuition’ and that the language was removed from AP 5012.
A motion was made, seconded and passed unanimously to distribute AP 5012
for a constituent review period ending on 10/10/2011.
NEW BUSINESS
BP 1100
REDWOODS
COMMUNITY
COLLEGE
DISTRICT
Support staff reviewed the Board Related Policy Committee’s 11 step policy
and procedure revision process and noted that BP 1100 (which establishes
naming rights to the District and notes the District’s geographic teaching
locations) was at step eight; “CR President gives the draft to College Council
and all constituents for comment…”
Support staff asked Council members to review draft BP 1100 and submit
feedback via the “submit feedback electronically” button located near the
bottom of the BP 1100 update packet.
BP/AP 2714
DISTRIBUTION OF
TICKETS OR
PASSES
Support staff reported that draft BP/AP 2714 had been distributed to all as per
step three of the BRPC’s 11 step policy and procedure revision process, and
that the BRPC encouraged constituents to submit feedback via the “submit
feedback electronically” button located near the bottom of the BP/AP 2714
update packet.
Utpal noted that since Title 2 of the Fair Political Practices Commission
Regulations required that “Any distribution of tickets or passes…must be made
pursuant to a written policy duly adopted by legislative or governing body of the
agency…” the BRPC had brought forward the draft policy and procedure
addressing the topic.
AP 3435
DISCRIMINATION
AND HARASSMENT
INVESTIGATIONS
Support staff noted that AP 3435 described the discrimination or harassment
complaint process and that AP 3435 complimented BP and AP 3430
‘Prohibition of Harassment.’
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Minutes-College Council
Page 4 of 5
September 12, 2011
College Council 09/26/2011
Ahn Fielding noted that CR’s draft AP 3435 closely followed the CCLC
suggested language for AP 3435.
A motion was made and seconded to distribute AP 3435 for a 60 day
constituent review period.
The Council discussed the relationship amongst academic freedom and other
laws and regulations. Mike Richards noted that he would investigate whether
the CA State Academic Senate had authored a position paper on the issue.
The Council concluded that the 60 day review period would allow adequate
time to address disagreements regarding the language of BP/AP 3430 and AP
3435.
ACTION The motion passed unanimously to distribute AP 3435 for a 60 day review
period.
BP/AP 3600
AUXILIARY
ORGANIZATIONS
Lee Lindsey reported that BP and AP 3600 were modeled after the CCLC
league templates and that if adopted the language would replace existing BP
204.
Lee commented that CR’s auxiliary organizations meet the requirements
outlined in the CCLC templates.
ACTION A motion was made, seconded, and passed unanimously to distribute BP/AP
3600 for a 30 day constituent review period.
BP/AP 7310
NEPOTISM
Keith Snow-Flamer reported that draft BP and AP 7310 were authored
referencing the CCLC templates and Palomar College. Keith reported that
7310 would replace existing CR Policy 332/424 ‘Employment of Relatives.’
ACTION A motion was made, seconded and passed unanimously to distribute BP/AP
7310 for a 60 day constituent review.
BP/AP 5210
COMMUNICABLE
DISEASES
Cheryl Tucker reported that Michelle Hancock, Joe Hash, and Health Center
personnel had authored BP and AP 5210 utilizing league templates and that
the PPRS had reviewed the work.
ACTION A motion was made, seconded and passed unanimously to distribute BP/AP
5210 for a 30 day constituent review.
BP/AP 5205
STUDENT
ACCIDENT
INSURANCE
Discussion postponed till 09/26/2011 Council meeting.
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Minutes-College Council
Page 5 of 5
September 12, 2011
College Council 09/26/2011
BP/AP 5040
STUDENT
RECORDS,
DIRECTORY
INFORMATION,
AND PRIVACY
Discussion postponed till 09/26/2011 Council meeting.
AP 5031
INSTRUCTIONAL
MATERIALS FEES
Discussion postponed till 09/26/2011 Council meeting.
ADJOURN
DE
Utpal Goswami adjourned the meeting at 4:40 p.m.
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College Council 09/26/2011
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College Council 09/26/2011
DRAFT – FOR DISCUSSION ONLY – 091011 Instructional Exigency Plan Due to Adverse Budget Environment In the event of a significantly adverse budget environment and only after all other budget reductions have been considered and acted upon by the Budget Planning Committee, the President may declare that instructional side cuts for budgetary reasons are necessary and will provide written justification for the declaration (For example: unrestricted general fund equity forecasted to fall below a 5% minimum balance for more than one fiscal year, state funding for student enrollments forecasted to significantly decline, etc. ). Then, the Instructional Exigency Committee will be formed to consider relevant factors and make recommendations to the President. The committee will consist of the following eight members: 
College President (ex officio and non‐voting) 
Vice President of Instruction (or designee. Will serve as Co‐Chair) 
Academic Senate Co‐Presidents (One of whom will serve as the other Co‐Chair) (ex officio and non‐
voting) 
CRFO Representative 
One designated faculty representative from Program Review Committee (assigned by the AS Co‐Presidents (ex officio and non‐voting) 
Director of Institutional Research (or designee) 
Vice President of Administrative Services 
One of the Administrative Co Chairs of the Budget Planning Committee 
Deans and Directors of Academic, CTE, and Instructional Programs (members as determined by administration) The President will call the first meeting and provide the following information at the first meeting: 
Committee’s charge. 
Full financial disclosure. The committee will be provided a written justification for instructional cuts including other budget non programmatic or non‐instructional reductions, dollar amount required. Implications of all budget cuts, including instructional program discontinuation, suspension, or workforce reduction, to the 50% law. Dollar amount. Amount of required budget cut, Any additional contingency cut, and a written justification if the amounts differ from the recommendation of the Budget Planning Committee, will be provided. or if the Budget Planning Committee was not Page 10
DRAFT – FOR DISCUSSION ONLY – 091011 College Council 09/26/2011
consulted. The required budget cut cannot reduce the District’s expenditure for instructional costs below the 50% criterion (50% Law.) 
Prohibited subjects. The committee will avoid discussions or recommendations on negotiable issues related to collective bargaining or confidential matters. 
Avoid rumors. Until the committee publishes its recommendations, the committee will avoid discussing its work outside of the committee, except as necessary to complete the committee’s charge. 
Deadline. A deadline, of not less than 30 days from the date of the first meeting, for the committee to complete its work and submit its written recommendation to the President. 
To prepare for and attend these committee meetings, the President may excuse committee members from other committee work in the event of meeting conflicts. Because sufficient time may not be available to perform in‐depth research and develop reports, the committee will primarily rely on readily available data and reports. The Committee may consider the Executive Summaries from the Program Review Committee and a breakdown of the cost of programs and/or disciplines from Administrative Services, as well as any relevant data from Institutional Research on enrollment, student‐faculty ratio, persistence, degree or certificate completion, transfer data, marketplace data, or any other relevant information. The Committee may consider the impact of the budget cuts as a whole on the college’s ongoing operations and may adjust its recommendations to reduce disruptions to students and to position the college for academic and financial stability, while still meeting the required budget cut amount. Using a process to be determined by the committee, the committee will locate program(s) and/or disciplines, prioritize them, ranking from high‐low (in order of potential cuts) and listing the expected budget impact of each program. The recommendations will be made by a simple majority vote. from by the administrative members of the committee. Any member may abstain from voting. After compiling the ranked order list of program/discipline recommendations, the committee will forward the recommendations to CRFO and the Administration for negotiations (per the Collective Bargaining Agreement). Page 11
College Council 09/26/2011
Constituent Review Ends 09/26/11
REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
Proposed AP 2511
COLLEGE COUNCIL
The Scope of the College Council Committee (College Council Approved 05/03/10)
Revised 07/26/2011
The Redwoods Community College District shall establish is committed to create participatory
governance structures which are efficient, effective, and which allow for broad participation in
the decision-making process. The District seeks to build understanding and trust among various
groups in the College through open collaboration and shared responsibility. The College Council
is a the apex district-wide constituent based collegial consultation body that includes
representatives from all of the District’s constituent groups. College Council helps ensure that
policies and procedures are developed and revised following the collegial consultation process
and all relevant constituent input is given due consideration.
College Council receives drafts of policy and procedure from the appropriate constituents,
reviews and suggests revisions when appropriate, and either sends these documents back to the
constituent group that wrote it for any necessary revision or can, if deemed appropriate, create an
ad hoc committee (or a subcommittee) for revisions to drafts or resolution of competing drafts.
After such revisions, College Council also shall seeks all constituents’ input on the proposed
board policy (BP) and/or administrative procedure (AP) before making a final recommendation
by majority vote recommending final approval. Final recommendations by the College Council
are sent to the President/Superintendent.
The College Council is then responsible for approving recommendations on BPs and APs. Once
the College Council has confirmed that a policy or procedure has gone through the shared
governance process, the recommendation is sent on to the President/Superintendent. The
President/Superintendent is responsible for taking revisions and new policies and procedures to
the Board of Trustees for approval (BPs) or for informational purposes (APs).
College Council also reviews the actions of the Cabinet, Academic Senate, the Integrated
Planning Functional Committees, and the Budget Planning Committee.
Members convey information from the Council to their constituent groups and from their groups
to the Council. Members represent their constituents’ views to the College President who serves
as Council Chair. The Council serves to advise the College President before implementation of
the recommendations.
The College Council may develop and adopt operating procedures to ensure efficient, effective
and timely decision-making. Though they are not part of AP 2511, the current operating
procedures of the College Council will be attached to AP 2511 so that the information is readily
available to all.
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College Council 09/26/2011
Constituent Review Ends 09/26/11
CollegeCouncilMembership
Constituent Representation on the College Council is as follows:
Academic Senate (2)
CRFO (1)
CSEA (2)
ASCR (2)
Del Norte (1)
Mendocino (1)
President/Superintendent (1)
Vice President of Administrative Services (1)
Vice President of Instruction (1)
Vice President of Student Services (1)
Director of Human Resources (1)
Managers’ Council (1)
Klamath Trinity Instructional Site (Non-Voting)
References: See BP 2510
Approved: xx/xx/xxxx
Former Administrative Regulation #202.01: “Policy Development Committee,” Adopted by Board of Trustees:
10/75
Amended: 8/77, 4/81, 9/85, 7/86, 11/89, 11/05
College Council Operating Procedures (College Council Approved 05/03/10)
(to be included as an attachment to AP2511)








College Council will meet semi-monthly during the fall and spring semesters. One
meeting per month shall be dedicated to policy and procedure revision and one meeting
per month shall be dedicated to general business and communication.
College Council will conduct business only when there is a quorum of 50 percent +1 of
its voting membership.
College Council will utilize Robert’s Rules in its meetings.
College Council requires that documents be distributed to College Council members at
least one week prior to the College Council meeting in which those documents will be
discussed.
When an item moves from discussion to action, a roll call vote must be afforded the
membership, so the voting can be recorded.
College Council can accept proposed policy or procedure revisions from constituent
groups. If the group has no purview over the issue, College Council may direct a
different and more appropriate constituency to draft the policy or procedure.
College Council may also appoint an ad hoc committee to draft policy or procedure when
appropriate.
When a policy or procedure draft comes before College Council, the membership may
suggest revisions, based upon the draft itself, the League for California Community
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College Council 09/26/2011
Constituent Review Ends 09/26/11




Colleges templates (available upon their website), state law, education code, or any other
relevant statutes. Also, College Council strongly encourages constituents to use a “best
practices” approach by looking at what other Community Colleges are doing state-wide.
If revisions are suggested, College Council will send the policy or procedure back to the
constituent group that wrote the document for further revision.
College Council may also appoint an ad hoc committee to revise policy or procedure
when appropriate.
Once College Council is satisfied with a policy or procedure draft, the document will be
sent out to all constituents for 90 days for comment. College Council may extend or
shorten the review period after considering the complexity and impact of the proposed
revision.
After all constituent groups have provided feedback, College Council may make further
revisions to the document, or it may vote to recommend the policy or procedure and
move it to the President/Superintendent.
Once the policy or procedure has been recommended for approval, it moves on to the
President/Superintendent, who then brings it to the Board of Trustees for approval (BPs)
or informational purposes (APs).
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College Council 09/26/2011
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College Council 09/26/2011
Board Policy / Administrative Procedure Cover Sheet
Title of Policy/Procedure: Admissions and Concurrent Enrollment
This section to be completed by author
Author: Name and contact info
Originating Department/Division
New or Revision
BP/AP numbers
Former BP/AR numbers
Authors:
Research
 List pertinent codes researched (Ed
Code/Title 5, etc.)
 List other colleges researched
 Other references
Sr. Administrator Review (Name, date, and
comment)
Date submitted to PPRS
Comments:
Cheryl Tucker x4293
Admissions & Records/Student Services
Revision
BP 5010
BP 502 Enrollment of Minors
Kathy Goodlive, Cheryl Tucker
Ed Code Sections 48800-48802, 76000, 76001,
76002; labor Code Section 3077
Mt. San Antonio, North Orange County, Lost
Angeles County, Gavilan, Riverside, College
of the Sequoias, Palo Verde
6/28/11
This section to be completed by Policy and Procedure Review Subcommittee (PPRS)
PPRS Contact and contact info
Sue Alton, sue-alton@redwoods.edu x 4199
Format cleared (i.e. titles, font, style)
OK
Same
language except #1 – CCLC states “Any
Content reviewed with CCLC format
person over the age of 18 and possessing a high
school diploma or its equivalent.” Attachment
removed “over the age of 18.”
Quick scan of codes - ok
Legal concerns
See comment box below
Date returned to originator
Date submitted to College Council
7/22/11
Comments: Recommend legal review regarding #1.
The following colleges included over the age of 18: Gavilan, Palomar, North Orange, Cerritos,
Palo Verde, Sequoias
The following colleges did not include over the age of 18: Yuba, Los Angeles
College Council Tracking
Page 16
College Council 09/26/2011
45 day constituent review ends 09/26/11
First Review
Back to PPRS
30/90 day Review
Second Review
Date sent to Board of Trustees
Date approved by Board of Trustees
6/28/11
08/01/11
45 day constituent review ends 09/26/11
Page 17
College Council 09/26/2011
45 day constituent review ends 09/26/11
REDWOODS COMMUNITY COLLEGE DISTRICT
Board of Trustees Policy
Proposed BP 5010
ADMISSIONS AND CONCURRENT ENROLLMENT
The District shall admit students who meet one of the following requirements and who are
capable of profiting from the instruction offered:
1. Any person possessing a high school diploma or its equivalent.
2. Other persons who are over the age of 18 years and who, in the judgment of the
President/Superintendent or his or her designee are capable of profiting from the
instruction offered. Such persons shall be admitted as provisional students, and thereafter
shall be required to comply with the District's rules and regulations regarding scholastic
achievement and other standards to be met by provisional or probationary students as a
condition to being readmitted in any succeeding semester.
3. Persons who are apprentices as defined in Section 3077 of the Labor Code.
Admission of Special Part-time and Full-time Students
Any student whose age or class level is equal to grades nine or above is eligible to attend as a
special part-time student for advanced scholastic or vocational courses.
Any student enrolled in grades 9 through 12 may attend summer session.
The President/Superintendent shall establish procedures regarding ability to benefit and
admission of high school and younger students.
Denial of Requests for Admission
If the Board denies a request for special full-time or part-time enrollment by a pupil who is
identified as highly gifted, the Board will record its findings and the reason for denying the
request in writing within 60 days.
The written recommendation and denial shall be issued at the next regularly scheduled board
meeting that occurs at least 30 days after the pupil submits the request to the district.
The President/Superintendent shall establish procedures regarding evaluation of requests for
special full time or part time enrollment by a pupil who is identified as highly gifted.
Claims for State Apportionment for Concurrent Enrollment
Claims for state apportionment submitted by the district based on enrollment of high school
pupils shall satisfy the criteria established by statute and any applicable regulations of the Board
of Governors.
The President/Superintendent shall establish procedures regarding compliance with statutory and
regulatory criteria for concurrent enrollment.
See Administrative Procedure AP 5010.
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College Council 09/26/2011
45 day constituent review ends 09/26/11
Reference:
Education Code Section 76000, 76001, 76002;
Labor Code Section 3077
Revision Adopted: XX/XX/XXXX
Former Board Policy No. 502 “Enrollment of Minors”
Adopted: August 15, 1977
Amended: June, 1993; March 1994
COLLEGE OF THE REDWOODS
Board of Trustees Policy No. 502
ENROLLMENT OF MINORS
The Board of Trustees, under the provisions of Education Code sections 48800, 48800.5, 76000,
and 76001, may authorize the enrollment of a limited number of eligible minor students who the
Board determines would benefit from advanced scholastic or vocational work. It is the intent of
the Board of Trustees to consider the enrollment of eligible minor students in compliance with
the District priority admission mandates outlined in Education Code section 76000 and in the
District's fulfillment of its educational mission. Further, the Board of Trustees may authorize the
acceptance of eligible minor students, when the advanced scholastic and vocational work being
requested provides course work otherwise not available to the minor student, when the
enrollment of the minor student in college work is not in conflict or in lieu of the compulsory
school attendance laws of the state, and when the exceptions to allow enrollment of minors are
consistent with the philosophy and mission of the College.
Approved by Board of Trustees: August 15, 1977
Revised: June, 1993; March 1994
Page 19
College Council 09/26/2011
Board Policy / Administrative Procedure Cover Sheet
Title of Policy/Procedure: Admissions and Concurrent Enrollment
This section to be completed by author
Author: Name and contact info
Originating Department/Division
New or Revision
BP/AP numbers
Former BP/AR numbers
Authors:
Research
 List pertinent codes researched (Ed
Code/Title 5, etc.)
 List other colleges researched
 Other references
Sr. Administrator Review (Name, date, and
comments)
Date submitted to PPRS
Comments:
Cheryl Tucker x4293
Admissions & Records/Student Services
Revision
AP 5010
None
Kathy Goodlive, Cheryl Tucker
Ed Code Sections 48800-48802, 76000, 76001,
76002; labor Code Section 3077
Mt. San Antonio, North Orange County, Los
Angeles County, Gavilan, Riverside, College
of the Sequoias, Palo Verde
6/28/11
This section to be completed by Policy and Procedure Review Subcommittee (PPRS)
PPRS Contact and contact info
Sue Alton, sue-alton@redwoods.edu x 4199
Format cleared (i.e. titles, font, style)
Content reviewed with CCLC format
CCLC points covered except #1 – CCLC
states “Any person over the age of 18 and
possessing a high school diploma or its
equivalent.” Attachment removed “over the age
of 18.”
Legal concerns
Quick scan of codes - ok
Recommend legal review regarding change to
#1
Date returned to originator
Date submitted to College Council
Comments:
7/22/11
College Council Tracking
First Review
08-01-11
Page 20
College Council 09/26/2011
45 day constituent review ends 09/26/11
Back to PPRS
30/90 day Review
Second Review
Date sent to Board of Trustees
Date approved by Board of Trustees
6/28/11
45 day constituent review ends 09-26-11
Page 21
College Council 09/26/2011
45 day constituent review ends 09/26/11
REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
Proposed AP 5010
ADMISSIONS
The Manager of Admissions and Records, under the direction of the Chief Student Services
Officer, has designated authority and responsibility for District admission procedures.
Persons eligible for admission:
1. Any person possessing a high school diploma or its equivalent.
2. Other persons who are over the age of 18 years and who, in the judgment of the
President/Superintendent or his or her designee are capable of profiting from the
instruction offered. Such persons shall be admitted as provisional students, and thereafter
shall be required to comply with the District's rules and regulations regarding scholastic
achievement and other standards to be met by provisional or probationary students as a
condition to being readmitted in any succeeding semester.
3. Persons who are apprentices as defined in Section 3077 of the Labor Code.
All students must complete an application to be admitted to the college. Applicants may apply
for college admission on-line by going to the College of the Redwoods website or by completing
a paper New Student Application Form.
Admission of all students includes determination of residency in the State of California.
Students who are under 18 years of age who have not earned a high school diploma or its
equivalent will only be admitted in accordance with the “concurrent enrollment” procedures (see
Administrative Procedure AP 5011).
International students must complete a special application that will be provided upon request
from the Admissions and Records Office (see Administrative Procedure AP 5012).
Specific and current admission procedures are published in the schedule of classes, catalog, and
the college web site.
References: Education Code 76000
Adopted: XX/XX/XXXX
No prior Administrative Procedure
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Board Policy / Administrative Procedure Cover Sheet
Title of Policy/Procedure: Admissions and Concurrent Enrollment
This section to be completed by author
Author: Name and contact info
Originating Department/Division
New or Revision
BP/AP numbers
Former BP/AR numbers
Authors:
Research
 List pertinent codes researched (Ed
Code/Title 5, etc.)
 List other colleges researched
 Other references
Sr. Administrator Review (Name, date, and
comments)
Date submitted to PPRS
Comments:
Cheryl Tucker x4293
Admissions & Records/Student Services
New
AP 5011
AR 502.01Enrollment of Minors
Kathy Goodlive, Cheryl Tucker
Ed Code Sections 48800-48802, 76000, 76001,
76002; labor Code Section 3077
Mt. San Antonio, North Orange County, Los
Angeles County, Gavilan, Riverside, College
of the Sequoias, Palo Verde
6/28/11
This section to be completed by Policy and Procedure Review Subcommittee (PPRS)
PPRS Contact and contact info
Sue Alton, sue-alton@redwoods.edu x 4199
Format cleared (i.e. titles, font, style)
ok
Content reviewed with CCLC format
Change in Title from CCLC format
Second paragraph – The beginning of the
sentence is not CCLC language / it seems to
state opinion rather than procedure.
It was difficult to compare the CCLC template
to the procedure – recommend legal review
Legal concerns
Quick scan of codes - ok
Recommend legal review – complicated
procedure
Date returned to originator
Date submitted to College Council
Comments:
7/22/11
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College Council Tracking
First Review
Back to PPRS
30/90 day Review
Second Review
Date sent to Board of Trustees
Date approved by Board of Trustees
6/28/11
08/01/11
45 day constituent review ends 09/26/11
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
Proposed AP 5011
ADMISSION AND CONCURRENT ENROLLMENT OF SPECIAL PART-TIME HIGH
SCHOOL STUDENTS
High school students may be admitted under the following conditions.
In order to provide educational enrichment opportunities for a limited number of eligible
students rather than to reduce current course requirements of high school students, the
President/Superintendent or his or her designee may admit any student grades nine or above as a
special part-time student for the purpose of enrolling in advanced scholastic or vocational
courses under the provisions of Education Code, Sections 48800, 48800.5 and 76001.
All special part-time students are assigned a low enrollment priority in order to ensure that they
do not displace regularly admitted students.
Authority to restrict the admission or enrollment of a special part-time student based on age,
grade-level completion, current school performance or assessment and placement procedures in
conformance with matriculation regulations and other course or program prerequisites remains
the prerogative of the college.
Eligible special part-time students and their parents should be aware that while in attendance at
the Redwoods Community College District, all students are subject to the rules, regulations and
policies of faculty, staff and administration. Moreover, the Redwoods Community College
District is released from the responsibility of monitoring concurrently enrolled students, should a
class meeting or course be cancelled. Parents should be aware that concurrently enrolled high
school students will be interacting socially with adult college students and that Redwoods
Community College District is not responsible for these social interactions. Finally, concurrently
enrolled students may be exposed to discussions, readings, and visual materials of a mature
nature and will be expected to conform to the same performance standards as any other college
student as set forth in course outlines and syllabi.
Special Part-Time Student Admission
To be considered for admittance as a special part-time student (11 units or less), the student must
meet the eligibility standards as established in Education Code Sections 48800, 48800.5 and
76001. The student must:


Submit the District application for admission;
Have completed the eighth grade and provide verification of grade level student will be at
in at beginning of term;
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






Submit the District Supplemental Application of Concurrently Enrolled Students to the
President/Superintendent or his or her designee;
Have parental or legal guardian consent to attend the Redwoods Community College
District (unless the student is an emancipated minor*);
Provide written and signed principal consent (Note: A parent or guardian of a pupil who
is not enrolled in a public or private school may petition directly without the signature of
a principal);
Meet the academic prerequisite for courses, including the required placement level for
any math, reading or English class;
Enroll in only college-level courses;
Agree to abide by all rules and regulations governing regular college students;
Fulfill the minimum day requirement at his/her high school, or, for charter/homeschooled students, the parent has to verify that the proposed college coursework will not
interfere with the student’s basic high school coursework.
*Emancipated Minor
Emancipation is when a minor has achieved independence from his or her
parents, such as by getting married before reaching age 18 or by becoming
fully self-supporting. It may be possible for a child to petition a court for
emancipation to free the minor child from the control of parents and allow
the minor to live on his/her own or under the control of others. It usually
applies to adolescents who leave the parents' household by agreement or
demand.
All required documents shall be sent to the President/Superintendent or his or her designee. The
President/Superintendent or his or her designee will review the materials, and will determine if
the student has the abilities and sufficient preparation to benefit from instruction at a community
college. The decision of the President/Superintendent or his or her designee shall be final. This
determination may utilize one or more of the following methods:
o A review of the materials submitted by the student;
o Meeting with the student and his or her parent or guardian;
o Consultation with college counseling and advising staff;
o Consultation with Division Dean/Instructional Faculty;
o Consideration of the welfare and safety of the student and others; and/or
o Consideration of local, state and/or federal laws.
Under certain circumstances the governing board of the school district in which a pupil is
enrolled may authorize attendance of the pupil at a community college as a special full-time
student per Education Code 48800.5.
If a request for special part-time or special full-time enrollment is denied for a pupil who has
been identified as highly gifted, the Board shall provide written findings and reasons for the
denial within 60 days. A recommendation regarding the request for admission and the denial
shall be submitted to the Board at a regularly scheduled meeting that falls at least 30 days after
the request for admission has been submitted.
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College Credit. Students who complete Redwoods Community College District classes will be
awarded college credit.
Enrollment Fees. Education Code section 76300 provides that special admit part-time students
(11 units or under) may be exempted, as a group, form paying the per unit enrollment fee.
Family Education Rights & Privacy Act of 1974 (FERPA). All education records are
governed by the Family Education Rights and Privacy Act. Redwoods Community College
District academic information (i.e., class schedules, grades, transcripts) is not released to parents
or third parties without the written consent of the student, unless in special circumstances
authorized by FERPA. Upon consent by the student, academic information is only released to the
authorized party in person or in writing. The authorized party may be required to provide
identification. This law applies to all students attending Redwoods Community College District,
even if the student is less than 18 years of age.
References: Education Codes Sections 48800, 48800.5; 76001; 76002
Revision Adopted: XX/XX/XXXX
Former Board Policy No. 502 “Enrollment of Minors”
Adopted: August 15th, 1977
Revised: June 1993; March 1994; March 2001; October 2002
COLLEGE OF THE REDWOODS
Board of Trustees Policy No. 502
Administrative Regulation No. 502.01
ENROLLMENT OF MINORS
This regulation establishes the conditions under which College of the Redwoods may enroll
students who are not at least 18 years of age and who have not graduated from high school.
1. College of the Redwoods may enroll minor students if all of the following conditions are met:




The student has completed the eighth grade.
The student is recommended for enrollment by his/her school principal.
The student has parental (legal guardian) consent to enroll.
The student is accepted for enrollment by the President of the College, or by his/her
designee, on the basis that the student is able to benefit from instruction as determined by
the College.
Students not meeting all of these conditions may be considered for enrollment on an
individual petition basis.
Approval for the enrollment of a minor student must be granted or renewed on a term-byterm and course-by-course basis.
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2. Enrollees in Summer Sports Clinics.
Minor students who enroll in Summer Sports Clinics/Camps will be considered an exception to
the conditions specified in paragraph 1, above. As long as these students only enroll in courses
numbered 399 for a summer term, they will be required to meet only the following conditions:




The student has completed at least the third grade.
The student’s school principal has waived his/her right to approve the student’s
participation in the program.
The student has parental (legal guardian) consent to enroll.
The student is accepted for enrollment by the President on the basis that the student is
able to benefit from instruction as determined by the college.
Approved by Board of Trustees: August 15, 1977
Revised: June 1993; March 1994; March 6, 2001; October 1, 2002
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board of Trustees Policy
Proposed BP 5030
FEES
The Board authorizes the following fees. The President/Superintendent or his or her designee
shall establish procedures for the collection, deposit, exemption, waiver, refund, and accounting
for fees as required by law. The procedures shall also assure those who are exempt from or for
whom the fee is waived are properly notified of applicable exemptions and/or waivers. Fee
amounts shall be published in the college catalogs.
Enrollment Fee (Education Code Section 76300): Each student shall be charged a
fee for enrolling in credit courses unless exempted from the enrollment fee in accordance with
state law. The Board authorizes the President/Superintendent to develop a process allowing for
the deferral of full payment of enrollment fees pursuant to state regulation so long as full
payment of enrollment fees is made by not later than the end of the term for which deferral is
granted.
Auditing Fee (Education Code Section 76370): Each student shall be charged a
Board approved auditing fee. Students enrolled in classes to receive credit for ten or more
semester units shall not be charged this fee to audit three or fewer units per semester.
Health Fee (Education Code Section 76355): The President/Superintendent shall present to the
board for approval, periodically as required, a fee to be charged to each student for student health
services. Students who depend exclusively upon prayer for healing in accordance with the
teachings of a bona fide religious sect, denomination, or organization and students who are
attending under an approved apprenticeship training program are exempt from the payment of
any health services fee.
Parking Fee (Education Code Section 76360): The District shall charge a fee to students who
use District parking services. The fee shall be equal to the maximum amount allowable under
state law. Low income students shall pay the allowable reduced amount. The
President/Superintendent shall establish administrative procedures establishing allowable rates,
including a reduced parking fee for students to encourage ridesharing and carpooling.
Persons who are not students or employees may also be charged a fee for using parking services.
The President/Superintendent shall establish administrative procedures that establish a
reasonable daily rate for such parking.
Instructional Materials Fee (Education Code Section 76365; Title 5, Sections 59400,
et seq.): Students may be required to pay a fee as allowed by law for instructional and other
materials for a credit or non-credit course, provided such materials are of continuing value to
the student outside the classroom and provided that such materials are not solely or
exclusively available from the District.
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The Board authorizes charging instructional and other material fees in accordance with
applicable legal requirements for such fees.
The President/Superintendent or his/her designee shall ensure that instructional materials fees are
reviewed at appropriate intervals and shall maintain a complete listing of instructional materials
and instructional materials fees.
Non-District Physical Education Facilities Fee (Education Code Section 76395): Where the
District incurs additional expenses because a physical education course is required
to use non-District facilities, students enrolled in the course shall be charged a fee
for participating in the course. Such fee shall not exceed the student’s calculated
share of the additional expenses incurred by the District.
Transcript Fee (Education Code Section 76223): The District shall charge a reasonable
amount for furnishing copies of any student record to a student or former student.
The President/Superintendent is authorized to establish the fee, which shall not exceed the actual
cost of furnishing copies of any student record. No charge shall be made for
furnishing up to two transcripts of students' records, or for two verifications of various
records. There shall be no charge for searching for or retrieving any student record. An
additional fee may be charged to students who request copies of their records on an expedited
schedule or who request special documentation to verify attendance.
International Students Application Processing Fee (Education Code Section 76142):
The District shall charge students who are both citizens and residents of a foreign country a fee
to process his or her application for admission. This processing fee and regulations for
determining economic hardship shall be established by the President/Superintendent. The fee
shall not exceed the lesser of 1) the actual cost of processing an application and other
documentation required by the U.S. government; or 2) one hundred dollars ($100), which shall
be deducted from the tuition fee at the time of enrollment. No student who is exempt from the
payment of nonresident tuition or who can demonstrate economic hardship shall be charged this
fee.
Athletic Insurance: Student Athletes may be required to pay a fee to cover the cost
of insurance for participation in an athletic program.
Testing Services Fee: Students and members of the public will be charged reasonable fees to
cover the costs of administering certain types of tests done under the auspices of the Academic
Support Center. Only fees that are expressly required or authorized by law or that represent
charges for optional services may be charged. No fees may be charged for tests that are required
for enrollment in a class or for tests or services paid for with state funds.
Returned Check Fee: Students who pass a check on insufficient funds to the District or any
District operation will be charged the maximum service charges or other payments allowed by
law. Business Office
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Subpoena Processing Fee: A fee will be charged to the requesting party to cover the reasonable
cost of retrieving, processing and/or reproducing student and/or other records required to respond
to subpoenas or related court and legal documents. The President/Superintendent or his or her
designee shall establish the reasonable costs.
Lab and Learning Resource Center Copying Fees: The District will provide students with a
number of free photocopies each term that shall be determined by the President or his or her
designee. After that, students wishing to make additional photocopies in the college’s labs and
in its Learning Resource Centers will be charged a per copy fee.
Dormitory Fee (Education Code Section 81670): The District shall charge a reasonable fee to
students wishing to live in the residence halls. The President/Superintendent is authorized to
establish this fee.
Child Care Fee [Education Code Section 79121(c)]: Education Code Sections 79020 et seq
and 66060 authorize the operation of child development programs. Education code Sections
79121(c) and 8263(g) and (h) require fees for student families. The District will also charge
student parents a fee for childcare services for their children when they voluntarily place them in
programs that are not specifically established as child development programs under Sections
66060 and 79120 et seq. The President/Superintendent is authorized to establish those fees.
Enrollment Fee, Community Service Course (Education Code Section 78300): An enrollment
fee will be charged to each student enrolling in a community service course. The
President/Superintendent is authorized to establish these fees, which are not to exceed the cost of
maintaining such instruction.
Capital Outlay Fee (Education Code Section 76141): The District shall charge nonresident
students a capital outlay fee which shall be the maximum amount authorized by law. The fee shall
not exceed the amount expended for capital outlay in the previous fiscal year divided by the total
full-time equivalent students for the same period. The fee shall not exceed 50 percent of the
nonresident tuition fee established by the District.
No student who can demonstrate economic hardship or that he/she is a victim of persecution or
discrimination in the country in which the student is a citizen and resident shall be charged this fee.
The President/Superintendent or his or her designee shall define “economic hardship” for purposes
of this fee.
Associated Student Fees (Education Code Sections 70902, 76060.5 and 76062):

Student Representation Fee (Education Code Section 76060.5; Title 5, California
Code of Regulations, Sections 54801 et seq.): The Associated Students organization is
authorized to hold an election for the purpose of establishing a student representation fee
in the amount of $1 per semester to be charged of all students. Any election shall meet
the requirements of state law. Students shall be advised that they may refuse to pay this
fee for religious, political, financial, or moral reasons and shall submit such refusals in
writing.
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
Student Activity Fee (Education Code Sections 70902 and 76062): The Associated
Students organization may charge a voluntary student activities fee. The fee shall be an
optional fee for those students who wish to pay such a fee for the services or activities
represented by such fee. The optional nature of the fee shall be clearly communicated to
students.
Credit by Examination (Education Code Section 76300): Students taking examinations
offered pursuant to Title 5, Section 55050, will pay the fee established by this education code
section.
Refund Processing Fee (Title 5 section 58508): The District will retain a $10 processing fee for
refunded enrollment fees in accordance with state law.
Reference:
Education Code Sections 76300 et seq; 70902 (a) and (b)(9); Title 5, Section 51012
Revision Adopted: XX/XX/XXXX
Former Board Policy No. 529 “Student Fees”
Adopted: April 5, 1984
Amended: July 18, 1984; August 20, 1984; September 12, 1994; February 5, 1996; June 7, 1999;
March 5, 2002;
October 1, 2002; June 3, 2003
Board of Trustees Policy No. 529
COLLEGE OF THE REDWOODS
STUDENT FEES
Reference:
Education Code Sections 70902a, 763033, 66205.3; Title 5, Section 51012
The Board authorizes the following fees, which are grouped into three distinct categories: course
fees, explicitly authorized fees for services, and permitted fees for services.
The President/Superintendent shall establish procedures for the collection, deposit, waiver,
refund, and accounting for fees as required by law. The procedures shall also assure those who
are exempt from or for whom the fee is waived are properly enrolled and accounted for. Fee
amounts shall be published in the college catalogs.
Course Fees
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The following fees are considered to be mandatory fees, since they are collected as a condition of
enrollment.
Enrollment Fee
Education Code Section 76300
Each resident student shall be charged a fee for enrolling in credit courses as required by law.
Nonresident Tuition
Education Code Section 76140
Each nonresident student will be charged tuition for enrolling in credit courses as required by
law.
Course Auditing Fee
Education Code 76370
Persons auditing a course shall be charged a fee each time they enroll. Students enrolled in
classes to receive credit for 10 or more semester credit units shall not be charged this fee to audit
three or fewer units per semester.
Enrollment Fee, Community Service Courses
Education Code 78300
An enrollment fee will be charged to each student enrolling in a community service course. The
President/Superintendent is authorized to establish these fees, which are not to exceed the cost of
maintaining such instruction.
Instructional Materials Fee
Education Code Section 76365; Title 5, Sections 59400, et seq.
Students may be required to provide instructional and other materials for a credit or non-credit
course, provided such materials are of continuing value to the student outside the classroom and
provided that such materials are not solely or exclusively available from the District.
Physical Education Facilities Use Fee
Education Code 76395
Where the District incurs additional expenses because a physical education course is required to
use non-district facilities, students enrolled in the course shall be charged a fee for participating
in the course. Such fee shall not exceed the student’s calculated share of the additional expenses
incurred by the District.
Explicitly Authorized Fees for Services
The following fees are explicitly authorized by the Education Code for establishment and
collection.
Health Services Fee
Education Code Section 76355
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The President/Superintendent shall present to the Board for approval fees to be charged to both
part-time and full-time students for student health services.
Parking Fee
Education Code 76360
Students wishing to park their vehicles on college property shall be required to pay a fee for
parking services. This fee is specified in Board of Trustees Policy No. 805 “Parking and Traffic
Regulations.”
Transcript Fee
Educational Code 76223
The District shall charge a reasonable amount for furnishing copies of any student record to a
student or former student. The President/Superintendent is authorized to establish the fee, which
shall not exceed the actual cost of furnishing copies of any student record. No charge shall be
made for furnishing up to two transcripts of students’ records, or for two verifications of various
records. There shall be no charge for searching for or retrieving any student record.
Dormitory Fee
Education Code 81670
The District shall charge a reasonable fee to students wishing to live in the residence halls. The
President/Superintendent is authorized to establish this fee.
Child Care Fee
Education Code 79121(c)
Section 79121 et seq. and Section 66060 authorizes the operation of child development
programs. Education Code Section 8263(f) requires fees for student families. The District will
also charge student parents a fee for childcare services for their children when they voluntarily
place them in programs that are not specifically established as child development programs
under Sections 66060 and 79120 et seq. The President/Superintendent is authorized to establish
these fees.
International Students’ Application Processing Fee
Education Code Section 76142
The District shall charge students who are both citizens and residents of a foreign country a fee
to process their applications for admission. This processing fee and regulations for determining
economic hardship may be established by the President/Superintendent. The fee shall not exceed
the lesser of 1) the actual cost of processing an application and other documentation required by
the U.S. government; or 2) one hundred dollars ($100), which shall be deducted from the tuition
fee at the time of enrollment.
Refund Processing Fee
Title V Section 58508
When a student takes an action (or set of actions) that causes the college to issue a refund check,
the College will retain a fee not to exceed $10/student/semester as a refund processing charge.
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Credit by Examination
Education Code 76300
Students taking examinations offered pursuant to Title 5, Section 55753, will pay the fee
established by this education code section.
Other Permitted Fees for Services
Certain reasonable fees may be charged under the authority of the permissive code (Section
70902) as long as they are not required as a condition of registration, enrollment, or completion
of a course. The President/Superintendent is authorized to establish and determine the amount of
these fees, which shall not exceed the cost of the services provided.
Testing Services Fees
Students and members of the public will be charged reasonable fees to cover the costs of
administering certain types of tests done under the auspices of the Academic Support Center.
Returned Check Fee
Students will be charged a fee for checks written to the college that are returned unpaid because
of “insufficient funds.”
Subpoena Processing Fee
A duplicating fee will be charged to the requesting party to cover the cost of preparing or
reproducing student records information required to respond to subpoenas or related court and
legal documents.
Lab and Learning Resource Center Copying Fees
The college will provide students with a pre-determined number of free copies each term so that
they will be able to meet the basic requirements of the courses in which they are enrolled. After
that, students wishing to make additional copies in the college’s labs and in its Learning
Resource Centers will be charged a per copy fee.
Adopted by the Board of Trustees: April 5, 1984
Amended: July 18, 1984; August 20, 1984; September 12, 1994; February 5, 1996; June 7, 1999;
March 5, 2002;
October 1, 2002; June 3, 2003
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
Proposed AP 5030
FEES
Required fees include:
Enrollment (Education Code Section 76300; Title 5 Sections 58500 and 58509)
Nonresident tuition with permissive exemptions (Education Code Sections 76140 and 76140.5)
Fees authorized by law include:
Non-District physical education facilities (Education Code Section 76395)
Noncredit courses (Education Code Section 76385)
Community service courses (Education Code Section 78300)
Auditing of courses (Education Code Section 76370)
Instructional materials (Education Code Sections 73365, 81457, and 81458; Title 5 Sections
59400 and 59408)
Athletic insurance (Education Code Section 70902(b)(9))
Cross-Enrollment with the California State University (CSU) or University of California (UC)
(Education Code Section 66753)
Health (Education Code Section 76355)
Parking (Education Code Section 76360)
Transportation (Education Code Sections 76361, 82305.6)
Student representation (Education Code Section 76060.5; Title 5 Sections 54801 and54805)
Student Center (Education Code Section 76375; Title 5 Section 58510)
Copies of student records (Education Code Section 76223)
Dormitory (Education Code Section 81670)
Child care (Education Code Sections 79121 et seq. and 66060)
Nonresident capital outlay (Education Code Section 76141)
Nonresident application processing (Education Code Section 76142)
Credit by Examination (Education Code Section 76300; Title 5 Section 55050)
Use of facilities financed by revenue bonds (Education Code Section 81901(b)(3))
Refund processing (Title 5 Section 58508)
Telephone registration (Education Code Section 70902(a))
Physical fitness test (Education Code Section 70902(b)(9))
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Instructional Tape Lease/Deposit (Education Code Section 70902(b)(9))
Credit Card Use (Education Code Section 70902(b)(9))
International Student Medical Insurance (Education Code Section 70902(b)(9)
Prohibited fees include:
Late application (CCCCO Student Fee Handbook)
Add/drop (CCCCO Student Fee Handbook)
Mandatory student activities (CCCCO Student Fee Handbook)
Student Identification Cards (CCCCO Student Fee Handbook)
Student Body Organization (CCCCO Student Fee Handbook)
Nonresident application (CCCCO Student Fee Handbook)
Field trip (Title 5 Sections 55450 and 55451)
For dependents of certain veterans (Education Code Section 66025.3)
For dependents of certain victims of the September 11, 2001, terrorist attacks (CCCCO Student
Fee Handbook)
For certain recipients of the Medal of Honor and certain children of the recipients of the Medal
of Honor (Education Code Section 66025.3)
Required or funded services (CCCCO Student Fee Handbook)
Refundable deposits (CCCCO Student Fee Handbook)
Distance education (other than the statutorily authorized enrollment fee) (CCCCO Student Fee
Handbook)
Mandatory mailings (CCCCO Student Fee Handbook)
Rental of practice rooms (CCCCO Student Fee Handbook)
Apprenticeship courses (Education Code Section 76350)
Technology fee (CCCCO Student Fee Handbook)
Late payment fee (Title 5 Sections 58502 and 59410)
Nursing/healing arts student liability insurance (Title 5 Section 55234)
Cleaning (CCCCO Student Fee Handbook)
Breakage (CCCCO Student Fee Handbook)
Test proctoring (CCCCO Student Fee Handbook)
Collection and Refund of Fees
Enrollment Fee Refunds
Enrollment fees will only be refunded if the student drops the full-semester-length class in
question by the end of the 2nd week of the spring or fall semester. Refund deadlines for Summer
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classes vary by class length. Refund checks will automatically be mailed to eligible students. If a
class is cancelled by the college, all enrollment fees will be refunded to the students who had
registered and paid for it. If applicable, a refund processing fee of $10.00 per student per
semester will be subtracted before the refund is issued.
Students who receive federal financial aid are subject to federal refund calculation formulas.
Non-Resident Tuition Refunds
Refunds shall be made according to this schedule only after an official drop or withdrawal has
been processed by the Admissions and Records Office.
Time of Official Withdrawal or Reduction in Load
Through the end of the of second week of the term
During third week of instruction
During fourth week of instruction
Percent of Original Fee Refunded
100% of original fee
50% of original fee
25% of original fee
Parking Fee Refunds
Parking permit refunds will be issued prior to the established deadline of the term in which the
permit was issued, provided the permit is presented to the Business Office at the time the request
is made. Requests for refunds after the deadline must be based upon extenuating circumstances
only.
Refund Recipient
Refunds are made only to the person who originally paid the fees.
Consequences of Non-payment of Fines or Other Funds Due to the College
As a means of encouraging the payment of obligations to College of the Redwoods, it’s
Foundation, and any offices thereof, the following blocks will be put in place until all debts are
paid:
a. Grades will not be issued.
b. Transcripts will not be issued.
c. Registration will not be processed.
d. Degrees or certificates will not be awarded.
Upon presentation of valid receipt for the unpaid monies due to the College or any of its
agencies, the restrictions shall be removed.
The College of the Redwoods Catalog and Schedule of Classes contain the most current
information regarding fees. These documents are updated regularly.
References:
Education Code Sections 70902(b)(9), 76300, and 66025.3; Title 5, section 51012; California
Community College Chancellor’s Office (CCCCO) Student Fee Handbook
Revision Adopted: Xx/XX/XXXX
Former Administrative Regulation No. 529.01
Approved: June 3, 2003
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Amended: 8/5/03, 11/4/03, 9/13/04, 3/1/05, 3/7/06, 11/7/06, 5/6/08 (AP 5013)
BoardofTrusteesPolicyNo.
529
COLLEGE OF THE REDWOODS
Administrative Regulation No.
529.01
REGULATIONS GOVERNING STUDENT FEES
Reference:
Board Policy 529: Student Fees
The Board has authorized the collection of the following fees, which are grouped into three
distinct categories: course fees, explicitly authorized fees for services, and permitted fees for
services. The Board will review the level of these fees annually, at its March meeting.
This regulation also contains the procedures established by the President/Superintendent for the
collection, deposit, waiver, refund, and accounting for fees as required by law. The fee amounts
and procedures described below shall be published in the college catalog and class schedules, as
appropriate.
Course Fees
Enrollment Fee
A fee of $20 per unit per term shall be charged each resident student enrolling in a credit course
at the college. Unless expressly exempted or entitled to a waiver or deferral, all students
enrolling in credit courses must pay the enrollment fee. A student’s registration will be cancelled
if he/she does not pay the required enrollment fees within the time period specified by the
college.
Exceptions:
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




Special part-time students enrolled at the college pursuant to Education Code section
76011;
Students enrolling in accordance with the Financial Assistance Program of the Board of
Governors, those who demonstrate financial need in accordance with the methodology set
forth in federal financial aid regulations, and those, who---at the time of enrollment---are
recipients of benefits under the Temporary Assistance to Needy Families Program, the
Supplemental Security Income/State Supplementary Program, or a general assistance
program;
The surviving spouse or the child of a deceased person who has met all the requirements
of Education Code sections 68120 and 76300(j);
A dependent of any individual killed in the September 11, 2001 terrorist attacks who has
met all the requirements set forth in Education Code sections 68121 and 76300 (j)-(l);
Students enrolled in specified credit contract education courses, when the entire cost is
paid by the public or private course sponsor, and when these students are not included in
the FTES calculation of the district.
Nonresident Tuition
Each nonresident student will be charged tuition in the amount of $213 per unit per term to enroll
in a credit course at the college. (This is the 2006-2007 tuition amount.)
Exceptions:








Students exempt under Education Code section 76380 (taking noncredit classes);
Students exempt under Education Code section 76350 and Labor Code section 3074
(apprentices taking classes considered to be related or supplemental instruction as
verified by the Vice President, Academic Affairs);
Students exempt under Education Code section 76140.5 (who qualify as police academy
trainees, as verified by the Director, P.O.S.T. Academy);
Minor students taking a class for high school credit only;
Students exempt under Education Code section 68130.5 (who attended high school in
California for three or more years and graduated from a California high school or attained
the equivalent thereof);
Students exempt under Education Code section 68084 (a parent who is a federal civil
service employee and his/her children if the parent moved to the state as a result of a
military realignment action);
Students exempt under Education Code sections 68121 and 76300(j)-(l) (a dependent of
any individual killed in the September 11, 2001 terrorist attacks);
Students who are approved for enrollment under an Interstate Exchange
Agreement. These students will pay the regular per unit, per term enrollment fee, and
will pay additional tuition fee, which will be equal to 27% of the regular non-resident
tuition amount. The college currently has Interstate Exchange Agreements with the
following institutions:
o Southern Oregon University
o Oregon Institute of Technology
o Rogue Community College
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Course Auditing Fee
Students wishing to audit courses will be charged a fee of $15 per unit per term. There is a
limited waiver of this fee that applies to retired faculty and retired classified staff members of the
district. More specific information about this fee may be found in Board Policy 119 and
Administrative Regulation 119.02.
Enrollment Fee, Community Service Courses
The district charges students taking community service or contract education classes a fee not to
exceed the cost of maintaining the class. Community service classes are intended to be selfsupporting and districts are prohibited from using apportionment money to establish or maintain
such classes.
Instructional Materials Fee
A limited number of instructional materials fees have been approved and will be collected at the
time of registration. More specific information about these fees may be found in Board Policy
107 and Administrative Regulation 107.02.
Physical Education Facilities Use Fee
The following physical education facilities use fees have been approved and will be collected at
the time of registration:

Mendocino Coast Campus: A pool use fee of $34/student/course/term
Explicitly Authorized Fees for Services
The following fees are explicitly authorized for establishment and collection by the Education
Code.
Health Services Fee
Health fees, including accident insurance fees, will be charged as follows:
(1) Students Enrolled at the Del Norte or Mendocino Coast Campuses or at the
Klamath/Trinity Instructional Site: A fee of $4 per student will be charged each semester,
summer session, or winter session in which the student is enrolled to provide him/her with
accident insurance coverage while participating in college-sanctioned events.
(2) Eureka Students Enrolled Only in an Off Campus Class/Classes: A fee of $4 per student
will be charged each semester, summer session, or winter session in which the student is enrolled
to provide him/her with accident insurance coverage while participating in one or more off
campus classes and at college-sanctioned events.
(3) Eureka Students Enrolled in On-Campus Courses: A fee of $12 per student will be charged
each semester in which the student is enrolled to provide him/her with accident insurance
coverage while on campus or at college-sanctioned events and to provide access to basic health
services at the Student Health Center. A fee of $7 per student will be charged for each summer
session and a fee of $4 per student will be charged for each winter session.
(4) Exemptions
A student will be exempt from paying the health fee when:
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
The student depends exclusively upon prayer for healing in accordance with the teachings
of a bona fide religious sect, denomination or organization. Requests for this exemption
are made by petition to the Director, Enrollment Services (on the Eureka campus or the
Klamath/Trinity Instructional Site) or to the Campus Vice President at the Del Norte or
Mendocino Coast Campus.
b. The student is receiving certain types of financial aid as verified by the Director, Financial
Aid.
c. The student is attending under an approved apprenticeship program. Requests for this
exemption must be made in writing to the Director, Enrollment Services (on the Eureka campus
or at the Klamath/Trinity Instructional Site) or to the Campus Vice President at the Del Norte or
Mendocino Coast campuses.
Parking Fee
Students wishing to park on college property shall be required to pay a fee for parking
services. More specific information about this fee may be found in Board of Trustees Policy No.
805 “Parking and Traffic Regulations.”
Transcript Fee
Upon request, each student will receive two free official transcripts from the College. After that,
a fee of $5 will be charged for each additional official transcript produced, and the student can
expect to receive the transcript within 15 working days. Should a student want a transcript more
quickly, a fee of $10 will be charged as a rush processing fee, and a transcript will be generated
on demand.
Dormitory Fee
Students wishing to live in the residence halls will pay a fee of $1,785 per semester for lodging
and $1,420 per semester for meals for the 2006-2007 academic year. Rates for the summer and
winter sessions will be pro-rated. This fee may be adjusted by a maximum of 5% each year to
account for any cost-of-living increases that may occur.
Child Care Fee
The President/Superintendent is authorized to establish these fees on an annual basis, in keeping
with the guidelines established by the state to regulate these activities.
International Students’ Application Processing Fee
Students who are both citizens and residents of a foreign country will be charged a fee to cover
the expenses related to processing their initial application for admission. This fee will be one
hundred dollars ($100), which shall be deducted from the student’s first semester tuition payment
upon enrollment.
Refund Processing Fee
In the event that a refund check must be issued, a fee not to exceed $10 in any one term will be
retained by the college as a refund processing fee.
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Credit by Examination
Students taking examinations pursuant to Title 5, Section 55753, will pay a fee of $20 per unit as
established by Education Code section 76300.
Other Permitted Fees for Services
The following fees will be charged under the authority of the permissive code:
Testing Services Fees
Students and members of the public will be charged the following fees to cover the costs of
administering tests under the auspices of the Academic Support Center:



A charge of $100 to take the G.E.D. and a charge $20 to take a retest of any one of its 5
sub-sections.
A charge of $20 per hour for proctoring out-of-district exams. This charge may be paid
by either the student taking the test or by the agency/institution requiring the student to
take the test, depending on the circumstances.
Students will be required to pay $10.00 to retake an English or math assessment test,
unless a counselor, advisor, or faculty member determines the retest is a special
circumstance and should be free of charge.
Returned Check Fee
Students will be charged a fee of $25 for checks written to the college that are returned unpaid
because of “insufficient funds” or because of other account difficulties. The student’s ability to
register or obtain other college services will be withheld until all debts on the student’s account
have been cleared.
Subpoena Processing Fee
A duplicating fee of $15 will be charged to the requesting party to cover the cost of preparing or
reproducing student records information required to respond to subpoenas or related court and
legal documents. If the document(s) requested exceeds 12 pages in length, an additional charge
of 10 cents per additional page will be collected.
Lab and Learning Resource Center Copying Fees
Students wishing to make copies in the college’s labs and Learning Resource Centers will be
charged 10 cents per page, which will be accomplished by purchasing a pre-paid card for that
purpose. To meet its obligation under the law to provide required instructional materials free of
charge, the college will give each student 10 free copies per $5 worth of printing credit
purchased.
Student Activities Fee
A student activity fee of $5 per student per semester will be collected and administered by the
Associated Students, College of the Redwoods to support campus clubs, organizations and
intercollegiate athletics and to sponsor educational and social events for the campus community.
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Enrollment Fee Refunds
Enrollment fee refunds are generated automatically when the student or faculty member initiates
program changes prior to the 11th day of instruction for semester-length courses. A refund of
enrollment fees will also be provided to the student after that date, in the event the District
cancels or reschedules any class. When the course is less than a full semester in length, a refund
will be given if the class is dropped by the day of the first class meeting.
Parking Fee Refunds
Parking fee refunds will be provided, when requested, in accordance with Board Policy #805,
Administrative Regulation #805.01.
Refund Recipient
Refunds are made only to the person who originally paid the fees.
Approved by the Board of Trustees: June 3, 2003
Amended: 8/5/03, 11/4/03, 9/13/04, 3/1/05, 3/7/06, 11/7/06, 5/6/08 (AP 5013)
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
Draft AP 4103
WORK EXPERIENCE
The college will maintain an approved plan with the State Chancellor’s Office that
includes:

The systematic design of a program whereby students gain realistic useful
learning experiences through workplace related activities;

A specific description of the respective responsibilities of the college, the student,
the employer, and other cooperating agencies;

Guidance services;

A sufficient number of qualified academic personnel to direct the program;

Processes that assure students’ on-the-job learning experiences are documented
with written measurable learning objectives, students are required to meet certain
criteria and are evaluated, and the basis for awarding grades and credit is
described;

Adequate clerical and instructional services are provided;

The maintenance of records that include the type and units of work experience in
which student is enrolled, where employed, job held, basis for determining
student qualifications, statement of student hours worked, evaluation of
performance, and that a work permit was issued.
Supervising faculty must maintain records that show consultation with the employer and
the student, evaluation of the student’s achievement, and the final grade.
Reference:
Title 5, Sections 55250 et seq.
Approved: XX/XX/XXXX
New Procedure
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Board Policy / Administrative Procedure Cover Sheet
Title of Policy/Procedure: Student Accident Insurance
This section to be completed by author
Author: Name and contact info
Originating Department/Division
New or Revision
BP/AP numbers
Former BP/AR numbers
Authors:
Research
 List pertinent codes researched (Ed
Code/Title 5, etc.)
 List other colleges researched
 Other references
Michelle Hancock ext. 4357
Student Services
BP-revision, AP-new
5205
BP 521




Ed Code: 72506
League Template
Barb Franklin
Other colleges
o North Orange
o Yuba
o Cerritos
o Palomar
Sr. Administrator Review (Name, date,
comments)
Date submitted to PPRS
Comments:
This section to be completed by Policy and Procedure Review Subcommittee (PPRS)
PPRS Contact and contact info
Format cleared (i.e. titles, font, style)
Content reviewed with CCLC format
Legal concerns
Date returned to originator
Date submitted to College Council
Comments:
College Council Tracking
First Review
Back to PPRS
30/90 day Review
Second Review
Date sent to Board of Trustees
Page 50
College Council 09/26/2011
Date approved by Board of Trustees
7/19/11
REDWOODS COMMUNITY COLLEGE DISTRICT
Board of Trustees Policy
Proposed BP 5205
STUDENT ACCIDENT INSURANCE
The District shall assure that students are covered by accident insurance in those instances
required by law or contract.
See Administrative Procedure 5205.
Reference:
Education Code Section 72506
Adopted by Board of Trustees: x/xx/xx
Former Policy #521: “Student Insurance,” Adopted by Board of Trustees: 8/15/77
Amended: 3/4/83; 3/6/95
COLLEGE OF THE REDWOODS
Board of Trustees Policy No. 521
STUDENT INSURANCE
The Board will not act as insurer for any student but recognizes the need for student accident
insurance coverage for unforeseen accidents that may occur in the course of attendance at school
or student participation in College programs.
The Board will maintain the most cost-effective insurance coverage for injury resulting from
accidents sustained in the course of participation in College programs and activities. The cost for
the student insurance programs shall be paid through the Student Health Fee fund, except for
athletic costs.
Adopted: August 15, 1977
Amended: March 7, 1983; March 6, 1995
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
Proposed AP 5205
STUDENT ACCIDENT INSURANCE
The Board will maintain the most cost-effective insurance coverage for injury resulting from
accidents sustained in the course of participation in College programs and activities. The cost for
the student insurance programs shall be paid through the Student Health Fee fund, except for
athletic costs.
Should a student sustain an injury while on campus, it should be reported immediately to the
Payroll and Benefits Manager after seeking appropriate medical attention, if necessary.
References:
Education Code Section 72506
Approved: xx/xx/xx
No previous administrative procedure
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Board Policy / Administrative Procedure Cover Sheet
Title of Policy/Procedure: Student Records, Directory Information, and Privacy
This section to be completed by author
Author: Name and contact info
Originating Department/Division
New or Revision
BP/AP numbers
Former BP/AR numbers
Authors:
Research
 List pertinent codes researched (Ed
Code/Title 5, etc.)
 List other colleges researched
 Other references
Cheryl Tucker
Student Services
Revision
BP and AP 5040
BP 505 “Student Records”; AR 506.01
“Regulations Re: Student Records”
Cheryl Tucker, Kathy Goodlive, Keith SnowFlamer
Education Code Sections 76200 et seq; Title 5
Sections 54600 et seq; Civil Code Section
1798.85; FERPA; the Solomon Amendment
(10 U.S.C. § 982; 32 C.F.R. 216, 65 F.R. 2056)
- allows military organizations access to
information ordinarily restricted under FERPA
for the purpose of military recruiting.
North Orange, Palomar, Cerritos, Yuba
Sr. Administrator Review (Name, date,
comments)
Keith Snow-Flamer
Date submitted to PPRS
Comments:
This section to be completed by Policy and Procedure Review Subcommittee (PPRS)
PPRS Contact and contact info
Format cleared (i.e. titles, font, style)
Content reviewed with CCLC format
Legal concerns
Date returned to originator
Date submitted to College Council
Comments:
College Council Tracking
First Review
Back to PPRS
Page 54
College Council 09/26/2011
30/90 day Review
Second Review
Date sent to Board of Trustees
Date approved by Board of Trustees
7/19/11
REDWOODS COMMUNITY COLLEGE DISTRICT
Board of Trustees Policy
Proposed BP 5040
STUDENT RECORDS, DIRECTORY INFORMATION, AND PRIVACY
The President/Superintendent shall assure that student records are maintained in compliance with
applicable federal and state laws relating to the privacy of student records.
The President/Superintendent may direct the implementation of appropriate safeguards to assure
that student records cannot be accessed or modified by any person not authorized to do so.
Any currently enrolled or former student of the District has a right of access to any and all
student records relating to him or her maintained by the District.
No District representative shall release the contents of a student record to any member of the
public without the prior written consent of the student, other than directory information as
defined in this policy and information sought pursuant to a court order or lawfully issued
subpoena, or as otherwise authorized by applicable federal and state laws.
Students shall be notified of their rights with respect to student records, including the definition
of directory information contained here, and that they may limit the information.
Directory information shall include:
o
o
o
o
o
o
o
o
o
o
student name
community of residence
date and place of birth
major field of study
participation in officially recognized activities and sports
weight and height of members of athletic teams,
dates of attendance,
degrees and awards received
the most recent public or private school attended by the student, and
any other information authorized in writing by the student
Students are asked on the admissions application to authorize the release of Directory
Information. If the answer “yes” is marked, then information listed under “Directory
Information” may be released. If “no” was marked, the information will not be released. This
designation may be changed by submitting the request in writing to the Admissions and Records
Office.
See Administrative Procedures 5040.
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Reference:
Education Code Sections 76200 et seq; Title 5 Sections 54600 et seq
Revision Adopted: xx-xx-xx
Former Board Policy No. 506 “Student Records”
Adopted August 15, 1977
Amended: October 3, 1994
COLLEGE OF THE REDWOODS
Board of Trustees Policy No. 506
STUDENT RECORDS
The Board of Trustees recognizes the educational and legal mandates to establish, collect, and
maintain appropriate and accurate student records. The Board further acknowledges the need to
resolve potential conflicts between California law and the provisions of Public Law 93-380 (the
Buckley Act of 1974) regarding the confidentiality of student records. Therefore, the Board of
Trustees directs the President or designee to develop and implement appropriate administrative
regulations and procedures to ensure compliance with applicable federal and state laws
governing student records.
Adopted by the Board of Trustees: August 15, 1977
Amended: October 3, 1994
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
Proposed AP 5040
STUDENT RECORDS, DIRECTORY INFORMATION, AND PRIVACY
A cumulative record of enrollment, scholarship, and educational progress shall be kept for each
student.
Release of Student Records: No instructor, official, employee, or governing board member
shall authorize access to student records to any person except under the following circumstances:

Student records shall be released pursuant to a student's written consent. The College
must obtain written consent of the student before releasing personally identifiable
information from records to other than a specified list of persons and agencies.

“Directory information” may be released in accordance with the definitions in Board
Policy 5040.

Students are asked on the admissions application to authorize the release of Directory
Information. If the answer “yes” is marked, then information listed under “Directory
Information” may be released. If “no” was marked, the information will not be released.
This designation may be changed by submitting the request in writing to the Admissions
and Records Office.

Directory information shall include:
o
o
o
o
o
o
o
o
o
o

student name
community of residence
date and place of birth
major field of study
participation in officially recognized activities and sports
weight and height of members of athletic teams,
dates of attendance,
degrees and awards received
the most recent public or private school attended by the student, and
any other information authorized in writing by the student
Student records shall be released pursuant to a judicial order or a lawfully issued
subpoena. The District shall make a reasonable effort to notify the student in advance of
compliance with a lawfully issued subpoena and, in the case of compliance with a court
order, if lawfully possible within the requirements of the order.
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College Council 09/26/2011

Student records shall be released pursuant to a federal judicial order that has been issued
regarding an investigation or prosecution of an offense concerning an investigation or
prosecution of terrorism.

Student records may be released to officials and employees of the District only when they
have a legitimate educational interest to inspect the record.

Student records may be released to authorized representatives of the Comptroller General
of the United States, the Secretary of Education, an administrative head of an education
agency, state education officials, or their respective designees or the United States Office
of Civil Rights, where that information is necessary to audit or evaluate a state or
federally supported educational program or pursuant to federal or state law. Exceptions
are that when the collection of personally identifiable information is specifically
authorized by federal law, any data collected by those officials shall be protected in a
manner that will not permit the personal identification of students or their parents by
other than those officials, and any personally identifiable data shall be destroyed when no
longer needed for that audit, evaluation, and enforcement of federal legal requirements.
The Director of Admissions and Records will be responsible for releasing student
information in matters of state or federal law.

Student records may be released to officials of other public or private schools or school
systems, including local, county or state correctional facilities where education programs
are provided, where the student seeks or intends to enroll or is directed to enroll. The
release is subject to the conditions in Education Code Section 76225. The Director of
Admissions and Records will be responsible for authorizing the release of student
information in accordance with Education Code 76225.

Student records may be released to agencies or organizations in connection with a
student's application for, or receipt of, financial aid, provided that information permitting
the personal identification of those students may be disclosed only as may be necessary
for those purposes as to financial aid, to determine the amount of the financial aid, or
conditions that will be imposed regarding financial aid, or to enforce the terms or
conditions of financial aid. The Director of Financial Aid will be responsible for releasing
information concerning financial aid.

Student records may be released to organizations conducting studies for, or on behalf of,
accrediting organizations, educational agencies or institutions for the purpose of
developing, validating, or administrating predictive tests, administering financial aid
programs, and improving instruction, if those studies are conducted in such a manner as
will not permit the personal identification of students or their parents by persons other
than representatives of those organizations and the information will be destroyed when no
longer needed for the purpose for which it is conducted. The Director of Admissions and
Records will be responsible for authorizing the release of student information.

Student records may be released to appropriate persons in connection with an emergency
if the knowledge of that information is necessary to protect the health or safety of a
student or other persons, subject to applicable federal or state law. In time of
emergency, various college officials may be in a position to release such information.
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College Council 09/26/2011
Whenever possible, without endangering health or safety, such releases should be carried
out by the Director of Admissions and Records.

The following information shall be released to the federal military for the purposes of
federal military recruitment: student names, addresses, telephone listings, dates and
places of birth, levels of education, degrees received, prior military experience, and/or the
most recent previous educational institutions enrolled in by the students. The Director of
Admissions and Records will be responsible for authorizing release of information to the
military.
Charge for Transcripts or Verifications of Student Records: A student/former student shall
be entitled to two free copies of the transcript of his/her record or to two free verifications of
various student records. Additional copies shall be made available to the student, or to an
addressee designated by him/her, at the rate of $5.00 per copy and, if requested via the college
web interface, are processed within 2 working days after receiving payment. “Official”
transcript requests made in person or by mail are produced the first and third Tuesdays of each
month. “Unofficial” transcripts can be printed via the college web interface and are free.
Use of Social Security Numbers
Effective January 1, 2007, the District shall not do any of the following:

Publicly post or publicly display an individual’s social security number;

Print an individual’s social security number on a card required to access products or
services;

Require an individual to transmit his or her social security number over the internet using
a connection that is not secured or encrypted;

Require an individual to use his or her social security number to access an Internet Web
site without also requiring a password or unique personal identification number or other
authentication devise; or

Print, in whole or in part, an individual’s social security number that is visible on any
materials that are mailed to the individual, except those materials used for:

Application or enrollment purposes;

To establish, amend, or terminate an account, contract, or policy; or

To confirm the accuracy of the social security number.
If the District has, prior to January 1, 2004, used an individual’s social security number in a
manner inconsistent with the above restrictions, it may continue using that individual’s social
security number in that same manner only if:

The use of the social security number is continuous;

The individual is provided an annual disclosure that informs the individual that he or she
has the right to stop the use of his or her social security number in a manner otherwise
prohibited;
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College Council 09/26/2011

Redwoods Community College District agrees to stop the use of an individual’s social
security number in a manner otherwise prohibited upon a written request by that
individual;

No fee shall be charged for implementing this request; and the district shall not deny
services to an individual for making such a request.
References:
Education Code Sections 76200 et seq.; Title 5 Sections 54600 et seq., U.S. Patriot Act; Civil
Code Section 1798.85
Revision Adopted: XX/XX/XXXX
Former Administrative Regulation No. 506.01 “Regulation Re: Student Records”
Approved: June 1980
Revised: 3/6/95; 11/5/02
COLLEGE OF THE REDWOODS
Board of Trustees Policy No. 506
Administrative Regulation No. 506.01
REGULATION RE: STUDENT RECORDS
A. General
College of the Redwoods will establish and maintain, as required by law, only such information
on students that is relevant to admissions, registration, academic history, student benefits or
services, extracurricular activities, counseling and guidance, discipline, or matters relating to
student conduct.
B. Records Officer
The Records Officer (Director of Enrollment Services) is responsible for the maintenance of the
student educational record file system, which includes the nature, content, and retention of
student records. The Records Officer will ensure periodic screening of the record system to
eliminate inappropriate and irrelevant material from student files, the retirement of non-active
files, or the destruction of student records as allowed by Education Code Section 59020.
C. Student Records
A student record is any item of information directly related to an identifiable student maintained
by the district or required to be maintained by an employee in the performance of the employee's
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duties, whether recorded by handwriting, print, tapes, film, microfilm, or other means. The
following information should not be part of the student record:
1. Information provided by a student's parents relating to applications for financial aid or
scholarships.
2. Information related to a student that is compiled by an officer or employee of the college
and that
a. is appropriate for such officer's or employee's performance of his or her
responsibility,
b. remains in the sole possession of the maker, and
c. is not accessible or revealed to any other person.
3. Information related to a student that is created or maintained by a physician, psychiatrist,
psychologist, or other recognized professional or paraprofessional
a.
acting or assisting in a professional or paraprofessional capacity;
b. that is used in connection with the provision of treatment of the student; or
c. that is not available to anyone other than persons providing such treatment,
provided, however, that such a record may be personally reviewed by a physician
or other appropriate professional of the student's choice.
4. Information maintained by the district's security unit that is necessary and appropriate to
enable the security unit to carry out its duties and responsibilities as required by law or as
may be assigned by the Board of Trustees. Such information is to be kept apart from
other student records and maintained solely for security unit purposes, available only to
other law enforcement officials of the same jurisdiction.
5. Confidential letters and statements of recommendations maintained by the district on or
before January 1, 1975, provided that such letters or statements are not used for purposes
other than those for which they were specifically intended.
6. Information maintained in the normal course of business pertaining to persons who are
employed by the district, provided that such information relates exclusively to such
persons in their capacity as employees and is not used for any other purpose.
7. Information related to a student compiled by an employee or officer of the district that
remains in the sole possession of the maker and is not available to any other person
except a substitute who performs the duties of the individual who made the notes on a
temporary basis.
D. Release of Information (General)
The Records Officer shall ensure compliance with the procedure for release of information
pertaining to students. No information without the written consent of the student (Form A,
Request and Consent for Release of Student Record) will be released, except that the following
information may be released if the student has not restricted access to his or her student records:
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1. Directory information: student name, community of residence, date and place of birth,
major field of study, participation in officially recognized activities and sports, weight
and height of members of athletic teams, dates of attendance, degrees and awards
received, the most recent public or private school attended by the student, and any other
information authorized in writing by the student.
2. The posting of student grades outside a faculty office must not be done in a manner that
personally identifies students.
3. The taking of student attendance, if roll sheets are passed from student to student, must
be done in such a manner as not to reveal any information other than student names.
E. Record of Access and Right of Review
A record of access will be maintained with the educational record of each student, which will
indicate all individuals other than school officials who have requested and obtained information
(Form B, Record of Access). A statement will accompany any record released to such parties to
inform them of the restrictions of release to any other party without the consent of the student
(Form C, Transfer of Information by Third Parties). The student can request, through the
Records Officer, a personal inspection and review of his or her record, an accurate copy of a
record, an oral description or communication of a record, or a request to release a copy of any
record. The student must be allowed to review his or her record within 15 working days of the
request to do so.
A student can waive his or her right of access to the student record solely for confidential
recommendations for career placement, postsecondary admissions, or the receipt of an honor or
honorary recognition, provided that such recommendations are used solely for the purpose for
which they were specifically intended and provided that the student shall be notified upon the
request of the persons making confidential recommendations. Such waivers may not be required
as a condition for admissions to, receipt of financial aid from, or receipt of any other services or
benefits from the college (see Form D, Waiver of the Right to Access).
F. Review of Record and Challenge
The Records Officer will establish procedures by which students are notified of their rights
pertaining to their educational records, provide the necessary arrangements for students to review
their files, and set up procedures for challenge hearings. Notification of the contents of this
policy and regulation shall appear in all future catalogs, catalog supplements, and schedules of
classes.
1. Student Record Review Procedure
Section 1: Academic Record Review
A student wishing to review his or her educational record shall request this service from window
service personnel in the Enrollment Services Office. After appropriate identification, the staff
member will pull the student's folder from the vault and escort the student to the Records Officer.
The Records Officer will seat the student at an adjoining desk and review the folder with the
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student, answering any questions that may arise. The Records Officer will insert an appropriate
notation in the student's folder that a review of the folder was made, including any statement
pertaining to challenges presented by the student. The student will also be made aware that other
campus records (depending upon his or her situation, program, health, enrollment, etc.) may exist
and, if appropriate, will be given instructions by the Records Officer so that these records may be
reviewed. The Records Officer will also ensure that, during the review of records, the student
will not be provided information that violates the privacy of other students. After the review, the
Records Officer will return the folder to the clerk for refiling. If the Records Officer is
unavailable for review at the time of the student's request, an appointment for the student will be
made.
Section 2: Other Educational Records Review
A student wishing to review records other than those on file in the Enrollment Services Office
will contact the appropriate office and request this service. The custodians of those records to be
reviewed will, after proper identification is made, produce all records pertaining to the student.
The custodian will be present at all times during the review and will screen out any information
on materials pertaining to other students. Appointments for review of records will be made if the
custodian is not available. Should the student desire to challenge any information in the record
file, he should be directed to request a hearing with the Records Officer
2. Student Record Challenge Hearing Procedure
Section 1: Informal Proceedings
A student wishing to challenge any information contained in his or her education records shall
contact the Director, Enrollment Services, and provide a written explanation (Form E, Student
Services Petition to Challenge Records) of the basis for the challenge. The Director, Enrollment
Services, will evaluate student challenges and, where necessary, order the correction or deletion
of information determined to be inaccurate, misleading, or otherwise in violation of the student's
right of privacy or other rights.
Section 2: Filing of Formal Challenge
Should proceedings fail to satisfactorily resolve the student's contention, the student may contact
the Associate Vice President of Student Learning Support Services to request a formal hearing.
The request shall be on a form (Form E, Student Services Petition to Challenge Records)
provided by the Director of Enrollment Services and shall specify the exact portion(s) of the
records that the student desires to be corrected or deleted and the precise grounds on which he or
she bases the challenge. The Associate Vice President of Student Learning Support Services
shall, within 10 working days of the filing of the written request, assign the matter to a Hearing
Committee selected pursuant to Section 3 below.
Section 3: Hearing Committee
The Associate Vice President of Student Learning Support Services shall assign student record
challenges for hearing to the Academic Appeals committee.
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Section 4: Hearing Procedure
The Associate Vice President of Student Learning Support Services will select a hearing date. At
the hearing, the student shall be given an adequate opportunity to present witnesses and other
evidence in support of his or her contentions. The student filing the challenge shall present his or
her evidence first, after which appropriate members of the college administration and faculty
shall have an opportunity to present evidence in support of the information contained in the
challenged records. The student shall have the burden of proving that the record should be
corrected or deleted.
Section 5: Decision
The Academic Appeals Committee shall render its recommendation in writing within 10 working
days of the conclusion of the hearing to the Associate Vice President of Student Learning
Support Services. If the Associate Vice President of Student Learning Support Services approves
the recommendation, records found to be inaccurate, misleading, or in violation of the student's
right of privacy or other rights will be corrected or deleted from the student's records.
Section 6: Final Appeal
If the student is not satisfied with the finding of the Associate Vice President of Student Learning
Support Services, the student may, within 30 working days of refusal to change the record,
appeal the decision in writing to the CR Board of Trustees. Within 30 working days of the
receipt of such an appeal, the Board shall, in closed session with the student and appropriate
college employee(s), if any, determine whether to sustain or deny the student's request.
If the Board finds for the student, the President or designee will immediately correct or remove
and destroy the information. If the Board's decision is unfavorable to the student or if the student
accepts the Associate Vice President of Student Learning Support Services' decision, the student
shall have the right to submit a written statement of his or her objections to the information. All
statements become part of the student's record and are confidential. The decision of the Board is
final.
G. Access to Records with Consent of Student
The district may permit access to any person for whom the student has executed written consent
specifying the records to be released and identifying the party or class of parties to whom the
records may be released. The recipient will be notified by the Records Officer (Form C, Transfer
of Information by Third Parties) that the transmission of the information to others without the
written consent of the student is prohibited. The consent note shall be permanently kept with the
student's record file.
H. Access to Records by Persons without Written Consent of Student or Under Judicial Order
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Access is not authorized to student records to any person without the written consent of the
student or under judicial order except that access may be permitted to the following individuals
or agencies:
1. An official or employee of the district, if that person has a legitimate educational interest
to inspect a record.
2. An authorized representative of the Comptroller General of the United States, the
Secretary of Education, an administrative head of an agency, state education official or
respective designee, or the United States Office of Civil Rights, where that information is
necessary to audit or evaluate a state or federally supported education program or
pursuant to a federal or state law except that, when the collection of personally
identifiable information is specifically authorized by federal law, any data collected by
these officials shall be protected in a manner that will not permit the personal
identification of students or their parents when no longer needed for that audit,
evaluation, and enforcement of federal legal requirements.
3. Any other state or local official or authority to the extent that information is specifically
required to be reported pursuant to state law adopted prior to November 19, 1974.
4. An official of another public or private school or school system, including a local,
county, or state correctional facility where an educational program is provided where the
student seeks or intends to enroll or is directed to enroll, subject to the rights of students
as provided by Education Code Section 76225, Transfer of Records.
5. An agency or organization in connection with a student's application for or receipt of
financial aid, provided that information permitting the personal identification of students
may be disclosed only as may be necessary for those purposes as to determine the
eligibility of the student for financial aid, to determine the amount of the financial aid, to
determine the conditions that will be imposed regarding financial aid, or to enforce the
terms and conditions of the financial aid.
6. An accrediting organization in order to carry out its accrediting functions.
7. An organization conducting studies for or on behalf of educational agencies or
institutions for the purpose of developing, validating, or administering predictive tests,
administering student aid programs, and improving instruction, if those studies are
conducted in such a manner that will not permit the personal identification of students or
their parents by persons other than representatives of those organizations and the
information will be destroyed when no longer needed for the purpose.
8. An appropriate person in connection with an emergency if the knowledge of that
information is necessary to protect the health or safety of a student or other persons, or
subject to any regulations issued by the Secretaries of Education or Health and Welfare.
No person, persons, agency, or organization permitted access to student records pursuant to this
policy shall permit access to any information obtained from the records by any other person,
persons, agency, or organization without the written consent of the student, provided that this
paragraph shall not require prior student consent when information obtained pursuant to this
policy is shared with other persons within the district, agency, or organization obtaining access
so long as those persons have a legitimate educational interest in the information.
I. Disciplinary Actions
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The district will include information in the student record of disciplinary action taken by district
personnel in connection with the student. The student shall be allowed to include in such record a
written statement or response concerning the disciplinary action (this section shall be coordinated
with Board Policy 505, Student Discipline).
J. Sexual Assault or Physical Abuse
The alleged victim of any sexual assault or threat of physical abuse as defined by Education
Code Section 76243(b) or any conduct that threatens the health and safety of the alleged victim
which is the basis of any disciplinary action taken by the district, shall be permitted access to that
information. The access to student record information shall be in the form of notice of the results
of any disciplinary action by the district and the result of any appeal, which shall be provided to
the alleged victim within three working days following that disciplinary action or appeal. The
alleged victim shall keep the results of that disciplinary action and appeal confidential (this
section shall be coordinated with Board Policy 505, Student Discipline).
K. Judicial Orders and Subpoenas
1. Upon receipt of a court order, the Records Officer will furnish the student record to
comply with the order. Reasonable efforts will be made by the Records Officer to notify
the student in advance of such compliance (Form F, Notification of Judicial Order or
Subpoena), if lawfully possible, within the requirements of the judicial order . A copy of
the order will be filed with the student record.
2. Subpoenas for a student record will be complied with, by the Records Officer, only if by
court order. All other subpoenas will be returned with reasons stated (Form G,
Declination to Comply with Subpoena for Student Record). Efforts will be made by the
Records Officer to notify the student of a court order or subpoena (Form F, Notification
of Judicial Order or Subpoena).
L. Copy Charges
The district will charge a $15 fee per request for copies of a complete student record, where the
request is not by court order. Copies for transcripts shall be in accordance with Education Code
Section 76223.
M. Records Maintenance and Destruction
The maintenance, retention, and destruction of student records, where not otherwise specifically
provided for, shall be in accordance with this policy, Education Code Sections 70901 and 76220,
and Education Code Section 59020, General Provisions for Retention and Destruction of
Records.
N. Employee Responsibilities Related to Student Records, Including Electronic Records
Employees of the college who have access to electronic student records are responsible for being
aware of and for complying with the college regulations regarding the privacy of student records
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(see also AR 824.01, Use of Information Resources). Compliance with these regulations
includes, but is not limited to:
1.
2.
3.
4.
Maintaining security of records and information.
Maintaining appropriate privacy of records.
Avoiding inappropriate discussion of student records.
Destroying and/or deleting records when appropriate.
O. Violations
Violation of regulations regarding the use of information and/or regulations related to student
records is grounds for imposing disciplinary action up to and including dismissal from
employment and legal action.
Approved: June 1980
Revised: 3/6/95; 11/5/02
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Board Policy / Administrative Procedure Cover Sheet
Title of Policy/Procedure: Instructional Materials Fee
This section to be completed by author
Author: Name and contact info
Originating Department/Division
New or Revision
BP/AP numbers
Former BP/AR numbers
Authors:
Research
 List pertinent codes researched (Ed
Code/Title 5, etc.)
 List other colleges researched
 Other references
Sr. Administrator Review (Name, date,
comments)
Cheryl Tucker
Student Services
Revision
AP 5031
AR 107.02
Cheryl Tucker, Kathy Goodlive, Keith SnowFlamer
Education Code Section 76365; Title 5 Section
59400 et seq.
North Orange County, Cerritos, Yuba, Palomar
CR Curriculum Committee web-site
Dr. Keith Snow-Flamer
Date submitted to PPRS
Comments:
This section to be completed by Policy and Procedure Review Subcommittee (PPRS)
PPRS Contact and contact info
Format cleared (i.e. titles, font, style)
Content reviewed with CCLC format
Legal concerns
Date returned to originator
Date submitted to College Council
Comments:
College Council Tracking
First Review
Back to PPRS
30/90 day Review
Second Review
Date sent to Board of Trustees
Date approved by Board of Trustees
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College Council 09/26/2011
7/19/11
REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Policy
Proposed AP 5031
INSTRUCTIONAL MATERIALS FEES
Students may be required to provide instructional and other materials required for a credit or
non-credit course. Such materials shall be of continuing value to a student outside of the
classroom setting and shall not be solely or exclusively available from the District.
Definitions
"Instructional and other materials" means any tangible personal property which is owned or
primarily controlled by an individual student.
“Tangible personal property” includes electronic data that the student may access during the
class and store for personal use after the class in a manner comparable to the use available during
the class.”
"Required instructional and other materials" means any instructional and other materials which a
student must procure or possess as a condition of registration, enrollment or entry into a class; or
any such material which is necessary to achieve those required objectives of a course which are
to be accomplished under the supervision of an instructor during class hours.
"Solely or exclusively available from the District" means that the material is not available except
through the District, or that the District requires that the material be purchased or procured from
it. A material shall not be considered to be solely or exclusively available from the District if it is
provided to the student at the District's actual cost; and 1) The material is otherwise generally
available, but is provided solely or exclusively by the District for health and safety reasons; or 2)
The material is provided in lieu of other generally available but more expensive material which
would otherwise be required.
"Required instructional and other materials which are of continuing value outside of the
classroom setting" are materials which can be taken from the classroom setting and which are not
wholly consumed, used up, or rendered valueless as they are applied in achieving the required
objectives of a course to be accomplished under the supervision of an instructor during class
hours.
Establishing Required Materials and Related Fees
For new courses requesting fees or existing courses requesting new or revised fees, the process
established by the Curriculum Committee for recommending such fees shall be followed.
Once approved, the recommendation for collection is forwarded to the Chief Instructional
Officer for approval.
If approved, the fee will be published in the schedule of classes and will be considered a
condition of enrollment for the course in question. Fees are collected with enrollment fees.
The Office of Instruction responds to inquiries from the State Chancellor’s Office.
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References:
Education Code Section 76365; Title 5 Section 59400 et seq.
Revision Adopted: XX/XX/XXXX
Former Administrative Regulation No. 107.02
Approved: Feb 3, 1986
COLLEGE OF THE REDWOODS
Board of Trustees Policy No. 107
Administrative Regulation No. 107.02
INSTRUCTIONAL AND OTHER MATERIALS
College of the Redwoods has a strong commitment to ensuring accessibility to all of its programs
and services for all residents of the Redwoods Community College District. As a matter of fiscal
responsibility, students may be required to provide instructional and other materials required for
a credit or noncredit course. Requirements for assessing the students a fee for instructional and
other materials shall be in accordance with California Administrative Code, Title 5, Sections
59400 through 59408.
Students of College of the Redwoods may be required to provide instructional and other
materials required for a credit or noncredit course, provided that the provisions for assessing a
fee for the course conform to the following guidelines:
(1) The materials shall be tangible personal property which are owned or primarily controlled by
an individual student; and,
(2) The materials are of a continuing value to the student outside of the classroom setting, and
the material is not wholly consumed, used up or rendered valueless as it is applied in achieving
the required objectives of a course which are to be accomplished under the supervision of an
instructor during class hours; and,
(3) The material shall not be solely or exclusively available from the District except if it is
provided to the student at the District's actual cost; and that the material is otherwise generally
available, but is provided by the District for health and safety reasons, or that the material is
provided in lieu of other generally available but more expensive material which would be
otherwise required.
Any materials not meeting these guidelines will be provided by the Redwoods Community
College District to its students at no cost to the student.
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A list of all instructional and other materials to be required in a course will be made available for
students no later than the first class meeting of each term. The list will be made available by the
instructor of the course, the Division Office, the Center Dean, or the College Bookstore. Every
effort will be made to identify in the schedule of classes each semester those courses in which
materials in addition to textbooks and syllabi may be required.
Adopted by Board of Trustees: February 3, 1986