General Procedures

G-1-0 ADVERTISING Revised: 5-17-11

Paid advertising in local, regional or trade media can be arranged through the College Relations Office. Payment, however, comes from the individual departments. All print advertising needs to include the College logo, a contact number and, on any recruiting advertisement, the COCC affirmative action statement; and, on any event advertising, the ADA statement.

G-2-0 ALCOHOLIC BEVERAGES

Alcoholic beverages, and the consumption thereof, shall not be allowed on the campus of Central Oregon Community College except as permission is granted by the President through the completion of and Presidential signature on Request for Approval to Serve Alcohol on COCC Campus form.

The intent of the policy is to give the College the ability to provide complete and tasteful meal services for special social and cultural gatherings. The intent is not meant to allow other agencies, clubs, or individuals to use the policy as a blanket approval mechanism for serving alcoholic beverages on campus.

All such activities shall be in keeping with all Oregon statutes. Interested parties should contact the Financial and Contract Analyst.

G-2-1 COCC BEVERAGE and FOOD POLICY Approved: 9-29-08

Hosting Groups and Official Guests:
The College or an employee, in the normal conduct of a program or activity, may serve as host for official guests of the institution by paying for their meals and refreshments. Examples of official guests include, but are not limited to visiting scholars, dignitaries, potential donors, public officials and guest speakers. the overarching definition of an official guest is: "a person who has been invited to a COCC facility or function for a specific purpose that benefits the College's mission." Pre-approval by the appropriate Dean, Vice President or President is required prior to extending an invitation and a clear benefit to COCC must be documented when requesting payment of invited guest's food and beverage expenses. With the exception of pre-approved guests, it is not permissible for a COCC employee to pay a guest's food and beverage expenses and then seek reimbursement.

Exception: Regulations that govern reimbursement for expenses related to the interview process for COCC positions shall be dictated by current Human Resources practices.

Departmental Receptions & Intra-Departmental Functions:
Expenditures for refreshments, snacks, meals and non-alcoholic beverages may be appropriate for business, instructional or other planned meetings and events. Providing refreshments for a lengthy intra-departmental function or gatherings such as Program Advisory Committee meetings, which occur on an irregular basis, such as once or twice a year may be appropriate when a planned meeting is called to accomplish a specific mission related purpose. Providing refreshments for a weekly or monthly staff meeting is not appropriate. In some circumstances, the only time of the day where a comprehensive faculty/staff meeting is feasible is during the lunch hour. Using a "reasonableness test," it would be appropriate for the department to pay for a meal/refreshment (pizza, box lunches, etc.) during a working lunch at a College location. However, an intra-departmental working lunch held at a local restaurant would not be appropriate for reimbursement.

There may be an occasion where students or volunteers are participating in a planned after-hours support activity (e.g., event setup) for a specific purpose that benefits a College program or event. Using a "reasonableness test," it would be appropriate for the department to pay for a snack/meal/refreshment (pizza, sandwiches, non-alcoholic beverages, cookies, etc.). However, an after-hours activity held at a local restaurant would not be appropriate for reimbursement.

Departments may wish to hold receptions accompanied with food/beverages to honor employees for outstanding achievements, length of service and retirement. It is inappropriate to expend College funds for these purposes.

Meals/Beverages on Day Trip (no overnight stay):
Non-overtime meals/beverages, including lunch, can only be reimbursed when the employee is attending a conference, seminar, convention, board meeting, committee meeting as a representative of COCC where non-COCC employees are present. Breakfast and dinner can only be reimbursed if College related travel requires the employee to leave two or more hours before or return 2 or more hours after the regular work-day. Employee will be reimbursed using the current in-state per diem rates.

Alcoholic Beverages:
Institutional funds cannot be expended for alcoholic beverages. Alcoholic beverages may be served at banquets or other special group activities conducted as part of a planned College event. The full cost of alcoholic beverages must be recovered through charges to the participants or sponsoring group. If alcoholic beverages are purchased in the course of an event, the costs must be separated from meal charges.

Extended Approval:
When appropriate, the President may grant a comprehensive pre-approval in writing beyond the limitations state above to an employee whose specific assigned duties include advancing the interests of the college. Such extended pre-approval shall be granted annually or until revoked by the President.

G-3-0 BUSINESS CARDS

Business cards for faculty and staff members are ordered through the College Relations Office. No business cards other than those approved by the Director of College Relations are allowed. In order to save money, orders are placed at pre-announced times and must be requested in a manner outlined by the College Relations Office. Click for online business card request form.

G-4-0 CHILDREN ON CAMPUS Revised: 3-13-13

1. Only students who are enrolled in a given class or lab may sit in the class or lab. Children (under age 15) are not permitted to be enrolled as a student at Central Oregon Community College.

2. Children (under age 15) are not permitted on campus unless directly supervised by a responsible adult. This adult accepts responsibility for maintaining acceptable behavior on the part of the child.

3. The responsible adult will be asked to remove the disrupting child or children.

4. The definition of a responsible adult for this policy is any individual 18 and older.

5. Notwithstanding the above, children (under age 15) are not permitted in the College's Fitness Center in Mazama at any time.

NOTE: Exceptions to item 1 would, with an instructor's concurrence, include students here at the invitation of the College, such as Honor's Day guests, Senior and special class visitation, etc.

G-4-1 LACTATION POLICY Approved: 4-19-11

An employee who intends to express milk for her child is required to submit a written request to Human Resources and to provide reasonable notice of her intent to her supervisor or manager.

An employee who submits a request shall be accommodated with a 30 minute rest break to express milk during each four-hour period of the scheduled work day, or major portion thereof. The breaks will be taken in approximately the middle of each four-hour work period and, if possible, will be scheduled concurrently with the employee's regular paid rest and meal breaks.

Any portion of the rest break that extends beyond the employee's regular paid rest or meal break will be unpaid. (For example, if the employee takes a 30 minute rest break to express milk concurrent with her 15 minute paid rest break, 15 minutes will be paid and the remaining 15 minutes will be unpaid.) However, an employee taking unpaid rest breaks to express milk may make up the time either before or after her regular shift with her supervisor or manager's approval.

Unpaid rest breaks will count as paid work time for purposes of health insurance eligibility.

The college will make a reasonable effort to provide a suitable location (other than a public restroom or toilet stall) for employees to use to express milk in private and that is within walking distance from the employee's work area. If possible, the room will contain a chair and table or stand, and access to a nearby electrical outlet and washing facilities. Areas will be determined on an as-needed basis in response to a submitted request.

Employees at work sites that do not have a designated lactation area should contact Human Resources to arrange a suitable location. A suitable location may include, but is not limited to any of the following if the area allows the employee privacy in which to express milk:

The employee's work area; or

A lounge or other room connected to a public restroom.

In the event that the designated lactation area is not within close walking distance of an employee's work area, the employee should contact Human Resources to discuss allowing a reasonable amount of time for the employee to walk to and from the lactation area. The agreed upon amount of time will not be included as part of the lactation break period.

An employee covered under this policy may store her expressed milk in a refrigerator made available to employees. If a refrigerator is not available, the employee should contact her supervisor to arrange another alternative, such as a cooler or insulated food container.

An employee storing milk in a refrigerator or storage container provided by COCC, or provided for use by other employees, will ensure that the milk is in a container clearly labeled with the employee's name and the date.

G-5-0 COLLEGE LOGO AND SEAL Revised: 5-17-11

The College Seal and College Logo cannot be used by individuals or organizations outside of the College without permission from the Director of College Relations. The College Relations Office provides online access to the logo and instructions on how to use it.

G-5-1 Clothing and Logo-ware Policy Approved: 09-16-08; Revised: 5-17-11

The College will on occasion require staff to wear COCC logo-ware clothing to support a mission-related program or activity (e.g., Enrollment Services staff on registration days). The College also encourages staff to wear COCC clothing and logo-ware to raise the College's visibility and increase community awareness. The cost of purchasing such clothing and logo-ware is outlined below:

Required by College: If staff are required to wear COCC clothing or logo-ware to support a program or College function, the staff's department will purchase the first article of clothing and pay for one-half of clothing articles after the first. The purchase of more than one item of clothing per person annually requires approval by appropriate dean or vice president. Maximum cost allowed for any single item of clothing is $50 unless approved in advance by appropriate dean or vice president.

Not Required by College: If staff are not required to wear COCC clothing or logo-ware, the staff's department may pay for one-half the cost of the first article of clothing annually. Maximum cost allowed for any single item of clothing is $50 unless approved in advance by the appropriate dean or vice president.

G-6-0 COMMITTEE STRUCTURE Approved: 1/9/97; Revised: 9/28/11; 5/17/2011

Shared governance is informed and inclusive decision-making shared by faculty, staff, students, and administrators. At COCC , shared governance takes the following form: representatives from the faculty, staff, student government, and administration are involved, through election or appointment to standing committees or ad hoc task forces, in personnel decisions, preparation of the budget, curriculum development, and college policies. Administrators act on any recommendation, providing timely and reasonable rationale for any modification or rejection of input received.

In order to be effective, shared governance requires respect and open communication, so that all involved are able to voice their perspectives.

Central Oregon Community College operates on the theory that representative government, based on democratic principles of free discussion and open access to ideas, is the most appropriate means by which to make decisions regarding the future development of the College. The College values input from represented employee groups, students, and community members in such decisions. The College utilizes a number of different kinds of committees to carry out its work.

The term "College" when applied to a committee implies, in most cases, that the committee has broad representation from a number of groups within the College and has required broad-base agreements in defining the functions of the committee. The College has six types of committees or organizations:

Governance: Committees with the authority to recommend policy, within their scope of responsibility, to the President.
Advisory: Committees which provide guidance and recommendations to an administrative unit of the College.
Administrative: Committees responsible for various aspects of day-to-day administration of College policy and practice, albeit instructional, administrative or other focus.
Ad Hoc: Committees which are brought together to review a specific topic and recommend policy or direction to the appropriate governance committee or campus dean/vice president.
Employee Organizations: Generally the executive leadership teams for employee groups.
Student Organizations: Generally the student government association for the College.

In addition to "College" committees, other committees may be established by agencies within the College. The Faculty Forum, Classified Association and the Associated Students of Central Oregon Community College establish committees for their own purposes. These committees should have a designation other than "College" within their titles, such as:

"Student Government Committee on ..."

"Faculty Forum Committee on ..."

These other committees report to the agency which creates them and are answerable to the creating agency.

G-6-1 College Governance & Other Committees Approved: 12/14/99
Revised: 3/1/09; 9/28/11

College governance committees have been established to implement present policies and procedures and to plan for the future. The College governance committees include:

College Affairs;
Academic Affairs;
Student Affairs;
Institutional Support;

and each has a specific area of jurisdiction for study and recommendation; because of the complex nature of the College it is advisable for committee chairs to communicate with each other regularly, by appropriate and expeditious means to ensure inter-committee cooperation on items of interest and overlapping responsibility common to more than one group.

Meetings of all College governance committees are open and any staff member or student wishing to include an item on the agenda may do so by scheduling that item with the chair of the committee. While a committee meeting is in progress, any committee member may request permission for a member of the audience to speak to an item under consideration. (This may not apply to College special purpose committees.)

Committee members may not be represented by alternates or proxies.

Task forces may be created to address specific topics or perform detailed review of issues within the areas of jurisdiction for study of the major governance committees. Task forces will follow the same general procedural guidelines as the major committee and will report to the appropriate governance committee and will normally complete their work in two years.

G-6-1.1 Decision-Making Style, Process and Quorum for All Committees

College committee chairs may select the style of decision-making process which is appropriate for the work at hand, from modified Robert's Rules to consensus. The process must be clearly defined.

All proposals in College committees shall go through a first and second reading before a decision is made, unless otherwise waived by committee discretion.

A majority of the committee members shall constitute a quorum for the transaction of business.

G-6-1.2 Definition of Membership for All Committees

Appointments to College governance committees will be made in Spring term for service in the following academic year.

Faculty members on College governance committees and special purpose committees are chosen from the regularly appointed, full-time faculty, e.g., tenured or probationary contracts only, unless otherwise designated. Faculty in full-time one year temporary positions can run for positions that are for one year or less. For example, filling in for a quarter on a committee when a committee member is on sabbatical or maternity leave, etc.

Classified employees on College governance and special purpose committees are chosen from the regularly appointed, benefited, part-time or full-time classified employee group.

Administrative members of College governance committees must be regular employees working nine months or more.

Student members of College governance committees must be in good academic and disciplinary status and enrolled in a minimum of six credits.

G-6-1.3 Recommendations

Decisions made by the Academic Affairs Committee, Institutional Support or Student Affairs Committees are recommendations to the College President; it is his/her decision to accept, modify or reject the recommendation. However, any individual at the College may request that the committee recommendation be reviewed by the College Affairs Committee; such requests must be made in writing to the President of the College within two weeks of the approval by the respective committee.

All recommendations to the President by a College Committee shall be submitted using the following format: (Click the online Recommendation Form Link) Recommendation Form (pdf).

After a decision is made, the President of the College will inform the Committee Chair. Following signature, Presidential action taken on Committee recommendations, with rationale if denied or tabled, will be posted to Electronic CommLines, with copies to: The Broadside and College Affairs.

Approved Committee actions that change College institutional policy and procedures will be duly entered into the Procedures Manual by the Office of the President; copies of these and other changes will be distributed to all Procedure Manual holders at regular intervals.

G-6-1.4 Committee Communications Approved: 12/14/99 Revised: 5/17/11

Meeting agendas will include topics, first and second readings, action items, and time and location of coming meeting. Agendas will be posted to committee conference at least three business days before the meeting.

Meeting minutes will include the following items: date of meeting, attendance, agenda items, highlights of discussion points, outcomes (first and second readings, action items with the name of the person to complete the action and the date by which it will be completed, decisions), and date and time of next meeting. Minutes will not attribute comments or discussion points to individuals unless specifically requested by that individual.

Minutes will be posted to the committee conference well before the next meeting. In addition, first and second readings and accepted motions will be posted electronically in the appropriate committee folder to be accessible by the campus community.

G-6-2 College Affairs Committee Approved: 12/14/99 - Revised: 3/1/09; 5/17/11; 10/10/11

CHARGE: The purpose of the College Affairs Committee is to function as a forum for College-wide issues and to manage the consensus-building process for key issues and functions of the College.

The College Affairs Committee may initiate studies, accept recommendations from committees or refer matters to other committees. It provides a forum where College-wide concerns and opportunities can be reviewed by all constituencies.

The committee acts as a sounding board for the COCC president, helping both to stay abreast of current campus issues and to get input from a cross-section of the campus.

All members of the Committee (except the Board member) are voting members and recommendations of the Committee are recommendations to the President.

Appointments shall be made annually with staggered two-year terms unless specified by a position (i.e., Faculty Forum Executive Committee Member). Student appointments may be made quarterly to maximize attendance and to accommodate schedules. During the last CAC meeting of the Academic Year, an election will take place to determine the chair of CAC for the following academic year. Nominees are to be current CAC members who will be on the CAC the following academic year.

Membership, Voting Status and Terms

Administrator (2)	Appointed by the President	Voting	Two years
Any Faculty Forum Executive Committee Member	Automatic	Voting	One year
Faculty Member At-Large	Elected by Faculty Forum	Voting	Two years
President of the Classified Association	Automatic	Voting	One year
Classified Staff	Elected by Classified Association Executive Committee	Voting	Two years
ASCOCC Representative	Appointed by ASCOCC	Voting	One year
Student (At-Large) Representative	Appointed by ASCOCC Student Council	Voting	One year, but may be appointed quarterly as needed
COCC Board Member	Appointed by COCC Board of Directors	Non-Voting	Two years

Chair:
Chair to be elected annually.

G-6-3 Academic Affairs Committee Approved: 12/14/99
Revised: 3/1/09; 5/17/11; 01/19/12; 8/28/12

Charge:
The Central Oregon Community College Academic Affairs Committee will take a role of advocate for instruction. This committee will develop and recommend academic policy, facilitate and streamline decision-making on academic issues, and facilitate communication.

Academic Affairs decisions will be made within the parameters of the policy governance articulated by the Board.

Among its primary functions Academic Affairs will:

1. Coordinate long-range planning in curriculum and academic policy

2. Set academic priorities that help shape budget decisions and allocations

3. Act as the main clearinghouse/review committee for all instructional policy issues

4. Act as oversight for the curriculum committee

5. Assure that curricular decisions, academic priorities and instructional
policies are held accountable to the mission of the College.

In addition to the above responsibilities, Academic Affairs Committee shall review minutes from COCC's Curriculum Committee. Minor issues may be dealt with by chair-to-chair discussions. Major issues may involve presentation by a Curriculum Committee member to Academic Affairs.

Membership, Voting Status and Terms

Faculty (4)*	Elected by the Faculty Forum	Voting	Two years
Faculty Forum President-Elect	Automatic	Voting	Two years
Faculty At-Large (1)	Elected by the Faculty Forum	Voting	Two years
Administrative, generally from the dean/director level	Appointed by the President	Voting	Two years
ASCOCC Representative	Appointed by ASCOCC	Voting	One year
Registrar	Automatic	Non-Voting	Standing
Instructional Deans' Administrative Assistant	Automatic	Non-Voting	Standing

* Four faculty members (at least 3 of whom are tenured) will be elected by the forum, to serve staggered two-year terms. Faculty membership should represent a balance, with no more than one faculty member from any one department, with two from Transfer and two from Career and Technical Education.

Chair

Chair to be elected annually by the committee.

Presentations to Academic Affairs

Academic Affairs will encourage any individual faculty member, student or student group, constituency, or task force to organize independent cluster groups, so that instructional issues will be brought before Academic Affairs. The persons most directly involved with and affected by a policy decision should be included. These independent cluster groups will be treated with the same consideration and attention as officially appointed task force. If the cluster groups address issues that do not fit within the parameters of Academic Affairs, they will be referred to the appropriate campus committee. All groups will operate within a schedule outlined by Academic Affairs. The President of the College may appoint non-voting administrative liaisons to subcommittees or cluster groups.

Final approval and communication of Actions and Recommendations of the Academic Affairs Committee shall be subject to the procedures defined in G-6-1.3 and G-6-1.4. In addition, recommendations approved by the Academic Affairs Committee shall be submitted to the Vice President for Instruction and Instructional Deans, as well as any affected College constituencies, to facilitate timely communication and implementation.

Academic Affairs Committee Actions

After listening to presentations and position papers from the individuals, groups, and Academic Affairs cluster groups/task forces, Academic Affairs will have the following options:

1. Approve the proposal as submitted.

2. Approve an amended proposal.

3. Vote against the proposal.

4. Create a force to address any issues arising as they relate to the needs and goals of the instruction at COCC.

5. Appoint additional individuals to a task force to broaden the range of interests and/or deepen the levels of expertise.

6. Modify the task given to the task force.

7. Refer the issue to the Vice President for Instruction/Academic Deans and/or other appropriate College committee (i.e. College Affairs, Student Affairs, Chairmoot, ISC) for broader review and consideration.

College Communication

In order to facilitate communication between faculty and administration, the Chair of Academic Affairs may communicate directly with the Vice President for Instruction and/or Academic Deans and the President of the College.

G-6-4 College Committee on Student Affairs Approved: 12/14/99 Revised: 5/17/11

Charge
This committee is responsible for reviewing and recommending in areas relating to the student services, policies that affect students (other than those topics reviewed by Academic Affairs or Curriculum Committee) or generally to the quality of student life at Central Oregon Community College.

Membership, Voting Status and Terms

Faculty (2)	Elected by the Faculty Forum	Voting	Two years
Classified (1)	Elected by Classified Association Executive Committee	Voting	Two years
Administrative (1)	Appointed by the President	Voting	Two years
ASCOCC Representative	Appointed by ASCOCC	Voting	One year
Students, At-Large (3)	Appointed by the Director of Student Life	Voting	One year
Dean of Student & Enrollment Services	Automatic	Non-voting	Standing

Chair
Chair to be elected annually by the committee.

G-6-5 Institutional Support Committee Approved: 12/14/99 Revised: 5/29/09; 5/17/11

Charge

The Institutional Support Committee (ISC) is responsible for reviewing and recommending in areas of planning, budgeting, purchasing, maintenance and renovation of College buildings and grounds and in other College support areas. The committee will establish and update priority lists as they relate to the above.

Membership, Voting Status and Terms

Faculty (2)*	Elected by the Faculty Forum	Voting	Two years
Classified (2)*	Elected by Classified Association Executive Committee	Voting	Two years
Administrative (1)*	Appointed by the President	Voting	Two years
Administrative (1)	Appointed by the Vice President for Administration		Two years
Students (2)	Appointed by ASCOCC	Voting	As available (one term minimum and up to two years)

* Stagger appointment years with other similar appointments.

Chair
Chair to be elected annually by the committee.

G-6-6 College Curriculum Committee Revised: 3/1/09; 10/10/11; 5/17/11

Charge

The Curriculum Committee is a sub-committee of the Academic Affairs Committee and will review all new proposals and revisions to curriculum and academic programs. Academic programs include all transfer and Career and Technical programs.

Among its primary functions the Curriculum Committee will:

1.    Act as the main clearinghouse/review committee for all credit programs and curricular additions or changes

2.    Be responsible for academic program review

3.    Assure that curriculum decisions are held accountable to the mission of the college.

Membership, Voting Status and Terms

Faculty (4)*	Appointed by the Faculty Forum	Voting	Two years
Administrative	Appointed by the President	Voting	Two years
ASCOCC Representative	Appointed by ASCOCC	Voting	One year
Enrollment Services Representative	Appointed by the Dean of Student & Enrollment Services	Non-Voting	Standing
Instructional Deans' Administrative Assistant	Automatic	Non-Voting	Standing

* Three faculty must be tenured; no more than one faculty member from any one department; two from Transfer, two from Career and Technical Education and one at-large.

Chair
Chair to be elected annually by the committee.

G-6-6.1 Significant Change of Academic Programs Approved: 1/14/2005 Revised: 05/17/2011

A "significant academic program change" is any change that affects another program or department, or service courses to any program, certificate or degree. It includes new and revised certificates, degrees and degree requirements and changes to course or program credit if these changes affect other certificates, Associate of Applied Science degrees, AA Associate of Arts - Oregon Transfer and Associate of Science general education or discipline studies requirements. Departments that intend to present a new certificate or degree or any significant program change should begin the process of doing diligence early so that formal review can begin in the fall. See the Reference Significant Change Form for further details.

G-6-7 College Special Purpose Committees

In addition to College standing committees, other committees may, on occasion, be established and authorized for special purposes. College special purpose committees include those committees which have been established by the President of the College or which have been established upon agreement of the President of the College and some agency within the College to assist in procedure development and implementation in areas of concern to the College.

To be elected each spring term to serve the following year.

G-6-8 ADVISORY COMMITTEES

G-6-8.1 Technology Advisory Committee Approved: 1/13/2010

Charge
The primary purpose of this advisory committee is to provide judicious advice on technology issues from across all areas of the college, which the ITS department can use as a source for planning technology for the college. This advisory committee provides a structured way for various college constituents to have representation share their opinions and perspectives with ITS department. The committee will develop and maintain a roll-forward three-year plan and facilitate effective communication and dialogue on technology within the college. With the growing importance of technology in all aspects of college affairs, it is important that the selected members of the committee represent a balanced cross-section of the college. The committee will meet a minimum of once per term, or more often as appropriate.

Membership, Voting Status and Terms

Faculty (1)	Selected by President on recommendation of Faculty Forum Executive Committee	Voting
ChairMoot Representative(1)	Elected by Chairmoot	Voting
Classified Staff (1)	Selected by the President on recommendation of Executive Committee	Voting
Administrator	Appointed by the President	Voting
Vice President or Dean (1)	Appointed by the President	Voting
Student	Appointed by ASCOCC	Voting
Director of Library Services or designee	Automatic	Voting
Coordinator of Media Operations for staff	Automatic	Voting
Director of ITS	Automatic	Voting
Vice President for Administration	Automatic	Non-Voting

Chair
The Director of the ITS department will Chair this committee.

G-6-8.2 Diversity Committee Approved: 05/17/2011

Charge

1. The Diversity Committee functions in an advisory role to the Diversity Coordinator and will focus their efforts in regards to the following identified areas:

a. Access: Increase opportunities for underrepresented populations to attend and succeed at COCC

b. Awareness: Spread understanding of the challenges and opportunities within a diverse society

c. Training: Provide access to professional development for COCC staff, faculty and students to increase their knowledge of diversity issues.

2. The Diversity Committee advises, recommends and develops strategies for recruitment and retention of a diversified faculty, staff and student body.

3. The Diversity Committee considers and recommends actions and programs that help support and fulfill diversity related commitments by the college.

4. The Diversity Committee provides a forum to which faculty, staff and students may refer questions and recommendations concerning diversity related policies, procedures and programming.

5. The Diversity Committee entertains proposals for funding from various interests on and off campus and advises and recommends actions to the Diversity Coordinator.

6. The Diversity Committee advises, recommends and develops strategies for integrating diversity into the curriculum.

7. The Diversity Committee reviews and evaluates diversity related programming and actions in collaboration with the Diversity Coordinator annually.

Membership, Voting Status and Terms

Faculty (2)	Elected by Faculty Forum	Voting	Two years
Administrators (1)	Appointed by the President	Voting	Two years
Classified Staff (2)	Elected by Classified Association	Voting	Two years
Administrator, ABE Program (1)	Appointed by the President	Voting	Two years
OSU-Cascades Faculty or Staff (1)	Appointed by OSU-Cascades Associate Provost	Voting	Two years
Students (2)	Appointed by ASCOCC	Voting	One Year
Director of Multicultural Activities	Automatic	Non-Voting	Standing

Chair

The committee will appoint one Chair and one Chair-elect annually. The Director of Multicultural Activities may not serve as chair.

G-6-8.3 SAFETY COMMITTEE Approved: 05/17/2011

Charge

Central Oregon Community College is committed to creating a healthy and safe working environment for its students, staff, employees and guests. The College demonstrates this commitment, in part, through the work of the Safety Committee. The Committee meets monthly to discuss potentialhealth and safety issues, recommend improvements to policies and procedures, conduct quarterly safety inspections and to increase safety awareness on campus. Additionally, the Safety Committee will assist in monitoring, improving, and maintaining job site safety and occupational health as mandated by OSHA regulations.

Membership, Voting Status and Terms

Administrator (3)	Volunteer*	Voting	Two years
Classified (3)	Volunteer*	Voting	Two years
Faculty (3)	Volunteer*	Voting	Two years

* The Safety Committee is made up of volunteers per OR-OSHA. If there are insufficient volunteers to make up equal representation of employee groups, the committee members may be elected or appointed as needed by Forum, Association, or Presidential appointment.

G-6-8.4 COLLEGE PROMOTIONS COMMITTEE Revised: 3/1/09; 5/17/11

Charge

The College Promotions Committee is assigned the task of reviewing recommendations for promotion and recommending to the President those members of the faculty most eminently qualified for promotion. The Promotions Committee will have the responsibility of awarding emeritus status per HR 11-4.

Membership, Voting Status and Terms

Tenured Faculty (4)*	Elected by the Faculty Forum	Voting	Two years
Tenured Faculty (1)	Appointed by the President	Voting	Two years
Administrative (1)**	Appointed by the President	Voting	Two years
Vice President for Instruction	Automatic	Voting	Standing

* Should represent a balance between Career & Technical Education and transfer areas, with no more than one faculty member from any one department.

** The administrative appointment on Promotions Committee will either be an Instructional Dean or if that is not possible, another administrator who has three years minimum instructional experience.

The Promotions Committee and the President will review deliberations of the Committee before recommendations are finalized and forwarded.

The President will recommend promotions to the Board and may seek assistance in making such presentations from the Vice President for Instruction or from faculty members as seems appropriate.

Chair

Chair to be elected annually by the committee.

G-6-8.5 COLLEGE TENURE COMMITTEE Revised: 3/1/09

The College Tenure Committee considers eligible faculty members for elevation to tenured status and submits recommendations to the College President. The College Tenure Committee is organized under agreement with the President.

Membership, Voting Status and Terms

Faculty (5)*	Elected by the Faculty Forum	Voting	Three years
Administrative (1)	Appointed by the President	Voting	Three years

* The Forum will seek a balance between Career & Technical Education and Transfer, with no more than one faculty member per department; terms should be staggered so that at all times, at least two faculty members will continue on the committee.

In the event that a committee member leaves or notifies the chairperson of his/her intent to resign the position, another tenured faculty member shall be elected as soon as possible to fill the unexpired portion of the term.

Chair
As the last order of business in any given year, the Tenure Committee shall elect a chairperson for the remainder of the current year and the subsequent year. Prior to the beginning of deliberations in any year, the chairperson shall meet with the President to discuss the schedule of work for that year.

G-6-8.6 Faculty Professional Improvement Resource Team (PIRT) Revised: 5/4/10

Charge
The Faculty Professional Improvement Resource Team (PIRT) is an advisory committee for faculty who seek assistance in drafting, developing or revising their Professional Improvement Plans. The committee shall publish appropriate timetables, procedures, and other material to facilitate faculty professional improvement at Central Oregon Community College. The committee is also part of the approval process for sabbaticals and selects the recipients of the Faculty Achievement Awards.

Membership, Voting Status and Terms

Faculty (3)*	Elected by the Faculty Forum	Voting	Two years
Faculty (1), must have recently served on promotions or tenure committees	Nominations submitted by Faculty Forum to Vice President for Instruction; VPI to appoint.	Voting	Two years
Vice President for Instruction (or designee)	Automatic	Voting	Standing

* Should serve staggered two year terms.
Committee members may not apply for sabbaticals while serving on PIRT.

Chair

G-6-8.7 Review and Support Committee: Course Review Approved: 6/16/10

Charge

1. Goal of Review Process: Identify and implement remedies for sets of courses determined to be at risk when identified benchmarks are reviewed. Assist all programs in understanding and analyzingthe data for the program.

2. Key indicators and benchmarks: Identified by the Review and Support Committee (RSC). Schedule for re-examination of data, indicators, and benchmarks: Fall 2008, Fall 2009, and normally every 3 years thereafter.

3. Data tracking of above indicators: By October 15 of each academic year, "Strategic Indicators for Instruction" are published to the campus community with data sets for the prior academicyear.

Membership

Tenured Transfer Faculty (1)	Elected by the Faculty Forum	Voting	Three years
Tenured Career/Technical Education Faculty (1)	Elected by the Faculty Forum	Voting	Three years
Tenured Transfer Faculty (1)	Elected by the ChairMoot	Voting	Three years
Tenured Career/Technical Education Faculty (1)	Elected by the ChairMoot	Voting	Three years
Faculty Substitute (1)	Elected by the Faculty Forum
Faculty Substitute (1)	Elected by the ChairMoot
Vice President for Instruction	Automatic	Voting	Standing

Committee members must recuest themselves from RSC review of programs or sets of courses in their departments.

Chair

The Vice President for Instruction will chair this committee.

Tasks (as per contract-referenced document of 3/22/2007):

1. Prior to implementation of this process, identify "key indicators of viability" (beginning with strategic indicators) and define "thresholds" for each key indicator: what numbers are "low"? This would include not only the threshold level for each indicator, but how many of the key indicators need to exceed the threshold to put the program on the "potentially at risk" list. There may be an indicator or two that automatically triggers the program to go on the list. The goal would be to make the initial "trigger" objective and automatic.

2. Annually, review key indicators and create the list of programs or sets of courses that are included on the "potentially at risk" list based on exceeding the defined thresholds (by November 1 each year).

3. Review those programs with the department and faculty: by the end of fall term, determine whether there is a legitimate risk (not a data error, not a quick fix, not external circumstances which reduce or balance the viability risk).

4. Notify all program faculty, department chair and Forum of timeline for review/remedy/recommendations. Notifications should stipulate areas of concern and suggested remedies. Forum to be copied on all such notifications.

5. Continue to monitor progress of all programs "at risk."

6. Annually (in spring term), review and refine process in consultation with Chairmoot and Program Coordinators.

College Support for Programs at Risk

The College is committed to seeking remedies prior to any program closure decision and will provide reasonable support to the change process. Such support might include release time for curriculum work, pay for outside consultants, and alumni survey development and implementation.

Remediation and Review Timeline

A. Normally, the academic year in which initial notice occurs is devoted to defining and implementing remedies to address the deficient indicators.

1. Before notice is given, RSC will determine whether anomalies exist in the data, such as cost is inflated by the presence of a senior faculty member in a small program and if that is the case and the only concern, the notice will not be given. Similarly, whether the program is capped by facilities or equipment as a limiting factor for growth will also be considered. The Committee may also consider whether a recent program or curriculum change has occurred and may wish to postpone review until the change has had time to make its impact.

2. Remedies may include but are not limited to marketing and recruiting, curriculum, change, seeking of partners for financial assistance to program, program fees.

3. RSC will suggest remedies; department or program will respond with remedies to be adopted.

4. Early in the spring term, the RSC reviews proposed changes in light of viability concerns. The aim of this spring term review is to provide feedback as to whether the proposed changes are likely to indeed remediate those concerns.

B. In the following academic year, remedies will normally be in place and RSC will review all key indicators early in spring term to determine whether improvement has occurred. After the remediation process has extended for a minimum of 5 terms following notification, the RSC can recommend one of the following to the VPI:

1. To remove the program or set of courses from the "at risk" category.

2. To continue on "at risk" status for one additional year. Justification for this recommendation should include positive trends and the plans for that year.

3. In rare cases, normally when changes in statewide academic requirements or in industry support for and employment of students have adversely affected program need, the RSC may recommend that program closure be considered. If the College agrees with the program closure recommendation, the VPI will produce a timeline which meets the needs of students as required by NWCCU and CCWD guidelines, if applicable. Timeline to be published to department, students, and the Forum. If such a decision results in a faculty position being reduced, timeline for notice will be in accordance with the Faculty Collective Bargaining Agreement.

C. Exceptions to timeline: at any point, the program faculty may wish to propose voluntary closure and/or the College will begin working with them on any possible retraining under contract guidelines at that point in the process. The College will create a contract modeled on the sabbatical contract to clarify the terms under which training is to be undertaken.

G-6-8.8 Strategic Enrollment Management Coordinating Team Revised: 5/17/11

Charge

The Strategic Enrollment Management Coordinating Team (SCT) is responsible for providing overall leadership for COCC SEM planning efforts. Specific responsibilities include:

Developing and maintaining a formal annual spring SEM Report. Report to include progress towards priority goals, current activities, recommend priorities for the following year(s) and related information.
Reporting to the Campus Executive Team quarterly as to progress towards goals and current activities.
Providing leadership to the SEM Task Forces. This will include at least one SCT member sitting on each task force in order to provide the historical SEM context, provide needed data and other resource support and serve as a liaison between the task force and ECG.
Recommending annual budget packages based on SEM goals.
Developing and implementing strategies for priority goals not being considered by a SEM task force.
Developing and updating a predictive analysis model to better anticipate future enrollment to assist in budget and planning purposes.
Keeping the campus engaged with and informed about SEM goals and core concepts.

Membership and Terms

Instructional Administration (1)	Two years
Two Faculty (2); one CTE and one transfer faculty; at least one who sits on Chairmoot	Two years
Representative from non-credit programs	Two years
Director of Admissions & Records (or designee)	Standing appointment; two years if designee
Director of Financial Aid (or designee)	Standing appointment; two years if designee
Director of CAP Center (or designee)	Standing appointment; two years if designee
Associate Chief Financial Officer (or designee)	Standing appointment; two years if designee
Institutional Research Coordinator (or designee)	Standing appointment; two years if designee
Director of Retention	Standing appointment
Executive Team Liaison(s)	Standing appointment
Other faculty and staff	Ad hoc

G-6-8.9 SEM Task Forces

Each year, SCT will convene task forces associated with that cycle's enrollment targets. While the charge to each task force will be customized based on the task force's goal area, in general, the group's overall charge is to:

· Review best practices associated with the specific SEM target;

· Recommend how those best practices might be implemented at COCC;

· Develop the appropriate budget associated with the recommendation(s);

· Develop assessment measurements to best determine impact of recommendation; and

· Submit the proposal to the SEM Coordinating Team by the stated deadline.

Membership on the task forces will vary from year-to-year, but will include at least one member from SCT. Other task force members should be solicited from across the campus, and individuals should have an interest in working on strategies associated with the specific enrollment target.

G-6-9 COLLEGE ADMINISTRATIVE COMMITTEES Approved: 5/17/2011

G-6-9.1 College Community Development (formerly Organizational Development Committee) Revised: 5/17/11; 12/14/12

Charge

The College Community Development Committee will facilitate the development of the College community through activities and events designed to foster community connections and professional development.

Membership, Voting Status and Terms

Administrator (2)	Appointed by the President	Voting	Three years
Faculty (2)	Elected by the Faculty Forum	Voting	Three years
Classified Staff (2)	Elected by Classified Association Executive Committee	Voting	Three years
Administrator or Classified (1)	Appointed by the President (stationed at one of the three branch campuses)	Voting	Three years

Chair
Chair to be elected annually by the committee.

G-6-9.2 ChairMoot Approved: 05/17/2011

Charge

ChairMoot serves as a conduit for disseminating information between academic programs, departments and the instructional administration of the college. Through the ChairMoot meetings, Chairs provide departmental perspectives on pertinent instructional and college directions, and receive information necessary to ensure that instructional functions are administered according to college policy. In addition to this primary role, ChairMoot provides input on relevant issues that are being discussed on campus in other decision-making committees, especially when these decisions affect the instructional administration, staffing and quality of instruction at the academic department level.

Membership, Voting Status and Terms:

Academic department chairs	Automatic	Voting	Terms vary by department, but is generally a four year rotation
Vice President for Instruction	Automatic	Non-Voting	Standing
Instructional Deans	Automatic	Non-Voting	Standing
Director of Barber Library	Automatic	Voting	Standing

Chair
Chair to be elected annually by the committee.

G-6-9.3 Threat Assessment and Prevention Team Approved: 05/17/2011

Charge

The Threat Assessment & Prevention Team's purpose is to review situations in which some part of the college community's health and/or safety is at risk, de-brief such situations and build a collective knowledge and experience base to better prepare for future issues. In addition, TAPT will advise and support team members on various issues, but will not supplant existing College policies, procedures or responsibilities. As such, this group is a standing committee with a focus on operational items; and while it may make recommendations regarding campus policies or practices, it is not a decision-making body.

This team will not replace the focus or the teams defined in the College's Business Continuity Plan. The BCP focuses on events affecting the entirety of the campus, while this team will focus on smaller more specific situations.

Scope of Responsibilities

While many situations will be brought forth to the team as a result of being reported via the campus incident report process, any member of the team may bring other items forward. Items can be student, employee or community member focused. Students, faculty or staff may be invited to share their involvement or account of a specific situation, but will not be involved with the team's discussion as to next steps and/or the de-briefing of the situation unless necessary.

Incidents brought to the team will primarily focus on threat assessment, crisis prevention, situations that might affect the health and safety of the campus community. The team may also serve as a crisis response for smaller/non-campus wide incidents, situation de-brief, intervention for employees or students who are at risk for having increased negative behaviors, and other situations of similar size and nature.

Confidentiality

Given the potential confidential nature of situations discussed, guests will normally attend at the request of the committee only. All committee members agree to abide by and respect the confidentiality of the information shared during the meetings and/or responses to various incidents, and guests will be asked to sign a confidentiality agreement.

Membership

Membership will include individuals who represent areas of that college that are generally responsible for responding to various health/safety situations, and as such, all are automatic appointments. Positions include:

Dean of Student & Enrollment Services
Instructional Dean
Director of Student Life
CAP Center Representative
Lead Manager for Safety & Security
Safety & Security Supervisor
Safety & Security Coordinator
Redmond Campus Representative

When individuals leave the committee for any type of reason, another person representing that area will be asked to join.

G-6-10 COLLEGE AD HOC COMMITTEES Approved: 05/17/2011

G-6-10.1 College Concerns Committee

Charge

Central Oregon Community College has established a procedure called the "Concerns Procedures." These procedures are designed to provide employees of the College, students, and citizens an avenue whereby decisions made within the College can be appealed within the College. Concerns under this procedure are separate and distinct from contractual concerns.

Emphases of Procedure

The major emphases of this procedure shall be to:

1. Strive for a prompt and orderly examination and resolution of differences which occur within the College.

2. Promote free, informal and effective communication between colleagues of the College.

3. Assist all members of the College community to understand various procedures which may be available to resolve difficulties.

Definitions:

Concern: A concern is any serious disagreement or problem which involves specific facts of actions and which contains the possibility of change or remedy. This procedure can be used to address complaints of disability discrimination and asserted violations of rights of all interested person including, but not limited to, students, employees, and applicants for admission and employment, protected by the Section 504 and the Americans with Disabilities Act regulations.
Chair: Chair means department chair, dean or supervisor, but in every case it means the person next in authority in the area of the college where the concern rests.
Advocate: An advocate is a non-attorney who assists the concerned party in following the outlined process and provides non-legal support and advice. A concerned party may be represented by an advocate at any step in this process. Any of the College vice presidents, bargaining unit presidents or dean of students can assist the concerned party in choosing an advocate.
Concerned Party: The person(s) filing the concern.
Concerned Parties: Both the person(s) filing the concern and the person(s) against whom the concern has been filed.

Exceptions:

The following may not be appealed via the College Concerns process:

Grades:
Matters covered under the collective bargaining agreements; and
Matters of sexual harassment, discrimination in employment, instructional or instructional services based on race, color, gender, marital status, religion, national origin or age should be reported to the appropriate officer and mat the College ay not be the subject of a concern unless referred by that officer.

Process

Step 1: Prior to seeking formal resolution through the College, the two concerned parties may meet within 10 working days of whatever incident precipitated the concern or the concerned party may proceed to step 2.

Step 2: The concerned party presents the concern to the Chair within five (5) working days of the meeting between the concerned parties or 15 days from the incident. Chair's responsibility is as follows:

a. Understand the point of view of both parties

b. Recommend a solution

If the solution is accepted, the matter ends. If the solution is not accepted, the Chair writes a brief note to the appropriate vice president (or dean of students) indicating that the Chair has referred the matter. The note should includes the date of the incident creating the concern, the dates of the meetings, the nature of the concern, and the Chair's recommendation. The Chair gives the concerned parties a copy of the Concerns Procedure and a copy of the note to the appropriate vice president/dean of students.

Step 3: Vice president/dean of students meets, individually, with concerned parties within five (5) working days of the dated Chair's note and does one of the following:

a. End the matter as insufficiently serious to merit further action. Appeal is to the Ombudsperson.

b. Recommends a solution. If the solution proposed by the Vice President is not accepted, the Vice President may:

i. End the matter. Appeal is to the Ombudsperson.

ii. Refer the matter to the Ombudsperson.

Step 4: Within 5 days of the dated vice president's/dean of students recommendation, the Ombudsperson may be approached directly by a concerned party, as an appeal, or may have the concerned party referred by the vice president/dean of students. In either case, the Ombudsperson may:

a. End the matter as insufficiently serious to merit any action. Appeal is to the president.

b. Negotiate a settlement in a no-fault atmosphere. Such settlements, while they may be used for guidance in future disputes, are binding only on the parties who accept
them and do not set a precedent for the College. If the Ombudsperson's proposed
settlement is refused, options a. and c. remain.

c. Call a hearing of the concerns committee.

If the Ombudsperson ends the matter, the appeal is to the President who may:

a. End the matter

b. Call a hearing of the concerns committee

At this stage, the concerned party must present a written statement of the concern and suggest a desired remedy.

Step 5: Concerns Committee Hearing

A hearing should be called only if the concern meets all of the following conditions:

a. A serious matter with substantial effect on the concerned party or parties.

Purpose of Hearing: The hearing is an internal judicial proceeding intended to settle factual differences and make final disposition within the College. The hearing committee's findings are binding on all parties within the College.

Step 6: The appeal is to the Board of Directors by application filed at the President's Office and the only grounds for appeal are a complaint that due process has not been followed.

Committee Membership

Persons to serve on a College Concerns Hearing Committee shall first be elected to a pool.

In the event of a resignation from the pool, or other unanticipated vacancies, a new member will be appointed by the President of the group in which the vacancy occurs to fill the unexpired term. The College Concerns Pool will consist of:

Administrative staff	Presidential Appointment	1 - one year 2 - one year 3 - two years 4 - three years
Faculty Forum (6)	Elected by the Faculty Forum	1 - two year 2 - two year 3 - two year 4 - two year 5 - two year 6 - two year
Classified Association (4)	Elected by the Classified Association	1 - one year 2 - one year 3 - two years 4 - three years
ASCOCC (3)	Appointed by ASCOCC	One year

Hearing Committee members are appointed to the hearing committee on an ad hoc basis, will vary according to topic and will be selected by the Concerns Committee Chair according to the following:

Matters Related to Instruction

Concerned Individual	Committee Constituency
Student	One student, two non-faculty, two faculty, chair
Professional employee	Two faculty, two non-faculty, chair
Classified employee	Two classified, one non-faculty, one faculty, chair
Non-student, citizen	One citizen, one non-faculty, two faculty, one classified, chair

Matters Related to Student Life

Concerned Individual	Committee Constituency
Student	One student, two non-faculty, two faculty, chair
Professional employee	Two non-faculty, two faculty (one from Student Services), chair
Classified employee	One classified, two non-faculty, two faculty (one from Student Services), chair
Non-student, citizen	One citizen, one non-faculty, two faculty (one from Student Services), one classified, chair

Matters Related to Business Affairs or General College Concerns

Concerned Individual	Committee Constituency
Student	Two students, one non-faculty, one faculty, chair
Professional employee	Two non-faculty, two faculty, chair
Classified employee	One classified, two non-faculty, two faculty, chair
Non-student, citizen	One citizen, one non-faculty, one faculty, one classified, chair

Nature of Hearing

1.   Each member of a hearing  committee will be provided with copies of all relevant documents.

2.    The hearing committee shall review the concern, arrange for necessary discussions and give a written recommendation no later than 15 working days after the receipt of the written appeal.

3.    A copy of the recommendation of the hearing committee shall be given to the principal parties involved in the concern and to the President of the College. An anecdotal record or summary of the actions of the committee will be retained by the Ombudsperson.

4.  An appeal to the Board of Directors may be made on grounds that due process has not been observed.

Ombudsperson/Concerns Committee Chair The Concerns Chairperson (Ombudsperson) shall be appointed jointly by the President of the College, the President of the Faculty Forum, and the President of the Classified Association. The Chairperson shall be appointed each spring to serve for the next ensuing year. A Chairperson may be reappointed.

G-6-10.2 Medical Leave Assistance Program Disbursement Committee Approved: 5/17/11

Charge

The Medical Leave Assistance (MLAP) Program is a voluntary contribution program to provide income assistance for employees who do not have sufficient accrued leave(s) to cover their own medical leave of absence; complete details of the MLAP plan are available through the Office of Human Resources. The MLAP Disbursement Committee develops the operational guidelines for use of MLAP dollars and review applications from potential recipients.

Membership, Voting Status and Terms

Administrator (1)	Appointed by the President	Voting	Two years
Faculty (1)	Elected by Faculty Forum	Voting	Two years
Classified Staff (1)	Elected by Classified Association	Voting	Two years
At-large employees (2)	Elected by MLAP Committee	Voting	Two Years
Human Resources staff (1)	Appointed by the Director of Human Resources	Non-Voting	Standing

G-6-10.3 Insurance Committee Approved 05/17/2011

The purpose of the Insurance Committee is to review and recommend group health insurance plans and other employee benefits (both College-provided and voluntary) to the College administration.

The Insurance Committee may meet with vendors, consultants and Oregon Educators Benefits Board (OEBB) representatives to determine the best mix of benefits for College employees.

All appointed members of the Committee are voting members and recommendations of the Committee are non-binding recommendations to the President.

Membership, Voting Status and Terms

Administrator, part-time benefitted (1)	Appointed by the President	Voting	Three years
Administrator, full-time (1)	Appointed by the President	Voting	Three years
Faculty, tenure or tenure-track (1)	Elected by Faculty Forum	Voting	Three years
Faculty, adjunct (1)	Elected by Faculty Forum	Voting	Three years
Classified Staff, part-time benefitted (1)	Elected by Classified Association	Voting	Three years
Classified Staff, full-time (1)	Elected by Classified Association	Voting	Three years
Payroll, administrative staff	Appointed by the Director of Fiscal Services	Non-Voting	Standing
Human Resources staff (1)	Appointed by the Director of Human Resources	Non-Voting	Standing

Additional members of the Human Resources and Payroll staff provide committee support.

G-6-10.4 Naming Committee Approved: 11/9/05

The Naming Committee is responsible for recommending to the Board of Directors the naming of rooms, landscape areas and features to honor service to Central Oregon Community College and is brought together on an ad hoc basis The Board of Directors reserves unto itself the responsibility for naming buildings.

Membership

Faculty (1)	Appointed by the President on recommendation of the Faculty Forum
Classified Staff (1)	Appointed by the President on recommendation of the Classified Association of COCC Executive Committee
Administrator (1)	Appointed by the President
Executive Director of the COCC Foundation	Automatic

G-6-10.5 Accreditation Coordinating Team Approved: 05/17/2011

Charge

The purpose of the committee is to steer accreditation planning in accordance with the evaluation and site visitation schedule established by the NWCCU.

Membership
Membership is appointed as needed based on accreditation standards and themes. As of approval of this document, current membership includes President, Vice President for Instruction, Dean of Extended Learning, Dean of Student & Enrollment Services, Director of College Relations, Institutional Research Coordinator and one at-large faculty member (generally the editor of the accreditation report).

G-6-11          EMPLOYEE and STUDENT GROUPS

G-6-11.1       Faculty Forum                                                                                                  Approved 05/17/2011
The Faculty Forum has been designated the official bargaining agent for the members of the faculty at Central Oregon Community College.

G-6-11.2     Classified Association of COCC                                                                    Approved 05/17/2011
The Classified Association of COCC has been designated the official bargaining agent for the members of the classified staff at Central Oregon Community College.

G-6-11.3     Associated Students of Central Oregon Community College                 Approved 05/17/2011

ASCOCC represents and serves all students by providing effective governance, advocacy, services and programs that contribute to individual student success, enhance the college experience and benefit the College community.

Active membership in the ASCOCC is granted to any person who is enrolled in credit classes at Central Oregon Community College.

G-7-0 DRUG FREE CAMPUS Revised: 11/17/2011

"In compliance with the Drug-Free Workplace Act of 1988 (Public Law 100-690, Title V, Subtitle D) and the Drug-Free Schools and Communities Act Amendment of 1989 (Public Law 101-226), it shall be the policy of Central Oregon Community College to maintain a drug-free campus for all employees and students. In accordance with ORS 475.300 -475.346, COCC's Drug Free Campus Policy includes prohibiting the use of medical marijuana on campus property or for any campus-sponsored class, activity or event regardless of location. It is the responsibility of the College to notify students and staff of college policy. As such, the following policy is in effect:

The unlawful possession, use, or distribution of illicit drugs and alcohol is prohibited on the College campus, in all College facilities, or as part of any College-sponsored activity, regardless of where that activity is located. Violators of this policy will be prosecuted to the full extent of State and Federal law and, in addition, there are specific consequences for employees and for students which are also stated in the College Drug-Free Campus Procedures."

G-8-0 FIREARMS

No firearms, explosives, ammunition, or fireworks of any kind are permitted to be carried or used on campus except by authorized civil authorities in the discharge of their duties.

G-9-0 GAMBLING

Gambling is not permitted on campus.

G-10-0 MEDIA RELATIONS

Media relations are managed by the Director of College Relations. The College Relations staff maintains a professional relationship with area media through formal and informal contacts, including issuing of press releases on appropriate topics. Contact with the media should be coordinated through the College Relations Office as the staff can provide advice and counsel.

G-11-0 PARKING AND TRAFFIC

The authority to establish regulations covering the policing, control and registration of motor vehicles on the campus is found in ORS 341.300. Detailed information on COCC's regulations can be found in the COCC Traffic/Parking Regulation handbook.

G-12-0 PETS ON CAMPUS

Pets are not permitted on campus.

G-13-0 POSTING Revised: 5-17-11

College departments and recognized campus organizations may post without prior approval on campus bulletin boards or other approved mechanisms. All posters, flyers or other material must bear the name of the sponsoring organization. Nothing may be posted on walls, doors (excluding office doors and residence hall room doors) windows or other objects in or on buildings or elsewhere on campus. The exception to this procedure is the posting of important academic announcements or changes in the College schedule or hours of operation, which may be posted on doors.

Off-campus organizations wishing to post materials on campus must contact the Office of Student Life in the Campus Center or the Information Office in Boyle Education Center for approval. Any posting promoting an organization or gathering that is not in compliance with the COCC Equal Employment Opportunity/Affirmative Action Policy (HR-3-0) will not be approved for posting. Additionally, the College has the right to reject any postings that are not relevant to an educational function of the College, a student activity and/or a community service.

It is the responsibility of the organization that posts information to remove all posters after the termination of the promoted event. The College may remove any posting not in compliance with this procedure.

G-13-1 SHUTTLE BUS POSTING Approved: 9-16-08; Revised: 5-17-11

College departments and recognized campus organizations may post on the campus Shuttle Buses. All posters, flyers or other material must bear the name of the sponsoring organization and must have stamped approval from the Office of Student Life in the Campus Center or the Information Office in the Boyle Education Center.

Any posting promoting an organization or gathering that is not in compliance with the COCC Equal Employment Opportunity/Affirmative Action Policy (HR-3-0) will not be approved for posting.

G-14-0 PROCEDURES: REVIEW AND APPROVAL Revised: 11/17/11; 01/19/12

Procedures of the College will be reviewed on a periodic and/or as-needed basis. Proposals for the development and/or deletions of a procedure may be submitted by members of the College Board, Staff, and Student Body. Proposals for new or revised procedures shall first be considered by the appropriate standing committee. The following steps are provided for assistance in the development and/or deletion of procedures:

Procedures
The appropriate committee will hold two hearings of the proposed new or revised procedure. Following the first hearing, the proposed new or revised procedure will be circulated on campus for a constituency review. The appropriate committee will then hold a second or public hearing. The committee then makes its recommendation to the President. Recommendations made to the President by the Academic Affairs Committee and the Student Affairs Committee will be approved by the President unless any individual of the College requests a review by the College Affairs Committee. Such requests must be made in writing to the President of the College within two weeks of the approval by the respective committee.

All approved changes (updates, modifications, deletions, subtractions, etc.) to the COCC General Procedures (GP) Manual, will be electronically delivered by the College Affairs Committee recorder to the Executive Assistant to the President, or a substitute approved by the President, within 2 weeks of approval of the minutes documenting the acceptance of the second reading. The Executive Assistant to the President of the College will be the "keeper" of the current GP Manual and will keep the current edition available on the COCC website. No other individual shall have access to make approved changes to the GP document. Any approved changes deemed substantive by the College Affairs Committee to the GP Manual must be announced by the College President's Executive Assistant to the current presidents of the Faculty Forum, ABS Union, and CACOCC-Classified Association within 2 weeks in order for them to notify their respective members.

Membership, Voting Status and Terms

Students (2)	Selected by ASCOCC	Voting	One Year
Faculty (4)	Four elected by Faculty Forum	Voting	Two Years
Classified Staff (3)	Selected by Classified Assn.	Voting	Two Years
Administration (2)	Appointed by the President	Voting	Two Years
Director of Campus Services Joe Viola	Automatic	Voting	Automatic

G-15-0 PUBLICATIONS Revised: 5-17-11

Design and printing of publications, including posters, flyers, brochures and banners, can be arranged through the College Relations Office. Payment, however, comes from the individual departments. College Relations can advise on the use of the COCC logo and on whether the ADA and/or affirmative action statements are needed.

G-16-0 PUBLIC RELATIONS

In the spirit of a true community college, COCC desires to maintain a healthy relationship with those it serves. The College Relations Office takes the lead in developing and maintaining an appropriate public relations program to generate visibility and a positive awareness of the College, its people and its programs.

G-17-0 RAFFLES

Any campus department or organization planning on conducting a raffle must contact the Fiscal Services Department before the activity. The Fiscal Services Department maintains the College's raffle license and files the appropriate paperwork with the State of Oregon.

G-18-0 SKATEBOARDS, ROLLERBLADES AND BICYCLES

Use of skateboards and rollerblades are prohibited on campus. Bicycles must be walked, except on designated paths and roadways. Exceptions can be made for special events sponsored by the College.

Due to Fire Marshall restrictions, bicycles are not permitted in buildings under any circumstances. Bikes may be locked only in approved locations (not to include handrails and/or lampposts).

G-19-0 SMOKING

Effective July 1, 2010: Smoking or the use of smokeless tobacco is limited to campus parking lots only. Use in parking lots adjacent to buildings must be 25 feet away from any portion of the building. During high fire danger periods, smoking will be banned completely.

G-20-0 SPEAKERS Revised: 5-17-11

The College encourages representatives of off-campus groups to meet with student, faculty and staff groups. Off-campus speakers must have the sponsorship of a recognized organization of the College community or rent an appropriate facility through the College's Campus Services office.

The appearance of a campus speaker is considered as an added educational experience, but this does not indicate endorsement, approval or disapproval of the views of those appearing, nor does the College require students to attend such meetings.

COCC expects that speakers will allow sufficient time at the end of their presentations for questions from the audience.

G-21-0 VACCINATIONS

COCC does not require students to have any specific vaccinations prior to or during enrollment. However, specific programs and or departments may require student vaccination records in order to enter or complete their educational program. This information will be given to the students directly from the specific department or program.

G-22-0 STATIONERY

Stationery is designed and ordered by the College Relations Office. The Office also has instructions for proper set-up of word-processor templates for the stationery. Letterhead, envelopes and other stationery items are available through Printing and Mail Services.

G-23-0 ACCEPTABLE USE OF INFORMATION TECHNOLOGY RESOURCES

This acceptable use policy governs the use of computers and networks by all persons at Central Oregon Community College (COCC). As a user of these resources, you are responsible for reading and understanding this document. If you have questions, please contact COCC's Chief Information Officer (541/383-7247). Central Oregon Community College encourages the use and application of information technologies to support the research, instruction, and public service mission of the institution. COCC computers and networks provide access to resources on and off campus, as well as the ability to communicate with other users worldwide. Such open access is a privilege and requires that individual users act responsibly. Users must respect the rights of other users, respect the integrity of systems and related physical resources, and observe all relevant laws, regulations, and contractual obligations.

Terms and conditions of use:

The primary purpose of electronic systems and communications resources is for College-related activities. Users do not own accounts on College computers, but are granted the privilege of exclusive use. Users may not share their accounts with others, and must keep account passwords confidential. Each account granted on a COCC system is the responsibility of the individual who applies for the account. Groups seeking accounts must select an individual with responsibility for group accounts. COCC cannot guarantee that messages or files are private or secure. COCC may monitor and record usage to enforce its policies and may use information gained in this way in disciplinary and criminal proceedings. Users must adhere strictly to software licensing agreements and copyright laws. When accessing remote systems from COCC systems, users are responsible for obeying the policies set forth herein as well as the policies of other organizations. Any violation of this policy or local, state, or federal laws may be referred to appropriate COCC offices and/or, as appropriate, law enforcement authorities.
Misuses of COCC computing, networking, or information resources may result in the immediate loss of computing and/or network access, and may lead to further disciplinary action as well.

Conduct which violates this policy includes, but is not limited to the following:

Unauthorized attempts to view and/or use another person's accounts, computer files, programs, or data. Using COCC computers, accounts, and/or networks to gain unauthorized access to College systems or other systems. Attempting to degrade performance of COCC computers and/or networks. Attempting to deprive other users of COCC technology resources or access to systems/networks. Using COCC technology resources for commercial activity such as creating products or services for sale. Copying software protected by copyright, except as permitted by software licensing agreements. Using COCC computers and/or networks to send fraudulent or harassing messages. Using COCC computers and/or networks to create or access materials not related to the mission of the institution. Initiating or propagating electronic chain letters. Inappropriate mass mailings to newsgroups, mailing lists, or individuals, i.e. "spamming" or "flooding".
Unauthorized "broadcasting" of unsolicited mail or information using COCC computers and/or networks.

Communicating With Students Via-Email: Approved: 2/6/04; Revised: 5-17-11

Mass email to all Central Oregon Community College students shall be limited to critical, time-sensitive communication (i.e. executive communications, campus emergencies, serious disruptions). The College Relations Office must approve any such mass email to students in advance. Other information intended for general circulation may be disseminated through the College Relations Office via the COCC Home Page (What's New), the COCC Student Electronic Newsletter or other appropriate means.
Academic departments or other College entities may send unsolicited email messages to a targeted sub-group of students with whom they have an official relationship without prior approval.
Academic departments or other College entities wishing to send individual unsolicited email messages to a targeted sub-group of students with whom they do not have an official relationship shall be approved in advance by the College Relations Office.

G-24-0 COCC IDENTIFICATION CARDS Approved: 6/6/00; Revised: 5-17-11

All staff/faculty employees or employees working for any entity housed on one of COCC Campus sites are required to carry a College ID Card and be able to produce it upon request. The appropriate Dean/Vice President will determine who is required to wear a College ID Card at all times.

G-25-0

LOUIS B. "BART" QUEARY LIFETIME ACHIEVEMENT IN
HIGHER EDUCATION AWARD

Approved: 7/17/03 Revised: 3-13-13

The college when appropriate will award the Louis B. "Bart" Queary Lifetime Achievement in Higher Education Award for outstanding quality of service in higher education, demonstrated consistently and broadly over time and evidenced and recognized by the COCC community. The Award will be administered and awarded by the College Affairs Committee. The announcement will be made by College Affairs by January 15 of each year. Nominations will be sent to the Human Resources Office and must be received by March 1 in order to be considered for that academic year.
Eligibility:	Faculty, classified, administrator, confidential/supervisory 20 years of employment in higher education (.6 FTE or greater) Last 15 years of service at COCC Current employee of COCC
Criteria:	Outstanding performance in "primary assignment" Exceptional service to the College Significant community involvement Continual professional Improvement
Evaluation:	Highest standard in all areas
Process:	Notice sent out from Human Resources, including screening process Nominations submitted to HR for verification of qualifications Forwarded to screening for decision

Awarded:	Not anticipated to be annual May, however, be awarded to more than one person per year End of the year Faculty-Staff event

G-26-0 SIGNAGE Revised: 5-17-11

All campus exterior signage (monument and campus direction signage) must be in compliance with COCC visual identity and must be approved by the Director of College Relations.

Exterior building signage will normally be designed and installed as part of the construction process. Any additional exterior building signage must be approved by the Director of College Relations.

Temporary signage on the campus (Bookstore book buy-back, registration reminders, etc.) must be approved in advance by the Director of College Relations. This approval will include a schedule for putting up and taking down of signs. Temporary signs will generally only be allowed for one week at a time.

Interior signage will be ordered through the Campus Services office.

G-27-0 SECURE SPACE ACCESS POLICY Approved: 5-17-2012

Employees Requesting Access

Internal employees: The following college employees may be allowed access to Secure Spaces: Campus Services, Campus Security, and ITS Staff

External Employees: Any non-college employee will need to fill out and sign the Vendor Access Request form (end of this document) to be granted access to secure spaces. Access will be provided by any authorized staff member of the internal employee groups listed above. Vendor Access Requests need to be made 48 hours in advance. The form will be returned to the Information Security Administrator (ISA) within ITS. The ISA may be required to notify Campus Security of the request.

This policy is a recommendation for dealing with access to secured physical areas housing computers, network devices and other critical infrastructure computing components that support current services. Too often physical security is overlooked at by operational staff as an afterthought; physical security and compliance with guidelines can be costly and yield low benefit to all but the site's operational staff. Likewise, procedures can be difficult to follow and maintain as new technologies are deployed at the site. The implementation of any policy or guideline requires a methodical set of procedures to be developed for assisting all those affected.

Access Authorization Requests

A central point of contact should be assigned for each secure space. These contacts should be delegated by the responsible director or manager claiming responsibility for the physical area, and maintenance thereof.

Requesting Access

An individual requiring physical access to a restricted area should fill out the Vendor Access Request form for access to the physical location - these forms may be specific to an area depending on the requirements, etc. A completed form should be sent to the appropriate contact(s) for the area.

Secure Space List

The following spaces are considered to be Secure Spaces or restricted areas and will require access with a fob, a key, or in the case of external employees, the completion of a Vendor Access Request Form, along with accompanied access by a member of the Internal Employees group in the first section.

BEND CAMPUS
Barber Library:
119 - Electrical

Boyle Education Center:
Outside SW Corner. Enter room, enter through door that is straight ahead. Head left - first door on the right is MDF. 2nd door on the right (with Chemetron sign) contains BEC switches.

CCB:
119 (Fire Riser/Boiler Room/Maintenance) > 119C Electrical/MDF (shared custodial space)

Chandler:
111 - padlocked with no FOB currently

Culinary:
113

DesChutes:
Janitor's closet across from Classroom 3; Men's bathroom behind door

Grandview:
103 Wiring Closet - bottom of stairs across from men's room

Health Careers:
220

Jefferson:
110 - inside Tony Russell's Office

Juniper:
Mechanical Room adjacent to private residence contains intermediary switch (in far back right corner). North switch is in closet between N207 and N208. South switch is in storage closet between S107 and S108.

Mazama:
107 Mechanical Room

Metolius:
MET103

Modoc:
Outside on the west side inside the electrical room

Newberry:
Back of the bookstore - east side - in the boiler room

Ochoco:
115 - Custodian Closet
231A - Custodian Closet

Ochoco Annex:
Outside north side

OSU-Cascades:
111 - 111a Telecom
244 Telecommunications Room

Pence:
113 Workroom
Up the stairs from 105 next to wheelchair lift

Pioneer:
Data Center
105; 231
Space outside on the west side - inside Boiler Room

Ponderosa:
Boiler Mechanical Room next to Office 120 (light switch is outside room in hallway)

Science:
181
MADRAS CAMPUS

125

REDMOND CAMPUS
Building One:
126 > 127

Technology Center:
205

Reservation of Access Rights

Each responsible entity for a secure space should include a disclaimer that access to secured area may be revoked temporarily or permanently for any reason, at any time. These guidelines should be included in the necessary access forms to the area and agreed to each person requesting access to the secured areas.

Emergency Access

Emergency access to a secured site should not be permitted. Each resource should have primary and secondary authorized personnel "on call" ready to respond to a situation at all times. Proper cross-training and contact information should be developed to promote limiting of emergency access completely.

Guidelines for Use

Each access to a secure space should be made in compliance with the following guidelines in order to increase the longevity of systems. While other specific guidelines may be required for a specific site requirement, these general guidelines should retro?t existing installations.

Access to all secured areas should require the use of an authorized fob or key. Where possible, all entries into the secured areas should be recorded and reviewed by the responsible parties for the area. All access should be logged, even when a group of persons enters the area.
Fobs or keys should not be shared between authorized and unauthorized persons.
A separate log should be kept for "sign-in" to the area. This log book should record a name, employee identification number, time in, time out, and signature.
Vendors, or those wishing to access the data center for a specific task, must be accompanied by an authorized person at all times.
The secured area should only be accessed to meet a business requirement. When such a requirement is complete, leave the area. Do Not Loiter.
A resource in use (computer, monitor, keyboard, network cable, power cable, cabinet, floorboard, etc.) should be moved only by the person directly responsible for that resource.
Food, drink or other fluids must not be introduced to the secured areas. These items promote deterioration of computing hardware through moisture.

Physical Security Measures

The physical security measures implemented at each secured site will greatly assist in compliance with this policy. Monitoring devices and access control devices should record each entry into the secured area, both authorized and unauthorized. A log of entries should be archived for a period of two (2) years. If the site is monitored with video or audio devices, this data should too be archived.

Vendor Access/Liability Acknowledgement Form

Access request to __________________________ _________may be obtained by submitting this form to itstaff@cocc.edu.

By requesting this access you explicitly agree to all policies and guidelines set forth by COCC ITS management staff, and validate that the personnel requiring access has been made aware of all policies and guidelines that pertain to accessing secure spaces at COCC. You may also be held liable for any action or damages against COCC. COCC ITS management staff reserves the right to revoke access to the area(s) at any time, for any reason, without prior notification.

Section I - Employee Information

-------------------------------

Vendor Requiring Access

- Name: __________________________________________________

- Business: ________________________________________________

- Title: ____________________________________________________

- Phone: __________________________________________________

- Email: ___________________________________________________

Section II - Approving Manager or Director

------------------------------------------

Approving Manager or Director (if different)

- Name: _________________________________________________

- Title: __________________________________________________

- Phone: _________________________________________________

- Email: __________________________________________________

- Division: ________________________________________________

- Department: _____________________________________________

Section III - Type of Access

----------------------------

This access is to begin on _____ /_____/_____ at _____:_____ PST.

This employee should be allowed to access the area -

[ ] during normal business hours (M-F 08:00 - 18:00).

[ ] at all times.

[ ] from ____:____ CST to ____:____ CST [ ] Weekdays

____:____ CST to ____:____ CST [ ] Weekends

____:____ CST to ____:____ CST [ ] Holidays

Access should be allowed -

[ ] Permanently.

[ ] Temporarily, ending on ____/____/____ at ____:____ CST.

Please state the requirements to be filled by such access.

_______________________________________________________________