College Council Meeting
3-21-2014
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REDWOODS COMMUNITY COLLEGE DISTRICT
College Council
2:30 p.m. – Board Room – Monday March 31st, 2014
AGENDA
1. Minutes Dated 2/24/2014 (Page 3)
NEW BUSINESS
1. AP 7211 Faculty Service Areas, Minimum Qualifications, and Equivalencies
(Page 7)
a. Review procedure changes
2. BP and AP 7384 Emeritus Title and Status(Page 14)
a. Review policy and procedure changes
OLD BUSINESS:
1.
AP 2435 Evaluation of President/Superintendent (Page 18)
 Review Constituent Feedback
2. AP 4105 Distance Education (Page 21)
 Review Constituent Feedback
3.
AP 4021 Program Revitalization, Suspension, and/or Discontinuation
 Review Constituent Feedback (Page 24)
4. BP and AP 7400 Travel (Page 32)
 Review Constituent Feedback
5.
Policies and procedure sunset proposals (Page 41)
 BP 7111 Job Description
 BP 7112 General Employee Obligations
 BP 7131 Certificated Salary Studies
 BP 7161 Transfer
 BP 7218 Faculty Tenure
 BP 7230 Classified Personnel
 BP/AP 7234 Hours and Overtime
 BP 7237 Reduction of Workforce
 BP 7251 Administrator Retreat Rights
 BP 7252 Reassigned Time for Academic Senate Personnel
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BP/AP 7341Sabbatical Leave Policy
BP 7342 Holidays
BP 7348 Vacation
BP 7349 Leaves of Absence for Classified Employees
BP 7372 Rights of Access for Employee Communication
AP 7373 Use of Site Mail Boxes
AP 7375 Employee Organization Contract Procedure
AP 7376 Use of District Plant Facilities
AP 7377 Requests for District Information
Policy and Procedure Tracking
Number
Title
District Vehicles
AP 6530
BP 7130 Compensation
BP 7140 Collective Bargaining
BP 7350 Resignation of Employees
BP 7111 Job Description
Definition of Accredited
BP 7113 Institution
District Publications and
BP 2361 Releases
Status
Research legality of Class B and Class C
requirements
Council requested language clarification
Council requested clarification from Legal
regarding intent of the policy
Human Resources seeking consideration and
input from CRFO
Postponed to bring back as a packet
Human Resources reviewing comparable
policies at other colleges.
Postponed. Council requests more
information.
Discrimination and Harassment Ahn to forward to College Council draft
AP 3435
Investigations
following Chancellor's office guidelines
BP/AP
Prohibition of Harassment
Will be reconsidered by Council when AP 3435
3430
is presented
AP3410 Nondiscrimination
Council request review of best practices
College Council Meeting
3-21-2014
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College Council Minutes
February 24, 2014
Page 1
REDWOODS COMMUNITY COLLEGE DISTRICT
Minutes of the College Council Meeting
7351 Tompkins Hill Road, Eureka, CA, Board Room
Monday, February 24th 2014
MEMBERS
PRESENT
Bob Brown, Peter Blakemore, Wendy Choate, Steve Sandeen, Debbie
Topping, Rory Johnson, Kathy Smith, Lee Lindsey, Keith Snow-Flamer,
Ahn Fielding, Cheryl Tucker, Melissa Ruiz, Jolene Gates
MEMBERS ABSENT
Mohamad Alnakhlawi, Richard Ries
CALL TO ORDER
Kathy Smith called the meeting to order at 2:35 p.m.
MINUTES DATED
1/23/2014
A motion was made by Peter Blakemore and seconded by Bob Brown to
approve the minutes from the 1/23/2014 College Council meeting. A vote
was taken and Council voted unanimously to approve the 1/23/2014
College Council meeting minutes as presented.
NEW BUSINESS
AP 2435 EVALUATION
OF THE
PRESIDENT/SUPERIN
TENDENT
The revisions presented inlucde:
- The addition of an ongoing quarterly review session option,
- The addition of how ad hoc committees are selected,
- Where the evaluation will be stored, and
- Minor changes to the timeline.
A motion was made by Bob Brown and seconded by Peter Blakemore to
send AP 2435 Evaluation of the President/Superintendent out for a 30
day constituent review.
ACTION A vote was taken and Council voted unanimously to send AP 2435
Evaluation of the President/Superintendent out for a 30 day constituent
review.
AP 4105 DISTANCE
EDUCATION
College Council reviewed the draft AP.
The draft was created using best practices from other institutions.
Audience member stated that “VA Once” needs to be removed from the
procedure because it isn’t relevant.
Council member suggested adding a reference in the Student Attendee
Dates section regarding what is considered effective contact.
Audience member suggested striking the two bullets under Student
Attendance Dates.
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Minutes-College Council
Page 2 of 4
February 24, 2014
Council member suggested sending out the policy for a 30 day
constituent review and during that 30 day review period look into the
requirements regarding student attendance dates.
A motion was made by Peter Blakemore and seconded by Keith SnowFlamer to send AP 4105 Distance Education out for a 30 day constituent
review.
ACTION A vote was taken and Council voted unanimously to send AP 4105
Distance Education out for a 30 day constituent review.
BP AND AP 7400
TRAVEL
Language was added to the BP which states that the
President/Superintendent may suspend travel.
A summary of rules that apply to all travel was added to the AP.
Council reviewed the new “flat rate” travel option.
Council member suggested adding Chief Student Services Officer and
Director of Human Resources to bullet 25.
Council member suggested adding language that clearly states that interdistrict travel is different.
A motion was made by Keith Snow-Flamer and seconded by Steve
Sandeen to send BP and AP 7400 out for a 30 day constituent review.
ACTION A vote was taken and Council voted unanimously to send BP and AP
7400 Travel out for a 30 day constituent review.
The policies and procedures being proposed for Sunset are:
POLICY AND
PROCEDURE SUNSET BP 7111 Job Description
BP 7112 General Employee Obligations
PROPOSALS
BP 7130 Certificated Salary Studies
BP 7161 Transfer
BP 7218 Faculty Tenure
BP 7230 Classified personnel
BP/AP 7234 Hours and Overtime
BP 7237 Reduction of Workforce
BP 7251 Administrator Retreat Rights
BP 7252 Reassigned Time for Academic Senate Personnel
BP/AP 7341 Sabbatical Leave Policy
BP 7342 Holidays
BP 7348 Vacation
BP 7349 Leaves of Absence for Classified Employees
BP 7372 Rights of Access for Employee Communication
AP 7373 Use of Site Mailboxes
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Minutes-College Council
Page 3 of 4
February 24, 2014
AP 7375 Employee Organization contract Procedure
AP 7376 Use of District Plant Facilities
AP 7377 Requests for District Information
These policies and procedures are not legally required and are being
proposed to sunset because the information is covered in Ed. Code,
employment law, CRFO/CSEA contracts, or the manager’s handbook.
A motion was made by Bob Brown and seconded by Keith Snow-Flamer
to send the sunset proposal for the aforementioned policies and
procedures out for a 30 day constituent review.
ACTION A vote was taken and Council voted unanimously to send the sunset
proposal for the aforementioned policies and procedures out for a 30 day
constituent review.
OLD BUSINESS
BP AND AP 2220
COMMITTEES OF THE
BOARD
Council member suggested changing the language in the first sentence
of the AP to “Board ad hoc committees shall be appointed by the
President of the Board at a Board meeting and shall comprise less than
half of all the membership of the Board.”
A motion was made by Bob Brown and seconded by Keith Snow-Flamer
to send BP and AP 2220 Committees of the Board to the Board for a first
read contingent upon the aforementioned change.
ACTION A vote was taken and Council voted unanimously to send BP and AP
2220 Committees of the Board to the Board for a first read contingent
upon the aforementioned change.
BP AND AP 2305
ANNUAL
ORGANIZATIONAL
MEETING
There was no constituent feedback on BP and AP 2305 Annual
Organizational meeting.
A motion was made by Ahn Fielding and seconded by Steve Sandeen to
send BP and AP 2305 Annual Organizational meeting to the Board for a
first read.
ACTION A vote was taken and Council voted unanimously to send BP and AP
2305 Annual Organizational meeting to the Board for a first read.
BP AND AP 6331
EMPLOYEE
MICROCOMPUTER
PURCHASE
PROGRAM
CRFO representative stated that changes to this policy and procedure
are negotiable items and should be discussed with CRFO before being
approved.
Council member stated that the policy and procedure changes may be a
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Minutes-College Council
Page 4 of 4
February 24, 2014
negotiable item for CSEA as well.
A motion was made by Ahn Fielding and Seconded by Keith SnowFlamer to send BP and AP 6331 Employee Microcomputer Purchase
Program to the Board for a first read contingent upon the review of the
policy and procedure by both collective bargaining units and that no
substantive changes are made.
ACTION A vote was taken and Council voted unanimously to send BP and AP
6331 Employee Microcomputer purchase program to the Board for a first
read contingent upon the review of the policy and procedure by both
collective bargaining units and that no substantive changes are made.
ADJOURN
President Kathy Smith adjourned the meeting at 3:45 p.m.
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
____
AP 7211
FACULTY SERVICE AREAS, MINIMUM QUALIFICATIONS, AND
EQUIVALENCIES
Faculty Service Areas
Faculty service areas shall be established after negotiation and consultation as required by
law with the appropriate faculty representatives.
Minimum Qualifications
All faculty shall meet minimum qualifications established by the Board of Governors and
published in the Minimum Qualifications for Faculty and Administrators in
California Community Colleges (Minimum Qualifications Handbook), or shall
possess qualifications that are at least equivalent to the minimum qualifications set out in
the regulations of the Board of Governors.
Equivalencies
The Academic Senate’s Faculty Qualifications Committee is responsible for fulfilling the
requirement of Education Code Section 87359, which states that the equivalency process
“shall include reasonable procedures to ensure that the Board of Trustees relies primarily
upon the advice and judgment of the Academic Senate to determine that each individual
employed under the authority granted by the regulations possesses qualifications that are
at least equivalent to the applicable minimum qualification…” In order to ensure that the
Board of Trustees relies primarily on the advice and judgment of the Academic Senate,
the Academic Senate Faculty Qualifications Committee shall:
 Be available as a resource regarding equivalency determinations.
 Recommend all equivalency determinations.
 Further clarify the criteria to be used for determining equivalency.
 Ensure that careful records are kept of all equivalency determinations.
 Periodically review this procedure and recommend necessary changes to the
Academic Senate and Board of Trustees.
 In general, ensure that the equivalency process works well and meets the
requirements of the law.
Determination of Equivalencies – The following procedure is to be used to determine
when an applicant for a faculty position, although lacking the exact degree or experience
specified in the Disciplines List of the Board of Governors Minimum Qualifications
Handbook that establishes the minimum qualifications for hire, nonetheless does possess
qualifications that are at least equivalent to those required by the Disciplines List Board
of Governors. The procedure is intended to ensure a fair and objective process for
determining when an applicant has the equivalent qualifications. It is not intended to
grant waivers for lack of the required qualifications.
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Supporting documentation might include but not be limited to:
 A transcript showing that appropriate courses in general education and in the
discipline were successfully completed at a regionally accredited college or
through an appropriate foreign institution; and
 A review of the application and recommendation by the subject matter expert.
 Other evidence of sufficient mastery and currency of the discipline, such as
publications, portfolios, and appropriate professional experience; or
 Eminence in the field. (Refer to the Minimum Qualifications Handbook)
All faculty position announcements will state the required qualifications as specified by
in the Disciplines List Minimum Qualifications Handbook, including the possibility of
meeting the equivalent of the required degree or experience. District applications for
faculty positions will ask applicants to state whether they meet the minimum
qualifications of the Disciplines List for the discipline or whether they believe they meet
the equivalent. Those claiming equivalency will then be asked to state their reasons and
to present evidence. It will be the responsibility of the applicant to supply all evidence
and documentation for the claim of equivalency at the time of application.
Human Resources will initially screen all full-time faculty applicants applications.
Those applicants who require an equivalency determination will be forwarded to the
Academic Senate’s Faculty Qualifications Committee. The Academic Senate Faculty
Qualifications Committee shall submit its recommendation and evaluation concerning
equivalency and non-equivalency to Human Resources. Only applicants who are found
to meet equivalency may be selected for an interview.
Human Resources will initially screen all associate faculty applicants applications.
Those applicants who require an equivalency determination will be forwarded to the
Academic Senate’s Faculty Qualifications Committee. The Academic Senate Faculty
Qualifications Committee shall submit its recommendation and evaluation concerning
equivalency and non-equivalency to Human Resources the Academic Senate and to the
Board of Trustees. Only applicants who are found to meet equivalency may be selected
for an interview considered for an associate faculty appointment.
Process for Granting Associate Faculty an Emergency Equivalency
All departments, divisions, and campus administrators are expected to initiate the
equivalency process in an expeditious manner prior to the end of each term. In those
emergency circumstances (for instance during summer and winter break when members
of the Faculty Qualifications Committee may not be available) the determination of
equivalency can be made on a temporary basis by the Chief Instructional Officer in
consultation with the respective discipline’s dean or director.
The Academic Senate Faculty Qualifications Committee shall employ the following
procedures in emergencies or special circumstances. For the purposes of this procedure,
an emergency or special circumstance is defined as a situation in which the full hiring
process cannot be carried out in a timely manner. Such situations may include, but are
not limited to the following:
 Vacancies that occur shortly before the beginning of a session in which there is
not sufficient time for the full equivalency process to take place.
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
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Additional sections of a class added shortly before the beginning of a session or
after the session begins.
An emergency equivalency is valid for one appointment contract. The Faculty
Qualifications Committee’s first agenda item at each meeting is to review emergency
equivalencies granted since the Committee’s previous meeting. Once the Academic
Senate has approved or denied the Faculty Qualifications Committee’s recommendation
on equivalency for a faculty member, an emergency equivalency for the same faculty
member for the same discipline cannot be granted.
Graduate Students as Faculty Interns
In the case of graduate students as faculty interns, refer to the Minimum Qualifications
Handbook.
Approved: July 9, 1990
Revised: April 6, 1992; June 3, 1996; January 9, 2007
Academic Standards and Policies Committee draft proposal to Academic Senate November 2, 2012
Approved by Academic Senate November 16, 2012
References:
Education Code Section 87001, 87003, 87359, and 87743.2
Title 5 Sections 53400 et seq.
[Current Policy 305.02; renumbered 7211]
COLLEGE OF THE REDWOODS
Board of Trustees Policy No. 305
Administrative Regulation No. 305.02
FACULTY QUALIFICATIONS
For the purpose of this regulation the term “faculty,” unless otherwise indicated, includes
full-time faculty and associate faculty.
Minimum qualifications for faculty in the Redwoods Community College District are
established in accordance with the regulations on minimum qualifications adopted by the
Board of Governors of the California Community Colleges. Every faculty member hired
by the Redwoods Community College District after July 1, 1990, must meet the
requirements for the discipline or disciplines in which he or she is assigned. Upon
meeting the requirements, the person is eligible to teach only those courses or perform
those functions that fall within the disciplines for which he or she is qualified.
Faculty who do not meet the applicable minimum qualifications may be employed by the
Redwoods Community College District if the Academic Senate has determined that the
candidate possesses qualifications that are at least equivalent to the locally established
minimum qualifications.
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For establishing the local discipline minimum qualifications, the Redwoods Community
College District will be guided by the following principles:
1. The minimum qualifications will equal or exceed minimum qualifications
established by the Board of Governors of the California Community Colleges.
2. The minimum qualifications will be the same for all pre-tenured, tenured and
temporary faculty.
3. The establishment, review and modification of faculty qualifications is the
responsiblility of the Academic Senate.
4. The establishment, review, and modification of the process by which equivalency
is determined is the responsibility of the Academic Senate through the Faculty
Qualifications Committee.
5. Every credit course taught in the District must fall under a locally recognized
discipline.
EQUIVALENCY TO THE MINIMUM QUALIFICATIONS
The equivalency process shall be applied to determine the qualification for appointment
of faculty who state that they possess education, training, and/or experience which is at
least equivalent to the District’s minimum qualifications established by the Academic
Senate for each specific discipline. The procedure is intended to insure a fair and
objective process for determining when an applicant has the equivalent qualifications. It
is not intended to grant waivers for lack of the required qualifications.
In keeping with sections 87356, 87357, 87358, and 87359 of the Education Code, the
goal of the Faculty Qualifications Committee is to rule on discipline-wide equivalency.
SUBJECT MATTER EXPERTS
The role of the subject matter expert is to make a recommendation to the Faculty
Qualifications Committee on the qualifications of an individual to teach in a specific
discipline. Each discipline shall select a full-time, tenured faculty member from that
discipline as a subject matter expert. If a tenured faculty member is not available, a pretenured faculty member may be selected. In disciplines that do not have full-time faculty
members, subject matter experts may be chosen from a closely related discipline. In the
situation where no full-time faculty are available in the discipline or a closely related
discipline, the division chair or lead faculty member shall act as the subject matter expert.
The individual selected, in consultation with other faculty in the discipline, will review
all applications for equivalency for that particular discipline.
The Faculty Qualifications Committee is responsible for providing an orientation and
training to all subject matter experts before the subject matter expert may evaluate an
application for equivalency. Subject matter expert training and orientation should consist
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of information regarding the faculty qualification process and the role of subject matter
experts in that process.
PROCESS FOR EVALUATING FACULTY QUALIFICATIONS
Process for Evaluating Full-Time Faculty Candidates Qualifications
The process for determining a faculty candidate’s qualifications is described in AR
305.01, “Faculty Appointment Procedures.”
Process for Evaluating Existing Full-Time Faculty Qualifications to Teach in an
Additional Discipline
The process begins when an individual is considered for a faculty assignment in a
discipline for which they have not been previously qualified.
1. The Vice President of Academic Affairs, or designee, determines if the faculty
member meets the District’s minimum qualifications for the assignment.
2. If the faculty member does NOT meet the District’s standard, the individual with
the intent to assign submits an application for equivalency, with supporting
documentation, to the Faculty Qualifications Committee.
Supporting documentation might include but not be limited to:



A transcript showing that appropriate courses in general education and the
discipline were successfully completed at a regionally accredited college
or through an appropriate foreign institution; or
Other evidence of sufficient mastery and currency of the discipline, such
as publications, portfolios, and appropriate professional experience; or
Eminence in the field.
3. The subject matter expert reviews the application and forwards a recommendation
to the Faculty Qualifications Committee.
4. The Faculty Qualifications Committee will review the application and supporting
evidence to determine a faculty member’s equivalency. If more documentation is
needed, the application packet is returned to the Vice President of Academic
Affairs, or designee, (step 1) at which point the process begins again.
5. The Faculty Qualifications Committee forwards its recommendation to grant/deny
equivalency to the Academic Senate for approval.
6. Once the Academic Senate grants or denies an equivalency, the action is reported
to the Vice President of Academic Affairs, Dean of Faculty, and all division
chairs, directors, and campus vice presidents. The Vice President of Academic
Affairs shall notify the originator of each application for equivalency and the
respective candidates of the Senate’s action.
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Process for Evaluating Associate Faculty Qualifications
The process begins when an individual is considered for a faculty assignment.
1. The Vice President of Academic Affairs, or designee, determines if the candidate
meets the District’s minimum qualification for appointment.
2. If the candidate does NOT meet the District’s standard, the individual with the
intent to assign submits an application for equivalency with supporting
documentation to the Faculty Qualifications Committee.
Supporting documentation might include but not be limited to:



A transcript showing that appropriate courses in general education and the
discipline were successfully completed at a regionally accredited college
or through an appropriate foreign institution; or
Other evidence of sufficient mastery and currency of the discipline, such
as publications, portfolios, and appropriate professional experience; or
Eminence in the field.
3. The subject matter expert reviews the application and forwards a recommendation
to the Faculty Qualifications Committee.
4. The Faculty Qualifications Committee will review the application and supporting
evidence to determine a candidate’s equivalency. If more documentation is
needed, the application packet is returned to the Vice President of Academic
Affairs, or designee, (step 1) at which point the process begins again.
5. The Faculty Qualifications Committee forwards its recommendation to grant/deny
equivalency to the Academic Senate for approval.
6. Once the Academic Senate grants or denies an equivalency, the action is reported
to the Vice President of Academic Affairs, Dean of Faculty and all division
chairs, directors, and campus vice presidents. The Vice President of Academic
Affairs shall notify the originator of each application for equivalency and the
respective candidates of the Senate’s action.
Process for Granting Associate Faculty an Emergency Equivalency
For associate faculty, all departments, divisions, and campus administrators are expected
to initiate the equivalency process in an expeditious manner prior to the end of each term.
In those emergency circumstances (for instance during summer and winter break when
members of the Faculty Qualifications Committee may not be available) the
determination of equivalency can be made on a temporary basis by the Vice President for
Academic Affairs in consultation with the respective discipline’s division chair or
director.
An emergency equivalency is valid for one appointment contract. The Faculty
Qualifications Committee’s first agenda item at each meeting is to review emergency
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equivalencies granted since the Committee’s previous meeting. Once the Academic
Senate has approved or denied the Faculty Qualifications Committee’s recommendation
on equivalency for a faculty member, an emergency equivalency for the same faculty
member for the same discipline or course cannot be granted.
GRADUATE STUDENTS AS FACULTY INTERNS
Faculty interns may be employed as associate faculty under the terms and minimum
qualifications describe in the Title 5 regulation Regulations on Faculty Interns
(subchapter 5, sections 53500, 53501 and 53502). Note this regulation covers only
“faculty interns” and does not include “interns,” which are described in Title 5,
subchapter 5, section 53500 as “. . . any person, no matter how designated, who only
assists in a class taught by a regularly qualified faculty member, and who has no
independent responsibility for instruction or supervision of students.”
Approved: July 9, 1990
Revised: April 6, 1992; June 3, 1996; January 9, 2007
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7384
EMERITUS TITLE AND STATUS
Emeritus status is an honorary designation conferred upon retirees to recognize their
accomplishments and contributions to the Redwoods Community College District.
An emeritus title for retired personnel shall be awarded by Board action upon the
recommendation of the President.
Former BOT BP 342 adopted March 4 1991 (number change only 8/12)
Amended December 2, 1996
Reviewed/revised by Academic Standards and Policies Committee February 2014
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7384
EMERITUS TITLE AND STATUS
Emeritus status is an honorary designation conferred upon retirees to recognize their
accomplishments and contributions to the Redwoods Community College District.
An emeritus title for retired administrative personnel shall be awarded by Board action upon the
recommendation of the President.
Members of the faculty shall be awarded an emeritus title by the Board of Trustees upon the
recommendation of both the Academic Senate and the President.
Members of the classified staff shall be awarded an emeritus title by the Board of Trustees upon
the recommendation of both the Classified Senate and the President.
Members of the classified management staff and the classified confidential staff shall be awarded
an emeritus title by the Board of Trustees upon the recommendation of the President.
Former BOT BP 342 adopted March 4 1991 (number change only 8/12)
Amended December 2, 1996
Reviewed/revised by Academic Standards and Policies Committee November 2013
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7384
EMERITUS TITLE AND STATUS
Eligibility
1) The candidate must have performed at least ten years of full-time service to the District
or the equivalent in part-time service.
2) The employees seeking the emeritus title shall submit a written request to their
Supervisor. An employee may also be nominated for emeritus status by a colleague from
the District, with the consent of the nominated employee.
Process
1) Each nomination for emeritus status shall include a brief narrative summary citing the
professional accomplishments and record of District service.
2) The Supervisor will verify eligibility and forward the nomination(s) as follows:
a. Faculty nominations go to the Academic Senate for approval: once approved, the
Academic Senate forwards the nominations to the President.
b. Manager nominations go to the Manager’s Council for approval; once approved,
the Manager’s Council forwards the nominations to the President.
c. Classified employee nominations go to the Classified Executive Board for
approval; once approved, the Classified Executive Board forwards the
nominations to the President.
d. Administrator and Confidential employee nominations go directly to the
President.
3) The President will submit all employee nominations with the President’s
recommendation to the Board of Trustees for final approval.
Privileges
1)
2)
3)
4)
A Certificate of Emeritus status awarded at the time of retirement.
A permanent ID card indicating emeritus status.
Complimentary admission to College events.
Authority to use emeritus title in professional work.
Former Administrative Regulation No. 342, number change only on August 7, 2012
Approved: December 2, 1996
Reviewed/revised by Academic Standards and Policies Committee February 201
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7384
PROCESS FOR DETERMINING EMERITUS STATUS
Classified Staff
Members of the classified staff who are retired or are about to retire may be nominated by their
colleagues by means of a letter to the Classified Senate setting forth the reasons for the
nomination and signed by at least ten members of the permanent, classified staff. Members of the
classified management staff and the classified confidential staff shall be awarded an emeritus
title by the Board of Trustees upon the recommendation of the President. The Classified Senate
and the President shall use the following criteria in determining whether to recommend a
candidate for emeritus status:
1. The candidate must have performed at least ten years of full-time service to the District
or the equivalent in part-time service.
2. The candidate's service must be distinguished and exemplary as reflected in
evaluations
and in the opinion of colleagues from administration, faculty, and staff.
3. The candidate must have made a significant, positive contribution to the District,
performing services well beyond the minimum required by the job.
A list of classified staff designated as "emeritus" will be maintained by the Classified Senate and
the Human Resources Office. Emeritus staff will be listed in the catalog, will be regularly
included in appropriate campus functions, and, upon their request, will be granted the following
at no charge:
1. library cards,
2. staff parking permits,
3. athletic event passes, and
4. use of the pool and athletic facilities.
It is the intent of the District that emeritus classified staff be continuously recognized for the
excellence of their service and their many contributions and that they be included to the greatest
extent possible in the life of the College.
Former Administrative Regulation No. 342, number change only on August 7, 2012
Approved: December 2, 1996
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 2435
EVALUATION OF PRESIDENT/SUPERINTENDENT
The Goals of the Evaluation Process

Hold the President/Superintendent accountable for the successful operation of the
District with regular and constructive consideration of her/his strengths and
weaknesses.

Ensure that District policies, procedures, and all applicable laws and
regulations—as well as all Accreditation Standards—are upheld and acted upon in
a timely and proficient manner through regular reports to the Board of Trustees
and the college.

Reaffirm the respective and distinctive roles and responsibilities of the
President/Superintendent and the Board.

Ensure that the District’s vision and mission are at the core of District-wide
integrated planning and initiatives.

Establish a basis for fair and responsible consideration of the
President/Superintendent’s continued employment with the District.
The President/Superintendent Evaluation Process
The President/Superintendent’s annual evaluation will include evaluations by all trustees and
may include one or more members of each college constituent group and the community, as
agreed upon by the President/Superintendent and the Board Ad Hoc Committee on the
Evaluation of the President/Superintendent.
During the President/Superintendent’s first year, the President/Superintendent and the Board will
agree on a timetable for regular closed session evaluations (no less than one evaluation every
three months) until the evaluation process begins to follow this administrative procedure’s
calendar, as follows: as detailed below. Quarterly closed session discussions regarding the
President/Superintendent’s progress on goals and objectives may be scheduled for
subsequent years, as mutually agreed upon.
January
The president of the Board appoints three trustees to the Board Ad Hoc
Committee on the Evaluation of the President/Superintendent. The chair of the Ad
Hoc Committee on the Evaluation of the President/Superintendent, selected at
the first Ad Hoc Committee meeting per AP 2220, meets with the previous
year’s chair to ensure a smooth transition.
March
The Board Ad Hoc Committee on Evaluation of the President/Superintendent
meets with the President/Superintendent to define the evaluation process in
greater detail, as necessary, including any survey instruments that will be used to
conduct the annual evaluation of the President/Superintendent. Evaluation
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methods may include, but are not limited to, surveying college employees and
community members, using standardized evaluation instruments, and contracting
or consulting with professional groups to administer surveys and feedback.
The evaluation shall address, but is not limited to, these criteria:
a.
Performance of duties as outlined in the job description and the contract of
the President/Superintendent, as well as progress toward the goals and
objectives agreed upon by the Board and the President/Superintendent
b.
Leadership on campus and in the community
c.
Communication with the Board, college employees, students, and the
communities served by the District
April
The chair of the Ad Hoc Committee, or a designee, conducts the evaluation in
accordance with the process mutually agreed upon between the Ad Hoc
Committee and the President/Superintendent, coordinating the distribution and
return of survey instruments and ensuring a confidential and fair process.
May
The chair of the Ad Hoc Committee, or a designee, tabulates the returned
responses and presents all responses with the tabulated results to the Board as a
whole at the closed session of the May Board meeting. The Board may elect to
seek the clarification of a response. The President/Superintendent will not
have access to names of respondents. The tabulated results and a summary
of written response comments will be included as part of the final evaluation
document.
The President/Superintendent will not have access to names of respondents, and
all responses will be destroyed after the Board President and the
President/Superintendent sign the confidential evaluation summary.
June
One week prior to the June meeting, the President/Superintendent submits to the
Board a written self-evaluation that includes, but is not limited to, the above
evaluation criteria. In addition, this self-evaluation shall contain a “state of the
college” report on the key indicators, such as employee morale, enrollment,
accreditation, overall functioning and stability of the institution, status of
integrated planning, status of strategic plans, etc. The President/Superintendent
shall determine the format of the written self-evaluation.
In closed session, the Board and President/Superintendent review the tabulated
responses results and summary of written response comments from to the
survey instrument and the written self-evaluation. The President/Superintendent
and the Board discuss accomplishments as well as items needing further attention
by the President/Superintendent and the Board, separately or jointly. The Board
may choose to meet without the President/Superintendent present for a
portion of the meeting. The President/Superintendent and Board initiate
discussions regarding goals, expectations, and objectives for the next evaluation
period.
July
One week prior to the July meeting, the President/Superintendent submits to the
Board a draft of goals and objectives for the next evaluation period. In closed
session, the President/Superintendent and the Board agree on the goals and
objectives for her/himself and the District and possible timeframes for meeting
them. Because all evaluation details except actual changes to the
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President/Superintendent’s contract are confidential, the Board and
President/Superintendent shall agree on what, if any, statement is released
publicly regarding the President/Superintendent’s evaluation.
August
At the August Board meeting in closed session, the President/Superintendent
presents to the Board a report containing the finalized goals and objectives in a
format chosen by the President/Superintendent. The Board President presents to
the Board a written summary of the Board’s evaluation results of the
President/Superintendent. Barring objection from the Board and the
President/Superintendent, the Board President and the President/Superintendent
sign these two documents and place them in the President/Superintendent’s file.
Any objections should be resolved mutually.
All materials not destroyed and pertaining to the evaluation and the
President/Superintendent’s file are retained in an “Access Only by Action of
Board” file located securely in the office of the President/Superintendent Human
Resources Office. Only the current Board President may execute this action.
Because all evaluation details except actual changes to the
President/Superintendent’s contract are confidential, the Board and
President/Superintendent shall agree on what, if any, statement is released
publicly regarding the President/Superintendent’s evaluation and goals and
objectives for the next evaluation period.
October
The President/Superintendent and the Board Ad Hoc Committee review this
administrative procedure (AP 2435) for the evaluation of
President/Superintendent and make recommendations for the next evaluation
period.
Reference: Accreditation Standard IV.A and IV. B
Approved: 9/11/05
Revised: 2/6/06, 8/4/09, 09/14/10, 08/10/12
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 4105
DISTANCE EDUCATION
“Distance education is defined…as a formal interaction which uses one or more technologies to
deliver instruction to students who are separated from the instructor and which supports regular
and substantive interaction between the students and instructor, either synchronously or
asynchronously” (ACCJC, 2013).
Course Quality Standards
The same standards of course quality shall be applied to distance education as are applied to
traditional classroom courses. Refer to the Curriculum Handbook.
Separate Course Approval
Each proposed or existing course offered by distance education shall be reviewed and approved
separately. Separate approval is mandatory if any portion of the instruction in a course or a
course section is designed to be provided through distance education.
The review and approval of new and existing distance education courses shall follow the
curriculum approval procedures outlined in Administrative Procedure 4020 Program and
Curriculum Development and the Curriculum Handbook.
Instructor Contact
Each section of the course that is delivered through distance education shall include regular
effective contact between instructor and students. Instructor contact guidelines can be found on
the Curriculum Committee website.
Student Authentication Process
Consistent with federal regulations pertaining to federal financial aid eligibility, the District shall
authenticate or verify that the student who registers in a distance education or correspondence
education course is the same student who participates in and completes the course or program
and receives the academic credit.
The Chief Instruction Officer (CIO) shall authorize one or more methods to authenticate or
verify the student’s identity approved by federal regulation. For the Redwoods Community
College District (RCCD), authentication uses secure credentialing/login and password within
applicable course management systems, which is specifically referenced in the federal regulation
as an appropriate and accepted procedure for verifying a student’s identity.
Privacy
The District shall provide to each student at the time of registration a statement of the process in
place to protect student privacy and estimated additional student charges associated with
verification of student identity, if any.
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Student Attendance Dates
Enrollment Services shall ensure compliance with Federal Regulations (34 CFR 668.22)
pursuant to Return to Title IV Funds (R2T4) and VA-ONCE Notice of Change (38 CFR
21.4203) using faculty verification of last actual date of attendance as evidenced by active
participation and reflected in the assessment of regular effective contact to calculate student’s
earned and unearned portion of Title IV Aid.
Instructors are responsible for verifying student attendance dates in all sections in which:
 earned and unearned portions of Federal Student Aid (Title IV) are determined based
upon the amount of time the student spent in attendance, and/or
 last actual date of attendance is used to determine status changes for students receiving
Veteran (VA-ONCE) funds.
ADA Compliance
All distance education is subject to the requirements of Title 5 as well as the requirements
imposed by the Americans with Disabilities Act (42 U.S. Code Sections 12100 et seq.) and
Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S. Code Section 794d).
Also, see Administrative Procedure 3412 Access to Programs and Facilities.
Evaluation of Instructors
Instructors teaching online classes shall be systematically evaluated using criteria applied to all
classes, in addition to criteria specific to online instruction.
Instructor Preparation and Professional Development
The district shall establish readiness standards and implement a method to identify instructors
qualified to teach online. The district shall provide ongoing training and professional
development in support of distance education.
Student Grievances
The CIO or designee will maintain a file of all student grievances related to distance education
and their resolutions.
REFERENCES:
“Guide to Evaluating Distance Education and Correspondence Education” ACCJC publication,
July 2013;
Title 5 Sections 55200 et seq.;
U.S. Department of Education regulations on the Integrity of Federal Student Financial Aid
Programs under Title IV of the Higher Education Act of 1965, as amended;
Title 34 Code of Federal Regulations - Section 602.17.
Approved by Board of Trustees New Procedure
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REDWOODS COMMUNITY COLLEGE DISTRICT BP 7400
Board Policy
Number Update only for Board of Trustees Policy No. 604
TRAVEL
The District values and encourages attendance at conferences, workshops, and meetings that
provide an opportunity for the exchange of ideas and information that will enhance the
employee's ability to serve the educational program. However, the duration of individual
absences or the concurrent absence of more than one staff member from a department must not
impair the quality of the educational program.
The President/Superintendent is authorized to attend conferences, meetings and other
activities that are appropriate to the functions of the District. The
President/Superintendent shall establish procedures regarding the attendance of other
employees at conferences, meetings, or activities. The procedures shall include authorized
expenses, advance of funds, and reimbursement. The President/Superintendent may
temporarily suspend travel authorizations at any time pursuant to Accreditation Standard
IIID and Eligibility Requirement 17 – Financial Resources.
Travel outside the State of California requires the approval of the President/Superintendent.
Travel outside of the United States requires approval by the Board of Trustees. All travel must be
approved in advance and prior to financially committing to any travel expense.
Former Board of Trustees Policy No. 604, number change only on June 5, 2012
Adopted by Board of Trustees: August 15, 1977
Amended: April 12, 1979; November 3, 1980; November , 1991; March 7, 1994 College Council Meeting
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AGENDA ITEM 4.1
REDWOODS COMMUNITY COLLEGE DISTRICT Proposed Revised Interim AP 4021
Administrative Procedure
February 7, 2014
February 21, 2014
PROGRAM REVITALIZATION, SUSPENSION,
AND/OR DISCONTINUATION
Philosophy and Purpose
The College of the Redwoods District is committed to the vitality and integrity of its
educational programs as validated by processes of regular and ongoing evaluation. Following
a transparent process and using appropriate data, this procedure provides a framework for the
effective consideration of program vitality that utilizes regular and rigorous institutional
evaluation, and in those instances where consideration of discontinuance is appropriate,
provides a framework and a process of effective engagement within which to consider the
relevant issues and to come to an appropriate and timely institutional resolution.
This procedure will be used to review the revitalization, suspension, or discontinuance of
instructional programs. An instructional program is defined as a discipline and/or as an
organized sequence or grouping of courses leading to a defined objective such as a major
(area of emphasis), degree, or certificate.
Changes in the following indicators may cause a program to be recommended to the
President/Superintendent for evaluation (based on quantitative and qualitative data):










Program review and analysis trends (i.e. enrollment, FTES/FTEF ratio, success and
retention rates, etc.)
Degree and certificate completions
Alignment with the Chancellor’s Office priorities, the College’s mission, and
accreditation standards
Alignment with state and federal requirements
Changes in requirements from transfer institutions
Availability of fulltime and associate faculty
Budget concerns and lack of sufficient funding
Changes in demand in the workforce
Lack of adequate facilities and equipment
Outdated curriculum
The Program Review process, unit plans, and other strategic, educational and annual
planning activities should be referenced and considered among sources of data and direction
in this process, but it is important to emphasize that their primary purpose and use is not to
target programs for discontinuance. It is also important to note that program revitalization,
suspension, or discontinuance should occur only after serious deliberation.
It is necessary to keep in mind that during times of budget reductions or reallocations which
necessitate the reduction in (cutting) class sections and reduction in faculty positions, it is
possible that the College may not have sufficient course offerings to maintain a program or a
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AGENDA ITEM 4.1
major at the College. In such instances, as best as possible, consideration should be given to
satisfying the mission of the College and accreditation standards, meeting student needs, and
addressing fiscal realities.
February 21, 2014
Consideration of Collective Bargaining Rights
Nothing contained in this Administrative Procedure is intended to infringe upon, diminish, or
supersede any collective bargaining rights established for employees of the District. It is the
intention of the District that consideration of issues that fall under the scope of bargaining be
addressed through the regular processes established for such consideration by the District and
its collective bargaining units.
Program Revitalization, Suspension and/or Discontinuance Evaluation Process
Step One: Program Analysis Request
Program revitalization, suspension, or discontinuance discussions can be initiated by the
administration, faculty within the discipline, the Program Review Committee or the
Academic Senate at any time by submitting a Program Analysis Request (Appendix A) to the
President/Superintendent. Recommendations from individual departments or advisory
committees will be brought to the appropriate division dean to bring forward to the Vice
PresidentChief Instruction Offecer/Chief Student Services Officer (CIO/CSSO). The Vice
PresidentCIO/CSSO will consult with the Academic Senate Co-Presidents on the
recommendations moving forward.
Step Two: Appointment of the Task Force
If a Program Analysis Request is approved by the President/Superintendent, he or she will,
with consultation with Expanded Cabinet, appoint a Task Force. The Task Force shall be
composed of the following:
 2 Deans or Directors not connected to the program of the program (Co-Chair, with
one of the faculty members described below)
 Academic Senate Co-President or designee member of the Executive Committee.
 1 faculty member who teaches in the program appointed by the Academic Senate
(or designee appointed by the President if a faculty member is not available)
 1 faculty member 2 faculty members who is are not a member of the program or
division appointed by the Academic Senate (or designee appointed by the President if
a faculty member is not available)
 1 representative appointed by the President/Superintendent
 1 manager appointed by the Managers Council
Deans/Directors or faculty who are responsible for, or teach in, the program under review
will not serve as members of the task force but will be expected to provide information to
the task force .
To protect the revitalization, suspension, or discontinuance process, all task force members
are required to maintain confidentiality throughout and after the conclusion of the
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AGENDA ITEM 4.1
process. Confidential information includes issues discussed during the process. All
information relating to the process may only be discussed with other task force members or
administrators in the chain of command of the program under review.
February 21, 2014
The Task Force will be co-chaired by a faculty member to be selected from and by the
membership of the Task Force. The responsibilities of the co-chairs of the Task Force
include, but are not be limited to, the following:
 Consultation with the Office of Institutional Research and other resources to validate
information being used in determining recommendations
 Maintenance of objectivity and integrity during the entire process
 Written summary recorded for each meeting
 Production of a Task Force Recommendation Report
Step Three: Program Analysis
The Office of Institutional Research will complete the Program Analysis Form (Appendix B)
within two weeks of the President/Superintendent’s approval of the Program Analysis
Request and submit this to the co-chairs of the Task Force, who will then begin work
analyzing both quantitative and qualitative data provided.
Current and past quantitative and qualitative data on the program must be researched and
reported so that the Task Force can make an informed recommendation to the
President/Superintendent and Expanded Cabinet regarding the program’s revitalization,
suspension, or discontinuance.
Program faculty will have the opportunity to provide information about their program
prior to the initial recommendation by the task force(s). Deans/Directors or faculty who
are responsible for, or and Faculty who teach in, the program under review will have the
opportunity to review the initial recommendation for findings of fact.
Step Four: Task Force Program Recommendation Report
Subsequent to review of all of the relevant information, the Task Force, working with the
Office of Institutional Research, will present its findings, including a recommendation on a
course of action, and a timeframe for resolution to the Vice PresidentCIO/CSSO and
President/Superintendent. This recommendation report shall be submitted no more than 60
days after formation of the Task Force unless otherwise agreed to between the Vice
President CIO/CSSO and the task force co-chairs.
The three possible recommendations that may be provided by the Task Force include:
1. Program Revitalization: A program may be recommended to continue with qualifications.
These may include, but are not limited to, specific interventions designed to improve the
viability and responsiveness of the program. Examples of Program Revitalization may
include a plan of action to enhance the performance and effectiveness of an existing
program, which could include training/professional development for faculty and/or
curriculum changes/updates; a recommendation to restructure an existing program for
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AGENDA ITEM 4.1
greater effectiveness; reallocation of resources; or a recommendation to develop a new
program from the existing program.
February 21, 2014
The Task Force Recommendation Report for Program Revitalization shall include a
timeline during which these interventions will occur, an assessment plan, and expected
outcomes. All interventions and timelines will also be communicated in writing to the
appropriate administrator. After the specified revitalization period is completed the
program will be reviewed again on a regular program review cycle.
2. Program Suspension: A program may be recommended for a one or more years
suspension. Any recommendation for program suspension must include the criteria used
to arrive at the recommendation. Examples or reasoning for the temporary suspension
may include but are not limited to:







Safety issues
Lack of required equipment or facilities
Lack of available fulltime or associate faculty
Regulatory suspension,
Lack of funding resources
Misalignment with state, Chancellor’s Office priorities, the College’s mission,
accreditation standards, federal law/mandates
Budget concerns and lack of sufficient funding
The Task Force Recommendation Report for Program Suspension shall include: a
detailed plan and recommended timeline for the suspension of the program with the least
impact on students, faculty, staff and the community; an impact report explaining how
phasing out the program for suspension will affect students, faculty, staff, and the
community based on the Program Analysis data; the amount of cost savings achieved by
virtue of the program’s suspension; recommendations for how currently enrolled students
may meet their educational objectives through alternative means while the program is
under suspension; and the requirements of collective bargaining for faculty and staff,
including application of policies for reduction in force and opportunities for retraining of
faculty and staff, if necessary, while the program is under suspension.
3. Program Discontinuance: A recommendation to discontinue a program will occur when,
after a full evaluation study, it is concluded that it is no longer in the best interest of the
College, its students, and the larger community for the program to continue. Any
recommendation for program discontinuance must include the criteria used to arrive at
the recommendation. The Task Force Recommendation Report for Program
Discontinuance shall include the following: a detailed plan and recommended timeline
for phasing out the program that minimizes the impact on students, faculty, staff and the
community; an impact report explaining how phasing out the program will affect
students, faculty, staff, and the community based on the Program Analysis data; the
amount of cost savings achieved by virtue of the program’s discontinuance;
recommendations for how currently enrolled students may meet their educational
objectives through alternative means; and the requirements of collective bargaining for
faculty and staff, including application of policies for reduction in force and opportunities
for retraining of faculty and staff.
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AGENDA ITEM 4.1
February 21, 2014
The Task Force’s written report will consist of 1) a summary of the data, 2) an analysis of the
data, 3) the recommendation, 4) the factors used to make the recommendation, and 5) a
detailed assessment of the recommendations’ impact on the college’s overall educational
program and budget, as well as its impact on students, faculty, and staff involved.
Step Five: Decision
The President/Superintendent has full responsibility and authority to implement the decision
as designee of the Board of Trustees. If the President/Superintendent decides to implement
the recommendation for revitalization, suspension, or discontinuance, the
President/Superintendent will task the appropriate administrators to work with faculty and
staff to develop the program revitalization, suspension or discontinuance timeline, taking into
consideration the following:
 Faculty reassignment by FSA or termination
 Staff reassignment or termination
 Alternatives for students to complete program degrees and/or certificates
 Redistribution/discontinuance of equipment, supplies, facilities, and budget
If the President/Superintendent decides not to implement the recommendation for
revitalization, suspension, or discontinuance, then he or she shall communicate the reasons in
writing to the Expanded Cabinet. If the final decision is to suspend or discontinue the
program, then the Chief Instructional Officer or the Chief Student Services Officer, Chief
Human Resources Officer, Academic Senate, CRFO, CSEA, and appropriate deans/directors
will participate in the following steps:
 Consult with affected faculty and staff member(s) regarding their employment rights
 Consult with students regarding their options for program completion or transfer
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February 21, 2014
AGENDA ITEM 4.1
Appendix A
PROGRAM ANALYSIS REQUEST FORM
Program Name:____________________________________________________
This Program Analysis Request must be supported by the program review or other
appropriate data and shall be submitted to the President/Superintendent. The
President/Superintendent will determine if a Task Force shall be convened to evaluate the
program for revitalization, suspension or discontinuance.
Please check the indicators that triggered the initiation of the program revitalization,
suspension or discontinuance process. Please attach the program’s most recent Program
Review to this proposal request.
MULTIPLE INDICATORS (please check multiple indicators below)

Multiple Indicators (please check the indicators below)
Enrollment has declined at least three of the last five years.
FTES/FTEF is consistently below the district average, or has declined at least three of
the last five years.
Success rates are consistently below the district average, or have declined at least
three of the last five years.
Retention rates are consistently below the district average, or have declined at least
three of the last five years.
Program completions are consistently below the division’s district average, or have
declined at least three of the last five years.
Insufficient availability of courses for students to complete the program within its
stated duration
Nonaligned with state, the Chancellor’s Office priorities or College mission
Nonaligned with federal and state law
Lack of available program personnel (faculty/staff)
Inadequate equipment and/or facilities
Changes in the local and/or regional job market
Changes in community/student needs or interests
Change in transfer requirements
Diminished outside funding resources
Program creates financial hardship for the institution
Budget concerns and lack of sufficient funding
Outdated curriculum
Other:
Name of Requestor
Approved
Date
Denied
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AGENDA ITEM 4.1
Date
February 21, 2014
President/Superintendent
Appendix B
If the Program Analysis Request is approved by the President/Superintendent, the Director of
Institutional Research will complete the Program Analysis Form within a two-week period
and submit to the co-chairs of the Task Force. The form will address all applicable criteria
below for the most recent 6 terms (compared to the current district average) unless
information is unavailable or not applicable.
PROGRAM REVITALIZATION, SUSPENSION AND/OR DISCONTINUANCE
PROGRAM ANALYSIS FORM– QUANTITATIVE DATA
District
Average
(if applicable)
Fall
2010
Spring
2011
1. Total student
enrollment
2. Number of class
sections offered
3. Fill rates/caps
4. FTES
5. FTES/FTEF
6. Term-to term
persistence of
students in the
program
7. Retention
8. Student Success
(C or better)
9. Number of
graduated/certifi
ed students from
the program
10. Expense or
annual
cost/FTES trends
11. Labor market
demand:
vocational and
avocational
12. Number of
program/area
transfers
7
Fall
2011
Spring
2012
Fall
2012
Spring
2013
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AGENDA ITEM 4.1
February 21, 2014
PROGRAM ANALYSIS FORM – QUALITATIVE DATA
This report will address all applicable criteria below unless information is unavailable or not
applicable.
1. The impact the action will have on the general education curriculum or the curriculum of
other programs.
2. The ability of students to complete their degree or certificate or to transfer. This includes
maintaining the catalog rights of students.
3. The College’s ability or inability to provide the resources to maintain the program.
4. Balance of college curriculum ( for example, ensuring the non-elimination of all of one type
of programs, such as foreign languages)
5. Replication of programs in the surrounding area and their efficacy.
6. The potential impact on diversity at the College.
7. Alignment with Chancellors Office priorities, college mission, accreditation standards, and
state and federal law.
8. Effects on local business and industries- i.e., declining market/industry demand (local,
regional).
9. Availability of the program at other community colleges.
10. If this is a grant-funded program, what was the agreed institutional commitment for the
campus to continue this program?
11. List specific financial resources required to sustain the program:
 Faculty compensation FT/PT
 Support Staff compensation
 Facilities costs annualized
 Equipment costs annualized
 Supplies cost annualized
12. Potential impact on the community.
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REDWOODS COMMUNITY COLLEGE DISTRICT AP 7400
Administrative Procedure
SUMMARY OF RULES APPLICABLE TO ALL TRAVEL:
1. ALL TRAVEL MUST BE APPROVED IN ADVANCE AS FURTHER DESCRIBED
BELOW.
2. ONLY EXPENDITURES REQUIRED FOR COLLEGE BUSINESS WILL BE
REIMBURSED.
3. ONLY USUAL, CUSTOMARY, AND REASONABLE COSTS OF NECESSARY
EXPENDITURES WILL BE REIMBURSED.
4. THE REIMBURSEMENT RATE FOR ALL TRAVEL IS BASED ON THE LEAST COST
OR MOST ECONOMICAL MODE OF TRAVEL, REGARDLESS OF HOW THE
EMPLOYEE ACTUALLY CHOOSES TO TRAVEL.
5. ANY CASE OF SUSPECTED ABUSE OR MISUSE OF DISTRICT TRAVEL EXPENSE
ACCOUNTS MUST BE REPORTED TO THE CHIEF BUSINESS OFFICER.
6. THE PRESIDENT/SUPERINTENDENT MAY TEMPORARILY SUSPEND TRAVEL
AUTHORIZATIONS AT ANY TIME PURSUANT TO ACCREDITATION STANDARD
IIID AND ELIGIBILITY REQUIREMENT 17 – FINANCIAL RESOURCES.
Travel Rules:
1. Travel may be authorized in advance to attend a conference, workshop, or meeting, or to
perform other necessary services for the District at the District’s expense. 2. The District will reimburse the usual, customary and reasonable costs of necessary expenses
for District business.
2.1.
Expenses not required for District business and expenses in excess of the least cost or
most economical option shall not be claimed for reimbursement and will not be
reimbursed.
2.2.
Standard rates are noted below for certain categories below.
3. Lodging: Itemized receipts required.
3.1.
Employees shall request a discounted room rate (government rate, state rate, etc.), if
available.
3.2.
Rooms will be reimbursed at the single occupancy rate if one employee is in the room
or the double occupancy rate will be split between each employee’s travel
authorization when shared with another District employee.
3.3.
On check-in the employee shall present a completed Hotel/Motel Transient Occupancy
Tax Waiver (waiver) form. Waiver forms are available on the Business Office website
and the California Department of General Services website. Acceptance of the waiver
form by the hotel/motel is strictly voluntary, and employees may lodge at a
hotel/motel that does not accept the waiver form.
3.4.
Non-commercial lodging shall be reimbursed at $15.00 per night.
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3.5.
The room cost must be noted on the Pre-Trip Authorization. Whenever possible, this
fee should be paid for with a District card instead of a check.
4. Meals: No receipts required as standard reimbursement rates always apply.
4.1.
Meal allowances are provided up to $36.00 per day based on a rate of 8.00 for
breakfast, $10.00 for lunch, and $18.00 for dinner.
4.2.
No reimbursement will be provided for any meal that was included in a conference,
workshop, or meeting fee, or provided by the hotel/motel, including continental
breakfast.
4.3.
Meal allowances on the initial day of travel are payable if it was necessary to leave the
work site, or residence on or before the following times 7:00 a.m. for breakfast, 11:00
a.m. for lunch, and 5:00 p.m. for dinner.
4.4.
Meal allowances on the day of return are payable if the return to the work site or
residence, exclusive of eating time, was on or after the following times 9:00 a.m. for
breakfast, 1:00 p.m. for lunch, and 7:00 p.m. for dinner.
5. Incidentals: Itemized receipts required for amounts in excess of $5.00 total per day,
otherwise no receipts required.
5.1.
Miscellaneous expenses such as telephone, postage, reproduction costs, facsimile
charges, minor supplies, reasonable amount for tips, and internet access.
5.2.
Laundry expenses may be allowable when an employee's absence from regular service
extends beyond five nights.
5.3.
One "safe on arrival" phone call is also allowed, one departure call is allowed, and one
call for any change of plans is allowed.
6. Air Travel: Itemized receipts required.
6.1.
Tickets for air coach and checked baggage shall be purchased at the most economical
rate available. A reminder that the State’s rental car agreement allows for one-way
rentals with no drop-off fee, so an option may be a rental car to Redding, Sacramento,
or San Francisco coupled with air travel to the final destination.
6.2.
The airfare rate must be noted on the Pre-Trip Authorization.
6.3.
Unused, non-refundable tickets must be reported on the Travel
Advance/Reimbursement form with documentation attached. Whenever possible, this
fee should be paid for with a District card instead of a check.
7. All drivers of rental vehicles and private vehicles – State and Federal requirements:
7.1.
All District vehicles and drivers must comply with the California Vehicle Code and
Title 13 (Motor Carrier Safety).
7.2.
All drivers of District-owned or leased vehicles, both on and off campus must have a
current license appropriate for the vehicle to be driven.
7.3.
Any vehicle that carries or more than ten (10) persons including the driver is defined
in the Vehicle Code as a bus. (Ca.V.C. Section 233). All operators of buses must have
a current Class B license and a current medical certificate (Ca, V.C.12505) on file with
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the District. Personal vehicles shall not be used to transport 10 or more persons
including the driver for District business.
7.4.
The District shall not operate or lease a 15-passenger van unless the driver holds both
a valid class B driver's license, and an endorsement for operating a passenger
transportation vehicle issued by the Department of Motor Vehicles. (Public Contract
Code § 10326.1) A "15-passenger van" is any van manufactured to accommodate 15
passengers, including the driver, regardless of whether that van has been altered to
accommodate fewer than 15 passengers.
7.5.
The District will comply with the United States Department of Transportation
regulations implementing the Federal Omnibus Transportation Employee Testing Act
of 1991. Specifically, the District must comply with the regulations of the Federal
Highway Administration (FHWA) and, if applicable, the Federal Transit
Administration (FTA). (Ca.V.C. 34520). All individuals who operate the following
motor vehicles owned or leased by the District shall participate in a District approved
drug testing program:
7.5.1. A vehicle with a gross combination weight of at least 26,001 pounds inclusive
of a towed unit with a gross vehicle weight rating of more than 10,000 pounds;
7.5.2. A vehicle with a gross vehicle weight of at least 26,001 pounds;
7.5.3. A vehicle designed to transport 16 or more passengers, including the driver; or
7.5.4. A vehicle used to transport those hazardous materials found in the Hazardous
Materials Transportation Act.
7.6.
The District shall comply with and use as the primary reference the United States
Department of Transportation Title 49, Code of Federal Regulation, part 395, which
regulates driver’s Hours of Service or (HOS). (Vehicle Code; 233, 34501):
Passenger-Carrying Drivers
10-Hour Driving Limit: May drive a maximum of 10 hours after 8 consecutive hours off duty.
15-Hour On-Duty Limit: May not drive after having been on duty for 15 hours, following 8
consecutive hours off duty. Off-duty time is not included in the 15-hour period.
60/70-Hour On-Duty Limit: May not drive after 60/70 hours on duty in 7/8 consecutive days.
7.7.
A trip report will be kept with the vehicle/driver during the trip. The driver is
responsible for entering beginning and ending mileages, class or purpose of trip,
budget numbers, and notations of any problems with the vehicle.
7.8.
Prior to commencing travel, all of the following must be met:
7.8.1. An Authorization for Use of District, Rental, or Personal Vehicle form must be
completed and approved by the appropriate supervising administrator.
7.8.2. A copy of current driver’s license must be on file with the District. For use of
private vehicle, current in-force insurance information must be on file.
7.8.3. The employee’s Motor Vehicle Record (MVR) must be submitted. If any
unacceptable items are noted on the record, then the District travel will not be
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authorized. The driver record must be received, reviewed and approved by the
Chief Business Officer or designee prior to individual driving on District
business. If three or more points are on driver’s record, driver will be ineligible
to drive for the District. (Ca.V.C. 12810.3). License suspensions make driver
ineligible for driving until such time that DMV records indicate driver has been
re-licensed. Other negative items can also make an employee ineligible to drive
on District business, including but not limited to: Driving under the influence of
a controlled substance or alcohol; Any license revoked or cancelled; Leaving
the scene of an accident; Using a motor vehicle to commit a felony.
7.8.4. District approved driver safety training must be completed within the past 48
months.
7.8.5. For all drivers of any bus and all others required to be enrolled in the DMV pull
program: A signed Authorization of Driver Record Information must be on file
(This allows us to enroll them in the DMV Pull program). (Ca.V.C 1808.1).
7.8.6. All vehicles with equipment for transporting the disabled must comply with all
applicable laws and regulations regarding such vehicles.
8. Rental Vehicle and Fuel: Itemized receipts required.
8.1.
Rental vehicles shall be mid-sized cars or smaller, unless the number of passengers or
cargo dictates a larger sized vehicle.
8.2.
Vehicles shall be rented from the District’s approved vendor, and another vendor may
only be used if the approved vendor is unable to provide the necessary transportation
or does not serve the area.
8.3.
For rental cars under the State contract, a District card or direct bill account must be
used. Fuel should be purchased using a District Fuel card whenever possible.
9. Taxi, Tolls, Shuttle, Parking: Itemized receipts required for amounts in excess of $15.00
per day, otherwise no receipts required.
9.1.
Includes taxi fares, bridge tolls, parking fees, parking meter fees, airport shuttle, hotelbus fares, streetcar, local rapid transit and transportation such as bus fare, ferry, or
commuter train. Parking valet charges will only be reimbursed when reasonable and
appropriate, for example when the hotel does not offer self-parking.
10. Private Vehicle Use: Standard mileage reimbursement may be used, otherwise itemized
receipts are required.
10.1. When employees drive their own vehicles while on District business and are involved
in an accident, they are required by law to use their own liability policy for coverage.
The District liability policy would be used only after the employee's policy limits have
been exceeded. The District does not cover, nor is it responsible for, comprehensive
and collision coverage to the employee's vehicle. Vehicles shall be shared whenever
possible.
10.2. No reimbursements will be paid for any mileage between an employee's work location
and residence. The reimbursement rate shall be not more than the standard mileage
rate as determined by the Internal Revenue Service.
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11. Registration Fees: Itemized receipts required.
11.1. All conferences, workshops, and meetings require an agenda, except for District,
Chancellor’s Office, and statewide meetings.
11.2. The registration fee must be noted on the Pre-Trip Authorization. Whenever possible,
this fee should be paid for with a District card instead of a check.
12. Other Business Expenses: Itemized receipts required for amounts in excess of $5.00 per
day, otherwise no receipts required.
12.1. Eligible expenses that do not fall into any of the categories above.
13. Prohibited Expenses: These expenditures are not eligible for reimbursement.
13.1. All expenses when travel is not preauthorized.
13.2. Any expense where all requirements of all Board Policies and Administrative
Procedures are not met.
13.3. Expenses not necessary for the conduct of District business.
13.4. Amounts in excess of usual, customary, and reasonable levels, including excessive
tips.
13.5. Amounts for personal telephone calls beyond those allowed by this Administrative
Procedure.
13.6. Entertainment expenses, radio, television or movie rentals, transportation to or from
places of entertainment and similar facilities.
13.7. Conference-arranged leisure tours or personal side trip expenses.
13.8. Individual membership dues or fees.
13.9. Alcoholic beverages.
13.10. Hair care or shoe shines.
13.11. Traffic or parking citations.
13.12. Any expenditure prohibited by Law, Education Code, or other applicable code.
Pre-Trip Authorization and Reimbursement Procedures
14. Pre-Trip Authorization: All travel must be approved in advance according to the deadlines
in this section.
14.1. All travel must be authorized in writing and in advance according to the deadlines in
this Administrative Procedure and prior to financially committing to any travel
expense.
14.2. The appropriate levels of authority must sign and date the form indicating approval
and certifying budget availability in accordance with Board Policies and
Administrative Procedures;
14.3. All additional requirements of Board Policies and Administrative Procedures must be
met. All requests for preauthorization to travel must be documented by completing a
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Travel Advance/Reimbursement Form available on the Business Office website and
obtaining authorization according to these deadlines:
14.3.1. For travel in California: Approval is required at least twenty-one (21) days in
advance by the employee's supervisor and appropriate senior administrator
prior to financially committing to any travel expense.
14.3.2. For US travel outside the State of California: Approval is required at least
twenty-one (21) days in advance by the President/Superintendent in addition to
the employee's supervisor and appropriate senior administrator prior to
financially committing to any travel expense.
14.3.3. For travel outside the United States: Approval is required at least thirty (30)
days in advance by the Board of Trustees in addition to the
President/Superintendent, the employee's supervisor, and appropriate senior
administrator prior to financially committing to any travel expense. Note that
the Board typically only meets monthly, so Board meeting notice requirements
must be met as well.
14.4. Travel requests must be submitted with conference schedules, itineraries, and/or
meeting schedules, as required. Hotel room rates, air travel fares, conference fees and
all other charges known in advance must be noted on the Pre-Trip Travel
Authorization.
15. Travel Advance Payment: Requests for an advance to cover the anticipated cost of travel
shall be submitted on the Travel Advance/Reimbursement form at least twenty-one (21) days
in advance. Each individual shall receive a separate advance to cover only that person's
anticipated expenses.
16. Post-Travel Expense Report: Within fourteen (14) calendar days after the end of the trip, a
Travel Advance/Reimbursement Form must be completed with itemized receipts attached as
appropriate and submitted to the employee’s supervisor for review and approval. Whether or
not a receipt is presented, an expense may be rejected by the Business Office if the
requirements of this administrative procedure were not complied with.
17. Reduced Reimbursements: The employee may request reimbursements that are less than
described in this Administrative Procedure by noting the lesser amount requested on the
Travel Advance/Reimbursement Form. No employee shall be required to request a reduced
reimbursement as a condition of employment.
18. Categorical, Grant, or Other Agency Funded Travel: Travel expenses which are paid or
reimbursed by other than District unrestricted funding sources, may be reimbursed at the
rates established and required by the donor, if different from this Administrative Procedure.
19. Payment for Non-employees: Non-employees, such as community members serving on
advisory committees, may be authorized to travel and incur reasonable expenses as
representatives of the Board. Any expenses incurred as a result of non-employee travel shall
be explicitly approved by the President/Superintendent prior to the expenses being incurred
and reimbursements shall not exceed those described in this Administrative Procedure.
20. Board of Trustees Travel: Board of Trustees members' travel shall be subject to the same
conditions as employee travel.
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Flat Rate Reimbursement Option Procedures
21. To streamline travel procedures, travelers have the option to opt for a flat rate reimbursement
for travel of five nights or less. All other requirements of this Administrative Procedure still
apply, except as described in this section. Meal allowances are always reimbursed on a flat
rate basis. A traveler may choose to use some or all of the flat rate reimbursements. If the
flat rate option is exercised for all reimbursement categories, the traveler simply completes
the pre-trip authorization, attaches a workshop or conference itinerary if applicable, obtains
the appropriate approvals, and is reimbursed based on the pre-trip authorization. No post
travel receipts or additional documentation are required.
22. Flat Rate Transportation allowance: Regardless of the mode of travel, the reimbursement
between these cities is as follows. The rates below were calculated at the lowest cost mode
of travel. If the driver chooses to use a District-billed rental car, then the rental fee and other
costs should be billed with receipts, instead of the flat rate option.
City Pair
Miles
One Way
Transportation
each way
94
$52.00
Eureka to Fort Bragg
127
$70.00
Eureka to Redding
142
$78.00
Eureka to Sacramento
289
$104.00
Eureka to San Francisco
271
$100.00
Eureka to Crescent City
23. Flat Rate Lodging allowance: Reimbursement is generally based on the US General
Services Administration (GSA) rates, but is not directly tied to the GSA. Regardless of the
choice of lodging or the actual cost, the following flat rate reimbursements per night,
including all taxes and fees charged by the establishment, are allowed:
City
Lodging Per Night
Crescent City
$83.00
Fort Bragg
$93.00
Redding
$89.00
Sacramento
$102.00
San Francisco
$172.00
High cost cities: L.A., Napa, San
Diego, San Mateo, Santa Monica,
Sunnyvale, Palo Alto, San Jose,
Yosemite Nat’l Park
$139.00
Any other city
$83.00
Non-commercial lodging: All cities
including those listed above
$15.00
24. Flat Rate Reimbursement Summary: The chart below summarizes the flat rate
reimbursement rates per night for commercial lodging. Standard meal rates may be added to
the figures noted below:
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City Pair
Nights (5
nights max)
Roundtrip
Transport
Lodging
Total
Eureka to Crescent City
0
$104.00
$0
$104.00
Eureka to Crescent City
1
$104.00
$83.00
$187.00
Eureka to Crescent City
Each add’l night
$0
$83.00
Add $83.00
Eureka to Fort Bragg
0
$140.00
$0
$140.00
Eureka to Fort Bragg 1
$140.00
$93.00
$233.00
Eureka to Fort Bragg
Each add’l night
$0
$93.00
Add $93.00
Eureka to Redding 0
$156.00
$0
$156.00
Eureka to Redding 1
$156.00
$89.00
$245.00
Eureka to Redding Each add’l night
$0
$89.00
Add $89.00
Eureka to Sacramento
0
$208
$0
$208.00 Eureka to Sacramento
1
$208
$102.00
$310.00 Eureka to Sacramento
Each add’l night
$0
$102.00
Add $102.00 Eureka to San Francisco
0
$200
$0
$200.00 Eureka to San Francisco
1
$200
$172.00
$372.00 Eureka to San Francisco
Each add’l night
$0
$172.00
Add $172.00 25. The President/Superintendent, Chief Instructional Officer, and Chief Business Officer may
authorize exceptions to this Administrative Procedure.
26. The President/Superintendent may temporarily suspend travel authorizations at any time
pursuant to Accreditation Standard IIID and Eligibility Requirement 17 – Financial
Resources.
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Redwoods Community College District Travel Advance/Reimbursement Form
Claimant's Name
Campus Phone
Voucher #
Department and Center/Site
Departure Date
V#
Return Date
Time
Date
Time
License plate number for private car use:
DATE
LOCATION (of expense)
LODGING
List each day
List all expenses paid by
Daily Charges
(mm/dd/yy)
the traveler
MEALS*
Breakfast
$
Per day limit for no receipt required:
INCIDENTALS
Lunch
Dinner
AIRFARE &
RENTAL VEHICLE
Taxi, Tolls
Bag Fees
Rental fee
Fuel
All
All
All
Shuttle,
8.00 $ 10.00 $ 18.00
No receipts
All
PRIVATE VEHICLE
Miles
Parking
$
5.00
$
15.00
REGISTRATION
OTHER
TOTAL
Fee
Business
Expenses
Expense
For Day
IRS Rate
$
0.55
All
All
$
5.00
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
TOTAL TRIP COSTS
-
-
-
-
-
-
-
-
-
PURPOSE OF TRIP
-
-
-
-
Less Advance/District Card/Prepaid
Total Employee (Payment) Reimbursement Requested
SUB FUND
-
COST CENTER
PROGRAM
ACTIVITY
OBJECT
Signatures for travel authorization. Out-of-State travel requires additional President Signature. Out-of-country travel requires additional Board action.
Claimant's Signature certifying compliance wth BP/AP 7400
Position/Title
Date Signed
Division or Supervisor Signature
Position/Title
Date Signed
Senior Staff
Position/Title
Date Signed
President/Superintendent (Required for non-employee, out-of-state & out-of-country)
Position/Title
Date Signed
Board Secretary (Required for out-of-country)
Position/Title
Board Action Date
-
*No reimbursement will be provided for any
meal that was included in a conference,
workshop, or meeting fee, or provided by
the hotel/motel, including continental
breakfast.
Meal allowances on the initial day of travel
are payable if it was necessary to leave the
work site or residence on or before the
following departure times. Meal allowances
on the day of return are payable if the return
to the work site or residence, exclusive of
eating time, was on or after the follwing
times.
Meal
Departure
Return
Breakfast
7:00 AM
9:00 AM
Lunch
11:00 AM
1:00 PM
Dinner
5:00 PM
7:00 PM
By signing this Form, the signer certifies that s/he has complied with the requirements of Administrative Procedure 7400.
For Travel Advance, this form must be received in the Business Office at least 21 days prior to trip date.
For travel reimbursement, this Form must be received in the Business Office within 14 days following the trip date.
For mileage or renatal vehicle reimbursement: Authorization for Use of District, Rental or Personal Vehicle form must be on file.
3/25/2014 9:09 AM
Revised 11/1/2013
1
Travel Reimbursement2.xlsx Summary
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP7111
Number Update only from Board of Trustees Policy No. 228
JOB DESCRIPTION
The Board delegates responsibility for the preparation and revision of job descriptions to the
Superintendent/President. The Superintendent/President may consult with appropriate staff in the
preparation of alterations of such descriptions. Job descriptions shall be in effect and binding
upon the employees concerned when issued by the Superintendent/President.
Duties include, but are not limited to, those outlined in the job description. Job descriptions shall
be reviewed by the supervisor and the employee as a regular part of the employee evaluation
process.
It is further intended that the preparation of job descriptions be a self-renewing process in which
each employee working under a specific job title shall work cooperatively with the supervisor,
and through him or her, the Superintendent/President and staff to keep job descriptions current.
Former Board of Trustees Policy No. 228, number change only on May 1, 2012
Adopted by Board of Trustees: August 15, 1977
Amended: 1/8/90, 4/7/97
College Council Meeting
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7112
Number Update only from Board of Trustees Policy No. 422
GENERAL EMPLOYEE OBLIGATIONS
Employees must obey the Education Code, the Administrative Code, Title V, all other applicable
State Codes, Board Policy, and Administrative Regulations including the "Handbook for
Classified Employees." In the event of any conflict between the "Handbook for Classified
Employees" and the above codes and statutes, the policy codes and statutes shall prevail.
Former Board of Trustees Policy No. 422, number change only on August 7, 2012
Adopted by Board of Trustees: September 19, 1977
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7131
Number Update only from Board of Trustees Policy No. 309
CERTIFICATED SALARY STUDIES
It shall be the policy of the Board that full- and part-time faculty salaries will be at the median
salaries paid by California Community Colleges, subject to the district's ability to pay.
Former Board of Trustees Policy No. 309, number change only on August 7, 2012
Adopted by Board of Trustees: August 15, 1977
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7161
Board of Trustees Policy No. 406
TRANSFER
All classified personnel shall be hired as employees of the district at large. They may be assigned
or reassigned to various positions within their job classification when in the judgment of the
Vice-President of Business Services, such assignment or changes in assignments are in the best
interest of the District. A transfer refers only to such change at the same rate (or lower) of pay.
Transfers will be made only for valid reasons and only where there is a suitable vacancy. (Ed.
Code 88010, 88183, 88184, 88002, 88003)
Former Board of Trustees Policy No. 406, number change only on August 7, 2012
Adopted by Board of Trustees: September 19, 1977
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7218
Number Update only from Board of Trustees Policy No. 325
FACULTY TENURE
College of the Redwoods is dedicated to appointing faculty who exhibit knowledge, ability,
enthusiasm and commitment to education and students. The faculty evaluation system was
established to preserve and ensure this dedication to quality. A rigorous and demanding tenure
review process is another method of assuring the continued excellence of instruction and
learning at College of the Redwoods.
The Board of Trustees shall make tenure decisions based primarily on the recommendations
made by the Academic Senate and the President. Recommendations of the Academic Senate's
Tenure Review Committee will be made available to the Board at their request.
A. For a faculty member serving under the first academic year of his or her employment by
contract, the Board of Trustees shall elect one of the following alternatives:
1. Not enter into a contract for the following academic year.
2. Enter into a contract for the following academic year.
B. For a faculty member serving under his or her second consecutive contract, the Board of
Trustees shall elect one of the following:
1. Not enter into a contract for the following academic year.
2. Enter into a contract for the following two academic years.
C. For a faculty member employed under his or her third consecutive contract, the Board of
Trustees shall elect one of the following alternatives.
1. Employ the probationary employee as a tenured employee for all subsequent
academic years.
2. Not employ the probationary employee as a tenured employee.
Former Board of Trustees Policy No. 325, number change only on August 7, 2012
Adopted by Board of Trustees: August 15, 1977
Amended: August 5, 1985; June 6, 1988; July 9, 1990; June 3, 1991; September 12, 1994; March 6, 1995
College Council Meeting
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7230
Number Update only from Board of Trustees Policy No. 401
CLASSIFIED PERSONNEL
The term "Classified Employee" will apply to all regular full-time and part-time employees in
positions within the District who do not require certification qualifications. (E.C. 88003)
The following classified employees are not covered by terms of this section:
A. Substitute or short term employees employed and paid for less than 195 working days in
a school year.
B. Students employed part-time, apprentices and professional experts and others employed
on a temporary or short term basis for a specific project regardless of length of
employment. (E.C. 88003)
Former Board of Trustees Policy No. 401, number change only on August 7, 2012
Adopted by Board of Trustees: September 19, 1977
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7234
Number update only from Board of Trustees Policy No. 408
HOURS AND OVERTIME
Work Week
The work week for all confidential staff and other non-exempt classified employees shall be
forty hours a week within any seven-day period. This provision does not restrict the extension of
a regular work schedule on an overtime basis when such is necessary to carry on the business of
the district.
Overtime
All overtime must have the advance approval of the appropriate administrator. For each hour of
earned overtime above eight hours per day or five days per week, compensating time off is to be
provided at a rate equal to one and one-half hours off for each hour of overtime worked. All
hours worked on holidays shall be compensated at two and one half times the regular rate of pay.
The District shall have the option of paying for overtime worked, or allowing compensatory time
off in lieu of payment. Compensatory time off for overtime worked may be accumulated for up
to twelve calendar months. Overtime worked when this maximum amount is accumulated, or
accrued, and unused will be paid for in accordance with existing payment practice.
Overtime Exempt Employees
The classified positions which are considered exempt from the overtime provisions above are as
listed in Administrative Regulation No. 408.01.
Former Board of Trustees Policy No. 408, number change only on August 7, 2012
Adopted by Board of Trustees: September 19, 1977
Revised: May 5, 1986; January 1987; October 4, 1993
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7234
Number Update only from Administrative Regulation No. 408.01
OVERTIME EXEMPT EMPLOYEES
Positions known as exempt are:
Admissions and Records Office Manager
Bookstore Manager
Custodial Supervisor
Data Processing Operations Manager
Director, Data Processing
Director, Facilities and Grounds
Director, Financial Aid
Director, Fiscal Services
Director, Public Services
Housing/Student Activities Manager
Instructional Media Services Supervisor
Resource Development Specialist
Former Administrative Regulation No. 408.01, number change only on August 7, 2012
Approved: October, 1989
Revised: October, 1993
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7237
Number Update only from Board of Trustees Policy No. 421
REDUCTION OF WORK FORCE
This policy shall apply for reductions in personnel necessitated by lack of work, lack of funds,
drop in student population, or in the interest of economy. Except as otherwise provided herein,
this policy shall apply only to probationary and permanent employees assigned to approved
positions in the classified service.
Layoffs shall occur according to provisions of Education Code Sections 88117 and 88127.
Persons laid off because of lack of work or lack of funds are eligible to reemployment for a
period of thirty-nine (39) months and shall be reemployed in preference to new applicants as
provided in Education Code Section 88117.
Former Board of Trustees Policy No. 421, number change only on August 7, 2012
Adopted by Board of Trustees: September 19, 1977
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7251
Number Update only from Board of Trustees Policy No. 338
ADMINISTRATOR RETREAT RIGHTS
I.
An administrator hired after June 30, 1990, and who did not have faculty tenure in this
district at the time of hire, may be reassigned to a first-year probationary position
provided that:
A. He or she holds an administrative position that is not part of the classified service. For
every administrative job title, the records of the district shall show whether or not it is
part of the classified service.
B. The administrator has completed at least two years of satisfactory service, including
any time previously served as a faculty member, in the district.
C. The reason for the termination of the administrative assignment is not dismissal for
cause.
D. The reassignment would not cause the layoff of any contract or regular faculty
member.
II.
To determine the discipline and college or location to which an administrator shall be
assigned, the following shall apply:
The administrator can be assigned only to a discipline in which he or she has at least the
minimum qualifications. The Superintendent/President acting on behalf of the Board of
Trustees, shall seek the advice and judgement of the President Academic Senate when
determining if the administrator possesses the minimum qualifications for the discipline
to which he/she is being considered for assignment at the time of appointment.
The Board of Trustees shall rely primarily upon the advice and judgement of the
Academic Senate in determining that the administrator possesses the minimum
qualifications for employment as a faculty member. In addition, the President of the
Academic Senate, on behalf of the Academic Senate, shall have the right to present
his/her views in writing, before the Board of Trustees takes formal action on the
assignment. A written record of the board's decision, including the views of the
Academic Senate, shall be available for review pursuant to Education Code Section
87358.
Former Board of Trustees Policy No. 338, number change only on August 7, 2012
Adopted by Board of Trustees: July 9, 1990
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7252
Number Update only from Board of Trustees Policy No. 329
REASSIGNED TIME FOR ACADEMIC SENATE PRESIDENT
The Board authorizes reassigned time for the Academic Senate President not to exceed thirteen
and one half (13.5) teaching load units per year, at the discretion of the Senate President's
Division Chairman and the Executive Vice President, Academic and Student Services, and shall
not be granted to any individual receiving credit for an overload except in special situations
deemed appropriate by the Executive Vice President.
Former Board of Trustees Policy No. 329, number change only on August 7, 2012
Adopted by Board of Trustees: March 6, 1978
Amended: February 6, 1989
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7341
Number Update only from Board of Trustees Policy No. 322
SABBATICAL LEAVE POLICY
Purposes
A. A sabbatical leave may be granted to full-time employees and to permanent, part-time
employees for study, travel, research, related work experience, or any program or activity
which will contribute to professional growth, thereby benefiting the district, the district's
students, and employees.
1. Sabbatical leaves for study:
If the sabbatical leave is for the purpose of study, a planned program of courses or a
special project will be submitted for approval by the Sabbatical Leave Committee.
2. Sabbatical leaves for travel:
Sabbatical leave for the purpose of travel will normally be approved only if the
proposed travel program incorporates a plan of study or research in an area related to
the applicant's field of work. Applicants will submit a detailed itinerary and program
for approval by the Sabbatical Leave Committee with a statement of the objectives of
the plan.
3. Sabbatical leaves for related work experience:
Sabbatical leaves may be granted for engaging in a work experience program directly
related to the employee's teaching assignment or administrative activities. Applicants
will submit a detailed plan of their proposed program which will include the company
or agency with whom they will be associated and explicit details of the work
activities to be engaged in, together with the resulting proficiencies to be gained.
Former Board of Trustees Policy No. 322, number change only on August7, 2012
Adopted by Board of Trustees: August 15, 1977
Amended: August 5, 1996
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7341
Number Update only from Administrative Regulation No. 322.01
SABBATICAL LEAVE
Guidelines
A. Priority in the selection of applicants for sabbatical leave shall be given primarily in
terms of the value of the leave to the District as a whole. In estimating the value of the
leave to the District, its worth shall be judged not only in terms of immediate worth but
also in terms of what the applicant may contribute following his/her return to the District
through classroom teaching, leadership, curriculum development, teaching methods, or
administrative duties.
B. Unless the District Trustees approve a larger number of sabbatical leaves, five percent of
the total number of full-time employees (as referenced in the Agreement Between
Redwoods Community College District and College of the Redwoods Faculty
Organization) may be granted leave in any one fiscal year. (Certificated administrators
are not included in this percentage and are not part of these guidelines.)
C. A negotiated amount of revenues from lottery funds will be reserved to support the
sabbatical leave program.
D. All departments of the College shall be given equal consideration in determining priority.
E. The selection committee shall consider the merits of each application, as follows:
1. Twenty-five percent based on service to College of the Redwoods. Such service
would be determined on the basis of committee work, participation in shared
governance or instructional improvement activities, or other activities beneficial to
the College.
2. Seventy-five percent based on the worthiness of the sabbatical leave proposal. All
other considerations being equal, the Sabbatical Leave Committee shall give
consideration to any extenuating circumstances and to the past service given to the
District by the individuals.
3. Any ties shall be decided by lot.
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Eligibility
A. Sabbatical leave must be preceded by at least six consecutive years of employment, all of
which shall have been served as a regular, credentialed, full-time employee of the
College of the Redwoods.
B. Leaves authorized by the Education Code and granted by the Board of Trustees will not
interrupt the six-year sequence. However, there must be at least a total of six years of
actual employment.
Application
A. Persons eligible for and desiring a sabbatical leave shall apply on the "Application for
Sabbatical Leave" form obtained from the President's Office. Each application must be
submitted with Part (A) completed.
B. The application shall be filed with the President of the College during the month of
November of the academic year prior to desired leave time. All applications shall be
forwarded from the President to the Sabbatical Leave Committee during the first week of
December for their processing.
C. The Sabbatical Leave Committee shall process the applications and hold a personal
interview with each worthy applicant. It may reject those applications not considered
worthy. Upon completion of the screening process, the worthy applicants shall be listed
in order of the recommendation for leave. This shall be accomplished and returned to the
President of the College by January 21. The President shall review the list and submit
his/her recommendations for approval and disapproval to the Board for its action at the
first Board meeting in February.
D. Those not receiving leave because of the restriction of the number on leave shall be
considered alternates in the order listed. In the event that an applicant who has been
granted leave cannot take his/her leave, the alternate list will be used to select a
replacement. In no case will an alternate be appointed to fill a vacant leave position after
May 1, unless he/she can furnish the College with an acceptable replacement for
himself/herself for his/her proposed term of absence. In no case will a vacancy be filled
after September 1. Either or both of these last two restrictions may be waived if the Vice
President determines that no replacement will be required.
E. The list of applicants shall be valid for the one year under consideration. In no way does a
position on the list have any implication for future listings. Applications must be
resubmitted each year to be considered for leave.
Employee's Commitment
A. Acceptance of leave implies an obligation to return to active duty as a full-time College
of the Redwoods employee for at least two years following return from leave. While the
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applicant is required to return to the District for a minimum of two years, a minimum
expectation for granting a sabbatical may be five years.
B. Should the employee return for one year only, then he/she assumes the responsibility to
repay the District one-half of remuneration paid during leave. Two years' return to fulltime duty shall remove any obligation or commitment to the District in regard to the
sabbatical leave.
C. The employee's commitment agreement as stated in the application shall be in lieu of the
employee's posting bond.
D. The employee's obligation shall be exonerated in the event that failure of the employee to
return and render two years of active service is caused by the death or the physical or the
mental disability of the employee.
E. Within sixty days of his/her return to district service, each employee shall file with the
Sabbatical Leave Committee a written report relative to the purpose of the sabbatical
leave. This report must provide evidence that the intent of the sabbatical leave plan has
been fulfilled, and the Sabbatical Leave Committee may make recommendations for
rewrite if deemed necessary. The Sabbatical Leave Committee will report to the President
of the College and the Board of Trustees on whether or not the intent of the sabbatical
leave plan was fulfilled.
F. When formal college credit has been earned during the leave, an official transcript shall
be attached to this report.
G. Should the Board determine that the intent of the leave has not been reasonably fulfilled,
the Board of Trustees reserves the right to take such action as may be necessary to
recover the funds paid to the employee while on leave.
H. In case the program of study, related work experience, or itinerary of travel, as agreed
upon by the employee and the District, is interrupted by serious accident or illness during
such leave and the accident or illness is properly verified by a qualified physician, such
interruption shall not constitute a violation of the contract or prejudice the employee
against receiving the rights and benefits provided for under the terms of the sabbatical
leave. However, this is providing such interruption is not extended over a period of time
that would cause the purposes of sabbatical leave to be abandoned. In such latter case, the
"sabbatical leave" and its benefits may be terminated. In all cases of serious injury or
illness of an employee on sabbatical leave, the President of the College shall be promptly
notified by registered letter.
Financial Arrangements
A. Salary:
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1. An employee who is granted a sabbatical leave of absence shall receive such
automatic changes in salary rating and placement as would have been received had
he/she remained in active service on the campus.
2. Employees on sabbatical leave shall be paid at same intervals as they would if
working on campus.
3. The employee is responsible for making arrangements to receive his/her payments
before leaving the campus area.
B. The amounts paid to the employee while on sabbatical leave will be as follows:
1. For the period July 1 to June 30 of the academic year, the employee will receive 60
percent of his/her current annual contract salary.
2. For a sabbatical leave of one semester or, at the discretion of the President, any four
and one-half month period, he/she shall receive his/her regular contract salary for the
full year.
3. Of the three options available, only one may be selected. However, under exceptional
circumstances the Sabbatical Leave Committee may approve additional options.
C. Employee Benefits Conditions:
1. Income Protection Insurance:
a. A copy of the application for leave must be submitted and reviewed by the
insurance company. Such letter is to state fully the projected activities of the
leave, location, time, purpose, and length of leave.
b. Individual applications will be reviewed and approved or disallowed (by the
insurance company) on the following criteria:
1.
2.
3.
4.
Is the exposure to more hazardous situations?
Maximum duration to be one year.
Is there provision for payroll deduction?
Assurance that the employee on returning has a position waiting.
c. If the insurance company approves the leave (in regard to income protection
insurance only), the payroll deduction shall continue as if the employee was
employed full time.
2.
Workers' Compensation:
Both the governing board of the District and the District shall be freed from any
liability for the payment of any compensation or damages provided by law for the
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death or injury of any employee of the District employed in a position requiring
certification qualifications when the death or injury occurs while the employee is on
a leave of absence granted under provisions of Sections 87775 to 87780, inclusive,
of the Education Code.
3.
Retirement:
The Sabbatical leave year is counted as a year of service for retirement purposes in
the State Teachers Retirement System.
4.
Sick Leave:
All rights of employees regarding sick leave shall accrue in regard to keeping the
accumulated earned sick leave. Sick leave is earned during the time on approved
sabbatical leave.
5.
Insurance Premiums:
a. The District shall pay the same portion of the insurance premiums for the
employee as it would if the employee were actually employed on campus.
b. While on leave, the employee shall be considered an active member of the staff
and entitled to insurance benefits, provided he/she continues to pay any required
insurance premiums.
Screening Committee
A. Membership:
1.
2.
3.
4.
The appropriate Vice President (permanent Chairperson)
One person selected by CRFO
Two faculty members (chosen by the Academic Senate)
One person appointed by the College President
B. Term of Office:
Except for the Chairperson, each member shall serve for three years.
C. No one may remain on the Committee if he/she plans to or actually files an application
for leave. Replacement will be selected by the same procedure as was used for the
original appointment.
Employer's Commitment
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A. At the expiration of the sabbatical leave the employee shall, unless the employee agrees
otherwise, be reinstated in the position held by him/her at the time of the granting of the
said leave of absence.
B. No one shall lose any vacation time due to his/her taking a leave, and no one shall earn
any vacation time while on sabbatical leave.
C. The Board has the right to reject any and all sabbatical applications.
Former Administrative Regulation No. 322.01, number change only on August 7, 2012
Approved: June 1983; August 1985
Revised: August 6, 1996
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7342
Number Update only from Board of Trustees Policy No. 410
HOLIDAYS
Holidays shall be granted to classified employees in accordance with the holiday schedule
established by the Education Code 88203 and the Board of Trustees.
New Years Day
Dr. King, Jr. Day
Lincoln's Day
Washington's Day
Memorial Day
July 4
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Admissions Day or Alternate
Day before Christmas
Christmas Day
When a holiday listed falls on a Sunday, the following Monday will be observed in lieu of the
holiday and when a holiday listed falls on a Saturday, the preceding Friday shall be observed in
lieu of the holiday.
(E.C. 88203)
Former Board of Trustees Policy No. 410, number change only on August 7, 2012
Adopted by Board of Trustees: June 16, 1980
Revised: October 5, 1987
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7348
Number Update only from Board of Trustees Policy No. 409
VACATION
Members of the classified service will receive vacation credit at the rate of ten (10) work days of
annual leave with pay for each full year of employment during the first three (3) years of
employment as based upon the anniversary date of the employee. (E.C. 13651)
During the first fiscal year of employment, vacation credit will be earned as follows:
Months Worked
First six months
Seven months
Eight months
Nine months
Ten months
Eleven months
Twelve months
Vacation Earned (Working Days)
0 days
6 days
7 days
7-1/2 days
8 days
9 days
10 days
After the third year of employment, vacation credit at the rate of one and one-quarter (1-1/4)
days of annual leave for each month of employment to a total of fifteen (15) days per year will
be received by the employee.
Vacation time may be accumulated to a maximum number of days that would be earned in a two
year work period. To prevent the loss of any accumulated vacation which exceeds the amount for
a two year work period, the vacation must be taken prior to Dec. 31 of that year. The maximum
number of days for which an employee can receive pay in lieu of vacation upon his or her
termination shall be equivalent to that earned in two years of service.
The time during which employees will be granted vacations will be at the discretion of their
immediate supervisor who will refer the request to the Vice-President, Business Services, for
final action and approval by the Superintendent. Regarding the approval of vacation, it must be
remembered that the needs of the District will govern the scheduling of vacations on the part of
the employees.
Upon separation from employment, vacation time accrued and not used will bepaid at the regular
salary rate of the employee to a maximum of thirty (30) days vacation accumulated.
A probationary employee leaving before being classified as a permanent employee, will receive
no vacation days.
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Former Board of Trustees Policy No. 409, number change only on August 7, 2012
Adopted by Board of Trustees: September 19, 1977
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7349
Number Update only from Board of Trustees Policy No. 433
LEAVES OF ABSENCE FOR CLASSIFIED EMPLOYEES
The Board authorizes the President/Superintendent to approve leaves of absence of six months or
less for classified employees. Leaves of absence of more than six months' duration for classified
employees shall be subject to the joint approval of the President/Superintendent and Board.
Former Board of Trustees Policy No. 433, number change only on August 7, 2012
Adopted by Board of Trustees: December 7, 1992
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 7372
Number Update only from Board of Trustees Policy No. 333/426
RIGHTS OF ACCESS FOR EMPLOYEE COMMUNICATION
The representative organization shall be granted the right to: contact employees, use school
bulletin boards and mail boxes, distribute employee organizational materials, and use school
facilities for organizational meetings in accordance with procedures and limitations established
by the superintendent in administrative regulations. Materials of employee organizations that are
posted, mailed, or distributed under this policy shall not be in conflict with the interests of the
school district nor shall they contain anything obscene by local standards, or which tend to
degrade or malign persons or organizations.
Government Code 3543.l,b.
Former Board of Trustees Policy No. 333/426, number change only on August 7, 2012
Adopted by Board of Trustees: August 15, 1977
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7373
Number Update only from Administrative Regulation No. 333.01/426.01
USE OF SITE MAIL BOXES
The issuing organizations shall provide to the Dean, Administrative Services, a complete copy of
the material to be deposited in school mail boxes, together with a completed "Request for
Distribution in School Mail Boxes" form, signed by a representing officer and certifying that the
content of the material meets the requirements of Policy No. 333. The copy and the request form
shall be submitted at least two working days prior to the desired day of depositing in school mail
boxes.
Upon approval of the request for distribution by the Dean, Administrative Services, all material,
properly packaged, unsealed if envelopes are used, and indicating source of issue, shall be
deposited in the school mail boxes. Organizations desiring distribution of materials may be asked
to assist in processing the distribution of the material.
1453-4. Distribution of material from organization shall be scheduled by the Dean,
Administrative Services, to provide a minimum of interference with the official use of mail
boxes by the school district.
Former Administrative Regulation No. 333.01/426.01, number change only on August 7, 2012
Approved: June, 1980
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7375
Number Update only from Administrative Regulation No. 333.03/426.03
EMPLOYEE ORGANIZATION CONTACT PROCEDURES
Employee organizations shall be permitted reasonable access to employees for the purpose of
exercising the rights guaranteed by Chapter 10.7 of the Government Code. Such access shall not
interfere with school district operations and shall be subject to the following rules:
1. Employee organizations shall provide the Board of Trustees, or its designated
representatives authorized to discuss organizational matters with district employees.
Accompanying such notifications shall be a statement that all authorized employee
organization representatives are aware of, and they shall agree to comply with these rules
and regulations.
2. Authorized employee organization representatives shall, upon arriving at a school site,
report initially to the Dean, Administrative Services or his/her designated administrative
assistant, providing appropriate information regarding length, place and purpose of visit.
3. Employee organization representatives may engage in recruiting activities on school
district property provided they do not interfere with employees during hours of duty
assignment. Recruiting contacts shall not be made with employees while engaged in
district work. However, organizational representatives may contact employees who are
off duty, before or after work, during coffee breaks or during the lunch hours.
Former Administrative Regulation No. 333.03/426.03, number change only on August 7, 2012
Approved: June, 1980
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7376
Number Update only from Administrative Regulation No. 333.04/426.04
USE OF DISTRICT PLANT FACILITIES
Employee organizations may, through use of appropriate bulletin boards or school mail boxes,
announce meetings in advance and those employees wishing to attend may do so. No employee
organizational meeting may be held during the hours of regular duty assignment.
Former Administrative Regulation No. 333.04/426.04, number change only on August 7, 2012
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7377
Number Update only from Administrative Regulation No. 333.05/426.05
REQUESTS FOR DISTRICT INFORMATION
All requests for district information or documents necessary to organizational activities under
these regulations will be directed to the Superintendent or his/her designated representatives.
Only requests from organizations which are composed of employees of the school district shall
be honored, unless authority for dissemination to other organizations is granted by the district
governing board.
Former Administrative Regulation No. 333.05/426.05, number change only on August 7, 2012