College Council Committees/College Council/Mi… · Sub group-> College Council-> broad group of constituencies-> and then back to College Council. To start the sub group will review

1

College Council Tuesday, October 4, 2016

Board Room, 3:00-5:00 PM MINUTES

CALL TO ORDER Co-chair Kate Mahar called the meeting to order at 3:05 p.m. ROLL CALL

Committee Members Present

x

Cathy Anderson

Kevin O’Rorke

Joe Wyse (non-voting)

Laura Benson (non-voting) x

Morris Rodrigue (Student Rep-Vacant)

x

Kate Mahar

Mark Smith

x

Pat McNamara x

Ramon Tello

x

Peggy Moore (non-voting) x Leann Williams

APPROVAL OF COUNCIL MINUTES – September 6, 2016. Anderson/Tello. Discussion-None. Motion carried unanimously. COMMENTS - None REPORTS Research Updates- Jenna Barry Highfield Last spring we participated in the CCSSE, a survey that sampled all of our classes and they conducted the analysis. This survey is a nationally recognized tool that focuses on community colleges and their students and the goal is focused on how to improve student learning and retention outcomes (diagnostic and monitoring). It is set up as a three (3) year cohort with detailed methodology. They provide the colleges with benchmark scores. It’s a large scale study based on credit bearing students. Shasta College was one of the larger colleges. Student engagement is a key indicator of success, and they look at testing (difficulty and frequency), how much students read, and other academic challenges. They use a standardized mean of 50. Support for learning is shown to be Shasta’s highest area. Jenna reviewed a few of the different items in the survey, and explained that this could help the college understand where the focus needs to be in order for our students to succeed

Guests

Jenna Barry Highfield John Lutkemeier Tim Johnston

Toni Duquette Kathy Royce

2

Kate asked the Council what type of format should be used to deliver these results to faculty and those who might need it. Peggy said whatever method of delivery is used, there needs to be follow up, such as informal discussions, and/or presentations, etc. Cathy said this could be a good Flex Day presentation. Leann asked how extensive the report is. Kate said it could be very extensive, but she understands that a brief report may be more readable and easier to explain. Peggy said reports such as these often do not have meaning to the average reader, and it is really critical that it is presented in a user friendly format so that the information is understood. Ramon asked if this is a tool to improve retention. Tim said yes, it should assist in improving student success and retention. Tim explained that this was an opportunity made available through an institutional improvement grant, and the research committee thought this would be a good use of those funds. Toni explained that this survey is really large, and it contains a lot of information, and it might be best if they can pull out the important themes, and then use questions we develop ourselves to review. John asked if it’s possible to see how other colleges scored, if so we could look to them for best practices. Jenna said yes, they do supply the other colleges score card information and she can look into it. Kate said it sounds like starting with the key themes will be a good place to start, and then they will work on a format for delivery. Ramon suggested having the student success committee help with how we use this information. DISCUSSION/ACTION Board Policies / Administrative Procedures – Mandated (Information Only) - Morris Rodrigue

BP 6500 Property Management (Revised)

AP 6365 Accessibility of Information Technology (Revised)

AP 6370 Contracts- Personal Services (Revised) The above were explained to be all mandated changes. Discussion – none.

AP 6700 Civic Center and Other Facilities Use (Revised) Discussion – Cathy said she has two questions from faculty: #1) Clarify overnight camping and what does making any fire mean. Morris said this is specifically referring to overnight camping as it relates to Use of Facilities. #2) Does the Civic Center include the theatre. Morris said yes.

Board Policies / Administrative Procedures – First Reading – Morris Rodrigue

BP/AP 3503 Missing Student Notification (Revised) Cathy asked for clarification on a sentence. Does it refer to notifying the missing student or notification about a missing student? Morris said it is notification about a missing student. No further discussion.

AP 6325 Payroll (Revised)

BP 6410 Legal Counsel (Revised)

Board Policies / Administrative Procedures – Second Reading - Morris Rodrigue

AP 6310 Accounting (Revised) Ramon asked about the new titles for the VPs. Morris said the VP positions have been updated to Assistant Superintendent/Vice President. Ramon also asked about changing ‘Shall” to ‘Will.’ Morris said the change in language comes from the CCLC, but he will double check this. Williams/ McNamara. Motion passed unanimously.

3

Finalize Climate Survey- Jenna Barry Highfield

Jenna asked if all had a chance to review the survey she sent out via email. The Council’s feedback is

needed today in order to move forward. Jenna led the Council through the questions she felt contained

more than one question.

#10-The question asks about “planning and reviewing”.

It was agreed to make this two (2) separate questions.

#11- This question asks about “budgeting and planning”.

It was agreed to make this one (1) question.

#18- This question asks about “demonstrating, policies, procedures, understanding, concern, issues,

equity, and diversity (8 different things).

It was agreed to make this two or three (3) separate questions.

#22- This question asks about “faculty, staff and students”.

It was agreed to make this three (3) separate questions.

#24- This question asks about “evaluated, planning, development facilities, programs and services”.

It was agreed to make this three (3) separate questions.

#38-This question asks about “fairness and respect”.


#40- This question asks about “develops, policies, procedures” clearly written, and equitably

administered.”


#41- This question asks about “related to, mission, goals, accurately reflected”.


#65- This question asks about “empowered, active participation, creating, implementing”.


#66- This question asks about “student learning and instructional programs”.


#68- This question asks about nine (9) different questions.

Kate will research this question, it may be accreditation related.

Approve Strategic Plan- Kate Mahar

At the last meeting the Council did a review of the Strategic Plan. Kate said today the Council needs to

approve the plan in order to move ahead. Ramon asked if all had a chance to review. Kate said yes, it

was sent out for a broad overview, and now we are trying to close the book on 2012-15, and then we will

bring forward 2015-18. Once this plan is approved it will be posted with the other planning documents. It

was agreed to give the Council a little more time to do a full review of the plan, and bring it back to the

next meeting for discussion and approval.

4

Review of HIM Standards- Kathy Royce, Dean of Health Sciences

Today Kathy will give an update on the standards, and inform the Council about the process and how it is

going so far. The HIM program started this fall with its first cohort. This will be a semester of organizing

and working through any issues.

A self-study will be submitted this fall to the ACCJC. Using industry standards along with the standards in

our other programs, and the average exam rate for students who passed are how they arrived at the

80%. We are one of 15 schools currently doing the program, and we are all in our infancy. The ACCJC is

starting to set dates for campus visits. We will go to Sacramento next week to a symposium to look at

what data we need to track to report. We talked about the minimum qualifications for the faculty

members and each time we go we get more info on how to manage the programs. Ramon asked if 80%

is how many are completing the program, and then there is another 80% for the passing rate. Kathy said,

yes the first 80% is not that high, most students are already working in the field and they are upgrading

their education, they are well entrenched, and we don’t have anything to compare that with yet.

Kathy said the program is completely online, and all but one student in the cohort of six (6) are from out of

the area. We do not have a pool to pull from yet, but as we move forward that pool will build. This fall the

initial course for our AS program has 27 students. Once our AS degree students are ready, we hope they

will shift into the HIM program. Kate asked what the minimum qualifications are for the HIM program.

Kathy said they wanted to set it as a master in the field of study, which meant we had to get a faculty

member with Masters in HIM. Currently, it is just in the field of study or in related field. Ramon asked if it

will it be possible for a Shasta College freshman to enroll. Kathy said no, only as a junior because they

must have an AA degree in HIT technology before enrolling in the BA program. All must have an RHIT

and RHIA certificate. The HIM program is prepping them for the RHIA.

Procedure for review of Mission Statement

Kate said we are on a three (3) year cycle. We now have a rubric for examining the mission statement.

The Council needs to decide how they would we like to go about the process. Morris said last time the

Council appointed small subgroups and it seemed to work well. Peggy said this is also for accreditation,

and the ACCJC will want to see that it is broad based and fully shared with the campus community. Kate

explained how the process would work:

Sub group-> College Council-> broad group of constituencies-> and then back to College Council. To

start the sub group will review the mission statement and use the rubric. Kate thanked Ramon for

supplying the rubric. The subgroup will be identified at the next meeting.

2016 Initiatives Update

The initiatives have been approve by the president. Kate shared the initiative list and an email from Joe:

There are a few “maybes” left on the list as I would like more information

gathered, or we are waiting to see if Measure H passes. There are some “waits”

on the list as these may be possible through Measure H as well. Finally, you

can see the “yeses”. Note that at the bottom it shows the dollar amount for the

total “yeses” of over $1.5 million, most of which is from non-general fund

sources. This is ready to distribute. It will be final once we know more about

the “maybes”, but there is plenty of information on here. Also, as folks are

preparing annual area plans this fall, they need to know what was approved and

what was not in case they want to re-submit ideas for this cycle of planning.

5

Ramon added that it might be useful if in the future we could learn more about the no’s. Kate said she

will send out the 2016 initiative list tomorrow so that people can start their planning process for next year.

No other discussion noted.

OTHER/ANNOUNCEMENTS- None

ADJOURNMENT– 4:38 p.m.

Notes taken by:

Sherry Nicholas

Executive Assistant

Next Meeting: Oct 18, 2016

3:00-5:00, Board Room

Shasta College 2015-16 Annual Area Plan Initiatives - Ranked by College Council 10/1/2016 9:28 DRAFTPresident's Response

Rank

ing

#

Resource Allocation

Score (College Council)

Initiative One-Time Expense

Ongoing Expense Notes Source of

Funds

Move Forward

with Initiative?

1

120 Upgrade District WiFi Infrastructure $400,000 Consider doing this quickly if bond passes - perhaps phase in if it doesn’t pass Ongoing expenses (future replacement) would likely have to come from increasing budget to technology refresh cycle Maybe

2 118 Comprehensive wifi -- main campus -- -- Same as Initiative ranked #1 (listed in TracDat at $280,000)3 112 Increase Bandwidth to Intermountain and Trinity Campuses $27,000 $14,000 Need a little more info Maybe

4112 Fire Training Tower/Structure $650,000 $0 Move forward with 1st phase (less than the original price of $1 million), other

phases can be done if bond passes Fund 41 Yes5 111 Talkaphone Emergency Mass Notification Towers $490,000 $4,500 If bond passes we can do this soon. Consider doing a portion from Funds 36/41 Fund 41 Maybe

6105 Motorola Extended Radio Communication Integration $108,000 $5,000 Communication in an emergency situtation is crucial for campus safety - check to

see if Fund 41 can pay for a portion of this Fund 11 Yes7 104 Tehama Learning Center $12,000 $0 Fund 12 Yes

8103 Replacement of aging video conferencing systems $70,000 $0 Update 2 classrooms for now - is ITV the best approach long-term? Plan to have

Instruction Equipment cover the costs (to do all 8 rooms is more) Fund 12 Yes9 101 Increase district tutoring budget $5,000 $5,000 Fund 11 Yes

10 100 Financial Aid Remodel $30,000 $0 Wait to see if bond passes as entire building may be remodeled Wait

1198 Professional Development Funding $5,000 $5,000 Partially approved - OK to add $5000 on-going through general fund ($15,000 was

asked for) Fund 11Yes (modified)

12 96 Innovative Instructional Technology $25,000 $0 A version of this was approved through the Innovation Mini-grant process Fund 12 Yes13 96 Additional ITV Classrooms (4) $160,000 $0 Wait until evaluation of longer-term approach/analysis for ITV occurs No

1495 Veterans Rescource Center Relocation $0 $0

Found a way to do for little/no cost (original ask was $20,000)Yes (modified)

1595 Student Health 101 “Student Health 101” Resource, online content

engine$3,300 $2,600

Fund 12 Yes16 95 1301A CISCO and Microsoft Networking lab Updates $51,500 $0 Perkins funding Fund 12 Yes17 92 Website/Phone App $5,000 $5,000 Gathering information on how this integrates with app already in development Fund 12 Yes

1892 Classroom Assessment Scoring System (CLASS) $0 $0 Activity was in June - Professional Development committee agreed to fund with

unallocated 2015-16 Professional Development Funds ($6425)2015-16 Prof Dev Yes

19 90 Technology Upgrades (PEAT) $25,000 $0 Instructional Equipment Funding Fund 12 Yes20 89 Increase marketing budget to support instructional programs $20,000 $0 No21 88 Robotic Lighting Instruments $12,730 $0 Instructional Equipment Funding Fund 12 Yes22 88 1301B CISCO and Microsoft Networking lab Updates $42,000 $0 Perkins funding Fund 12 Yes

2387 Professional Development Group Funding $10,000 $10,000

Two year initiative ($40,000 total). Approve $10,000 per year on-going. Fund 11Yes (modified)

24 87 Hazmat/Confined-Space Monitoring Equipment $2,300 $0 Instructional Equipment Funding Fund 12 Yes25 87 TRAX Service to extend to the Tehama Campus $10,000 $0 Original ask was $20,000, ended up costing $10,000 for trial period Fund 41 Yes26 86 MyLearningPlan Software Renewal Fees $7,920 $6,400 Brings efficiency to help with professional development tracking Fund 11 Yes27 86 Increased Funding for Outreach Materials $0 $3,000 Fund 11 Yes

28

85 Create a Fund for Tech Equip Replacement $100,000 $100,000Approved for large ticket items - money would be transferred to Fund 41 annually from fund 11. For current year we can designate funds already in Fund 41

Fund 41/ Fund 11 Yes

29 85 Transfer/Career Center/SSL Remodel $17,742 $0 Wait to see if bond passes as entire building may be remodeled Wait

3084 Science Learning Center replacement of four computers/two tables

(SLAM)$6,200 $0

Instructional Equipment Funding Fund 12 Yes31 83 Printing Resource in LRC $20,000 $0 Investigate further - are there on-going costs? Maybe32 83 Transfer Program Promotion $5,000 $2,000 Strongly links to institutional goals Fund 11 Yes33 83 Text Alert Capability $5,000 $5,000 Fund 12 Yes34 83 NCLEX-PN Preparation Course $12,000 $12,000 Is there CTE or grant funding available for this? Maybe35 82 New Phone Room $9,500 $0 Wait to see if bond passes as entire building may be remodeled Wait36 82 Replacement Instructional Pianos $50,000 $0 Instructional Equipment Funding Fund 12 Yes37 82 Resurface Gallery Walls (and Critique Wall, Room 300) $21,376 $0 Wait to see if bond passes as entire building may be remodeled Wait

3880 Cohort Default Management Consultant $13,000 $0 Yes to first year, then evaluate effectiveness to see if continuing makes sense

($13,000 is an annual expense) Fund 12 Yes39 80 Apply for ACEN accreditation $5,000 $0 Fund 11 Yes40 80 Pediatric mannikin $80,000 $0 Grant funding Fund 12 Yes41 80 Library Study Rooms/Gateway Office $30,000 $0 Potentially a project if a bond is passed in November Wait42 79 CalWORKs Work Study $8,500 $8,500 No43 79 GtC Computer Lab Refresh $20,900 $0 Instructional Equipment Funding Fund 12 Yes44 79 Student Services Building $1,000,000 $0 Major building project - much more analysis needed Wait

4579 Experimental Classroom $47,500 $0 $12,300 reserved through Innovation Mini-grant process, the remainder can come

from instructional equipment. Fund 12 Yes46 79 Automotive: Auto 163 Heating and Air Conditioning $4,000 $0 Perkins funding Fund 12 Yes

4777 Science Learning Center Computer supplementation of two

computers (SLAM)$2,700 $0

No48 76 Diesel-Advanced Diesel Electric Course $30,000 $0 Is there CTE or grant funding available for this? Maybe

4975 Adobe Creative Cloud - Site Subscription $22,165 $22,165 Creates efficiency - partially covered through savings from buying individual

licenses - benefits all Fund 11 Yes

5075 Science Learning Center upgrade of two laptop computers (SLAM) $2,875 $0

Instructional Equipment Funding Fund 12 Yes

5175 Automotive: Auto 130 Steering & Suspension and Auto 131 Wheel

Alignment$15,000 $0

Perkins funding Fund 12 Yes

5275 Install Air Conditioning in the existing Gymnasium (Revised

Option)$30,000 $0

Potentially a project if a bond is passed in November Wait

53 74 GtC Classroom Chairs $2,490 $0 Instructional Equipment Funding Fund 12 Yes54 74 Second Building, Intermountain Campus $360,000 $0 Major building project - much more analysis needed Wait55 73 GtC Office Space $5,000 $0 Maybe56 73 Signage for 700 Building (SLAM) $1,500 $0 wait to see if bond passes as entire campus could use new signs Wait57 73 Student Housing on Shasta College Farm $2,000,000 $0 Major building project - much more analysis needed Wait58 73 New Cross Country Course $0 $0 Investigate further Maybe59 72 Video Surveillance $50,000 $0 Possible bond project - wait to see if bond passes Wait

6072 Professional Development, Tech Support, Outreach and

Publications$10,000 $10,000

No61 72 Smart Lecture Room - 639 $13,000 $0 Instructional Equipment Funding Fund 12 Yes62 72 Rebuild Glory Holes - $6,000 $6,000 $0 Instructional Equipment Funding Fund 12 Yes63 71 2900 Restroom Facility Remodel $7,500 $0 Wait to see if bond passes as entire building may be remodeled Wait64 71 Welding: Procedure and Qualification Software $4,000 $0 Grant funding Fund 12 Yes65 70 Staff Lounge and 100 Building Restroom Expansion $40,000 $0 Wait to see if bond passes as entire building may be remodeled Wait66 70 Live Fire Burn Box Replacement $5,000 $0 Grant funding Fund 12 Yes

6769 Science Lab Purge Fan in Tehama $3,000 $0 Potentially a small project if a bond is passed in November (could look at a group

of Tehama Campus improvements) Wait68 68 Global Education Center $0 $0 Found a space for little/no cost (original ask was $2,500) Yes69 68 Mobile Device Loans $10,000 $0 A version of this was approved through the Innovation Mini-grant process Fund 12 Yes70 68 Infant scales $5,000 $0 Grant funding Fund 12 Yes71 68 633 Expansion $95,000 $0 Possible bond project - wait to see if bond passes Wait72 68 Apple TV/HDMI projectors for math (SLAM) $4,400 $0 Fund 12 Yes

7367 Improve student access to printing and copying outside of class $20,000 $0 Investigate further - are there on-going costs associated with this? Is this related

to #31? Maybe74 67 Welding: Non-Destructive Examination Equipment $7,000 $0 Perkins funding Fund 12 Yes

7567 Coordinate Class Scheduling with Life Sciences, Math, etc.

(SLAM)$1,000 $0

No

7666 Tehama Sidewalk to Street $10,000 $0 Potentially a project if a bond is passed in November (could look at a group of

Tehama Campus improvements) Wait

7765 Report Executive $42,000 $5,500 Campus Safety & compliance needs -- may come in under $31,000 in year one,

but annual may go us to $12,000 Fund 11 Yes78 64 Lab Updates: 2209 SQL Server Purchase and Install $3,200 $0 Instructional Equipment Funding Fund 12 Yes

79 63 12-lead EKG and pacemaker Training simulator $4,500 $0 Grant funding Fund 12 Yes80 63 Laptop and monitor for observatory telescope (SLAM) $2,500 $0 Instructional Equipment Funding Fund 12 Yes81 63 North Athletic Meeting/Storage/Restroom/ Concessions Facility $300,000 $0 Potentially a project if a bond is passed in November Wait82 62 Fixed Asset Inventory & Tracking $12,450 $1,200 Very old system could fail at any time Fund 11 Yes83 62 Laptop Proposal $38,000 Refresh Cycle for future replacements? No84 62 Quad Shade Structure $5,000 $0 Potentially a project if a bond is passed in November Wait85 62 Acoustic Panels Library Foyer $4,600 $0 Maybe

8661 New 900 building mailboxes (SLAM) $3,000 $0 Yes, but need to abandon duplicate mail boxes in 100 - make sure all SLAM

faculty have a local mailbox Fund 11 Yes87 61 Tehama Campus Map $3,000 $0 Grant funded Fund 12 Yes88 60 Create Access & Equity Supplies and Equipment Budget $3,000 $3,000 Not allowed to spend equity dollars on office equipment or supplies Fund 12 Yes89 60 Financial Aid TV $13,000 $13,000 No90 60 Scoreboards $100,000 $0 Wait91 58 Gym Audio $0 $0 This was covered in 2015/16 at a lower cost than originally asked for Yes92 57 GtC Classroom Carpeting $10,734 $0 May already be scheduled? Need info Wait93 57 Child Development & Education Training $4,500 $0 No94 57 Space Utilization - Storage Access $750 $0 No95 56 Body Cameras No

9656 Youth Entrepreneurship Program $8,000 $8,000 Grant funded (DSN small business) in 2016-17 - evaluate ongoing year-by-year

(budgeted by Innovation funds for 2017-18 if needed) Fund 12 Yes97 55 Location for classes with childcare $0 $0 No

9854 Full & Complete Background Checks and Psychological

Examinations$900 $900

No99 53 Food Truck $30,000 $0 No

100 53 Computer Equipment for Theatre Ticket Sales $4,500 $0 Non-general funds available for this Fund 12 Yes101 52 Bicycle Unit $12,450 $1,200 No102 52 Sound Barrier & Climate Control $10,000 $0 No103 52 KCACTF Conference Travel $6,000 $6,000 No

10450 Leadership High School $10,000 $10,000 Grant funded (DSN small business) in 2016-17 - evaluate ongoing year-by-year

(budgeted by Innovation funds for 2017-18 if needed) Fund 12 Yes105 49 Lightpost Pennants $13,860 $0 Possibly pay for some of this out of fund 41. Athletics is contributing $5000. Mixed Yes106 48 Tasers $28,000 No107 43 Parking Shade Structure $130,000 $0 possible bond project linked to solar (like at the Tehama campus)? Wait108 40 Carpet for Marketing Office $3,000 $0 Already planned as a phase of 100 carpeting project started 2-3 years ago Fund 41 Yes

One-Time On-goingTotal of all initiatives $7,197,042 $268,965

Total Yes - Fund 11 $225,535 $165,265Total Yes - Other funding sources $1,353,525 $33,600

Total YES - all sources $1,579,060 $198,865

May be able to do if the bond passes $1,781,352 $4,500 (ongoing would have to be Fund 11)Major building projects - much more analysis would be needed $3,360,000 $0

Shasta-Tehama-Trinity Joint Community College District Board of Trustees

Administrative Procedures Manual

Missing Student Notification AP 3503

AP 3503 - 1

Reference: 34 CFR Code of Federal Regulations 668.46(h) If a member of the campus community has reason to believe that a student who resides in on-campus housing is missing, he or she should immediately notify the Shasta College Depart-ment of Campus Safety at 530-242-7910. The Department of Campus Safety will generate a missing person report and initiate an investigation. In addition to registering a general emergency contact, students residing in on-campus housing, regardless of age, have the option to confidentially identify an one or more individuals to be con-tacted by Shasta College in the event that the student is determined to be missing for more than 24 hours. A student may identify the same individual for their general emergency contact and confidential contact. The College will not assume the general emergency contact is also the student’s confidential contact. If a student has identified a confidential contact(s),such an indi-vidual, Shasta College will notify that individual(s) no later than 24 hours after the student is de-termined to be missing by the Department of Campus Safety and/or local law enforcement. If a student registers multiple contacts, they will be contacted in an order determined by the college, If multiple contacts are registered, and the first person contacted confirms that the student is not missing, the college will continue to contact each additional contact person in turn, unless the student in question is contacted by the college or the student contacts the college. All attempts made in notifying a student’s registered contact(s) will be documented. A student who wishes to identify a confidential contact can do so through the Shasta College Housing Coordinator Director of Residence Life. A student’s confidential contact information will be kept separate from their emergency contact information and will be accessible only by au-thorized campus officials and law enforcement in the course of the investigation. After investigating a missing person report, should the Shasta College Department of Campus Safety determine that the student has been missing for 24 hours, Shasta College will notify the Redding Police Department and the student’s emergency confidential contact(s) no later than within 24 hours after the student is determined to be of determining the student is missing. If the missing student is under the age of 18 years of age, and is not an emancipated individual, Shasta College will notify the student’s parent or legal guardian immediately after Shasta Col-lege Department of Campus Safety has determined that the student has been missing for 24 hours. If you have reason to believe a student who lives in on-campus housing has been missing from campus for 24 hours, you should contact one or more of the following: Shasta College Department of Campus Safety 530-242-7910 Shasta College Dean of Students Vice President of Student Services 530-242-7629 Shasta College Coordinator of Student Housing Director of Residence Life 530-242-7739 Shasta College Head Residence Resident or Resident Advisor 530-242-7740 Redding Police Department 530-225-4200 Board Reviewed 4/11/12



Missing Student Notification AP 3503

AP 3503 - 2

VPAS Reviewed 08/13/16 Cabinet 1st Reading 08/16/16 Cabinet 2nd Reading 09/20/16


Board Policy Manual

Missing Student Notification BP 3503

BP 3503 - 1

Reference: 34 CFR Code of Federal Regulations 668.46 (h) The District Superintendent/President is authorized to enact procedures to follow as appropriate and permitted by law with regard to the notification of missing students who reside in on-campus housing facilities. The purpose of this policy is to promote the safety and welfare of the members of the Shasta College community. See Administrative Procedure 3503 Board Approved 03/14/12 VPAS Reviewed 08/13/16 Cabinet 1st Reading 08/16/16 Cabinet 2nd Reading 09/20/16



Accounting AP 6310

AP 6310 - 1

Reference: Budget and Accounting Manual, Chapter 5, Appendix A The District follows the Budget and Accounting Manual (published by the State Chancellor’s Of-fice) for accounting, including account code structure, classification of revenues, expenditures and balance sheet. All transactions are reviewed for accuracy to comply with the proper classi-fications. District monies received will shall be accounted for in the Business Office. Student Senate, and other student clubs, and other student organizations will be responsible to the Dean of Students Assistant Superintendent/Vice President of Student Services or designee for the accounting of all student association funds. Board Reviewed 8/18/10 Cabinet Reviewed 8/16/16 Cabinet Reviewed 9/06/16



Payroll AP 6325

AP 6325- 1

Reference: Education Code Section 70902

The District employs people on an hourly basis or 9.5, 10, 11 and 12 month basis.

Payroll is prepared once a month for all employees. Contract employees are paid on the last working day of the certificated contract. Hourly workers and part time faculty are paid on the 10th of every month or the previous workday if payday falls on a Saturday, Sunday Friday be-fore if falling on a weekend or holiday.

Classified Ttime cards are turned in on the 16th 15th and the first end of the next month.

Payment for overtime or extra time is paid through the 15th of the month (if the time card is re-ceived) with the balance of the overtime or extra time month being paid in the following month. Hourly time cards are turned in on the first of the next month. Part time faculty pay is pro-cessed in Human Resources and then uploaded by the Payroll Department into Time Card Data Entry.

Wage garnishments are maintained in accordance with California Labor Laws.

If an employee is not paid or underpaid, a revolving check is normally prepared. to pay the employee the difference. If mutually agreeable, the employee will be paid the additional wages on the next pay period.

If an employee is overpaid, the correction will be made in the following pay period. If there is not a next pay period, then arrangements are made with the employee to repay the District. Depending on the amount of the overpayment, the repayment may be made over multiple payments or pay periods.

Board Reviewed 8/18/10 VPAS Reviewed 09/16/16 Cabinet 1st Reading 09/20/16 Cabinet 2nd Reading 09/27/16



Accessibility of Information Technology AP 6365

AP 6365 - 1

Reference: Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. Section 794d);

36 CFR 1194.1 et seq.; Government Code Section 11135; Title 5 Section 59300 et seq.

Whenever the District enters into a contract for the purchase, development, procurement, maintenance or use of any electronic or information technology, the vendor shall certify that it complies with the requirements of Section 508 of the Rehabilitation Act of 1973 and its related regulations. This requirement shall apply to software applications, operating systems, web-based intranet and internet information and applications, telecommunications products, video or multimedia products, self-contained closed products such as copiers, and desktop and portable computers. Each contract with such a vendor shall contain the following provision: "The vendor hereby warrants that the products or services to be provided under this agreement comply with the accessibility requirements of section 508 of the Rehabilitation Act of 1973, as amended, and its implementing regulations. Vendor agrees to respond promptly to and resolve any complaints regarding accessibility of its products or services that are brought to its attention. Vendor further agrees to indemnify and hold harmless the Shasta-Tehama-Trinity Joint Com-munity College District from and against any claim arising out of its failure to comply with these requirements. Failure to comply with these requirements shall constitute a breach and be grounds for termination of this agreement." Board Reviewed 8/18/10 VPAS Reviewed [MANDATED] 09/13/16 Cabinet 1st Reading [MANDATED] 09/20/16 Cabinet 2nd Reading [MANDATED] 09/27/16



Contracts – Personal Services AP 6370

AP 6370 - 1

Reference: Government Code Section 53060; Education Code Section 88003.1; Labor Code Section 3353; Public Contract Code section 10335.5 The District may enter into personal services contracts to achieve cost savings when each of the following conditions is met:

It can be clearly demonstrated that the proposed contract will result in actual overall cost savings to the District;

The contractor’s wages are at the industry’s level and do not undercut District pay rates;

The contract does not cause the displacement of District employees;

The savings are large enough to ensure that employees will not be eliminated by private sector and District cost fluctuations that could normally be expected during the contract-ing period;

The amount of savings clearly justifies the size and duration of the contracting agree-ment;

The contract is awarded through a publicized, competitive bidding process;

The contract includes specific provisions pertaining to the qualifications of the staff that will perform the work under the contract, as well as assurance that the contractor’s hiring practices meet applicable nondiscrimination standards;

The potential for future economic risk to the District from potential contractor rate in-creases is minimal;

The contract is with a firm; and

The potential economic advantage of contracting is not outweighed by the public’s inter-est in having a particular function performed directly by the District.

Personal service contracts are also permissible when any one of the following conditions is met:

The contract is for new functions mandated or authorized by Legislature to be performed by independent contractors;

The services are not available within the District or cannot be satisfactorily performed by District employees;

The services are incidental to a purchase or lease contract;

The policy, administrative, or legal goals and purposes of the District cannot be accom-plished through the regular or ordinary hiring process;

The work meets the criteria for emergency appointment;

Equipment, materials, facilities, or support services could not feasibly be provided by the District; or

The services are of an urgent, temporary, or occasional nature.




AP 6370 - 2

Professional Experts. Contracts for the services of persons who qualify as professional ex-perts may be let without competitive bidding. Professional experts are persons specifically qual-ified to provide services and advise in financial, economic, accounting, engineering, legal or administrative matters. They must be specially trained, experienced and competent to perform the services required. Compensation for special services and advice from professional experts may be paid from available funds in the amounts deemed proper for the services rendered. Independent Contractors. To be an independent contractor, substantial conformance with the following conditions must exist:

The contractor controls the way in which work is performed.

The contractor sets his or her own hours.

The contractor is not restricted from taking jobs from other businesses at the same time that they are doing work for the District.

No District employees have duties similar to the independent contractor.

The District does not provide assistants to the contractor.

The duration of employment is for a specific job, not for a specified period of time.

The District does not furnish tools, training, or equipment to the contractor. Contractors should be able to perform their services without the District’s facilities (e.g., equipment, office furniture, machinery).

The contractor’s investment in his or her trade must be real, essential, and adequate.

The contractor has employer identification numbers with the Internal Revenue Service and the California Employment Development Department for reporting employer payroll taxes and employee wages.

The individual is not presently employed by the District to do the same type of work.

Contractors are hired to provide a result and usually have the right to hire others to do the actual work.

Contractors are hired for the final result, and therefore should not be asked for progress or interim reports.

Contractors are generally responsible for their incidental expenses.

Contractors should be able to make a profit or a loss. Five circumstances show that a profit or loss is possible:

If the contractor hires and pays assistants. If the contractor has his own office, equipment, materials, or facilities. If the contractor has continuing and reoccurring liabilities. If the contractor has agreed to perform specific jobs for prices agreed upon in ad-

vance. If the contractor’s services affect his own business reputation.




AP 6370 - 3

Contractors can’t be fired so long as they produce a result that meets the contract specifica-tions. Contractors are responsible for the satisfactory completion of a job or they may be legally obli-gated to compensate the hiring firm for failure to complete. Consultants. Consulting services contracts refer to all services that:

are of an advisory nature;

provide a recommended course of action or personal expertise;

have an end product which is basically a transmittal of information either written or ver-bal; and

are obtained by awarding a procurement-type contract, a grant, or any other payment of funds for services of the above type.

The product may include anything from answers to specific questions to design of a system or plan, and includes workshops, seminars, retreats, and conferences for which paid expertise is retained by contract. Board Reviewed 8/18/10 VPAS Review [MANDATED] 09/13/16 Cabinet 1st Reading [MANDATED] 09/20/16 Cabinet 2nd Reading [MANDATED] 09/27/16


Board Policy Manual

Legal Counsel BP 6410

BP 6410 - 1

Reference: Education Code Section 35201 The Board may appoint a legal counsel, fix his/her compensation and assign his/her duties to the fullest extent allowed by the law. Board Approved Revisions 8/18/10 VPAS Reviewed 09/13/16 (CCLC does not have this BP) Cabinet 1st Reading 09/20/16 Cabinet 2nd Reading 09/27/16



Civic Center and Other Facilities Use AP 6700

AP 6700- 1

Reference: Education Code Sections 82537 and 82542; Public Resources Code Section 42648.3; Clark v. Community For Creative Non–Violence (1984) 468 U.S. 288, 104 S. Ct. 3065, 82 L.Ed.2d 221; Title 5 Sections 59601 et seq.

General Provisions District facilities identified as Civic Centers or as designated public forums are available for community use when such use does not conflict with District programs and operations. Facility use shall be limited to places and times identified by the Vice President of Administrative Ser-vices or designee, but shall be sufficiently frequent and available on specific dates and times, so as to allow meaningful use by outside groups. Except as provided in these procedures, or as authorized by law, no organizations shall be denied the use of District facilities because of the content of the speech to be undertaken during the use.

The Director of Physical Plant and/or the Vice President of Administrative Services is responsi-ble for the coordination and implementation of these procedures. The Vice President of Admin-istrative Services shall determine all applicable fees to be charged. The Use of District Facilities is subject to the terms and conditions and rules and regulations established and updated as needed by Administration.

Outside the designated public forum areas, the following shall apply: All user groups shall be required to provide the District with a Facility Use Application. Additionally, all outside user groups shall be required to provide the District with a hold harmless and indemnification agree-ment acknowledging that they will be financially responsible for any losses, damages, or injuries incurred by any person as a result of their use of the facilities, and shall also be required to pro-vide a certificate of insurance with limits acceptable to the District and/or other proof of financial responsibility acceptable to the District.

Civic Centers

Eligible persons or groups may use District buildings or grounds designated as the Civic Center for public, literary, scientific, recreational, or educational meetings, or for discussion of matters of general or public interest, subject to this procedure. The groups identified in Education Code Section 82542(a) will be permitted, “when an alterna-tive location is not available,” as described in the statute, to use District facilities upon payment only of the following:

the cost of opening and closing the facilities, if no District employees would otherwise be available to perform that function as a part of their normal duties;

the cost of a District employee’s presence during the organization’s use of the facilities if it is determined that the supervision is needed, and if that employee would not otherwise be present as part of his/her normal duties;

the cost of custodial services, if the services are necessary and would not have other-wise been performed as part of the custodian’s normal duties; and

the cost of utilities directly attributable to the organization’s use of the facilities.




AP 6700- 2

Except as provided herein, other groups shall be charged an amount not to exceed the direct costs of District facilities. Direct costs shall include costs of supplies, utilities, custodial services, services of any other District employees, and salaries paid District employees necessitated by the organization’s use of District facilities. Additionally, except for classroom-based programs that operate after school hours and organizations retained by the college or District to provide instruction or instructional activities to students during school hours, direct costs shall also in-clude the costs for maintenance, repair, restoration and refurbishment of college facilities and grounds used by the group. The following shall be charged fair rental value for the use of District facilities:

Any church or religious organization for the conduct of religious services, which may be conducted for temporary periods where the church or organization has no suitable meet-ing place for the conduct of such services.

Entertainment or meetings where admission fees are charged or contributions are solic-ited and the net receipts of the admission fees or contributions are not expended for the welfare of the students of the District or for charitable purposes.

The American Red Cross or other public agencies may use District facilities, grounds, and equipment for mass care and welfare shelters during disasters or other emergencies affecting the public health and welfare, and the District will cooperate with these agencies in furnishing and maintaining services deemed by the Board of Trustees to be necessary to meet the needs of the community. Rules for Facilities Use Requests for use of the District’s Civic Center facilities must be made at least twenty (20) busi-ness/school days in advance of the first date of use being requested. Requests shall be made to the Physical Plant - Facility Rental Office on forms provided by the District. Authorization to use the Civic Center shall be based on a reservation system and the priorities for student and other use detailed at the end of this section. Use applications, regulations governing facility and all other applicable use forms are available from the college website.

Permission to use District facilities shall not be granted for a period to exceed one fiscal year. No person, group or organization may be granted a monopoly on any facility.

Overnight camping on District facilities, including in the designated public forum areas, is prohib-ited. No person or organization may use any District facility for living accommodation purposes such as sleeping activities, or making preparations to sleep (including the laying down of bed-ding for the purpose of sleeping), or storing personal belongings, or making any fire, or using any tents or other structure for sleeping, or doing any digging or earth breaking, or carrying on cooking activities.

All charges for the use of District facilities are due ten (10) business/school days in advance.

Any persons applying for use of District property on behalf of any groups shall be a member of the groups and, unless he/she is an officer of the group, must present written authorization to




AP 6700- 3

represent the group. Each person signing an application shall, as a condition of use, agree to be held financially responsible in the case of loss or damage to District property.

The District may require security personnel as a condition of use whenever it is deemed to be in the District’s best interests.

No person applying for use of District property shall be issued a key to District facilities.

Future facility requests may be denied on grounds including, but not limited to, abuse or misuse of District property and failure to pay promptly for any damage to District property.

No alcoholic beverages, intoxicants, controlled substances, or tobacco in any form shall be brought onto the property of the District. Persons under the influence of alcohol, intoxicants, or controlled substances shall be denied participation in any activity.

No structures, electrical modifications, or mechanical apparatus may be erected or installed on District property without specific written approval by the Director of Physical Plant.

All decorative materials, including but not limited to draperies, hangings, curtains, and drops shall be made or treated with flame-retardant processes approved by the State Fire Marshall.

Priority for the Use of District Facilities Priority for the use of District Civic Center facilities will be as follows:

1. Student clubs and organizations

2. Fundraising entertainment or meetings where admission fees charged or contri-

butions solicited are expended for the welfare of the students of the District.

3. Parent-teachers' associations

4. School-community advisory councils

Use Fees

Rental Fee - Will be determined by area / facility being requested (Refer to Rental Fee Schedule online)

Application Fee - Non-refundable and must accompany the application.

Security Deposit- Facilities must be protected from damage. In cases where District

property has been damaged or abused, the cost of repair or replacement will be charged

to the person, group or organization.




AP 6700- 4

Change Order Fee - Is charged for any change to the application after the initial applica-

tion has been approved, (date change, location change, food services, tables/chairs,

equipment, etc.)

Cancellation Fee - Cancellations must be submitted in writing by 5:00 p.m. at least five

(5) business/school days in advance of scheduled use. If cancellation is not received

within five (5) business/school days, the group will be responsible for all costs.

Reviewed by the Board’s Ad Hoc Committee on Policy 4/13/16 Board Reviewed 5/11/16 VPAS Reviewed [MANDATED] 09/13/2016 Cabinet 1st Reading [MANDATED] 09/20/16 Cabinet 2nd Reading [MANDATED] 09/27/16


Board Policy Manual

Property Management BP 6500

BP 6500 - 1

Reference: Education Code Section 81300 et seq. The Superintendent/President is delegated the authority to act as the Board’s negotiator regard-ing all property management matters that are necessary for the benefit of the District. No trans-action regarding the lease, sale, use or exchange of real property by the District shall be en-forceable until acted on by the Board itself. The Superintendent/President shall establish such procedures as may be necessary to assure compliance with all applicable laws relating to the sale, lease, use or exchange of real property by the District. See Administrative Procedure 6500 Board Approved 11/13/02 VPAS Reviewed [MANDATED] 09/16/16 Cabinet 1st Reading [MANDATED] 09/20/16 Cabinet 2nd Reading [MANDATED] 09/27/16

Documents

College Council Committees/College Council/Mi… · Sub group-> College Council-> broad group of constituencies-> and then back to College Council. To start the sub group will review