College Council Meeting February 28, 2013 Page 1 REDWOODS COMMUNITY COLLEGE DISTRICT College Council 2:30 p.m. – Board Room – Thursday February 28, 2013 AGENDA 1. Minutes Dated 12/3/2012 (Page 3) 2. Minutes Dated 1/7/2013 (Page 8) NEW BUSINESS 1. Revised policy and procedure tracking sheet (page 12) 2. Policies and Procedures related to Contracts a. BP and AP 6340 Contracts (Page 25) Review current policy and procedure b. AP 6345 Bids and Contracts UPCAA (Page 30) Review changes c. AP 6350 Contracts – Construction (Page 33) Review changes d. AP 6370 Contracts – Personal Service (Page 34) Review changes 3. BP 2520 Responsibilities of the Academic Senate (Page 36) a. Review policy changes OLD BUSINESS: 1. BP and AP 5800 Prevention of Identity Theft in Student Financial Transactions (Page 39) a. Review constituent feedback 2. BP 7210 Academic Employees (Page 44) a. Review constituent feedback 3. BP and AP 6518 Planning, Development, Use, and Maintenance of Grounds – Landscape Master Plan (Page 45) a. Review constituent feedback on sunset proposal 4. BP and AP 6300 Fiscal Management (Page 57) a. Review constituent feedback College Council Meeting February 28, 2013 Page 2 5. BP and AP 6250 Budget Management (Page 60) a. Review constituent feedback 6. BP and AP 6200 Budget Preparation (Page 63) a. Review constituent feedback 7. AP 5055 Enrollment Priorities (Page 68) a. Review procedure revisions 8. AP 7211 Faculty Service Areas, Minimum Qualifications, and Equivalencies (Page 70) a. Review constituent feedback 9. AP 6450 Cellular Phone Program (Page 77) a. Review constituent feedback Policy and Procedure Tracking Number Title BP 7130 Compensation BP 7140 Collective Bargaining BP 7350 BP 7111 BP 7113 BP 2361 AP 4102 AP 2512 AP 3435 BP/AP 3430 AP3410 AP 2715 Status Council requested language clarification Council requested clarification from Legal regarding intent of the policy Resignation of Employees Human Resources seeking consideration and input from CRFO Job Description Postponed to bring back as a packet Definition of Accredited Institution Human Resources reviewing comparable policies at other colleges. District Publications and Releases Postponed. Council requests more information. Occupational/Vocational Postponed. Requires additional language Technical Programs Budget Planning Committee Subcommittee to bring back as part of packet Discrimination and Harassment Ahn to forward to College Council draft Investigations following Chancellor's office guidelines Prohibition of Harassment Will be reconsidered by Council when AP 3435 is presented Nondiscrimination Council request review of best practices Board Protocols for Effective Procedure for adoption of Board Procedures Trusteeship needs to be established College Council Meeting February 28, 2013 Page 3 College Council Minutes December 3, 2012 Page 1 REDWOODS COMMUNITY COLLEGE DISTRICT Minutes of the College Council Meeting 7351 Tompkins Hill Road, Eureka, CA, Board Room Monday, December 3, 2012 MEMBERS PRESENT Bob Brown, Mike Richards, John Johnston, Michelle Blecher (phone), Steve Sandeen, Marcia Williams (phone), Kathy Smith, Lee Lindsey, Keith Snow-Flamer, Utpal Goswami, Roxanne Metz, Melissa Ruiz (phone) MEMBERS ABSENT Chris Harper, Debbie Williams, Ahn Fielding, Melody Pope CALL TO ORDER Kathy Smith called the meeting to order at 3:05 p.m. NEW BUSINESS AP 7211 FACULTY SERVICE AREAS, MINIMUM QUALIFICATIONS, AND EQUIVALENCIES Proposed revision reflects current procedures and processes in place at College of the Redwoods. Format of procedure needs to be updated. Council discussed the first two bullets in the “Equivalencies” section. Council member suggested changing the first bullet to say, “Be available Serve as a resource regarding equivalency determinations.” Council member suggested changing the 5th bullet to state: “Periodically review this procedure and recommend necessary changes to the Academic Senate and Board of Trustees the President/Superintendent.” Council member raised question regarding the last paragraph on page 3 which refers to emergency equivalencies. Council member suggested changing the language to read “Once the Academic Senate has approved or denied If the Academic Senate denies 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.” Motion made by Bob Brown and seconded by Keith Snow-Flamer to send AP 7211 out for a 30 day constituent review contingent upon the aforementioned changes. ACTION A vote was taken and council voted unanimously to send AP 7211 out for a 30 day constituent review. College Council Meeting February 28, 2013 Page 4 Minutes-College Council Page 2 of 5 December 3, 2012 AP 6450 CELLULAR PHONE PROGRAM Proposed revision to AP 6150 includes language regarding the use of cellular phones while driving and therefore AP 6451 Use of Cellular Phones While Driving can be deleted. Motion made by Roxanne Metz and seconded by Keith Snow-Flamer to send AP 6450 out for a 30 day constituent review. Discussion ensued regarding the use of personal phones for district business as well as district issued two-way radios. Council member suggested changing the first sentence of the fifth paragraph to state: “Employees may not use wireless or cellular telephones while operating vehicles on district business without a hands free listening device.” Discussion ensued regarding the difference between operating and driving. Council member suggested eliminating the fifth paragraph of the procedure altogether. Council member stated that the language in the last sentence of the fourth paragraph needs to be changed so that it states: Any reimbursements to employees for use of their own wireless or cellular telephones may be excluded from wages if the employee accounts for the expense pursuant to the Internal Revenue Service Regulations accountable plan.” ACTION A vote was taken and council voted unanimously to send out AP 6450 for a 30 day constituent review contingent upon the aforementioned changes to the fourth paragraph as well as the deletion of the fifth paragraph entirely. AP 6451 USE OF CELLULAR PHONE WHILE DRIVING (SUNSET PROPOSAL) Motion made by Keith Snow-Flamer, seconded by Bob Brown to approve the sunset of this procedure. Discussion ensued regarding whether or not there would be a procedure in place that discusses the use of cellular phones while driving in the time between the deletion of this policy and the adoption of AP 6450. ACTION A vote was taken and council voted unanimously to sunset AP 6451. COLLEGE COUNCIL SPRING SCHEDULE Council reviewed the proposed College Council Schedule. Council member suggested changing the May 13th meeting to the 6th. College Council Meeting February 28, 2013 Page 5 Minutes-College Council Page 3 of 5 December 3, 2012 Council agreed to the calendar with the aforementioned change. OLD BUSINESS BP AND AP 5030 FEES Language was added to BP and AP 5030 which related to debt collection. Motion made by Roxanne Metz seconded by Keith Snow-Flamer to send BP and AP 5030 to the Board for first read. ACTION A vote was taken and council voted unanimously to send BP and AP 5030 to the Board for first read. This procedure would take effect in Fall of 2014. AP 5505 ENROLLMENT PRIORITIES Council member suggested adding continuing students as no. 6 and bumping concurrently enrolled high school students to no. 7. Discussion ensued regarding how Ed. Plans will be tracked. Council member suggested adding “effective Fall 2014” to the beginning of each numbered bullet. Council member suggested that there should be 2 drafts of AP 5505, one for 2013, and the other effective 2014. Discussion ensured regarding which groups of students will no longer be prioritized in the registration process and the reasoning behind the change. Motion made by Utpal Goswami seconded by Roxanne Metz to send AP 5505 back to the original source to draft a 2013 and a 2014 version with special consideration given to no. 3. a. ACTION A vote was taken and council voted unanimously to send AP 5505 back to the original source so a 2013 and 2014 draft can be written with special consideration given to item no. 3. a. BP 7130 COMPENSATION Council member raised the question of whether or not this policy is absolutely necessary. Council noted that this policy is legally required. Council member expressed concern with language in the second paragraph. Council member’s concern was in regards to contracted employees. Council member suggested adding the language “pursuant College Council Meeting February 28, 2013 Page 6 Minutes-College Council Page 4 of 5 December 3, 2012 to collective bargaining agreement” or “as outlined in collective bargaining agreement.” Council member wanted to ensure that the district couldn’t “unilaterally alter” a contract just because it was expired. Council member suggested changing the language to “A salary schedule adopted by the Board is in effect only for the year(s) for which it was adopted. Salary schedules included in any collective bargaining agreements remain in effect until otherwise negotiated…” Motion made by Roxanne Metz, seconded by Steve Sandeen to table BP 7130 Compensation until the language is clarified. ACTION A vote was taken and council voted unanimously to table BP 7130 Compensation until the language is clarified. BP 7140 COLLECTIVE BARGAINING Council member stated that the information in this policy is also included in another document and is therefore unnecessary. Council member suggested asking the attorney why this policy was suggested if the information is redundant. Motion made by Keith Snow-Flamer and seconded by Lee Lindsey to table this policy until the intent of the policy is clarified with legal counsel. ACTION BP 7350 RESIGNATION OF EMPLOYEES A vote was taken and council voted unanimously to table BP 7140 Collective Bargaining until the intent of the policy is clarified with legal counsel. Council member stated that language needs to be changed to state “President/Superintendent or designee” instead of Superintendent/President or Director of Human Resources. Council discussed the idea of requiring a written notice of resignation as well as implementing a “cooling off” period. Motion made by Roxanne Metz, seconded by John Johnson to table BP 7350 Resignation of Employees until it can be brought back by the Human Resources director with consideration of the input from CRFO. ACTION A vote was taken and council voted unanimously to table this policy until the Human Resources director can bring it back with consideration of the input from CRFO. College Council Meeting February 28, 2013 Page 7 Minutes-College Council Page 5 of 5 December 3, 2012 AP 2715 BOARD PROTOCOLS FOR EFFECTIVE TRUSTEESHIP Council discussed the process for adopting AP’s in the 1000 and 2000 sections. The subcommittee working on College Council operating procedures will propose a process for this. ADJOURN President Kathy Smith adjourned the meeting at 4:38 pm College Council Meeting February 28, 2013 Page 8 College Council Minutes January 7, 2013 Page 1 REDWOODS COMMUNITY COLLEGE DISTRICT Minutes of the College Council Meeting 7351 Tompkins Hill Road, Eureka, CA, Board Room Monday, January 7, 2013 MEMBERS PRESENT Bob Brown (phone), John Johnston, Michelle Blecher (phone), Steve Sandeen (phone), Jose Ramirez, Kathy Smith, Lee Lindsey, Keith SnowFlamer, Utpal Goswami, Ahn Fielding, Roxanne Metz MEMBERS ABSENT Mike Richards, Chris Harper, Richard Ries, Mark Renner CALL TO ORDER Kathy Smith called the meeting to order at 3:00 p.m. MINUTES DATED 11/19/2012 A motion was made by Michelle Blecher and seconded by Keith SnowFlamer to approve the minutes as presented. A vote was taken and council unanimously approved the minutes as presented. NEW BUSINESS POLICY AND PROCEDURE TRACKING LIST Council reviewed the Policy and Procedure Tracking spreadsheet. Council member stated that there are many policies that do not have a league template and/or have not been reviewed in over 20 years. There are many policies that could either be sunset, or combined with other policies to reduce the number of policies on file. Council member suggested that everyone sit down together and clean up the list of policies and procedures. Council discussed several policies that have not been reviewed since 1977. Council member suggested that administrators start revising policies that are related to their area. Council member suggested adding a column that states whether or not a policy/procedure is legally required. Council member suggested adding a column which states who is responsible for the revision of each policy and procedure. Council member stated that policies and procedures that are red/pink in color need to be prioritized and reviewed. The number of policies and procedures that need to be revised in the near future requires College Council to meet more frequently. College Council Meeting February 28, 2013 Page 9 Minutes-College Council Page 2 of 4 December 3, 2012 ADDITIONAL COLLEGE COUNCIL DATES Council discussed the need to add an additional day for College Council meetings in order to push more policies through. Council member suggested adding an extra meeting each month until the backlog of policies gets cleared up. Council discussed whether or not council members speak on behalf of their constituent groups after a policy has already been sent out once and feedback received. Council member suggested setting a timeline for the policies and procedures that need to be updated and schedule council meetings accordingly. OLD BUSINESS BP 7218 FACULTY TENURE BP 7218 Faculty Tenure was sent out with a sunset recommendation and no feedback was received. Motion made by John Johnston and seconded by Roxanne Metz to send the sunset proposal of BP 7218 Faculty Tenure to the BOT. Council discussed the procedure for sunset proposals to be distributed and explained to All. ACTION A vote was taken and council voted unanimously to send a sunset recommendation for BP 7218 Faculty Tenure to the Board for approval. AP 6345 BIDS AND CONTRACTS AP 6345 Bids and Contracts did not go out for constituent review because council had questions for legal counsel. Council wanted to know if it would be legal for College of the Redwoods to do a prescreening process for potential contractors in order to save time. Legal suggested that the alternative process be included in Policy so that it is an option if the situation arises. Council member suggested that information regarding a prescreening process should be included in the procurement policy, BP 6340, and not AP 6345 Bids and Contracts specifically. Motion made by Roxanne Metz and seconded by Steve Sandeen to postpone this policy and bring it back when all the policies and procedures related to BP 6340 can be reviewed together. ACTION A vote was taken and council voted unanimously to postpone AP 6345 Bids and Contracts until all policies and procedures related to BP 6340 College Council Meeting February 28, 2013 Page 10 Minutes-College Council Page 3 of 4 December 3, 2012 can be reviewed together. Council member suggested postponing this policy in order to review it with BP and AP 7110 Delegation of Authority. BP 7111 JOB DESCRIPTION Council member suggested changing Superintendent/President to President/Superintendent. Council reviewed responses from legal counsel. Council member asked if this policy applies to faculty and staff positions that are contractual. Member suggested that if the policy does not apply to contracted employees there should be some additional language that states that these employees are not included. Council member asked if there should be one general BP regarding Job Description and AP’s related to faculty and staff job descriptions. Council member suggested changing the title to “Delegation of Authority and Job Descriptions.” Motion made by Roxanne Metz and seconded by Lee Lindsey to postpone this policy so that it can be reviewed with BP and AP 7110 Delegation of Authority. ACTION A vote was taken and council voted unanimously to postpone this policy so it can be reviewed with BP and AP 7110 Delegation of Authority. BP 7113 DEFINITION OF ACCREDITED INSTITUTION Council discussed the reason this policy is in the 7000’s. Council discussed that the title of this policy is misleading. Council member suggested that this language should be incorporated into another policy about recruitment and hiring. Council member expressed concern with the legal recommendations because it doesn’t specify which definition of accredited institution the college was going to accept. Council member suggested that we leave the policy as it was originally and change the “reviewed” date at the bottom of the policy. Council member suggested reviewing policies at other colleges to see how they handle this situation. College Council Meeting February 28, 2013 Page 11 Minutes-College Council Page 4 of 4 December 3, 2012 Motion made by Ahn Fielding and seconded by Roxanne Metz to postpone this policy until policies from other colleges are reviewed. ACTION A vote was taken and council voted unanimously to postpone this policy so that policies from other colleges can be reviewed. ADJOURN President Kathy Smith adjourned the meeting at 4:38 pm College Council Meeting February 28, 2013 Page 12 Current: 2/19/2013 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number Title Last Date Revised Year Policy will be Revised CCLC Template? Legally Required? Yes Yes Yes (ACCJC‐ Yes) Yes Yes Yes yes yes yes Yes Yes Yes Status The District BP 1100 BP 1200 BP 1201 BP 1202 The Redwoods Community College District District Mission Philosophy Statement Institutional Objectives 12/6/2011 7/12/2011 10/2/2012 10/2/2012 Board of Trustees 2014 2014 2015 2015 Year Policy will be Revised BP 2010 BP 2015 BP 2100 BP 2105 AP 2105 BP 2110 AP 2110 BP 2200 Board Membership Student Member Board Elections Election of a Student Member Election of a Student Member Vacancies on the Board Vacancies on the Board Board Duties and Responsibilities 9/11/2005 9/11/2005 9/11/2005 9/11/2005 9/11/2005 9/11/2005 9/11/2005 10/2/2012 2013 2015 2015 2015 2015 2013 2013 2015 BP 2210 BP 2220 AP 2220 BP 2305 BP 2310 BP 2315 BP 2320 AP 2320 BP 2330 BP 2340 AP 2340 BP 2345 11/4/2008 9/11/2005 11/1/2005 11/1/2005 9/11/2005 9/11/2005 9/11/2005 9/11/2005 9/11/2005 10/2/2012 9/11/2005 9/11/2005 2014 2013 2013 2013 2014 2014 2014 2014 2013 2015 2013 BP 2350 BP 2355 BP 2360 BP 2361 Officers Committees of the Board Committees of the Board Annual Organizational Meeting Regular Meetings of the Board Closed Sessions Special and Emergency Meetings Special and Emergency Meetings Quorum and Voting Agendas Agendas Public Participation at Board Meetings Public Participation at Board Meetings Speakers Decorum Minutes District Publications and Releases BP 2365 Recording 9/11/2005 AP 2345 Current Current Current Current Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Good practice Good practice Good practice Good practice Advised Advised Good practice Yes Good practice Advised Yes 2014 9/11/2005 9/11/2005 9/11/2005 6/6/2006 6/1/1980 Assigned to subgroup 1 Assigned to subgroup 1 Assigned to subgroup 1 Assigned to subgroup 2 Assigned to subgroup 2 Assigned to subgroup 2 Assigned to subgroup 1 Current Assigned to subgroup 1 Assigned to subgroup 1 Assigned to subgroup 1 Assigned to subgroup 2 Assigned to subgroup 1 Assigned to subgroup 1 Assigned to subgroup 1 Assigned to subgroup 1 Assigned to subgroup 2 Current Assigned to subgroup 2 Assigned to subgroup 2 Yes 2014 2014 2014 2014 Yes Yes Yes 2013 2014 Yes Advised Good practice Good practice Assigned to subgroup 2 Assigned to subgroup 2 Assigned to subgroup 2 Assigned to subgroup 2 Revision in progress (Paul DeMark) Assigned to subgroup 2 College Council Meeting February 28, 2013 Page 13 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 2410 Title Last Date Revised Policy and Administrative Procedures 10/2/2012 Year Policy will be Revised CCLC Template? Yes Legally Required? Good practice Yes Good practice Yes Good practice Yes Accredidation Yes Good practice 2015 AP 2410 Policy and Administrative Procedures 9/11/2005 BP 2430 Delegation of Authority to 10/2/2012 BP 2431 President/Superintendent Selection 9/11/2005 BP 2432 President/Superintendant Succession 9/11/2005 BP 2435 10/2/2012 BP 2610 AP 2610 BP 2710 AP 2710 AP 2712 BP 2714 AP 2714 BP 2715 Evaluation of President/Superintendent Evaluation of President/Superintendent Participation in Local Decision Making Participation in Local Decision Making College Council Financial Advisory Committee Responsibilities of the Academic Senate Presentation of Initial Collective Presentation of Initial Collective Conflict of Interest Conflict of Interest Conflict of Interest Code Distribution of Tickets or Passes Distribution of Tickets or Passes Code of Ethics/Standards of Practice 9/11/2005 9/11/2005 9/11/2005 9/11/2005 7/11/2006 1/3/2012 12/6/2011 10/2/2012 BP 2716 BP 2717 Polictical Activity Personal Use of Public Resources 9/11/2005 9/11/2005 BP 2720 BP 2725 BP 2730 BP 2735 Communications Among Board Member Compensation Health Benefits Board Member Travel 9/11/2005 9/11/2005 9/8/2008 9/11/2005 2013 2015 Current Revision in progress (President's Office) 2013 BP 2510 AP 2510 AP 2511 AP 2512 BP 2520 Assigned to subgroup 2 Yes 2015 8/4/2009 Current Yes Good practice Yes Advised Yes Required 2015 10/2/2012 Assigned to subgroup 3 2015 9/11/2005 11/1/2011 9/11/2005 6/6/1994 Current Assigned to subgroup 3 2014 AP 2435 Status Current 2013 2014 2013 2015 2015 2015 2015 2015 2015 2015 2015 2015 2015 2015 2014 2015 2015 2014 Assigned to subgroup 3 Revision in Process ( President's Office ) Revision in process ( Business Office ) Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Required Advised Required Yes Assigned to subgroup 2 Assigned to subgroup 2 Assigned to subgroup 2 Assigned to subgroup 3 Assigned to subgroup 3 Assigned to subgroup 3 Assigned to subgroup 3/ Current Assigned to subgroup 3/ Current Current Assigned to subgroup 3 Assigned to subgroup 3 Assigned to subgroup 3 Assigned to subgroup 3 Assigned to subgroup 3 Assigned to subgroup 3 College Council Meeting February 28, 2013 Page 14 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 2740 BP 2745 Title Board Education Board Self‐Evaluation Last Date Revised 10/2/2012 10/2/2012 Year Policy will be Revised 2015 2015 CCLC Template? Yes Yes 2013 2013 Yes Legally Required? Status Current Current General Institution BP 3050 AP 3050 BP 3051 BP 3052 BP 3200 AP 3200 Institutional Code of Ethics Institutional Code of Ethics Lowering the Flag to Half Mast Controversial Issues Accreditation Accreditation for Programs Within 2/7/2012 1/3/2012 1/5/1981 8/15/1977 4/4/2011 3/1/2011 BP 3250 AP 3250 BP 3260 AP 3260 BP 3261 BP 3280 AP 3280 BP 3281 BP 3300 BP 3310 AP 3310 BP 3410 AP 3411 AP 3412 AP 3420 Institutional Planning Institutional Planning Participatory Governance Participatory Governance Student Participation in College Grants Grants Gifts, Gratnts, Donations Public Records Records Management Records Management Nondiscrimination Student Nondiscrimination Plan Access to Program and Facilities Equal Employment Opportunity, Nondiscrimination, and Diversity Implementation Sexual Harassment Solicitation of Funds Procedures for Complaints of Unlawful Discrimination (Including Tiitle IX Complaints) College Safety Program Domestic Animals Domestic Animals Children on Campus Supervision of Children on Campus 7/12/2011 12/4/2012 12/6/2011 11/1/2011 10/3/1994 4/3/2012 3/14/2012 8/15/1977 8/15/1977 8/6/1990 11/6/2001 5/3/2011 3/1/1987 11/6/2001 2/4/2003 AP 3430 BP 3431 AP 3435 BP 3500 BP 3501 AP 3501 BP 3502 AP 3502 2/4/2003 8/15/1977 2014 2013 2013 2013 2013 2017 2017 2015 2016 2016 2013 2013 2013 2013 Current Current Current Yes Yes Yes (ACCJC) Yes Yes Yes Yes Yes Advised yes Yes yes Yes Yes Yes Yes Yes Yes Yes 2014 Yes 8/15/1977 11/4/1991 11/4/1991 3/6/1995 3/6/1995 Yes Yes 2015 2015 Yes Current Current Current Current Current Current Current Current Current College Council Meeting February 28, 2013 Page 15 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 3503 BP 3505 BP 3550 BP 3560 BP 3570 AP 3570 BP 3600 AP 3600 BP 3601 BP 3720 AP 3720 BP 3750 AP 3750 BP 3810 BP 3830 AP 3830 AP 3835 BP 3900 BP 3910 AP 3910 BP 3911 AP 3911 BP 3912 Title Campus Visitors Emergency Response Plan Drug Free Environment and Drug Prevention Program Alcohol and Illegal Drugs Smoking Smoking On Campus Auxillary Organizations Auxillary Organizations College of the Redwoods Foundation Last Date Revised 5/3/2005 2/5/1990 11/6/1989 Year Policy will be Revised 1/9/2001 6/1/2004 6/1/2004 12/6/2011 11/1/2011 8/15/1977 2016 2017 2017 2016 2016 Use of Information Resources Use of Information Resources Instructional Materials and Copyright Policy Use of Copyright Material Claims Against the District Conservation of Art Collections Permanent Aert Collections and Sculpture Garden Advisory Committee Redwoods Collection of Native American Baskets and Objects Advisory Committee Free Expression by Students Campus Guest Speaker Campus Guest Speaker Classroom Guest Speakers Classroom Guest Speakers Relations With Special Interest Groups CCLC Template? Yes Yes Yes Legally Required? Yes Yes Yes Yes Yes yes Good Practice 4/6/1998 6/3/2003 6/2/1986 Yes Yes yes Advised 6/2/1986 11/4/2003 5/3/1999 5/3/1999 Yes Yes Good Practice yes Status Yes yes Yes yes In College Council process In College Council process Current Current 5/3/1999 10/3/1994 8/18/1977 Jun‐83 11/5/2002 11/5/2002 8/15/1977 2014 2015 2015 2017 2017 yes yes 12/5/2006 12/5/2006 5/3/2011 2017 2017 Yes Yes Yes yes Yes yes Academic Affairs BP 4010 AP 4010 BP 4020 Academic Calendar Academic Calendar Program and Curriculum Development 2013 Current College Council Meeting February 28, 2013 Page 16 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number AP 4020 AP 4021 AP 4022 AP 4023 BP 4024 AP 4024 BP 4025 BP 4030 BP 4040 AP 4040 BP 4041 AP 4041 BP 4050 BP 4060 Title Last Date Revised Program and Curriculum 4/4/2011 Development Program Revitalization or 7/12/2011 Discontinuation Process Local Approval of Courses 4/4/2011 Definition of a Credit Hour 1/3/2012 Course Outlines 8/15/1977 Course Outlines Jun‐88 Philosophy and Criteria for Associate 12/5/2006 Degree and General Education Academic Freedom 12/5/2006 Library Services 12/13/2005 Library Services and other 12/13/2005 Instructional Supporty Services Tutorial Services 8/15/1977 o Date on Posted Poli Tutorial Services Articulation 6/4/2002 Delineation of Functions Agreement 11/6/2007 Year Policy will be Revised CCLC Template? Yes Legally Required? Yes Yes Yes 2013 2013 2013 2013 2014 2014 2013 2013 2014 2014 2015 2015 2014 Status Current Current Current Current Yes Yes yes Yes Yes Yes yes Yes Yes Yes Yes Good Practice Yes Yes Yes Yes 2017 BP 4100 AP 4102 AP 4103 BP 4221 AP 4221 Graduation Requirements for Degrees and Certificates Career and Technical Programs Work Experience Examinations and Grading Grading Regulations and Procedures 12/6/2011 8/15/1977 5/6/2008 BP 4223 AP 4225 BP 4231 AP 4231 BP 4235 AP 4235 BP 4240 AP 4240 AP 4250 Academic Recognition Course Repetitions Grade Changes Grade Changes Credit by Examination Credit by Examination Academic Renewal Academic Renewal Regulations Re: Academic Standing 12/9/2003 1/4/2005 8/2/2011 10/3/2011 8/7/2012 8/7/2012 5/3/2011 4/4/2011 3/7/1994 BP 4260 Prerequisites and Co‐Requisites 9/12/1994 2017 2015 2015 2017 2017 2017 2017 2017 2016 2016 2016 2016 Pending BOT Approval (March) Current Current Yes Yes Yes Yes Yes Yes Yes Yes Yes yes Yes Yes Advised yes Yes Yes Current Current Current Current Current Current College Council Meeting February 28, 2013 Page 17 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 4300 AP 4300 AP 4302 BP 4400 Title Field Trips and Excursions Field Trips and Excursions Regulations Re: Student Use of Personal Automobiles for District Sponsored Activities When District Transportaition is Available Community Service Programs Last Date Revised 8/15/1977 Jun‐83 Mar‐95 Year Policy will be Revised 2015 2016 CCLC Template? Yes Yes 5/3/1982 2016 Yes Legally Required? Yes Advised Status Student Services BP 5001 Student Services Programs Policy 11/7/1994 AP 5001 Student Services Programs Policy 11/7/1994 BP 5010 Admissions and Concurrent Enrollment Admissions Admission and Concurrent Enrollment of Special Part Time High 12/6/2011 AP 5012 BP 5013 AP 5013 AP 5014 International Students Students in the Military Students in the Military Evaluation of Military Experience 11/1/2011 12/4/2012 12/4/2012 6/3/2003 BP 5015 AP 5015 BP 5020 AP 5020 BP 5030 AP 5030 AP 5031 BP 5032 AP 5032 Residence Determination Residence Determination Nonresident Tuition Nonresident Tuition Fees Fees Instructional Materials Fees Requests to Impose Mandatory Mandatory Student Fee Elections 2/6/2007 2/6/2007 2/6/2007 1/3/2012 2/5/2013 2/5/2013 1/3/2012 12/13/2005 2/6/2006 BP 5035 AP 5035 BP 5040 Withholding of Student Records Withholding of Student Records Student Records, Directory Information, and Privacy 5/6/2008 5/6/2008 1/3/2012 2014 2014 AP 5010 AP 5011 11/1/2011 11/1/2011 2015 2015 2015 2015 2017 2017 2015 2014 2014 2015 2015 2015 2015 2015 2015 2015 2016 2016 2017 Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Advised yes Yes Current Current Current Current Current Current Current Current Current Current Current Current Current College Council Meeting February 28, 2013 Page 18 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number AP 5040 BP 5151 BP 5200 BP 5205 AP 5205 BP 5206 BP 5210 AP 5210 BP 5300 AP 5300 BP 5400 Title Student Records, Directory Information, and Privacy Privacy of Students Student Records ‐ Challenging Content and Access Log Student Records‐ Challending Matriculation Matriculation Open Enrollment Open Enrollment Enrollment Priorities Enrollment Priorities Attendance Reporting Credit Course Adds and Drops Counseling Counseling Testing and Counseling Transfer Center Disabled Student Programs and Services Disabled Student Programs and Services Community Relations Student Health Services Student Accident Insurance Student Accident Insurance Accident Reporting Communicable Diseases Communicable Diseases Student Equity Student Equity Associated Students Organization AP 5400 BP 5410 AP 5410 BP 5420 AP 5420 Associated Students Associated Students Elections Associated Students Elections Associated Students Finance Associated Students Finance BP 5041 BP 5045 AP 5045 BP 5050 AP 5050 BP 5052 AP 5052 BP 5055 AP 5055 AP 5070 AP 5075 BP 5110 AP 5110 BP 5111 BP 5120 BP 5140 AP 5140 Last Date Revised 12/6/2011 8/15/1977 7/12/2011 Year Policy will be Revised CCLC Template? Yes Legally Required? Yes 2017 2013 Current 2015 7/12/2011 5/6/2008 5/6/2008 5/6/2008 5/6/2008 5/7/2010 1/3/2012 1/3/2012 5/1/2012 10/3/1994 10/3/1994 8/15/1977 10/3/1994 6/7/2011 2016 2016 2017 2017 2015 2015 2015 2015 2014 2014 2013 2014 Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes yes Advised Advised Yes Good Practice Yes Yes yes Advised Current Yes Yes 2016 8/15/1977 8/15/1977 1/3/2012 12/6/2011 8/15/1977 1/3/2012 12/6/2011 11/7/1994 11/7/2012 8/2/2011 10/3/2011 8/2/2011 7/12/2011 8/2/2011 8/2/2011 Current 2013 2016 2016 Yes Yes Yes Good Practice Yes 2017 2017 2014 2017 Yes Yes Yes Yes Yes Yes Advised Yes yes yes Yes Yes Yes Yes Yes Advised Yes Yes yes Yes 2017 2017 2016 2016 2017 2017 Current Current Current Current Current Current Current Out for Constituent Review Current Current Yes Yes 2016 5/3/2011 Status Current Current Current Current Current Current Current Current Current Current Current College Council Meeting February 28, 2013 Page 19 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 5500 AP 5500 BP 5501 BP 5503 AP 5530 BP 5560 BP 5570 AP 5570 AP 5610 BP 5700 AP 5700 BP 5800 AP 5800 Title Standards of Conduct Student Conduct Code and Disciplinary Procedures Locker Search Student Complaints Student Complaints Other Than Academic Complaints or unlawful Discrimination Graduating Requirements Student Credit Card Solicitation Student Credit Card Solicitation Voter Registration Athletics Athletics Prevention of Identity Theft in Student Financial Transactions Prevention of Identity Theft in Student Financial Transactions Last Date Revised 11/6/2007 2/7/2012 Year Policy will be Revised 2013 8/15/1977 5/2/1994 2/7/2012 2013 2013 2013 2013 10/3/1994 2014 1/3/2012 2/7/2012 1/3/2012 2014 2017 2017 CCLC Template? Yes Yes Legally Required? yes yes Status Current BOT First Read in April Yes Yes Current Yes Yes Yes Yes Yes Yes Advised Advised Yes Yes Yes Revision in progress (PPRS) Revision in progress (PPRS) Current Current Current Yes Advised Draft in progress (PPRS) Draft in progress (PPRS) Business and Fiscal Affairs BP 6100 AP 6100 BP 6150 Delegation of Authority Delegation of Authority Designation of Authorized Signatures 10/3/2006 10/3/2006 10/3/2006 AP 6150 Designation of Authorized Signatures 10/3/2006 BP 6200 AP 6200 BP 6250 AP 6250 BP 6300 AP 6300 BP 6320 AP 6320 AP 6322 BP 6330 AP 6330 Budget Preparation Budget Preparation Budget Management Budget Management Fiscal Management Fiscal Management Investments Investments Employee Indemnity Bonds Purchasing Purchasing 10/3/2006 10/3/2006 10/3/2006 10/3/2006 10/3/2006 10/3/2006 10/3/2006 10/3/2006 10/3/2006 10/3/2006 10/3/2006 2015 2015 Yes Yes Yes Yes Yes yes Yes yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes yes yes yes yes yes Yes yes Good Practice Yes Good Practice 2016 2016 2013 2013 2014 2014 2013 2013 2015 2015 2015 2015 2015 Revised by Lee (In C.C. que ) Revised by Lee (In C.C. que ) Out for constituent review Out for constituent review Out for constituent review Out for constituent review Out for constituent review Out for constituent review Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) College Council Meeting February 28, 2013 Page 20 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 6331 AP 6331 Title Employee Microcomputer Purchase Program Employee Microcomputer Purchase Program Contracts Bids and Contracts Bids and Contracts ( UPCCAA Option) Last Date Revised 11/6/1995 Year Policy will be Revised CCLC Template? Legally Required? Sunset Proposal 11/6/1995 10/3/2006 10/3/2006 2016 2016 Yes Yes Yes Yes Yes Yes 10/3/2006 10/3/2006 10/3/2006 2016 2016 Yes Yes Yes Yes Advised Yes AP 6370 BP 6400 AP 6400 AP 6450 AP 6451 Contracts ‐ Construction Contracts ‐ Electronic Systems and Accessibility of Information Technology Contracts ‐ Personal Service Audits Audits Wireless Cellular Phone Use Use of Cellular Phone While Driving yes Yes Yes Yes yes Yes Yes Advised BP 6500 AP 6500 BP 6510 BP 6515 BP 6516 AP 6518 BP 6520 AP 6520 AP 6530 BP 6540 AP 6540 BP 6550 AP 6550 BP 6600 AP 6600 BP 6620 BP 6700 Property Management Property Management Property Records and Inventory Maintenance Care of College Property Landscape Master Plan Security for District Property Security for District Property District Vehicles Insurance Insurance Disposal of Property Disposal of Property Capital Construction Capital Construction Naming Buildings Civic Center and Other Facilities Use 10/3/2006 10/6/2006 Yes Yes Yes Good Practice AP 6700 Civic Center and Other Facilities Use BP 6340 AP 6340 AP 6345 AP 6350 AP 6360 AP 6365 Status 10/3/2006 10/3/2006 10/3/2006 2/5/2002 2/5/2002 2016 2016 2014 2014 Sunset Proposal Revised by Lee (In C.C. que) Out for constituent Review Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Sunset Proposal 2016 2016 8/15/1977 2014 10/3/2006 10/3/2006 10/3/2006 11/4/2003 2013 2013 2013 12/5/2006 12/5/2006 12/5/2006 12/5/2006 5/2/2006 2017 2017 2017 2017 2017 Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Good Practice Advised Yes Yes yes Advised Yes yes Good Practice yes Yes yes Susnet Proposal Sunset Proposal Sunset Proposal Sunset Proposal Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Tabled (Legal Council) Tabled (Legal Council) Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) College Council Meeting February 28, 2013 Page 21 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 6710 BP 6740 AP 6740 BP 6750 AP 6750 BP 6800 AP 6800 BP 6801 BP 6850 AP 6850 AP 6851 BP 6950 AP 6950 Title Advertising Signs Citizens Bond Oversight Committee Citizens Oversight Committee Parking Parking Safety Safety Illness and Injury Prevention Hazardous Materials Hazardous Materials Eye Protection Alcohol and Drug Abuse Plan for Commercial Drivers Drug and Alcohol Testing (US Department of Transportation) Last Date Revised Year Policy will be Revised 1/4/2005 2/6/2006 4/5/2004 4/5/2004 2017 2017 CCLC Template? Legally Required? Yes Advised Status Sunset Proposal Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Yes Yes Yes Yes Yes yes Yes yes yes 9/9/1991 8/6/1990 8/6/1990 5/10/1996 11/4/1996 Yes Advised 11/4/1996 Yes Yes Yes Yes Advised Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Sunset Proposal Revised by Lee (In C.C. que) Sunset Proposal Human Resources BP 7110 AP 7110 BP 7111 BP 7112 BP 7113 Delegation of Authority Delegation of Authority Job Description General Employee Obligations Definition of Accredited Institution 6/3/2008 6/3/2008 4/7/1997 9/19/1977 3/6/1978 BP 7121 Employment of Vice President, Associate Vice President, and Campus Vice President Employment of Other Administrative Employees Contract Faculty Appointment Procedures Contract Faculty Appointment Procedures Verification of Eligibility for Applicant Background Checks Salary Certificated Salary Studies 2/4/2003 2017 2017 2017 2013 2013 BP 7122 BP 7123 AP 7123 AP 7125 AP 7126 BP 7130 BP 7131 Current Current tabled ‐ to return to C.C. in March Sent to legal council for review 2017 2/4/2003 2017 4/7/1997 2017 9/9/2002 6/3/2008 6/3/2008 9/19/1977 8/15/1977 2017 2017 2017 2013 2013 Yes Yes Yes Yes Advised Yes Current Current tabled ‐ to return to C.C. in March College Council Meeting February 28, 2013 Page 22 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 7132 Title Administrative/Management/Confid ential Employee Salary Schedule Last Date Revised 8/15/1977 BP 7140 BP 7160 AP 7160 BP 7161 BP 7162 AP 7162 BP 7163 BP 7210 AP 7211 Collective Bargaining Professional Development Professional Development Promotion Transfer Relocation Allowance Professional Staff Development Leave Academic Employees Minimum Qualifications for Faculty AP 7217 BP 7218 BP 7219 BP 7230 BP 7234 AP 7234 BP 7237 BP 7238 Faculty Prioritization Process Faculty Tenure Faculty Titles Classified Personnel Hours and Overtime Overtime Exempt Employees Reduction of Work Force Employment of Classified Personnel 2/7/2012 3/6/1995 1/9/2001 9/19/1977 10/4/1993 10/4/1993 9/19/1977 2/4/2003 BP 7239 BP 7241 Probationary Status Confidential Staff Probationary Period Paid PERS ‐ Confidential Staff Realease Time for Confidential Staff 2/4/1980 1/11/1993 Administrator Retreat Rights Reassigned Time for Academic Senate President Manatement Performance Evaluation management Performance Evaluation Report Student Employment Policy 7/9/1990 2/6/1989 Year Policy will be Revised CCLC Template? Legally Required? Status 2013 BP 7242 BP 7243 BP 7251 BP 7252 BP 7262 AP 7262 BP 7270 8/15/1977 Jan‐86 9/19/1977 9/19/1977 3/4/1994 8/1/1988 2013 2013 2013 2013 2013 sent to legal council for review Yes Yes Good Practice 2013 Yes Yes 1/9/2007 11/1/2005 10/7/1985 2013 2018 2016 2017 2013 2017 Current Second Reading by BOT in March Yes yes Yes 2014 2017 2014 2016 2017 2014 2014 2014 3/5/1990 2014 3/5/1990 6/1/1992 2014 2016 Out for constituent review yes Yes College Council Meeting February 28, 2013 Page 23 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number BP 7261 Title Classified Managers Probationary Period Nepotism Nepotism Leaves Leaves Sabbatical Leave Policy Sabbatical Leave Policy Holidays Industrial Accident and Illness Leave for Certificated Personnel Catastrophic Leave Program Catastrophic Leave Military Leave Vacation Leaves of Absence for Classified Resignation of Employees Grievance Procedure Disciplinary Action for Permanent Classified Employees Last Date Revised 1/11/1993 7/11/2000 2/5/1996 AP 7373 AP 7374 Return to Work Program Withholding Academic and Other Payroll Warrants Political Activity Political Activity Rights of Access for Employee Communication Use of Site Mail Boxes Distribution and Posting of Materials AP 7375 AP 7376 AP 7377 BP 7381 AP 7381 AP 7382 Employee Organization Contact Use of District Plant Facilities Request for District Information Staff Insurance Program Health and Welfare Benefits Early Retirement BP 7310 AP 7310 BP 7340 AP 7340 BP 7341 AP 7341 BP 7342 BP 7343 BP 7345 AP 7345 BP 7346 BP 7348 BP 7349 BP 7350 BP 7351 BP 7365 BP 7366 BP 7367 BP 7370 AP 7370 BP 7372 7/10/2012 7/10/2012 1/4/2005 1/4/2005 7/5/1996 7/6/1996 10/5/1987 8/15/1977 8/3/2004 8/3/2004 9/19/1977 9/19/1977 12/7/1992 12/1/1980 Jun‐80 4/7/1997 2/5/2013 2/5/2013 9/19/1977 Jun‐80 Jun‐80 Jun‐80 No Date Listed No Date Listed 9/19/1977 7/11/2006 Jun‐90 Year Policy will be Revised 2016 2017 2017 2016 2016 2016 2016 2014 CCLC Template? Legally Required? Status Yes Yes Yes Yes Advised Advised Current Current Yes Yes 2014 2017 2017 2014 2014 2016 2015 2015 Yes Yes Yes Advised Tabled ‐ will retrun to C.C. in March Advised Current Current Yes 2016 2016 Yes 2016 2018 2018 Yes Yes 2015 2015 2015 2015 2015 2015 2015 2015 2015 In College Council Process Yes In College Council Process College Council Meeting February 28, 2013 Page 24 Policy HAS been updated in the last five years Policy has not been updated in the last FIVE years Policy has not been updatend in the last TEN years Policy has not been updated in the last FIFTEEN years Policy has not been updated in TWENTY years Policy and Procedure Review and Revision Dates Policy Number AP 7383 BP 7384 AP 7384 BP 7386 BP 7387 BP 7400 AP 7400 BP 7511 BP 7700 AP 7700 Title Post‐65 health and Welfare Benefits Emeritus Title Process for Determining Emeritus Status Tax Sheltered Annuity Program Reduced Workload Program Travel Travel Consensual Relationships Whistleblower Protection Whistleblower Protection Last Date Revised 6/4/1990 12/2/1996 12/2/1996 8/5/1985 8/5/1985 9/19/1977 3/7/1994 4/7/2008 4/7/2008 Year Policy will be Revised CCLC Template? Legally Required? 2015 2015 In College Council Process 2015 2015 2015 2015 2015 2014 2014 Status Yes Advised Revised by Lee (In C.C. que) Revised by Lee (In C.C. que) Yes yes Good Practice Advised Current Current College Council Meeting February 28, 2013 Page 25 REDWOODS COMMUNITY COLLEGE DISTRICT Board of Trustees Policy BP 6340 CONTRACTS The Board delegates to the President/Superintendent the authority to enter into contracts on behalf of the District and to establish administrative procedures for contract awards and management, subject to the following: Contracts are not enforceable obligations until they are ratified by the Board. Contracts for work to be done, services to be performed or for goods, equipment, or supplies to be furnished or sold to the District that exceed the amounts specified in Public Contracts Code Section 20651 shall require prior approval by the Board. When bids are required according to Public Contracts Code Section 20651, the Board shall award each such contract to the lowest responsible bidder who meets the specifications published by the District and who shall give such security as the Board requires, or reject all bids. If the best interests of the District will be served by a contract, lease, requisition, or purchase order through any other public corporation or agency in accordance with Public Contracts Code Section 20652, the President/Superintendent is authorized to proceed with a contract. Reference: Education Code Sections 81641, et seq.; Public Contracts Code Sections 20650, et seq. Adopted by Board of Trustees: 10/3/06 Revised: College Council Meeting February 28, 2013 Page 26 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 6340 BIDS AND CONTRACTS Limits Bids or quotations shall be secured as may be necessary to obtain the lowest possible prices as follows: Purchase of goods or services up to the limits set out in the Public Contracts Code Section 20651 (d) will require documented quotes. Purchase of goods or services in excess of the limits set out in the Public Contracts Code Section 20651 (d) will require formal advertised bids. Contracts involving expenditures that require competitive bidding require approval by the Board of Trustees prior to award. Bid Specifications Bid specifications shall include a definite, complete statement of what is required and, insofar as practical, shall include pertinent details of size, composition, construction, and/or texture of what is specified, and minimum standards of efficiency, durability, and/or utility required of what is specified. Notice Calling for Formal Advertised Bids Upon approval of the Board, the District shall publish at least once a week for two weeks in a newspaper of general circulation circulated within the District, or if there is no such paper, then in some newspaper of general circulation, circulated in the county, and may post on the District’s web site or through an electronic portal, a notice calling for bids or proposals, stating the materials or supplies to be furnished and the time and place when bids will be opened. The District may accept a bid that was submitted either electronically or on paper. Bid and contract forms shall be prepared and maintained by the Chief Business Officer. All applicable statutory provisions and board policies shall be observed in preparation of the forms. The Chief Business Officer shall be responsible for insuring that the bid specifications are sufficiently broad to encourage and promote open competitive bidding. All bid notices for work to be done shall contain an affirmative statement requiring compliance with California Labor Code Sections 1775 and 1776 governing payment of prevailing wages and California Labor Code Section 1777.5 governing employment of apprentices. All bid submissions shall contain all documents necessary to assure compliance with these California Labor Code Sections. Failure to provide such documentation shall cause any such bid to be deemed incomplete. When required or determined to be appropriate, bids shall be accompanied by a certified or cashier's check, or bid bond, in the amount specified in the bid form, as a guarantee that the bidder will enter into contract and furnish the required contract bonds. When no longer required for the protection of the District, any certified or cashier's check received shall be returned to the College Council Meeting February 28, 2013 Page 27 respective bidder. The Chief Business Officer shall make available to the prospective bidders bidforms with sets of specifications and drawings and shall provide a convenient place where bidders, subcontractors, and material personnel may examine the specifications and drawings. A deposit for sets of plans and specifications may be required and may be refunded when such documents are returned. Awarding of Bids and Contracts The awarding of bids and contracts shall be subject to the following conditions: Any and all bids and contract proposals may be rejected by the District for good and sufficient reason. All bids shall be opened publicly and bidders shall be given the opportunity to make record of the bids received. Bid and contract award recommendations to the Board shall show a tabulation of the bids received in reasonable detail. Bid and contract awards shall be made to the lowest responsible bidder substantially meeting the requirements of the specifications. The District reserves the right to make its selection of materials or services purchased based on its best judgment as to which bid substantially complies with the quality required by the specifications. Purchase without Advertising for Bids The Chief Business Officer is authorized to make purchases from firms holding county contracts without calling for bids where it appears advantageous to do so. The Chief Business Officer may, without advertising for bids within the District, purchase or lease from other public agencies materials or services by authorization of contract or purchase order. The Chief Business Officer may make purchases through the State of California Cooperative Purchasing Program operated by the Department of General Services. Duration of Continuing Contracts for Services and Supplies Continuing contracts for work or services furnished to the District are not to exceed five years. Contracts for materials and supplies are not to exceed three years. Emergency Repair Contracts without Bid When emergency repairs or alterations are necessary to continue existing classes or to avoid danger of life or property, the Chief Business Officer may make a contract in behalf of the District for labor, materials, and supplies without advertising for or inviting bids, subject to ratification by the board. Unlawful to Split Bids It shall be unlawful to split or separate into smaller work orders or projects any project for the purpose of evading the provisions of the Public Contract Code requiring work to be done by contract after competitive bidding. Reference: College Council Meeting February 28, 2013 Page 28 Education Code Section 81641 et seq.; Public Contracts Code Sections 20112, 20650 et seq., 22000 et. seq. Approved: 10/3/06 Revised: College Council Meeting February 28, 2013 Page 29 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 6345 BIDS AND CONTRACTS - UPCCAA The President is responsible for implementing the Informal and Formal Bidding Procedures under the Uniform Public Construction Cost Accounting Act (UPCAA) as adopted by resolution by the Board of Trustees. Public Projects are defined in Public Contract Code (PCC) Section 22002(c) as construction, reconstruction, erection, alteration, renovation, improvement, demolition, repair work, or painting or repainting of or involving any publicly owned, leased or operated facility. Public projects estimated to cost up to $175,000 shall be let to contract by procedures described below. It is unlawful to split or separate into smaller work orders or projects any project for the purpose of evading the provisions of the this Procedure requiring work to be done by contract after competitive bidding. All bid notices for work to be done shall contain an affirmative statement requiring compliance with Labor Code Sections 1775 and 1776 governing payment of prevailing wages and Labor Code Section 1777.5 governing employment of apprentices. All bid submissions must contain all documents necessary to assure compliance with these Labor Code sections. Failure to provide such documentation shall cause any such bid to be deemed incomplete. Public Projects funded by the Kindergarten-University Public Education Bond Acts of 2002 and 2004 and any future State Bond funds require that the District initiate and enforce a labor compliance program pursuant to Labor Code Section 1771.5. Procedures Not Covered by this AP When this procedure does not establish a process for bidding Public Projects, the procedures described in AP 6340 titled Bids and Contracts shall govern. Contractors List Lists of contractors shall be developed and maintained. Award to Low Bidder; No Bids All contracts must be awarded to the lowest responsible bidder. If two or more bids are the same and lowest, the District may accept the one it chooses. When no bids are received, the District may perform Public Projects with District employees or through a negotiated contract without further complying with this procedure. Notice Inviting Informal Bids When a Public Project anticipated to cost less than $175,000 is to be performed, the District shall prepare a notice of the opportunity to bid. The notice must describe the project in general terms, state the time and place for the submission of bids and describe how to obtain more detailed College Council Meeting February 28, 2013 Page 30 information about the Project. The District shall mail the notice to all contractors for the category of work to be bid, as shown on the Contractors List. The District may also mail the notice to all construction trade journals. Other contractors and/or construction trade journals may also be notified at the discretion of the department soliciting bids. Mailing shall be completed at least ten days before bids are due. Award of Informally-Bid Contracts The Chief Business Officer is authorized to award informal contracts (defined as contracts for less than $175,000.00), except those contracts described below. Bids Exceeding Informal Bidding Limit If all informal bids received exceed $175,000, and the District determines that the cost estimate was reasonable, the District may award the contract at up to $187,500 to the lowest responsible bidder. The contract must be approved by Resolution receiving a four-fifths (4/5) vote of the Board of Trustees. Bid Documents for Formal Bids The Chief Business Officer or designee, will see that plans, specifications and working details for all Public Projects estimated to cost more than $175,000 are adopted. Notice Inviting Formal Bids When a Public Project which is anticipated to cost in excess of $175,000 is to be performed, the District shall publish a notice inviting formal bids in a newspaper of general circulation. The notice shall be published at least 14 calendar days before the date of bid opening. The notice shall also be sent electronically, if available, by facsimile or electronic mail and mailed to all construction trade journals. The notice to construction trade journals shall be sent at least 15 calendar days before the date of bid opening. Other contractors and/or construction trade journals may also be notified, at the discretion of the department soliciting bids. Mailing shall be completed at least 30 days before the date of bid opening. When Contractors List Has Not Been Prepared: Proprietary Product or Service Notwithstanding the above: If the District has not prepared a list of contractors for the particular category of work to be performed, the notice inviting bids shall be sent to each of the construction trade journals. If the product or service is proprietary in nature, such that it can be legally obtained only from a certain contractor(s) pursuant to Public Contract Code Section 3400, the notice inviting informal bids may be sent exclusively to such contractors. Contracts for Maintenance Work Contracts for Maintenance Work may be bid pursuant to the Informal Bidding Procedures described above. Maintenance Work is routine, recurring work done for the preservation or protection of a public facility; minor repainting; landscape maintenance including mowing, watering, trimming, pruning, planting or replacement of plants, and servicing of irrigation systems; work performed to keep, operate, or maintain publicly owned water, power, or waste disposal systems. College Council Meeting February 28, 2013 Page 31 Rejection of Bids; Re-solicitation; Use of District Employees If the District intends to reject all bids, it must mail the apparent low bidder a written notice of the District’s intent to reject the bid at least two business days prior to the hearing at which the bids will be considered. After rejecting all bids, the District may: abandon the project; re-advertise the project; or perform the work with District employees, after passing a resolution by a four-fifths (4/5) majority of the Board of Trustees declaring that the project can be performed more economically by District employees. Emergency Procedures When an emergency necessitates repair or replacement, contracts shall be awarded pursuant to the procedures described in AP 6340 titled Bids and Contracts. References: Education Code Sections 81641 et seq.; Labor Code Sections 1770 et seq.; Public Contract Code Sections 20110 et seq., 20650 et seq., 22000 et seq. (Uniform Public Construction Cost Accounting Act (Act)) Approved: February 2010 Revised February, 2011; x/xx/xxxx College Council Meeting February 28, 2013 Page 32 AP 6345 Bids and Contracts Question: “Attached is an administrative procedure that our College Council is reviewing. A question arose about what we can include in this procedure to help protect the college from unscrupulous bidders for work. For example, the procedure notes “All contracts must be awarded to the lowest responsible bidders.” Is there language that might be included here to help ensure that the college is only considering bids from reputable contractors and vendors?” Answer: There are different options that might help, but they do not necessarily need to be codified in a policy.. For example, in the appropriate case, you can use "pre‐qualification," which might screen out some marginal contractors‐‐but I would not use pre‐qualification in every case. You can require specific licensing for a given project that might screen out unqualified contractors; or you can insert certain experience requirements into the bid provisions to screen out inexperienced contractors. However, these all need to be considered on a case by case basis, so I do not recommend making your policy too specific on this point. One problem about too much specificity is that when the law changes, you need to go back and change your policies. One addition to the policy that might help is: "Alternative Procurement Processes Subject to Board approval, the District may award contracts by way of alternative processes authorized by law including, without limitation, Government Code section 4217.10 (energy conservation contracts) and Education Code section 81335 (lease leaseback)." Both of the above two processes do not require competitive bidding. Adding this provision would give you the flexibility to not use competitive bidding if there is another effective way to construct the project. Nonetheless, competitive bidding is the only true way to determine the lowest price. College Council Meeting February 28, 2013 Page 33 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 6350 CONTRACTS – CONSTRUCTION The Vice President, Chief Business Officer shall be responsible for the planning and programming of new construction, alterations and repairs of existing plants, and leasing of facilities that require state approval. This includes the planning and programming of collegeDistrict initiated new construction, additions to existing plants, and major alterations and repairs of buildings and grounds. The Vice President, Chief Business Officer shall be responsible for preparation of drawings and specifications for new buildings, leased facilities, additions, major alterations and improvements of buildings and grounds together with estimates of costs. The preliminary drawings, which shall cover all proposed facilities together with construction cost estimates, may be submitted to the Board for approval and authorization to proceed with the working drawings and specifications. Upon completion, the working drawings, specifications and revised cost estimates, if any, will be submitted for approval to the State Chancellor's Office and the State Department of General Services as required by statute in the name of the Board of Trustees. The final working drawings and specifications, approved by the State Department of General Services and the State Chancellor's Office, together with revised estimates, if any, may then be submitted to the Board of Trustees for adoption. The letting of contracts for construction shall comply with procedures of the District regarding contracts that exceed the statutory minimums for competitive bidding. Reference: Education Code Section 81800; Public Contracts Code Sections 20650 et seq., 22000 et seq. Approved: 10/3/06 Revised: X/XX/XXXX College Council Meeting February 28, 2013 Page 34 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure AP 6370 CONTRACTS – PERSONAL SERVICES The District may enter into personal services contracts to achieve cost savings when each of the following conditions are met: It can be clearly demonstrated that the proposed contract will result in actual overall cost savings to the District; The contractor’s wages are at the industry's level and do not undercut District pay rates; The contract does not cause the displacement of district employees; The savings are large enough to ensure that employees will not be eliminated by private sector and District cost fluctuations that could normally be expected during the contracting period; The amount of savings clearly justifies the size and duration of the contracting agreement; The contract is awarded through a publicized, competitive bidding process; The contract includes specific provisions pertaining to the qualifications of the staff that will perform the work under the contract, as well as assurance that the contractor's hiring practices meet applicable nondiscrimination standards; The potential for future economic risk to the District from potential contractor rate increases is minimal; The contract is with a firm; and The potential economic advantage of contracting is not outweighed by the public's interest in having a particular function performed directly by the District. Personal service contracts are also permissible when any one of the following conditions is met: The contract is for new functions mandated or authorized by Legislature to be performed by independent contractors; The services are not available within the District or cannot be satisfactorily performed by district employees; The services are incidental to a purchase or lease contract; The policy, administrative, or legal goals and purposes of the District cannot be accomplished through the regular or ordinary hiring process; The work meets the criteria for emergency appointment; The equipment, materials, facilities, or support services could not feasibly be provided by the District; or The services are of an urgent, temporary, or occasional nature. Expert Professional ContractorsExperts Contracts for the services of persons who qualify as professional experts may be let without competitive bidding. Professional experts are persons specially qualified to provide services and advise in financial, economic, accounting, engineering, legal or administrative matters. They College Council Meeting February 28, 2013 Page 35 must be specially trained, experienced and competent to perform the services required. Compensation for special services and advice from professional experts may be paid from available funds in the amounts deemed proper for the services rendered. Independent Contractors The existence of an independent contractor relationship depends on the degree of independence. Common law factors published by the IRS from time to time provide guidance and will be consulted for making a determination. Where an independent contractor relationship exits, a signed written agreement will be prepared and retained when the dollar amount exceeds the IRS reporting threshold. Consultants Consulting services contracts refer to all services that: Are of an advisory nature, Provide a recommended course of action or personal expertise, Have an end product which is basically a transmittal of information either written or verbal, and, Are obtained by awarding a procurement-type contract, a grant, or any other payment of funds for services of the above type. The product may include anything from answers to specific questions to design of a system or plan, and includes workshops, seminars, retreats, and conferences for which paid expertise is retained by contract. Professional Experts, Contractors, and consultants are responsible for the satisfactory completion of a job or they may be legally obligated to compensate the District for failure to complete. References: Government Code Section 53060, Education Code Section 88003.1 Approved: 10/3/06 Revised: X/XX/XXXX College Council Meeting February 28, 2013 Page 36 REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy BP 2520 RESPONSIBILITIES OF THE ACADEMIC SENATE The Board of Trustees (Board) recognizes the College of the Redwoods Academic Senate as the organization formed in accordance with the California Code of Regulations Section 53200 to represent the faculty to the administration of the College and to the Board with respect to academic and professional matters. Recognition of the Academic Senate ensures that faculty have a formal and effective procedure for participating in the development and implementation of District policies on academic and professional matters. The Board delegates to the President/Superintendent the authority to consult collegially with the Academic Senate on these matters prior to making a recommendation to the Board. The President/Superintendent will rely primarily upon the advice and judgment of the Academic Senate and/or reach mutual agreement with the Academic Senate for the designated academic and professional matters. Primary Matters 1. Curriculum, including establishing prerequisites and placing courses within disciplines 2. Degree and certificate requirements 3. Grading policies 4. Standards or policies regarding student preparation and success 5. Policies for faculty professional development activities In these areas, the recommendations of the Academic Senate will normally be accepted. Only in exceptional circumstances and for compelling reasons will the recommendations not be accepted. If a recommendation is not accepted, the Board or the President/Superintendent, upon request of the Academic Senate, will communicate its reasons in writing. Mutual Agreement Matters 1. Educational program development 2. District and College governance structures, as related to faculty roles 3. Faculty roles and involvement in accreditation processes, including self-study and annual reports 4. Processes for program review 5. Processes for institutional planning and budget development 6. Other academic and professional matters as mutually agreed upon between the Board and the Academic Senate. In these areas, when agreement cannot be reached between the President/Superintendent and the Academic Senate, existing policy shall remain in effect unless continuing with such policy exposes the district to legal liability or causes substantial fiscal hardship. In 1 College Council Meeting February 28, 2013 Page 37 cases where there is no existing policy, or in cases where the exposure to legal liability or substantial fiscal hardship requires existing policy be changed, the Board and the President/Superintendent will act, only after a good faith effort to reach agreement. In addition to the specific responsibilities noted above, the Academic Senate is responsible, after consultation with the President/Superintendent or his or her designee, for making faculty appointments to all committees, task forces, or other groups dealing with academic and professional matters. Nothing in this policy is intended to preclude the Academic Senate from exercising its right to present its views on any issue it deems appropriate directly to the Board at a regularly scheduled meeting. Former Board of Trustees Policy No. 203, number change only on May 1, 2012 Adopted by the Board of Trustees: June 6, 1994 Amended: x/xx/xxxx Former Board of Trustees Policy No. 203 References: Education Code 70902 (14), 87357, 87359, 87360, 87458, 87663, 87743.1, 87743.2 California Code of Regulations 53200, 53203, 51023.5, 51023.7 REDWOODS COMMUNITY COLLEGE DISTRICT BP 2520 Board Policy Number Update only from Board of Trustees Policy No. 203 RESPONSIBILITIES OF THE ACADEMIC SENATE In order to ensure that the faculty have a formal and effective procedure for participating in the development and implementation of district policies on academic and professional matters, the Board of Trustees recognizes the College of the Redwoods Academic Senate. The Board will consult collegially with the Academic Senate when adopting policies and procedures on academic and professional matters and will rely on the knowledge and experience of the faculty as expressed through the Academic Senate. The Board will, in turn, expect the Academic Senate to communicate the Board's issues and concerns clearly and effectively to the faculty. In the following areas the Board delegates authority and responsibility to the Academic Senate for making recommendations to the Board. In making decisions in these areas, the Board will rely primarily upon the advice and judgment of the Academic Senate: 1. Curriculum, including establishing prerequisites and placing courses within disciplines 2. Degree and certificate requirements 3. Grading policies 4. Standards or policies regarding student preparation or success 2 College Council Meeting February 28, 2013 Page 38 5. Faculty qualifications, including equivalencies, internships, and the placement of courses in disciplines for the purpose of establishing minimum qualifications 6. Decisions to offer tenure. 7. Policies for faculty professional development activities In these areas the recommendations of the Senate will normally be accepted, and only in exceptional circumstances and for compelling reasons will the recommendations not be accepted. If a recommendation is not accepted, the Board or its representative, upon request of the Academic Senate, will communicate its reasons in writing. In the following areas the Board or its representatives will reach mutual agreement with the Academic Senate, and such agreement will be expressed either by written resolution, administrative regulation, board policy, or other board action: 1. Educational program development, including both the initiation and elimination of programs 2. College governance structures, as related to faculty roles 3. Faculty roles and involvement in accreditation processes, including self-study and annual reports 4. Processes for program review 5. Processes for institutional planning and budget development 6. Other academic and professional matters as mutually agreed upon between the Board and the Academic Senate In these areas, when agreement cannot be reached between the Board and the Academic Senate, existing policy shall remain in effect unless continuing with such policy exposes the district to legal liability or causes substantial fiscal hardship. In cases where there is no existing policy, or in cases where the exposure to legal liability or substantial fiscal hardship requires existing policy to be changed, the Board will act, after a good faith effort to reach agreement, only for compelling legal, fiscal, or organizational reasons. In addition to the specific responsibilities noted above, the Academic Senate is responsible, after consultation with the President or his or her designee, for making faculty appointments to all committees, task forces, or other groups dealing with academic and professional matters. Notwithstanding this provision, the collective bargaining representative may also seek to appoint faculty members to such committees, task forces, or groups. Nothing in this policy is intended to preclude the Academic Senate from exercising its right to present its views directly to the Board on any issue it deems appropriate. Nor is anything intended to impinge upon the due process rights of faculty or to detract from any negotiated agreements between the Board and the collective bargaining representative. Former Board of Trustees Policy No. 203, number change only on May 1, 2012 Adopted by the Board of Trustees: June 6, 1994 3 College Council Meeting February 28, 2013 Page 39 REDWOODS COMMUNITY COLLEGE DISTRICT Board of Trustees Policy Proposed BP 5800 PREVENTION OF IDENTITY THEFT IN STUDENT FINANCIAL TRANSACTIONS College of the Redwoods District has an Identity Theft Prevention Program (ITPP) and is committed to ensuring the security of financial transactions. The purpose of the ITPP is to control reasonably foreseeable risks to students from identity theft, by providing for the identification, detection, and response to patterns, practices, or specific activities (“Red Flags”) that could indicate identity theft. The President/Superintendent or designee shall assure that the security of financial transactions complies with the Fair and Accurate Credit Transactions Act. See Administrative Procedure AP 5800. Reference: Fair and Accurate Credit Transactions Act, (15 U.S.C. 1681m(e)) Date of Adoption: College Council Meeting February 28, 2013 Page 40 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure Proposed AP 5800 PREVENTION OF IDENTITY THEFT IN STUDENT FINANCIAL TRANSACTIONS The purpose of the Identity Theft Prevention Program is to provide information that will assist individuals in detecting, preventing, and mitigating identity theft in connection with the opening of a “covered account” or any existing “covered account” or who believe that a security incident has occurred, and to provide information for the reporting of a security incident. Definitions: Account: Any relationship to obtain a product or service that a customer may have with the District. Covered Account: An account that involves multiple payments or transactions. Creditor: Government entities who defer payment for goods or services. Examples of activities that would indicate the District/college as a creditor would include: Participation in the Federal Perkins Loan Program; Offering institutional loans to students, faculty, or staff; Offering a plan for payment of tuition or fees throughout the semester, rather than requiring full payment at the beginning of the semester, and Emergency loans. Personal Information: Specific information that represents a legal or personal identity or that could result in public impersonation of identity or identity theft if such information were stolen or compromised. This would also consist of using information in combination with one or more data elements when either the name or elements are not encrypted or redacted. Sensitive personal information includes but may not be limited to the following: -Legal name (first, last, middle). -Full date of birth. -Social security number. -Driver’s license number. -Datatel ID. -Financial account number. -Password. -Home address. -Gender. -Race. -Medical information. College Council Meeting February 28, 2013 Page 41 -Payroll information. Red Flag: A pattern, practice, or specific activity that indicates the existence of identity theft or possible attempted fraud via identity theft on covered accounts. Security Incident: A collection of related activities or events, which provide evidence that personal information, could have been acquired by an unauthorized person. Identification of Red Flags: In order to identify relevant red flags, the District considers the types of accounts that it offers and maintains, the methods provided to open accounts, the methods provided to access accounts , as well as previous experiences with identity theft. The following categories are identified as red flags: Alerts, notifications or warnings from a consumer-reporting agency, including fraud alerts, credit freezes, or official notice of address discrepancies. The presentation of suspicious documents such as those appearing to be forged or altered, or where the photo ID does not resemble its owner, or an application that appears to have been cut up, reassembled, and photocopied. The presentation of suspicious personal identifying information such as a photograph or physical description on the identification that is not consistent with the appearance of the student presenting the identification; discrepancies in address, social security number, student ID, or other information on file; an address that is a mail-drop, a prison, or is invalid; a phone number that is likely to be a pager or answering service; and/or failure to provide all required information. Unusual use or suspicious account activity that would include material changes in payment patterns, notification that the account holder is not receiving mailed statement, or that the account has unauthorized charges. A request to mail something to an address that is not on file. Notice received from students, victims of identity theft, law enforcement, or other persons regarding possible identity theft in connection with covered accounts. College Council Meeting February 28, 2013 Page 42 Detection of Red Flags: The detection of red flags in connection with the opening of covered accounts and the processing of existing accounts can be made through internal controls such as: Obtaining and verifying the identity of a person opening and using an account. Authenticating the identity of students or staff. Monitoring transactions. Verifying the validity of change of address requests for existing covered accounts. Response to Red Flags: The District’s Identity Theft Prevention Program shall provide for appropriate responses to detected red flags in order to prevent and mitigate identity theft. This would include: Monitoring covered accounts for evidence of identity theft. Denying access to a covered account until other information is available to eliminate the identified red flag or close the existing covered account. Notifying the customer. Changing any passwords, security codes, or other security devices that permit access to a covered account. Closing an existing account. Reopening a covered account with a new account number. Notifying law enforcement if suspected illegal activity. Determining if no response is warranted given the particular circumstances. Security Incident Reporting: An employee who believes that a security incident has occurred shall immediately notify their immediate management supervisor. After normal business hours, notification shall be made to the Campus Safety Office. Service Providers Oversight: The District remains responsible for compliance with the “red flag guidelines” when services are outsourced to a third party. The written agreement between the District and the third party service provider shall require the third party to have reasonable policies and procedures designed to detect relevant red flags that may arise in the performance of their service activities. The written agreement must also indicate whether the service provider is responsible for notifying the District of the detection of a red flag or if the service provider is responsible for implementing appropriate steps to prevent or mitigate identity theft. Program Oversight: The President/Superintendent or designee shall be the program administrator. The administrator shall exercise appropriate and effective oversight over the Identity Theft Prevention Program and shall report regularly to the Board of Trustees on the program. The administrator is also responsible for developing, College Council Meeting February 28, 2013 Page 43 implementing, and updating the Identity Theft Prevention Program, including the appropriate training of college and District employees regarding the program. See Board of Trustee Policy BP 5800. Reference: Fair and Accurate Credit Transactions Act, (15 U.S.C. 1681m(e)) Date of Adoption: College Council Meeting February 28, 2013 Page 44 REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy BP 7210 ACADEMIC EMPLOYEES Academic employees are all persons employed by the District in academic positions. Academic positions include every type of service, other than paraprofessional service, for which minimum qualifications have been established by the Board of Governors for the California Community Colleges, including faculty members as defined by law. Faculty members are those employees who are employed by the District in academic positions that are not designated as supervisory or management. Faculty employees include, but are not limited to, instructors, librarians, counselors, and professionals in health services, DSPS, and EOPS. Decisions regarding tenure of faculty shall be made in accordance with the evaluation procedures established for the evaluation of probationary faculty and in accordance with the requirements of the Education Code. The Board reserves the right to determine whether a faculty member shall be granted tenure. The District may employ temporary faculty from time to time as required by the interests of the District. Temporary faculty may be employed full time or part time. The Board delegates authority to the President/Superintendent or designee to determine the extent of the District’s needs for temporary faculty. Notwithstanding this policy, the District shall comply with its goals under the Education Code regarding the ratio of full-time to part-time faculty to be employed by it and for making progress toward the standard of 75% of total faculty work load hours taught by full-time faculty. Reference: Education Code Sections 87001, 87003, 87400 et seq; 87419.1; 87600 et seq.; 87482.8; Title 5, Section 51025 Adopted by Board of Trustees: Former Policy: New College Council Meeting February 28, 2013 Page 45 PROPOSE TO SUNSET REDWOODS COMMUNITY COLLEGE DISTRICT BP 6518 Board Policy Number Update only from Board of Trustees Policy No. 707 PLANNING, DEVELOPMENT, USE AND MAINTENANCE OF GROUNDS District properties shall be maintained as rich and lush coastal woodland or coastal prairie environments complementing their geographical locations. Locations in warmer inland areas shall be appropriate to their climate zone. Local communities shall be given an opportunity to be involved in the landscape plans and operations of their campus. A Landscape Committee composed of interested persons from the local college staff and the local community may be established to make recommendations and assist in the development of the local college campuses. All projects should give consideration to the value and preservation of the existing plant material. The time schedule and costs of maintaining these materials should be included in the project budget. Construction projects should give consideration to the value and presentation of the existing plant material. The time schedule and costs of maintaining these materials should be included in the project budget. Recognition for animals sharing the campus site shall be included in project planning and provision for the preservation of their habitat shall be considered. Use of Facilities shall be in accordance with District Facilities Use Regulations. Maintenance shall be performed in accordance with the administrative regulations expressed as the Landscape Master Plan. The following concerns shall be addressed to ensure that there is architectural continuity of the concept originally established, while producing a positive recognizable image of the College of the Redwoods. Every effort shall be made to obtain a balance between these various aspects. 1. Safety of students, staff, and facilities 2. Cleanliness of facilities and grounds 3. Enhancement of instruction 4. Maintain schedules and standards for maintenance 5. Staff members needed to perform proper maintenance functions 6. Provide proper social atmosphere and recreational areas for students and staff 7. Continue natural habitat for wildlife College Council Meeting February 28, 2013 Page 46 PROPOSE TO SUNSET Former Board of Trustees Policy No. 707, number update only on June 5, 2012 Adopted by Board of Trustees: January 7, 1991 Amended: April 1, 1991 College Council Meeting February 28, 2013 Page 47 PROPOSE TO SUNSET REDWOODS COMMUNITY COLEGE DISTRICT AP 6518 Administrative Procedure Number Update only from Administrative Regulation No. 707.01 LANDSCAPE MASTER PLAN Subject 1.0 History 2.0 The District 3.0 Philosophy For Future Development And Use of Grounds 4.0 Standards 5.0 Plant Recommendations 1.0 - HISTORY The first permanent college location, known as the Eureka Campus, was originally developed from farm land on what is now 265 acres, where most all level land was without trees. During most of the 25 years of occupancy at the site, there has been continuous development of roads and paths, utility systems, lakes where formerly there were none, and relocation of original stream beds. More than thirty buildings have been constructed, along with sewage treatment facilities, a community stadium, many commemorative monuments and groves of trees have been placed, and some historical artifacts have been included as the site was developed. As part of the development of the site, a landscape master plan was developed and has been followed. This plan is being revised to more closely support education and public use needs which have changed since the original plan was developed. Many times there has been national recognition for the beauty and tranquility of our Eureka Campus. One of our primary desires is to once again obtain that type of recognition while satisfying the many uses and needs of the people of the North Coast. At its conception in the 1960's the Eureka Campus property was open pasture with very few natural growing trees. The setting was mostly rolling hills covered by wild varieties of grass. As the campus was developed the gardening staff consisted of six gardeners, one head gardener, and up to thirty student helpers. Eighty per cent of the original landscaping on the Eureka Campus was done by this group of gardeners and students under the direction of the Head Gardener. Most of the plants used at that time were for ornamental purposes, and many were of the hybrid varieties needing regularly scheduled maintenance for them to maintain a healthy condition. At the same time many native plants from the local area were used in conjunction with the ornamentals. Over the years the campus was maintained effectively, winning several Gardening Club of America awards for its aesthetics. During the 1970's public financing in California was changed drastically through Proposition 13. This limited the amount of money available for maintenance and operations of educational districts. To maintain the college educational programs, budget reductions were made in maintenance and support areas. This caused reductions in the gardening staff and in materials. College Council Meeting February 28, 2013 Page 48 PROPOSE TO SUNSET Since that time the gardening staff has consisted mainly of two gardeners and approximately twenty hours of student help per week. Due to the lack of man-power and budget, the grounds at the Eureka Campus could not be properly maintained. Consequently, plants were not maintained on a regular schedule, the plants grew out of control, and the original schedules were lost. 2.0 - THE DISTRICT The Redwoods Community College District in Northern California serves an area of over eight thousand square miles with all of its major locations within a few miles of the Pacific Ocean. There are several branch locations and three campus locations: Eureka, Crescent City, and Ft. Bragg. Because of its proximity to the Pacific Ocean the climate is cool to moderate with most areas receiving an average of forty inches of rain per year and coastal fog during the summer months. EUREKA CAMPUS - Following the opening of the first classes held at Eureka High School, the first construction on the Eureka campus began in 1967. It has approximately thirty to thirty-three acres of turf/lawn and an additional ten acres of multi-use landscaped area. Due to the proximity of the redwood forests, the District name was chosen. All three varieties of redwoods, the Sequoia, the Coastal, and the Dawn, plus a large selection of native plants grow abundantly at this facility. In addition to the native plant material, many varieties of hybrid landscape trees and shrubs are also grown. DEL NORTE - The Del Norte campus at Crescent City was the next major campus development and construction of the District. Following active deliberations by the community, the present site on Washington Boulevard was chosen and the first construction took place in 1983. The campus is located close to the heart of the Redwoods National Forest and California Parks. MENDOCINO COAST - The major educational building on the Mendocino Coast campus at Fort Bragg was constructed in 1987 with a Voc-Tech building constructed in 1989. The Mendocino campus has a beautiful view and is within walking distance of the Pacific Ocean. Unlike the other main campus sites, Mendocino Coast is a coastal prairie, rather than a woodland, and may accommodate a different variety of native plants. 3.0 - PHILOSOPHY FOR FUTURE DEVELOPMENT AND USE OF GROUNDS ATTRACTIVE TO STUDENTS - All locations of the District shall be maintained as rich and lush coastal woodland or coastal prairie environments complementing their geographical locations and the local communities they serve. In recognition of the physical appearance being a significant factor used by prospective students when they choose a college, our grounds are intended to be inviting to students the first time they see our facilities and while they are attending as students. ART ON CAMPUS - As educational institutions, the campuses of the District should strive to enhance the aesthetic experience of students by the inclusion of objects of art in their campus landscapes. Sculpture gardens, murals, exhibit areas, and other spaces that stimulate the visual senses should be considered. COMMUNITY PARTICIPATION AND USE - Each community shall be given an opportunity to be involved in the landscape plans and operations of its campus. A Landscape Committee composed of interested persons from the local college staff and the local community may be College Council Meeting February 28, 2013 Page 49 PROPOSE TO SUNSET established to make recommendations and assist in the development of the local college campuses. The size of the committee(s) should be small enough to be workable. The recommendations must be in keeping with this basic philosophy. SCOPE OF COMMITTEE ACTIVITY - All projects other than routine maintenance may be reviewed by the Landscape Committee, based on decision and/or recommendation of the local administration. PLANNING SCOPE FOR PROJECTS - Any construction should consider the value and preservation of the existing plant material. The cost of moving that material should be included and a provision of time provided in the construction schedule. Construction projects, whether for repair, remodeling, or for a new facility, shall include a consideration for landscaping in the project budget. Recognition for animals sharing the campus site shall be included in project planning and provision for the preservation of their habitat shall be made. In keeping with this philosophy, the following concerns shall be addressed in order to ensure that there is architectural continuity of the concept originally established, while producing a positive recognizable image of the College of the Redwoods. Every effort shall be made to obtain a balance between these various aspects. 1. Safety of students, staff, and facilities 2. Cleanliness of facilities and grounds 3. Enhancement of instruction by developing and maintaining: natural areas plant collections manicured areas for their aesthetics activity areas areas that stimulate the visual aesthetic senses, such as sculpture gardens, murals, and exhibit spaces 4. Maintain schedules and standards for the level of maintenance for: a. mowing b. trimming c. edging d. weed abatement e. drainage control f. transplanting g. spot color plantings h. lighting College Council Meeting February 28, 2013 Page 50 PROPOSE TO SUNSET i. irrigation 5. Staff members needed to perform proper maintenance functions 6. Provide proper social atmosphere and recreational areas for students and staff 7. Continue natural habitat for wildlife DESIGN FOR CHANGE AND FUTURE DEVELOPMENT 1. Design - If the funds become available through the budget process, the grounds master plan of the District campuses shall be done by a certified professional in the areas of landscape design or architecture. The landscape firm shall be chosen on its merit and abilities by the local Landscape Committee. All regular, minimum levels of maintenance shall be approved by the Director of Facilities and Grounds and become the responsibility of the local administration to carry out, subject to the availability of funds. 2. Annual Goals - Annual goals shall be developed by either the gardening staff or the Landscape Committee. All goals shall also be reviewed by the Landscape Committee. Goals shall be considered for their consistency with the landscape philosophy and the master plan. The landscape goals shall be completed in time for any cost items to be included in the college budget. 3. Grounds maintenance staff - Subject to availability of funds, the Redwoods College District shall need to maintain an active labor force consisting of four qualified grounds persons and one Head Gardener at the Eureka Campus and one-half time person at both Del Norte and Mendocino Coast. The Head Gardener would need to have all education and experience needed to maintain a district of this size. This position would also work with the Centers' Building and Grounds Workers in developing, consulting, and as a resource person. This person would report to the Director of Facilities and Grounds. 4. Certificates, Licenses, Sub-contractors - All work which requires control by persons with special certificates, licenses, or special skills shall be contracted by the Maintenance Division unless one of the active labor force holds these qualifications. 5. Maintenance objectives - Support of our philosophy statement shall come from objectives dealing with grounds. The Redwoods Community College District's objectives are: a. Adequate Watering 1. Plants - In order to attain the goal of reducing water consumption but yet keep an attractive campus, more ground cover shall be planted to replace lawn areas. Ground cover is very drought tolerant and lends itself to a very pleasing look. 2. Irrigation - Sprinkler systems design is another area in which to reduce water consumption. Automated control systems and scheduled watering shall be instituted. b. Weed abatement - Use of weed killers shall be minimized. Lawns shall be kept free enough of weeds that the turf will be able to grow attractively and be free of excessive competition. Paved parking lots and walkways shall be kept free of destructive weeds growing through them or into their seams. Edging shall be done often enough to maintain clean lines and to keep destructive weeds from penetrating the edges of paved areas. College Council Meeting February 28, 2013 Page 51 PROPOSE TO SUNSET Barrier cloth and mulch shall be placed under trees and shrubs to suppress weeds. c. Lighting - Sufficient lighting shall be provided on the campus to create a safe nighttime environment. This will also accentuate our buildings and grounds. As much as possible lighting of the landscape will enhance the instructional program. d. Objects of art on campuses should be of materials and design that are appropriate to the use and climatic conditions of their locations and should have instructions for their proper maintenance developed before their initial placements. e. General groundskeeping - General groundskeeping shall consist of maintaining existing grounds in the professional manner set forth in the guidelines of the landscape standards. Any change in the existing landscape design will need to be reviewed by the Director of Facilities and Grounds. Projects other than routine maintenance shall be brought before the Landscape Committee for review. WILDLIFE SANCTUARY - In 1974, a wildlife sanctuary was established in an area north of the Eureka Campus Cafeteria, including the lakes and surrounding areas. This was a voluntary, in college effort and program which has continued through today. Primarily, this is used in support of the instructional programs of the Eureka Campus. Consideration of this area shall be given in developing plans and standards. 4.0 - STANDARDS In order to satisfy the requirements attendant to the philosophy for the landscape grounds at the District campuses, as well as maintaining a neat, aesthetically-appealing appearance, the following standards and schedules need to be met, if funds can be provided: Lawns - The majority of lawn material used on these campuses is fescue, blue, and bent grass. 1. Scheduled mowing and edging In winter the lawns shall be mowed once every two to three weeks as weather permits due to heavy rainfall. Spring through early fall lawns shall be mowed once to twice a week depending on weather. Lawns shall be mowed at a height of 2" to 3" depending upon the frequency of mowing and weather conditions. Edging shall be done at the time of mowing where edging strips are available. 2. Scheduled aeration of lawns once a year - a light layer of sand shall be applied. 3. Scheduled fertilization once a year using a high nitrogen, slow release fertilizer of 32-3-8. 4. Scheduled weed control - Application shall be made with guidelines consistent with environmental health standards. Periodic review of the use of herbicides shall be addressed by the Landscape Committee. Post and pre-emergent herbicides shall be broadcast in liquid spray, granules or dry powder form. There shall be two applications per year in the spring and fall, using broadleaf weed killer. Walkways and edgings shall be sprayed three times a year using a sterilant. Two spring applications four to six weeks apart shall be applied. There shall be a single fall application. Any weeds that are not affected by spray or grow after application shall be removed by a hand-weeding method. College Council Meeting February 28, 2013 Page 52 PROPOSE TO SUNSET Ground Covers - Ground cover shall be weeded twice per year in the spring and fall by hand weeding methods in order to eliminate weed competition. No herbicides shall be used to spot spray ground covers. Edging of ground covers shall be done once per year, mid-summer, to prevent the plants from growing onto paved areas. The edging shall be done on an angle inward and upward to prevent an abrupt edge. Mulches and paving - Mulches and paving shall be kept clear of weeds and escape plants. When possible, hand pulling shall be used to remove the entire plant. Where there are a large number of weeds, a sterilant shall be used. Where trees and shrubs are surrounded by mulch, no spray shall be applied within 3 feet of their base and no over-spray shall be allowed to contact them. Paved areas shall be spot-sprayed to kill established weeds. Plant material - This section covers shrubs and trees. Plant material shall be inspected at least every two weeks but no less than once a month for infestations of disease and parasites, soggy soils, physical damage, etc. The proper action in each of these cases shall be taken at that time by either spraying, trimming, hedging, transplanting and/or replacement of affected materials. Importance shall be given to varieties that produce fruit, flowers, or seeds that shall attract wildlife. 1. Shrubs: These are used singularly and in groups. They shall be trimmed to keep a natural structure. Single branches which grow longer than others on the same shrub shall be shortened to maintain proper proportion. Where visibility is important shrubs shall be trimmed low to be seen over or tall to be seen under. Where shrubs provide screening they shall be trimmed back to increase their density. 2. Trees: Trees shall be trained while they are young to develop strong structures. Large trees shall be trained upward to expose their trunks and allow visibility and access. Small trees and specimen trees shall be allowed to have branches to the ground if it enhances their appearance. Wind breaks at the perimeter and in non-traffic areas shall be kept low to prevent wind acceleration. Approval for removal and/or trimming of large trees and shrubs shall be obtained from the Director of Facilities and Grounds and reviewed by the Landscape Committee. When large trees are removed, they shall be removed in a manner that prevents destruction of adjacent plants and structures. Pruning of large trees shall be done by a contractor. Safe atmosphere for students, staff, and visitors - The following standards shall be exercised to provide safe surroundings for people as well as maintaining the aesthetics of the College: 1. Keep only low-growing plants close to walkways, buildings or heavy traffic areas. Purpose -to create an open line of sight for those people traversing the walkways as well as giving a more open feeling to the campus area. 2. Medium to large shrubbery shall be shaped and/or transplanted to create an open line of sight and provide depth to the landscape. Overgrown plants shall be trimmed on a rotating schedule to promote better health and create shape. This shall be accomplished on a four-year schedule, trimming back one-fourth of all large plants each year, with methods that prevent a scalped landscape look. College Council Meeting February 28, 2013 Page 53 PROPOSE TO SUNSET 3. Lighting to ensure visibility along walks shall be provided . Protection of buildings from damage by landscape materials - Plants growing too close to buildings, paving, decks, and other campus structures shall be thinned, transplanted, or removed. Problem plants shall be replaced with ground covers and smaller plants. Growing plants shall be trained with protection of the structures in mind. 5.0 - PLANT RECOMMENDATIONS Ground Cover - Lawns are attractive areas for people to look at and walk on but require high maintenance both in man-power and budget. Ground cover also provides natural weed control in these areas and is more drought tolerant than lawns. Ground cover shall replace lawn areas that are not high traffic and areas under trees and around shrubbery. The types listed below can be edged as lawns but on a more infrequent schedule. Types of ground cover: plants, mulch, rock, blacktop, concrete. These alternative-type ground covers can be and should be considered for use where their specific function can best be utilized. For example, rather than lawn for a pathway, gravel, concrete, or blacktop can be used depending on the amount of traffic and how it fits the surrounding landscape. Living ground covers can be best utilized as lawn substitutes in areas of little traffic (steep banks, under trees and low-growing shrubs). Certain varieties add a splash of color into a green environment. Types of plants that can be used in and around redwood groves, rhododendrons, and pieris plantings are: Oxalis Oregana (Redwood Sorrel), Baby-Tears, Fragaria (Wild Strawberry), Cotoneaster many types, Ajuga, and Ferns. Ground cover used in open areas, hillsides or as large lawn substitutes are: Small Leaf Ivies (both plain and variegated), Vinca Minor (Periwinkle), Rosmarinus officinalis 'prostratus' (Trailing Rosemary), Cotoneaster dammeri, Prostrate Ceanothus, Gazania, Arctothica (African Daisy), Arctotheca calendula (Cape Weed), Bergenia, Coronilla varia (Crown Vetch), Lonicera japonica (Honeysuckle), Nandina domestica (Heavenly Bamboo), Hypericum calycinum (Aaron's Beard), and Agapanthus. These varieties of ground cover grow very well in this area. One group of ground cover not included in this plan would be the Junipers due to its susceptibility to root rot. Small to Medium Plants (2' to 5' in height) - These can be used singularly or in groups as mounding-type ground cover throughout the campus or in combination with other low-growing ground cover, larger shrubs, and trees. These also need to be trimmed to keep a lower-growing structure. This plant material shall be chosen on its merit for color, texture, ability to stand wet weather, and its hardiness against infestations. Some examples are: Agapanthus (Lily-of-the-Nile), Azaleas, Nandina domestica (Heavenly Bamboo), Contoneaster several types, Ceanothus (Wild Lilac), Aucuba, Escallonia several types, Fuchsia, Hydrangea macrophylla, Ligustrum (Privit), Mahonia aquifolium (Oregon Grape), Pieris japonica, Pinus mugo (Dwarf Pine), Pittosporum tobira, Pittosporum tenuifolium, Rhododendron (many varieties), Podocarpus, Grevillea (many varieties), Hebe buxifolia, Hebe Patty's Purple, Camellia College Council Meeting February 28, 2013 Page 54 PROPOSE TO SUNSET japonica, Vaccinium ovatum (Huckleberry), Callistemon citrinus (Bottlebrush), Calluna vulgaris (Heather), and Choisya ternata (Mexican Orange). These are just a sample of types that will grow in this area and are now used on the District campuses. Medium to Large Plants (4' to 8' in height) - These plants would be used mainly as stand-alones or in large groupings in combination with lawns, ground covers, small shrubs, or trees. Many uses for these type of shrubs would be to soften hard surfaces such as walls, retaining walls, cuts in hillsides, or as a type of visual block. Some types now used are: Pieris japonica, Rhododendron, Prunus laurocerasus (English Laurel), Prunus lusitanica (Portugal Laurel), Photinia fraseri, Viburnum, Leptospermum laevigatum (Australian Tea Tree), Ilex aquifolium (English Holly), Ilex Burfordii (Burford Holly), Hydrangea macrophylla, Escallonia rubra, and Ceanothus (Wild Lilac). This is a sample of varieties which can grow or are growing at the campuses now. Large Trees (6' to 150' in height) - Many of the trees on campus are already well on their way to their maximum height. Due to their size and their proximity to both buildings and pedestrian walkways, some of these trees need to be removed. There are several varieties of pine trees on the Eureka Campus whose life span is only thirty to forty years. With the Eureka Campus in its 25th year, these trees are getting to the age where they require special care and planning for replacement to avoid losing their aesthetic value or becoming hazards to buildings and pedestrians. Trees recommended for use on the campuses should be of the type that are salt resistant, resistant to infestation, but still provide shade, windbreak, visual screen as well as color, shape and texture. Some examples of trees are: Sequoia gigentea (Giant Sequoia), Sequoia sempervirens (Coast Redwood), Metasequoia (Dawn Redwood), Prunus thundercloud (Flowering Plum), Prunus serrulata (Flowering Cherry), Pine (many varieties), Cotoneaster frachetii, Ceanothus (Blue Buttons), Betula pendula (White Birch), Chamaecyparis lawsoniana (Port Orford Cedar), Cedrus atlantica (Atlas Cedar), Cedrus deodara (Deodar Cedar), Lithocarpus densiflorus (Tanbark Oak), Acer palmatum (Japanese Maple), Liquidambar styraciflua (Sweet Gum), Pittosporum tobira, Pittosporum eugenoides, Acacia baileyana, Acacia melanoxylon (Black Acacia), Milus (Crabapple), Picea sitchensis (Sitka Spruce), Magnolia, Crataegus (Hawthorn), Cryptomeria japonica, Alnus oregona (Red Alder), Salix (Willow), Eucalyptus nicholii, Abies grandis (Grand Fir), Abies concolor (White Fir), Podocarpus, and Pseudotsuga taxifolia (Douglas Fir). These are a sampling of the varieties that can and are growing at the College. Maintenance would consist of regular inspections watching growth patterns, light regular trimming as needed. Professional tree companies shall be hired to do major pruning or removal. Former Administrative Regulation No. 707.01, number change only on June 5, 2012 12/27/90 Reveiwed by Board of Trustees - January 7, 1991 and April 1, 1991 College Council Meeting February 28, 2013 Page 55 PROPOSE TO SUNSET LANDSCAPE GOALS 1990-91 -- EUREKA CAMPUS I. Budget: In order to attract students and to maintain the goodwill of the community, it is important that the budget for grounds maintenance be increased to pay for outside services, maintenance staff, and adequate supplies. II. Gardening staff: Based on availability of funding, the number of permanent gardeners should be increased to four persons plus one person be given the responsibility of being the Head Gardener. This needs to be accomplished in 1990. III. Grounds master plan: By the end of the 1990-91 academic year, there needs to be in place a grounds master plan on which there is general agreement. This plan should include projects and schedules for redevelopment or special emphasis for the lakes on the Eureka Campus. IV. Development of walkways and sidewalks on campus: There are many areas that are traversed by individuals on campus. Some of the plant materials in those areas are overgrown and force people to walk in dangerous situations. Additional paths are needed in the following areas: A. Introduce a hard surface pathway from the southeast corner of the Administration Building to the base of the stairs by the fountain in the main parking lot. B. Provide a hard surface pathway in the Park to provide disabled access, in inclement weather, to those wishing to use the facility. C. Provide a hard surface pathway between the stairs from the Physical Science Building across the dam to Creative Arts or restrict automobile access on the road. V. Social and gathering areas: With the addition of benches and landscape material, there are many areas that would make excellent outside study areas or gathering areas for students and staff. The following are some suggested locations. A. South side of the Creative Arts Building. B. East side of the Creative Arts Building overlooking the lake. C. South side of the Life Science and Physical Science buildings. D. South side of the Administration Building below the fountain and south of Data Processing. E. Below road by lake, west of dam. F. Building Entrances: 1. Physical Science building -- extend the sidewalk from Life Science to Physical Science. Remove part of the lawn to provide an area for seating. College Council Meeting February 28, 2013 Page 56 PROPOSE TO SUNSET 2. Main entrance to Life Science Building -- pave surface for seating and landscape to provide color. 3. Front of the Physical Education Building -- two small lawn areas to be bermed and the lawns replaced with a lush ground cover and deciduous type trees to provide both foliage and branch contrast. VI. Creation of edging strips to provide a manicured, neat, and clean appearance. VII. Develop the areas around light standards with paving. Where appropriate, incorporate seating and plants. VIII. Relocation of large and overgrown plants. A. North end of the main parking lot below the Administration Building. B. North side of the Library and Life Science. C. Between the Library and Room 50. D. Island between the Cafeteria and the Humanities building. E. The raised planter area in front of Humanities Building Room 110 -- outside perimeter row to give six to eight feet flat area so bulbs can be planted. F. Large pieris and bottle brush, etc. need to be moved away from most buildings and the areas replanted with camellias and smaller flowering plants to provide color. LANDSCAPE GOALS DEL NORTE 1990-91 I. Install additional pathway lighting between the main building and the modular structures. II. Complete the paving and striping of the staff parking lot off Small Avenue and incorporate an effective drainage system for additional runoff. III. Prepare costs for development of an under ground irrigation system, and programmable control system. Develop phases of installation and initiate project with lawn and shrub irrigation adjacent to the main building. IV. Develop area adjacent to the main building heating unit as a Maintenance / Tool / Storage / Receiving facility while converting the existing maintenance closet into a copy room. V. Create a gathering/eating area between the modular buildings and the Voc Tech Building for student and staff use. Develop within this area a memorial to honor the contributions of the deceased staff. 12/27/90 College Council Meeting February 28, 2013 Page 57 REDWOODS COMMUNITY COLLEGE DISTRICT Board of Trustees Policy BP 6300 FISCAL MANAGEMENT The President/Superintendent shall establish procedures to ensure assure that the District’s fiscal management is in accordance with the principles contained in Title 5 §58311 Principles of Sound Financial ManagementTitle 5, section 58311, including: Adequate internal controls exist. Fiscal objectives, procedures, and constraints are communicated to the Board and employees. Adjustments to the budget are made in a timely manner, when necessary. The management information system provides timely, accurate, and reliable fiscal information. Responsibility and accountability for fiscal management are clearly delineated. The books and records of the District shall be maintained pursuant to the California Community Colleges Budget and Accounting Manual. As required by law, the Board shall be presented with a monthly report showing the financial and budgetary conditions of the District. As required by the Budget and Accounting Manual, expenditures shall be recognized in the accounting period in which the liability is incurred, and shall be limited to the amount budgeted for each major classification of accounts and to the total amount of the budget for each fund. See Administrative Procedures #AP 6250. Reference: Education Code Section 84040(c); Title 5 Section 58311 Adopted by Board of Trustees: 10/3/06 Former Policy #602: “Fiscal Services,” Adopted by Board of Trustees: 8/15/77 Amended: 7/83, 11/4/91 College Council Meeting February 28, 2013 Page 58 REDWOODS COMMUNITY COLLEGE DISTRICT AP 6300 Administrative Procedure FISCAL MANAGEMENT The following guidelines are established to assure that the District’s fiscal management is in accordance with the principles contained in Title 5 §58311 Principles of Sound Financial ManagementTitle 5, Section 58311: Each district shall be responsible for the ongoing fiscal stability of the district through the responsible stewardship of available resources. Each district will adequately safeguard and manage district assets to ensure the ongoing effective operations of the district. Management will maintain adequate cash reserves, implement and maintain effective internal controls, determine sources of revenues prior to making short-term and long-term commitments, and establish a plan for the repair and replacement of equipment and facilities. District personnel practices will be consistent with legal requirements, make the most effective use of available human resources, and ensure that staffing costs do not exceed estimates of available financial resources. Each district will adopt policies to ensure that all auxiliary activities that have a fiscal impact on the district comport with the educational objectives of the institution and comply with sound accounting and budgeting principles, public disclosures, and annual independent audit requirements. Each district's organizational structure will incorporate a clear delineation of fiscal responsibilities and establish staff accountability. Appropriate district administrators will keep the governing board current on the fiscal condition of the district as an integral part of the policy- and decision-making processes. Each district will effectively develop and communicate fiscal policies, objectives, procedures, and constraints to the governing board, staff, and students. Each district will have an adequate management information system that provides timely, accurate, and reliable fiscal information to appropriate staff for planning, decisionmaking, and budgetary control. Each district will adhere to appropriate fiscal policies and procedures and have adequate controls to ensure that established fiscal objectives are met. District management will have a process to evaluate significant changes in the fiscal environment and make necessary, timely, financial and educational adjustments. District financial planning will include both short-term and long-term goals and objectives, and broad-based input, and will be coordinated with district educational planning. College Council Meeting February 28, 2013 Page 59 Each district's capital outlay budget will be consistent with its five-year plan and reflect regional planning and needs assessments. Provide for responsible stewardship of available resources. Provide for safeguarding and managing District assets to ensure ongoing effective operations; maintenance of adequate cash reserves; implementation and maintenance of effective internal controls; determination of sources of revenues prior to making shortterm and long-term commitments; establishment of a plan for the repair and replacement of equipment and facilities. Provide for an organizational structure that incorporates a clear delineation of fiscal responsibilities and staff accountability. Provide that appropriate administrators keep the Board current on the fiscal condition of the District as an integral part of policy and decisionmaking. Provide for development and communication of fiscal policies, objectives and constraints to the board, staff and students. Provide for an adequate management information system that gives timely, accurate and reliable fiscal information for planning, decision making, and budgetary control. Provide for appropriate fiscal policies and procedures and adequate controls to ensure that established fiscal objectives are met. Provide a process to evaluate significant changes in the fiscal environment and make necessary, timely, financial and educational adjustments. Provide both short-term and long-term goals and objectives, and broad based input coordinated with District educational planning. Reference: Education Code Section 84040(c); Title 5 Section 58311; Accreditation Standard III.D.2 Approved: 10/3/06 College Council Meeting February 28, 2013 Page 60 REDWOODS COMMUNITY COLLEGE DISTRICT Board of Trustees Policy BP 6250 BUDGET MANAGEMENT The budget shall be managed in accordance with Title 5 §58311 Principles for Sound Fiscal Management, Education Code 84040(c), Accreditation Standard IIID, and the California Community Colleges Budget and Accounting Manual. Budget revisions shall be made only in accordance with these policies and as provided by law. Revenues accruing to the District in excess of amounts budgeted shall be added to the District’s reserve for contingencies. They are available for appropriation only upon a resolution of the Board that sets forth the need according to major budget classifications in accordance with applicable law. Board approval or ratification is required for changes between major expenditure classifications. Transfers from the reserve for contingencies to any expenditure classification must be approved or ratified by a two thirds vote of the members of the Board. Transfers between expenditure classifications must be approved or ratified by a majority vote of the members of the Board. See Administrative Procedure #AP 6250. Reference: Title 5 Sections 58307, 58308 Adopted by Board of Trustees: 10/3/06 Former Policy #602: “Fiscal Services,” Adopted by Board of Trustees: 8/15/77 Amended: 7/83, 11/4/91 College Council Meeting February 28, 2013 Page 61 REDWOODS COMMUNITY COLLEGE DISTRICT AP 6250 Administrative Procedure BUDGET MANAGEMENT Title 5 requires that budget management conforms to the following minimum standards: Title 5 §58307 District Budget Limitation on Expenditure: Total amounts budgeted as the proposed expenditure for each major classification of expenditures shall be the maximum expended for that classification for the school year, except as specifically authorized by the Board. Transfers may be made from the reserve for contingencies to any expenditure classification by written resolution of the Board, and must be approved by a two thirds vote of the members of the Board. Transfers may be made between expenditure classifications by written resolution of the Board, and may be approved by a majority of the members of the Board. Title 5 §58308 Appropriation of Excess Funds and Limitations: Excess funds must be added to the general reserve of the District, and are not available for appropriation except by resolution of the Board setting forth the need according to major classification. Title 5 §58311 Principles of Sound Financial Management: Each district shall be responsible for the ongoing fiscal stability of the district through the responsible stewardship of available resources. Each district will adequately safeguard and manage district assets to ensure the ongoing effective operations of the district. Management will maintain adequate cash reserves, implement and maintain effective internal controls, determine sources of revenues prior to making short-term and long-term commitments, and establish a plan for the repair and replacement of equipment and facilities. District personnel practices will be consistent with legal requirements, make the most effective use of available human resources, and ensure that staffing costs do not exceed estimates of available financial resources. Each district will adopt policies to ensure that all auxiliary activities that have a fiscal impact on the district comport with the educational objectives of the institution and comply with sound accounting and budgeting principles, public disclosures, and annual independent audit requirements. Each district's organizational structure will incorporate a clear delineation of fiscal responsibilities and establish staff accountability. Appropriate district administrators will keep the governing board current on the fiscal condition of the district as an integral part of the policy- and decision-making processes. College Council Meeting February 28, 2013 Page 62 Each district will effectively develop and communicate fiscal policies, objectives, procedures, and constraints to the governing board, staff, and students. Each district will have an adequate management information system that provides timely, accurate, and reliable fiscal information to appropriate staff for planning, decisionmaking, and budgetary control. Each district will adhere to appropriate fiscal policies and procedures and have adequate controls to ensure that established fiscal objectives are met. District management will have a process to evaluate significant changes in the fiscal environment and make necessary, timely, financial and educational adjustments. District financial planning will include both short-term and long-term goals and objectives, and broad-based input, and will be coordinated with district educational planning. Each district's capital outlay budget will be consistent with its five-year plan and reflect regional planning and needs assessments. Reference: Title 5, Sections 58305, 58307, 58308, 58311 Approved: 10/3/06 Former Policy #602: “Fiscal Services,” Adopted by Board of Trustees: 8/15/77 Amended: 7/83, 11/4/91 College Council Meeting February 28, 2013 Page 63 REDWOODS COMMUNITY COLLEGE DISTRICT Board of Trustees Policy BP 6200 BUDGET PREPARATION Each year, the President/Superintendent shall present to the Board a budget prepared in accordance with Title 5 and the California Community Colleges Budget and Accounting Manual (BAM). The schedule for presentation and review of budget proposals shall comply with state law and regulations, and provide adequate time for Board study. Budget development shall meet the following criteria: The annual budget shall support the District’s approved operations, as well as the Strategic Plan, the Annual Institutional Plan, the Education Master Plan, Technology Master Plan, and the Facilities Master Plan. Assumptions upon which the budget is based are presented to the Board for review. The budget will reflect recommendations from the District’s Budget Planning Committee (BPC), and the President/Superintendent will identify any material deviations from that budget recommendation. Changes in the assumptions upon which the budget was based shall be reported to the Board in a timely manner. The annual budget and multiyear budget projections shall meet all the requirements of Accreditation Standard IIID Financial Resources, including, “The level of financial resources provides a reasonable expectation of both short-term and long-term financial solvency” and Eligibility Requirement 17 Financial Resources. A schedule is provided to the Board by September of each year that includes dates for presentation of the tentative budget, required public hearing(s), and approval of the final budget. At the public hearings, interested persons may appear and address the Board regarding the proposed budget or any item in the proposed budget. The annual budget shall be reported to the Board at its September meeting as the Final Budget. The annual budget wishall provide for adequate cash reserves. Unrestricted general cash reserves shall be no less than 5.00 % of expenditures and transfers (prudent fund balance reserve is defined by the Chancellor’s Office as 5.00%). If the annual budget falls below this minimum requirement: The President/Superintendent shall report a restoration plan to the Board by December 31st which shall include an employee reduction in force, if necessary to restore reserves to the minimum requirement by June 30th of the current year or the following year. The Board’s approval of the President/Superintendent’s restoration plan shall not be unreasonably withheld. The Board of Governors may appoint a Special Trustee to a district that fails to meet the requirements of California Administrative Code title 5, § 58312 Inadequate Plans by District or Failure to Implement Plans; Authorized Actions by the Chancellor. College Council Meeting February 28, 2013 Page 64 See Administrative Procedure #AP 6200. Reference: Education Code Section 70902(b)(5); Title 5, 58300 et seq. ok Adopted by Board of Trustees: 10/3/06 Former Policy #602: “Fiscal Services,” Adopted by Board of Trustees: 8/15/77 Amended: 7/83, 11/4/91 Former Policy #603: “Budget Preparation,” Adopted by Board of Trustees: 8/15/77 Amended: 7/83 College Council Meeting February 28, 2013 Page 65 REDWOODS COMMUNITY COLLEGE DISTRICT AP 6200 Administrative Procedure BUDGET PREPARATION The budget shall be designed to reflect the Redwoods Community College District's (District) mission, the Education Master Plan, the Facilities Master Plan, the Technology Master Plan, sStrategic plansPlan, and annual goals and objectives, and shall meet all of the requirements of Accreditation Standard III D Financial Resources, and Eligibility Requirement 17 Financial Resources, and if possible shall avoid falling below the requirements of .California Administrative Code title 5, § 58312 Inadequate Plans by District or Failure to Implement Plans; Authorized Actions by the Chancellor. This necessitates a long range, continuous view of District financial requirements. The budget process shall include participation from College Council and the Financial AdvisoryBudget Planning Committee (BPC). In support of the District’s integrated planning processes, the BPC shall recommend to the President/Superintendent an annual budget and multiyear budget that at least maintains the required minimum unrestricted cash balance reserve. The President/Superintendent shall present an annual budget and multiyear budget to the Board of Trustees for ratification and shall identify any material changes from the BPC recommended budget. The budget shall project financial support for educational and support programs of the Redwoods Community College District and shall contain statements of income, expenditures, and balances. A budget calendar shall be presented to the Board by September of each year that includes presentation of the tentative and final budgets. The tentative budget shall be presented no later than July 1 [Title 5, Section 58305(a)], and the final budget no later than September 15 [Title 5, Section 58305(c)]. A public hearing on the budget shall be held on or before September 15 [Title 5, Section 58301]. The budget must note the relationship between the ending balance of the prior year and the beginning balance of the current year budget, as well as the appropriation for contingency. The purpose of the requirement is to assure awareness on the part of the Board of Trustees of any deficit financing. Any unusual budget items must be noted with the impact explained to the Board of Trustees. This includes, but not limited to, any deficit financing, contingencies for reductions, property purchases or sales, audit procedure changes, or capital loss or gain. Revenues and expenditures provided by borrowed funds or long term debt must be noted and explained to the Board of Trustees. Budget management shall be the responsibility of every cost center manager who shall adhere to sound, prudent, business practices. It shall be the responsibility of the Vice President, Chief Business Officer to keep cost center Managers managers informed of fiscal matters in a timely fashion, and cost center managers shall make a good faith effort to stay informed on budget College Council Meeting February 28, 2013 Page 66 matters. It shall be the responsibility of the cost center managers to inform the Chief Business Officer immediately and in writing of any material deterioration in their budget. The budget shall contain at a minimum a detailed annual budget and a summarized multiyear budget forecast, including: 1. 1. The anticipated revenue, expenditure, transfer, and all other financial activity in each financial category for the current school year for the unrestricted general fund, restricted general fund, and all other District funds with budgeted activity. 2. 2. An estimate of the student population expressed as full-time equivalent students (FTES) for both enrollments potentially eligible for apportionment funding and non-resident enrollments for the coming school year. 3. 3. An estimate of the staff composition budget by numbers type of employee for the coming school year. 4. 4. The anticipated revenue showing sources and amounts of each. 4. 5. The beginning amount of reserves, anticipated reserves at the end of the current yearend, and a calculation of the percent of ending reserves over total expenditures and transfers. 5. The beginning amount of unrestricted cash, anticipated unrestricted cash at the year-end, and a calculation of the percent of ending cash over total expenditures and transfers. 5.6.The budget shall include a narrative that describes the budget assumptions and any unusual items or significant changes to the budget. If the budget includes a reduction in the amount or percent of reserves, an explanation of the use of reserves shall be included as well. The adopted budget shall be submitted to the CCC Chancellor’s Office on or before October 10 [Title 5, Section 58305(d)]. A monthly financial report shall be presented to the Board of Trustees reflecting at a minimum unrestricted general funds and reporting at a minimum the following: 1. 1. The fiscal status of the Redwoods Community College District including income, expenditures, transfers and balances. 2. 2. A projection of the year end income, expenditures, and balances. 3. 3. A report of all budget transfers among the major accounts for Board approval. 3.4.A report of the District’s unrestricted general cash balance if the balance has fallen below or is projected to fall below the minimum requirement set forth in BP 6200. The budget reports discussed above A complete list of all expenditures for the reporting period shall be available for inspection in on the Business Office website, BPC website, or Board of Trustees website. The annual budget shall be loaded into the District’s financial information system in sufficient detail to allow for prudent, accurate, and appropriate budget management and reporting, and shall be updated throughout the year as budget changes are approved. College Council Meeting February 28, 2013 Page 67 The annual budget will provide for adequate cash reserves. Unrestricted general cash reserves shall be no less than 5.00 % of expenditures and transfers (prudent fund balance reserve is defined by the Chancellor’s Office as 5.00%). If the annual budget falls below this minimum requirement, the President/Superintendent shall report a restoration plan to the Board by December 31st which shall include an employee reduction in force, if necessary to restore reserves to the minimum requirement by June 30th of the current year or the following year. Reference: Accreditation Standard III.D; Education Code Section 70902(b)(5); Title 5, Sections 58300 et seq. Approved: 10/3/06 Former Policy #602: “Fiscal Services,” Adopted by Board of Trustees: 8/15/77 Amended: 7/83, 11/4/91 Former Policy #603: “Budget Preparation,” Adopted by Board of Trustees: 8/15/77 Amended: 7/83 College Council Meeting February 28, 2013 Page 68 REDWOODS COMMUNITY COLLEGE DISTRICT Board Policy AP 5055 ENROLLMENT PRIORITIES Enrollment in courses and programs may be limited to students meeting properly established prerequisites and co-requisites. Enrollment may be limited due to the following: health and safety considerations facility limitations faculty workload availability of qualified instructors funding limitations regional planning legal requirements contractual requirements Priority Registration days and times for any semester will be assigned as follows: 1. Documented member or former member of the Armed Forces of the United States within fifteen years of leaving active duty and foster youth or former foster youth who have completed orientation, assessment, and developed student education plans and are in good academic standing. "Foster youth" means a person who is currently in foster care, and "former foster youth" means a person who is an emancipated foster youth and who is up to 24 years of age. 2. Documented eligible students actively participating in Disabled Student Programs and Services (DSPS) or in Extended Opportunity Programs and Services (EOPS) who have completed orientation, assessment, and developed student education plans and are in good academic standing. 3. In descending order, continuing students who have completed orientation, assessment, and developed student education plans and are in good academic standing. (effective, Fall 2014) and: a. completed 45 or more but less than 100 units at College of the Redwoods; b. completed between 30 and 44.5 units at College of the Redwoods; c. completed between 15 and 29.5 units at College of the Redwoods; d. attempting or completed between 0.5 and 14.5 units at College of the Redwoods; 4. New (includes transfer students) who have completed orientation, assessment, and developed student education plans; 5. Returning students who have completed orientation, assessment, and developed student education plans, are in good academic standing and have not exceeded 100 units; College Council Meeting February 28, 2013 Page 69 6. Continuing students and returning students who have completed orientation, assessment, and developed student education plans, and are in good academic standing who have exceeded 100 units (not including units in basic English, math or English as a Second Language); 7. All other continuing students without a student education plan and/or less than a 2.00 cumulative grade point average; 8. Concurrently enrolled high school students. A student may appeal the loss of priority enrollment status due to extenuating circumstances, or where a student with a disability applied for, but did not receive reasonable accommodation in a timely manner. Extenuating circumstances are verified cases of accidents, illnesses or other circumstances beyond the control of the student. A written appeal may be submitted to the Registrar and must have documentation of the extenuating circumstances. References: Title 5 Sections 56232, 56026, 58106, 58108; Education Code Sections 66025.8, 66025.9, 76001 Approved: 8/7/07 Amended: 1/15/08; 04/06/10; 01/03/2012 Former Policy #500, “Priority Registration,” Adopted by the Board of Trustees: 6/3/91 Amended: 6/5/95; 8/7/07 College Council Meeting February 28, 2013 Page 70 REDWOODS COMMUNITY COLLEGE DISTRICT Administrative Procedure 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 Minimum Qualifications Handbook that establishes the minimum qualifications for hire, nonetheless does possess qualifications that are at least equivalent to those required by the 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. Supporting documentation might include but not be limited to: 1 College Council Meeting February 28, 2013 Page 71 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 in the 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 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 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 screen all associate faculty 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 the Academic Senate and to the Board of Trustees. Only applicants who are found to meet equivalency may be 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. Additional sections of a class added shortly before the beginning of a session or after the session begins. 2 College Council Meeting February 28, 2013 Page 72 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. References: Education Code Section 87001, 87003, 87359, and 87743.2 Title 5 Sections 53400 et seq. 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] Academic Senate Approved November 16, 2012 [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. 3 College Council Meeting February 28, 2013 Page 73 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 4 College Council Meeting February 28, 2013 Page 74 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. 5 College Council Meeting February 28, 2013 Page 75 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 6 College Council Meeting February 28, 2013 Page 76 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 7 College Council Meeting February 28, 2013 Page 77 REDWOODS COMMUNITY COLLEGE DISTRICT AP 6450 Administrative Procedure Number Update only from Administrative Regulation No. 824.02 CELLULAR PHONE PROGRAM The President/Superintendent or designee shall determine if it is in the best interests of the District to provide a cellular or wireless telephone to an employee at District expense. Cellular telephones provided by the District for compensatory reasons are classified by the Internal Revenue Service as a fringe benefit, the value of which must be included in an employee’s gross income. The value of a cellular telephone provided by the District primarily for non-compensatory business purposes is excludable from an employee’s income. Employees will generally not be required to keep notes of business and personal use of District-issued cellular telephones when the telephones are issued for non-compensatory business reasons. These rules do not apply to wireless or cellular telephones owned by employees. Any reimbursements to employees for use of their own wireless or cellular telephones may be excluded from wages if the employee accounts for the expense pursuant to the Internal Revenue Service accountable plan. Motor vehicle drivers may not use wireless or cellular telephones while operating their vehicles without a hands-free listening device. Drivers may use a wireless or cellular telephone to contact a law enforcement agency or public safety entity for emergency purposes. Drivers of motor trucks or truck-tractors, farm vehicles, tow trucks, a listed or described implement of husbandry, or a commercial vehicle used in commercial agricultural operations may use a digital two-way radio service that utilizes a wireless or cellular telephone. There is no expectation of privacy in the use of a District-issued cellular telephone. The Redwoods Community College District's cellular phone program is administered by the Office of Human Resources. All staff participating in the program must adhere to the following: Business Use Program 1. Participants must be employed in a permanent District position. 2. The Office of Human Resources is responsible for authorizing all Business Use cellular phones. 3. Business Use cellular phones are the property of the college and are issued based on the need of the District only. The phones will be returned to the college if the employee discontinues employment with the college. Final paychecks may be withheld pending return of cellular phones. 4. The college will replace lost, damaged, or stolen phones. The employee is responsible for notifying Human Resources immediately to prevent unauthorized use of the phone. College Council Meeting February 28, 2013 Page 78 5. Employees may request to purchase cellular phone accessories from college funds as long as such accessories enhance the functionality of the phone. Purely cosmetic or similar accessories are the responsibility of the employee. 6. Employees issued a phone under the Business Use Program may elect to pay the college a personal use fee that would allow the employee to make and receive personal calls using the business cellular phone. Annual payment of the personal use fee will be by payroll deduction in September of each year. The employee shall pay all personal long distance calls beyond the 11 Western states "Roam Like Home" service option provided. Application forms and detailed information regarding the personal use option shall be updated and maintained in the Office of Human Resources. 7. The Office of Human Resources will determine the annual personal use fee. This fee will be calculated based on employee cell phone usage/cost analysis of the prior fiscal year. Former Administrative Regulation No. 824.02, number change only on June 5, 2012 Approved by the Board of Trustees: February 5, 2002