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G-1-0 ADVERTISING
Paid advertising can be arranged through the College Relations Office. Payment, however, comes from the individual departments.
G-1-1 Shuttle Bus Advertising Posting Policy Approved 09/16/08
College departments and recognized campus organizations may post, with prior approval, on campus Shuttle Buses. All posters, flyers, or other material, must bear the name of the sponsoring organization and date of posting and be submitted to the Financial and Contracts Analyst in Metolius for review and approval.
Any posting promoting an organization or gathering that is not in compliance with the COCC Equal Employment Opportunity/Affirmative Action Policy (HR-3-0) will not be approved for posting.
G-2-0 ALCOHOLIC BEVERAGES
Alcoholic beverages, and the consumption thereof, shall not be allowed on the campus of Central Oregon Community College except as permission is granted by the President through the completion of and Presidential signature on Request for Approval to Serve Alcohol on COCC Campus form.
The intent of the policy is to give the College the ability to provide complete and tasteful meal services for special social and cultural gatherings. The intent is not meant to allow other agencies, clubs, or individuals to use the policy as a blanket approval mechanism for serving alcoholic beverages on campus.
All such activities shall be in keeping with all Oregon statutes. Interested parties should contact the Financial and Contract Analyst.
G-2-1 COCC BEVERAGE and FOOD POLICY Approved: 9-29-08
Hosting Groups and Official Guests:
The College or an employee, in the normal conduct of a program or activity, may serve as host for official guests of the institution by paying for their meals and refreshments. Examples of official guests include, but are not limited to visiting scholars, dignitaries, potential donors, public officials and guest speakers. the overarching definition of an official guest is: "a person who has been invited to a COCC facility or function for a specific purpose that benefits the College's mission." Pre-approval by the appropriate Dean, Vice President or President is required prior to extending an invitation and a clear benefit to COCC must be documented when requesting payment of invited guest's food and beverage expenses. With the exception of pre-approved guests, it is not permissible for a COCC employee to pay a guest's food and beverage expenses and then seek reimbursement.
Exception: Regulations that govern reimbursement for expenses related to the interview process for COCC positions shall be dictated by current Human Resources practices.
Departmental Receptions & Intra-Departmental Functions:
Expenditures for refreshments, snacks, meals and non-alcoholic beverages may be appropriate for business, instructional or other planned meetings and events. Providing refreshments for a lengthy intra-departmental function or gatherings such as Program Advisory Committee meetings, which occur on an irregular basis, such as once or twice a year may be appropriate when a planned meeting is called to accomplish a specific mission related purpose. Providing refreshments for a weekly or monthly staff meeting is not appropriate. In some circumstances, the only time of the day where a comprehensive faculty/staff meeting is feasible is during the lunch hour. Using a "reasonableness test," it would be appropriate for the department to pay for a meal/refreshment (pizza, box lunches, etc.) during a working lunch at a College location. However, an intra-departmental working lunch held at a local restaurant would not be appropriate for reimbursement.
There may be an occasion where students or volunteers are participating in a planned after-hours support activity (e.g., event setup) for a specific purpose that benefits a College program or event. Using a "reasonableness test," it would be appropriate for the department to pay for a snack/meal/refreshment (pizza, sandwiches, non-alcoholic beverages, cookies, etc.). However, an after-hours activity held at a local restaurant would not be appropriate for reimbursement.
Departments may wish to hold receptions accompanied with food/beverages to honor employees for outstanding achievements, length of service and retirement. It is inappropriate to expend College funds for these purposes.
Meals/Beverages on Day Trip (no overnight stay):
Non-overtime meals/beverages, including lunch, can only be reimbursed when the employee is attending a conference, seminar, convention, board meeting, committee meeting as a representative of COCC where non-COCC employees are present. Breakfast and dinner can only be reimbursed if College related travel requires the employee to leave two or more hours before or return 2 or more hours after the regular work-day. Employee will be reimbursed using the current in-state per diem rates.
Alcoholic Beverages:
Institutional funds cannot be expended for alcoholic beverages. Alcoholic beverages may be served at banquets or other special group activities conducted as part of a planned College event. The full cost of alcoholic beverages must be recovered through charges to the participants or sponsoring group. If alcoholic beverages are purchased in the course of an event, the costs must be separated from meal charges.
Extended Approval:
When appropriate, the President may grant a comprehensive pre-approval in writing beyond the limitations state above to an employee whose specific assigned duties include advancing the interests of the college. Such extended pre-approval shall be granted annually or until revoked by the President.
ASCOCC:
Since the Associated Students of Central Oregon Community College have voted to tax themselves as a part of tuition and fees, the monies that they generate through this process are not a part of the general fund and, as such, are not governed by the above regulations. It is assumed, that prudent fiscal responsibility will be used by the ASCOCC organization, guided by the staff members employed in Student Life.
Rationale: Reconciliation of campus wide practices regarding the purchase of Beverages and Food with general fund dollars, indicates "officially" a policy that has here-to-fore been generally accepted across the campus, but without the backing of an official policy.
G-3-0 BUSINESS CARDS
Business cards for faculty and staff members are ordered through the College Relations Office. No business cards other than those approved by the Director of College Relations are allowed. In order to save money, orders are placed at pre-announced times and must be requested in a manner outlined by the College Relations Office. Click for online business card request form.
G-4-0 CHILDREN ON CAMPUS
1. Only students who are enrolled in a given class or lab may sit in the class or lab. Children (under high school age 14) are not permitted to be enrolled as a student at Central Oregon Community College.
2. Children (under high school age 14) 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. Notwithstanding the above, children (under high school age 14) 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-5-0 COLLEGE LOGO AND SEAL
The College seal and College logo cannot be used without permission of the College. Approval is given by the Director of College Relations. The College Relations Office has camera-ready copies of both the seal and logo and instructions on how to use them.
G-5-1 Clothing and Logo-ware Policy Approved 09-16-08
The College will on occasion require staff to wear college clothing or logo-ware to support a mission related program or activity (e.g., Enrollment Services staff on registration days). The College also encourages staff to wear college clothing and logo-ware to raise the college's visibility and increase community awareness. The cost of purchasing college clothing and logo-ware is outlined below:
Required by College: If staff are required to wear college 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. For 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 $50.00 unless approved in advance by appropriate dean or vice president.
Not Required by College: If staff are not required to wear college 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 $50.00 unless approved in advance by appropriate dean or vice president.
G-6-0 COMMITTEE STRUCTURE Approved: 1/9/97
Central Oregon Community College operates on the theory that representative government, based on democratic principles of free discussion and open access to ideas, is the most appropriate means by which to make decisions regarding the future development of the College. The College values input from represented employee groups, students, and community members in such decisions. The College utilizes a number of different kinds of committees to carry out its work.
The term "College" when applied to a committee implies, in most cases, that the committee has broad representation from a number of groups within the College family and has required broad-base agreements in defining the functions of the committee. There are two categories of committees with the designation "College" in their titles: College Standing Committees and College Special Purpose Committees.
In addition to "College" committees, other committees may be established by agencies within the College. The Faculty Forum and the Associated Students of Central Oregon Community College establish committees for their own purposes. These committees should have a designation other than "College" within their titles, such as:
"Student Government Committee on ..."
"Faculty Forum Committee on ..."
These other committees report to the agency which creates them and are answerable to the creating agency.
G-6-1 College Standing Committees Approved: 12/14/99
Revised: 3/1/09
Major standing committees have been established to implement present policies and procedures and to plan for the future. Each committee (College Affairs, Academic Affairs, Student Affairs, Institutional Support), has a specific area of jurisdiction for study and recommendation; but, 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 (e.g. meetings, electronic or telephone communications) to ensure inter-committee cooperation on items of interest and overlapping responsibility common to more than one group.
Meetings of all College standing 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 chairman of the committee. While a committee meeting is in progress, any committee member may request permission for a member of the audience to speak to an item under consideration. (This may not apply to College special purpose committees.)
Committee members may not be represented by alternates or proxies.
Task forces may be created to address specific topics or perform detailed review of issues within the areas of jurisdiction for study of the major governance committees. Task forces will follow the same general procedural guidelines as the major committee and will report to the appropriate governance committee and will normally complete their work in two years.
G-6-1.1 Committee Decisions
The chair of College standing committees 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 standing committees shall go through a first and second reading before a decision is made.
A majority of the committee members shall constitute a quorum for the transaction of business.
G-6-1.2 Definition of Membership
Appointments to College Standing Committees will be made in Spring term for service in the following academic year.
Faculty members on College standing committees and special purpose committees are chosen from the regularly appointed, full-time faculty, e.g., tenured or probationary contracts only.
Student members of College standing committees must be in good standing and enrolled in a minimum of six credits.
Staff members of College standing committees must be regular, full-time employees working nine months or more.
G-6-1.3 Recommendations Approved: 12/14/99
Recommendations made to the President by the Academic Affairs Committee, Institutional Support Committee, and the Student Affairs Committee will be reviewed for approval by the President unless any individual of the College requests a review by the College Affairs Committee. Such requests must be made in writing to the President of the College within two weeks of the approval by the respective committee.
All recommendations to the President by a College Standing Committee shall be submitted using the following format:
Academic Affairs
Institutional Support
Student Affairs
College Affairs
Recommendation:
Rationale:
History:
Timeline for Implementation:
Submitted by /s/ Chair Date
Action taken by the President:
Approved:
Denied:
Tabled:
Comments:
/s/ President Date
After a decision is made, the President of the College will inform the Committee Chair. Following signature, Presidential action taken on Committee recommendations, with rationale if denied or tabled, will be posted to Electronic CommLines, with copies to: The Broadside and College Affairs.
Approved Committee actions that change College institutional policy and procedures will be duly entered into the Procedures Manual by the Office of the President; copies of these and other changes will be distributed to all Procedure Manual holders at regular intervals.
G-6-1.4 Committee Communications Approved: 12/14/99
Meeting agendas will include topics, first and second readings, action items, and time and location of coming meeting. Agendas will be posted to committee conference at least three business days before the meeting.
Meeting minutes will include the following items: date of meeting, attendance, agenda items, highlights of discussion points, outcomes (first and second readings, action items with the name of the person to complete the action and the date by which it will be completed, decisions), and date and time of next meeting. Minutes will not attribute comments or discussion points to individuals unless specifically requested by that individual.
Minutes will be posted to the committee conference well before the next meeting. In addition, first and second readings and accepted motions will be posted to CommLines with reference to the minutes in the committee conference for detail.
G-6-2 College Affairs Committee Revised: 3/1/09
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 standing committees or refer matters to other standing 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.
Membership:
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Two Administrators:
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Appointed by the President
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President of Faculty Forum:
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Automatic Membership
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One Faculty Member:
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Elected by Faculty Forum
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President of the Classified Association
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One Classified Association Member:
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Elected by Executive Committee
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ASCOCC Representative:
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Automatic Membership
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One Student Member:
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Appointed by ASCOCC Student Council
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One COCC Board Member:
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Appointed by COCC Board of Directors
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Appointments shall be made annually with staggered two-year terms unless specified by a position (i.e., Faculty Forum President). Student appointments may be made quarterly to maximize attendance and to accommodate schedules. Chair elected by the committee.
G-6-2.1 Organizational Development Revised: 3/1/09
The Organizational Development Committee was created to have a representative group of the College employees address "global" College needs for professional development, and to facilitate the development of the college community. The end result of the efforts of this committee should be to achieve an environment wherein the business of the College is completed in an efficient and effective manner and all people involved feel valued and satisfied with their positions.
Membership
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Two Administrators:
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Appointed by the President
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Two Faculty:
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Elected by the Faculty Forum
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Two Classified:
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Elected by Executive Committee
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Members serve staggered three-year terms.
The chair is elected by the committee.
G-6-3 College Committee on Academic Affairs Approved: 12/14/99
Revised: 3/1/09
Purpose:
The Central Oregon Community College Academic Affairs Committee will take a role of advocate for instruction. This committee will develop and recommend academic policy, facilitate and streamline decision-making on academic issues, and facilitate communication.
Academic Affairs decisions will be made within the parameters of the policy governance articulated by the Board.
Among its primary functions Academic Affairs will:
1. coordinate long-range planning in curriculum and academic policy
2. set academic priorities that help shape budget decisions and allocations
3. act as the main clearinghouse/review committee for all instructional policy issues
4. act as oversight for the curriculum committee
5. assure that curricular decisions, academic priorities and instructional
policies are held accountable to the mission of the college.
Presentations to Academic Affairs:
Academic Affairs will encourage any individual faculty member, student or student group, constituency, or cluster group to organize independent cluster groups, so that instructional issues will be brought before Academic Affairs. The persons most directly involved with and affected by a policy decision should be included. These independent cluster groups will be treated with the same consideration and attention as officially appointed cluster groups. If the cluster groups address issues that do not fit within the parameters of Academic Affairs, they will be referred to the appropriate campus committee. All groups will operate within a schedule outlined by Academic Affairs. The President of the College may appoint non-voting administrative liaisons to subcommittees or cluster groups.
Academic Affairs Committee Actions:
After listening to presentations and positions papers from the individuals, groups, and Academic Affairs cluster groups/task forces, Academic Affairs will have the following options:
1. Approving the proposal as submitted, or with amendment, to be posted to Electronic CommLines, and submitted to the Vice President for Instruction/Academic Deans and to the President of the College
2. Create a cluster group/task force to deal with any issues arising from the needs and goals of the instruction at COCC. These groups will bring information and options to Academic Affairs. Once these cluster groups have completed their charges, they will be disbanded.
3. Appointing more persons to the cluster group to broaden the range of interests and/or deepen the levels of expertise
4. Modifying the task given to a cluster group
5. Voting against approval of the proposal
6. Referring the issue to the Vice President for Instruction/Academic Deans and/or an appropriate governance committee (i.e. College Affairs, Student Affairs, Chairmoot, ISC) for broader review/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. In addition, recommendations approved by the Academic Affairs Committee shall be submitted to the Vice President for Instruction/Academic Deans, as well as any affected College constituencies, to facilitate timely communication and implementation.
College Communication:
In order to facilitate communication between faculty and administration, the Chair of Academic Affairs may communicate directly with the Vice President for Instruction/Academic Deans and the President of the College.
In order to conduct Curriculum Committee oversight, Curriculum Committee minutes will be reviewed by Academic Affairs. Minor issues may be dealt with by chair-to-chair discussions. Major issues may involve presentation by Curriculum member to Academic Affairs.
Membership Composition of Academic Affairs:
Academic Affairs will consist of ten members: eight voting members and two non-voting members.
Voting members of the Academic Affairs Committee will be determined as follows:
Four faculty members (at least 3 of whom are tenured) will be elected by the forum, to serve staggered two-year terms. Faculty membership should represent a balance, with no more than one faculty member from any one department, with two from Transfer and two from Career and Technical Education.
The Faculty Forum shall be represented on the Committee by two voting members: the current President Elect, and one additional faculty member elected by the faculty at large.
The President of the College will make one appointment to represent the Managers on the Committee, normally to serve a two-year term.
The Executive Vice President of ASCOCC, or another ASCOCC-appointed designee, will be the student representative to the Committee, normally to serve a one-year term.
Non-voting members of the Academic Affairs Committee will be the Registrar, and the Secretary for the Instructional Deans.
Academic Affairs elections will be held during spring quarter each year.
Appointment by the President will be sought during spring quarter.
The chair of Academic Affairs will be elected by the full membership of Academic Affairs at a meeting before the end of finals week during spring quarter.
G-6-4 College Curriculum Committee Revised: 3/1/09
Purpose:
The Central Oregon Community College Curriculum Committee will review all new proposals and revisions to curriculum and academic programs. Academic programs include all transfer and professional/technical programs, continuing education, counseling/testing, and community education and entrepreneurial education.
Curriculum Committee decisions will be made within the parameters of the policy governance articulated by the Board.
Among its primary functions the Curriculum Committee will:
1. act as the main clearinghouse/review committee for all program/curriculum additions/changes
2. be responsible for academic program review
3. assure that curriculum decisions are held accountable to the mission of the college
Curriculum Committee Actions:
The primary tasks for the curriculum subcommittee will be to review and then choose to endorse, defer or reject program/curriculum recommendations from departments. After listening to presentations, the Curriculum Committee will have the following options:
1. endorse the proposal as is
2. endorse the proposal with amendments
3. defer the proposal
4. recommend against the proposal
Membership of the Curriculum Committee:
The Curriculum Committee will consist of eight members: six voting members and two non-voting members.
Voting members of the Curriculum Committee will be determined as follows:
Four faculty members (at least 3 of whom are tenured) elected by the forum in spring, to serve staggered two year terms. Faculty membership should represent a balance between Career and Technical Education and Transfer, with no more than one faculty member from any given department.
The President of the College will make one administrative appointment to the Committee.
One student will be appointed by ASCOCC to serve on the curriculum subcommittee for a one-year term.
Non-voting members, of the Curriculum subcommittee will be one representative from Enrollment Services, and the Secretary for the Instructional Deans.
The Executive Vice President of ASCOCC, or another ASCOCC-appointed designee, will be the student representative to the Committee.
Appointment by the President will be sought during Spring quarter.
The chair of Curriculum will be elected by the full membership of the committee at a meeting before the end of finals week during spring quarter.
College Communication:
In order to facilitate communication between Academic Affairs and Curriculum, the Curriculum chair will have discussions with the AA chair as needed.
G-6-4.1 Significant Change of Academic Programs Approved: 01/14/2005
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, AAS degrees, the AA & AS General Education Requirements or the Distribution Requirements. Departments that intend to present a new certificate/degree or any significant program change should begin the process of doing diligence early so that formal review can begin in the fall. Reference Significant Change Form.
G-6-5 College Committee on Student Affairs
This committee is responsible for reviewing and recommending in areas relating to the student personnel program, to student activities, or generally to the quality of student life at Central Oregon Community College.
All recommendations regarding procedure from the Associated Students of Central Oregon Community College shall be reviewed by the Student Affairs Committee. Recommendations from the Student Affairs Committee are forwarded to the President, but may be reviewed by the College Affairs Committee.
Membership:
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Director of Student Life:
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Automatic Membership
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Administrator:
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Appointed by the President
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Two Faculty:
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Appointed by Faculty Forum
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One Classified Association Member:
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Elected by Association's Executive Committee
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Four Students:
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Appointed by ASCOCC Student Council
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Chair elected by the committee
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G-6-6 College Special Purpose Committees
In addition to College standing committees, other committees may, on occasion, be established and authorized for special purposes. College special purpose committees include those committees which have been established by the President of the College or which have been established upon agreement of the President of the College and some agency within the College to assist in procedure development and implementation in areas of concern to the College.
G-6-7 College Tenure Committee Revised: 3/1/09
The College Tenure Committee considers eligible faculty members for elevation to tenured status and submits recommendations to the College President. The College Tenure Committee is organized under agreement with the President and is composed of one administrator appointed by the President and five tenured faculty members elected by the Faculty Forum to serve staggered three-year terms.
In elections, the Forum will seek a balance between Career & Technical Education and Transfer, with no more than one faculty member per department per committee.
Elections shall be held in the spring quarter and the term of office shall be for three years beginning with the fall term of the subsequent year. At all times, at least 2 faculty members should continue on the committee.
When a member of the committee 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.
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. It shall be the duty of the new chairperson to see that necessary new members are elected to the committee according to this agreement, to call the committee when necessary, and to work with the Vice President for Instruction to carry out procedures for tenure consideration. As soon as the composition of the subsequent year's committee is known, the new chairperson communicates that information to the Vice President for Instruction. 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 College Committee on Institutional Support Revised: 05/29/2009
This committee is responsible for reviewing and recommending in areas of planning, budgeting, purchasing, maintenance and renovation of College buildings and grounds, in matters of new campus construction and in other College support areas. The committee will establish and update priority lists as they relate to above. After preliminary work on lists, final annual budget prioritization recommendations will be made by College Affairs. Recommendations from the Institutional Support Committee are forwarded to the President, but may be reviewed by the College Affairs Committee.
Membership:
Two Administrators
· Position A: Appointed by the President during the fall of even-numbered years
· Position B: Appointed by the Vice President for Administration during the fall of odd-numbered years
Two Faculty
· Position A: Appointed by Faculty Forum during the fall of even-numbered years
· Position B: Appointed by Faculty Forum during the fall of odd numbered years
Two Classified
· Position A: Elected by Association's Executive Committee during the fall of even-numbered years
· Position B: Elected by Association's Executive Committee during the fall of odd-numbered years
Two Students
· Position A: Appointed by ASCOCC Student Council as available (by term or year)
· Position B: Appointed by ASCOCC Student Council as available (by term or year)
Chair elected by committee.
All appointments, except those held by students, are two year terms. The committee only meets during the traditional school year.
G-6-9 College Promotions Committee Revised: 3/1/09
The College Promotions Committee is assigned the task of reviewing recommendations for promotion and recommending to the President those members of the faculty most eminently qualified for promotion. The Promotions Committee will have the responsibility of awarding emeritus status per HR 11-4. The Committee will be comprised of five faculty members and two members of the administrative staff. Faculty members on the Promotions Committee will come from those holding a tenured position at the College.
Membership:
Elected faculty members, as well as the one faculty member and the administrator appointed by the President, will serve two years. The Vice President for Instruction has automatic membership. Faculty members' terms will be staggered. Four tenured faculty members will be elected by the forum to represent a balance between Career & Technical Education and transfer areas, with no more than one faculty member drawn from any one department.
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.
G-6-10 Professional Improvement Resource Team (PIRT) Revised: 5/4/10
The Professional Improvement Resource Team (PIRT – formerly FPIRC/FPISC) is an advisory committee for faculty who seek assistance in drafting, developing or revising their Professional Improvement Plans. The committee also shall publish appropriate timetables, procedures, and other material to facilitate faculty professional improvement at Central Oregon Community College. The committee is also part of the approval process for sabbaticals and selects the recipients of the Faculty Achievement Awards.
The Faculty Professional Improvement Resource Team is made up of four faculty members, at least one of whom has been a member of promotions in the last two years, and the Vice President for Instruction or appointee. Three faculty vacancies will be filled by an election of tenured faculty from the Forum seeking representation from both CTE and transfer. To insure a member has recent Promotion or Tenure Committee experience, the Vice President for Instruction shall appoint one faculty member from names submitted by the Faculty Forum. Committee members will not apply for sabbaticals while serving on PIRT. Faculty committee members will serve staggered three-year terms. In the spring, the committee will elect a faculty member as chair for the following year. It shall be the chair's responsibility to call the first meeting in the fall, to prepare an agenda and to preside over all meetings.
G-6-11
Employee/Student Groups
G-6-11.1 Faculty Forum
The Faculty Forum has been designated the official bargaining agent for the members of the faculty at Central Oregon Community College.
G-6-11.2 Classified Association of COCC
The Classified Association of COCC has been designated the official bargaining agent for the members of the classified staff at Central Oregon Community College.
G-6-11.3 Associated Students of Central Oregon Community College
The stated objective of the Associated Students of Central Oregon Community College is to promote the intellectual curiosity and capability, physical and mental maturity, and social and economic advantages of its members.
Active membership in the ASCOCC is granted to any person who is properly enrolled at Central Oregon Community College.
Committees of the ASCOCC are established according to provisions of the ASCOCC constitution.
G-6-12 Committee for the Resolution of Concerns
Central Oregon Community College has established a procedure called the "Concerns Procedures." These procedures are designed to provide employees of the College, students, and citizens an avenue whereby decisions made within the College can be appealed within the College. Concerns under this procedure are separate and distinct from contractual concerns.
Emphases of Procedure
The major emphases of this procedure shall be to:
1. Strive for a prompt and orderly examination and resolution of differences which occur within the College.
2. Promote free, informal and effective communication between colleagues of the College.
3. Assist all members of the College community to understand various procedures which may be available to resolve difficulties.
Definitions
Concern Defined - A concern is any serious disagreement or problem which involves specific facts of actions and which contains the possibility of change or remedy. This procedure can be used to address complaints of disability discrimination and asserted violations of rights of all interested person including, but not limited to, students, employees, and applicants for admission and employment, protected by the Section 504 and the Americans with Disabilities Act regulations.
Chair Defined - Chair means department chair, dean or supervisor, but in every case it means the person next in authority in the area of the college where the concern rests.
Advocate Defined - An advocate is a non-attorney who assists the concerned party in following the outlined process and provides non-legal support and advice. A concerned party may be represented by an advocate at any step in this process. Any of the College vice presidents or bargaining unit presidents can assist the concerned party in choosing an advocate.
Concerned Party - The person(s) filing the concern.
Concerned Parties - Both the person(s) filing the concern and the person(s) against whom the concern has been filed.
Exceptions
Grades may not be the subject of a concern.
Matters covered under the collective bargaining agreements may not be the subject of a concern.
Matters of sexual harassment, discrimination in employment, instructional or instructional services based on race, color, gender, marital status, religion, national origin or age should be reported to the appropriate officer at the College and may not be the subject of a concern unless referred by that officer.
Process
Step 1 Prior to seeking formal resolution through the College, the two concerned parties may meet within 10 working days of whatever incident precipitated the concern or the concerned party may proceed to Step 2.
Step 2 The concerned party presents the concern to the Chair within 5 working days of the meeting between the concerned parties or 15 days from the incident. Chair's responsibility is as follows:
a. Understand the point of view of both parties
b. Recommend a solution
If the solution is accepted, the matter ends. If the solution is not accepted, the Chair writes a brief note to the appropriate Vice President indicating that the Chair has referred the matter. The note includes: the date of the incident creating the concern, the dates of the meetings, the nature of the concern, and the Chair's recommendation. The Chair gives the concerned parties a copy of the Concerns Procedure and a copy of the note to the appropriate Vice President.
Step 3 Vice President meets, individually, with concerned parties within 5 working days of the dated Chair's note and does one of the following:
a. End the matter as insufficiently serious to merit further action. Appeal is to the Ombudsperson.
b. Recommends a solution. If the solution proposed by the Vice President is not accepted, the Vice President may:
i. End the matter. Appeal is to the Ombudsperson.
ii. Refer the matter to the Ombudsperson.
Step 4 Within 5 days of the dated Vice President's recommendation, the Ombudsperson may be approached directly by a concerned party, as an appeal, or may have the concerned party referred by the Vice President. In either case, the Ombudsperson may:
a. End the matter as insufficiently serious to merit any action. Appeal is to the president.
b. Negotiate a settlement in a no-fault atmosphere. Such settlements, while they may be used for guidance in future disputes, are binding only on the parties who accept
them and do not set a precedent for the College. If the Ombudsperson's proposed
settlement is refused, options a. and c. remain.
c. Call a hearing of the concerns committee.
If the Ombudsperson ends the matter, the appeal is to the President who may:
a. End the matter
b. Call a hearing of the concerns committee
At this stage, the concerned party must present a written statement of the concern and suggest a desired remedy.
Step 5 Concerns Committee Hearing
A hearing should be called only if the concern meets all of the following conditions:
a. A serious matter with substantial effect on the concerned party or parties.
b. Significant factual differences to reconcile.
c. No reasonable solution has been proposed or accepted.
Purpose of Hearing: The hearing is an internal judicial proceeding intended to settle factual differences and make final disposition within the College. The hearing committee's findings are binding on all parties within the College.
Step 6 The appeal is to the Board of Directors by application filed at the Appeal President's Office and the only grounds for appeal are a complaint that due process has not been followed.
Committee Constituency
The constituency of the hearing committees that may be appointed to hear a concern vary according to topic.
Matters Related to Instruction
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Concerned Individual
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Committee Constituency
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Student
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One student, two non-faculty, two faculty, chairperson
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Professional employee
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Two faculty, two non-faculty, chairperson
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Classified employee
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Two classified, one non-faculty, one faculty, chairperson
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Non-student, citizen
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One citizen, one non-faculty, two faculty, one classified, chairperson
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Matters Related to Student Life
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Concerned Individual
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Committee Constituency
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Student
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One student, two non-faculty, two faculty, chairperson
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Professional employee
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Two non-faculty, two faculty (one from Student Services), chairperson
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Classified employee
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One classified, two non-faculty, two faculty (one from Student Services), chairperson
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Non-student, citizen
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One citizen, one non-faculty, two faculty (one from Student Services), one classified, chairperson
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Matters Related to Business Affairs or General College Concerns
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Concerned Individual
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Committee Constituency
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Student
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Two students, one non-faculty, one faculty, chairperson
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Professional employee
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Two non-faculty, two faculty, chairperson
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Classified employee
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One classified, two non-faculty, two faculty, chairperson
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Non-student, citizen
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One citizen, one non-faculty, one faculty, one classified, chairperson
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Nature of Hearing
1. Each member of a hearing committee will be provided with copies of all relevant documents.
2. The hearing committee shall review the concern, arrange for necessary discussions and give a written recommendation no later than 15 working days after the receipt of the written appeal.
3. A copy of the recommendation of the hearing committee shall be given to the principal parties involved in the concern and to the President of the College.
a. An anecdotal record or summary of the actions of the committee will be retained by the Ombudsperson.
4. An appeal to the Board of Directors may be made on grounds that due process has not been observed.
5. Selection and make-up of the College Concerns Pool:
a. Persons to serve on a College Concerns Hearing Committee shall first be elected to a pool. Individuals will be selected by the Chairperson from the pool to serve on hearing committees.
b. The non-Faculty Forum staff of the College will elect four members to the pool. Members of the Faculty Forum shall elect six members to the pool. Members of the Classified Association shall elect four members to the pool. ASCOCC shall elect three members to the pool.
i. Members of the pool shall be appointed for terms as follows:
1. Four members elected by non-Faculty Forum staff:
1 - one year
2 - one year
3 - two years
4 - three years
2. Six members elected by the Faculty Forum:
1 - one year
2 - one year
3 - two years
4 - two years
5 - three years
6 - three years
3. Four members elected by the Classified Association:
1 - one year
2 - one year
3 - two years
4 - three years
4. Three members elected by the ASCOCC Executive Council:
1 – one year
2 – one year
3 – one year
Additional General Understandings
The Concerns Chairperson (Ombudsperson) shall be appointed jointly by the President of the College, the President of the Faculty Forum, and the President of the Classified Association. The Chairperson shall be appointed yearly in May to serve for the next ensuing year. A Chairperson may be reappointed.
In the event of a resignation from the pool, or other unanticipated vacancies, a new member will be appointed by the President of the group in which the vacancy occurs to fill the unexpired term.
At the end of the first year of operation, and each year thereafter, an election will be held to fill the vacancies to the pool which will exist.
G-6-13 Technology Advisory Committee Approved: 6/10/96
The committee is responsible for planning technology for the College. It will develop and maintain a roll-forward five-year plan with a three year roll-forward equipment budget, inform the campus of new technology available, integrate purchase requests according to current equipment and system design, and facilitate effective communication and dialogue on technology within the College.
Membership:
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One Faculty:
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Selected by President on recommendation of Faculty Forum Executive Committee
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One Faculty Member of Chairmoot :
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Elected by Chairmoot
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One Classified:
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Selected by the President on recommendation of Executive Committee
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One VP or Dean:
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Automatic Membership
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Director of Computer Services or designee:
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Automatic Membership
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Director of Library Services or designee
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Automatic Membership
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Coordinator of Media Operations or Staff
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Automatic Membership
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One Appoint by President
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Automatic Membership
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G-6-14 Naming Committee Approved: 11/9/05
The committee is responsible for recommending to the Board of Directors the naming of rooms, landscape areas and features to honor service to Central Oregon Community College. The Board of Directors reserves unto itself the responsibility for naming buildings.
Membership:
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One Faculty:
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Selected by the President on recommendation of the Faculty Forum Executive Committee
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One Classified Staff:
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Selected by the President on recommendation of the Classified Association of COCC Executive Committee
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One Administrator:
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Selected by the President
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Executive Director of the COCC Foundation
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G-6-15 REVIEW PROCESS: SETS OF COURSES Approved 6/16/10
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 analyzing the 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 academic year.
4. Review and Support Committee (RSC) (as per contract-referenced document of 3/22/2007):
A. Make-up of committee (voting members):
1. Chair: VPI
2. Two tenured faculty members elected by Forum: 1CTE, 1 transfer (staggered 3-year terms)
3. Two tenured faculty members elected by Chairmoot: 1CTE, 1 transfer (staggered 3-year terms)
4. Two faculty substitutes; 1 elected by Forum; 1 by Chairmoot
5. Committee members must recuse themselves from RSC review of programs or sets of courses in their departments.
B. Tasks for RSC (as per contract-referenced document of 3/22/2007):
1. Prior to implementation of this process, identify "key indicators of viability" (beginning with strategic indicators) and define "thresholds" for each key indicator: what numbers are "low"? This would include not only the threshold level for each indicator, but how many of the key indicators need to exceed the threshold to put the program on the "potentially at risk" list. There may be an indicator or two that automatically triggers the program to go on the list. The goal would be to make the initial "trigger" objective and automatic.
2. Annually, review key indicators and create the list of programs or sets of courses that are included on the "potentially at risk" list based on exceeding the defined thresholds (by November 1 each year).
3. Review those programs with the department and faculty: by the end of fall term, determine whether there is a legitimate risk (not a data error, not a quick fix, not external circumstances which reduce or balance the viability risk).
4. Notify all program faculty, department chair and Forum of timeline for review/remedy/recommendations. Notifications should stipulate areas of concern and suggested remedies. Forum to be copied on all such notifications.
5. Continue to monitor progress of all programs "at risk."
6. Annually (in spring term), review and refine process in consultation with Chairmoot and Program Coordinators.
5. College Support for Programs at Risk
The College is committed to seeking remedies prior to any program closure decision and will provide reasonable support to the change process. Such support might include release time for curriculum work, pay for outside consultants, and alumni survey development and implementation.
6. Remediation and Review Timeline
- Normally, the academic year in which initial notice occurs is devoted to defining and implementing remedies to address the deficient indicators.
1. Before notice is given, RSC will determine whether anomalies exist in the data, such as cost is inflated by the presence of a senior faculty member in a small program and if that is the case and the only concern, the notice will not be given. Similarly, whether the program is capped by facilities or equipment as a limiting factor for growth will also be considered. The Committee may also consider whether a recent program or curriculum change has occurred and may wish to postpone review until the change has had time to make its impact.
2. Remedies may include but are not limited to marketing and recruiting, curriculum, change, seeking of partners for financial assistance to program, program fees.
3. RSC will suggest remedies; department or program will respond with remedies to be adopted.
4. Early in the spring term, the RSC reviews proposed changes in light of viability concerns. The aim of this spring term review is to provide feedback as to whether the proposed changes are likely to indeed remediate those concerns.
- In the following academic year, remedies will normally be in place and RSC will review all key indicators early in spring term to determine whether improvement has occurred. After the remediation process has extended for a minimum of 5 terms following notification, the RSC can recommend one of the following to the VPI:
1. To remove the program or set of courses from the "at risk" category.
2. To continue on "at risk" status for one additional year. Justification for this recommendation should include positive trends and the plans for that year.
3. In rare cases, normally when changes in statewide academic requirements or in industry support for and employment of students have adversely affected program need, the RSC may recommend that program closure be considered. If the College agrees with the program closure recommendation, the VPI will produce a timeline which meets the needs of students as required by NWCCU and CCWD guidelines, if applicable. Timeline to be published to department, students, and the Forum. If such a decision results in a faculty position being reduced, timeline for notice will be in accordance with the Faculty Collective Bargaining Agreement.
C. Exceptions to timeline: at any point, the program faculty may wish to propose voluntary closure and/or the College will begin working with them on any possible retraining under contract guidelines at that point in the process. The College will create a contract modeled on the sabbatical contract to clarify the terms under which training is to be undertaken.