General Procedures

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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-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-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-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

Major standing committees have been established to implement evaluation of 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 make it 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.

Standing sub-committees 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.  Sub-committees will follow the same general procedural guidelines as the major committee and will report to the appropriate governance committee.

When a sub-committee has followed the proper procedure for making decisions, that decision shall be forwarded the reporting governance committee for approval.  If new information is provided on the subject after item leaves the sub-committee, the governance committee will return the issue to the sub-committee for review.  If no new information is received by the governance committee, the governance committee shall review the issue on the consent agenda and the work of the sub-committee and approve or return the proposal.

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

The College Affairs Committee may make recommendations on any and all areas not covered by collective bargaining which affect the development of Central Oregon Community College.  Recommendations from the Faculty Forum and from other standing committees regarding procedure may be reviewed by the College Affairs Committee at their discretion or at the request of a committee or the president..

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 including final budget prioritization recommendations.

The College Affairs Committee may initiate studies, accept recommendations from standing committees or refer matters to other standing committees.  In the final analysis, the College Affairs Committee provides a forum where college-wide concerns can be reviewed by all constituencies.

All members of the Committee are voting members and recommendations of the Committee are recommendations to the President.

Membership:

      Two Administrators                                     Appointed by the President
      President of Faculty Forum                          Automatic Membership
      Two Faculty Members                                  Elected by Faculty Forum
      President of the Classified Association   
      One Classified Association Member              Elected by Executive Committee
      ASCOCC Representative                              Automatic Membership
      One Student Member                                   Appointed by ASCOCC Student Council

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

The Organizational Development Committee was created to have a representative group of the College employees address "global" College needs for professional development, and to address the "health and welfare" needs of the College.  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

Two Administrators     Appointed by the President
Two Faculty                  Appointed by the Faculty Forum
Two Classified             Elected by Executive Committee

Length of Service:  3 years, with one representative of each employee group rotating off the committee each year.

           The chair is elected by the committee.

G-6-3       College Committee on Academic Affairs                        Approved:  12/14/99
                                                                                                    Revised:     11/09/07

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, formal actions and recommendations approved by 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: 

One member from each of the following four major divisions on campus will be elected by faculty holding full-time appointments within that respective division:

1.    Humanities, Social Science;
2.    Sciences and Allied Health (including Health and Human Performance, and Nursing);
3.    Professional-Technical, Fine Arts, and Library;
4.    Mathematics, Computer Information Systems, and Business.

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.

The Executive Vice President of ASCOCC, or another ASCOCC-appointed designee, will be the student representative to the Committee.

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.

Elections from each of the academic divisions will occur early in the spring.

Elections for the at-large seats will occur upon completion of the elections from the major divisions.  Slates for the at-large seats will be selected with the intent of creating balance on AA.

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.

Length of Service:  2-3 years
Representatives of the four major divisions will be elected to three-year terms; the one at-large faculty representative will be elected to a two-year term,  the one Presidential appointment will serve a two-year term, the current President Elect from the faculty forum will serve a one-year term, and the student representative will serve a one-year term.

Review:

A review of Academic Affairs will occur at the end of every third year.

G-6-4       College Curriculum Committee                                                Revised: 10/9/07

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. reject the proposal   

          Membership of the Curriculum Committee: