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  on a combination of food for an on-campus event and gift (on campus only). Funds will come out of department's budget and may not be used for the purchase of alcohol.  This applies only to retirement - no other 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; 3/3/16

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

Faculty Member At-Large

Elected by Faculty Forum

Elected by Faculty Forum

Voting

Voting

Two years

Two years

President of the Classified Association (or designee)

Automatic

Voting

Two years

Classified Staff

Appointed 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 PROMOTIONS 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