Business Procedures

B-1-0       GENERAL BUSINESS PROCEDURES

B-1-1       Insurance                                                                Revised: 10/13/04; 5/29/09

All insurance for the College district shall be arranged through the Chief Financial Officer.  The Chief Financial Officer shall consult with the College Insurance Agent of Record when placing insurance.

B-1-2       Tax-Sheltered Annuities                                         Approved:  6/29/00

The College will honor employees' requests to participate in tax-sheltered annuity programs as allowed by Section 403B of the Internal Revenue Service Code.  In order to minimize the administrative work of maintaining the plan, the following employees will be excluded from the plan as allowed by Section 403B:

  • Students who are excluded from FICA and FUTA taxes.

  • Employees who contribute less that $200 per year.

  • Nonresident aliens who have no earned income from US sources.

  • Employees who work fewer than 20 hours per week.

Employees currently enrolled in a plan and working less than 20 hours per week will be allowed to continue in the plan.  Employees whose hours are involuntarily dropped below 20 per week and are enrolled in a plan may also continue in the plan.

From the effective date of this policy, the College will honor requests to participate in tax-sheltered annuities with a company only if that company has enrolled at least ten employees of the College in their program.  Once enrollment drops below ten employees, the plan will no longer be offered, but current enrollees may continue to contribute.

529  Oregon College Savings Plan                                        Approved: 10/13/04

The College will honor employees' requests to participate in the 529 Oregon College Savings Plan.  In order to minimize the administrative work of maintaining the plan, the following employees will be excluded from the plan.

  • Students who are excluded from FICA and FUTA taxes.
  • Non-resident aliens who have no earned income from US sources.
  • Employees who work fewer than 20 hours per week.

Employees currently enrolled in a plan and working 20 hours per week will be allowed to continue in the plan.  Employees whose hours are involuntarily dropped below 20 per week and are enrolled in a plan, may also continue in the plan.

B-1-3       Professional Advice From Agents on Retainer         Revised: 10/13/04; 5/29/09

The auditor, attorney, and architect retained by the College are available for professional advice on College matters in their areas of competence.  In order that their services may be efficiently used, certain guidelines shall be followed. 
If a member of the College community needs the advice of one of these professionals, he/she should address his/her concern to the President or Vice President for Administration.  If the concern raised cannot be satisfactorily answered within the College, the President or the Vice President for Administration will seek the advice of the attorney, auditor, or architect, as appropriate.

       B-1-3.1          College Auditors                                           Approved: 7/14/04

With regard to the College's auditors, the College will require the rotation of the lead/coordinating and reviewing partners every five years with a time-out of two years.  Time spent as a lead/coordinating or reviewing partner prior to 2004 will not be considered in the count to five years. 

       B-1-3.2    College Auditors-Conflict of Interest                 Approved: 7/14/04; 5/29/09

Prior to hiring a person who has worked for the College's audit firm in the past year as the  Chief Financial Officer, Associate CFO, Accounting Manager, or other senior financial position, the President or his designee must receive Board approval after first having apprised them of the benefits, risks and action to be taken to minimize risks.                      

B-1-4      College Interest in Marketable Materials, Products, and Processes

The College attempts to foster employee initiative by establishing a climate in which creativity can occur and by providing the means to bring such efforts into tangible form.  Often, this creativity results in improved instructional products and processes for students, increased visibility for the College, and, occasionally, financial gain.

When the employee uses his/her own time, materials, and equipment to produce new materials, or to discover new products or processes which are marketed for financial gain, the creative results are solely the possession of the employee. 

When materials, products, or processes have been produced using College personnel, equipment, and/or facilities, and are proposed to be marketed for financial gain, then the College must become involved in ways having binding and legal implications.  As an institution supported almost entirely by public and tuition monies, it cannot escape this responsibility.

Accordingly, the policy of COCC is that whenever College administrators' time, support staff time, faculty time, supplies, equipment, and/or facilities are used to produce new materials, products or processes, the College automatically has an interest in the materials, products and processes, and the materials, products and processes may be marketed for financial gain only after a contract delineating the nature of the individual and College interest is agreed to.  It is the employee's responsibility to see that such a contract is written before a for-profit endeavor is undertaken.

B-1-4.1           Secretarial Staff Use

Staff submitting manuscripts to scholarly journals, not for financial gain, may use secretarial staff, but such secretarial time would enjoy a lower priority than the day-to-day work for ongoing classes.

B-1-5       Materials and Resources

Materials and resources purchased for College use shall be used for College-related business only and shall not be available for personal use.  Materials and resources include, but are not limited, to:

Office supplies, stationery, postage, long-distance telephone calls, College vehicles, tools, gasoline, duplicating and electronic equipment. 

B-1-6       Fund-Raising                                          Revised:  5/00; 6/07; 5/09; 5/11             

Any fund-raising efforts involving solicitation on campus, or any fund-raising off-campus by College groups or on behalf of the College must have the prior approval of the Vice President for Administration. 

         B-1-6.1           Solicitation/Selling on Campus              Revised: 5/29/09; 5-17-11

Charitable or service organizations wishing to conduct on-campus solicitation or activities to benefit the citizens of the College District shall present a summary of proposed activities and obtain approval from the Director of College Relations.

Commercial solicitation on the COCC campus by telephone, electronic means such as email or posting on the website (except through folders designated for staff only) or use of the campus mailroom/distribution center, is prohibited.

Any other commercial solicitation on the COCC campus must be done at times and places set by the College and shall not be in conflict with services already offered on the campus.  Such activity will be coordinated through the Office of Student Life. 

         B-1-6.2            Solicitation for Support                    Revised: 5-00; 6-07; 5-09; 5-11

On-campus solicitation for support by either College individuals or groups, or off-campus individuals or groups, must have the approval of either the Director of Student Life or Director of College Relations.  This includes both solicitation through petition and the handing out of literature.

If approval is given, the College will establish a fixed location for such activity.  This solicitation can in no way interfere with the educational process of students at the College nor impede individuals from free movement onto and on the campus.

  

B-1-7               Acceptance of Gifts                                                 Revised: 10/13/04

The following policy and procedures will be used in connection with acceptance of gifts other than cash:

  1. If an individual within the institution is approached and offered a gift, he/she should, in a tactful and appropriate way, indicate to the potential donor the College's interest and appreciation and advise them that the College will determine if a use can be found for the gift.

  2. The individual who has been contacted should then furnish the information about the gift to the appropriate Vice President/Dean, along with a recommendation for the acceptance or refusal of the gift.

  3. If the gift can be used by the College, the appropriate Vice President/Dean will write a letter to the donor acknowledging the gift.  If the gift cannot be used by the College, the appropriate Vice President/Dean will so notify the donor.

  4. Copies of the acknowledgment will be sent to the Foundation office.

  5. The College does not establish the value of a gift.  That shall be the responsibility of the donor.

  6. Gifts of real property must be accepted by the Board of Directors.

This policy and these procedures apply to gifts to the College and do not affect the current procedures used for handling donations to the College Foundation.

 

          B-1-8      Fiscal Complaints/Concerns Procedure                   Approved: 10/13/04; 5/29/09

          The following procedure is established for the receipt, retention and treatment of 
          complaints/concerns received by the College regarding accounting, internal controls and 
          auditing matters.  It also provides a mechanism for the confidential and/or anonymous 
          submission of information by employees and members of the public regarding questionable 
          accounting or auditing matters:

          Employees and members of the public have two options to submit complaints/concerns
          regarding fiscal operations of the College:

          1.  They may call or submit written complaint/concerns to the Chief Financial Officer
               (CFO) or the Associate CFO.  The CFO or the Associate CFO will
               be responsible for review and investigation of the complaint/concern and, where possible,
               provide the individual(s) submitting the complaint/concern feedback on his/her findings.

          2.  For confidential and/or anonymous complaints/concerns, employees and members of
               the public may call or submit written documents to the Director of Human Resources.
               Upon receipt of such complaints/concerns, the Director of Human Resources will
               promptly forward such submissions to the College's independent auditing firm for
               review and investigation.  Upon request, the identity of the individual(s) submitting the  
               complaint/concern will be treated as confidential (as determined by appropriate Oregon
               statute).  Based on the nature and content of the complaint/concern, the independent 
               auditor will be responsible for determining the appropriate investigatory process.

               For other than anonymous complaints/concerns, the Director of Human Resources
               will notify the individual(s) submitting the complaint/concern of its receipt and the 
               role of the independent auditors and the Board for its review, investigation and 
               disposition.

               The independent auditors will report their findings to the CFO.  If, due to the nature
               of the findings, there is a conflict with reporting to the CFO, the auditors will report
               to the President.  If, due to the nature of the findings, there is a conflict with reporting
               to the President, the auditors will report their findings to the Board of Directors.

               For other than anonymous complaints/concerns, the Director of Human Resources
               will be responsible for providing a response to the individual(s) who submitted the
               complaint/concern. 

B-1-9  Central Oregon Community College Guidelines for Public Records Requests   (effective February 27, 2006)  

 Pursuant to Oregon Revised Statutes, every person has a right to inspect any nonexempt public record. (See Oregon Revised Statute, Public and Private Records; Public Reports and Meetings, Chapter 192, for definitions of exempt public records.)

"Public record" means any writing containing information relating to the conduct of the public's business that is prepared, owned, used, or retained by a public body regardless of physical form or characteristics, including, but not limited to, handwriting, typewriting, printing, photographing, and every means of recording, including letters, emails, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles, or electronic recordings.

Inspection and copying of a public record shall be done during regular business hours at the office where the record is located, or another facility designated by the College. College records shall not leave College premises for the purposes of public record disclosure. The College may directly supervise the inspection or copying of College records, may list records inspected or copied by or at the request of a requestor, and may contemporaneously copy for the College's own purposes records inspected or copied by or at the request of the requestor. The College may provide a copy of a record in lieu of the original to protect the original record. The College may provide a redacted copy in lieu of an original record in order to delete exempt material.

How to Request a Public Record from Central Oregon Community College

There are two types of public records requests:

Informal Requests

The first type of public records request is one that is verbally submitted by the requesting party for records that are incidental, readily accessible or reproducible at negligible cost, and are typically available for general public distribution.

Formal Requests

All other public records requests must be submitted in writing and will be granted or denied in accordance with Oregon Public Records Law.

 

Any party requesting a fee reduction or waiver, shall fully cooperate with the college in identifying the reason(s) for the request. In order to determine whether or not the requested public records are exempt from disclosure, qualify for fee reduction or waiver, or if the documents meet the "public interest test," requesting party/parties must fully disclose their intended purpose of the request. Each request must reasonably describe the records being sought. This means that a request must be specific enough to permit a college staff person who is familiar with the subject matter to locate the record in a reasonable period of time.

 

Guidelines for Public Records Requests             Revised: 5/29/09

1. Requesting parties shall pay a deposit of $25 (twenty-five dollars), at the time of submitting their public records request to the College. Any overpayments to the College by the requesting party, will be promptly refunded after the nonexempt public records are disclosed to the requesting party. Deposit must accompany the Public Record(s) Request Form, Public Records Request Form (pdf).  Mail request form and deposit to:

Central Oregon Community College
Director of College Relations
Boyle Education Center
2600 NW College Way
Bend, OR  97701

2. The College requires that the requesting party make payment to the College for the balance of the reasonable costs over and above the $25 deposit, prior to the release of the public records. (e.g., public records will be made available to the requesting party only upon payment in full to the College, and prior to release/disclosure of the records.) These reasonable costs shall include, but are not limited to: actual personnel costs; reproduction costs; delivery expenses; and attorney's fees, if any, for reviewing, redacting or segregating the public records into exempt and nonexempt records.

3. Pursuant to ORS 192.440, the College shall provide the requesting party with an estimate, in writing, if the public records request is expected to exceed $25. After receiving the estimate, requesting party shall notify the College whether it wants the College to proceed with making the public records available.

4. Requesting party shall be charged at the rate(s) established below:

 

a. If the public records request requires a nominal amount of staff time (less than 30 minutes, which includes searching, locating, retrieving, copying, transporting, conveying, etc.), copies shall be made at no charge, unless the number of copies requested exceeds 10 pages.

 

b. Records that require only a nominal time of staff time (less than 30 minutes), but the number of copies exceeds 10 pages, shall be charged for the actual cost of staff time, including fringe benefits, plus copying/delivering charges and attorney's fees, if any, for reviewing, redacting or segregating the public records into exempt and nonexempt records. Copying charges shall be at the rate of $0.10 (ten cents) per page.

 

c. Records that require more than a nominal amount of staff time (30 minutes or more), will be provided to the requesting party for the actual cost of staff time, including fringe benefits, plus copying/delivery charges. Copying charges shall be at the rate of $0.10 (ten cents) per page.

Personnel costs shall be computed on the basis of quarter hours, rounded up, for time expended by College staff and/or the College's attorney(s). Attorney fees, if any, shall be limited to the cost of time spent by attorney(s) for the College in reviewing the public records, redacting material from the public records or segregating the public records into exempt and nonexempt records.

5. The fee may be waived or reduced if the furnishing of the copies is determined by the College to be in the public's best interest as set forth in ORS 192.440(4).

6. The College may charge for search time even if the Custodian of the record fails to locate any records in response to the request, or even if the records located are subsequently determined to be exempt from disclosure. When the amount of staff time used exceeds the amount of the $25.00 deposit, the requesting party's deposit shall be forfeited.

7. In most cases, the college will be able to respond to the request for public records within 14 working Days (depending the nature and size of the request). While the college shall make every attempt to respond to the request within this timeframe, requests shall not affect the operations of the college nor interfere with the regular discharge of the custodian's duties.

            
B-2-0       FISCAL SERVICES

B-2-1       Budget Changes                                                          Revised:  10/13/04; 5/06

There are two types of budget changes that occur at the College. The first type involves a budget change that crosses appropriation categories (e.g., Instruction to Student Services).  Appropriation categories are broad spending categories approved by the College Board of Directors in the annual budget process, and identified in the College's budget document.  Per the Oregon Revised Statutes (ORS), any change of budget, which moves funds and/or spending authority from one appropriation category to another requires approval of the Board of Directors.

The second type of budget change is between departments within an appropriation category (e.g., Admissions to Enrollment Cashiering) or between accounts (salaries to outside services).  Changes within an appropriation category require the approval of the College President or the appropriate Vice President/Dean.

Budget changes can be approved at the Vice President/Dean level under the following conditions:

  1. The budget change(s) does not exceed $10,000 in any fiscal year. If for example,   money is transferred from salaries to outside services for the same reason three times and they together total more than $10,000, the budget change which brought the dollar amount over the $10,000 threshold would need to go to the President for approval.

  2. Budget changes which can be approved by the Vice President/Dean are in the following object classifications:

  • Salary lines (money can only be moved from one salary line item to another salary line)

  • Irregular Wages to a non-salary line item

  • Transfers to capital account for purchases between $1,000 and $4,999.99. 

The President's signature is specifically required for budget changes under the following conditions:

  •     Any budget transfer over $10,000
  •     Any budget transfer to a capital line item that is $5,000 or more
  •     Any budget change that moves a salary line item to a non-salary line item
  •     Any budget change that involves payroll assessments
  •     Any budget change that involves a transfer line item 

The Director of Fiscal Services will review budget changes for compliance and bring those in violation to the appropriate Vice President/Dean.

The philosophy behind permitting budget changes is to provide flexibility in meeting unanticipated changes in operating conditions during the budget year.  If the reasons requiring the budget change are expected to continue into the future, the cost center's budget should be discussed during the budget preparation process.  Budget changes are not to be made for the same reason year after year.

B-2-2       Grant and Special Project Administration

Provision shall be provided in the annual budget for the receipt and expenditure of separately funded projects.

      Proposal and Application Submission             Revised:  10/13/04; 5/29/09

All potential proposals will be approved by the appropriate Vice President/Dean and submitted to the Vice President for Administration for placement on the Managers' consent agenda.

All proposals and applications will be reviewed and approved by the Associate CFO, the Grants Officer, and the Financial and Contracts Analyst.  The Financial and Contracts Analyst, will submit all applications to the Deputy Clerk for final approval and sign-off by the institution. 

      Award Administration                           Revised:  10/13/04; 5/29/09

All award documents will be reviewed by the Grants Officer, the Associate Chief Financial Officer, and the Financial and Contracts Analyst prior to final approval and signature.   When award conditions are deemed acceptable and the award is for $50,000 or more, the Grants Officer will place the agreement on the consent agenda of a regularly scheduled Board meeting, for Board approval.  If the award is $50,000 or less, the Grants Officer will submit the agreement to the Deputy Clerk for final approval and signature.

Project reporting will be the responsibility of the Project Leader; fiscal reporting will be the responsibility of the Associate Chief Financial Officer.  The Dean/Vice President approving the initial project will serve as the immediate supervisor to the Project Leader.

B-2-3       Purchasing   Revised: March 9, 2005

It shall be the policy of Central Oregon Community College to purchase goods and services on the basis of quality and price. Effort will be made to purchase the quality of goods and services necessary for a properly functioning college at the lowest competitive prices. Where possible, and whenever quality, maintenance, service and prices are equal, Central Oregon Community College shall purchase from vendors within the Central Oregon Community College District. Purchases will be made in accord with the Central Oregon Community College Rules of Procurement.

B-2-3.1       Purchasing Procedures

The College will establish procedures for and conduct purchasing operations in accordance with Central Oregon Community College Rules of Procurement, Oregon Revised Statutes and Oregon Administrative Rules. The Board of Directors of Central Oregon Community College will act as the district's Local Contract Review Board.

B-2-3.2       Departmental Signing Authority    Approved:08/15/08    Revised: 09/5/08

It is the policy of the College that budget administrators of each department be delegated the accountability for budget compliance and signature responsibility for purchasing. For the purposes of departmental operations, each departmental secretary has the ability to issue purchase orders up to $2,500 each in material and supplies line items and process student field experience charges without the budget administrator's signature. (The dollar level of authority may be adjusted downward at the discretion of a Vice President or Dean.)

B-2-3.3       Private Benefit    Approved: 10/20/95

The purchasing power of the College shall not be used for the acquisition of materials and services for private benefit.

B-2-3.4       Bid Awards    Approved: 10/20/95;  Revised: March 9, 2005 

Bid awards of $100,000 or more will require Board approval prior to acceptance.

B-2-4       Disposition of Surplus Capital Property    Revised: 10/13/04; 3/9/05; 5/29/09 

It is the policy of Central Oregon Community College that capital property surplus to a Department's needs will first be made available to other Departments within the College. If no other Department can use the property, it will be declared surplus by the Vice President for Administration. Surplus property will be evaluated for value. Property having no value will be certified by the Vice President for Administration and may be disposed of in a public dumping site or recycled, if feasible. Property with a salvage value shall be stored and scheduled for future disposition. See CCR.320 for specific details.

 B-2-4.1       Proceeds Received from the Sale of Surplus Property   

Revised: 10/13/04; 5/29/09

The proceeds received from the sale of goods and/or services belong to the College as a whole and not specifically to a particular area or Department of the College. All sales of surplus College property must be approved in advance by the Vice President for Administration. As a general rule all such proceeds shall be receipted into miscellaneous income in the General Fund. The following exceptions allow for the receipt of funds from the sale of surplus property into an enterprise or auxiliary fund of the College:

1. Sale of equipment used in operation of the motor pool, bookstore, cafeteria, residential hall, or COCC copy center.

2. Sale of parts and services associated with the automotive program's repair activities.

3. Sale of surplus library books.

4. Other activities specifically approved by the President.

The provisions of this section do not apply to the sale of educational or training services.

          B-2-5       Investment Policy                      Revised: 10/13/04; 5/29/09

Funds of the College will be invested in accordance with applicable statutes and these investment policies.  It shall be the goal of the College to obtain the maximum return on the investment of its funds while protecting the capital in its portfolio.

The Associate CFO will have the day-to-day responsibility of maintaining the College portfolio of investments.  He/She will maintain available cash adequate to meet the current requirements of the College.

The College will utilize the following investment instruments:

      U.S. Treasury bills, notes, bonds
      U.S. Government agency securities
      Bankers Acceptances
      Local Government Investment Pool
      Time Certificates of Deposit - Commercial Banks (Collateralized as required
                                                 by the State of Oregon Banking Division.)
      Time Certificates of Deposit - Savings and Loans (Collateralized as required
                                                 by the State of Oregon Banking Division.)
      Commercial Paper              - Investments in commercial paper of Oregon
                                                 issuers are limited to those rated A-2 or better
                                                 by Standard and Poor  Corporation, P-2 or
                                                 better by Moody's Investors Service; holdings
                                                               in any one issuer may not exceed 10% of the
                                                 investment portfolio.

Investments shall be made so that at the time of purchase the total investment in any type of instrument does not exceed the following maximum percentages:

      U.S. Treasury bills, notes, bonds                                             100% maximum
      Federal agency bonds and discount notes
          (No more than 25% in securities of single issuer)                 
     Local Government Investment Pool                                            100% maximum
     Repurchase Agreements 
         (Must be collateralized 102% of market value with
         specific assignment of U.S. Treasury and Federal agency
         securities; collateral must be held in safekeeping at 
         depository institution)                                                            
     Bankers' Acceptances                                                               40% maximum
      Time Certificates of Deposit                                                        50% maximum
     Commercial Paper                                                                     20% maximum

The College will invest in no instrument with a maturity longer than 18 months without the specific approval of the COCC Board of Directors and the Oregon Short-Term Fund Investment Manager.

B-2-6       Travel Policy

The College recognizes that it is desirable and sometimes necessary for employees to travel away from Bend, or the assigned locale, in connection with their work. Budgetary allowance is made for such travel, and related expenses will be reimbursed within the budgetary allowance and in accordance with approved travel reimbursement procedures.

B-2-6.1           Reimbursement

Reimbursement for approved travel is listed below. Because these rates are periodically adjusted, employees may receive up-to-date information on personal car mileage and meal allowances from the Office of Fiscal Services.

            1.      Reimbursement for Personal Car Mileage

Individuals will be reimbursed for personal car mileage for destinations both within and outside the College District at the established rate.  The Board of Directors will be notified of the reimbursement rate annually.

            2.      Mileage Within the City of Bend

Institutional policy does not, as a general rule, provide for the payment of mileage for travel within the City of Bend.

Occasionally, the unique nature of an individual's assignment will require a substantial amount of in-town travel.  When an assigned project of this kind is anticipated, the individual involved, and his/her immediate supervisor, should arrive at an agreed-upon minimum dollar amount that will reimburse the individual involved.  The agreement shall be submitted in writing to the responsible Vice President/Dean for approval.  All such reimbursement shall be within budgeted travel funds.

            3.      Reimbursement for Meals                                         Revised: 10/13/04

Reimbursement for the cost of employee meals shall be at the rate established by the Board of Directors. If attendance at a conference requires meals that exceed the approved amounts, the meals shall be itemized and a written explanation of the over-expenditure shall be included with the reimbursement request.  When meals for groups of College employees meeting on College business are claimed or charged to the College, the expense must be approved in writing by the appropriate Vice President/Dean.  The Director of Human Resources may approve reimbursement requests for candidate interviews. 

Whenever reimbursement is requested for meals for other than the claimant, names of the individuals should be listed and a brief explanation provided.

If an employee is required, by nature of his/her duties to host an off-campus guest in Bend, or other assigned locale, and partakes of that meal, which may exceed the approved limits, the request for reimbursement shall include such an explanation and require approval of  the appropriate Vice President/Dean.

            4.      Reimbursement for Lodging                                          Revised: 10/13/04

Reimbursement will be for the actual amount.  These charges shall be supported by a receipt.  College employees planning to utilize motel/hotel accommodations will attempt to find reasonably priced lodging.  If no receipt is presented for a valid overnight stay, reimbursement will be made at a per diem rate of $25 per night. 

            5.      Reimbursement for Family Member(s)

The College does not pay meals, lodging, or other costs for family member(s) who may accompany the employee or Board member.   In instances when family members share a room, the employee/Board member shall obtain the cost of a single accommodation and request reimbursement for only that amount.

College employees and Board members, on occasion, must represent the College at locations removed from the Central Oregon area.  Spouses of College employees/Board members, and children over the age of fifteen years, are allowed to travel in College vehicles at no cost for transportation on such necessary trips so long as neither COCC students nor other COCC employees are forced to seek alternate forms of transportation because of the participation of a spouse or a child.

            6.      Reimbursement of Other Expenses

Many unforeseen expenses may arise during approved College travel, i.e., convention registration fee, repairs to College owned vehicles, etc.  Reimbursement for such items must be supported with a receipt.

            7.      Travel Advances                                                      Revised: 10/13/04

It is recognized that some trips might impose an economic hardship on the individual, thus a minimum travel advance of $100 may be obtained up to a maximum of two weeks in advance of the trip.  Payment of those expenses necessary prior to that time period (airplane, conference registration, etc.) can be processed through Fiscal Services or reimbursed with a receipt.  In addition, travel advances are construed as a loan to the employee until a final accounting of the trip is achieved, within ten days after the end of the trip. Travel advances not accounted for in a timely manner will be considered income to the employee and taxed accordingly.  In addition, if the final accounting of said advance is not achieved, no new travel advance will be issued; i.e., no employee will be permitted to have more than one travel advance outstanding at one time.

            8.      Approval of Travel Expenses                  Revised: 10/13/04; 5/29/09

All travel and entertainment expenses shall be approved by the employee's immediate cost center supervisor.  The President of Central Oregon Community College will submit travel and entertainment expense reports to the Chief Financial Officer for review.  

            9.      Transportation in College-Owned Vehicles

Central Oregon Community College attempts to provide College-owned vehicles to transport staff on general College business and to provide transportation for staff and students on instructional field trips.  The purpose of this effort has been to provide reliable, safe, transportation.

College vehicles are not to be used for personal use except that use which is incidental to the purpose of the trip.  The College is to be reimbursed at the standard rate by the employee for such incidental use.

  1. All College-sponsored trips involving students should include provision for staff to accompany the group unless a College certified student driver is available and the trip, or trips, has the approval of the appropriate Vice President/Dean.

  2. Any drivers for such groups must be approved in advance by the Director of Campus Services.  This approval will include checking the proposed driver's record with the Department of Motor Vehicles.

  3. The vans owned by the College have been purchased for the purpose of transporting numbers of people.  It is not an economical use of vans to use them for fewer than six persons.

  4. College vehicles should always be operated in a safe manner on roads designed and maintained for two-wheel drive, passenger vehicles.

  5. It is the policy of the College that safety belts will be utilized whenever the vehicle is moving.

  6. In case of an accident involving damage to either a College owned vehicle or property of a third party, the driver, or the College staff member accompanying on the trip, is responsible for gathering data to make an accurate report of the accident.  Such report should be made to the appropriate police agency and to the College's Director of Campus Services immediately upon return.  If the College vehicle is safely driveable, it may be driven back to the College.  If it is not, the driver should contact the Director of Campus Services for instructions.  If this is impossible, the driver should take such action as necessary to safeguard College property (arrange to have the disabled vehicle towed to a safe storage area, etc.), and to secure adequate and safe transportation for COCC passengers.

  7. In general, the judgment of a staff or certified driver will be respected when he/she has taken prudent action in handling unusual or emergency situations, keeping in mind the safety of the passengers in the vehicle, original objectives of the trip, and the necessity to minimize the financial and legal liability of the College.

  8. Smoking is not permitted in any College-owned vehicles.

  9. Upon return, all trash should be removed from College vehicles. If not removed, a service charge will be assessed the  Department

10.     Frequent Flyer Mileage and Credit Card Reward Programs

All COCC employees traveling on College business are required to use routes, schedules and airlines that provide the lowest rates and most efficient travel. Because the cost of record-keeping outweighs any monetary benefit, COCC will not recapture airline bonuses or other credit card reward programs awarded to employees who use personal credit cards for conducting College business. Such frequent flyer mileage plans and other reward programs are deemed de minimus and may be used by employees as they choose unless the terms of a grant or contract require otherwise.

B-2-6.2           Insurance Responsibility for Use of Personally Owned Vehicles         Revised: 8/28/12

Employees or volunteers may use personally owned vehicles on behalf of the College.  When such use of a personal vehicle by an employee occurs, the following conditions apply with regard to insurance responsibility.

1.    The employee or volunteer driving while working on behalf of the College must have a valid driver's license.

2.    The owner of the vehicle's insurance is primary in the event of an accident.

3.    The owner of the vehicle will be responsible for keeping the vehicle in safe working order.

4.    The owner of the vehicle will be responsible for all damage to the vehicle.

5.    The owner of the vehicle shall maintain liability insurance in the amount equal to or exceed the state minimum requirements.

6.    The owner is responsible for injury to passengers and others as a result of any accident. 

7.    The College's insurance shall apply excess in the event the primary limits are exhausted.

8.    The individual will indemnify and hold the College harmless for all liabilities and damage resulting from their actions.  The College shall indemnify and hold harmless the individual for liability and damage caused through College actions.

B-3-0          CAMPUS SERVICES                                                  

B-3-1       College Equipment Use

Equipment purchased by the College is for College use only.  College-owned equipment should leave the campus only when being used in connection with a recognized program of the College and should not be taken for personal use.

It is recognized that there are occasions when it is in the public interest to lend equipment to another public agency or service organization.  Requests for such loans should be directed to the Director of Campus Services  who, in turn, will contact the individual responsible for the equipment.

B-3-1.1    Listed Property Policy                                     Approved: 9/29/08

Government employers frequently provide their employees with cellular telephones, computers, pagers, photographic equipment, video-recording, automobiles and other forms of tangible property. This can raise special tax concerns, due to the fact that these items are "Listed Property" under the Internal Revenue Code, and because employees may use them for business as well as personal use.  Listed property includes items obtained for use in the business but are designated by the Internal Revenue Code as lending themselves easily to personal use.

To be able to exclude the use of listed property by an employee from taxable income, the employer must have a method to distinguish business from personal use.  The amount that represents business use is excludable from income as a working condition fringe benefit.  The amount that represents personal use is included in the wages at the fair market value of benefit received.

In general, unless the employer can achieve the business use substantiation requirements of listed property through policies, controls and procedures, the use of listed property will be considered income to the employee.

Examples:

  1.    College provides an employee with a cellular telephone and pays the monthly service charge.  The employee is required to highlight personal calls on the monthly bill.  The employee is then required to reimburse the College for the cost of the personal calls, and the employee is charged a pro rata share of the monthly charge.  The value of the business use portion is not taxable to the employee.
  2.    College acquires digital camera for a department.  The camera is used exclusively for mission related activity and is tagged as college property and inventoried.  The value is not taxable to the employee.   

B-3-1.2    Computer Acquisitions Policy                          Approved:  9/29/08

The College provides its staff and departments with various types of computers and computer related equipment each year.  Computers are identified in the Internal Revenue Code as "Listed Property".  Listed property includes items obtained for the use in business but lend themselves easily to personal use.  Personal use of College assets raises both accounting and special tax concerns.  Computers represent a large financial commitment to the College, both in the initial acquistion and ongoing technical support.  Computers also play a large role in the College's communications network.  For these reasons, the following computer policy guidelines are being provided.

  •  Computers with a cost equal to or greater than $1,000 must be an approved item within the adopted budget's capital list.  To insure favorable pricing, compatibility and supportability, these computers must be purchased through the Information Technology Department.  As college equipment, they are to be used exclusively for mission related activity.
  •  Computers with a cost less than $1,000 must be approved by the appropriate dean or vice president if acquired with departmental funds.  To insure favorable pricing, compatibility and supportability, these computers must be purchased through the Information Technology Department.  As college equipment, they are to be used exclusively for mission related activity.
  •  Computers purchased by faculty members using their approved professional improvement program funding are considered personal use equipment (more than 50% personal) with the value being treated as taxable income to the faculty member.  These personal use computers are not supported by the Information Technology Department or authorized to be connected to the College's intranet.

 

B-3-2       Facilities Use by Community Groups               Approved:  2/27/96

It shall be the policy of Central Oregon Community College to encourage the use of its facilities when such use is judged to be a service to Central Oregon or to the citizens of Central Oregon.  It shall further be the policy of the College to make its facilities available on a charge-for-services basis to groups and organizations when such use is consistent with the goals and objectives of the institution.

The proposed use of the College facilities should not conflict or detract from the College's discharge of its educational responsibilities.  Two additional concerns must be carefully weighed.  First, the College must assess its ability to provide the necessary services to the organizations, i.e., security, custodial assistance, food service, etc.  Second, the College must retain the right to require personnel employed by the College, or approved by the College, to serve in a supervisory capacity when deemed necessary to meet College instructional, safety and maintenance standards.  This service shall be charged to the group or organization using the College facilities. 

B-3-2.1           Insurance Requirement for Off-Campus Groups   Revised: 12-20-06

A certificate of insurance for liability coverage in the amount of $1 million, naming the College as an additional insured, will be required whenever, in the judgment of College officials, the proposed use represents a significant level of exposure of claims of damage against the College. A non-College facility user shall indemnify, defend and hold the College, its elected directors, officers, employees and agents harmless from and against any and all claims, demands, lawsuits or causes of action (including claims for attorney fees and other expenses incidents thereto) for property damage, bodily injury, and death, that may occur during or arise from the use of a College facility, whether or not based on negligence. The facility user shall be responsible for any damage caused to College property arising out of facility use. The College shall not be responsible for any loss of or damage to a facility user's property regardless of the cause of loss.

B-3-2.2           Facility Use Rules                                              Revised:  5/28/04  Revised: 12/2006

 1.      Request for Use of Facilities

Reservations to hold a meeting in any area of the College are to be made through the Office of Campus Services.

Requests for use of Central Oregon Community facilities normally fall into three categories:  

A.      College Groups and Events -- No Facility Fee

This group includes all College instructional classes; staff and committee meetings; events organized or sponsored by the College in general, recognized College groups, and recognized student groups (with the approval of the Coordinator of Student Life).  The appropriate Dean must approve in writing any College-Sponsored event planned in conjunction with external organizations. 

B.      Non-College Groups and Events -- Subject to Facility Fee  

                Revised: 5/29/09

This group includes all non-College groups and events that are permitted on campus: non-profit groups; publicly-funded agencies; profit-making groups and corporations (when such use does not fall into category C); political organizations; and religious organizations.  It also includes revenue-generating events of COCC Enterprise accounts, departments which by definition operate like private business.  Any non-College group using the facility is prohibited from using the College's name to imply sponsorship, endorsement or financial support of the event scheduled other than for purposes of providing location information.  Fund-raising activities are restricted and must obtain approval from the Vice President for Administration (as described in B-1-6, General Business Procedures) prior to the activity being scheduled. 

C.      Non-College Groups and Events -- Prohibited From Facility
          Usage

This category includes any organization intending to hold an event in which the primary purpose of the event is to generate a profit.   

2.       Application for Use  

The use of a College facility shall be requested by an application process and reserved on a first come, first served basis, subject to the classification of priorities as listed in Section B. - User Priority, and any other College use conditions or restrictions which may be applicable at the time the Facility Use Application is approved.  A Facility Use Application is required for any scheduled event and shall be filed with the Campus Services office.  A Facility Use Application may not request facility use of more than one (1) week.  The Campus Services office must approve, in writing, any exception for a longer duration or for consecutive weeks of use.

 A.  Cancellation

 The College must receive written notice more than two (2) full business days prior to the date of the event if the applicant chooses to cancel the use of a facility. The College will charge a twenty-five dollar ($25.) processing fee and any costs incurred if the user fails to provide notice of the cancellation more than two (2) full business days before the event.

B.  User Priority

Following is the user priority that shall be adhered to in reserving a College facility:

1.  College instruction.

2.  College event.

3.  Non-instructional use by the Associated Students of Central Oregon Community College (ASCOCC) or a recognized COCC student organization.

4.  COCC - affiliated organization

5.  Non-College group or individual.

C.  Facility Availability and Requirements

College facilities are normally available Monday through Sunday between the hours of 7:00 A.M. and 10:00 P.M., except on holidays and other days of scheduled closures. Hours are scheduled at the discretion of the Facility Services Supervisor and/or President.  Permission to use a College facility is given for a specific date or dates, and times. Only the date(s), time(s), and the facility for which permission has been granted will be honored. Any rehearsal time, decorating time, special set-up and/or takedown time must be included in the requested and approved Facility Use application. Permission to use College equipment and/or supplies must be requested via the Facility Use application process. The requested equipment and/or supplies must be available and identified in writing before permission will be granted for their use. Final permission to use a College facility must be confirmed in writing. Due to class scheduling, the use of a College facility generally cannot be confirmed more than ninety (90) days in advance of the request. No applicant should make any commitment, release any advertising, or take any action committing the use of a College facility until written confirmation is received from the College.

3.  Event Content

The nature of an event must be described in detail in the Facility Use application. The College reserves the right to accept or reject any request for use of a College facility and to impose additional requirements after reviewing the request of an organization if the College reasonably believes the event will cause substantial disruption to its educational environment. An event offered in any College facility will not contain information that has a reasonable likelihood of materially and substantially interferring with the operation or activties of the College or which may advocate imminent violence. Approval will not be granted for an event that duplicates, substantially interferes with, or competes with College offerings, whether current, planned, or anticipated. The Campus President reserves the right to make the final determination in the event of conflict or anticipated conflict. Any event or activity that disrupts, by preventing the effective carrying-out of the operation or activities of the College, is prohibited. Sound amplification that significantly disrupts the operation or activities of the College or that unreasonably disturbs the surrounding neighborhood is prohibited.

4.  College Services and/or use of Equipment

The use of a College facility may require College-supplied services or equipment that are identified and agreed to in the application process. Charges for the services and equipment are made in accordance with the rates established in the Schedule of Charges.

A.  College Employees

The services of College employees may include, but are not limited to:

  • Custodian(s)
  • Physical Education Facility Supervisor
  • Performing Arts Staff
  • Computer/Audiovisual Technician
  • Maintenance Services
  • Security Personnel
  • Parking and Transportation Services

The Physical Plant and Public Safety directors or their designees will specifically identify personnel that will be required for the proposed use of a College facility. Any additional costs incurred for College personnel services, even if not identified in the application process, will be charged to the user.

B.  Audiovisual Equipment

The majority of class and meeting rooms in the College facilities are equipped with TV/VCRs, overhead projectors, screens, and whiteboards and/or chalkboards. Limited portions of rooms also have computer/projection units. Other audiovisual equipment may be reserved on an "as available" basis and for an additional charge by contacting Media personnel through the Facility Use office. The College reserves the right to limit the use and operation of College-owned AV equipment to only College personnel.

C.  User-owned equipment and supplies

User-owned equipment and/or supplies, including but not limited to, scenery, decorations, hazardous materials, animals, or materials of an unusual nature, are not allowed on the College premises without prior written approval by the Campus Services office.  All electrical items must be U.L. (Underwriters Laboratory) approved. The College will not furnish equipment to the user such as: tools, ladders, easels, pens, extension cords, etc.  A faciltity user is urged to give careful consideration to all of his/her needs and to anticipate any contingency. 

B-3-2.3           Denial of Requested Use of Facilities

Use of College facilities will be denied groups or organizations whose intended use is contrary to law or institutional policy.

 

Institutional facilities will not be available to organizations or persons where the objective is solely the sale of goods or services for profit.

Facility users must agree to abide by all College guidelines and procedures. Failure to do so constitutes sufficient reason for revocation of all privileges extended to the user by the College. The waiver of any single rule or regulation by the College at any time will in no way affect the applicability of any other rule or regulation.

B-3-2.4           Special Requirements                         Revised:  5/28/04

Certain facilities on the campus, because of their unique or different nature, must be scheduled and utilized somewhat differently than other spaces on the campus.  These facilities are discussed individually as follows:

  • Computer Labs

  • Grandview Student Center-Cafeteria

  • Juniper Hall

  • Mazama Physical Education and Recreation Center

  • Photographic Laboratory

  • Pinckney Center for the Performing Arts

       B-3-2.4.1      Computer Labs Use                      Revised:  5/28/04

The Computer Labs at Central Oregon Community College and
its equipment therein, are available for rental when its use is                 consistent with the mission of the College.  Supervision and/or technical support charges, may also be assessed at the discretion of the College.

      B-3-2.4.2      Juniper Hall  (Residence Hall) Use  

      The residence hall is available during summer months to groups. 
      Use of the hall will be governed by the following guidelines:

  1. Juniper Hall will be available only to groups--not on an individual basis.

  2. Groups contracting for the residence hall must be able to establish financial credibility.

  3. Groups using the residence hall must submit a certificate of insurance for liability coverage in the amount of $1 million naming the College as an additional insured.

  4. Groups using the residence hall may reserve rooms for meetings and outdoor facilities, through the residence hall management.

  5. Food service will be provided at prevailing rates of the food service contract.

       B-3-2.4.3   Mazama Physical Education and Recreational Center
                          Use

      Central Oregon Community College will make the Mazama
      Physical Education and Recreation Center as available to the
      public as the College's financial and personnel resources will
      allow.

      Because of the nature of the building, certain restrictions are
      necessary. The conditions and restrictions on the use of the
      building are as follows:

  1. Use of the building involving physical activity--i.e., use of the weight room, gymnastics apparatus, tumbling mats, use of the gymnasium for organized or individual games or activities, etc.--shall be conducted only when personnel employed by the College, or approved by the College, are supervising the building.

  2. An organization that has arranged for the use of the building and has the necessary supervision, as outlined above, may use the locker and shower room areas.

  3. If the bleachers need to be moved, such arrangements must be made with the Department of Campus Services.

  4. Children under the age of 16 will be allowed to use the facility only under the direct supervision of a responsible adult.  Groups of youngsters--Boy Scouts, church groups, etc.--may use the facilities if such use is approved in advance through proper channels and conforms to policies of the College.

     B-3-2.4.4      Photographic Laboratory Use

     The photography laboratory may only be used for instructional or
     other College purposes.

     B-3-2.4.5      Pinckney Center for the Performing Arts Use                               Revised:  5/28/04

     Because moving the seating in the Pinckney Center is
     time-consuming and expensive, any use requiring moving the
     seats may involve a charge to set up per the requestor's
     instructions and a charge to restore to the original configuration. 

     Normal house lighting is routinely available.  Theatrical lighting,
     when available, will carry an extra charge.  Because of the infinite
     variety of configurations, the cost will be computed on an individual
     basis.  Use of theatrical lighting will require two weeks' notice.

     Use of the Pinckney Center will also incur supervision charges.

     B-3-2.4.6      Designated Public Forum               Revised: 09/26/08; 5-17-11

    Central Oregon Community College acknowledges students, faculty, employees and the general community their first amendment right to engage in public free speech and expression on campus.  However, this right is secondary to maintaining an environment that is not disruptive to the educational purpose of the institution.

Additionally, the College has the discretion of establishing a Designated Public Forum space for free speech expression.  The College may enforce content-neutral time, manner and place regulations on public expression in the Designated Public Forum.

The Designated Public Forum areas on the Bend campus are located at the convergence of the paved walkways from Ochoco and Grandview to the Modoc Plaza area, the plaza in front of the Barber Library and outside the entrance to the Campus Center.  For some activities, inside the Library or Campus Center may be allowed.  At the Redmond Campus the designated area is the East entrance to Building 3.

All organizers of free speech expression must reserve use of the Designated Public Forum through the Campus Services Office.

All materials must be approved prior to use at the Designated Public Forum.

Organizers are responsible to ensure that all printed and other materials brought into the Designated Public Forum are removed at the conclusion of the activity, and that college funds are not needed to return the Designated Public Forum to its original condition as the result of any individual or group exercising their rights of Free Speech in this area.

Expression in the Designated Public Forum shall not be limited except that:

  1. There shall be no use of electronic or other sound amplification that interferes with the conduct of classroom, laboratory, library, office or activities on campus.

  2. Organizers will not attempt by repeated demands, threats, or otherwise coerce passersby into stopping and participating in debate or discussion, nor interfere with, impede or cause blockage of the flow of vehicle or pedestrian traffic.

  3. There shall be no obscene, or slanderous speech or distribution of obscene or libelous materials.

  4. No speech shall express or advocate racial, ethnic, religious, sex-based, other hate-based prejudice or other speech that incites students so as to create a clear and present danger of the imminent commission of unlawful acts or of the substantial disruption of the orderly operations of the college.  The Designated Public Forum will not be used for any commercial activity, nor shall there be any solicitation of funds of any kind in the area, nor shall there be any implied solicitation of funds in the area, unless specified by B-1.6.1 Solicitation. 

B-3-3       Motor Vehicle Registration and Operation                 Revised:  5/28/04

All employees and students who intend to operate motor vehicles regularly or occasionally on the campus are required to register them and permanently display a registration decal on the vehicle.

For the purpose of these regulations, the term "motor vehicle" includes automobiles, trucks, motorcycles, motor scooters, motor bikes, and any other motor powered vehicle operating on land.

Central Oregon Community College assumes no responsibility for the care and/or protection of any vehicle or its contents at any time during which it is operated or parked on the campus or other College property.

The individual to whom the parking permit is issued shall be responsible for all parking/traffic violations of the vehicle so registered regardless of who is operating the vehicle.  The permit holder shall advise all drivers of his/her vehicle of the policies of the College regarding campus traffic and parking, particularly where the vehicle is authorized to be parked.

A bona fide visitor is any person other than staff or student who parks a non-registered vehicle on campus.

B-3-4       Inventory                                         Revised: 5/29/09

It shall be the policy of Central Oregon Community College to maintain an inventory of all equipment owned by the College.  For this purpose, an inventoried item of equipment is one with a useful life of two years  and an initial cost of  $500  or more.

Equipment inventory lists shall be updated yearly, verified, and a physical inventory of all equipment taken biannually. The Associate CFO shall make the necessary arrangements with appropriate individuals to complete the biannual inventory.  The Office of Fiscal Services shall be notified in writing whenever an item of equipment is permanently moved from one building to another.

B-3-5      Building Security Policy

The primary responsibility for the security of the campus buildings lies with the Director of Campus Services.  All of the staff using the buildings, however, share that responsibility to a certain degree.

B-3-5.1           Key Control                                       Revised:  5/28/04

The Director of Campus Services has the responsibility for issuing keys to authorized individuals.  Keys will be issued according to the following guidelines:

  1. Each full-time employee or other authorized individual will be issued keys giving them access to their building and office.

  2. Department Heads, or individuals whose responsibilities encompass the use of an entire building will be issued a master key for the building.  Such master keys will be issued on the written approval of the responsible Vice President/Dean.

  3. Grand Master keys will be issued only with the approval of the President.                                                                                                                            

Campus Grandmaster Keys, both interior and exterior, will be maintained on campus, in a secure and lockable container, when not being used by an employee in the performance of their duties.

Employees are prohibited from removing Grandmasters from the campus when the employee is not performing their duties.  Department Heads are responsible for the security of Grandmasters issued to employees under their supervision.  The Director of Campus Services will routinely monitor for compliance of this policy.

The President may grant, in writing, the approval for certain employees to remove Grandmaster keys from campus.  Approval will normally be limited to those employees whose job responsibilities require them to come to campus for emergencies.

B-3-5.2           Responsibility for Keys

Keys are issued to employees of the College and to certain other individuals to accomplish the work of the College.  Individuals issued keys are responsible for them and shall not loan such keys to other individuals.  Keys issued to employees should not be used to provide access to buildings for other employees and citizens-at-large except within authority assigned to the keyholder by the College.  Lost or misplaced keys should be reported immediately to the  Office of Campus Services.

B-3-5.3           Responsibility of an Individual Who Goes Into a Locked
                        Building

Staff and other authorized individuals have the responsibility for the securing of doors to buildings once they enter a building which has been locked.  They should check to see that the door they enter is latched sufficiently to prevent anyone from entering after them.

Staff and other authorized individuals should also secure the exit doors when they leave the building.  If unable to do so, the Campus Services Office  should be contacted and advised of the problem.

A person entering the building after it has been secured accepts responsibility for the security of that building until he/she leaves the building.

B-3-5.4           Facilities Use During Hours When Buildings are 
                        Normally Locked

The use of buildings that have been previously secured should be limited to those staff or other authorized personnel engaging in legitimate College or instructional activity.  These persons should have a definite need or purpose to enter that particular building.  The buildings or rooms they enter should be the ones they would use during their normal course of work.

B-3-6             Inclement Weather School Closure

When the College is forced to close because of inclement weather, the College will put an announcement on the recording machine at the switchboard.  This recording will have the official information regarding reporting to work requirements.  When an announcement is made on the radio that classes are canceled, College staff should call the general College number, 383-7700, for reporting to work requirements.  An announcement will be on the recorder by 7 a.m.

B-4-0       BOOKSTORE

The Central Oregon Community College Bookstore exists to serve the students and staff of the institution.  The Bookstore must  operate as a self-supporting activity.  The price structure of the  Bookstore  will be designed to make books and supplies available to students at a reasonable price,  while covering all expenses of the operation.

Textbooks:                                                                          Revised: 10/13/04; 5/5/09

Adoptions:  Textbook Adoption Forms must be completed by each instructor for each course they are teaching each term, approved by the Department Chair and submitted to the Bookstore by the established term deadline (Fall: May 1; Winter: October 30; Spring: January 30;  Summer: April 17).  Textbook Adoptions submitted after the deadline may not arrive on time without additional expense to the Department and will not be included in consideration for Buy-Back.  Assumptions about the current or continuing book inventory should not be made.  Regardless of whether a book has been used in the past or is currently in inventory, an Adoption must be received to guarantee sufficient books for a class.  Adoption must be received even if no text is required and so stating that fact.  Books not adopted will be returned to the publisher each term.

Adoption of instructor-authored textbooks:  Instructor selection of educational materials is essential to providing quality materials. This guidance regarding the selection of a textbook authored by a COCC instructor is meant to ensure that right to select the most appropriate textbook while safeguarding the instructor from any appearance of conflict with the Oregon Ethics law (which prohibits public employees from "using their official position to obtain financial gain").

  1. Instructors who have authored textbooks and wish to require those textbooks for COCC credit courses must first submit this request to the Vice President for Instruction for approval, prior to submitting book order.

Information needed with request would include:

  • Details of publisher contract regarding royalties
  • Availability of other texts
  • Justification for selecting this text (brief)
  • Price, and comparison with prices of other texts available for such a course
  • Strategies instructor employs to reduce student textbook cost (example: copy of text on reserve

Timeline - submit request 3 weeks prior to deadline for book order.

        2.   Royalties derived from COCC sales are to be diverted by the instructor to the Foundation (when instructor is paid royalties by the publisher).

        3.  Whether any share of royalties for sales outside COCC go to the College is governed by Article 18 of the Faculty Collective Bargaining agreement.

Publisher Policies:  Most publishers allow adequate return policies for textbook overstock.  However, there are still publishers who have extremely limited return policies or don't allow returns at all.  In cases where the publisher has restrictive policies, the Department will be notified and have the final say in the Adoption of the book and the order quantity. Unsold, nonreturnable books will be charged back to the Department at the end of each term.

Changed Orders:  If a textbook selection is changed after the Bookstore has placed its orders, it can be done only with the authorization of the Department Chair. The Department then becomes responsible for all costs connected with the change: all freight costs, books purchased at Buy-Back and any that students may have purchased and damaged.

Over-enrollment:  It is very important for each instructor to notify the Bookstore when it is evident that a course enrollment has exceeded the expected enrollment given to the Bookstore.  If the Bookstore is notified prior to selling out of books, one copy will be placed on reserve at the library until the reorder arrives.  The Bookstore does not provide books for long term library reserve.  This must be provided by the Department or the instructor.

Course Packs:  If an instructor wishes to have printed materials sold through the Bookstore, the process begins with a Textbook Adoption Form, listing the Course Pack as if it were a textbook.  The instructor will be sent a copyright disclaimer form, which will need to be signed and returned to the Copy Center.  The Copy Center will then secure rights and establish royalty fees for any copyrighted materials, a six to eight week process.  All copyrighted materials are reprinted in accordance with federal copyright laws.  The instructor will also submit the master and the printing instructions to the Copy Center.  The Bookstore will determine the number to print, the Copy Center keeps the master, and prints on demand to cover any shortages.  Any royalty fees will be added to the cost of the Course Pack.  Masters will be returned at the end of the fourth week of the current term. 

Student Policies:                                                            Revised: 10/13/04

Returns:  During the first two weeks of fall, winter and spring quarters and the first week of summer quarter, students may return textbooks for a full refund if the books are completely clean, unmarked, and undamaged, packaged items are not opened, and they have their cash register receipt from the current quarter.  The refund will be made in the tender rendered.  If the book is damaged or written in, it will be refunded at half-price and sold as a used book.

Defective Books:  Should a student purchase a defective book (missing pages, binding falling apart) he/she should return it immediately for a replacement.

Buy-Back:  Two types of Buy-Backs are conducted at the Bookstore:  Term-End and Mini-Buys. Term-End Buy-Backs are held during Finals Week.  Hours and days are posted.  At this time, students have the opportunity to sell their textbooks.  There is no guarantee that any book will ever be purchased at Buy-Back.  However, the Bookstore buys as many books as possible.  The Buy-Back is conducted by Bookstore staff who purchase for the Bookstore and for the wholesalers.  This gives the widest buying power for used books.  Ongoing-Buys are conducted daily, except during Rush and Term-End Buy-Backs.  At this time, books are purchased from wholesale companies.  Students are encouraged to wait until Term-End Buy-Back for the best possible price.

Instructor's Manual and Desk Copies:

Instructors should order their own manuals and desk copies directly from the publisher.  Depending on publisher, these are provided at no charge by the publisher once a book has been adopted for use.  The Bookstore can provide desk copies in cases of emergency.  These will be charged to the Department at the time they are picked up.  Full credit will be given for desk copies replaced with new, clean copies before the end of the sixth week of the term. 

Supplies:

General school, office and art supplies are carried at the Bookstore.  Selections are based upon sales history and requests from the campus community.

Required for a Course:  Supplies required or recommended for a course should be listed on the Textbook Adoption Form to insure adequate stock and timely arrival.

Department Charges:

Department budgets are directly charged for supplies and books purchased at the Bookstore. Budget Administrators submit authorization cards that determine who may charge on each account.  Special ordered supplies are discounted, if possible.

College Staff:                                                                         Revised: 10/13/04

Discounts:  College staff is given a 20 percent discount on most merchandise purchased at the Bookstore.  Staff must identify themselves before the transaction and must be present to get the discount.  Please do not send others to get your discount.  The Bookstore is not able to honor this request.

Charges:  Full-time college staff may sign up for payroll deduction for purchases made at the Bookstore.

Services and Merchandise:                                                     Revised: 10/13/04

Services available to the college community for a fee, include incoming and outgoing Fax service, stamp sales, and special ordering of books, software and supplies.  Merchandise selections include textbooks, school, office, and art supplies, general reference and reading books, educationally priced software, imprinted clothing and gifts, snack foods and greeting cards.

B-5-0      PRINTING AND MAIL SERVICES                                       Revised: 10/13/04

Printing and Mail Services provide the following services for Central Oregon Community College:  duplication and bindery of printed materials, photocopier toner, paper supplies, various college forms, campus mail delivery, UPS, Federal Express and US Postal Service.

B-5-1       Printing                                                                  Revised: 10/13/04

Duplication:  Duplication services on camera-ready copy are available to all campus departments and organizations.  Charges are made for printing and bindery services, based on the current rate.  Department budgets are directly charged for all services.   Various types and colors of paper are available.  Please check with the Copy Center staff.

Printing Exams:  Work-study students perform the work in this department.  Please send all exams in a sealed envelope.  It is wise to prevent temptation.

Equipment:  Duplication and bindery equipment may only be used by the staff of the Copy Center.

Photocopiers:  Photocopiers are located in each building.  Each Department may request personalized copier account numbers or as many as they require for their billing process.  Copies made are charged back to the Department.  Paper must be ordered through Printing and Mail Services.  White, 20-lb. bond paper is provided. Other stock may be purchased by the Department.

B-5-2       Mail Services                                         Revised: 10/13/04; 5/19/06; 5/29/09

Central Oregon Community College Mail Services operation is a public supported service for official and exclusive use of Central Oregon Community College, in the conduct of College business.  It is operated pursuant to the United States Postal Service regulations.  Unidentifiable mail handled and/or processed through COCC's mail service is the property of COCC and may be subject to inspection at the Vice President for Administration's approval.

US Mail, UPS, Federal Express services for student and staff members are provided as a convenience to them and operated as a self-supporting service.  COCC reserves the right to limit or restrict use of this privilege when it feels it is in its best interest to do so.  

First Class Mail:  First class mail is processed daily and goes to the Post Office daily at 3:30 PM. 

Bulk Mailings:  If you are planning a bulk mailing, please consult with Mail Services prior to printing to insure that the piece meets the regulations of the US Post Office and that the Bulk Mailing account has enough postage to cover the mailing.

Campus Delivery:

Mail is picked up and delivered on campus daily.  Route schedule is available in Mail Services. 

Other Services:  For Fed Ex, UPS or other courier service schedules, please contact Mail Services for appropriate delivery and pick-up times.

 B-5-3       Copyright

The College will comply with laws relating to copyrighted material.  Use of College-owned equipment to circumvent the law is contrary to College policy, and such use is solely the responsibility of the individual who violates the law.  Copies of the federal copyright law are available from the Bookstore.

 

 


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