Business

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B-1-0       GENERAL BUSINESS PROCEDURES

 B-1-1       Insurance                                                           Revised: 10/13/04

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

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

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

• Students who are excluded from FICA and FUTA taxes.

• Employees who contribute less that $200 per year.

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

• Employees who work fewer than 20 hours per week.

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

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

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

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

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

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

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

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

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

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

        B-1-3.2    College Auditors-Conflict of Interest   Approved:7/14/04

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

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

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

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

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

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

B-1-4.1           Secretarial Staff Use

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

B-1-5       Materials and Resources

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

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

B-1-6       Fund-Raising and Petition Support                          Revised:  5/00; 6/07             

It is the policy of the College that fund-raising efforts involving solicitation on-campus or off-campus shall have the approval of a principal administrative office of the College as follows:

1. On-campus solicitation by either College individuals or groups or off-campus individuals or groups shall have the approval of either the Director of Student Life or Director of College Relations.  This includes both solicitation of support through petition and the handing out of literature.
   
   If approval is given, the College will establish a fixed location for such activity.  This solicitation can in no way interfere with the educational process of students at the College nor impede individuals from free movement onto and on the campus.
   

2. Any on-campus group or off-campus group soliciting financial support for the benefit of the College shall first secure the written approval of the Vice President for Institutional Advancement.
   

3. Any use of the College's name in a fund-raising drive on behalf of the College, or any entity or activity, shall first have the written approval of the President.

B-1-6.1           Solicitation on Campus

The College makes a distinction between commercial agencies and service clubs. Commercial solicitation on the Central Oregon Community College campus by telephone, use of the campus mailroom distribution center, or personal contact, except those solicitations directly related to College matters, is prohibited.

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

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

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

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

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

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

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

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

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

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

          B-1-8      Fiscal Complaints/Concerns Procedure                   Approved: 10/13/04

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

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

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

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

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

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

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

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

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

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

 

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

How to Request a Public Record from Central Oregon Community College

There are two types of public records requests:

 

Informal Requests

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

 

Formal Requests

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

 

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

 

Guidelines for Public Records Requests

 

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

 

Central Oregon Community College

Office of the Vice President and Chief Financial Officer

Metolius Hall

2600 NW College Way

Bend, OR  97701

 

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

 

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

 

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

 

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

 

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

 

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

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

 

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

 

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

 

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

            
B-2-0       FISCAL SERVICES

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

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

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

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

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

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

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

• Irregular Wages to a non-salary line item

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

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

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

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

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

B-2-2       Grant and Special Project Administration

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

      Proposal and Application Submission                               Revised:  10/13/04

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

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

      Award Administration                                                       Revised:  10/13/04

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

Project reporting will be the responsibility of the Project Leader; fiscal reporting will be the responsibility of the Director of Fiscal Services.  The Dean/Vice President approving the initial project will serve as the immediate supervisor to the Project Leader.

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

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

B-2-3.1       Purchasing Procedures

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

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

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

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

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

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

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

B-2-4       Disposition of Surplus Capital Property    Revised: 10/13/04; March 9, 2005 

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

 B-2-4.1       Proceeds Received from the Sale of Surplus Property    Revised: 10/13/04

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

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

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

3. Sale of surplus library books.

4. Other activities specifically approved by the President.

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

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

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

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

The College will utilize the following investment instruments:

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

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

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

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

B-2-6       Travel Policy

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

B-2-6.1           Reimbursement

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

B-3-1       College Equipment Use

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

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

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

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

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

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

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

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

 1.      Request for Use of Facilities

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

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

A.      College Groups and Events -- No Facility Fee

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

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

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

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

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

2.       Application for Use  

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

 A.  Cancellation

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

B.  User Priority

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

1.  College instruction.

2.  College event.

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

4.  COCC - affiliated organization

5.  Non-College group or individual.

C.  Facility Availability and Requirements

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

3.  Event Content

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

4.  College Services and/or use of Equipment

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

A.  College Employees

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

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

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

B.  Audiovisual Equipment

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

C.  User-owned equipment and supplies

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

B-3-2.3           Denial of Requested Use of Facilities

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

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

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

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

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

• Computer Labs

• Grandview Student Center-Cafeteria

• Juniper Hall

• Mazama Physical Education and Recreation Center

• Photographic Laboratory

• Pinckney Center for the Performing Arts

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

     B-3-2.4.4      Photographic Laboratory Use

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

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

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

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

     Use of the Pinckney Center will also incur supervision charges.

     B-3-2.4.6      Designated Public Forum                             Revised 09/26/08

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

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

The Designated Public Forum areas on the Bend campus are located a the convergence of the paved walkways from Ochoco and Grandview to the Modoc Plaza area, the plaza in front of the Barber Library or at the main entrances to the Boyle Education Center.  At the Redmond Campus the designated area is the East entrance to the MATC Building.

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

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

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

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

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

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

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

4. No speech shall express or advocate racial, ethnic, religious, sex-based, other hate-based prejudice or other speech that incites students so as to create a clear and present danger of the imminent commission of unlawful acts or of the substantial disruption of the orderly operations of the college.

5. The Designated Public Forum will not be used for any commercial activity, nor shall there be any solicitation of funds of any kind in the area, nor shall there be any implied solicitation of funds in the area, unless specified by B-1.6.1 Solicitation on Campus.

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

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

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

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

The individual to whom the parking permit is issued shall be responsible for all parking/traffic violations of the vehicle so registered regardless of who is operating the vehicle.  The per