General Procedures

G-1-0ADVERTISING
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-2-0ALCOHOLIC 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-2-1COCC BEVERAGE and FOOD POLICY
Approved: 9-29-08      Revised: 05/09/14

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 guests' food and beverage expenses. With the exception of pre-approved guests, it is not permissible for a COCC employee to pay for 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. Generally, it is inappropriate to expend College funds for these purposes. However, as outlined in the COCC accounting procedure entitled "Employee Gifts and Events," a department can seek approval to help fund refreshments at an on-campus reception for a retiree (see accounting procedures for details).

Meals/Beverages on Day Trip (no overnight stay):
Non-overtime meals/beverages, including lunch, can be reimbursed only when the employee is attending a conference, seminar, convention, board meeting or, 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 two 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 stated 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.

RELATED ACCOUNTING PROCEDURE

Employee Gifts and Events:

The College provides awards and gifts to employees in the following forms; 

  1. Employee Achievement Awards (qualifying recipients determined through HR Dept.);
  2. Length of Service Awards (qualifying recipients determined through HR Dept.); and
  3. Full-Time Employee Retirement Gifts (qualifying recipients determined through employee's Department).

These awards/gifts cannot exceed $100 and must be in the form of tangible property (e.g., plaques, pen-sets, coffee mugs, clothing, etc.) and not cash, cash equivalents (e.g., gift cards) or other non-excludable awards (all considered taxable income by the IRS).  Staff or departments may want to recognize employees for outstanding achievement, or length of service with a reception, party or lunch. It is inappropriate to expend college funds for these purposes. The Department may, however, seek approval to use some or all of the $100 available for a retirement gift on refreshments at an open, on-campus retirement event.

G-3-0BUSINESS 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-4-0CHILDREN ON CAMPUS
Revised: 3-15-13

  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-4-1LACTATION 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-5-0COLLEGE 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-5-1Clothing 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-6-0COMMITTEE STRUCTURE
Approved: 1/9/97; Revised: 9/28/11; 5/17/2011; 11/12/13

Central Oregon Community College values shared governance.  Shared governance entails full and active participation by faculty, administrators, staff, and students, who share responsibility as equal stakeholders for the mission, vision, goals, academic integrity, and institutional sustainability of the College.  This mutual responsibility requires that stakeholders engage in free and open discussion, join in collaborative decision-making, and mutually inform one another of resolutions.

College committees have been established to implement present policies and procedures and to plan for the future.  Committee members, consisting of elected or appointed members from the various areas on campus, collaborate in the decision-making process on broad curricular, academic, and policy issues.

Some primary responsibilities for implementation and decision-making reside with particular stakeholders.  The guiding principle is that institutional policy making is done in collegial collaboration with respective college stakeholders and their representatives.

Shared governance requires all such decisions be communicated effectively to the general college community, with special emphasis on the need for accountability with timely, reasoned explanations for any modification or rejection of recommendations.  For specific language on the approval process refer to G-6-1.3.

In order to be effective, shared governance requires respect for the process and all participants, open communication, and a mutual basis of trust that enables all to express their views freely with the expectation that their contributions will carry weight in the decision-making process. 

The College utilizes a number of different kinds of committees to carry out its work.  When applied to a committee, the term "College," in most cases, implies that the committee has broad representation from a number of groups within the College and has required broad-based agreements in defining the functions of the committee.

The College has six types of committees or organizations:

  • Policy:   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 policy 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.

G-6-1College Governance & Other Committees
Approved: 12/14/99
Revised: 3/1/09; 9/28/11; 6/14/13

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-6-1.1Decision-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-6-1.2Definition 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-6-1.3Recommendations
Revised: 6/14/13

Decisions made by the Academic Affairs, Institutional Support, College Affairs 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 within ten working days of the decision. Following signature, Presidential action taken on Committee recommendations, with rationale if denied or tabled, will be posted by the Committee Chair to Electronic CommLines, with copies to: The Broadside, Student News folder and the committee that forwarded the proposal.

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 posted electronically on the College's General Policies and Procedures website on an annual basis starting September 1 of each year.

G-6-1.4Committee Communications
Approved: 12/14/99 Revised: 5/17/11; 6/14/13

Meeting agendas will include topics, first and second readings, action items, and time and location of coming meeting. Agendas will be posted to committee governance folders 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 governance folders 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-6-2College 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-6-3Academic Affairs Committee
Approved: 12/14/99
Revised: 3/1/09; 5/17/11; 1/19/12; 8/28/12; 11/16/12; 12/9/13

Charge:
The Central Oregon Community College Academic Affairs Committee advocates for instruction at COCC. This committee develops and recommends academic policy, facilitates and streamlines decision-making on academic issues, and facilitates communication across the campus community on academic issues.

Academic Affairs makes decisions within the parameters of the policy governance articulated by the COCC Board of Directors.

Primary functions of Academic Affairs:

  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 and procedure issues;
  4. Provide oversight for Curriculum Committee, Learning Community Committee, and Academic Reinstatement Committee;
  5. Assure that curricular decisions, academic priorities, and instructional policies are held accountable to the mission of the College;
  6. Communicate decisions made by Academic Affairs to other campus groups;
  7. Review Minutes from COCC's Curriculum and Learning Communities Committees.  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

Membership includes representation from a wide range of College constituents affected by Academic Policy.

Faculty (4)*

Elected by the Faculty Forum

Voting

Two years

Faculty Forum President-Elect or Forum Executive Team designee when no PE is available

Automatic

Voting

One year

Faculty At-Large (1)

Elected by the Faculty Forum

Voting

Two years

Vice President for Instruction (VPI)

Automatic

Voting

Standing

 Department Chairs Representative

Appointed by Chaimoot

Non-Voting

One year

ASCOCC Representative

Appointed by ASCOCC

Voting

One Year

Registrar

Automatic

Non-Voting

Standing

Curriculum and Workforce Data Specialist

Automatic

Non-Voting

Standing

IT Representative

Automatic

Non-Voting

Standing

 Note Taker

Appointed

Non-Voting

One Year

* Four faculty members (at least 3 of whom are tenured) elected by the faculty forum, serve staggered two-year terms, with the option to stay for additional year if serving as chair in the third year. 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.

Each voting member will recuse him/herself from voting on decisions in which he/she believes he/she may have a conflict of interest, including over-representation by any one department on pertinent issues.

The President of the College may appoint non-voting administrative liaisons to sub-committees or task forces.

Chair Election:

The committee shall elect a new Chair by the last meeting in April, prior to Faculty Forum Elections. 

Presentations to Academic Affairs:

Academic Affairs encourages presentation of all instructional issues by all campus constituents.  Examples of relevant instructional issues include but are not limited to:

  • Significant changes (changes of 30% or more) to programs, degrees, creation of new programs.
  • Instructional policies impacting admissions, advising, curriculum, Banner, students.
  • Instructional policies impacting faculty, such as academic calendars, campus-wide outcomes, block scheduling, grading policies, final exam schedules.

Presentation Process:

Discussion Items:  Presenters may simply want advisory input or to notify the committee of campus discussions.  These presentations do not require a decision by the committee.  In these situations, the Committee may advise and/or approve support but no first or second reading is required.  These situations will be noted in the Minutes.  If presentations include issues not relevant to Academic Affairs, presenters will be referred to appropriate campus resources, including other committees.

Action Items:   Presentations including an Action Item are required to complete and submit the following form (Form #1: Presentations to Academic Affairs Checklist) prior to being scheduled.  Following the presentation, a signature form (Form #2: Academic Affairs Action Item Signature Form) must be signed by the presenter, the chair of Academic Affairs and the VPI to indicate the decision has been reviewed.  The presenter, chair, and VPI all receive copies of the form for their records.

Action Items may receive any of the following options:

  1. Approve the proposal as submitted.
  2. Approve an amended proposal.
  3. Vote against a proposal.
  4. Create a task 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 a task force.
  7. Refer the issue to the Vice President for Instruction/Instructional Deans and/or other appropriate College Committees (such as College Affairs, Student Affairs, Chairmoot, CTE Council, Institutional Support Committee, Faculty Forum) for broader review and consideration.

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.

Recommendations made by Academic Affairs and approved by the President should be implemented by responsible parties.  In addition to those presenting proposals to Academic Affairs, other parties may be involved in implementation and communications regarding action items.  The table below describes individuals or groups potentially included in communication and implementation of recommendations. 

Recommendations for Implementation of and Communications about Approved Proposals:

Recommendations
Parties included in communication/implementation
Program Level 
Program Director, VPI, Dean, and/or Faculty Forum President
Instructional policies that impact admissions, advising, curriculum, banner, and students
VPI, other appropriate administrator, Dean and/or Faculty Forum President
Instructional policies that impact faculty
VPI and/or Faculty Forum President
Policies that impact the larger campus
VPI, Faculty Forum President, College Affairs and/or President

College Communication:

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

G-6-3.1 Learning Community Committee
Approved: 12-14-12

Charge

The Learning Community (LC) Committee is a sub-committee of the Academic Affairs (AA) Committee and will review all new proposals and revisions for learning communities. The LC Committee will promote and support the teaching of learning communities on our campus.

Among its primary functions the Learning Community Committee will:

  1. Review and make recommendations to the Vice President for Instruction for the approval of learning community applications.  All new and revised learning communities will be reviewed by the LC Committee prior to instruction.
  2. Maintain and facilitate documentation related to the learning communities’ review and support process.
  3. Review each learning communities’ assessment of student performance outcomes as part of its evaluation of the viability of LC college offerings.
  4. Work closely with the offices of the VPI and Student Services to consider issues related to the offerings of learning communities’ courses such as compliance with college standards, accreditation standards, fiscal efficiency, and alignment with the college mission, values, and learning outcomes.

Membership Voting Status and Terms

Faculty (5)*
Elected by Faculty Forum
Voting
Three Years
Student Services (2)**
Appointed by the Dean of Student & Enrollment Services
1 Voting & 1 Non-Voting
Three Years
Vice President for Instruction (or designee)
Automatic
Voting
Standing
ASCOCC Representative
Appointed by ASCOCC
Voting
One Year

*At least one faculty member must have prior LC teaching experience, one faculty member with basic skills instructional experience, one senior faculty (Associate or Full Professor) and other faculty from different disciplines that provide cross-campus representation for the committee. Note: to establish a staggered tier in the committee terms of service, for the first elections in May 2013, two of these five faculty seats will have a 2-yearterm. In subsequent elections all faculty seats will have a 3-year term of service.

  ** One of the two members will serve on an ad hoc basis as a non-voting member. Student Services members may include representation from Admissions, Advising, Student Life, Financial Aid.

Chair

Chair to be elected annually by the committee. Chair will communicate LC Committee minutes to Academic Affairs as part of AA’s oversight.

G-6-4College 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-6-5Institutional 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-6-6College 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-6-6.1Significant 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-6-7College 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-6-8.1Technology 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-6-8.2Diversity 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:
    1. Access: Increase opportunities for underrepresented populations to attend and succeed at COCC
    2. Awareness: Spread understanding of the challenges and opportunities within a diverse society
    3. 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-6-8.3SAFETY 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 FACULTY PROMTIONS COMMITTEE
Revised: 3/1/09; 5/17/11; 5/9/14

Charge

The Faculty 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-6-8.5COLLEGE 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; 6/6/14

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 (PIP). This committee will also verify that the PIP is consistent with promotion expectations and needs no further review. The committee shall publish appropriate timetables, procedures, and other material to facilitate faculty professional improvement at Central Oregon Community College. The committee is part of the approval process for sabbaticals and selects the recipients of the Faculty Achievement Awards.

Membership, Voting Status and Terms

Faculty (4)* at least two members of committee must have rank of Associate Prof or higher.

Elected by the Faculty Forum

Voting

Three years

Faculty (2)* at least two members of committee must have rank of Associate Prof or higher

Nominations submitted by Faculty Forum Executive Committee to Vice President for Instruction; VPI to appoint.

Voting

Three years

Vice President for Instruction (or designee)

Automatic

Voting

Standing

* Should serve staggered three year terms.
Committee members may apply for sabbaticals while serving on PIRT but must recuse themselves from the selection process.

Chair

G-6-8.7Review 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 request 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

  1. 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.
  2. 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.
  3. 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-6-8.8Strategic 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-6-8.9SEM 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-6-8.10DATA STEWARDSHIP ADVISORY COMMITTEE
Approved: 3/15/13

The primary purpose of the Data Stewardship Advisory Committee is to facilitate a cohesive approach to managing and utilizing data at COCC. In support of this purpose, the Committee will provide guidance and recommedations to the Executive Team and other administrative units.

Membership is pulled from critical data "managers" across the institution that have the knowledge, responsibility and authority to describe, establish, promote and enforce procedures around data.

The Committee will meet a minimum of once a month.

Membership:

Represented Area

  • Banner Module - Student
  • Enrollment Services - Admission & Records
  • Enrollment Services - Financial Aid
  • Fiscal Services
  • Human Resources
  • Institutional Effectiveness
  • Instruction - Credit
  • Instruction - Credit/Secondary
  • Instruction - Community Learning
  • Information Technology - MIS Team
  • Information Technology - Infrastructure
  • Information Technology - MIS Director (Co-Chair)
  • Institutional Effectiveness - Director (Co-Chair)
  • Institutional Effectiveness - (Support)

G-6-8.11    Sustainability Committee, Advisory to College Affairs       Approved:  11-17-11

Charge: The Committee will inspire and encourage COCC students, faculty, and staff to embrace sustainable practices at COCC.  The Committee has a balanced responsibility:  1. To facilitate integration of sustainability issues, science, socio/political debate and related elements into the instructional curriculum;  2. To foster institutional operations which are environmentally sensitive and model sustainable practices; 3. To integrate sustainability practices in a ways which are cost effective and  make institutional operations simpler rather than more complex.  The Committee will model good practices and educate the College community to promote sustainability.  The Committee will also consider thoughtful operational systems and procedures that foster movement of the College and community toward a sustainable society.  The committee will not force or mandate, as such mandates weaken an organizational understanding of sustainability practices presently and in the future.

This Committee Charter recognizes that actions and projects supported by the Sustainability Committee will be assessed in an effort to demonstrate outcomes (Student Learning Outcomes and Institutional Outcomes) and also to evaluate such initiatives in light of institutional capacity.  One goal is to demonstrate that through good sustainable education and conservation, significant monetary savings for the College can result.

Scope of Responsibilities: Through inviting and creative ways, the Sustainability Committee will provide opportunities for students, faculty, and staff to learn about sustainable practices and advance the campus sustainable environment.  The Committee will provide department opportunities to learn about good sustainability practices that may become embedded in curriculum.  The Committee will also recommend improvements and modifications to COCC operational practices as appropriate, working within the existing budget process to pursue appropriate strategies having a fiscal impact. 

Membership, Voting Status and Terms

Students (2) Selected by ASCOCC Voting One year
Faculty (4) Elected by Faculty Forum Voting Two years
Classified Staff (3) Selected by Classified Association Voting Two years
Administration (2) Appointed by the President Voting Two years
Director of Campus Services –(Joe Viola) Automatic Voting Automatic

Appointments shall be made annually with staggered two-year terms.  Two faculty positions, one classified staff position, and one administration position will be a one-year term in the committee’s first year to set up the staggered terms.  Student appointments may be made quarterly to maximize attendance and to accommodate schedules. 

Meetings are open to all who would like to attend and participate.  Opportunities exist for nonvoting members who have interest in the activities of the committee.

Committee Chair: Committee Chair to be elected annually by the committee.         

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

G-6-9.1College 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-6-9.2ChairMoot
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-6-9.3Threat 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-6-9.4     COLLEGE PLANNING TEAM
Approved: 06/06/14

Charge

The primary purpose of the College Planning Team (CPT) is to coordinate College planning efforts, including the work of the College Planning Theme Teams.  The CPT is tasked with monitoring the activities of the Theme Teams and providing guidance.  The CPT will facilitate a comprehensive and cohesive approach to planning furthering the College's adoption of the 2013-2018 Strategic Plan.  In pursuit of this purpose, the CPT's scope includes the following activities:

  • Develop and endorse the Theme Team charters.
  • Monitor activities of the Theme Teams to ensure alignment with the Strategic Plan to achieve College mission fulfillment.
  • Where appropriate, develop and/or adopt templates for use across the institution.
  • Review Strategic Objectives, Indicators and Measurements to ensure uniformity.
  • Coordinate communications on College planning to internal and external audiences.
  • Support and document planning activities, seeking to develop a comprehensive, uniform approach to planning based on best practices that will assist the College with Student Success, Accreditation, Achievement Compact, Program Improvement and other initiatives.
  • Assist the College address specific Accreditation Recommendations related to the Themes.
  • Establish a task list and calendar/timeline of completion dates.
  • Review the Strategic Planning process annually and update documentation.

Membership

Membership is drawn from across the institution and includes employees with the knowledge, responsibility and authority to meet the responsibilities of the Charter, with the number of members determined by the President and serving at the discretion of the President. Faculty members shall be nominated by the Faculty Forum to the President for consideration. Classified staff members shall be nominated by the COCC Classified Staff Association to the President for consideration. The CPT will report to the President. The term of Committee Members will be two years, with initial membership terms staggered between one and two years to ensure a continuation of experienced members on the Committee. The Committee will initially meet once a month.

Members:
College Planning Team

 Representative

Area Represented 

Term 

Co-Facilitator   Administration  2014-2016
Co-Facilitator  Administration / Instruction   2014-2015 
  Faculty   2014-2016 
  Faculty - CTE   2014-2016 
  Classified Staff   2014-2015 
  Classified Staff   2014-2016 
  Classified Staff   2014-2016 
  Administration   2014-2015 
  Administration   2014-2016 
  Student   2014-2015 
SUPPORT     
  Institutional Effectiveness Support  Ongoing 
  Administrative Support  Ongoing 

G-6-9.4.1     COLLEGE PLANNING THEME TEAM

There are five (5) Planning Theme Teams that reflect the focus of the College Strategic Plan:

  1. Transfer & Articulation
  2. Workforce Development
  3. Basic Skills
  4. Lifelong Learning
  5. Institutional Sustainability

Charge

The primary purpose of the five Theme Teams is to facilitate a cohesive approach to furthering the College's adoption of the five themes outlined in COCC's 2013-2018 Strategic Plan.  In support of this purpose, the Theme Teams will work on the following activities:

  • Develop a narrative description outlining the specific meaning behind each strategic objective
  • Establish indicators and rational for each strategic objective - determine how the College will know objectives are being met.
  • Establish benchmarks for each Strategic Planning indicator - determine what will the College consider success.
  • Provide operational suggestions to the institution - what could be implemented to improve success.
  • Assist the College in addressing Accreditation Recommendations related to the Themes
  • Assist the College in addressing Achievement Compacts, Student Success Initiatives, Program Improvement and other needs.
  • Document the work being done and assist the College in communicating efforts to the both internal (faculty/staff) and external audiences (state, accreditation, etc.)

Membership

Membership is drawn from across the institution and includes employees with the knowledge, responsibility and ability to foster accomplishing the activities listed above, with the number of members determined by the President and serving at the discretion of the President. Faculty members shall be nominated by the Faculty Forum to the President for consideration. The term of Team Members will be two years, with initial membership terms staggered between one and two years to ensure a continuation of experienced members on the Team.The Theme Teams will report to the College Planning Team.

The Theme Teams will initially meet a minimum of once a month.

Team Membership:

TRANSFER & ARTICULATION

 Representative

Area Represented 

Term 

 Co-Chair Instructional Administration   2014-2016 
 Co-Chair  Faculty   2014-2016 
  Faculty   2014-2015 
  Faculty   2014-2016 
  Classified   2014-2015 
  Classified  2014-2016 
  Administration   2014-2015 
  Administration   2014-2016 
 SUPPORT    
  Institutional Effectiveness Support   Ongoing 
  Administrative Support   Ongoing 

WORKFORCE DEVELOPMENT

 Representative

Area Represented 

Term 

 Co-Chair Instructional Administration   2014-2016 
 Co-Chair  Faculty   2014-2016 
  Faculty   2014-2015 
  Faculty   2014-2016 
  Classified   2014-2015 
  Classified  2014-2016 
  Administration   2014-2015 
  Administration   2014-2016 
SUPPORT     
  Institutional Effectiveness Support   Ongoing 
  Administrative Support  Ongoing 

BASIC SKILLS

Representative 

 Represented Area

 Term

 Co-Chair Instructional Administration   2014-2016 
 Co-Chair Faculty   2014-2016 
  Faculty   2014-2015 
  Classified   2014-2016 
  Classified   2014-2015 
  Administration   2014-2016 
  Administration   2014-2015 
SUPPORT     
  Institutional Effectiveness Support   Ongoing 
 Administrative Support Ongoing 

LIFELONG LEARNING

Representative 

 Represented Area

 Term

 Co-Chair Instructional Administration   2014-2016 
 Co-Chair  Faculty   2014-2016 
  Faculty   2014-2015 
  Classified   2014-2016 
  Classified   2014-2015 
  Administration   2014-2015 
  Administration   2014-2016 
  Administration   2014-2016 
SUPPORT     
 Institutional Effectiveness Support   
 Administrative Support  

INSTITUTIONAL SUSTAINABILITY

Representative 

 Represented Area

 Term

Co-Chair  Administration   2014-2015 
Co-Chair  Administration   2014-2015 
  Faculty   2014-2016 
  Faculty   2014-2015 
  Classified   2014-2016 
  Classified   2014-2015 
  Administration   2014-2016 
  Administration   2014-2015 
  Administration   2014-2016 
 SUPPORT  
 Institutional Effectiveness Support  Ongoing 
 Administrative Support  Ongoing 


G-6-9.5  COLLEGE ART COMMITTEE CHARGE
Approved 05/09/14

Vision:

Central Oregon Community College will be known regionally for the quality of its art both on College grounds and within its buildings. The art will contribute to the College educational experience by challenging the viewer to develop greater aesthetic appreciation and role of art in contemporary culture.

Committee Charge:

The Art Committee will coordinate the selection and acquisition of high quality interior and exterior art for permanent and temporary installations on College grounds and within its buildings. Processes may include competitive calls for art, donations, and direct purchase. The Art Committee will maintain an inventory of College owned art and identify possible locations for displaying art, generally overseeing the College art collection in cooperation with other College departments for displaying, insuring, promoting, and safeguarding the art.

Appointment of Members
(Terms beginning in Fall 2013)

1 Chair - appointed by the President, three-year term

1 Deans and Vice Presidents - appointed by the President, three-year term (initial term one-year to ensure overlapping terms)

2 Faculty - one from the Fine Arts Department by Art Committee invitation and agreement of department chair of the faculty's area, three-year term; one appointed by the Faculty Forum, two-year term

1 Student Representative - appointed by ASCOCC, one-year term

1 Classified Employee - appointed by the Classified Association, two-year term

2 At-Large Members - selected by nomination of the Art Committee, (1) two-year term; (1) three-year term

Rotating/temporary Member(s) - 1 Site Representative for any new construction tied to an art acquisition project. Other temporary members, as needed, for specific projects. Selected by nomination of the Art Committee.

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

G-6-10.1College Concerns Committee    (Revised 4/2009)

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 may not be the subject of a concern unless referred by that officer.

Process:

The College expects that most issues will be resolved informally by way of discussion between the student and the appropriate staff member.

For certain complaints or concerns, the College has established specific procedures to be followed. For example, complaints regarding grades are subject to the to the limitations and requirements of the Grade Appeal Procedure; complaints regarding harassment are subject to the harassment policy. Students will be expected to initiate their concerns or express their concern in accordance with those specific policies. In any other cases, students may have recourse to the Student Concerns Procedure.

Procedure:

1. The student will bring the issue to the appropriate staff members (for example, the instructor and/or department chair or the Director of Student Life) in an effort to resolve the issue informally.

2. If no resolution is reached, the student will present the concern in writing to the appropriate Vice President or Dean (any College administrator can be contacted for referral to the appropriate Vice President or Dean *). 

Form for written concern: The student shall make clear

· The act, omission, or matter which is the subject of the concern

· All facts the student believes are relevant to the concern

· Steps previously taken to resolve the matter informally

· The resolution sought

· All arguments in support of the desired solution

Note that the burden of proof at this point in the procedure is on the student, so the written statement of the concern should be prepared carefully and with full and relevant detail and documentation. A student who wishes assistance with preparation of a concern may contact the Director of Student Life, who will provide such assistance on request.

3. The Vice President * may 1) dismiss the concern as having no grounds for further review or 2) initiate an investigation. A concern may be dismissed (either prior to or following an investigation) if the Vice President * concludes the concern is:

· Untimely

· Based upon a non-grievable matter

· Being concurrently reviewed in another forum

· Previously decided pursuant to this review procedure

· Frivolous or filed in bad faith.

4. All parties to the concern will be given a copy of the written concern and asked to respond in writing.

5. The investigation will normally be concluded within two weeks. The Vice President * will provide all parties to the concern a written report of the results of the investigation and may provide a recommendation for resolution (or dismissal of the concern). 

6. If the Vice President's* recommended resolution is rejected by the complainant, or if no solution is recommended, the Vice President will refer the matter to the Student Concerns Committee.

7. Complaint Review Committee: Please see Section VII, Complaint Review Committee. Both the introductory paragraph and item 2 apply.

8. The Committee will provide all parties with advance notice of hearing dates, times, and places. The hearing will normally be convened within one week of the referral to Committee.

9. All parties to the concern shall be entitled to present witnesses, proffer documentary evidence, and question opposing witnesses. All parties are invited to present an oral summation to the Committee.

10. The Committee shall meet to review the concern and come to its conclusion in private. The Committee's decision shall be presented in writing, within one week of the hearing, to all affected parties.

11. Appeals

  • Appeals may be made in writing to the President.
  • Such Appeals must be made within ten (10) business days of the Committee's finding.
  • Appeals may only be made for the following reasons:
    • The party was not given notice of the proceeding; or
    • New evidence that would significantly alter the outcome of the proceeding that was not available at the time of the hearing is now available. (Note: Witnesses who were available at the time of the hearing but were not called do not constitute "new evidence.")
  • The decision of the President shall be made within ten (10) business days of the appeal and will be the final decision of the College.

* All references to "Vice President" refer to appropriate Vice President or Dean.

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-6-10.2Medical 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-6-10.3Insurance 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-6-10.4Naming 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-6-10.5Accreditation 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-6-11EMPLOYEE and STUDENT GROUPS

G-6-11.1Faculty 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-6-11.2Classified 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-6-11.3Associated 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-8-0FIREARMS        Revised:  05-09-14

No person - including students, employees, vendors, college patrons, or other visitors - may bring, possess, conceal, brandish, use or be in possession of a firearm, destructive device or other dangerous weapons (as defined by ORS 161.015 (1)(2), or give the appearance of being in possession, on college-owned or controlled property or at activities under the jurisdiction or sponsorship of the college, except as provided by  ORS 166.360, ORS 166.370 and federal law. (coming soon "Link" to Campus Public Safety FAQ webpage)

G-9-0GAMBLING

Gambling is not permitted on campus.

G-10-0MEDIA 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-11-0PARKING 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-12-0PETS ON CAMPUS
Revised: 5/17/13

Pets are not permitted on campus except for the following.

Animals allowed to be brought onto campus for teaching purposes would include:

  1. Be allowed to bring 1 to 2 animals into a Veterinary Technology classroom or lab, for demonstration purposes only;
  2. Demonstration purposes will be determined by the instructor;
  3. The instructor is completely responsible for overseeing the care of any animals while they are on campus. This will include any feeding, watering, walking and cleaning up, etc;
  4. Any animal brought onto campus for teaching purposes will be under 100% control at all times and will never be allowed to run loose;
  5. Any animal brought on campus will be required to be up to date on all vaccines;
  6. Any animal brought on campus will be well socialized and will not be placed in a stressful or harmful and possibly unsafe situation;
  7. No animal brought onto campus for teaching purposes will be left in a car at any time;
  8. No animal brought onto campus will enter any building other than those designated for teaching;
  9. No animal brought on campus for teaching purposes will be allowed to be disruptive or excessively vocal while on campus;
  10. All soiling accidents produced by teaching animals will be thoroughly cleaned and disinfected using KenneLSol solution. (See attached MSDS sheet);
  11. No animals that have been knowingly exposed to any diseases transmissible to humans will be allowed on campus.

G-13-0POSTING
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-13-1SHUTTLE 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-14-0PROCEDURES: 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-15-0PUBLICATIONS
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-16-0PUBLIC 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-17-0RAFFLES

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-18-0SKATEBOARDS, 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
Revised 1-10-14

Smoking or the use of smokeless tobacco is limited to campus parking lots only, unless otherwise posted. 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-20-0SPEAKERS
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-21-0VACCINATIONS

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-22-0STATIONERY

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-23-0ACCEPTABLE 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-23-1COCC Network Technology Resources Policy
Approved: 5/17/13

Policy Overview: COCC network technology resources used for college business require stewardship. These resources include, but are not limited to: College owned PCs, servers, network storage, network bandwidth, wireless services and classroom technologies. This policy establishes the proper use and guidelines pertaining to COCC network technology resources available to COCC employees. Any system that connects to COCC's network infrastructure is governed by this policy.

Policy Information

The policy outlines the appropriate use of network storage and the available resources for College business purposes.

  1. Personal Responsibility: Departments and individuals are responsible to manage their data storage needs. Employees may only maintain files on COCC-owned resources that are necessary for COCC business purposes.
    1. This policy is associated with the ITS Acceptable Use Policy governing the proper use of COCC technology resources.
  2. Acceptable Storage: Two types of network storage are available at COCC - 1) My Documents and 2) Network N: Drive Department Folder Storage
    1. My Documents- this folder is assigned to each employee of COCC. The intent of this individual storage allows the following types of work to be stored:
      1. COCC business-related documents that are pertinent to an individual's specific job
      2. Confidential documentation related to an individual's specific job
    2. N: drive department folders- these folders are provided to share departmental information. The intent of these department storage areas allows the following types of work to be stored:
      1. COCC business-related documents that are shared across the department
      2. Instructional or Course materials that are related to department curriculum and courses
      3. Process and procedural documentations relevant to the department
  3. Unacceptable Storage: Documents not approved to be stored on COCC technology resources:
    1. Personal documents including photos, music, and video files
    2. Any documents not related to college business and /or your job at COCC.
  4. Network Storage Management includes:
    1. Storage Capacity: COCC will provide a limited amount of network storage to all COCC employees and departments. Storage resources will be allocated, monitored and managed for My Documents and N: Drive Department folders for employees and departments to ensure that storage remains within total available resources. See 4c for link to guidelines
    2. Backup: COCC will backup the contents of the N: drive Department folders and individual My Documents folders per allocated storage guidelines - See 4c for link to guidelines
    3. Technical Assistance: COCC ITS department will work with individuals and departments to assist in network storage management. The ITS website provides guidelines and help documents to aid end users and departments;it is located at http://www.cocc.edu/ITS/Network-Administration/Network­ File-and-Print-Services/. An ITS helpdesk ticket may be created from the Employee Login page
    4. Security Guidelines: Departments and individuals are responsible for understanding and following guidelines that ensure secure storage of protected student, college and donor information. These guidelines are available on the ITS security website located at http://www.cocc.edu/Security/.

G-24-0COCC 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-25-0LOUIS B. "BART" QUEARY LIFETIME ACHIEVEMENT IN HIGHER EDUCATION AWARD
Approved: 7/17/03 Revised: 3-13-13; 11/12/13

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 (within one year)

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 College Affairs Committee, including screening process
Nominations submitted to HR for verification of qualifications
Forwarded to College Affairs Committee 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 (recipent not notified prior to event)

G-26-0SIGNAGE
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-27-0SECURE 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 Campus spaces ( see Secure Space List) 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.

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 the Vendor Access/Liability Acknowledgement 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.

G-28-0SEXUAL MISCONDUCT
Approved: 6-14-13

COCC believes in a zero tolerance policy for sexual misconduct. Members of the College community, guests and visitors have the right to be free from sexual violence. When an allegation of sexual misconduct is brought to the administration, and a respondent is found to have violated this policy, serious sanctions will be used to ensure that such actions are never repeated. All members of the community are expected to conduct themselves in a manner that does not infringe upon the rights of others.

To view the entire policy go to: http://www.cocc.edu/student-life/


G-29-0      ADMINISTRATOR OF THE YEAR AWARD

Approved: 11-12-13

Purpose:  An Award to recognize excellence in administration and includes a $1,000 award, plus an individual plaque and name on a perpetual plaque.

Eligibility:  

  • Current Administrator or Professional non-managerial employee who is no longer on a probationary contract.  (In their fourth year of employment)
  • Employee at .50 - 1.0 FTE.
  • Excludes members of E-Team and Administrators at a salary level of 32 or higher.
  • Nominee may not receive award more than once.

Criteria:  The Administrator of the Year award is for job performance at a level of consistent excellence and effectiveness.  The award criteria are purposefully broad to allow latitude in recognizing an employee's contribution to Central Oregon Community College.

Use the following as guidelines for nomination.  Not all criteria need be met or included:

  • Outstanding performance in primary assignment.
  • Promotes and represents COCC in an enthusiastic manner.
  • Respects & motivates students and COCC employees.
  • Provides excellent service to students, faculty and staff.
  • Meets challenges, willing to take risks, innovative.
  • Fosters a positive work environment.
  • College/Foundation/Community involvement.

Nomination Process:   Inaugural year:  CC/DC Committee issues announcement of award.  Nomination forms are sent to Chair of CC/DC.  Selection committee consists of CC/DC members and the President or his designee.  Announcement of award nominations issued by April 15, nominations due by April 30.  Committee must select winner by May 15.  Award is presented at the End-of-Year celebration. Administrator Of The Year Form   Subsequent years:  CC/DC committee alerts previous year's winner at the beginning of April to post announcement and gather committee.  Nominations will be sent to previous years winner and will follow timeline as listed in first year.

Committee will consist of:

  • Previous year's award winner
  • President or designee
  • Faculty member appointed by Faculty Forum
  • Classified member appointed by CACOCC
  • One Administrator appointed by VP for Administration
  • One HR Administrator as appointed by Human Resources department.

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