Policies & Procedures

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The Clover Park Technical College District Twenty Nine Board of Trustees consists of five members appointed by the Governor of Washington State for five-year terms with confirmation of the Senate. The Board of Trustees is responsible for the overall operation and administration of the college as prescribed in RCW 28B.50.100, RCW 28B.50.130, and RCW 28B.50.140.

A. Roles

The Board of Trustees functions in a legislative and advisory manner and delegates to the President authority and duties which are executive and initiatory. Subject to any delegation, the Board has approval authority over all academic, technical and professional program changes and authorizes the awarding of degrees, certificates and diplomas. The Board approves any changes to the college’s mission. College policies and procedures are recommended by the Policy and Procedures Committee, and then reviewed and approved by the President.

B. Informing trustees

The Board is regularly informed about the College’s activities and issues affecting the College’s mission, policies, and programs. Trustees are free to express their opinions on all issues and matters of institutional significance.

The Board of Trustees will conduct a general review of Board policies every three years. Additions and changes to Board policy may be proposed at any time by a Trustee or by the College President.

Through Resolution 97-7-49, the Board of Trustees has delegated to the College President authority to approve College policies. College policies are developed through shared governance procedures and reviewed on a one- to three-year cycle to assure they remain  current and relevant. Policies that have been reviewed through a shared governance process  and approved by the President are placed on the Board of Trustees’ agenda for their review and  oversight.

The Board shall govern the College through appointment of a qualified President, policy oversight, and establishment of the vision, mission, and direction of the College. The specific responsibilities of the Board are:

  1. Select and regularly evaluate a chief executive officer who is accountable for the operation of the institution.
  2. Oversee a process for the ongoing review of College policies.
  3. Review and approve changes to the vision, mission, and direction of the College.
  4. Review tenure candidates and award tenure to appropriately qualified candidates
  5. Monitor the College's performance.
  6. Promote a positive image for the College.
  7. Serve as a link between the College and the community.
  8. Participate in local, regional, state and national Trustees events.
  9. Regularly evaluate Board processes and performance.
  10. Act only as a committee of the whole with no member or subcommittee of the Board acting on behalf of the Board, except by formal delegation of authority by the Governing Board as a whole.

The Board of Trustees will conduct a general review of Board policies every three years. Additions and changes to Board policy may be proposed at any time by a Trustee or by the College President.

Through Resolution 97-7-49, the Board of Trustees has delegated to the College President authority to approve College policies. College policies are developed through shared governance procedures and reviewed on a one- to three-year cycle to assure they remain  current and relevant. Policies that have been reviewed through a shared governance process  and approved by the President are placed on the Board of Trustees’ agenda for their review and  oversight.

Policy

The College continually wishes to recognize and show appreciation for exceptional contributions it has received, in personal services and/or in money, in support of its Mission. Occasionally this recognition occurs through naming of College property for a particular person. In order to maintain the highest standards for bestowing such a high honor, including exceptional worthiness, careful consideration, consistency, and transparency, the College adopts the following Procedure.

Procedure 

  1. Authority and types of naming decisions

    1. Authority: The Board of Trustees has the authority to name College property for a person, either directly or by delegating that authority to the President. For purposes of this Procedure, a “person” includes a natural person, a legal entity such as a corporation, a business, or an organization.
    2. Bases for naming: As further specified below, the naming of College property for a particular person is based on distinguished service, a major financial contribution, or a sponsorship contribution.
    3. Property for naming: As further specified below, any College building, facility, location, real property improvement, fixture, or personal property may be named under this Procedure. However, the naming of a building, or a room or larger space in a building, will ordinarily be based on distinguished service or a major financial contribution.
    4. Exceptions: The Board may modify the application of this Procedure in a particular instance when it deems this appropriate to fulfill the College’s Mission.
  2. Bases for naming

    1. Distinguished service: Naming based on distinguished service requires exemplary personal character and accomplishments plus contributions of services and skills that have had a major beneficial impact on the institution over an extended period of years. For a College officer or employee, such naming may occur no sooner than one year following that person’s separation from College service or death.
    2. Major financial contribution: Naming based on major financial contribution requires one or more major monetary contributions (gifts) to the College or its Foundation. Major contributions usually constitute a very substantial or critical portion of the actual cost of new construction, or of a major renovation, of the property being named. However, a major contribution may also consist of a very substantial portion of a general fundraising goal.
    3. Sponsorship contribution: Naming based on sponsorship contribution requires a monetary contribution of an amount (or at a level) that is periodically established by the President, in conjunction with the Foundation, for all potential contributors for the particular naming placement or type of naming placement. The President, or designee, shall maintain a record of the amount or level established for each placement.
  3. Process

    1. Distinguished service or major contribution--Proposal: Naming based on distinguished service or major financial contribution may be proposed by anyone. A proposal should be delivered or routed to the President’s office. The proposal should include the proponent’s name and contact information, the name designation requested, information about that person, and supporting documentation which clearly shows the appropriateness of the proposed naming.
    2. Distinguished service or major contribution—Review of proposal: A proposal for naming based on distinguished service or major financial contribution will be reviewed by the President (and/or the President’s designee) and/or by any other person(s) designated by the Board of Trustees. Such review may include obtaining input from other persons, such as College employees. When appropriate, such review may include obtaining a background check report (with any applicable authorization or consent from the named person).
    3. Distinguished service or major contribution—Decision: After the review, the President shall make the naming decision (if the Board of Trustees has delegated this authority to the President), or the President and/or other reviewer(s) shall make a recommendation on that decision to the Board of Trustees.
    4. Sponsorship contribution—Proposal, review, & decision: Naming based on a sponsorship contribution has been delegated to the President by the Board of Trustees. For sponsorships, the monetary contribution in the established amount will ordinarily serve as the proposal and that proposal will be deemed to be approved upon completion of the contribution, except as the President determines otherwise.
    5. Conditions: A naming decision shall be subject to this Procedure, including part D below. The decision may be accompanied by a written agreement with the contributor, usually approved by legal counsel.
  4. Other guidelines and rules

    1. Duration of name: A naming under this Procedure will continue for the useful life of the named College building, facility, location, real property improvement, fixture, or personal property (all referred to below as the Property) except that:
      1. The naming may specify a shorter duration or time limit, especially when the name is of a corporation or business.
      2. A naming based on major financial contribution or sponsorship contribution may be terminated by the Board or President if the contribution is not completed.
      3. If the College determines that the Property must be substantially renovated or demolished in order to fulfill its intended use(s), the Board or President may terminate or modify the naming, although in that event the College should first pursue under this Procedure possible continuation of the same name.
      4. If the property is destroyed or rendered substantially unusable by a cause that is outside the control of the College (for example, by a natural disaster), the Board or President may terminate or modify the naming.
      5. If the person for whom or for which the Property is named acts, or is found to have acted in the past, in a manner which the College reasonably finds will harm its goodwill or standing in the community, the Board or President may terminate or modify the naming.
      6. If an entity or organization for whom Property was named subsequently ceases to exist as an entity or organization with the same name, or through purchase or reorganization becomes part of another entity or organization with a different name, the Board or President may terminate or modify the naming.
      7. For purposes of this Procedure, modification of a naming may include transferring the name to another Property.
    2. Announcements, markers, and maintenance: The President, and College Foundation as appropriate, will determine:
      1. The content, design, color, size, and placement of any physical sign, plaque, or marker which signifies or provides information about the naming; and
      2. The ongoing care and maintenance of the Property and of any associated physical sign, plaque, or marker.
    3. Notifications: College officers and employees will make reasonable effort to bring this Policy & Procedure to the attention of potential contributors who are interested in naming opportunities.

Policy

The CPTC Foundation is the College’s designated entity responsible for raising, receiving, administering, and investing gifts on behalf of the College. This policy does not include gifts made to employees, which are governed by the state ethics law, RCW chapter 42.52.

Procedure

  1. Gifts defined: Gifts are outright or deferred contributions received from individuals, partnerships, corporations, foundations, trusts, and other organizations (“donors”) for which neither goods nor services (other than general reports and fulfillment of donor intent) are expected, implied, or forthcoming for the donor in return.
  2. Receipt of gifts generally: All gifts to the College should be directed to the CPTC Foundation, except that gifts to student clubs formed under the Associated Student Government are directed to the clubs (although oversight of student club fundraising activities will be coordinated through the CPTC Foundation). When making gifts, donors may lawfully designate or restrict the uses and purposes of their gifts to particular areas or programs of the College, and if a donor does so and the Foundation accepts the gift, the Foundation and the College will respect the designation or restriction.
  3. Outright Gifts: An outright gift is a contribution of cash or property to the College in which the donor retains no interest. All unrestricted outright gifts will be deposited to the Unrestricted/Annual Fund.
  4. Non Cash Gifts: Non cash gifts (a.k.a. in-kind gifts) are donations of property other than cash, money, or checks. All non cash gifts will be accepted and disseminated through the CPTC Foundation in accordance with its Non Cash Gift Acceptance Procedures and the College’s Inventory Policy Chapter 3. Section 10.

Clover Park Technical College involves students, faculty, staff, and administrators in discussion related to decisions of importance to the institution through the shared governance structure.

Definition of Shared Governance: Shared governance at Clover Park Technical College is the set of practices that provide opportunity for students, faculty, staff, and administrators to be informed of and have input into decisions that affect them.

The values that guide shared governance include:

  • Mutual respect and trust
  • Diversity of thought.
  • Informed and inclusive decision-making
  • Transparency and clarity of operations and decision-making
  • Open lines of communication
  • Accountability
  • Collaboration

Shared governance occurs through three primary avenues of engagement: (a) individual involvement, (b) committee and constituent group participation, and (c) an inclusive organizational structure.

The College is subject to a variety of compliance and financial audits from various state and federal entities, such as Washington State Department of Revenue, Internal Revenue Service, Employment Security Department, Labor and Industries, and the Federal Aviation Administration. Audits ensure compliance with federal and state regulators, confirm appropriate appplication of accounting rules and principles, verify existence of adequate internal controls, and attest whether financial statements are relevant, accurate, complete, and fairly represent the positions and performance of the College to interested parties. The Board of Trustees requires that an annual external financial audit of the College's financial statements be conducted.

Policy

Clover Park Technical College wants to cooperate with inquiries from the media and accurately communicate, as appropriate, in a manner consistent with our mission and values. It is essential that comments to the press and the public are as accurate as possible

Clover Park Technical College appoints the Public Information Officer (PIO) as the first contact for all media inquiries on official CPTC matters. Employees of the College will refer media queries to the College Relations Department and are not authorized to speak on behalf of the College without permission of the PIO.

Policy

Under Policies and Procedures Manual Chapter 1 Section 3 and appropriate delegation(s), the Board of Trustees has delegated authority to determine College policies to the President. The President reviews and approves College policies and procedures after they have gone through the College review process and have been recommended for approval by the President's Direct Reports.

Policy

The College will follow a process for filling positions which supports the College’s mission and strategic plan by seeking to:

  • recruit a highly-qualified and diverse workforce while providing all members of the public with equal employment opportunities;
  • provide current employees with opportunities to develop their careers and increase their contributions to the work of the College; and
  • assure a fair and transparent hiring process for all.

Procedure

A. Definitions

  1. Appointing authority.The legal authority to appoint/ hire, promote, discipline, demote, and/or dismiss an employee, or an officer to whom the President delegates that authority. (See B.1 and B.2.)
  2. Interim appointment: Appointment (other than a regular appointment) to hold a vacant position, or to perform substantially all of its essential functions, for a stated period of not more than one year (unless extended by the President after an unsuccessful recruitment up to a total period not exceeding two years). (See C.2.)
  3. Position: A set of ongoing functions (duties) which are to be performed by one qualified person and are assigned a position title, as described in a Position Description, and which are designated through specific budget account coding to receive funding continuing for an indefinite period of time and for a specified salary (not hourly compensation). A position may be designated as part-time (scheduled for less than forty hours per week), but a position does not include temporary employment.
  4. Protected group: A grouping of individuals who are protected against discrimination in employment practices under federal and/or state law because of their inclusion in that group. Discrimination is prohibited on the basis of: age (forty or older), sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability (unless based on a bona fide occupational qualification). See RCW 49.60.180, http://apps.leg.wa.gov/RCW/default.aspx?cite=49.60.180.
  5. Regular appointment: Appointment to a position through an open competitive or internal competitive recruitment under this Procedure. Temporary employment is not regular appointment under this Procedure.
  6. Temporary employee and temporary employment: Employment in any capacity which does not constitute a position, including but not limited to employment:
    1. as an adjunct faculty member, 
    2. as a work-study student,
    3. which is paid on a part-time hourly basis, or 
    4. which is paid primarily through grant or other time-limited "soft money" funding. 

Temporary employment does not create any right or expectation of continuing employment. 

  1. Vacancy or vacant position: A position which is not currently held by appointment under this Procedure. However, a vacancy is not created or filled: 
    1. by reclassification or reassignment of a position occupied by a qualified employee to different duties at a lower, or the same, salary level or salary range;
    2. by reclassification of an occupied position at a higher salary level or salary range:
      1. when the appointing authority and the chief human resources officer (CHRO) determine that this reclassification is based on duties which the qualified employee has already been substantially performing for at least six months, or
      2. under an agreement between the appointing authority, the employee, and the latter’s bargaining representative (if any) for the employee to perform in a probationary status (for example, in training); or​
    3. when the incumbent who has been regularly appointed is just temporarily absent on approved leave, even if no one is temporarily assigned to perform the holder’s duties in an “acting” capacity

B. Authorities, temporary employment, and other general rules

  1. Authorities of Board and President: Under RCW 28B.50.140, http://apps.leg.wa.gov/rcw/default.aspx?cite=28B.50.140, the Board of Trustees employs the President and such other employees as may be appropriate. The Board determines the method(s) for recruiting and selecting the President, which need not follow this Procedure. The Board has delegated broad appointing authority for all other employees to the President. The President retains ultimate appointing authority for all such employees, except as otherwise provided by law or in a collective bargaining agreement (CBA).
  2. Authorization and delegations by President: The President has adopted this Policy and Procedure to implement this appointing authority, and except as otherwise provided in B.3 below, it shall be followed in the hiring of all employees. The President sub-delegates to each vice president, and to every other officer who reports directly to the President, shared appointing authority over employees who directly or indirectly report to that officer.
  3. Separate treatment of temporary employment: The President’s sub-delegation of shared appointing authority covers temporary employment. However, temporary employment is not further addressed in this Procedure except as follows:
    1. Section A and this Section B apply to temporary employment.
    2. An appointing authority may choose to have this Procedure apply to any recruitment, including one for temporary employment.
    3. Upon request, HR may assist an appointing authority in seeking candidates for temporary employment without following this Procedure, such as by assisting a dean just in advertising and accepting applications for adjunct faculty.
    4. The appointing authority should remind applicants that even temporary employment is conditioned on a satisfactory criminal background check, and assure that such a check is completed before hiring. (See B.4.i and I.5 below.)
    5. The appointing authority shall promptly notify both the Human Resources office (HR) and the Payroll office of all temporary employment, and the temporary employee shall provide all required employment documents to HR before the employee starts work.
  4. Scope of Procedure and other general rules:
    1. These are rules of a higher education institution which involve employment relations, and so they are not required to be adopted under RCW 34.05. They concern only the internal management of the College, and do not give any rights to individuals.
    2. To any extent that this Procedure cannot be applied consistently with a current collective bargaining agreement, the CBA will control.
    3. The appointing authority and the CHRO may agree to shorten or extend a time period, or terminate or extend a recruitment, for good cause. The CHRO, with the approval of the President, may otherwise modify the application of this Procedure in a particular instance for good cause.
    4. The President or other officer may designate another person to take any action under this Procedure on his/her behalf.
    5. All forms and other inquiries to applicants should comply with the State Human Rights Commission’s preemployment inquiry guide. See WAC 162-12-140, http://apps.leg.wa.gov/wac/default.aspx?cite=162-12-140.
    6. The College will provide reasonable accommodation to an individual with a disability who requests such accommodation in applying for employment, but the applicant should make that request to HR at least three working days prior to the date of need. See Chapter 2 Section 21—“Application Process”.
    7. Any payment of prospective-employee interview expenses shall be in accord with state rules. See OFM’s SAAM, http://www.ofm.wa.gov/policy/70.20.htm.
    8. The appointing authority or HR may seek or require authentication of applicant credentials at any time. Any significant false statement, misrepresentation, or omission by an applicant during the hiring process, whenever discovered, shall be cause (1) for rejection of the application or (2) if the applicant has been hired, for discipline up to and including immediate termination of employment.
    9. No offer of employment binds the College or may be accepted by an applicant until the College has completed a criminal background check on that applicant and determined that the result is satisfactory (under I.5 below).

C. Analysis and alternatives before initiating regular appointment

  1. Organizational analysis: Before creating or filling a position, the appointing authority should conduct an organizational analysis. This analysis should consider all relevant factors, such as:
    1. Institutional needs and temporary alternatives: What does the College need from this position? If it is vacant, what would happen if the position were not refilled, or not refilled in the same way? Is a temporary alternative suitable, such as temporary employment (see A.6 and B.3 above), temporary reassignment(s) of functions, or an interim appointment (see A.2 above and C.2 below)?
    2. Position configuration: How is the position described in a currently-accurate Position Description? Should any functions be rearranged with other positions?
    3. Diversity: Is this a possible opportunity to increase workplace diversity?
    4. Promotion: Is this a possible promotional opportunity for internal candidates?
    5. Timing: Should the College wait for a period of time before creating and/or filling the position, for budget or other reasons?
  2. Special provisions regarding interim appointments:
    1. An interim appointment (see A.2) may be made without a competitive recruitment, although at least an interview and reference-check are required.
    2. When making an interim appointment, the College may adopt a temporary Position Description, with modified required qualifications, for good cause, such as to promote diversity, to provide a professional development opportunity, or due to temporary reassignment(s) of functions.
    3. The terms of an interim appointment should specify whether that person will be eligible to apply for the regular appointment.
  3. Compensation for temporary alternatives:
    1. For an interim appointment, the compensation shall be the salary rate established for the position.
    2. For temporary reassignment(s) of functions, compensation will be equitably determined by the appointing authority and CHRO, consistent with Chap. 2 Sec. 18—Stipends, Chap. 2 Sec. 22—Compensation for Temporary Additional Responsibilities, and/or any applicable CBA.

D. Documenting decision to create/ fill a position

If the appointing authority decides to create and/or fill a position through a regular appointment, s/he must first have two documents completed and approved, on forms approved by the CHRO: 

  1. Position Description: This shall be currently accurate and shall include:
    1. the essential functions of the position;
    2. the minimum (required) qualifications, i.e., the objectively-measurable education, experience, and competencies (knowledge, skills, and abilities) which are necessary for performing those functions; and
    3. the additional education, experience, and competency qualifications which are preferred for performing those essential functions. Unless otherwise stated:
    • an educational diploma, degree, or other credential must be from an accredited educational institution, and 
    • the ability to communicate in the English language in a manner appropriate for the particular position shall be a minimum qualification for all positions

This Description should be signed as approved by the position’s supervisor, the appointing authority, and the CHRO.

  1. Employment Requisition: The Employment Requisition shall be accompanied by the approved Position Description. The Requisition describes the recruitment and should include:
    1. the salary level or range;
    2. the budget account coding for the position;
    3. the goal start date for the new hire;
    4. data on whether the College is under-utilizing any protected group(s) in the position’s job group;
    5. the type of recruitment (see E.1 below);
    6. the application period (see E.1.a(2) and E.1.b(2) below);
    7. any specific advertising and/or other recruitment activities requested (see E.1.a.4 below);
    8. the type of search committee (see F.1 below); and
    9. the names of the chair and committee members (see F.1 and F.2 below).

The Requisition must be signed as approved by the appointing authority, the CHRO, and the President, except that if it only seeks HR’s limited assistance on temporary employment under B.3.c above the Requisition needs only to attach or include what HR specifies and to be signed by the appointing authority and CHRO. The Requisition may be amended later only by the signing officers.

E. Recruitment types and position announcement

  1. Types of recruitment: A regular appointment is made through one of these two types of recruitment:
    1. Open competitive:
      1. Eligibility: In an open competitive recruitment, anyone may apply.
      2. Posting & application period: HR will announce the open recruitment through the College’s Website/ online job posting system and any other media which it, in consultation with the appointing authority, deems appropriate. The application period will be fourteen calendar days unless another period is specified.
      3. Applicability: An open competitive recruitment is the favored default method, unless the Requisition or a CBA specifies otherwise, because it provides the broadest opportunities and is most likely to increase workforce diversity. In an open competitive recruitment, current employees and outside applicants shall receive equal treatment and consideration.
      4. Additional open recruitment activities: HR may initiate additional recruitment efforts, especially when recruitment is expected to be difficult and/or the utilization and goals data for the relevant job group, in the College’s most recent Affirmative Action Plan, show significant protected group under-utilization. (See also F.3.d.)
    2. Internal competitive:
      1. Eligibility: In an internal competitive recruitment, the only persons who may apply are:
        1. someone who holds a College position during the application period or
        2. a temporary employee who has been and is compensated for College work both for at least 520 hours during each of the preceding two fiscal years and for the day on which his/her application is submitted.
      2. Posting & application period: HR will announce the internal recruitment to the College community through such method(s) as it deems appropriate. The application period will be ten calendar days unless another period is specified.
      3. Applicability: An internal competitive recruitment must be used when a CBA so provides. One may be used when the appointing authority and CHRO have agreed that:
        1. one or more current holders of College positions appear to possess all of the minimum qualifications and at least one of the preferred qualifications, and
        2. an external recruitment is not preferred for purposes of increasing workforce diversity, after considering the utilization and goals data for the relevant job group in the College’s most recent Affirmative Action Plan and any other current or likely vacancies.
      4. Conversion: An internal recruitment may be converted to an open competitive recruitment, with a new application deadline, at any time that the appointing authority and CHRO agree that the pool of applicants appears to be insufficient. (See also F.1.b and G.4 below.)
  2. Announcement:
    1. Announcement: For every competitive recruitment, HR will prepare an announcement of the available position, including:
      1. the essential functions, minimum qualifications, and preferred qualifications;
      2. the application requirements (as determined by HR); and
      3. the deadline for applications. Unless otherwise stated, the deadline is 4:00 p.m. on the date stated.
    2. One recruitment per announcement: After a position has been announced, any significant change in the essential functions or minimum qualifications, or any increase in the salary (except pursuant to a CBA), before the appointment is made, will require a new announcement and recruitment, unless the President, appointing authority, and CHRO agree otherwise.

F. Search committee

  1. Types: The College has two types of search committees:
    1. Regular search committee: A regular search committee is used unless the Requisition specifies otherwise. It has five members, unless the Requisition specifies another number (but no less than four).
    2. Streamlined search committee: A streamlined search committee may be used for internal competitive recruitments and/or for filling positions in the classified or IUOE bargaining units, when the Requisition specifies this option. It has three members, unless the Requisition specifies otherwise. If an internal recruitment being handled by a streamlined committee is converted to an open competitive recruitment (under E.1.b(4) above), the appointing authority and CHRO may convert the committee to a regular search committee.
  2. Purpose and composition:
    1. Purpose: The purpose of a search committee is to recommend qualified candidates for a position. (See H.5 below.)
    2. Chair: The chair usually (but not necessarily) will be the position’s supervisor.
    3. Members: The other committee members usually will be College employees, but may include non-employees when appropriate.
      1. As feasible, at least one-third of the membership should be from outside of the appointing authority’s area of responsibility, and the members should broadly represent the College’s workforce and provide a multidimensional perspective on the functioning of the position. Membership characteristics to consider include: protected group diversity, bargaining groups and unrepresented employees, familiarity and/or dealings with the position, and relevant expertise.
      2. The appointing authority will not serve on the committee.
    4. Vacancy: If a member is unwilling, unable, or unsuitable to complete committee service, the appointing authority and CHRO may agree on an appropriate replacement and/or course of action.
  3. Consultant and directions: HR will designate an HR consultant to assist each search committee. This consultant should assure that the committee is provided at the beginning of its service with:
    1. the agreement required under F.4 below;
    2. the Position Description;
    3. relevant College diversity goals, including notation of any protected groups that are under-represented for the subject job group, accompanied by clarification that these goals are not “quotas”;
    4. description of any special role the committee may be asked to play in recruiting, as determined by the CHRO in consultation with the appointing authority and chair;
    5. the rating criteria (preferred qualifications, essential functions, etc.);
    6. the expected form of committee report, including strengths and weaknesses (see H.5 below);
    7. any specific directions given by the appointing authority, such as goals, opportunities, and/or challenges for the position;
    8. directions to retain all notes and records and turn them in at the end to the HR consultant (see J below); and
    9. a copy of, or access to, this Procedure. (See also H.2 below.)
  4. Member commitments: As a first item of committee business, each member shall sign, and thereafter each member shall comply with, an agreement:
    1. to keep confidential all information obtained as a committee member, including all committee discussions, even after conclusion of the search, except for sharing with the appointing authority or HR or as otherwise required by law
    2. to keep an open mind and consider all applicants objectively, without favoritism or bias;
    3. to promptly disclose to the committee chair and HR consultant any actual or possible conflict of interest, such as any significant financial or personal relationship with an applicant;
    4. to promptly disclose to the chair and consultant any information about an applicant which s/he already possesses and which either (a) may significantly affect her/his own evaluation of that applicant or (b) should be considered by the committee (see H.1.a(2) below);
    5. to base discussion and decisions on information that has been obtained through this Procedure and not on information from other sources, except that if s/he learns of information about an applicant from another source which s/he believes should be considered, it will be shared with the chair and HR consultant to determine appropriate treatment; and
    6. to make good faith efforts to follow this Procedure and to inform the chair and HR consultant of any apparent violations.

G. Applications and screening for committee

  1. Requirements for applications: Each applicant shall verify that his/her application for employment and all accompanying information are accurate and complete, to the best of her/his knowledge.
  2. Screening for minimums: HR will screen each complete and timely application to determine if it shows that the applicant possesses the minimum qualifications (or their equivalents, as determined by HR), except that for a streamlined search committee the CHRO may designate the chair to do this screening. Whoever does the screening may seek appropriate advice on questionable qualifications. Only applications which show that the applicant meets the minimums (or equivalents) will be provided to the committee, except that an application may be provided provisionally—subject to confirmation through subsequent testing that the applicant meets the minimums. (See H.3.a below.)
  3. Optional screening for preferred qualifications: With the appointing authority’s and CHRO’s approvals (e.g., for a large number of applications), HR or the chair may also screen applications for specified preferred qualifications which are objectively measurable.
  4. Conversion to open competitive: If a recruitment is converted from an internal to an open competitive under E.1.b(4) above, HR will notify any existing applicants of these choices: having their same application considered in the new recruitment (if they meet the minimums), updating their application, or withdrawing.
  5. Rejected applicants: Applications which do not show that the applicant possesses the minimum qualifications (or any preferred qualifications under the option in G.3 above) will not be considered by the committee. HR will promptly notify these unsuccessful applicants.

H. Committee evaluations of applicants, interviews, and report

  1. Pre-interview tasks: The Committee must complete these tasks before conducting interviews:
    1. Rate applicants for interviews. A rating tool must be adopted by the committee and then used to rate all applications in order to determine who the committee will interview:
      1. For a regular search committee, each member must (unless determined otherwise by the CHRO) rate all applications in order to participate in the interviews. For a streamlined committee, the chair and CHRO may agree that the chair will instead rate the applications and inform the committee of those ratings.
      2. If a committee member is required to disclose information about an applicant under F.4.d above, HR will record this information and determine whether this (a) may significantly affect the member’s own evaluation or (b) should be considered by the committee. Either situation will ordinarily excuse the member from further committee service and cause HR to consider the information as from a reference if the applicant becomes a finalist (see I.2 below).
      3. In determining who to finally interview, the committee may choose to conduct a preliminary round of telephone or Web-based interviews, using a rating tool approved by HR, in order to hear from more applicants and/or to help reduce the number in the pool.
      4. After the ratings based on applications (and any preliminary interviews) have been compiled in a rank order, the committee will decide how many applicants to interview (how far consecutively down that ranking).
    2. Develop interview questions. These should be keyed primarily to the position’s essential functions, but may be of different types.
    3. Specifically consider HR’s standard questions. Unless the CHRO agrees otherwise, the committee’s questions should address:
      1. whether the applicant is able to perform the essential functions of the position, with or without reasonable accommodation for any disability (see also H.3.c below);
      2. the applicant’s competence in dealing with diversity imperatives;
      3. whether the applicant’s hiring would violate the Nepotism policy (Chap. 2, Sec. 24)—for example, whether any relative or household member is a College employee; and
      4. whether the applicant will accept any required salary deduction for union dues or a representation fee, if the position is offered.
    4. Adopt an evaluation tool for each member’s use in (1) scoring applicant interviews and (2) describing applicants’ apparent strengths and weaknesses for successfully performing the position.
    5. Schedule interview dates. The committee may choose to offer each applicant an option to interview by telephone or through Web-based methods. For a streamlined committee where the chair rated the applications, each member will review beforehand all of the applications of the candidates to be interviewed.
  2. Consultant’s assistance: The HR consultant will assist the committee with its interview and evaluation tasks, as by providing the form application rating tool, sample interview questions, and the form evaluation tool.
  3. Committee interviews:
    1. Testing for screened qualifications: Before interviews, HR and/or the committee may test provisional applicants to confirm that they possess the qualifications for which applicants were screened. See G.2 and G.3 above.)
    2. Interview procedure: The committee should follow any directions which the HR consultant provides for conducting the interview. The committee may choose to provide a list of questions to each applicant at the beginning of his/her interview.
    3. Initial and follow-up questions: The same initial questions should be asked of each applicant, but based on applicants’ initial answers committee members may ask appropriate follow-up questions. For an inquiry about the applicant’s ability to perform the essential functions of the position (per H.1.c(1) above), the follow-up may include asking the applicant to describe or demonstrate such performance. See Chapter 2 Section 21—“Employment Tests”.
    4. Evaluation: Each committee member scores applicants’ interview responses and describes apparent strengths and weaknesses using the adopted evaluation tool (see H.1.d and H.2 above).
  4. Optional evaluation methods: The committee with the agreement of the HR consultant, may choose to utilize one or more additional evaluation methods when appropriate to a particular position, such as a skills test, work situation exercise, sample work, prescribed presentation, and/ or written questionaire. 
  5. Committee report:
    1. Contents: Based on the relevant information it has obtained, the committee (with the HR consultant’s assistance) shall prepare a written report to the appointing authority. This report should include these elements:
      1. list as “finalists” all of the applicants (usually no more than three and usually in alphabetical order) whom it recommends as being well- qualified to perform the position’s essential functions (or, if it recommends no applicant, say so);
      2. describe each finalist‘s strengths and weaknesses for successfully performing the position; and
      3. be accompanied by a summary of the committee members’ interview scoring.
    2. Other materials: The HR consultant will assure that all relevant portions of the committee's file are also provided to the appointing authority. The CHRO may provide additional relevant information. 
  6. Other use of recruitment/ report: Within sixty days after the final hiring decision or notification of no hire (see I.6 and I.7), an appointing authority may use a search committee’s report to make an appointment to another position with the same (or a substantially similar) Position Description, without conducting another recruitment under parts E, etc. above.

I. Checks and appointing authority decision

  1. Possible group meetings: The appointing authority may direct the holding of forum or other group meeting(s) with the finalist(s).
  2. Reference checks: When a finalist is scheduled for his/her interview with the appointing authority (see I.3 below), s/he should be reminded of the College’s reference-checking. HR or its designee will seek information regarding each of the finalists from references it selects, usually at least two and usually including the current (or most recent) supervisor. This information will be provided to the appointing authority, usually before her/his interview of that finalist.
  3. Appointing authority review and interview(s):
    1. The appointing authority shall review the committee’s report and interview all of the finalists recommended by the committee, as feasible. The appointing authority or his/her designee may also check with a finalist’s references, previous employer(s), and/or other persons as deemed appropriate.
    2. The appointing authority should confirm the type of appointment (regular or otherwise) and the salary with the selected finalist.
  4. Possible presidential interview: The appointing authority and/or the President may require that one or more finalists interview with the President before the final selection.
  5. Criminal background check:
    1. Nature of check: Before the appointing authority makes a final decision or offer of employment, the College (usually HR) will conduct a check of the finalist’s possible criminal background. The information sought will include possible criminal convictions, arrests with dispositions pending, and registered sex and kidnap offender status.
    2. Geographical scope: Ordinarily HR will check the State Patrol’s Website which reports criminal record information at least from Washington records. However, the CHRO may direct a search for out-of-state information if deemed appropriate, depending on factors such as the position’s level or type of responsibilities (e.g., management, regular unsupervised access to minors, handling or access to money or valuable property, or campus security) or the applicant appearing to have resided outside of Washington for a significant amount of time.
    3. Use of information: If the background check reveals a reportable item, the CHRO will review this with the appointing authority and legal counsel, as appropriate, to assure that the information is properly considered. (See RCW 9.96A.020, http://apps.leg.wa.gov/RCW/default.aspx?cite=9.96A.020.)
  6. Hiring decision and documentation:
    1. Appointment: The appointing authority should document his/her appointment, including the salary placement, by completing and filing with HR the College’s hiring approval form. The appointing authority should also transmit to HR, for inclusion with the records retained (see J below), all notes and other records relating to applicants which s/he generated or obtained.
    2. No appointment: If the appointing authority finds that no finalist is suitable, s/he should so inform HR and the disbanding committee.
  7. Notifications of appointment: The appointing authority or HR will notify the selected finalist (with directions for completing the necessary employment steps through HR), the committee, and others as appropriate. Unsuccessful finalists will also be so notified, usually by the HR consultant.

J. Records retention

The HR consultant should arrange for proper retention of records relating to the search, in accordance with applicable records retention requirements, usually including:

  1. the Position Description;
  2. the Employment Requisition;
  3. significant emails and correspondence;
  4. written directions which were given to the committee;
  5. the ranked ratings of applications;
  6. the applications of candidates whom the committee chose to interview;
  7. the committee’s interview scoring and strengths and weaknesses evaluations;
  8. all notes prepared by committee members;
  9. the report given to the appointing authority; and
  10. all notes and other records relating to applicants which the appointing authority generated or obtained.

Policy

The Clover Park Technical College Board of Trustees believes in utilizing the expertise of retirees. Hiring of retirees will be based on the needs of the college and will ensure compliance with Washington State’s Department of Retirement System mandates, RCW 41.50, and current college practices. Hiring of any retiree is not a guarantee of continuing employment.

Procedure

When a position becomes available through a retirement of an employee, the College will analyze the position to determine if the position is still needed by the institution or needs to be revised. Upon completion of the position analysis and, if the determination is made that the position is needed, the position will be opened and a retiree may apply through the regular human resource processes.

Policy

Clover Park Technical College is committed to providing equal employment and educational opportunities without regard to race, color, sex/gender, religion, creed, age, marital status, national origin, sexual orientation, veterans' status, or the presence of any physical, sensory, or mental disability.

Employees, students, volunteers, and other persons having business with the College have a right to be free from any unlawful discrimination in their relationship with the College. Therefore, the college prohibits persons who are subject to its control or direction from engaging in discriminatory behavior on the basis of any of these protected statuses. Any person who has been found, after appropriate and thorough investigation, to have discriminated against another will be subject to appropriate counseling and/or corrective or disciplinary action.

Specifically prohibited is any sexual harassment, which is a form of sex/gender discrimination. Sexual harassment is unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when (a) submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual’s employment or education, (b) submission to or rejection of such conduct is used as the basis for decisions affecting the employee or student, or (c) such behavior has the purpose or effect of unreasonably interfering with an individual’s work performance or education by creating an intimidating, hostile, or offensive working/learning environment. Sexual harassment can be in the form of verbal behavior, such as unwelcome comments, suggestions, jokes, or requests of a sexual nature, and/or non-verbal behavior, such as gestures, leering, displaying sexually suggestive objects or pictures, touching, or assault.

Sexual harassment and all other forms of unlawful discrimination are included here in the term “discrimination”. Accommodation by the College for a disability is addressed in Chapter 2 Section 21.

Retaliation against anyone who reports discrimination, participates in investigation of a complaint, or is an alleged violator (“respondent”) is also prohibited.

A. Enforcement responsibilities/ complaint procedure

1. Ongoing responsibilities

Supervisors or managers who become aware of discrimination toward an employee, student, volunteer, or other person having business with the College have an ongoing obligation to respond in a timely and appropriate fashion. They should consult with the chief Human Resources officer for this purpose.

2. Informal complaint

Any employee, student, or volunteer or other person having business with the College who believes that s/he has been the subject of discrimination or sexual harassment should bring the complaint to their first-line supervisor or instructor, or, if the complaint is about that person, to that person’s supervisor. The recipient of the complaint shall make a note of the complaint and report it to his/her vice president and to the chief Human Resources officer. Alternatively the complainant may contact the chief Human Resources officer directly. The complainant should be notified and/or given a copy of this Policy and Procedure. The recipient of the complaint, working with the vice president and the chief Human Resources officer, shall determine if the situation can be resolved promptly at that level. If so, the recipient shall seek to do so; if not, s/he may refer the matter to the chief Human Resources officer for investigation under part D.

3. Formal complaint

Any employee, student, volunteer or other person having business with the College who believes that s/he has been the subject of discrimination or sexual harassment may make a formal written complaint to the chief Human Resources officer, regardless of whether s/he has first made an informal complaint. The complaint should be submitted promptly after the alleged violation and should contain relevant identifying and descriptive information, preferably on the available Human Resources form. Alternative means of filing complaints will be made available for persons with disabilities upon request. The Human Resources officer shall determine how to proceed, given the nature of the complaint, but usually will promptly commence an investigation.

4. Investigation

The chief Human Resources officer will determine what investigation is appropriate. Investigations shall be done in a prompt and sensitive manner. Efforts will be made to maintain confidentiality to the extent possible, to protect both the complainant and the respondent, although if a hearing or disciplinary action becomes necessary confidentiality may not be possible. All persons subject to College direction shall cooperate with the investigation and shall seek to minimize any associated disruption or stress by refraining from unnecessary dissemination of information, speculation, etc.

5. Outcome of investigation

The chief Human Resources officer will share the results of the investigation with the vice president, and that officer or the vice president will share the results with the complainant and the respondent. The HR officer and vice president (and College President as appropriate) will then determine what, if any, counseling or corrective or disciplinary action is appropriate. If an accused employee or student disagrees with that

determination, s/he may contest the determination through appropriate procedures. Information will be entered in personnel or student files only if a formal reprimand or disciplinary action has been issued. The Human Resources officer will maintain relevant documents, including the result of any investigation, for no less than three (3) years.

6. Other remedies

Nothing in this Procedure precludes an employee, student, volunteer, or other person from pursuing a matter through external governmental agencies, such as the State Human Rights Commission or the Federal Equal Employment Opportunity Commission, or through an applicable collective bargaining procedure. In the event such an election is made, however, the College may defer to that other procedure and discontinue its processing under this Policy and Procedure.

Mission

To work toward parity within the college’s workers within the legislative mandate of Initiative 200.

Policy

All employees and potential employees will be provided equal employment opportunity. Clover Park Technical College reaffirms its commitment to providing equal employment opportunity and nondiscrimination for all persons without regard to race, color, sex, religion, creed, age, marital status, national origin, sexual orientation, veterans' status, or the presence of any physical, sensory, or mental disability.

Employment and enrollment procedures that are not conducive to equal employment or enrollment opportunities will be removed.

Employees, students, volunteers, and contractors will be free from all forms of discrimination.

In recognition of the right of each individual to be free from harassment and further recognizing the responsibility of all employees to maintain that environment, Clover Park Technical College prohibits all employees, students, volunteers, and contractors from engaging in any and all forms of racial, religious, and sexual harassment including jokes, slurs, innuendo, and exposure to suggestive or biased material.

Clover Park Technical College's Affirmative Action policy is based upon the following rules and regulations:

Presidential Executive Orders 11246, as amended, and 11478; Congressional Federal Register (CFR) Title 41, Part 60-2, Revised Order No. 4; the Equal Pay Act of 1963, Title VI and Title VII of the Civil Rights Act of 1964, as amended by the President on March 24, 1972; Title IX of the 1972 Education Amendments; Equal Employment Opportunity governing guidelines, Sections 503 and 504 of the Rehabilitation Act of 1973; CFR Titles 28, 29, and 43; 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974; Title II of the Education Amendments of 1976; the Governor's Executive Order 85-09; and Chapters 49.60 and 43.43, Revised Code of Washington, the Americans with Disability Act of 1990; the Age Discrimination

in Employment Act; and the Fair Labor Standards Act; and will be an integral part of all personnel practices and employment, development, advancement, and treatment of employees.

This policy shall be publicized internally and externally by incorporating an equal opportunity statement on public documents.

Clover Park Technical College recognizes that its Affirmative Action Plan/Policy must be comprehensive and communicated to all employees and other interested individuals or groups. All recruiting sources, community-based organizations, subcontractors, and vendors are informed of the College’s policies supporting Affirmative Action and/or Equal Employment Opportunity.

Procedure

Equal Employment Opportunity and Affirmative Action policy will be included in Clover Park Technical College's Policy and Procedures Manual. All employees will be informed of the college's Affirmative Action Policy and copies will be available in the Office of Human Resources for their review.

A. Responsibility for Implementation of the Affirmative Action Policy

The President of Clover Park Technical College designates the Vice President for Human Resources and Employee Relations, 4500 Steilacoom Blvd. SW, Lakewood, Washington 98499, telephone (253) 589-5533, as Affirmative Action Officer to develop, implement, and monitor the Affirmative Action Policy and related goals.

The Affirmative Action Officer will ensure Affirmative Action goals are being met and, whenever necessary, will develop and implement action plans to meet standards of the policy.

The Affirmative Action Officer will review Affirmative Action progress quarterly.

Clover Park Technical College will make every effort to attain its Affirmative Action goals within time frames set forth in the Affirmative Action Plan.

Leadership Team members are accountable for implementation of the College's Affirmative Action Plan within their division. The President or the Affirmative Action Officer will initiate corrective action needed to assure the established goals and timetables for hiring and promoting protected group members are being met throughout the college.

Annual reports that monitor progress toward the college's goals will be available from the Office of Human Resources.

1. Responsibility / Action

EmployeeEqual employment opportunity and Affirmative Action are vital responsibilities and, as such, assume equal importance within all functions of the College. It shall be the responsibility of each employee to comply with and promote these policies.

Affirmative Action OfficerMonitors progress toward goals on a daily basis. Reviews and approves Affirmative Action goals and annual Affirmative Action Plan. Initiates corrective action needed to maintain and promote Affirmative Action policies. Investigates complaints and recommends corrective or disciplinary action to the President.

Leadership TeamAssumes responsibility and accountability for meeting Affirmative Action Policy goals within their division.

PresidentMonitors the annual reports and initiates action if the college is not in compliance with the policy.

Policy

The Drug-Free Workplace Act of 1988 (41 U.S.C. § 702) requires organizations and persons contracting with the federal government and those receiving federal financial assistance to certify they will provide a drug-free workplace. Although the act requires organizations and persons to provide a drug-free workplace which encompasses the activity concerned with the federal contract or grant, Clover Park Technical College has determined the entire campus should be drug free.

Any person violating the Drug-Free Workplace policy will be subject to the institutional policy and/or collective bargaining agreement applicable to that individual.

Procedure

A. Definitions:

A controlled substance is defined by the State of Washington in RCW 69.50.101, http://apps.leg.wa.gov/RCW/default.aspx?cite=69.50.101, and by federal law in 21 U.S.C. § 802, http://www.usdoj.gov/dea/pubs/csa/802.htm.

B. Procedures:

The College will make a good faith effort to maintain a drug-free workplace through compliance with the Drug-Free Workplace Act of 1988.

1. Illegal manufacturing, distribution, dispensation, possession, or use of controlled substances in or on the College campus or any other college workplace is prohibited. An employee who violates the terms of this policy shall be subject to corrective and/or disciplinary action, up to and including termination, or may be required to satisfactorily participate in a drug abuse assistance or rehabilitation program.

2. As a condition of employment, all college employees must abide by the terms of this policy and, in addition, must report to the Chief Human Resources Officer any conviction under a criminal drug statute for violation occurring in the college workplace no later than five (5) days after such conviction. The College shall, as required by the act, report such convictions to the contracting or granting federal agency within ten (10) days of receipt of the report.

Policy

Clover Park Technical College is an institution of higher education created and supported by the state. To give the highest public service to its citizens, college officers and employees are obligated to treat their positions as a public trust, using their official powers and duties and the resources of the college to promote organizational effectiveness and advance the public interest. The Washington State Ethics in Public Service Law, RCW 42.52, sets out strict conflict of interest and other ethical standards for all College officers and employees including Board of Trustee members and all District employees.

Procedure

General Principles

  1. A college officer or employee may not have a financial interest or engage in any activity that is in conflict with the proper discharge of the officer’s or employee’s official duties.
  2. A College officer or employee may not use his or her official position to secure special privileges for him or herself or for any other person, including his or her spouse, child or parents.
  3. A College officer or employee may not receive compensation from any source, except the state of Washington, for performing, not performing or delaying his or her official state duties.

Basic Rules

  1. Financial Interests in Transactions

    1. A College officer or employee may not have a beneficial interest, directly or indirectly, in a contract, sale, lease, purchase or grant that is made by, through, or under his/her supervision.
    2. A College officer or employee may not accept any compensation from any other person, beneficially interested in a contract, sale, lease, purchase or grant that is made by, through or is under his or her supervision.
  2. Assisting Persons in Transactions

    1. Except in the course of official duties, a College officer or employee may not assist a person in a transaction involving the state, in which the officer or employee has at any time participated.
    2. A College officer or employee may not assist in a transaction involving the state if it was under his or her official responsibility within two years prior to providing the assistance.
  3. Gifts

    1. A College officer or employee may not accept a gift if it could reasonably be expected to influence the performance or nonperformance of the employee’s official duties.
    2. A College officer or employee may not accept a gift from any person with a value in excess of $50 a year.
    3. “Gift” does not include:
      1. items from family and friends if the clear purpose was not to influence;
      2. customary items related to outside business, if unrelated to the performance of official duties;
      3. items exchanged at social events by co-workers;
      4. reasonable expenses (travel, room and meals) for speeches, appearances, presentations or seminars made in an official capacity;
      5. items permitted by law;
      6. items returned to the donor or donated to charity within 30 days;
      7. campaign contributions reported under RCW 42.17;
      8. discounts available to the individual as a member of a broad-base group.
    4. The following items are presumed not to influence a College employee and may be accepted without regard to the $50 limit stated in college policy concerning gifts:
      1. unsolicited flowers, plants and floral arrangements;
      2. unsolicited advertising or promotional items of nominal value, such as pens and notepads;
      3. unsolicited tokens or awards of appreciation in the form of a plaque, trophy, desk item, wall memento or similar item;
      4. unsolicited items for the purpose of evaluation or review, if the employee has not personal beneficial interest in the eventual use of acquisition of the item by the employee’s agency;
      5. informational material, publications or subscriptions related to the employee’s performance of official duties;
      6. food and beverages consumed at hosted receptions where attendance is related to the College officer or employee’s official duties;
      7. admission to, and the cost of food and beverages consumed at, events sponsored by or in conjunction with a civic, charitable, governmental, or community organization;
      8. unsolicited gifts from dignitaries from another state or foreign country that are intended to be personal in nature.
      • The presumption that all items above are presumed not to influence an employee may be overcome based upon the circumstances surrounding the giving and acceptance of the particular items.
    5. Special rules regarding gifts apply to certain College employees [Section 4 “employees” – see RCW 42.52.150(4) when the person giving the gift is regulated by the agency or seeks to provide goods or services to the agency, and the employee being offered the gift participates in those regulatory or contractual matters with the giver. Special rules also apply to any person responsible for acquiring goods and services on behalf of the college.
  4. Honoraria
    1. Definition: An honorarium is money or anything of economic value offered for a speech, appearance, article or similar item or activity in connection with a College employee’s official duties.
    2. Basic Rule: A College officer or employee may not receive an honorarium unless it is specifically authorized by the College.
      1. Prior to acceptance, officers or employees of the College who are offered honoraria should first notify and obtain the approval of the Vice President for Human Resources.
      2. When honoraria has been approved, the activities shall be performed outside the College officer or employee’s scheduled work hours or the College officer or employee shall take annual leave or leave without pay.
    3. The College does not permit an employee to accept an honorarium under the following circumstances:
      1. The person offering the honorarium is seeking or is reasonably expected to seek a contract with the college and the officer or employee is in a position to participate in the terms or award of the contract.
      2. The person offering the honorarium is regulated by the College and the officer or employee is in a position to participate in the regulation.
      3. The person offering the honorarium may seek or oppose enactment of legislation, adoption of rules, or changes in policy by the College, and the officer or employee is in a position to participate in the enactment or adoption.
  5. Compensation for Outside Activities
    1. Basic rule: A College employee may not receive anything of economic value under any contract or grant outside his or her official duties.
    2. This prohibition does not apply if each of the following conditions is satisfied:
      1. the performance of the grant or contract is not within the employee’s official duties or under his/her official supervision;
      2. the grant or contract was not expressly created or authorized by the employee in his/her official capacity; and
      3. the employee is not a “section 4 employee”—a “section 4 employee” may not receive compensation or perform a contract for a person from whom he or she could not accept a gift.
  6. Use of State Resources
    1. A College officer or employee may not use state resources—the office, money, property, or personnel—for his/her private benefit or gain or for the private benefit or gain of another person.
    2. This restriction does not apply if the College employee uses state resources to benefit others as a part of the employee’s official duties.
    3. The College allows de minimus use of college resources so long as: (1) there is negligible or no identifiable cost to the state, (2) the personal use is not during an employee’s scheduled work time and does not interfere with official responsibilities, (3) the personal use is not for private commercial purposes, (4) the personal use is not for any political purpose or to support or oppose any ballot measure, and (5) the personal use is not to indulge prurient interest such as pornography.
  7. Use of State Resources for Political Campaigns
    1. A College officer or employee may not use state resources for political campaigns, including the campaign for election of a person to an office or for the promotion of or opposition to a ballot proposition.
    2. A College officer or employee with authority to direct, control, or influence the actions of another employee may not knowingly acquiesce in the other employee’s use of state resources for a political campaign.
  8. Confidential Information

    1. A College officer or employee may not disclose confidential information to an unauthorized person.
    2. A College officer or employee may not disclose or use confidential information for personal gain or benefit or for the gain or benefit of another.
    3. A College officer or employee may not accept employment or engage in business if that business might reasonably be expected to induce or require the disclosure of confidential information.
  9. Employment of Former College Employees

    1. One-Year Restriction: A former College employee may not accept employment or compensation from an employer within one year of leaving state employment, if all three of the following conditions are present:
      1. the employee, during the two years immediately preceding termination of state employment, negotiated or administered a contract with a new employer;
      2. the contract(s) had a total value in excess of $10,000; and
      3. the former employees duties with the new employer would include fulfilling or implementing that contract.
    2. Two-Year Restriction: A former College employee may not, within two years following the termination of state employment, have a beneficial interest in a contract or grant which was expressly authorized or funded by executive action in which the employee participated.

Administration

  1. Reporting Ethics Violations

    1. Any employee, student or volunteer may report suspected ethics violations to their first-line supervisor or instructor or they may consult directly with the Office of Human Resources.
    2. Any college official receiving a report of suspected ethics violations shall contact the Vice President for Human Resources as soon as reasonably convenient.
  2. Investigations

    1. The Vice President for Human Resources will be responsible for investigating the suspected ethics violation. Every effort will be made to maintain confidentiality to protect both the complainant and the accused.
    2. The Vice President for Human Resources will make a written recommendation to the President within a reasonable time following the close of investigation. Appropriate corrective measures will be decided by the President, Vice President for Human Resources and other college officials.
    3. Nothing contained herein shall preclude an employee or student from pursuing the matter through external government agencies. Complaints made directly to the Executive Ethics Board will be handled by the Board in accordance with the statute.

Enforcement

The Executive Ethics Board is responsible for enforcing this law and the rules adopted under it with respect to statewide elected officers and all other officers and employees in the executive branch, boards, commissions, and all state supported universities, colleges, and community and technical colleges. The board is composed of five members appointed by the Governor. One member bust be a classified service employee. The statutes setting out the enforcement mechanism are set out at RCW 42.52.350-.550.

1. Complaints

Any person may file a complaint with the appropriate ethics board. An ethics board may also issue a complaint of its own. The staff of the appropriate ethics board will investigate the complaint. The board may also refer the complaint to the college for initial investigation or the Attorney General or the appropriate county prosecutor for action.

2. Action by the Ethics Board

The board will make a written determination on whether or not there is reasonable cause to believe a violation of chapter 42.52 RCW or the rules adopted under it has been committed. A copy of the written determination will be provided to the complainant and to the person named on the complaint.

If the board has determined that there is reasonable cause, a public hearing on the merits of the complaint will be held.

Evidence will be presented by the ethics board staff in support of the complaint. The person named on the complaint will file a written answer to the complaint and may present evidence at the hearing. If the board finds that there has been a violation, an

order stating findings of fact and enforcement will be filed. The order is subject to reconsideration and judicial review under chapter 34.05 RCW.

If the board determines that there was no ethical violation, the board will file an order dismissing the complaint.

3. Sanctions

Based on a finding of an ethical violation by the ethics board or by the superior court, the following sanctions are available:

  1. Damages sustained by the state;
  2. Civil penalty of up to $5,000 per violation or three times the economic value of anything received or south in violation of a chapter or rules: 
  3. Costs

The board may also recommend to the College that the College employee be suspended or removed from his or her position. A violation of the ethics law is grounds for disciplinary action.

I. Policy

The Whistleblower Act, enacted by the Washington State Legislature in 1982 and codified in RCW Chapter 42.40, provides an avenue for state employees to report suspected improper governmental action. This act is intended to help maintain accountability and integrity in state government. This chapter contains the College’s Whistleblower policies, in accordance with directives from the State Auditor.

II. Definitions

The definitions of relevant terms in RCW 42.40.020 control, but generally speaking:

A. Improper governmental action means any action by an employee undertaken in the performance of the employee's official duties which:

  • Is a gross waste of public funds or resources;
  • Is in violation of federal or state law or rule, if the violation is not merely technical or of a minimum nature;
  • Is of substantial and specific danger to the public health or safety;
  • Is gross mismanagement; or
  • Prevents the dissemination of scientific opinion or alters technical findings without scientifically valid justification, unless state law or a common law privilege prohibits disclosure. RCW 42.40.020(6)(a)

Improper governmental action does not include personnel actions, for which other remedies exist, including but not limited to employee grievances, complaints, appointments, promotions, transfers, assignments, reassignments, reinstatements, restorations, reemployments, performance evaluations, reductions in pay, dismissals, suspensions, demotions, violations of the state civil service law, alleged labor agreement violations, reprimands, claims of discriminatory treatment, or any action which may be taken under Chapter 41.06 RCW, or other disciplinary action except as provided in RCW 42.40.030.

B. Good faith means that the individual providing the information or report of improper governmental activity has a reasonable basis in fact for reporting or providing the information. An individual who knowingly provides or reports, or who reasonably ought to know he or she is providing or reporting, malicious, false, or frivolous information, or information that is provided with reckless disregard for the truth, or who knowingly omits relevant information is not acting in good faith.

C. Gross mismanagement means the exercise of management responsibilities in a manner grossly deviating from the standard of care or competence that a reasonable person would observe in the same situation.

D. Gross waste of funds means to spend or use funds or to allow funds to be used without valuable result in a manner grossly deviating from the standard of care or competence that a reasonable person would observe in the same situation.

E. Public Official means the attorney general’s designee or designees; the director or equivalent thereof in the agency where the employee works; an appropriate number of individuals designated to receive whistleblower reports by the head of each agency; or the Executive Ethics Board.

F. Whistleblower means:

  1. An employee who in good faith reports alleged improper governmental action to the auditor or other public official, initiating an investigation by the auditor; or

  2. An employee who is perceived by the employer as reporting, whether they did or not, alleged improper governmental action to the auditor or other public official, initiating an investigation by the auditor.

III. Submitting a Whistleblower Assertion

A. Who can report

Any current Washington State employee may report a suspected improper governmental action through the Whistleblower Program.

B. Where to report

Reports may be made:

  1. To the College’s Vice President for Finance and Budget, who will forward the assertions to the State Auditor’s Office within 15 calendar days of receipt; OR
  2. To the State Auditor’s Office at:
Mail: Washington State Auditor Office
Attention: State Employee Whistleblower Program
P.O. Box 40031 Olympia, WA 98504-0031

Facsimile: (360) 586-3519

Email: whistleblower@sao.wa.gov

Web: http://www.sao.wa.gov/whistleblower/WBReportForm.htm

C. When to report: For an improper governmental action to be investigated by the State Auditor’s Office, it must be provided to the Auditor or other public official within one year after occurrence of the action, under RCW 42.40.040(1)(a).

IV. Anonymity

Whistleblower assertions may be submitted anonymously.

V. Form

Whistleblowers should use the State Auditor’s Office Whistleblower form at: https://www.sao.wa.gov/EN/Investigations/Whistleblower/Pages/Whistleblower.as px

VI. Reporter's Responsibilities

Whistleblowers are expected to act in good faith, which means that they cannot knowingly report false, malicious or frivolous information, recklessly disregard the truth or omit relevant information. A reporting employee must make a reasonable attempt to ascertain the correctness of the information furnished and may be subject to disciplinary action by the college for knowingly furnishing false information, under RCW 42.40.035.

VII. Confidentiality

The identity and identifying characteristics of a whistleblower shall be kept confidential unless the Auditor determines that the information has been provided other than in good faith, under RCW 42.40.040(5)(c).

VIII. Cooperation

College employees must fully cooperate in any Auditor investigations, and shall not destroy any of the evidence during the course of the investigation.

IX. Retaliation

College employees shall not retaliate against any whistleblower or perceived whistleblower, or against any witness who provides information during an investigation or who is perceived to be a witness.

X. Remedies for Employees Who Feel Retaliated Against

If you feel you are being retaliated against as a result of filing an assertion or providing information during an investigation, or because you are believed to have filed a whistleblower report or provided information, you may file a claim with the Washington State Human Rights Commission at www.hum.wa.gov. See http://www.hum.wa.gov/Whistleblower/Index.html

XI. Annual Notification

The College will notify each employee annually of the Whistleblower Act.

Policy

Employee discipline is addressed in each of the College’s Collective Bargaining Agreements. Please refer to the appropriate bargaining agreement regarding employee discipline.

Policy

The duly recognized bargaining agent for the college certificated staff is the Washington Federation of Teachers (WFT). The college Board of Trustees and WFT periodically negotiate a labor agreement which spells out the terms and conditions of certificated employment including, but not limited to, such items as leaves, probationary employment, dismissal, discipline, reductions-in-force, tenure, and salary schedules. The Collective Bargaining Agreement should be consulted for specific information on the above items.

Copies of the agreement are available from the Office of Human Resources or the office of WFT Local 3913.

Policy

Administrators and Exempt personnel are by virtue of their employment subject to the needs of administration. They are not represented by any bargaining agent. Copies of the Policies for Administrators and Administrative Exempt Staff, revised August 2004, are available from the Office of Human Resources.

Policy

The duly recognized bargaining agent for the college classified staff is the Washington Federation of Teachers (WFT) Local 4789. The college Board of Trustees and WFT periodically negotiate a labor agreement which spells out the terms and conditions of classified employment including, but not limited to, such items as leaves, dismissal, discipline, reductions- in-force, and salary schedules. The Collective Bargaining Agreement should be consulted for specific information on the above items. Copies of the negotiated agreement are available from the Office of Human Resources or the office of Local 4789.

Policy

The duly recognized bargaining agent for the college maintenance, custodial and security employees is the International Union of Operating Engineers, Local 286. The college Board of Trustees and IUOE periodically negotiate a labor agreement which spells out the terms and conditions of classified employment including, but not limited to, such items as leaves, dismissal, discipline, reductions-in-force, and salary schedules. The negotiated agreement should be consulted for specific information on the above items.

Copies of the Collective Bargaining Agreement are available from the Office of Human Resources or the office of IUOE Local 286.

Procedure

The Payroll Office is responsible for the preparation of paychecks for all employees of CPTC. The Payroll Office does not determine salary schedule placement or salary schedules; this is determined by the Vice President for Human Resources. The payroll is certified by the Vice President of Finance and Budget prior to distribution.

  • PaydaysPaydays are in accordance with state law as follows: Paydays will be the 10th and 25th of each month. If the 10th or 25th falls on a Saturday, payday will be on Friday. If the 10th or 25th falls on a Sunday, payday will be on Monday. In the event Monday is a holiday, payday will be the preceding Friday. Problems concerning paychecks should be brought to the Payroll Coordinator's attention as soon as possible, x5653.

  • PaychecksPaychecks are issued to salaried/contracted regular employees and part-time faculty as stated above and distributed by the following methods:

  1. Direct deposit to employee's banking institution;

  2. Mailed to employee’s home address in the previous afternoon’s mail.

Paychecks are issued to all hourly employees on the 25th of each month. (If the 25th falls on Saturday, payday is on Friday. If the 25th falls on Sunday, payday is Monday. In the event Monday is a holiday, payday will be the preceding Friday.) These monthly paychecks are distributed as follows:

  1. Direct deposit to employee's banking institution;

  2. Mailed to employee's home address in the previous afternoon's mail.

  • Direct DepositDirect deposit authorization forms are available in the Human Resources Office. Direct deposit will be effective on the second payday after receipt of form in the Payroll Office. Cutoff dates are the 31st of prior month for 10th payday; 15th of current month for 25th payday.

W-2 Forms

The "W-2 Wage and Tax Statement" lists wages paid and taxes withheld from each employee's paycheck for a calendar year. It is provided to the employee for completion of his/her income tax returns.

A W-2 Form is mailed to each employee's home address no later than January 31.

Two items on the W-2 Form, "Wages, Tips and Other Compensation" (Box 1) and "Social Security Wages" (Box 13) represent taxable wages for withholding purposes. In some cases they are different amounts. Variances can occur for the following reasons.

  1. Wages, Tips and Other Compensation is gross earnings less retirement and/or tax- sheltered annuity deductions (if applicable).
  2. Wages in excess of the Social Security limit are not subject to Social Security deductions.

Hourly Time / Overtime Report

  • PurposeThe hourly time/overtime report form is used to report time worked by temporary employees who are paid an hourly rate and on a monthly basis. This report is also used for salaried/contracted employees reporting for work that is generally not part of their contracted work.

  • ProcedureComplete the form monthly for the period covering the 16th of the previous month through the 15th of the current month. Payment is on the 25th of each month. It is the responsibility of the employing department to instruct the employee in filling out the form correctly and verifying the information is accurate. The employee's signature on the form is verification that the report is correct and not subject to change by the employee.

Reports are due to the employing department supervisor for signature on the 15th day of the month; and due in the payroll office NO LATER THAN the 16th (or first business day after the 15th) of each month.

Employee Absence Report

  • PurposeThe Employee Absence Report form is used to report absences for all salaried/ contracted employees. EXCEPTION: Use the Authorized Union Leave form to report absences due to union business.

  • ProcedureComplete the form monthly for the period covering the 1st through the 31st of each month. Leave taken will be reflected on the 10th pay stub.

Reports are due to the department supervisor for signature on the last day of the month; and due in the Payroll Office no later than the first business day of the following month. Report all absences in hours and in 15-minute segments (.25, .50, 75), if needed. Do not report absences in days.

Reporting Changes

If you change your name, address, telephone number, or number of dependents, please notify the Office of Human Resources immediately and request the “Personal Information Change” form. If you resign, be sure the Office of Human Resources has your correct address so your withholding form will reach you at the end of the year.

Procedure

The State of Washington provides health and related insurance coverage to eligible employees as a benefit of employment. Through the Health Care Authority, the state provides medical and dental coverage to employees beginning on the day they become eligible.

Health Care Authority (HCA)

The Health Care Authority is an independent state agency whose administrator is appointed by the governor and confirmed by the senate. It was created by the legislature to administer health care and other benefit programs for eligible state employees, retirees, and their dependents. The HCA administers the Uniform Medical and Dental Plans and contracts with managed care plans for prepaid health care benefits. The duties of the Health Care Authority are described in chapter 41.05 of the Revised Code of Washington (RCW), and administrative rules are contained in Chapters 182-08 and 182-12 of the Washington Administrative Code (WAC). To obtain a copy of the Health Care Authority WAC's, request a copy from the Office of Human Resources.

The Public Employees Benefit Board (PEBB) was created within the HCA to design and approve health care benefits for state employees and retirees. By law, the board is responsible for establishing eligibility policies for plan participation (defining who can enroll in PEBB plans), designing the benefits to be provided under the Uniform Medical and Dental Plans, and approving benefit plans of the other contracting health care plans. The board meets monthly during the year to review benefit and eligibility issues, and in the spring of each year conducts an annual review of policy in these areas.

Faculty who are employed on a quarter to quarter basis become eligible for employer paid benefits beginning with the second consecutive quarter of half-time or more employment at one or more state institutions of higher education. Half-time is defined by Clover Park Technical College as an average of 18.75 hours per week. For determining eligibility, Spring and Fall may be considered consecutive quarters.

The employee shall have the responsibility each quarter to notify the college, in writing, of the multiple employment that in combination would make them eligible for benefits. Once enrolled, if a part-time faculty member does not work at least a total of half-time in one or

more state institutions’, eligibility for the employer contribution ceases. The employee may elect to self-pay for a maximum of four quarters. For more information about benefits for part- time faculty, please contact the Payroll/Benefits Office, Ext. 5836.

Medical/Dental Insurance Benefits

Employees have a selection of several medical insurance plans, along with dental plans, to provide a very comprehensive medical/dental package. The college pays the cost of the chosen plan for employees and eligible dependents. The college pays the cost of the chosen plan for employees and eligible dependents. Additional information and the details of coverage (to include eligibility requirements) are provided during orientation of each new employee and are available on an ongoing basis from the Payroll/Benefits.

Life Insurance

A basic life insurance policy and accidental death and dismemberment insurance is provided to employees at no cost. Additional insurance may be purchased at low group rates. Contact the Payroll/Benefits for details.

Disability Insurance Benefits

The college offers employees a basic long-term disability insurance plan which provides benefits for injuries sustained on or off the job. Additionally, the college contributes to the State Workers' Compensation Plan which provides benefits for job-related injuries. An optional long-term disability plan is available to permanent employees at low group rates. Contact the Payroll/Benefits Office for details.

Retirement

  1. The Teachers Insurance Annuity Association and College Retirement Equities Fund (TIAA/CREF) is available to faculty not presently in the Teachers Retirement System (TRS) or the Public Employees Retirement System (PERS) hired after September 1, 1991.

    The eligibility rules for TIAA/CREF are established by the State Board for Community and Technical Colleges. You are eligible if you are a technical college certificated employee, administrator or exempt employee employed as of September 1, 1991, who is contracted to work at the college at least seventy (70) hours per month for at least five (5) months during the period September 1 through August 31.

    Once you have begun participation in TIAA/CREF, the choice is irrevocable. If you have less than five (5) years' service credited to PERS or TRS, you may remain in your current plan until you are vested (five (5) years' credited service) and have the option to change to TIAA/CREF at that time.

    Certificated employees or administrators hired after September 1, 1991, that may have been members of the Washington State Department of Retirement Systems, TRS or PERS may continue in these systems.
  2. Classified employees hired before October 1, 1977, contribute to Plan 1 of the State Public Employees' Retirement System. Classified employees hired after October 1, 1977, have the option to choose to be members of Plan 2 or Plan 3 of PERS.
  3. PERS Plan 2 participants who choose to transfer to PERS Plan 3 are making an irrevocable decision. If a decision is made to transfer to PERS Plan 3, there will not be an opportunity to transfer back to PERS Plan 2 at a later date.
  4. New Members must choose a plan during the first 90 days of eligibility. New members who fail to actively choose a plan will automatically default to PERS Plan 3. Once a member is in a PERS plan, the Member will not be able to transfer to another plan at a later date. Contact the Benefits Specialist if you have questions regarding retirement.
  5. Investment in CREF (College Retirement Equities Fund) is available to any employee. CREF is a tax-deferred, variable annuity.

Deferred Compensation

The Committee for Deferred Compensation was created by the State Legislature to develop, implement, and oversee a tax advantaged savings plan for state employees. The Deferred Compensation Plan is a supplemental retirement plan and is administered on a nonprofit basis. You may enroll at any time.

The Dependent Care Assistance Salary Reduction Plan (CDA) allows you to reduce your taxable salary by setting aside a "before-tax" portion of your gross earnings to be used to reimburse eligible dependent care expenses.

Information and brochures for both of these plans are available from the Payroll/Benefits Office.

Family and Medical Leave Act

The Family and Medical Leave Act was enacted on February 5, 1993, and became effective for collective bargaining groups February 5, 1994. This act requires employers with 50 or more employees to provide up to twelve weeks of unpaid leave per year to eligible employees who want the leave because of the birth of a child or placement of an adopted or foster care child, to take care of a child, spouse, or parent who has a "serious health condition," or for the employee's own serious illness. While on leave, employees are entitled to continued health benefits. Upon return, almost all employees are entitled to be restored to their former positions or equivalent positions and resume their careers where they were before the leave. To request this leave, follow the same applicable procedure as requesting any other type of leave. Highlights of the Leave Act:

  1. Who is Eligible for Leave? Only employees who have worked at least one year (1,250 hours) within the previous twelve-month period.
  2. How Much Leave Can I Take? The Leave Act entitles employees to take up to a maximum of twelve weeks of unpaid leave in a twelve-month period.
  3. What Is Child Care Leave? Child care leave covers leave "to care for" a son or daughter because of its birth, or because of the placement of a son or daughter with the employee for "adoption or foster care" during a twelve month period. Child care leave must be taken and concluded within twelve months after the date of birth or placement.
  4. What Is Medical Leave? Medical leave may be taken to take care of a child, spouse (including common law), or parent who has a serious health condition, or for the employee's own serious health condition that renders the employee unable to perform the functions of his or her position.
  5. Does Paid Leave Count Toward the Twelve Weeks? The College requires employees to take any paid vacation, personal, sick or family leave as part of the twelve-week leave provided in the law. The employee must identify the leave as FMLA by so indicating on the Employee Absence Report. Paid sick leave for a medical condition that is NOT a serious health condition does not diminish the twelve weeks each twelve-month period employees are allowed to take.
  6. What Benefits Must Be Paid For During the FMLA Leave? Employees on FMLA leave are entitled to receive health benefits under the same terms and conditions as when they were on the job. The College is not required to continue to pay for other benefits. Taking family leave may not result in the loss of any employment benefits accrued prior to the date the leave commenced, but neither "seniority" nor "employment benefits" accrue during the leave. For more detailed information, contact the Office for Human Resources, x5836.

Shared Leave

Eligibility for Shared Leave (RCW 41.04.660-.770)

The state leave sharing program allows state employees to donate vacation leave, sick leave or personal holidays to a fellow state employee who has been called to active service in the uniformed services or who is suffering from or has a relative or household member suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition which has caused, or is likely to cause, the employee to take leave without pay or terminate his or her employment. Any Clover Park Technical College employee who accrues sick leave or annual leave is eligible to apply for shared leave. If the employee has depleted or will shortly deplete his/her annual and sick leave reserves, the employee may submit a request for shared leave to the Benefits Specialist. The employee must submit a medical certificate from a licensed physician or health care practitioner verifying the employee's required absence, the medical problem, and expected date of return to work. In the case that the employee has been called for active service in the uniformed services, the employee must submit, prior to the approval or disapproval, a copy of the military orders verifying the employee’s required absence. The employee will be informed in writing of the approval/disapproval of the request. The employee must use all other leave balances such as sick leave, annual leave, and personal leave, prior to receiving shared leave. Employees on shared leave will receive all regular benefits and leave accrual. Accrued leave must be used consecutively and may not be interspersed. Employees may not receive more than 261 days leave under this program. Employees receiving time lost compensation or other types of disability payments are not eligible for shared leave.

Sick Leave Donation/Annual Leave Donation

Employees who accrue annual leave or sick leave may donate leave to any employee requesting shared leave. When an employee wishes to share leave, the donation will be made on a Donation Request Form and submitted to the Office of Human Resources. The donated leave is deducted from the donors compensable sick leave balance.

Employees may donate any amount of sick leave provided the donation does not cause their sick leave balances to fall below 176 hours after the transfer.

Note: RCW 41.04.665 allows employees of higher education institutions who do not accrue annual leave but do accrue sick leave to donate sick leave. The donation cannot cause the employee’s sick leave balance to fall below twenty-two (22) days.

When an employee wishes to share leave, the donation will be made on a Donation Request Form and submitted to the Benefits Specialist. The donated leave is deducted from the donor's compensable annual leave balance. The donating employee may not donate an amount of hours which would drop their annual leave balance below ten 80 hours nor may employees donate excess annual leave they would not be able to take due to an approaching anniversary date. Any donated leave may only be used by the recipient for the purposes specified in this section. Any shared leave not used by the recipient during each incident/occurrence shall be returned to the donor(s). The shared leave remaining will be divided among the donors on a prorated basis based on each donor’s original donation.

Personal Holiday(s)

In addition to donating sick or annual leave, the donating employee may donate all or any part of a personal holiday in accordance with WAC 356-18-025. When an employee wishes to share leave, the donation will be made on a Donation Request Form and submitted to the Office of Human Resources.

Administration of Procedure

  1. The shared leave procedure will be administered in accordance with Office of Fiscal Management regulations.
  2. The Clover Park Technical College Board of Trustees approved the Shared Leave Procedure on January 23, 1992.

Incentive Buyback (Sick Leave Buyback)

Incentive buyback will be administered according to applicable collective bargaining agreements and state law. The purpose of this policy is to implement Sections 5 and 6 of Chapter 182, Laws of 1980, which provide for monetary compensation for unused, accrued sick leave for eligible state employees under specific conditions. Commencing in January of 1992 and each January thereafter, each eligible current CPTC employee may elect to convert excess sick leave to monetary compensation as provided in this section.

  1. Eligible employees: In order to be eligible to convert excess sick leave to monetary compensation shall be determined as follows:
    1. Shall have accumulated in excess of sixty (60) full days (certificated) 480 hours (classified) of unused sick leave at a rate of accumulation no greater than one (1) full day per month for each month or major fraction thereof of contracted employment of such eligible employee during the calendar year (a maximum of twelve (12) days per year) as of the end of the previous calendar year; and
    2. Shall provide written notice to his or her employer during the month of January of his or her intent to convert excess sick leave days to monetary compensation.
  2. Excess Sick Leave: The number of sick leave days which an eligible employee may convert shall be determined by:
    1. Taking the number of sick leave days in excess of sixty (60) full days (certificated) 480 hours (classified) that were accumulated by the employee during the previous calendar year at a rate of accumulation no greater than one (1) full day per month (a maximum of twelve (12) days per year); and
    2. Subtracting this from the number of sick leave days used by employee during the previous calendar year. 
    • The remainder, if positive, shall constitute the number of sick leave days which may be converted to monetary compensation.
  3. Rate of Conversion: Sick leave days that are eligible for conversion shall be converted to monetary compensation at the rate of 25 percent of an employee's current, full-time daily rate of compensation for each full day of eligible sick leave. Partial days of eligible sick leave shall be converted on a pro rata basis.
  4. All sick leave days converted pursuant to this section shall be deducted from an employee's accumulated sick leave balance.
  5. Compensation received pursuant to this section shall not be included for the purpose of computing a retirement allowance under any public retirement system in this state.
  6. Sick leave earned during period of prior employment with other agencies of the State of Washington and transferred to Clover Park Technical College District No. 29 may be included in the conversion of accumulated sick leave. Such leave must be accumulated at a rate of no more than one (1) day per month for each month of service.

Conversion Of Sick Leave Upon Retirement Or Death

Eligible Employees: Each person who is employed by Clover Park Technical College District No. 29 as of January 1, 1992, or thereafter and who subsequently terminates employment due to either retirement or death may personally, or through his or her estate in the event of death, elect to convert all eligible, accumulated, unused sick leave days to monetary compensation as provided in this section: PROVIDED, that "vested out-of-service" employees who terminate employment but leave funds on deposit with a state retirement system shall not be considered to have retired or to be an eligible employee for the purpose of this section.

  1. Eligible Sick Leave Days: All unused sick leave days that have been accumulated by an eligible employee at a rate of accumulation no greater than one (1) full day per month for each month or major fraction thereof of contracted employment of such eligible employee during the calendar year (a maximum of twelve (12) days per year), less sick leave days previously converted pursuant to the annual conversion of accumulated Sick Leave Policy, may be converted to monetary compensation upon the employee's termination of employment due to retirement or death.
  2. Rate of Conversion: Sick leave days that are eligible for conversion shall be converted to monetary compensation at the rate of 25 percent of an employee's full-time daily rate of compensation at the time of termination of employment for each full day of eligible sick leave. Partial days of eligible sick leave shall be converted on a pro rata basis.
  3. All sick leave days converted pursuant to this section shall be deducted from an employee's accumulated sick leave balance.
  4. Compensation received pursuant to this section shall not be included for the purpose of computing a retirement allowance under any retirement system in this state.

Definitions

  1. "Eligible Employee" shall mean faculty, exempt employees, and classified employees entitled to earn and use sick leave granted by policies of the college.
  2. "Sick leave" shall mean a leave granted to an employee for the purpose of absence from work with pay in the event of illness, injury, bereavement, and emergencies pursuant to RCW 28B.50.551.
  3. "Full-time daily rate of compensation" shall mean the salary of an employee received for each full day of service, exclusive of supplemental pay for additional duties, extra curricular service, and exclusive of fringe benefits, such as health or other insurance premiums.
  4. "Previous calendar year" shall mean the period commencing January 1 and ending December 31 of any year preceding an eligible employee's request to be remunerated for unused sick leave.
  5. "Retirement" shall mean the termination of employment by an eligible employee due to age or physical disability and the receipt of a regular monthly pension benefit from the retirement plan in which such employee held required membership; except that for the purpose of this definition, retirement due to age shall not be considered to have occurred prior to attainment of age fifty-five.
  6. "Contracted employment" shall mean that period of time covered by an individual employment contract or letter of appointment and during which services are performed by the employee.
  7. "Full day" shall mean the length of contact time per day as defined in the negotiated bargaining agreement or letter of appointment.

Policy

Clover Park Technical College is a higher learning institution that provides learning opportunities for students and interns. The use of interns by any department will be in accordance with the Use of Interns procedures.

Procedure

The Fair Labor Standards Act restricts an employer’s ability to use unpaid interns. Basically, the college will not use interns for the purpose of avoiding the law’s minimum wage and overtime requirements. To ensure the college manages the internship program in accordance with FLSA and Department of Labor requirements, the following will be adhered to:

Student Interns From Other Higher Education Institutions

  1. The college department vice president, prior to admitting the student intern, will contact the Human Resource Specialist for instructions.
  2. Department supervisors must comply with the instructions provided by Human Resources prior to admitting the intern
  3. Department supervisor must provide a copy of the final evaluation and proof of completion to Human Resources for the intern’s file.

Interns Not From Higher Education Institutions

The college department vice president, prior to admitting an intern to the college, will contact the Human Resource Specialist for instructions. The department supervisor must provide information as to what the college is required to provide upon completion of internship re: completion, notice, certificate, etc.

Safety and Liability

  1. Department supervisors will provide required safety information to the intern.
  2. If the intern is to be exposed to machinery, heavy equipment, power tools or other equipment that may cause severe injury, the supervisor will contact the college risk manager. Contact with the risk manager must be made prior to the intern operating equipment.
  3. To minimize injuries and liability exposure of the college, interns must receive a safety briefing from the immediate supervisor. If the supervisor requires help on safety briefing, the supervisor may contact Mike Anderson, Director of Facilities.

Compensation

  1. Generally, compensation for interns is not provided.
  2. If the department supervisor believes some form of compensation is necessary, he/she will contact the Vice President for Human Resources and Employee Relations prior to any compensation provided the intern.

Policy

Purpose

Indoctrinate new full/part-time employees within fourteen (14) days from first day of work.

Objective

  1. Provide overview of the college infrastructure
  2. Meet the President (video)
  3. Understand college vision / mission
  4. Show mandatory video training; i.e. Safety, Blood borne Pathogens, Sexual Harassment

Responsibility

  1. The Vice President for Human Resources will oversee the New Employee Orientation Program.
  2. The Classified and IUOE non-exempt new employee will be sponsored and the orientation coordinated by the Union Presidents.
  3. New faculty will be sponsored and orientation coordinated by the Faculty Mentor/Assistance Coordinator.
  4. New administrators will be sponsored and the orientation coordinated by a vice president or other level of administrator.
  5. The Human Resources Generalist will inform the Vice President for Human Resources of new full-time employees.

Procedure

  1. The Vice President for Human Resources or a Human Resources Generalist will contact the IUOE/Classified non-exempt staff Union President and the Faculty Mentor/Assistance Coordinator.
  2. The Classified/IUOE Union President and Faculty Mentor/Assistance Coordinator will provide a sponsor for the new employees.
  3. The sponsors will contact the Vice President for Human Resources or his/her designee for instructions and sponsor check list. (Attachment 1)
  4. Sponsors will contact the new employee to schedule orientation.
  5. Sponsors will accomplish the following:
    1. Use the New Employee Orientation Checklist to complete new employee’s orientation
    2. Coordinate with other sponsors so as to schedule group meetings as much as possible.The Vice President for Human Resources will provide the names of other sponsors currently active.
    3. Complete new employee orientation no later than ten (10) working days from assignment as sponsor.
    4. Return checklist to Vice President for Human Resources when checklist has been completed.
  6. Supervisors of new employees will provide time for their new employee (and sponsor) to be oriented within ten (10) workdays.

Policy

It is the policy of the Board of Trustees that rest breaks are provided in accordance with labor-management agreements.

Procedure

  1. Supervisors are responsible for scheduling the time for non-exempt employees’ rest breaks and should consider the workload and the nature of the job performed. Unless job conditions do not permit, a rest break is scheduled at approximately the middle of every four-hours of work. Whenever necessary, the supervisor may change the time rest periods are taken.
  2. Rest breaks are compensated time as work time and cannot be “banked” to shorten a work day, lengthen a work day to receive extra pay for time worked, lengthen other rest breaks or lunch periods, or used as or part of vacation, sick leave, or personal days. Rest breaks not taken are considered lost.
  3. Employees are expected to be punctual in starting and ending their breaks. Therefore, breaks should be taken in the immediate area of the college. Violation of this section of the policy is subject to disciplinary action.
  4. Employees on rest breaks may not interfere with other employees who are working and not on a rest break

Policy

To manage stipend compensation to ensure compliance with State ethics laws, and to continue to promote good morale at the College.

Definitions

Stipend: a sum of money paid allotted on a predetermined basis for a specific purpose.

Procedure

  1. Stipend compensation for administrators (exempt staff) will be managed as follows:
    1. Administrative (exempt) staff is eligible to receive stipend compensation from the College. These additional monies will be paid to an employee who is temporarily assigned responsibilities of a higher level position or other significant duties not part of the employee’s regular job description.
    2. All stipends will be approved by Cabinet.
  2. Stipends for union represented employees are managed and administered under the guidelines and directives set forth in their individual Collective Bargaining Agreements.

Policy

To benefit the college and its students by providing staff with opportunities for study, research, and creative activities for the enhancement of the institution’s instructional and research programs.

Procedure

Sabbatical Leave will allow eligible professionals an extended period of time free from normal contractual obligations in order to pursue legitimate professional goals. This purpose is consistent with the provisions of RCW 28B.10.650 as they now exist or are hereafter amended and with this college’s commitment to the professional development of its employees. Appropriate uses of sabbatical leave would include formal study, travel, work experience in one’s area, or any other activity which would contribute substantially to the improvement of the employees’ abilities or benefit to the college.

Exceptions:

This policy is not meant to be restrictive but rather inclusive. Therefore, exceptions to this policy may be made by the president and the Board of Trustees on a case-by-case basis. Sabbatical leave, as it relates to members of the Clover Park Technical College faculty, is outlined in the Clover Park Federation of Teachers, Local 3913 Collective Bargaining Agreement. Sabbatical leave, as it relates to classified employees at Clover Park Technical College, is outlined in the Clover Park Federation of Classified Employees, Local 4789, Collective Bargaining Agreement. Sabbatical leave, as it relates to maintenance and custodial employees at Clover Park Technical College, is outlined in the International Union of Operating Engineers, Local 286, Collective Bargaining Agreement.

Application Procedures:

An application for sabbatical leave will include reasons for requesting the leave and a detailed sabbatical leave plan, which must be submitted to the president. Sabbatical leave requests shall be submitted no fewer than 90 days prior to the beginning of the requested leave.

When the President grants a sabbatical leave, the recipient shall sign a contract with the college specifying:

  1. The length of sabbatical leave
  2. A commitment to perform according to the approved sabbatical leave plan
  3. That the recipient will return to employment at the college for a period at least commensurate with the amount of leave granted. Failure to comply with this provision shall constitute an obligation of the recipient to repay to the college any remuneration received from the college during the leave.
  4. That the recipient will submit a written report to the President and Board of Trustees within 60 days upon returning from leave summarizing the work completed during the sabbatical leave and describing how the new knowledge will be used.

Non-compliance with the above terms of the leave contract will be dealt with according to RCW​ 28B.10.650.

Employees Rights:

The time spent on sabbatical leave shall be recognized as equivalent to time spent as a full-time employee of the college.

Policy

The purpose of the Reasonable Accommodations and Return to Work program is to provide, when possible, to eligible employees, accommodations in the workplace in compliance with ADA and/or an assignment for an eligible employee who is temporarily unable to return to his/her regular assignment until such time the employee is released for full-work duty by a licensed health care provider.

Clover Park Technical College (CPTC), being aware of its obligations under Executive Order 96-04, RCW 49.60, RCW 51, 32.090, other state guidelines, the American’s with Disabilities Act of 1990 (hereafter referred to as the “ADA”), has prepared this reasonable accommodation policy and supporting procedures to comply in good faith with the requirements of applicable laws, rules, and regulations. Final rules established by the Equal Employment Opportunity Commission (EEOC) and the Department of Labor (DOL) will serve to clarify elements of the Act’s intent, beyond what is provided in CPTC policy and procedure.

The Human Resources and Employee Relations designee is responsible for coordinating CPTC efforts toward compliance with the Title I of the Act. Title I prohibits the discrimination of a qualified person with a disability in any condition or aspect of employment.

This procedure affects all employees and candidates for employment with Clover Park Technical College. Persons with disabilities have the right to request and receive reasonable accommodation in all aspects of employment.

The Human Resources and Employee Relations designee is responsible for coordinating CPTC efforts toward compliance with Title II of the Act. Title II prohibits discrimination in the form of facility and service accessibility.

Definitions

Disability: A physical or mental impairment that substantially limits one or more of an individual’s major life activities. The individual with a disability must prove that he or she has a sensory, medical, or physical abnormality and such abnormality has a substantially limiting effect upon his/her ability to perform a job.

Substantially Limits: When a person is significantly restricted in the ability to perform either a class of jobs or a broad range of jobs in various classes as compared to the average person having comparable training, skills, and abilities.

Qualified Individual with a Disability: An individual who, with or without reasonable accommodation, can perform the essential functions of the position that such individual holds or desires.

Essential Function(s): A function(s) of a particular job which, if removed, would fundamentally change the job.

Reasonable Accommodation(s): Modification or adjustment to a job, work environment, policies, practices, or procedures that enables a qualified individual with a disability to perform the essential functions of a job and that can be accomplished without “direct threat” to an individual or cause “undue hardship” to the employer.

Direct Threat: A significant risk of substantial harm that cannot be eliminated or reduced to an acceptable level by a reasonable accommodation.

Undue Hardship: When an accommodation for an employee with a disability, taking into account CPTC’s overall resources, would be unduly costly, expensive, substantial, disruptive, or fundamentally alter the nature or operation of the department or institution.

Need to Know: The basis upon which it is determined who should be made aware of medical restrictions, accommodation requests and analysis, and other pertinent information that may be confidential or protected by privacy rights or statutes.

Health Care Professional: A person who has completed a course of study and is licensed to practice in a field of health care which includes the diagnoses and assessment of the particular disability or disabilities in question.

Interactive Process: Good faith effort by both CPTC and a qualified individual with a disability seeking reasonable accommodation to engage in discussion and exchange information and ideas necessary to administrate this procedure.

Procedure

Accommodation Requests:

All requests for accommodations must be made to the Human Resources and Employee Relations designee in writing, at the following address:

Office of Human Resources and Employee Relations
4500 Steilacoom Blvd SW Lakewood WA 98499-4098

When an applicant or employee makes a request for a reasonable accommodation, and the disability is not readily apparent and has not been previously documented, CPTC may request that the applicant or employee provide verification from a health care professional that he/she has the disability as claimed and that it has the effect of necessitating the reasonable accommodation requested. CPTC may obtain a second opinion at its own expense from a health care professional of its selection. Such inquiries must be limited to verification of the employee’s claims, except that CPTC may also request that the health care professional suggest possible effective alternative accommodations.

Upon receiving a reasonable accommodation request, CPTC shall begin consulting with the individual with a disability to find out his or her specific physical or mental abilities and limitations as they relate to the essential job functions, identify the barriers to job performance, and assess how an accommodation can overcome these barriers.

CPTC shall consult with the employee, and may consult with other knowledgeable sources, to identify potential accommodations and assess how effective each would be in enabling the individual to perform essential job functions.

If there are two or more effective accommodations that would allow the individual with a disability to perform essential job functions, after considering the preference of the individual with a disability, CPTC shall select the accommodation to be provided.

A qualified individual with a disability has the right to refuse an accommodation. However, if the individual cannot perform the essential functions of the job without the accommodation, he/she will not be considered to be an otherwise qualified individual with a disability after refusing the accommodation.

When an accommodation in an employee’s present position is not reasonable, or would cause an undue hardship, CPTC shall attempt to accommodate the employee through reassignment to another vacant position, at the same pay range or lower, for which he/she is qualified.

The employee is responsible for providing current information showing skills, abilities, training, and experience; identifying the types of jobs he/she is interested in and qualified for; applying for vacant positions; and advising CPTC of any change of address. CPTC is responsible for informing the employee of these responsibilities.

If the cost of a reasonable accommodation would impose an undue hardship to the employer, and there are no other financial resources available, the individual with a disability must be given the option of providing the accommodation, or paying that portion of the cost which would constitute an undue hardship.

Identification of Essential Functions

Job descriptions are the preferred document for identifying the essential functions of a position. Essential functions in a job description or advertisement will be labeled and only persons who can perform those essential functions, with or without accommodation, are qualified to perform the job.

A working conditions analysis may also be conducted in conjunction with a position analysis to analyze a position’s working conditions. It is CPTC’s contention that accurately analyzing the working conditions of every current position all at once would be extremely time-consuming and may be unduly cumbersome. Therefore, CPTC will analyze the working conditions of a position when requested in a reallocation or when a position becomes vacant or as otherwise directed by CPTC’s classification plan.

In consultation with subject matter experts, part of CPTC’s recruitment and section procedure will continue to require that individuals meet competencies, skill, experience, education, and other job-related requirements for any position. CPTC’s classification system will also be reviewed on an on-going basis and revised as necessary to ensure that all relevant qualification standards and competencies will be re-examined periodically to ensure job-relatedness and compliance.

Application Process

Reasonable accommodation will be provided in every stage of the recruitment, application, and selection process to enable a qualified applicant with a disability to have an equal opportunity to be considered for a job.

Notification of the right to make an accommodation request and information on how to initiate such a request will be included with all job announcements, bulletins, and recruitment efforts.

CPTC will make the job description available to all applicants during the recruitment and/or accommodation process, for the purpose of outlining, respectively, what essential duties or physical and mental acuity abilities the job presently requires. It is the applicant’s obligation to notify the Office of Human Resources and Employee Relations for which duty statement or working condition he/she will require accommodation to perform. Job Descriptions and Reasonable Accommodation Request forms in support of these requests are available from the Human Resources office.

Timeliness of response is essential in providing equal opportunity. Ability to provide the requested and appropriate accommodation by the scheduled application/selection process date shall be justification, at the discretion of the Human Resources and Employee Relations designee, for extension of application and other deadlines.

Employment Tests:

The ADA does require that tests do not screen out an individual with a disability or a class of such individuals on the basis of a disability unless it is job-related and consistent with business necessity. The ADA also requires that tests given to people who have impaired sensory, speaking, or manual skills be given in a format and manner that does not require use of the impaired skill, unless the test is designed to measure that skill.

The Human Resources and Employee Relations designee has reviewed, and will continue to review on an on-going basis, all selection criteria to ensure continued compliance.

CPTC will continue, as is allowed under the ADA, to prohibit the hiring, or continuation of employment, of an individual who poses a direct threat to themselves or others that cannot be eliminated or acceptably reduced by reasonable accommodation(s).

If an accommodation is determined to be reasonable and will eliminate or reduce the risk to an acceptable level, CPTC will provide that accommodation. Requesting an accommodation is the full responsibility of the person seeking it and CPTC reserves the right to provide the accommodation that it determines most effectively accommodates the individual’s disability, given the specific situation.

The need for a reasonable accommodation shall not adversely affect the consideration of an individual with a disability for employment, training, promotion, or opportunity to enjoy equal terms, benefits, privileges, and conditions of employment.

Employee Accommodation Procedures:

Current employee’s request for reasonable accommodation is the full responsibility of the individual who is seeking the accommodation. All requests will be reviewed and evaluated, based upon this procedure’s definitions of “essential functions”, “reasonable”, “direct threat”, and “undue hardship” to determine whether or not a request can be granted. CPTC will interactively engage with the employee and/or the employee’s treating physician/health care provider to determine needs, options, and factors.

When an employee cannot be reasonably accommodated in his/her current job, CPTC will endeavor to transfer the employee to any vacant position for which he/she is qualified and can perform, with or without accommodation. This reassignment is noncompetitive and limited to lateral transfers or voluntary demotions. The ADA does not require, and CPTC will not ensure promotion or creation of a position as a form of accommodation.

A qualified individual with a disability has the right to refuse an accommodation. However, if the individual cannot perform the essential functions of the job without the accommodation, he/she will not be considered to be an otherwise qualified individual with a disability after refusing the accommodation.

Training of Managers, Supervisors, and Others as Needed:

Managers and supervisors will receive periodic training related to their responsibilities under this policy and procedure. Additionally, this subject is incorporated into general employee harassment/discrimination training, which emphasizes general awareness of federal/state laws and College Policy as well as reporting procedures related to complaints. This material is also

incorporated into new employee orientation. CPTC is committed to proactively raising these subjects and building an employee awareness of policy, procedure, and complaint process.

Students are made aware through campus-based programs administered by student services administration and are not covered by this procedure or guideline. Procedures for student accommodations are outlined in the student handbook and in these Policies and Procedures under the Student Services Chapter.

Confidentiality:

All information regarding the presence, or nature of an employee’s or applicant’s disability will be treated as a confidential medical record and shall be maintained in a secure manner, apart from personnel files with access restricted to designated personnel on a need to know basis.

When an individual is hired, or an employee is returned to work with medical restrictions, the supervisor may have a need-to-know regarding the nature of the restrictions and possible reasonable accommodations. However, a supervisor may not necessarily need to know the medical diagnosis or a detailed description of the condition(s) if unrelated to the work limitations. There is no inherent right-to-know simply because the medical condition may affect an employee’s work or is otherwise work related. The Human Resources and Employee Relations office maintains secure medical files that protect this confidentiality, and will release only information determined relevant given the definition of need to know, reasonable accommodation, and consistent with the individual’s right to medical privacy.

Temporary Disability Determination:

Temporary disabilities are not covered by the ADA but may be covered under other laws. Under the ADA, it is not the name of an impairment or a condition that determines whether a person is protected, but rather the effect of an impairment or condition on the life of a particular person. How long impairment lasts is a factor to be considered, but it does not by itself determine whether a person has a disability under the ADA. The Human Resources Office, in conjunction with appropriate resources, is charged with making such determinations on a case-by-case basis.

CPTC seeks to temporarily accommodate employees in a manner which keeps them productive, orientated to the workplace, and maintain needed skills. To this end, CPTC considers all requests or inquiries very seriously and actively engages with the employee in analyzing the need for, and when necessary, proper application of modified duty assignment.

CPTC requires proof from the employee that a leave is necessary, including certification by a qualified health care provider stating the date the condition commenced, the probable duration of the condition, any appropriate medical facts regarding the condition, estimate of the expected schedule and duration of the leave.

Return From a Medical Leave:

Prior to returning to work from a medical leave, the employee will be required to provide a “fitness for duty certification” also known as a “doctor’s release” from a health care provider. The “fitness for duty” certification must be job-related and consistent with business necessity. This statement is to be delivered to the Human Resources Office during regular business hours by the employee prior to returning to the workplace.

If the employee’s doctor believes the employee may return to work but with limitations/restrictions, the limitations/restrictions must be noted. When an employee returns to work with such restrictions, an interactive process will begin under this procedure to determine the need for accommodation and the ability to provide those accommodations. In cases of continued medical treatment, the employee is asked to make a reasonable effort to schedule the treatment so as not to disrupt unduly the department’s operations.

Complaint Procedure:

It is the intent of CPTC to internally review and resolve all ADA-related complaints made by or on behalf of the complainant. The goal of this policy is to provide for the resolution complaints at a level that will allow for the least disruption of CPTC functions or services. This procedure will function independently of any other resolution method appropriately sought by the party; however, CPTC encourages all parties to utilize this procedure prior to seeking resolution through any other administrative sources. The Human Resources and Employee Relations designee will coordinate compliance efforts and is assigned to investigate complaints. Complaints should be documented on CPTC’s Harassment/Discrimination Complaint form and sent to:

Office of Human Resources and Employee Relations
4500 Steilacoom Blvd SW Lakewood WA 98499-4098

A complaint must be filed in writing. The complaint must identify the name and address of the person filing it and should briefly describe the alleged violation of CPTC policy or the Act.

Incident Notification Form: CPTC has developed a complaint form on which any person may report complaints of harassment or discrimination, regardless of the complaint’s basis. The form is made widely available and includes directions on how to complete and route. The form also identifies the limits of confidentiality and the CPTC non-retaliation policy. Any supervisor or administrator is authorized to accept and process the form.

Filing a Complaint: Any employee who believes he/she has been subject to harassment/discrimination has the right to file a complaint. Any supervisor or administrator is authorized to accept or take a complaint. If the complainant does not feel comfortable with filing a written complaint, every effort will be made to take the complaint verbally. The supervisor/administrator will then document the verbal complaint on the CPTC Harassment/Discrimination Complaint Form and route to the Human Resources and Employee Relations office.

Complaint Consideration: Although isolated incidents of harassment and discrimination may not violate federal or state law, such complaints will be taken seriously and considered under this procedure.

Complaint Investigation: The Human Resources Office is solely authorized to receive complaints of harassment and discrimination and to investigate them for all of CPTC. All complaints, regardless of the perceived merit or basis, are to be forwarded to the Human Resources Office for review and processing, without exception. Further guidelines regarding the investigative process can be found in the Harassment and Discrimination policy and procedures guideline.

I. Purpose & Scope

A. OverviewThis policy describes how an employee may temporarily receive a rate of compensation which is higher than the base salary for his/her regular position for temporarily being assigned additional higher-level responsibilities.

B. Coverage

  1. Application: This policy applies to all college employees except (a) those in the faculty bargaining unit or (b) as otherwise provided in a collective bargaining agreement.
  2. Exceptions: While this policy is intended to encourage consistent practices, the President may authorize variation in a particular situation when deemed necessary. This policy does not provide any contractual rights.

C. Relationship to base payThe higher-services compensation under this policy is temporary and does not change the subject employee’s base pay for his/her current regular position.

D. Relationship to “overtime” compensation:

  1. General overtime rules: Employees in many college positions are “overtime-eligible” and legally entitled to receive compensation for overtime, i.e., hours worked in excess of forty per workweek. Such overtime compensation, generally at the rate of 150% of salary for the excess hours, may take the form of either monetary payment or compensatory time. No employee who is thus overtime-eligible may work such excess hours without prior supervisor approval. On the other hand, some college employees are determined by the Human Resources office to be “overtime-exempt”, i.e., not entitled to such extra compensation under the applicable law. Generally, these overtime-exempt positions involve higher-level responsibilities and exercise of more managerial discretion.
  2. Overtime and this policy: This policy mostly does not address overtime computation and compensation. Overtime should occur for overtime- eligible employees only in exceptional circumstances, so a supervisor should consult with her/his vice president before authorizing overtime for additional responsibilities.

II. Definitions

For purposes of this policy:

  1. “Additional higher-level responsibilities” means temporary responsibilities which (a) are those of a higher-level position, as shown in a current job description or other documentation, (b) are not included in an updated job description for the subject employee’s current regular position, and (c) constitute, or are reasonably expected to constitute, more than one-fifth (20%) of his/her total responsibilities.
  2. “Higher level position” means a position which is more highly >compensated than the regular position which is currently held by the subject employee.
  3. “President” means the college President or, if so designated by the President for this purpose, the college’s chief Human Resources officer.
  4. “Subject employee” means the employee who is to receive the additional compensation.
  5. “Temporarily” and “temporary” mean for a period which is reasonably expected to be more than three weeks but less than a year from the effective date of the additional compensation.
  6. “Temporary college need” means a temporary and limited need for services which is not reasonably expected to require filling of a permanent position.
  7. “Temporary position need” means that a higher-level position is or will be temporarily vacant because (a) of the absence of the holder of that position or (b) the college has not hired anyone to fill it permanently.

III. Permissible Additional Compensation

A. EligibilityWhen a subject employee is temporarily assigned additional higher-level responsibilities due to a temporary college need or a temporary position need, the college may temporarily pay higher-services compensation which is more than the base salary for her/his regular position.

B. Determination of amount:

  1. The higher-services compensation will ordinarily be a percentage of the difference between (a) either the previous compensation for the higher- level position or the minimum compensation which is expected to be paid for the services required to meet the temporary college need and (b) the lesser compensation currently received by the subject employee for his/her regular position.
  2. The percentage will equate to the quotient which results from dividing (a) the number of hours which are devoted to, or expected to be devoted to, the additional higher-level responsibilities by (b) the number of total hours in the employee’s workweek.

C. LimitationsThe higher-services compensation is prorated for the period of the additional responsibilities. The total higher rate of compensation may not exceed the rate of (1) the compensation for the position with the temporary position need or (2) the compensation for the position which is closest to meeting the temporary college need.

D. Examples: These examples assume a regular annual rate of $40,000 and a temporary annual rate of $50,000, producing a difference (B.1 above) of $10,000:

  1. Employee works 40 hours per week, devoting 8 hours (20%, the minimum under this policy) to additional higher-level responsibilities: .20 x $10,000 = $2,000 higher-services compensation; $40,000 + $2,000 = $42,000 temporary annual compensation rate.

  2. Employee works 40 hours per week, devoting 30 hours (75%) to additional higher-level responsibilities: .75 x $10,000 = $7,500 higher- services compensation; $40,000 + $7,500 = $47,500 temporary annual compensation rate.

  3. Employee is overtime-exempt and works a total of 50 hours per week, devoting 37 ½ hours (75%) to additional higher-level responsibilities: .75 x $10,000 = $7,500 higher-services compensation; $40,000 + $7,500 = $47,500 temporary annual compensation rate. (The employee is overtime-exempt; there is no increase over Example 2 for the 10 hours over 40.)

IV. When Additional Compensation Is Not Permitted

Higher-services compensation under this policy is not appropriate if the additional higher-level responsibilities are not temporary or when:

  1. An employee is performing duties which are already included in his/her job description and/or are not yet included but are expected to be permanent. Any discrepancy in the latter situation should be addressed by updating the job description and determining the proper permanent compensation for the employee’s position.
  2. An employee temporarily assumes full responsibility for an unoccupied position as the interim holder, instead of her/his regular position. If the employee is not performing significant responsibilities of that regular position, s/he should temporarily be compensated at the rate for the temporary position instead of the rate for the regular position.
  3. A supervisor temporarily assumes responsibilities for a subordinate employee (one who reports to the supervisor).
  4. An employee temporarily assumes responsibilities of a position that is either paid equally or paid less than his/her regular position. Any increased workload in these situations should be addressed by workload redistribution and/or hiring of temporary staff. This policy never authorizes an employee receiving less than her/his regular compensation.

V. Process for Determining Additional Compensation

A. When it appears that higher-services compensation under this policy may be appropriate, the supervisor and/or vice president should review the relevant job descriptions and consult with the subject employee. Through such consultation, the vice president should determine the number of hours which are devoted to, or expected to be devoted to, the additional higher-level responsibilities, as well as the total number of hours in the employee’s workweek.

B. The vice president must submit a Stipend Request Form to the chief Human Resources officer, obtain a recommendation from that officer, and then receive Cabinet approval before determining or committing to pay any additional compensation. The Stipend Request Form, and/or an attachment, must include:

  1. Copies of the relevant current job description(s);
  2. A listing of the additional higher-level responsibilities;
  3. The number of hours which are devoted to, or expected to be devoted to, the additional higher-level responsibilities, plus the total number of hours in the employee’s workweek;
  4. The time period during which the subject employee is expected to perform the additional higher-level responsibilities (including beginning and ending dates);
  5. Explanation of the need for higher-services compensation (as opposed to permanently filling the position or other alternatives); and
  6. The plan for ending the temporary responsibilities.

Policy

The College is committed to providing a work environment in which employees feel safe from harm and which fosters high levels of productivity. This means that the College will make reasonable efforts to prevent and remedy domestic violence which affects the workplace.

Procedure

  1. Definitions:

    1. Domestic violence is abusive and/or harassing behavior that is physical and/or psychological and is intended by the perpetrator to harm, and/or to establish or maintain control over, a current or former family or household member. It includes violent or threatening behavior, physical or verbal, which may result in physical or emotional injury or otherwise put the victim’s well-being, safety, or productivity at risk.

    2. Domestic violence in the workplace includes any domestic violence by or against any College employee during work time or in or on College property, including offices, facilities, and vehicles.
  2. Effect on workplaceThe College will not tolerate domestic violence in the workplace or which affects the workplace. Domestic violence can have substantial negative impacts on the victim and the workplace, including reduced productivity and increased absenteeism, turnover, and health care costs.

  3. ResponsibilitiesThe College will make reasonable efforts to prevent domestic violence in the workplace or which affects the workplace, and to provide appropriate assistance to employees who are victims or perpetrators of such violence. All employees are expected to cooperate in the College’s efforts to prevent and remedy such domestic violence. In particular, managers and supervisors should:

    1. participate in training about domestic violence;
    2. provide employees with information about domestic violence or how to obtain such information (typically, calling the state domestic violence hotline [800-562-6025] or a local agency and/or referral to the Human Resources office/HR);
    3. follow up when an employee requests help or when specific concerns arise, consulting with higher management, HR, and/or the College’s employee assistance program and helping to provide appropriate assistance to employee victims and perpetrators;
    4. work with higher management, HR, and the victim in assessing the need for, and developing if appropriate, a workplace safety plan and/or any appropriate adjustments in work schedules (such as through approved leave);
    5. honor all applicable court orders, including civil protection orders, in consultation with higher management and HR; and
    6. maintain confidentiality, except as required to address a specific situation or as may be required by law.
  4. PenaltiesA College employee shall be subject to corrective or disciplinary action, up to and including dismissal, when s/he:

    1. uses College resources, including but not limited to work time, property, telephones, email, mail, or fax machines, to perpetrate domestic violence, and/or

    2. perpetrates or assists in domestic violence which results in adverse effects on performance of college job responsibilities.

Policy

The College seeks to avoid favoritism or conflicts of interest, in decision-making and organizational placements, which result or reasonably appear to result from family or household relationships.

Procedure

  1. Definitions:

    1. Relative means (a) a parent, sibling, spouse, or child; (b) a “half” sister or brother; (c) a parent, sibling, or child denoted by the prefix “step”; (d) an aunt, uncle, nephew, or niece; (e) a cousin within the second degree; (f) a parent or child in a preceding or subsequent generation, as denoted by a prefix of "grand" or "great"; (g) a foster child; or (h) a corresponding relative of an employee’s spouse.
    2. Household member means a person who shares the same legal residence or place of residence, including a domestic partner.
  2. Prohibitions:

    1. Decision-making: No employee shall make a hiring or employment-related decision or effective recommendation at the College which involves or will affect a relative or household member. No employee shall participate in a recommendation or decision which directly affects the employment, evaluation, promotion, transfer, discipline, or terms and conditions of employment of a relative or household member.
    2. Organizational placements: An employee shall not have supervisory or reporting authority, or an audit or other control function, over a relative or household member. The College shall not employ a relative or household member of the President or of a member of the President’s Cabinet or the Board of Trustees.
  3. Exceptions:

  • The College President, or her/his designee, may make exceptions to this Policy and Procedure for good cause when this is explained in writing to the affected employee(s) in a publicly-accessible document.

Policy

The College highly values the diversity of its students, staff, and community. With regard to holiday and seasonal decorations on its property, the College seeks to educate and encourage members of the College community to embrace their own beliefs and traditions while at the same time also recognizing and respecting the beliefs and traditions of others.

Procedure

A. General goalHoliday and seasonal decorations of classrooms, offices, reception desks and counters, lobbies, other common areas, and other College property should help to make those spaces festive and fun for everyone, without valuing any one tradition or set of beliefs over another. The goal in decorating is to help everyone feel included in the decorating theme rather than excluded.

B. Best practicesDecorating is more inclusive, and thus preferred, when it is done with items whose significance comes from (1) natural or seasonal phenomena, such as the moon and stars, snowflakes and snow characters, trees and tree boughs, and seasonal plants and flowers and/or (2) artistic items, such as ribbons. Decorating is less inclusive when it is done with items whose significance depends on beliefs, traditions, and stories which are known to be not shared by everyone, such as icons and symbols that are generally associated with only one set of religious beliefs.

C. Personal spacesWhile the above Best Practices should be followed on all College property, the College recognizes that an employee may exercise more discretion in decorating her/his individual desk or other individual workspace, especially to the extent that the decoration is not necessarily or usually visible or available to others.

D. Safety firstAvoiding safety risks and hazards should always be the first consideration in decorating. Decorations should not impede walkways or increase the possibility of individuals tripping or falling. Use of electric cords or extension cords should comply with all safety instructions. Use of open flame, such as candles, is prohibited.

Policy

College employees who use social media (“Users”) should know the responsibilities and obligations which are associated with access to social media, particularly when the College’s computer systems, networks, and/or employee time are being used, but the College does not seek to regulate Users’ purely personal uses of social media which do not involve College resources or affect College employment.

Procedure

  1. Social Media DefinedSocial media are forms of electronic communication, such as Web sites for social networking and microblogging, through which users create or participate in online communities to share information, ideas, personal messages, videos, and other content.

  2. General Expectations for Employees:

    1. Follow the law: All uses of social media through the College’s computer systems, networks, and employee time shall follow applicable laws, including the statutes and rules relating to Ethics in Public Service, privacy law, and intellectual property right law, and applicable social media site standards. Users shall also adhere to the College’s Information and Communication Resources Acceptable Use Policy (Chapter 3, Section 9). Content which is illegal, threatening, harassing, obscene, or defamatory is prohibited. The College’s social media shall not be used to support or oppose political candidates or propositions, for lobbying, or for private commercial purposes.

    2. Observe professional standards: Users shall comply with this Policy & Procedure and meet the same professional expectations and maintain the same workplace standards of behavior online as are expected and required offline or for in-person interactions. Users must avoid any action when using social media which unreasonably interferes with the College accomplishing its mission and objectives or with the employee fulfilling her/his job responsibilities. Violations which give just cause for discipline may be subject to disciplinary action, even if they are part of personal or non- workplace activities. Questions about applicable standards should be referred to the employee’s supervisor, who should seek further advice and direction as appropriate.

    3. Protect identifying personal information: Only information that is appropriate for the public should be posted online. Users must not reveal confidential personal information about themselves or other persons, such as Social Security numbers, student identification numbers, home addresses, personal phone numbers or other contact information, names of family members, where children go to school, or financial institution information.

    4. Respect others’ copyright and intellectual property rights: Authorization for use must be obtained from individuals and organizations before posting or otherwise using their writings, photographs, audiovisual works, audio recordings, trademarks, or other intellectual property, unless such authorization is not legally required—such as under the “fair use” exemption or for works in the public domain. Questions regarding copyright guidelines should be directed to the employee’s supervisor, who in turn may consult the Learning Resources Center.

    5. Respect College time and property: Employee uses of College computers, networks, and time while at work are reserved for College-related business, as approved by supervisors and in accordance with the Information and Communication Resources Acceptable Use Policy. Social networking unrelated to College business must be done on personal time using personal computers or devices supported by commercial network assets, except that occasional use of College resources may be permissible if the use is brief, infrequent, and otherwise complies with applicable law and rules.

    6. Understand your personal responsibility; be accurate: Employees are personally responsible for the content they publish online, which will be publicly accessible for an extended amount of time. Do not pretend to be someone else or use a fake name. Before posting, get the facts straight, and review content for grammatical and spelling errors. If you make a significant mistake, admit and correct it. If you can correct the original post, do so and be clear that you are making a correction. If you need to add an amended post, do so.

    7. Remember your audience; Be respectful and constructive: Since social media are potentially available to anyone, review the content before posting to try to ensure that it is respectful, fulfills appropriate purposes, and will not alienate, harm, or unnecessarily provoke anyone. Content contributed to a social media site may encourage comments or discussion of opposing ideas, so view comments or concepts you disagree with as an opportunity for candid and respectful dialogue.

    8. Communicate appropriately with other employees: Employees may not use sites or media to communicate among themselves on College business unless this usage has been approved by the College or their supervisor.

    9. Think before you submit; does your post pass common sense tests? There is no expectation of privacy on any social networking site, and posted material may be available through other sites even after it has been taken down, replaced, or updated on the original site. Only post information, images, and other content after you are comfortable with it being completely public and archived indefinitely by others. If your content would not be appropriate for a face-to-face or telephone conversation, or if you would not be comfortable seeing or defending it in the news media, then it probably is inappropriate for a social networking site.

    10. Appropriately withhold/ disclose College affiliation: When participating in social media in a private capacity (not as part of College employment), an employee is strongly advised against identifying oneself as a College employee or referring to College employment matters. However, when an employee is nevertheless identified as a College employee or reference is made to a College employment matter, the employee should clarify that his/her post or statement is of a personal nature and does not necessarily represent the views of the College.

    11. Appropriately use College logos and avoid endorsements: On non-College sites employees shall not use College logos, trademarks, or images or make any endorsements of products, causes, or political positions in the College’s name. Questions regarding proper use of College logos and associated materials should be directed to the College Relations Department.

    12. Be respectful and appropriate: Employees should always, even when acting as private individuals, be respectful of co-workers, students, administrators, and other institutions and organizations, especially those affiliated with the College.

  3. Specific Guidelines for Using College Social Media Platforms:

    1. Obtaining Authorization:

      1. The College Relations Department is authorized to administer and exercise control over any College participation in any social media site, platform, or application, and also may sub-authorize or delegate such authority. Anyone acting as a College employee who creates or maintains a social media account on behalf of a College department, organization, or other entity or activity (the “responsible operator”) must first obtain approval from the College Relations Department and give that department the highest level of administrative control and/or access. Administrators of sites created prior to adoption of this Procedure must promptly seek such approval and authorization and provide such control/ access.

      2. Only individuals who have been so authorized by their supervisor or the Department of College Relations may send or post messages on social networking sites on behalf of the College or while acting as College employees.

    2. Maintenance and Monitoring: If a College department, organization, or other entity or activity creates or maintains a social media account, the responsible operator must maintain the validity and security of that account and regularly monitor the account to assure appropriate usage and protect against unauthorized or inappropriate usage. Social media demand a high level of responsiveness, and so the responsible operator is expected to monitor the account and respond as necessary during regular College workdays.

    3. College Monitoring: The College reserves the right to monitor and approve or disapprove any employee use of social media which appears to be made on its behalf.

    4. College Identifications: The responsible administrator for a social media account shall include thereon an appropriate official image or identifying mark as designated or approved by the College Relations Department. An individual employee who participates in social media on behalf of the College shall include her/his name and College job title.

    5. Terms of Service: Users should obey the Terms of Service of whatever social media platform(s) they are using.

    6. Use of Photographs and Videos:

      1. All photographs and videos used in College posts shall be obtained from, or approved or authorized by, the College Relations Department. When Users submit images for approval, these become part of the College’s images library that any other authorized User may draw from. The College Relations Department may impose conditions (e.g., appropriate image resolution) for its approval.

      2. Authorization for use of photographs, videos, trademarks, or images owned by others must also be obtained from them before such use.

    7. Social Media Comments: The College generally encourages interactions from social media users, but it is not responsible for comments or postings made on College sites by non-employees. The College reserves the right, but assumes no obligation, to remove content and/or comments which it deems to be inconsistent with its mission or otherwise unsuitable. Messages which promote commercial or other private for-profit ventures, or political positions, are not permitted.

Procedure

Business Hours

The college operates programs and services at various times throughout the day, week and year both on-campus and at various off-campus locations throughout the community.

The regular college business hours during which all offices are staffed are 8:00 a.m. to 4:30 p.m.

Official Duty Station

The official duty station for all employees is the Clover Park Technical College campus unless otherwise authorized in writing.

Policy

To ensure compliance with WAC 495C and promote a positive work and/or educational environment for all employees, students and visitors, clarify the college’s position on the subject of facilities, and to set forth guidelines for handling violations of this policy.

Procedure

Maintenance

College facilities are cleaned and maintained on a regular schedule by Plant Services. Any emergency situation requiring immediate attention (i.e. lack of heat, water leaks, etc.), complaints, and any request for special services should be directed to the Plant Services Department.

Distribution and Posting of Materials

Permission for posting of literature on college property shall be obtained from the Vice President for Operations and Facilities and/or designee.

Scheduling Rooms

For regular scheduled classes, all rooms must be scheduled through the Instructional Support

Specialist in the Vice President of Instruction Office.

For use of a conference room in designated buildings, contact the Program Assistant in that building and complete and submit a Facility Request Forms, to reserve the space.

For use of the Boardroom in Building 15, please contact the President’s Administrative Assistant.

For requests from individuals/organizations outside the college, all room requests and rentals are reserved through the Plant Services Office.

Conservation of Energy

College classrooms and labs are not to be heated above 68 degrees F. or cooled below 72 degrees F. The thermostats are set for that range and should not be changed. If for some reason an area is warmer or cooler, the Plant Services Office should be informed. Staff members are encouraged to inform students that temperatures in the building will be kept at these levels and wearing warm clothing during the winter months is advisable.

Access Authorization

Employees may obtain keys, key cards and access codes to their classrooms and/or offices. Upon authorization by the appropriate supervisor, keys will be issued by the Plant Services Department, and must be returned there upon conclusion of employment. Security concerns warrant a strict and limited issuance of keys for special purposes or part-time use.

Office and Room Assignments

Office and room assignments should be coordinated through the Vice President for Operations and Facilities.

Smoking Policy on Campus

Smoking is permitted only in the outside areas designated for each building. Inside all buildings of the College have been designated as smoke free.

Use of Alcoholic Beverages on Campus

Consumption of alcoholic beverages in or on college-owned or college-operated facilities is strictly prohibited unless approved by the President or designee.

All groups qualifying for use of alcoholic beverages must adhere to the rules and regulations of the Washington State Liquor Control Board (reference RCW 66.20.010) and the Clover Park Technical College Board of Trustees.

Family Members, Friends or Other Visitors

Family members, friends or other visitors of staff members and students, who are not employees, bona fide volunteers, or students of the College, are generally not authorized in the employee’s work area or instructional training and support facilities.

Policy

All travel on official college business is subject to Washington State laws and regulations. Clover Park Technical College will follow the State Administrative and Accounting Manual (SAAM) policies, procedures, and rules related to Travel, http://www.ofm.wa.gov/policy/10.htm. Specific sections of the SAAM Travel section require agencies to develop their own internal travel policies and procedures. These and additional College-specific policy and procedures are stated below (10.10.10.a.3).

Procedure

A. The college President has delegated approval authority for travel authorizations for all but out of state travel to the Vice Presidents and Chief Officers. Each of these may further delegate approval authority to Directors and Supervisors. (10.10.10.a.3)

B. The college will use alternatives to incurring travel expenses whenever feasible and practical. When other means of meeting are possible and appropriate, e.g., teleconferencing or video conferencing, those alternatives will be explored. (10.10.25)

C. Business telephone calls are those that are related to the conduct of official business of the College. Personal telephone calls are considered an appropriate business call and eligible for reimbursement only when they are to inform the traveler’s family of a change in travel plans, such as a delay in the return time. (10.20.20.3)

D. When travel expenses are to be reimbursed by a person or a non-state entity, reimbursements will continue to be calculated per the state regulations. College employees will follow the guidance of the State Ethics Board for accepting travel costs/reimbursement from non state entities. For example, those involved in the selection of a particular vendor to provide services to the college will not accept travel costs /reimbursement from that vendor. (10.20.60)

E. Reimbursement for lodging expenses is allowed when an employee’s temporary duty station is located more than fifty miles from the closer of the traveler’s official residence or official station. Lodging reimbursement is also allowed when that distance is less than fifty miles under any of three circumstances:

  1. when reimbursement for an overnight stay in a commercial lodging facility avoids the traveler having to drive back and forth for official state business which ends no earlier than 6:00 p.m. on one day and then begins again no later than 8:00 a.m. the next day, according to the agenda(s) for that business (with written supervisor approval);
  2. when the health and safety of the traveler is of concern (with appropriate notification to the supervisor);
  3. when it is demonstrated that staying overnight is more economical to the College (with written supervisor approval). (10.30.30.b)

F. Agency-determined meal periods – The agency breakfast period starts 1 ½ hours prior to the employee’s regularly scheduled work day. To qualify for breakfast, an employee must be in travel status for at least 1 ½ hours before official starting time and meet the three-hour rule as defined in SAAM 10.40.50.b. The agency lunch period is the employee’s regularly scheduled lunch meal period. To be reimbursed for lunch, an employee must be in travel status during their entire regularly scheduled lunch time and meet the three-hour rule as defined in SAAM 10.40.50.b. The agency dinner meal period is the 1 ½ hour period directly following the end of the employee’s regularly scheduled work day. To qualify for dinner reimbursement an employee must be in travel status at least 1 ½ hours after the regularly scheduled quitting time and meet the three-hour rule as defined in SAAM 10.40.50.b. When an employee works through the agency dinner meal period at their duty station and goes directly into travel status, the agency meal period is the 1 ½ hour period directly following their completion of work at their duty station. (10.40.50.a)

G. When using a state contract for the rental of motor vehicles there is no authorization for use beyond official state business. The occasional incidental personal use (for example for travel to a restaurant, store, or entertainment facility) while in travel status is permissible, but additional mileage charges (if any) must be reimbursed to the state by the traveler. (10.50.35.e)

H. The maximum reimbursement for personal care attendant services while in travel status will be limited to the allowances of authorized official travel of a state employee. (10.60.30)

I. Charges for baggage on international flights shall be reimbursable as miscellaneous travel expenses when a baggage allowance is not included in the state travel ticket price. Only the costs for up to two checked bags will be reimbursed. (10.60.40)

J. Clover Park Technical College Board of Trustees members are to be reimbursed under Option 1, 10.70.30.b, for their official services to the college. (10.70.30.b)

K. Occasionally it may be more economical and advantageous for the College to pay a vendor directly for travel costs of its authorized official business travelers. In such a case, an itemized listing of the state per diem reimbursement amounts is to be prepared to compare with the costs the vendor is offering. Only if the costs as supplied by the vendor are less than or equal to the state reimbursement amounts is this method permissible. (10.80.55)

L. Travel Advances are permissible when the travel advance itself is to be equal to or more than one day of the Meal Rate Per Diem at the Non High-Cost Location rate as published in 10.90.20 of the SAAM. (10.80.60.b.7)

M. REQUEST FOR FIELD TRIP forms should be completed and submitted to the program director no later than one week prior to the event. A list of students’ names should be attached to the REQUEST FOR FIELD TRIP form, including parent authorization for any students less than 18 years of age or still in high school. Students under the age of 18 must ride with the instructor or drive by themselves when college transportation is not being used. Forms are available from program assistants.

N. Employees traveling on official business for Clover Park Technical College must obtain authorization from the appropriate administrator(s) prior to departure. No reimbursement for mileage or per diem shall be assured if prior approval for travel has not been obtained.

O. All travel reimbursements must be submitted on a Travel Expense Voucher to be approved subject to budgetary constraints. Vouchers shall be submitted within 30 days of the end of the calendar month for which reimbursement is requested or else the College cannot guarantee payment. The exception to this rule is the final state fiscal year month of June travel voucher. This voucher is to be submitted during the month of July per the timelines established and published in the month of June by the Finance & Budget Office. Vouchers for travel reimbursement may be submitted more frequently when the reimbursement equals or exceeds $100.00.

Procedure

All purchasing will be done following appropriate state and local guidelines. For any specific issue, contact your immediate supervisor or the Vice President Finance and Budget.

The following guidelines are intended to minimize delay in obtaining needed supplies and instructional materials.

Purchase Requisition Worksheets (Pink)

A. Complete ALL unshaded areas:
  1. Supplier - Provide suggested vendor/suppliers name. Please write out all abbreviations for clarity. If supplier is unknown, note to be determined by CPTC Purchasing.
  2. Address - Provide suggested vendor/suppliers complete address including city, state and zip code, if available.
  3. Phone Number - Provide telephone number of suggested vendor/ supplier; give area code, if different from (253). Also list FAX number if available.
  4. Contact Person - Provide the full name of the individual to contact or a special department name if necessary.
  5. Date Initiated - Date request was written and submitted.
  6. Date Required - Date services or materials are required for usage. Be specific; do not indicate "ASAP" or "Immediate". A date is required even in an emergency.
  7. Deliver to Building No. - Complete with proper delivery information
  8. Requested By - Initiator (instructor, supervisor, etc.). Please write full name. There are many employees with the same last name and in some cases the first initial.
  9. BAC - Shaded area -do not complete. Coding to be completed by Supervisor.
  10. Supervisor Approval - Shaded area - do not complete. Signature of individual who is authorized to approve worksheet request.
  11. Item Number - List in sequence: 1, 2, 3, etc.
  12. Quantity Ordered - Note amount required.
  13. Unit - List per each, per roll, per case, per 100 (C), per 1,000 (M), per gross, etc.
  14. Description - Use complete description of item. Include the following information/comments if available and applicable:
    1. Manufacturers part number or stock number
    2. Model number
    3. Size/dimensions/color
    4. Indicate if no substitutions will be accepted.
    5. Indicate if you wish vendor/supplier to cancel items which they do not have in stock
    6. If an emergency state on form
    7. Indicate special delivery instructions; i.e., contact individual, telephone extension number, special times to deliver, etc.
Information Needed for Specific Requests

Repair/Calibration Purchase Requests

  1. Serial number (or Clover Park Technical College tag number if serial number is not available)
  2. Item model or type
  3. If item is to be repaired, briefly note problem or name of individual to contact to explain what services are required of supplier/vendor
  4. Amount item is worth (this is for insurance purposes during shipment)
  5. "Ceiling" price - the dollar amount repair/calibration costs are not to exceed
  6. Location of item if warehouse is to pick up (Building number/room number, contact person's name/phone extension)
  7. Special time for pickup, if necessary
  8. Special packing instructions, if necessary
  9. Note if item is not to be shipped, and whether department will deliver to vendor/supplier
  10. Note if item will be picked up by department when repairs/calibrations are completed (if shipping was not required)

Equipment Purchase Requests

  1. Indicate if item is to be tested before being permanently tagged for inventory (if required)
  2. Indicate if a trade-in item is part of purchase. If so, attach Fixed Asset Inventory Form 5A-1852 to remove from fixed asset inventory
  3. Be sure to complete inventory information at the bottom of the worksheet
  4. If these item(s) requested exceed $3,000 in cost, the college is required to solicit quotations from at least three (3) competitive sources. If your request falls within this category, please include complete specifications and any known sources of supply for the item(s).

Book Store/Book Orders (see separate instructions- General CPTC Purchasing Procedures) Book Orders are processed through the Book Store quarterly on a textbook requisition form provided by the Book Store.

  1. Unit Price - Indicate unit price of item, if known. If price is not known, indicate a "ceiling price" vendor is not to exceed.
  2. Total Price - Indicate total price if for the lot, or extend the price for requests of more than one item.
  3. Object: 1 Check Per Item - Check appropriate box for each item ordered. See box above this section on worksheet for description/explanations.
  4. Inventory Information - - - > Fixed Asset System
    Accountable: Check yes if ordering equipment which will be listed on inventory. Be sure to indicate specific line item if not all items on request are to be inventoried. Please note if items are to be split between departments. Check no if item/s will not be inventoried.
    Grant No. - List number if applicable
    Dept/Room - Department number and room number location where item will be located for inventory
    Delivery - List Building number/room number - please note if Location/Bldg - different from inventory location
  5. Department Number - Requesters department number
  6. Program (check one only)

    Check the appropriate box that applies to the program Instruction - Career Preparatory - (Entry level training); Instruction - Cont. Ed. Supplemental - (Trade extension and apprenticeship, evening programs); Instruction - Job Account Preparatory - (Realistic Training); (Note: Fee list items are purchased directly by the Book Store); Other: Describe as necessary.

    Forward to supervisor for approval.

Please Do Not
  1. Place orders yourself. Only CPTC Purchasing may place the order.
  2. Allow vendor to deliver or pick up items until completed purchase requisition is received.
  3. Give vendors a purchase requisition or number prior to order placement by CPTC Purchasing.

B. Library Purchase Requests

When you require items from the Resource Center/Library, a Purchase Requisition Worksheet is completed and approved by your supervisor. The signed worksheet and any corresponding information are then forwarded to Library for processing. A Purchase Order is typed by the library staff. All completed Purchase Orders are forwarded to Administration for approval.

Please keep a copy of all worksheets that are forwarded to the Library for future reference. Any questions regarding worksheets, or requisitions are to be directed to the Library staff.

C. Blanket Purchase Order Requisitions

Blanket Purchase Orders may be obtained for use with vendors/suppliers that departments purchase from frequently or on a time sensitive basis. Specific instructions are available from your program supervisor.

Blanket Purchase Order Requisitions use a "printed” form. Requesters route completed Blanket Purchase Orders according to CPTC flow chart. The approved Blanket Purchase Orders are forwarded to CPTC purchasing.

  1. Blanket Purchase Order Requisition Change Orders (BPO C/O)- Blanket Purchase Order Change Orders use an "unprinted" purchase order form referencing the original Blanket Purchase Order Purchase Requisition number. Change orders require the same signatures as those on the original Blanket Purchase Order Requisition, and are routed accordingly.
  2. Blanket Purchase Order Withdrawals (W/D's)Blanket Purchase Order Withdrawal forms are numbered, in red, in the upper right hand corner. For additional pages, an unnumbered form is used and the original withdrawal number is referenced. BPO W/D's always refer to the original Blanket Purchase Order Requisition Number. There are six pages to each BPO W/D Form:

Page 1

White (Original)

Supplier

Given to supplier only if requested

Page 2

Green (Carbon)

Purchaser

To be sent to CPTC Purchasing along with pink copy and receiving papers

Page 3

Yellow (Carbon)

Bus Office

For the originator to use if additional copies are needed. This may be destroyed.

Page 4

Pink (Carbon)

Accts Pay

This copy is stapled to any receiving documents. A supervisor's signature is required on the pink copy (along with the individual who is authorized to sign upon receipt). Also see Page 6 "Goldenrod" instructions.

Page 5

Blue (Carbon)

Originator

This copy is for the originator's file

Page 6

Goldenrod

Receiving

This copy is used if receiving(Carbon) document is not available. If used in place of receiving document, signature must be in ink on goldenrod copy. Please note if you choose to use the goldenrod as a substitute to avoid confusion.

Both the pink and green copies (the green copy is paper clipped to the pink), when signed, are placed in the CPTC mailroom accounts payable mailbox. If any additional copies are received, they are returned to the originator. Please complete BPO W/D form (extend all items, add known tax/shipping charges, and total correctly). If an invoice is completed and accurate, and is several pages in length, you may reference invoice number and attach instead of completing the body of the withdrawal.

C. Receiving Supplies, Equipment and Services

1. Procedures

These procedures set forth the guidelines for receipt of supplies, equipment and services that have been ordered through the Clover Park Technical College purchasing system. All merchandise delivered by the CPTC Warehouse requires the signature of the receiving staff person. NO STUDENT SIGNATURES WILL BE ACCEPTED.

2. General Information

Most items received will be shipped to the Central Receiving Department of the College which is located in the Central Receiving Warehouse (Bldg 22). The determination of whether to ship the items to Central Receiving or to the department, will be determined at the time the order is placed by the Purchasing Department.

If an item is to be shipped to your location, the goldenrod copy of the purchase requisition or purchase order will be sent to you.

3. Receiving Report / Delivery Receipt

The Receiving Report is filled out in Central Receiving for items received there. When the items reach their destination, the person taking delivery will sign and date the Delivery Receipt copies and retain the goldenrod copy for the office records.

If the item received is a fixed asset, the Delivery Receipt will be accompanied by a fixed asset inventory receipt form which will also require signature.

If there are any discrepancies between the received merchandise and the order, notify the Purchasing Department immediately. DO NOT CONTACT THE SUPPLIER OR SHIPPER.

4. Inspecting Goods Received

The person receiving and signing for goods or services on behalf of the College, whether in Central Receiving or a department, has the complete responsibility for noting the accuracy and condition of each item at the time of receipt. Shipments should be checked the day of receipt.

Be sure to inspect all cartons for exterior damage prior to signing the delivery receipt. Check for damage even if the item has been received in the Central Receiving Department. If damage is apparent, note same on the delivery receipt (both the delivery person’s copy and your copy.) Failure to follow these procedures indicates the shipment was accepted in good condition, allowing no recourse for recovering any monetary loss by the College.

Open all cartons immediately and inspect contents for concealed damage. If damage is noted, contact the Purchasing Department. DO NOT CONTACT THE SUPPLIER OR SHIPPER.

Keep damaged items and cartons in which they were received until notified by the Purchasing Department as to disposition.

5. Signature

Receiving documentation which authorizes vendor/supplier payments must be signed with a full signature (not initialed) by a College employee. A student signature or facsimile signature is insufficient.

The reason for this regulation is that only a College employee may act as an agent for the College.

6. Receiving Documentation

THE FOLLOWING PROCEDURES DO NOT APPLY TO A DEPARTMENT IF THE ITEMS HAVE BEEN FIRST PROCESSED THROUGH CENTRAL RECEIVING.

Central Receiving personnel will process receiving documentation for items received by them. If you are responsible for processing receiving documentation, the goldenrod copy of the requisition/purchase order will have been sent to you by Purchasing.

NOTE: One of the following signed types of receiving documentation is required for all goods and services received and requiring payment by the College:

Packing slip.

Goldenrod copy of Purchase Requisition/Purchase Order/Blanket Purchase Order Withdrawal

Packing slips, goldenrod copies of purchase orders, and any additional receiving documentation are to be processed daily and sent to the Accounts Payable Department. Any invoices received should be forwarded to Accounts Payable.

Packing Slips
  1. Do not use freight bills for packing slips.
  2. Verify the purchase order number and supplier’s name on the packing slip.
  3. Verify the quantity received. If there is no variation in the quantity as shown on the packing slip, place a check mark next to the quantity of each item. If there is a variation in the quantity received from that shown on the packing slip, one of the following courses of action shall be taken:
    1. If the packing slip indicates that an item was shipped but you have not received it, write “not received” beside the item description on the packing slip.
    2. If the quantity received is less or more than indicated on the packing slip, indicate the exact number of items received next to the quantity shown on the packing slip.
  4. Check for other discrepancies between what was ordered and what was received; i.e., wrong color, wrong merchandise, substitutions, changes in package size. Make a note of the discrepancy on the packing slip.

    NOTE: Notify the Purchasing Department immediately of any discrepancies in your order. DO NOT CONTACT THE SUPPLIER OR SHIPPER.

  5. Sign your name in full (do not use initials), date the packing slip, and forward it to Accounts Payable. If the item received is a fixed asset, it must be signed by the administrator responsible for inventory or delegate.
7. Partial Shipments

Make a copy of the goldenrod and:

  1. Indicate the quantity received and date received for each item number in the space provided. Notify the Purchasing Department immediately of any discrepancies in your order. DO NOT CONTACT THE SUPPLIER OR SHIPPER.
  2. CHECK THE BOX MARKED, “Partial.”
  3. 3. Sign your name in full (not initials), put the date in the space provided and forward to Accounts Payable. If the item received is a fixed asset, it must be signed by the administrator responsible for inventory or delegate.

NOTE: When receiving merchandise against the goldenrod copy of a Blanket Purchase Order Withdrawal, sign and date the copy indicating if the withdrawal receipt is partial or complete. This signature/date is in addition to the “authorized signature” appearing on the bottom of the form.

8. Receiving Fixed Asset Inventory Items

The Central Receiving Department is responsible for processing all new fixed asset inventory items received in the Central Receiving area. If a fixed asset item has been received directly by a department, upon forwarding of the receiving information, Central Receiving will come to the item location to identify the item(s) and collect any further information required.

9. Exceptions

There will be exceptions in certain circumstances that do not lend themselves to submitting receiving on items via a packing list, college-receiving report; i.e., monthly rental charges, UPS billings, etc. In these cases, a signed and dated copy of the supplier invoice will be an acceptable form of receiving documentation.

If you have any questions relative to the handling and processing of receiving documents, contact the Accounts Payable Office.

Procedure for Identifying and Purchasing Information Technology (IT)

1. Definition: Information Technology (IT)

The resource requirements and associated information management activities employed in the development, use, integration, and management of electronically stored and transmitted information. IT includes all resources and activities employed in the acquisition, development, collection, processing, integration, transmission, dissemination, distribution, use, retention, retrieval, maintenance, access, disposal, and management of information. Information resources include policy, procedures, data, equipment, and applications and related personnel, services, facilities, and organizations.

The Director of Institutional Technology is responsible for the development and implementation of the Clover Park Technical College Information Technology (IT) Master Plan. All upgrades, additions or modifications to existing hardware, software and services must conform to the CPTC IT Master Plan. Requests for IT purchases exceeding $500.00 will be forwarded through the first line supervisor to the Director of Institutional Technology utilizing the Capability Requirement (CAPR) format identified below. The approved/disapproved CAPR will be returned to the originator for additional justification or to be used as an enclosure to a Purchase Order.

2. CAPABILITY REQUIREMENT (CAPR) REQUEST FORMAT TO: Director, Institutional Technology

CAPR NUMBER: Leave Blank.

DATE OF REQUEST: self-explanatory.

SERVICE REQUIREMENT DATE: Date the service/requirement must be available for the user.

REQUESTING ORGANIZATION AND LOCATION: Department, and building number/ room number (destination of hardware requests).

TYPE OF REQUIREMENT: pick one of the following:

  • Automation Equipment
  • Automation Service
  • Communications Equipment
  • Communications Service
  • Instructional Equipment
  • Video Equipment

POINT OF CONTACT: Name and telephone number of the person who the requestor wants to coordinate/manage the implementation.

REQUIREMENT:
  1. Deficiency or problem. What deficiency exists, or what problem has arisen which prompts you to ask for IT equipment or services? Do you have a new job requirement? Has your staffing level been significantly increased or reduced? Has your workload significantly increased? Why do you need the service or equipment you are requesting?
  2. Solution. How will the IT equipment or service meet your deficiency or solve your problem? How will you use the equipment or service to improve your operation/activity? What tasks/functions will be automated, improved or changed? Attach a draft Purchase Order (PO) identifying required IT equipment or services.
  3. Cost Savings. Discuss in detail the savings that will result from the use of the requested IT equipment or service. Will you have manpower savings or other hard dollar reductions? Do you anticipate any cost avoidance? Specify how much the dollar savings will be and where you expect the savings to come from. What do you intend to do with the savings? If none indicate (none).
  4. Cost Increases. Identify source of funding. If this is an Unfunded Requirement(UFR) have cabinet level supervisor integrate this CAPR into a consolidated, prioritized UFR list.
  5. Other benefits. What other non-monetary benefits will accrue from the use of the requested equipment or service? Do you expect improved instructional capabilities, productivity gains, error rate reductions, or timeliness improvements that will contribute to the accomplishment of the mission? Quantify the non-monetary benefits (e.g. percent reduction in error rate, minutes or hours saved in report preparation, etc.)
CHANGES TO EXISTING SERVICE:

Provide details covering the number and types of equipment currently on-hand and in-use. Discuss any changes to the equipment on-hand that will result from the filing of this CAPR. Specify the number of staff and faculty involved in the function/activity to be changed and any additions/reductions to this staffing level. If the requested resource or service involves expansion, modernization, or increased capability of an existing resource or service, identify what is to be changed and discuss why the change is required.

SECURITY PROTECTION:

Explain how physical security is to be provided.

COMPATIBILITY:

If the requested resource or service must be compatible with existing resources or services, explain. Identify related systems, equipment, interfaces, interoperability requirements, component of campus/building network etc.

IMPACT IF NOT PROVIDED:

Explain what will happen if this requirement is not satisfied.

REMARKS:

Limit to explanation/information not otherwise covered.

For example, if there are there unique training requirements, who will provide the training and how much will it cost? Are there any physical modifications required? Is there adequate power? Will you require installation support?

APPROVING AUTHORITY:

This signature indicates approval by a Cabinet level authority.

Procedure for Procurement Card Purchases

Purpose:

To outline the procedure for issuance and use of the State of Washington Procurement Card.

Requesting Credit Card:

Requests for procurement cards shall be through the department Director/Division Dean and approved by the divisional Vice President.

The divisional Vice President shall forward approved requests to the Vice President of Finance and Budget for review and processing.

The Purchasing Department will issue approved cards to the cardholder along with instructions for use and credit limit restrictions and reconciliation forms.

Credit Card Usage:

Cards are to be used for College purchases only.

Cards may not be used for:

  • Obtaining cash advances.
  • Making personal purchases.
  • Purchasing materials or services from a member of the cardholder's family.
  • Purchasing equipment, materials or supplies restricted by policies, guidelines or contract agreements.

This program is intended to supplement the College's purchasing needs and to streamline payment procedures and reduce administrative burdens associated with purchasing of supplies and services. This program is not to be used for capital items or normal purchases, which are to be, submitted to the Purchasing Department on College purchase requisitions.

Job Account Purchases:

Procurement card purchases for job account items are to be in accordance with program needs and are to be traceable to the program's job account plan and work orders.

Operational Purchases (Non-Job Account):

Procurement card purchases for operational items are to conform to all state purchasing guidelines and regulations as follows:

Purchases of $3,000 and above are to be reviewed and approved by the college's Purchasing Department prior to any purchase to ensure that competitive acquisition requirements are being met.

Procurement Card Receipts and Statement Reconciliation:

Receipts are very important; save them. State and College policies require receipts for audit and reconciliation purposes. If you misplace a receipt, request a duplicate from the supplier.

Procurement card custodians are required to enter all purchases using the procurement cards on the College's Purchasing Card Activity/Reconciliation Log (copy attached).

Monthly, a memo billing listing all charges for the billing period will be sent directly to the card custodian. The card custodian is to reconcile the memo billing to the Activity/Reconciliation Log, sign it and retain the custodian copy and forward the original with all receipts to the department Director/Division Dean/Vice President for review and approval.

Reconciliation shall be done by the card custodian in a timely manner (within 7-10 working days). Failure to reconcile monthly statements in a timely manner will be grounds for termination of credit card privileges.

Lost Cards:

Lost cards must be reported to the Purchasing Department immediately. Failure to report lost cards could result in the department being responsible for unauthorized charges.

Incorrect Charges:

If you identify a problem on your monthly memo statement, try to resolve it with the supplier. If you are not successful, notify First USA by telephone, using the toll-free number on the monthly memo statement. Additionally, note the disputed purchase on the Log and forward a brief note with the Log, explaining why the charge is in dispute.

Once the disputed charge has been called in to First USA, they will send the card custodian a letter requesting further information on the dispute and ask the card custodian to sign the letter and return the letter for First USA. (The card custodian is to forward a copy of the signed letter to the Purchasing Department.)

First USA will research the disputed charges and make necessary adjustments to the account.

Policy

Sales and cash handling procedures are set forth to protect the College, its employees and the public from the loss or misuse of public funds. These procedures are in accordance with Office of Financial Management, State Administrative & Accounting Manual.

Money is to be collected only by the Cashier, Building 17, or at cash collection points authorized by Accounting Services. It is not intended that collection of money be viewed as a responsibility of each staff person. Questions about this process should be directed to the Controller in Finance & Budget, ext. 5602.

Procedure

General Information

All money collected for any purpose, in any area, must be receipted and turned in to CPTC Accounting Services, ready for deposit the day it is collected.

NO CREDIT MAY BE EXTENDED BY ANY COLLEGE EMPLOYEE TO ANYONE!

Payment must be received prior to releasing any product or completing any service. Method of payment may be cash, check, money order, bank card (in areas where approved or by the Cashier, Building 17), purchase order, state voucher, or CPTC intracollege requisition including department number and supervisor's signature.

All forms used in conjunction with sales or cash handling must be approved by the Controller prior to use. Redi-forms may not be used.

How to Establish a Cash Collection Fund

Complete an Authorization for Cash Collection form available from Accounting Services, and forward to the Dean or Program Director for approval.

The Dean or Program Director signs and forwards to Accounting Services. Upon approval by the

Vice President for Finance & Budget, Accounting Services will provide the fund.

Accounting Services will contact person(s) authorized to handle money and schedule an appointment to provide required procedures, training and supplies.

NOTE: Instructional programs are required to have approved realistic training plans before applying for authorization for cash collection. Non-instructional activities require an approved ancillary services plan before applying for cash collection.

Money Handling

  1. Access to cash registers is to be limited to one cashier per cash drawer. Change funds and receipting is to be assigned and controlled by the cashier.
  2. Checks may be accepted for amount of purchase only. Tips to students may not be included.
  3. I.O.U.'s may not be accepted.
  4. Treat voids like cash - you are responsible for everything rung up on your register.
  5. Record sales immediately. No funds may be put aside for ringing up later. During power failure sales should be recorded manually. Approved pre-numbered hand receipts are available from Accounting Services for use in emergency. Call Accounting Coordinator at ext. 5663 for assistance.
  6. Assure that other people do not loiter near the cash handling area.
  7. Each receipt must state if purchase was made by cash, check or charge. Place the customer's money on the cash drawer until change is made to assure proper change is returned. Be alert to "short-change" artists. Never permit anyone to cause you to deviate from your normal cash handling procedures.
  8. Verbally count back the change due the customer. 
  9. Close the cash drawer after each transaction.
  10. Only college employees are permitted to transport money on campus.

Receipts

  1. Only official, approved, pre-numbered receipts are to be used. Cash register receipts are acceptable when the receipt includes the college name, date of sale, amount of sale, sales tax, and generates a control number.
  2. Receipts must include:
    • Name of payer (For manual receipts)
      • Amount
      • Date
      • Purpose of payment or work order number.
    • Sales tax separately stated.
      • Method of payment (cash, check or charge)
      • Work order number if applicable.
  3. All money collected must be receipted and deposited the day it is received.
  4. Void receipts
    • Mark the incorrect receipt "VOID"
    • Sign and date
    • Write a brief explanation why.
    • Retain voids the same as any other receipt. Never throw away voided receipts. If it is determined that any receipts are missing or cannot be accounted for, contact the Accounting Coordinator, ext. 5663 immediately. Follow-up with a written explanation.

Check Acceptance

  1. Picture identification or a driver's license number is required to be written on all checks regardless of the amount.
  2. Checks may not be cashed.
  3. Two-party checks may not be accepted.
  4. Checks must be made payable to CPTC or Clover Park Technical College.
  5. Accept checks for amount of purchase ONLY. Change may not be made from checks.
  6. Tips to students are private transactions between the student and the customer and may not be included in the check.
  7. Confirm that each check has the current name, address and phone.
  8. Checks from students: Print student ID number, class name or number on FRONT of check.
  9. Check from parents: Print name of student, student ID number, class name or number on FRONT of check.
  10. All checks: Stamp with restrictive endorsement on BACK of check within 1 1/2" from trailing edge immediately upon receipt..
  11. Write your department number on BACK of check in the space provided.

Ask for a driver's license or picture identification.

Compare and verify the signature.

  • Verify that the picture on the ID matches the customer physical description.
  • Compare and verify the address is current.
  • Write the license number and the letters, "P/S" (Picture and Signature} to indicate that you have checked both picture and signature.
  • Ask for a home and/or work number and write it on the check
  • Put your initials on the check.
  1. For mailed in checks, note on the front of the check "Rec'd by mail."

Money Orders/Traveler's Checks

Customer must present a valid picture ID. Verify that the picture on the ID matches the customer physical description. Follow steps noted above for other checks.

Customer must countersign the check in the presence of the cashier. Verify that the counter signature matches both the original signature on the traveler's check as well as on the ID card. Make sure customer signs the check in front of you. If customer signed the check before presenting it to you, ask the customer to sign again.

Canadian Traveler's checks may only be accepted if they are paid in US. dollars. The traveler's check or money order must be made payable to CPTC.

The check must have today's date.

Bank Cards

Departments with bank card machines may accept bank cards in their area or customers may pay at the Cashier, Building 17. Bank card machines must be connected to the bank via phone for confirmation. No manual machines are authorized for use.

center.

All bank card transactions must have an authorization number from the card service

Check expiration date on card. Do not accept expired cards. Ring up sale on cash register or complete receipt as usual Instruction for use of bank card machines come with each machine

Check the signature against the one on the back of the card. If they do not match, ask to see a driver's license. If there is still a problem, contact a supervisor or Accounting Coordinator, ext. 5663.

Give the customer the Customer Copy only!

Depositing Cash Receipts

At the end of every business day:

  1. Balance money to work orders and receipts. NOTE: Be discreet when counting cash - count cash out of public view.
  2. Complete Deposit Summary form. (Available from Accounting Services)
  3. Instructor or authorized college employee must confirm the deposit and sign the Deposit Summary.
  4. Confirm that all checks are restrictively endorsed at the time of receipt (see guidelines on where to stamp-Check Acceptance Section) and have department number written on back.
  5. Include cash register Z tape (if you use a cash register) or the calculator tape used to complete your Deposit Summary (if no cash register)
  6. If not using a cash register, include copies of each authorized prenumbered receipt issued in sequential order with the deposit.
  7. Clip the checks together with a calculator tape of the amounts and total.
  8. Sort currency by denomination and bundle neatly.
  9. Secure loose coin in a coin envelope. (Available from Cashiering.)
  10. Include overages or shortages with the deposit and note on the Deposit Summary. Attach an explanation.
  11. Changes to Z tape must be accompanied by a written explanation and documentation such as receipt document.
  12. If using a bank card machine, be sure to transmit at the end of every business day. Attach the transmittal document to the Deposit Summary.
  13. Bundle all backup documentation, Z-tape etc. and attach to the back of the Deposit Summary.
  14. Secure money, Deposit Summary and backup in your assigned locking drop bag.
  15. Transport deposit and change fund to the night depository located at the northwest corner of the Administration Building No. 17. Only college employees are authorized to transport deposits and change funds.
  16. Department charges must be batched and submitted to Accounting Coordinator on the last day of each month using the approved forms provided by Accounting Services. Call x5527 for assistance.
  17. Purchase orders and state vouchers require submission of a request for invoice. (See separate section on Request for Invoice) Call ext. 5663 for assistance.

The Cashier, Building 17, will complete your deposit and return a receipt the following day.

Each time no drop bag is received from an authorized cash collection point on a normal college business day, a notice will be sent requesting confirmation that no money was collected for that day.

After completion of deposit and return of receipt from cashiering, all deposit summaries, work orders and related paperwork including those marked void, must be filed and retained for 6 years from the close of the fiscal year(June 30). Limited storage space is available in the warehouse. (See Records Retention instructions in the College Policy and Procedure Manual.)

Cash Exceptions

Discrepancies will be reported on a Cash Exception form with the following distribution:

White: Cashier who prepared deposit

Canary: Staff person responsible for deposit

Pink: Supervisor of staff person responsible for deposit

Goldenrod: Accounting Services Coordinator

The staff person responsible should be sure to respond with an explanation. Accounting

Services will provide assistance if you need further explanation or training. Refunds

Request for refunds must be made in writing and forwarded to the Cashier, Building 17 for processing. The request must include:

  • Original receipt
  • Customer name
  • Customer address
  • Amount to be refunded
  • Explanation
  • Supervisor's signature

Approved refund request received will be issued and mailed to the customer within two weeks.

Buying Change

Contact Accounting Services regarding your change needs. Advance notice is desirable for amounts over $20.00 so special arrangements can be made to meet your needs. Accounting Services will always try to meet your needs for change. Call Cashiering at ext. 5663 for assistance.

Do not make change from a cash bag that has been accounted for and ready for deposit.

Safety
  1. Secure cash in a locked drawer or bag at all times
  2. Secure receipts and work orders at all times
  3. Count your change fund before beginning your shift
  4. Assure that other people do not loiter near the cash handling area.
  5. Access to cash registers should be limited to one cashier per cash drawer.
  6. When transporting bank bags, be discreet. Do not swing, throw or call attention to them
  7. Only college employees are permitted to transport bank bags.

Procedure

Placing Calls

  • For all local calls, dial 9 and the 7 or 10 digit telephone number.
  • To call other telephones in Washington or out-of-state, dial 7 plus your access number and the area code and 7 digit telephone number. To request SCAN authorization, contact your immediate supervisor or the Vice President for Operations and Facilities.

General Information

  1. Outside callers, including students, should be advised to minimize program interruptions.
  2. Students are not allowed to use school phones for personal calls. Public phones are available for this purpose. When telephone operation is part of the instructional program, students may use the phone for instructional purposes under the supervision of the staff
  3. An updated directory of campus extensions is distributed annually. Changes will be announced in MEMO's Etc.
  4. To report trouble on your line, please call the Telephone Helpdesk at ext 6000.
  5. No incoming calls will be connected to students. Emergency messages will be forwarded to the instructor. Students reporting absences should call at a time designated by the instructor.
  6. A Telephone Station Feature Guide is available to all staff members which describes the total capability of the campus telephone system. Contact ext 5689 for further information.

Answering Calls

To sound businesslike and friendly, always answer your phone with your department and name. If students answer, instruct them to state the name of the department and "student speaking." This will eliminate confusion and relaying of messages. BE COURTEOUS!

Scan/Long Distance

Clover Park Technical College employees utilize the State Controlled Area Network (SCAN) for placing long distance calls. Authorization numbers are assigned to full-time staff by the Vice President for Operations and Facilities. Any other authorization should be submitted in writing by the supervisor to the Vice President for Operations and Facilities. Instructions for use will be provided.

Telephone Features

See Clover Park Technical College Telephone Station Feature Guide.

Cellular Phones

Cellular phones are issued to state employees for state business only and are not to be utilized for personal telephone calls.

  1. The College pays for airtime, whether the call is incoming or outgoing; therefore, it is important that people are reminded that they should not call a cellular phone, unless it is for official college business.
  2. Reminder: if you are calling your message center and you are near a land telephone, you should utilize that telephone. When you are in a building where telephones are accessible, you should turn your cellular off and rely on conventional wire communication.
  3. NOTE: One exception to the use of the cellular telephone for personal use would be a change in your work schedule or an emergency situation that required you to notify a family member of this change. If this can be done via a regular telephone, that option should be taken.
  4. If for any reason you do make or receive a personal phone call, please circle the charges on your monthly cellular bill and forward the circled bill along with payment for the call to the college Cashier.

Procedure

Offset Printing - Graphics Building

Orders requiring design, composition, layout, photographs, printing or bindery work should be processed through the Graphic Technologies Program by using Printing Request Form. Forms are available from the order desk of Graphic Technologies, Building 19, Room 107.

If you are ordering a new form, prepare a rough layout or idea of what you want. If your order is a reprint of an existing form, be sure to attach a sample, particularly if there are changes. Complete all sections of the Printing Request Form and submit it to your Program Director for approval.

Your Program Director will approve or reject the job request. If approved, the job will be forwarded for final clearance and production. (Note: If your order is to be mailed or used off campus for promotion, etc., Public Relations Office approval is required.) Please allow a minimum of three (3) week for completion of your order. All orders are processed by students as part of their training; your patience and cooperation are appreciated. You will be notified when your order is ready.

Quick Copying

Convenience copy machines for walk-up use by staff members are located in the College Mall and the Mail Room in Building 17. These machines are fast, reliable, and very easy to use. The speed for doing double-sided copies and stapling/collation is just as fast as single sided regular copying (75 copies per minute). Security codes are required to access these machines and will be linked to department numbers for billing purposes.

The cost of operating these duplicators is very low in comparison to sending work out. If your work requires more than one-half hour to complete, then consideration should be given to sending the work out. Approximately 2,000 copies, whether they are double or single-sided, collated or stapled, may be done in less than 30 minutes.

Outsourcing for Copy Needs

For large copying requests (over 2,000 impressions) or for jobs with special requirements, the College has contracted for services to be done at an off-campus facility. Contact the Publications Coordinator at x5648 for assistance.

Word Processing Needs

Orders which are not "camera ready" and require word processing only can be processed through the Secretarial Service Bureau located in Building 10. Bureau hours are from 8:00 am to 2:30 PM; and the phone is x5579. Processing depends on the work load and requests should be checked with the Instructor for the Administrative Secretary program. Students from this training program who are in their final phase of training do the word processing as an organized instructional activity.

Personal Copies

Personal copies of documents may be made at the coin-operated copy machine located in the Library (Building 15).

Copyright Guidelines

What Teachers and Libraries Can and Can’t Do Under the New Law

Here are some of the implications of Congressional guidelines on permissible photocopying of copyrighted works.

A TEACHER MAY NOT:

  • Make multiple copies of a work for classroom use if it has already been copied for another class in the same institution.
  • Make multiple copies of a short poem, article, story, or essay from the same author more than once in a class term, or make multiple copies from the same collective work or periodical issue more than three times a term.
  • Make multiple copies of works more than nine times in the same class term.
  • Make a copy of works to take the place of an anthology.
  • Make a copy of “consumable” materials, such as workbooks.

A TEACHER MAY:

Make a single copy for use in scholarly research, or in teaching, or in preparation for teaching a class, of the following:

  • A chapter from a book.
  • An article from a periodical or newspaper.
  • A short story, short essay, or short poem, whether or not from a collected work.
  • A chart, graph, diagram, drawing, cartoon, or picture from a book, periodical, or newspaper.

Make multiple copies for classroom use only, and not to exceed one per student in a class, of the following:

  • A complete poem, if it is less than 250 words and printed on not more than two pages.
  • An excerpt from a longer poem, if it is less than 250 words.
  • A complete article, story, or essay, if it is less than 2,500 words.
  • An excerpt from a prose work, if it is less than 1,000 words or 10 per cent of the work, whichever is less.
  • One chart, graph, diagram, drawing, cartoon, or picture per or periodical.

A LIBRARY MAY:

For interlibrary-loan purposes:

Make up to six copies a year of a periodical published within the last five years.

Make up to six copies a year of small excerpts from longer works.

Make copies of unpublished works for purposes of preservation and security.

Make copies of out-of-print works that cannot be obtained at a fair price.

Reprinted with permission:

(Chronicle of Higher Education, October, 1976)

Records -- Fees for Copies

  1. Fees for student records are:
    1. $2.00 for each official student transcript
    2. $.25 per copy for all other records
  2. Fees for records must be collected in advance, except for subpoenas and requests from other schools which will be invoiced.
  3. Form Required:
    Request for Records (Signature of requester is required.) Student signature is required for a student record request.
  4. Retention is six months from the date of the request.
  5. Reference: 495C-280-090 FEES FOR COPIES. Copies of student records shall be made at the expense of the requesting party at actual cost for copying as posted at the student records office.

Procedure

Distribution of Mail

College mail is delivered once daily. Letters, small packages and all internal communications are placed in assigned mail pouches.

Postal Codes

Effective April 1997, departments/programs have a number for postal tracking purposes. The department’s postal code should be inscribed beneath the return address for a single piece of mail. For more than one item, it is suggested mail be bundled with rubber bands (if appropriate). A note with the appropriate postal code should be attached to the bundle.

Departments/programs will not be charged for postal services; however, a monthly and annual report can/will be made available to each department for their files, effective July 1, 1997.

If a department needs a postal code, contact the Director of Plant Services at x5560.

Mailing Information

The post office Optical Character Reader (OCR) electronically scans envelopes reading the bottom line first, left to right, then the next line up, etc. Since the OCR reads one line at a time, single space all addresses.

The City, State, Zip Code must appear on the bottom line and must be the only information on that line. Traditional bottom-line notations (Personal, Attention, Confidential) must be above all address lines. The hyphen in the zip code should be the only punctuation in the City, State, and Zip Code. Special rate incentives are being proposed to the postal rate commission for use of the four-digit zip extension. The two-letter state abbreviation should be used. The second line from the bottom should be the actual delivery address, with no punctuation. Postal abbreviations should be used. Include the name or department in return and destination addresses, so mail and returned mail may be easily routed to the correct person. Out-going mail should be delivered to the CPTC mailroom by 2:15 p.m.

Various mailing lists are maintained on the computer: advisory committees, catalog lists, pierce

County Council, legislators, etc. Labels or lists are available in alpha or zip code order by group or multiple groups. Allow one day when ordering labels; allow five days if revisions are required. Contact the Coordinator - Data and Records at x5570.

The CPTC Shipping and Receiving Office will evaluate mailings exceeding 200 pieces to determine eligibility for bulk mail rates, approximately $.08 per piece in savings. All bulk mailings must be coordinated through Shipping and Receiving including mailings done through a mailing agency. Scale and mailing cost information is available in the mailroom. Postal authorities advise mail may be returned if there is: 1. No zip code; 2. Improper state abbreviation; or 3. Punctuation in the mailing address (except hyphen in zip code)

Policy

State resources will be used at all times for appropriate college-related business.

Procedure

I. Purpose

Staff and students using Clover Park Technical College (CPTC) information and communication resources will directly benefit if services and facilities are used in ethical and legal ways which build overall system efficiencies, maximize accessibility, and eliminate inappropriate traffic over college networks. Therefore, the following Acceptable Use Policy is in effect:

A. Use of college information and communication resources shall be in accordance with this policy and WAC 292-110-010: Use of State Resources; WAC 495C-120: Student Conduct Code; and RCW 42.52: Ethics in Public Service, for the purpose of facilitating the exchange of information in the furtherance of education and research, for conducting official business of the college, and otherwise being consistent with the purposes and objectives of CPTC.

B. College information and communication resources should not be used to transmit any communication in any form; e.g., text, images, and/or sound data where the content and/or meaning of the message or its transmission or distribution would violate any applicable law or regulation.

C. College information and communication resources should be used in a professional and ethical manner and shall not be used to transmit any communication in any form; e.g., text, images, and/or sound data where the content and/or meaning of the message or its transmission or distribution is likely to be deemed obscene, abusive, or highly offensive to recipient(s).

D. Users of CPTC information and communication resources should promote efficient use to minimize and avoid, if possible, creating congestion within or upon the networks that can or will cause interference with the work of other users. Further, users of college information and communication resources shall respect the rights and property of all others and shall not improperly access, misappropriate, or misuse the information/files of other users.

E. When using or accessing sources beyond the network itself; e.g., the Internet, users shall apply the Acceptable Use Policy while navigating through and making use of those networks.

F. Violations of this policy may result in disciplinary action up to and including termination.

II. Use of College Information and Communication Resources

It is the intent of the college to maintain access to local, national, and international sources of information and to provide an atmosphere that encourages access to knowledge and to the sharing of information. It is expected that college information and communication resources will be used by members of the college with respect for the public trust through which they have been provided and in accordance with regulations established from time to time by the college and the State of Washington.

According to WAC 292-110-010, an agency may authorize a specific use that promotes organizational effectiveness or enhances the job-related skills of a state officer or state employee. A state officer or employee may make an occasional but limited use (de minimus use) of state resources only if each of the following conditions are met:

  • There is little to no cost to the state;
  • Any use is brief in duration, occurs infrequently, and is the most effective use of time or resources;
  • The use of state resources does not interfere with the performance of the employee’s or volunteer’s official duties;
  • The use does not disrupt or distract from the conduct of state business due to volume or frequency;
  • The use does not disrupt other state employees or volunteers and does not obligate them to make a personal use of state resources;
  • The use does not compromise the security or integrity of state information or software;
  • The use is approved by management.

III. Prohibited Uses

WAC 292-110-010 specifies the state Constitution, state and federal laws, and the Ethics in Public Service Act strictly prohibits certain private activities and certain uses of state resources. The following are prohibited at all times:

  • Any use for the purpose of conducting an outside business or private employment;
  • Any use for the purpose of supporting, promoting the interests of, or soliciting for an outside organization or group including, but not limited to, a private business, a nonprofit organization, or a political party (unless provided for by law or authorized by an agency head or designee);
  • Any use for the purpose of assisting a campaign for election of a person to an office or for the promotion of or opposition to a ballot proposition;
  • Any use for the purpose of participating in or assisting in an effort to lobby the state legislature or a state agency head;
  • Any use related to conduct that is prohibited by a federal or state law or rule or a state agency policy; and,
  • Any private use of any state property that has been removed from state facilities or other official duty stations, even if there is no cost to the state.

According to WAC 292-110-010 (7) state employees may NOT use state resources and reimburse their agency for the use. This includes, but is not limited to, the use of cell phones and SCAN calls for personal benefit as this action may impose significant administrative burdens on the state. The practice of reimbursing also creates the misperception that personal use is acceptable as long as the employee pays for the service. Example: In many cases a long distance call utilizing the state SCAN System would cost far less than you would pay to use your personal phone.

IV. Scope

This policy applies to all employees, students, and any person using the college’s information and communication resources. Information and communication resources are defined as those computers, computer software, networks (including access to external networks such as the Internet), and electronic messaging systems (email, telephone and telephone voice mail, facsimile, and imaging systems) operated by and for the benefit of students, faculty, and staff of the college. The use of these resources is a privilege, not a right. It is the user’s responsibility to use these resources in a manner that is efficient, ethical, and legal.

All users should adhere to both the letter and spirit of regulations provided to ensure predictable, secure information and communication environment for all users. Failure to comply with the regulations set forth may result in disciplinary action up to and including termination.

V. General Provisions

  • Use college information and communication resources only for authorized purposes.
  • Use only those information and communication resources that you have been authorized to use. If your access to resources is protected by a personal password, you are not to make this password available to others or allow others to use your password- protected account. You may not allow someone else to give his or her password to you, attempt to find out the password of another user, or aid such attempt by any other person. In some instances, shared accounts may be established to allow collaboration; in which case, a password may be shared.
  • Do not copy, rename, alter, examine, or delete information and communication resources files or programs of another user without the user’s permission. System administrators may, as a requirement of system maintenance, delete files that are determined to be nonessential.
  • Do not interfere with the use of information and communication resources by any other authorized user or compromise the confidentiality of the college’s internal business practices or records.
  • Be aware of copyright laws at it applies to computer software. It is a criminal offense to copy any software that is protected by copyright. A formal copyright declaration need not be in evidence for legal copyright protection to be in force.
  • You are the copyright owner of any file which you create using college computing resources that is solely for your own noncommercial use; any other use of such files are governed by the college’s copyright rules. The copyright to any other file belongs to the college, commercial vendors, or other individual users; and it is illegal for you to reproduce any such file in any part or in any form except where required by college business, or by written permission of the copyright owner.
  • Do not forge any electronic message.
  • Do not use the college’s information and communication resources to send or display messages that are obscene or otherwise harassing.
  • Do not attempt to interfere with the operation of present or future college information and communication resources.
  • Do not subvert or attempt to subvert (hacking) or assist others to subvert the security of any computing resource.
  • The use of software or hardware devices designed to capture, examine or alter network data (including, but not limited to, a protocol analyzer, “sniffer,” or port scanner) is restricted to authorized college staff for the purpose of network maintenance and instruction. Unauthorized use of such software or hardware devices is expressly forbidden.
  • Do not use college information and communication resources to create, disseminate, or execute self-replicating or similar nuisance programs; e.g., virus, worm, or Trojan Horse), whether or not it is destructive in nature.

VI. External Networks and Computing Resources

If you use college computing resources to access external networks and computing resources, you agree to comply with the policies of those external networks and computing resources.

VII. Privacy

Pursuant to the Electronic and Communications Privacy Act of 1989, Title 18, United States Code, Sections 2510 and following, notice is hereby given that there are no facilities provided for sending or receiving confidential messages. Users must be aware that electronic messaging systems may not be secure from unauthorized access and should not be used to deliver confidential information. Electronic mail, facsimile transmissions, and voice mail are technologies that may create an electronic record. An electronic record is reproducible and is therefore not private. Such records may be subject to disclosure under the public disclosure law or may be disclosed for audit or legitimate state operational or management purposes.

VIII. Disclaimer

The college accepts no responsibility for any damage to or loss of data arising directly from or incident to the use of college information and communication resources or from any consequential loss or damage therefrom. The college makes no warranty, expressed or implied, regarding the computing resources offered or their fitness for any particular use or purpose. The college’s liability in the event of any loss or damage shall be limited to the fees and charges, if any, paid to the college for use of the information and communication resources which resulted in said loss or damage.

Policy

The College seeks to comply with the Office of Financial Management’s (OFM’s) accounting regulations, as found in its State Administrative & Accounting Manual (SAAM). Regarding inventories, these include chapter 30.40 (Capital Asset Inventory Records Policy) and chapter 35 (Inventories). The College shall maintain an accurate accounting of its fixed assets for purposes of financial reporting and proper stewardship over State property.

Procedure

A. Definitions:

1. Fixed Asset: Fixed assets (also referred to as property, plant, and equipment) include all items purchased in support of the college’s continued and long-term mission. Fixed assets include land and equipment with an initial expected useful life extending beyond one reporting period. Investments, cash, certain intangible assets, items held for resale and inventories are not considered fixed assets.

2. Capital Asset or Capitalized Fixed Asset: A fixed asset which costs in excess of the minimum threshold established by OFM for capitalizable assets in the year of purchase. Such assets are depreciated over their useful lifetimes. Land is not included in this category since the useful lifetime is not calculable.

3. Small and Attractive Asset: This type of fixed asset is characterized by its portability, desirability, and therefore its vulnerability to loss. Such assets have a significant value outside the program and could easily be resold. Finally, the loss of such assets would impact the department/division’s ability to provide educational or college support services.

The College, in compliance with OFM guidelines, will identify as small and attractive those fixed assets which, in the year of purchase, cost less than the minimum threshold established by OFM for capitalizable assets and more than the minimum unit cost required in Section 30.40.20 for Small and Attractive assets. These include:

  1. 10XX - Weapons, firearms, signal guns, and accessories;
  2. 23XX - Motor Vehicles
  3. 6651 - Optical devices, binoculars, telescopes, infrared viewers, rangefinders, microscopes
  4. 6710 - 6730 – Cameras and projection equipment;
  5. 7012 - 7013 – Mobile computer equipment (laptops, notebooks and tablets);
  6. 7034 – 7039 – Other IT equipment and components g. 7730 – Television monitors and video equipment

And other equipment not listed above, as determined by Purchasing.

4. Inventory: Refers to the process of verifying the location and counts of fixed assets. The term “inventory” is often used to describe fixed assets, so this should not be confused with traditional inventories of merchandise held for resale.

5. Custodian: The individual or department responsible for each fixed asset.

B. Application

In the remainder of this Procedure, “fixed assets” refers to the fixed assets described in A.2 (capital/capitalized) and A.3 (small and attractive) above. Only these fixed assets are tagged and tracked in the Finance department’s college-wide accounting system. Other fixed assets are not necessarily tagged but are monitored and safeguarded separately, such as technology purchases (under procedures developed by the Information Technology department) and assets purchased by or for specific departments (by those departments under their procedures).

C. Roles and Responsibilities:

  1. The Office of Finance will:
    1. Enter assets into the inventory management system;
    2. Administer the policies and procedures regarding fixed assets and buildings;
    3. Prepare required reports for the State Board for Community and Technical Colleges (SBCTC);
    4. Perform random audits of assets, so long as all assets are observed at least once every two years;
    5. Report audit conditions and findings to management for review;
    6. Control the asset label stock.
  2. The Office of Information Technology will:
    1. Review and approve all technology purchases and donations;
    2. Deliver and install all technology related property;
    3. Monitor and control all technology property placement to ensure efficiency of use;
    4. Approve all requests for technology property transfers or surplus as requested on 101 forms.
  3. The Custodian will:
    1. Safeguard assigned fixed assets;
    2. Be responsible for the accuracy and timeliness of accounting for assigned assets;
    3. Complete a physical count when requested by Finance;
    4. Report any change in assets to Finance (lost, stolen, transferred, surplused, disposed or otherwise consumed).

D. Process:

  1. Comparison of fixed assets and additions/deletions to records in the inventory management system: All fixed assets will be identified upon purchase by the Purchasing Coordinator, who assigns and keeps records of the asset tag number(s). The receiving department records all necessary information on the “Inventory Add Sheet’ and places the asset tag per guidelines. Finance staff reviews the “Inventory Add Sheet” and records the item into the system.
  2. Donated Assets: All items donated to the College must be received through the Foundation. See Chapter 1, Section 5, Gift Acceptance Policy.
  3. Removal/disposal/transfer/surplus of fixed assets to FMS: When a fixed asset is moved, lost, transferred, or surplused, the custodian of the asset must complete a 101 Form and forward it to Finance no more than five (5) working days from item movement or recognized loss. Finance records information on the 101 Form in the system.
  4. Stolen Assets: When it appears that a fixed asset has been stolen, Security must be notified. Security will then contact local law enforcement to file a crime report and complete an internal incident report. Both reports are then forwarded to Finance. The custodian of the asset prior to the suspected theft must then complete a 101 Form and forward it to Finance no more than five (5) working days after the theft was noticed. Finance will contact the State Auditor’s Office (SAO) and provide them with all necessary information and then remove the item from the inventory system.
  5. Physical Counts, Reconciliation and Adjustment to Asset Records: Upon request from Finance, departments/division will submit physical count sheets. Any discrepancies between the count and the inventory management system will need to be resolved between the two parties. Updates and corrections will be made to the system by Finance.

Procedure

1. Refreshments

The cost of light refreshments such as coffee, tea, soft drinks, and snacks for Board meetings, staff meetings, training sessions, committee meetings and workshops held within the college may be paid by the college, providing such refreshments are an integral part of the meeting.

2. Meals

Meals may be furnished or reimbursed by the college to employees (or others the agency is legally authorized to reimburse) attending college approved meetings, workshops or training sessions when the meetings or formal training sessions are away from the employee's or official's regular work place, regardless of travel status and without regard to the three hour threshold rule. Reimbursement for meals shall not exceed the college approved limits for reimbursement of meals.

3. Volunteers

In consideration for the performance of services to the college by volunteers who are not otherwise compensated by the college, the college may provide to such volunteers, refreshments and/or meals under the above stated guidelines. The college may provide/reimburse the cost of refreshments and/or meals when consumed in the course of conducting college business which is determined by the President or designee to be directly beneficial to the college.

This approval/reimbursement procedure is not intended for use with the normal daily business or employees, but rather for special situations or occasions as determined by the Vice President for Operations and Facilities or designee.

4. Food and Beverage Authorization Request Form

When it is desirable to have the college provide reimbursement for light refreshments, a Light Refreshment Authorization Request form must be submitted for approval to the Vice President for Operations and Facilities or designee prior to the expenditure being incurred.

5. Expenditure Documentation

To provide adequate documentation to meet legal requirements, each expenditure for refreshments and meals shall be supported by vendor receipts and statements that indicate the following:

Purpose for incurring the expenditure, i.e. the type of meeting, etc. Type of items and cost of food and beverage consumed

List of participant

6. College Food Service

To minimize cost, employees responsible for scheduling meetings are encouraged to contact the college Food Service Contractor regarding provisions for refreshments and/or meals at meetings.

Procedure

Employees or students may not use the credit or purchasing procedures of the College for their own personal use or gain.

All requests for use of equipment or property of the College are to be referred to the department/building administrator.

Any violation of this regulation shall be cause for dismissal and legal action, if warranted.

Equipment Loss or Breakage

All employees are expected to take necessary precautions to avoid breakage or loss of equipment. When it unavoidably occurs, the loss or breakage should be reported immediately to the appropriate supervisor.

Policy

Members of the College staff can author material, copyright and retain the royalties from such material provided the material is not developed or required as a part of the staff’s contracted requirements to Clover Park Technical College; i.e. course outlines, curriculums, or other items specifically called for as a part of the job requirements.

Procedure:

Purchase of Employee Developed Materials

Material developed and copyrighted by an employee may be considered for purchase and utilization by Clover Park Technical College provided all of the conditions outlined below have been met and Chapter 154, laws of 1994, is not violated. The conditions that must be met are:

  1. The material to be purchased must be approved and recommended by the College curriculum committee with appropriate program and administrative approvals.
  2. The material cannot be required or requested for inclusion into the program by the employee who authored the material.
  3. The employee (author) must sign an agreement and waive all rights to royalties derived from the sale of the material to the College.
  4. The proposed purchase must meet all requirements of the Clover Park Technical College purchasing policies.

Procedure

Clover Park Technical College Risk Management is handled through the office of the Vice President for Finance and Budget. Clover Park Technical College is self-insured through the state of Washington Risk Management Pool. All issues of a liability nature that may impact the College of an injury or property damage nature are reported through the Risk Manager. All such incidents will be reported according to operating procedures as outlined in Chapter 6.

Procedure

Clover Park Technical College operates in accordance with federal and state law, Office of Financial Management regulations, State Board for Community and Technical College guidelines, and generally-accepted accounting principles.

The finance operations are comprised of the following main functions:

Accounting​. The Accounting staff is responsible for maintaining accurate general ledgers and sub-ledgers for tracking all revenue and expenditures, which is done through an automated accounting system. The Financial Management System (FMS) is designed to observe any and all types of external restrictions and internal designations. As such, financial resources are classified for accounting and reporting purposes in accordance with their intended use of purpose and in compliance with laws, regulations, or limitations imposed by sources outside the college. The Accounting staff is also responsible for accounting receivable billing, as well as accounts payable payments. Accounting staff is responsible for internal controls and asset inventories.

BudgetThe Budgeting staff is responsible for handling all functions related to the budget development process and the method of budget control consistent with the college’s goals. State operating funds are allocated by legislation; based on this allocation and other anticipated revenues, the college develops an annual budget, which must be approved by the Board of Trustees, as a mechanism to help the college manage its affairs appropriately to reach its goals and objectives. State capital projects funds are allocated by separate legislation and are used (within State Board for Community and Technical College guidelines) for major projects, repairs, and minor improvements in accordance with the college’s master plan. The Budgeting staff is also responsible for grants and contracts monitoring, regular monthly financial reports to staff and management, as well as maintaining the budget account code book. In addition, Budget Staff is responsible for the realistic training areas (job accounts).

CashieringThe cashiers are responsible for collecting and receipting revenues from student registrations, fees, program activities, etc.

PayrollThe Payroll office is responsible for generating payment of salary- and benefits-related activity pertaining to all College employees, and for governmental reporting as required.

Payroll staff work closely with Human Resources staff to coordinate payroll/personnel activity, e.g., pay rates, deductions, withholding taxes, and other benefits.

PurchasingThe Purchasing office is, by state law, the only agent of CPTC authorized to pledge the credit of the college for goods and services. All equipment, supplies, services, and formal bids are processed in compliance with state regulations, including guidelines from the Office of Women and Minority Business Enterprises. The purchasing agent oversees the competitive bidding process for major purchases as required by the Office of Financial Management.

Fiscal Year

Clover Park Technical College’s fiscal year runs from July1 to June 30.

Signators of the College

The signatures of the President and Vice President for Finance and Budget appear on all checks issued by Clover Park Technical College.

Investment of College Funds

The Vice President for Finance and Budget has been delegated the responsibility to invest funds not immediately necessary for the operation of the college. Under the Vice President’s oversight, the Controller manages college investments to improve the college’s financial position within the limits imposed by the Public Deposit Protection Act, which delineates the types of investments appropriate for public agencies.

Budget Process

Operating Budget

The Washington legislature appropriates operating funds to the State Board for Community and Technical Colleges (SBCTC) each biennium. The SBCTC allocates operating funds to the college on an annual basis.

The process for developing the annual budget operating budget (for self support as well as state-supported programs) is designed to produce a comprehensive plan for the coming year’s expenditures while encouraging review and comment from affected areas and constituencies of the college at key stages.

The Vice President for Finance and Budget, working with the Budgeting staff, presents a timeline for budget development. The process involves a number of steps that take place concurrently:

review of the current year’s budget, including identification of shortfalls or unexpected obligations, by staff;

identification of probably changes for the coming fiscal year;

creation of a priority-order list of increases or new obligations to be included in new budget

(input from all area of campus); final list compiled by the Budgeting staff;

identification and estimation of funding levels from all sources;

review of proposed area budgets by leadership team;

balancing of anticipated income and anticipated expenses;

opportunity for campus community to review entire operating budget;

presentation of the operating budget for Board of Trustees review and approval, ideally at the June meeting.

Capital Budget

The capital project budget is developed and based on capital projects requests that have been funded by legislative appropriation and allocated by the Office of Financial Management (OFM). The capital project budget is presented to the Board of Trustees.

Expenditure Control

IntroductionThe budget and accounting structures and procedures are necessary to protect public funds against possible misuse. Internal control procedures such as separation of responsibilities so that no one person controls all the steps of any one transaction – help limit the opportunity for fraud. College-wide expenditure controls are also in place to minimize mismanagement and misuse of public funds. Controls are designed to ensure that

  1. college funds are spent appropriately to support the college’s mission and program;
  2. all expenditures conform to federal and state law and the rules and regulations of the State Board for Community and Technical Colleges; records are kept consistent with requirements.

Chart of AccountsThe Chart of Accounts is based on Office of Financial Management guidelines for all college income and expenditures. Any given account structure records the source of the money, the department and division spending it, and the nature of the expense. The complete Chart of Accounts is published in the CPTC Code Book located on the NT1705 server.

Budget AuthorityA budget manager is designated responsibility for each account at CPTC. The budget manager is typically the leadership team member to whom the account reports. The budget manager receives monthly budget status reports that are accompanied by accounting detail reports. The budget manager has signature authority over expenditures, transfers, etc. concerning his/her accounts and has the responsibility for monitoring and maintaining the budget. In most cases, the budget manager’s supervisor has secondary signature authority for the accounts. The Budget Services Office maintains lists of current budget managers.

The primary goals of the budget development process are as follows:

  1. Develop an operating budget that helps implement the mission and goals of the college and relates closely to anticipated expenditures in all areas of the college operations.
  2. Relate departmental student FTE forecasts to budget requests appropriately for the needs of each instructional area.
  3. Update; through the position control function, all full and part time permanent staff positions of the college and address temporary staffing needs such as extra help and overtime.
  4. Continue funding of the strategic reserve fund for the college.

Instructions for completing the necessary forms in order to request budget authority follow. All budget requests should be rounded to the nearest ten dollars! Budget requests are reviewed by the cabinet and approved based on priority for accomplishing the mission and goals of the college and available funding. This is the primary opportunity for staff involvement in funding the efforts that lead to accomplishment of the college’s mission and goals. Input from all staff is welcome and critical to the implementation of a successful budget.

I. Introduction and Overview

This section of the instructions provides:

An overview of the timeline for completion of the budget. The paper flow of departmental budget requests.

A description of each of the attachments provided in this packet – what purposes they serve and why they are important to the budget development process.

Please take the time to read through all of these instructions prior to beginning. This is important, as it will help to ensure that all staff prepares their budgets with the same understanding and context of the budget development process.

A. Calendar. Provides a schedule of major events in the budget process. The schedule is updated and distributed annually.

B. Flow of operating budget requests. Each leadership team member is responsible for his or her operating budget request packet(s). A packet is prepared for each department or group of departments. Separate packets are prepared for instruction and job account.

Some expense items are centralized to make preparation and management easier. These items are noted in section "D" below.

Leadership team members should complete their budget request in coordination with staff and instructors in their respective divisions and areas. The input of all staff is essential in order for the process to be successful. This is an important step for our accreditation as well assuring our budget is an accurate reflection of our plans.

Completed budget requests should be submitted to the appropriate Vice President for review prior to submission to Finance and Budget in accordance with the calendar.

Once approved by the Vice President, each leadership team member should one electronic copy of the complete budget request package to Budget Services by the deadline.

C. Overview of Data/Forms. Attached to the instructions you will receive the following: A Budget Development Schedule.

A template Program Budget Request ("Budget Summary") for each department or group of departments. The document will include specific budget information.

A departmental budget snapshot by object code of the current year budget, expenses, and encumbrances. This information is provided to guide you in estimating and requesting your budget amounts for the following year.

4. A Position Control Listing which shows staff and/or positions budgeted to each department broken down by categories of 1) Permanent Full & Part Time Classified, Exempt and Faculty positions, 2) Temporary Part Time positions (shown on separate pages). Position Control is provided for verification by leadership team members. Please assure that all current positions are accounted for and that funding sources (BAC) is correct.

D. 1999-00 Budget. As a point of beginning, each budget packet indicates the current permanent budget on the first line. If there is no permanent budget the first line will show 0. Budgeted wages and benefits (object A's and B's) are assumed at the current budget level. Changes to these amounts must be indicated on the position control listing. Please request budget authority to maintain existing service and instructional levels. Additions or expansions to service or instructional levels may be submitted in the program request section.

IMPORTANT! Some expenditures are centralized.

1. Expenses for pagers are centralized in the telephone system budget. If you have a pager assigned to you, you do not need to include the monthly expense in your budget planning nor will you see it on your monthly budget report. This expense will be included in the Operations and Facilities budget.

2. Expenses for copy machines are centralized in the copier contract budget. If you have a copy machine assigned to you, you do not need to include the lease expense in your budget planning nor will you see it on your monthly budget report. This expense will be included in the Operations and Facilities budget.

3. Expenses for cellular phone usage are centralized in the telephone system budget. If you have a cell phone assigned to you, you do not need to include the monthly expense in your budget planning nor will you see it on your monthly budget report. This expense will be included in the Operations and Facilities budget. HOWEVER, if you are contemplating the purchase of a new cell phone for your department, you must budget for the initial equipment cost. Only the monthly usage fees are centralized.

4. Library resources expenses are centralized in the Resource Center budget. These items are not charged to individual departments. There is a page in the budget development packet to request library books, periodical subscriptions, memberships, etc. Completed requests for library resources will be forwarded to the library for inclusion in the library budget request

5. Interdepartmental Transfers (object T’s) are non-budgeted items. Individual department budgets will not include a budget amount for object T. We will monitor and adjust for the college as a whole on a periodic basis. This does not mean that we are eliminating interdepartmental transfers – just the need to budget them. They will continue to be charged to your department and reported to you every month as usual.

6. Expenditures for sick leave buyout, terminal pay (vacation buyout), unemployment and severance issues are carried in the Finance & Budget division budget. They will not appear on your monthly reports.

Preparation Instructions:

This section provides step by step instructions for completing the budget spreadsheet. Before we begin, a few housekeeping items:

First, it is important to remember that the excel file is not a computer program, it is a spreadsheet template with embedded formulas and links. Changes to the form of the template by adding or deleting lines or sections, or copying sections, may destroy these links and render the template useless. Please use care in entering your information. If you require more than a single file to complete your request, make a second copy of the template and use the forms from a second file. The totals can be combined later.

Second, these instructions assume that the user has a basic understanding of spreadsheet functionality and Excel commands. This is not a Microsoft Excel training manual, and specific keystroke by keystroke instructions are not provided. If the staff who will be completing these forms are unfamiliar with Excel, or if it is unavailable to you, finance staff will provide development assistance. Call Budget Services at extension 5617 to arrange for this assistance.

Third, it is important to remember that these budget instructions and the process are designed for your use, to provide you with a useable tool for requesting and justifying your budget requests as simply and efficiently as possible. However, budget development will take time. You should probably plan to spend at least 8 to 12 hours working on your budget. It is important to remember that the budget process is the annual opportunity provided to all departments to request and justify their budgets for the coming year, and to inform the Cabinet of changes affecting college operations that may require additional funding. Taken in this context, a couple days of planning and budget development is time well spent.

A. Overview of Budget Development File

The budget development file is a multi-sheet Excel workbook. Each file is saved to a unique name representing the department(s) and leadership team area of responsibility. For budget development purposes we are budgeting at the department level. Each sheet in this file has areas for staff to enter information in order to complete their requests. Completed correctly, each sheet’s budget request totals will automatically "roll" to the "Budget Summary" sheet which is page one, providing a one page executive summary of the department’s budget request.

B. Completing the Forms

The budget forms are organized in the Excel file in the recommended order of completion. These instructions will follow the order of the file. Remember to save your work after you complete each sheet to ensure no loss of data.

1 "Budget Summary" form. This is the first sheet in the Excel file, and provides summarized budget request information

DO NOT ENTER INFORMATION ON THIS SHEET! The entries will "roll up" from the other sheets in the workbook you are about to complete.

2. Personal Services Budget Request (C’s). Use this form to request budget authority for Personal Services to maintain existing service levels. This is not the place to request resources to expand service levels.

The Personal Services category is for professional or technical expertise provided by a consultant to accomplish a specific study, project, task or work statement. It includes these items: management and organization service, legal services, financial services, computer and information services, technical research services, marketing services, communications services, employee training services, recruiting services and other services.

Describe each service and/or list the vendor in the space provided, then tab to the amount column and enter the amount requested for this line rounded to the nearest ten dollars. Use as many lines as needed and remember to save as you go to preserve your work.

3. Goods and Services Budget Request (E’s). Use this form to request budget authority for Goods and Services to maintain existing service levels. Do not include library resources (subscriptions, memberships) or registration to be charged to professional development stipends. This is not the place to request resources to expand service levels.

The Goods and Services category includes these items: Supplies and Materials, Communications (postage telephone), Utilities, Rentals and Leases (equipment, furniture, land, buildings, vehicles), Repairs and Maintenance (buildings, grounds, equipment), Printing (off campus), Employee Professional Development and Training (dues and memberships, convention/meeting/class fees, periodicals that include memberships), Subscriptions, Skims (budget services only), Vehicle Maintenance and Operating Costs, (gas, oil, tires), Energy Costs, Other Goods and Services (advertising, taxes, license fees except software).

Describe the goods and services items in the space provided, then tab to the amount column and enter the amount requested for this line rounded to the nearest ten dollars. Use as many lines as needed. Remember to save as you go to preserve your work.

4. Travel/Training (G’s). Use this form to request budget authority for Travel and

Training activities to be charged to your department to maintain existing service levels. Do not

include activities to be charged to professional development stipends. This is not the place to request resources to expand service levels.

The Travel category includes these items: Subsistence and Lodging, Air

Transportation, Private Auto Mileage, Other Travel Expenses.

Describe each travel activity in the space provided. Enter the amount requested for this line rounded to the nearest ten dollars. Use as many lines as needed. Remember to save as you go to preserve your work.

5. Computer Hardware Request (J’s). Use this form to request computer hardware.

Please provide as much information as you can. Use as many lines as needed. Remember to save as you go to preserve your work.

6. Computer Software Request (J’s). Use this form to request computer software.

Please provide as much information as you can. Use as many lines as needed. Remember to save as you go to preserve your work.

7. Books, Subscriptions, Memberships (JD, EJ, EG). Use this form to request library resources.

Please provide as much information as you can. Use as many lines as needed. Remember to save as you go to preserve your work.

List in the space provided, then tab to the amount column and enter the amount requested for this line rounded to the nearest ten dollars. Use as many lines as needed. Remember to save as you go to preserve your work.

8. Furniture and Equipment Request (J’s). Use this form to request furniture and equipment other than computer hardware and software. Non-instructional equipment and furniture goes on the left side of the form, instructional equipment and furniture goes on the right.

Describe each item in the space provided, then tab to the amount column and enter the amount requested for this line rounded to the nearest ten dollars. Use as many lines as needed. Remember to save as you go to preserve your work.

9. Program Requests. The rest of the forms in the workbook are identical and provide the opportunity to request additional funding to expand existing services or add new services. These forms are slightly different than the ones preceding them in that each form is actually on two sheets. The first sheet is entitled "Program Request", the second "Program Request Support Document". Both forms require data entry for completion. Several forms are

provided to allow for submission of multiple requests for additional funding. Use the forms in order and only use the ones that you need. You are not required to complete every form in this category.

First, under "Action", mark an "X" next to "New" if this is a request to fund a completely new item, activity or function. Mark an "X" next to "Change" if this is a request to change an existing program or activity by expanding, or reducing it.

Under "Term", mark an "X" next to "On-Going" if this is a request for permanent operating budget funding that will extend beyond the next fiscal year OR mark an "X" next to "one-time" to request funding for the following year only.

Under "Short Name", provide a short name or description of the request if appropriate.

Under "Program Description", describe the request for new funding. Please include a summary description of major expense centers, number and classification of new positions, and operational impacts of the request to the college.

Under "Justification/Rationale", explain how your request will add value to the college in general and to your division/department/program in particular. Will it generate FTEs? Will it meet a demand in the community for educational services that the college currently does not provide? Will it improve the college’s ability to accomplish its mission? Be as specific as possible. Identify standards against which your request can be measured for effectiveness. Identify external funding sources that may be available, if any, and the estimated amount of those funds.

Once you have completed the "Justification/Rationale" section you are done with this part or the form. Do not enter any information into the "Changes by Category" section.

Instead click on the "Program Request Support Document". Use this form to estimate the annualized costs of your request. As with prior forms, enter appropriate description information for each item on the form. Provide the line name in the Description column, then tab to the amount column and enter the amount requested for this line rounded to the nearest ten dollars. Use as many lines as needed. Remember to save as you go to preserve your work.

For requests for new positions, Human Resources can provide estimated annualized costs for specific classifications of salaries. For benefits, allow 26% of the salary amount for full time and part time permanent positions. If you have questions, call Budget Services at extension 5617.

Once completed, the subtotals for each category of expense will roll automatically to the "Supplemental Request" page, and the overall total for the form will roll automatically to the "Budget Summary" form.

Repeat this process as necessary to complete your requests for additional funding.

Save your file after completion.

10. Realistic Training Revenues. This form is actually found second or right after the "Budget Summary" page in the job account packets. Enter a description of the revenue source in the description column and an estimated amount of annual revenue to be received in the right hand column. DO NOT INCLUDE INTERDEPARTMENTAL TRANSFERS.

Save your file after completion.

11. Grant and Special Allocation Budgets. The budget development packets for grants and special allocations look exactly like those described above. Please provide complete information. Additionally, if you have not already done so, please forward a copy of any information you have about the grant such as RFP, letter of approval, etc. to Budget Services.

12. Saving and Printing Your Budget Request. Once completed, your budget request should be completely saved and up to date. To print the forms that you have completed, follow these steps:

  1. With the right mouse key, click on the "Budget Summary" tab just below the entry screen. On the pop-up menu, click on "ungroup sheets".
  2. While holding down the shift key, use the left mouse button to click on all of the tabs representing the forms that you wish to print. This should be all of them with the exception of some of the "Program Request" forms.
  3. Once all of the tabs that you wish to print are highlighted, simply click on the "printer" icon. Your budget request will print to your printer.

C. Submission of Your Budget Request. Review your finished budget request with your Vice President prior to submission. On or before the deadline submit one electronic copy of your completed request by Email to bhunter@ctc.edu.

Annual Budget Development Cycle

DATE ACTION

January Cabinet Planning Workshop

January Board of Trustees Workshop (vision and goals)

February Develop Revenue Projections and Prepare Budget\ Packets for Staff

March Staff Develop Budget Proposals

April Vice Presidents Review Submitted Proposals

April Cabinet Workshop to Prioritize and Approve Requests

May Office Compilation of Budget Proposals

May Board of Trustees Workshop

June Formal Adoption of 1999-00 Operating Budget by Board of Trustees

September Detail Budget Document Available to Staff

Procedure

Before CPTC enters into an agreement or contract with an individual or organization, whether to provide a service to the college or receive a service from it, the Vice President for Finance & Budget must review the agreement/contract language for appropriateness to CPTC programs, fiscal and legal ramifications, potential liability issues, etc. The President will not sign an agreement or contract if the Vice President for Finance & Budget has not reviewed the documents.

Policy

All grant/contract/special project applications or proposals will be reviewed by the appropriate parties, as indicated in the procedures, prior to submission for the consideration of a grantor. Grant/contract/special project application review is necessary to assure congruence with the college’s mission, goals and strategic plan, the availability of budget authority with regard to college resources, and quality control for consistency and content of all applications and proposals.

Procedure

Purpose

The purpose of this procedure is to carry out the college’s grant/Contract/Special Project Application policy.

Definitions: 

Grant/contract/special projectA project that is funded outside of the state base allocation or an agreement with other parties/agencies to provide special services.

Budget development processThe yearly exercise undertaken to allocate college resources through departmental requests.

Budget narrativeA format to report the plan for expending grant/contract/special project funds which includes both the description and dollar amount for each expense.

Routing formA form prepared for attachment to all grant/contract special project applications and proposals. The form contains the name of the project, the grantor and the individuals who must review the application.

Grant/contract/special project cover sheetA form prepared for inclusion in a grant review packet. The form contains areas to be completed which include justification of the purpose of the grant/contract or special project, consistency with the college’s mission and goals, and plans for the use of both material and human resources.

Procedure

Grant/contract/special project proposals fall into one of three categories. 1) one time projects under $50,000, and/or with no staff, no required space and no required hard dollar match. 2) one time grants/contracts/special projects greater than $50,000 and/or with new staff, with required space, and with a required hard dollar match 3) annual operating grants and special projects.

Category 1 proposals require one week lead time for routing. A narrative budget and cover sheet are required for submission. The routing is as follows:

Department Vice President: 2 days

Finance & Budget: 1 day

President 2 days

Return to Originator for submission to grantor or changes

Procedure

Category 2 proposals will be submitted through the appropriate Vice President for Cabinet review. These projects also require the submission of a cover sheet and narrative budget. The cover sheet contains the project justification, a plan for the use of resources, both human and material, and an explanation of the proposals consistency with the college’s mission and goals. One month lead time is required for these proposals. Route as follows:

Department Vice President review: 2 weeks

Finance & Budget: 2 weeks

Signature of President

Return to Originator for submission to grantor or changes

Category 3 proposals (annual operating grants and special projects) may include but are not limited to: Perkins, Worker Retraining, WorkFirst, etc. These proposals are submitted and approved through the annual budget development process rather than through the processes described above.

The budget narrative and cover sheet are both self explanatory forms. If you require assistance with the completion of either form, the Budget Services staff are available. The Payroll Office can be of assistance with specific salary and benefit information. It is recommended that proposal originators use e-mail for transmitting grant packages to appropriate staff. It is also recommended that the project proposal be submitted to the Office of Grant Development for review of consistency of content and format and quality prior to routing.

At the completion of the routing cycle, the originator will deliver or mail the proposal. A complete copy of the package is forwarded to the office of Budget Services. Upon receipt of project approval or denial, a copy of the notification is also forward to Budget Services for assignment of codes, etc.

Policy

The college will manage its cash and invested assets in a manner consistent with state and federal law and in a manner that furthers the college’s ability to achieve its mission of providing world-class technical education.

Procedure

The cash management investment policy provides the college with a set of established principles and guidelines for the management of cash and the investment of available funds. This policy directs the use of cash within legally authorized limits in a manner that is consistent with the college mission and further Clover Park’s ability to provide world class technical education.

The college will manage its cash and invested assets in a manner consistent with state and federal law and in a manner that furthers the college’s ability to achieve its mission of providing world class technical education.

CashCollege cash assets shall be managed in a manner that encourages the timely collection and deposit of all cash receipts, limits the opportunity for fraud through the use of effective cash handling procedures and proper staff training, and provides for the safety of college personnel responsible for cash management.

Strategic reserveThe college will endeavor to generate and retain a strategic reserve equal to 90 days of annual operating expenses. The college may invest this reserve in a manner consistent with its investment policy and its long-term cash needs.

InvestmentsThe college will use the following three criteria in managing its investment assets

  • SafetyAssets will be invested in instruments that guarantee the preservation of principal.
  • LiquidityAssets will be invested in instruments that provide access to principal and earning in a manner that is consistent with the college’s cash flow and operational needs.
  • YieldAssets will be invested in instruments that provide a competitive yield, within all applicable legal and policy restrictions and guidelines.

All investments will be made in accordance with State Treasurer guidelines. The Washington State Treasurer’s Local Government Investment Pool may be utilized as an investment option for the college in a manner that is consistent with this policy.

The Vice President for Finance and Budget, or designee, shall be responsible for all college investment decisions.

ReportingThe Vice President for Finance and Budget shall report a minimum of once per quarter to the College President and to the Board of Trustees regarding the college’s cash and investments.

Policy

This debt policy allows for the purchase of high cost fixed assets and equipment in such a manner as to spread the cost of such items over the asset’s or equipment’s useful life. This policy shall also restrict the usage of debt for operating purposes to a sustainable level, and shall ensure that decisions regarding the use of debt are made in consideration of college goals and operating budget needs.

Procedure

The college may issue debt for the purpose of acquiring high cost fixed assets and equipment.

General Debt - Limit

Clover Park Technical College shall issue debt through legally authorized instruments in such amounts that the annual debt service cost to the college in any one fiscal year for all outstanding debt shall not exceed seven percent (7%) of that year’s annual operating budget base allocation, as provided by the State Board of Community and Technical Colleges.

Criteria for use of debt:

  • Debt shall be used solely for the acquisition of fixed assets and equipment.
  • All constructed or purchased assets and equipment shall have an estimated useful life of three or more years.
  • The college may issue debt only upon prior authorization by the Board of Trustees or appropriation in the annual operating budget.

Use of revenue supported debt:

The college may identify specific revenue sources for use in payment of annual debt service against debt issues for the purposes stated herein. Revenue supported debt may be considered as debt outside of the 7% general debt limit of the college.

In order to qualify as revenue supported debt, a debt issue must:

  • Be supported by a stable funding source other than the college’s state allocation, tuition or laboratory fees.
  • The supporting revenue source must generate total revenues equal to 125%, of anticipated annual debt service costs over the life of the debt schedule or be in accordance with State Treasurer guidelines.
  • The supporting revenue source must be restricted in its use solely to repayment of said debt.

The college may issue revenue supported debt only upon prior authorization of the Board of Trustees or appropriation in the annual operating budget.

Procedure

Training – Employee Request (Voluntary)

All tuition, fees and books are the responsibility of the employee. No overtime pay provision.

Release time at discretion of supervisor for job related classes.

State supported classes

Registration is permitted on a space available basis after minimum capacity has been determined. Employees may attend the first class but will not be able to register until after registration determines that space is available.

$5.00 space available fee paid by employee.

All other fees and books are the responsibility of the employee.

Self support classes

All class fees/books/student fees paid by employee.

Training – Supervisor Request (Mandatory)

All costs paid from supervisor’s budget except as noted below. Overtime pay provision for work/class hours beyond 40 per week.

State supported classes

Registration is permitted on a space available basis after minimum capacity has been determined. Employees may attend the first class but will not be able to register until after registration determines that space is available. A $5.00 space available fee must be paid from supervisor’s budget as designated. All other fees and books are paid from supervisor’s budget as designated.

Self support classes

All class fees/books/student fees paid from supervisor’s budget.

Employee Training and Development Classes offered by CPTC Human Resources

$5.00 - 3 to 5 hours of training.

$10.00 - 6 to 8 hours of training.

$15.00 - 9 to 11 hours of training.

$20.00 - 12 to 14 hours of training.

$25.00 - 15 to 17 hours of training.

$30.00 - 18 to 20 hours of training.

Exception: Classified/IOUE Employees pay $5.00 per class

Policy

All school records are subject to the rules and regulations of the Washington State Archivist, Olympia, Washington, and specific requirements of a granting agency. A complete retention manual and forms are maintained by the Registrar.

Procedure

1. Process

  1. The Requestor:
    1. Completes a Request and Authorization for Storage/Destruction of Records form. (Complete one form for each retention period).
    2. Obtains the signature of the Cabinet Member, Dean, Director or Coordinator responsible for the department.
    3. Boxes records for storage.
    4. Completed Records Carton Label to the end of the box.
    5. Provides specific retention schedule if other than that governed by RCW 40.14 and the State Archivist manual for Community & Technical Colleges.
    6. Forwards the white, yellow and pink copies of the signed form to the Registrar.
    7. Retains the goldenrod copy in a suspense file.
  2. If for Storage, Registrar:
    1. Signs the Request and Authorization for Storage/Destruction of Records form.
      1. Returns pink copy of form to requester.
      2. Retains white and yellow copies of form in a suspense file for destruction.
    2. Calls the Warehouse/Shipping/Receiving Specialist at x5572 to pick up records for storage.
  3. If for Destruction, the Registrar:
    1. Signs the Request and Authorization for Storage/Destruction of Records form.
    2. Marks with red tape all records to be destroyed.
    3. Calls the Warehouse/Shipping/Receiving Specialist at x5572 to pick up records for suspense in the warehouse until a secure destruction vendor is called.
    4. After records have been picked up for destruction by the vendor, the Registrar:
      1. Retains the white copies permanently in a "Destroyed" file. b.
      2. Returns the yellow copies to the requester.
    5. Records may only be destroyed with the approval of the Registrar.

2. Annually, the Registrar and the Cabinet member, Dean, Director or Coordinator responsible for departmental records will review the Request and Authorization for Storage/Destruction of Records forms in the suspense file and destroy those records which have reached the end of their retention period.

Procedure

  1. The ASSET Assessment Test Fee is non-refundable.
  2. The Admission Fee is non-refundable.
  3. For State Funded classes, the tuition and laboratory/supply/technology fees will be refunded for a payment period upon official withdrawal according to the following schedule:
    • 100 % Prior to the first day of instruction.
    • 80% First through fifth day of instruction
    • 40% On or after the sixth day of instruction through the twentieth calendar day following the beginning of instruction
    • 0% Twenty-first calendar day through the end of the payment period.

Financial Aid recipients are subject to the Title IV Return of Funds policy stated in the catalog.

  1. For Self-Support classes, the following schedule will apply:
    • 100% When the College cancels the class.
    • 100% When a student withdraws from the class on or before one business day prior to the first day of class. To officially withdraw from the class, the student can come to the College in person, call registration at 253-589-5666 or fax a request to be withdrawn to 253-589-5852. The College must receive the fax on or before one business day prior to the first day of class.
    • 0% When a person registers but does not attend the class. No refunds are available after the class has started.

Self-support classes are indicated by an ‘*’ at the end of the course description, to the right of the class fee.

Course Cancelations

The fees charged for self-support classes cover all costs of offering the class. The college cancels a class only when there are too few participants enrolled to cover the cost of the class. The college reserves the right to cancel classes, reschedule classes or change instructors. The decision to cancel a class is made before the starting date of the class. The college makes every effort to notify registrants. Students will list home telephone number and email address on their registration forms. If the class is canceled students will receive a refund.

  1. Programs canceled by the College will be refunded at 100 percent of the fees paid but unused as of the cancelation date.
  2. Refunds will not be granted for students withdrawn for disciplinary reasons.
  3. Upon official withdrawal, refunds will be made by mail to the student, his or her respective funding agencies, or, at the discretion of the college, his or her legal guardian, if the student is under 18 years of age.
  4. Students called for military active duty will be granted a refund of tuition and laboratory/supply/technology fees paid for the current payment period, subject to the rules and regulations of their respective funding sources. Presentation of written confirmation is required.
  5. The re-entry fee is non-refundable.

I. Policy

The College’s WAC 495C-140-080 forbids “pets” on campus, with limited exceptions including animals approved by the President or President’s designee. On the other hand, legal prohibitions on discrimination against persons with disabilities, including the federal Americans with Disabilities Act (ADA) and the state Law Against Discrimination (chapter 49.60 RCW) (both referred to cumulatively here as “the law”), provide protections to persons with disabilities who utilize guide dogs and other “service animals.” The College will continue to prohibit most pets on campus while also recognizing the rights of persons with disabilities to have service animals on campus.

II. Procedure

  1. Animals are not permitted on campus, except those supporting law enforcement or approved by the President/President’s designee. For purposes of WAC 495C-140-080, the President has designated the Vice President for Operations and Facilities to approve any animals allowed on campus.
  2. Service animals are defined by the ADA as any guide dog, signal dog, or other animal which is individually trained to provide assistance to an individual with a disability. They perform some of the functions and tasks which an individual with a disability cannot perform for himself/herself. A service animal is not a pet. The law allows persons with disabilities to bring their service animals onto campus, without prior approval.
  3. The College may inquire into whether a particular animal is a service animal or a pet. The College may ask a person who has an animal whether it is a service animal required because of a disability. After that initial inquiry, and to the extent allowed by the law, the College may require appropriate documentation of the disability before the individual is allowed to continue to bring the animal onto campus.
  4. Any animal, including a service animal, may be excluded from campus when that animal’s behavior poses a direct threat to the health or safety of others. If any animal on campus damages College property, the College may require its owner to pay the cost of the repair or cleaning.

Policy

The use of cell phones/smart devices can offer convenience and efficiency for College employees having legitimate business needs for this technology, and the College will follow procedures which provide for their cost-effective utilization.

Procedure

  1. Devices coveredThis section applies to cell phones and smart devices used for voice and/or data communication. The allowance and reimbursements provided for in this Procedure are not available for: (1) wireless devices used exclusively for text, data, or e-mail communications that do not include voice communication as a primary capability or (2) tablet technology. This Procedure does not preclude College issuance of devices for College business.
  2. Based upon job functionsThe cell phone/smart device service plan allowance provided for herein must be justified by business requirements and the individual employee’s duties and responsibilities, including the need for communication continuity considering the individual employee’s frequency of travel and need for remote data access. The allowance is not based on a particular title, position or seniority. No employee may be required to provide a personal phone for College business.
  3. Monthly allowanceThe monthly cell phone/smart device service plan allowance amount will be as determined by the College officer primarily responsible for communications equipment.

  4. Not an entitlementThe allowance is not an entitlement of employment. The allowance is not part of an employee’s base salary, and may be changed and/or withdrawn by CPTC at any time.

  5. TaxabilityThe allowance may be considered to be taxable income and taxed to the employee in accordance with IRS regulations.

  6. Non-work periodsNo allowance is paid during periods of leave without pay (LWOP) or other non-paid status. If the employee is on LWOP or not working for part of a pay period, CPTC pays the allowance only on a prorated basis for actual work time.

  7. Approval & documentationThe allowance requires the approval of the employee, the supervisor, and the Cabinet member to whom the employee ultimately reports, documented by completion and signing of the appropriate Cell Phone/Smart Device Service Plan Allowance Agreement form.

  8. Sponsored projectsFor grants and other sponsored projects, CPTC receives reimbursement for telephone costs through the facilities and administrative costing process. Any costs of cell phones and/or services which are to be direct charges to a sponsored project must be specifically included in the budget proposal and approved by the sponsor.

  9. Service plan selectionThe employee is responsible for the selection of and enrollment in an appropriate service plan. The plan must, at minimum, address the requirements identified by the supervisor and/or the College officer primarily responsible for communications equipment. An employee may purchase any cell phone/smart device or service plan that meets these requirements. However, the employee is responsible for any additional costs above the allowance approved by the College.

  10. Notification to CollegeAn employee receiving the allowance must promptly inform College employees and relevant constituents of the phone number, for their use in contacting the employee during working hours.

  11. Employee contract responsibilityThe employee is personally responsible for complying with any contract entered into with a service provider, including payment of all expenses incurred, e.g., long distance, roaming fees, and taxes. Because the cell phone/smart device is owned by the employee, it may be used for personal as well as business use, but must be available for the performance of College responsibilities. In general, this means that the cell phone/smart device must be in possession of the employee and turned on during business hours, as appropriate, to make and receive communications. Specific details related to employee availability during non-traditional hours will be left to the individual and respective supervisor based on the circumstances.

  12. Inactivation/TheftAn employee receiving the allowance must notify his or her supervisor and/or the College officer primarily responsible for communications equipment as soon as possible after inactivation of the communication service or loss or theft of the communication device, and at least within five working days.

  13. Specific costs paid by employee:The Employee pays the costs for:

    1. Calls made on missing device: All calls made while the cell phone/smart device is missing.

    2. Ending or changing contract—employee-caused: If a personal decision by the employee, misconduct, or misuse of the cell phone/smart device results in the need to end or change the service plan contract during its term, the employee bears the cost of any fees associated with that change or cancellation. Example: The employee no longer wants to retain the current service plan contract, for personal reasons. The employee is responsible for the resulting change or cancellation costs.

    3. Device is lost or destroyed: The College pays no amount toward the purchase of a cell phone/smart device. If an employee’s cell phone/smart device is lost, destroyed, or damaged through the employee’s negligence or intentional act, any replacement or repair is at his/ her expense.

  14. Specific costs paid by CollegeIf a College decision unrelated to employee misconduct results in the need to end or change the service plan contract during its term, the College bears the cost of any fees associated with that change or cancellation, subject to appropriate documentation. Example: The employee’s supervisor changes the employee’s duties and the cell phone/smart phone is no longer required for CPTC purposes. If the employee does not wish to retain the current service plan contract, CPTC reimburses the employee for any change or cancellation fees.

  15. ReviewEach Cabinet member should identify cell phone/smart device needs in his or her area of responsibility at least annually in order to determine whether monthly allowances should be maintained, changed or discontinued.

  16. Documentation of business useThe employee must provide, when requested by his/ her responsible Cabinet member, a monthly bill that includes total taxes and fees paid by the employee for the service. The employee must indicate on the bill which calls are business related in order to assess the amount of business and personal use. If the monthly bills do not support the need for the allowance, the Cabinet member may discontinue the allowance. An employee who believes that the single month submitted does not adequately reflect average use may submit additional monthly statements, also highlighting all business calls.

  17. Records retentionCopies of the approval forms/agreements used to process allowances must be retained by the College Operations and College Relations Office for six years after the end of the current fiscal year, for audit and records retention purposes. Users of cell phones/smart devices should be aware that all records obtained by the College relative to cell phone/device allowances and usage are subject to state public disclosure statutes and requests.

  18. Reimbursement for employees who do not receive allowanceEmployees who are not authorized to receive the cell phone/smart device service plan allowance may be reimbursed for use of personally owned cell phones/smart devices for conducting College business. The employee shall submit reimbursement requests on a travel reimbursement form, attaching a copy of the bill and highlighting those calls for which reimbursement is requested. Reimbursement for such use will be at such rate(s) as may be established by the College officer primarily responsible for communications equipment. Requests for such reimbursement must be made within 90 days of the billing date for those charges. Total reimbursement for any given month shall not exceed the amount of the employee’s monthly service plan.

  19. Use while drivingCPTC drivers must observe the requirements of applicable laws and ordinances regarding use of cell phones/smart device while driving.

Policy

This policy is to provide adequate controls, audit trails, prompt recording, collection, follow-up and remedy of delinquent accounts receivable. (OFM SAAM-Receivables: Collection procedures 85.54)

Procedure

A. Definitions:

Receivables: Receivables are the amounts to be collected from private individuals, businesses, agencies, accounts or other governmental units. Clover Park Technical College will promptly record receivables when the asset or revenue recognition criteria have been met or the underlying accounting event has occurred and the amount is determinable. (OFM SAAM 85.54.10)

Past due: A receivable shall be determined to be past due when payment is not received within thirty (30) days of the invoice date.

B. Collections:

Thirty (30) days outstanding from the original invoice date, second notices will be generated and sent to the debtors.

Sixty (60) days outstanding from the invoice date on invoices greater than or equal to $50, debtors will be placed on Unusual Action status and sent a third and final notice, indicating their account may be sent to collections if it remains unpaid. If the debtor is a student with amounts owing of less than $50 in a quarter, the debt will be placed on Unusual Action status prior to registration for the subsequent quarter.

Thirty (30) days following the third and final notice being mailed, the invoice series has been completed. If the invoice has not been paid in full and the debt is greater than or equal to $50 and has become ninety (90) days past due, debtors will be sent to collections for further action.

Other placements on Unusual Action Status: Students are placed on Unusual Action at the time that Library invoices are processed. Students are placed on Unusual Action at the end of the current month for unpaid Daycare invoices. Students with unofficial charges are placed on Unusual Action within 60 days of the charge. No invoices are generated for unofficial charges; past due statements are mailed to students after 30 days.

Upon placing an account on Unusual Action status, the college need not provide any further services of any kind to such individual (staff, student or former student). If a person is denied a request for service due to an outstanding debt, they will be notified that the services will not be provided until the debt is satisfied. The notification will include a copy of WAC 495C-122 which states their right to an adjudicative proceeding.

The college will document all efforts made toward the collection of receivables and interest will be charged on past due receivables in accordance with OFM SAAM 85.54.50.

NSF checks: The College sends a letter to notify customers when a check is returned for non-sufficient funds. The amount of the NSF check is entered in customer accounts, along with a returned check fee. The customer is placed on unusual action and services to the customer will not be provided until the debt is paid. NSF debts that are not paid may be sent to collections after the appropriate procedures outlined above are complete.

C. Write-Offs:

When it has been determined by the Controller that collection efforts by the Finance Department will not result in payment of the amount due, the account will be considered uncollectible and removed from the financial records. The Controller is responsible for determining that due diligence has been exercised in attempting to collect receivables.

Uncollectible amounts up to $2,500: The Controller identifies and authorizes the accounts to be written off. Documentation for write offs should include the collection procedures followed and the reasons the account is considered uncollectible.

Uncollectible amounts over $2,500: Consult the Attorney General’s Office (AG). The AG will be consulted to ensure that cost-effective methods to collect the receivables have been exhausted. The AG either provides authority to write off the account or recommends further collection activity by the College.

On a monthly basis the Controller will provide the Vice President of Finance & Budget or designee a record of all amounts written off during the month.

Accounts that meet one or more of the following criteria may be written off:

  • Accounts returned by a collection agency as uncollectible.
  • The debt has been discharged in bankruptcy.
  • Accounts that are over three years old.
  • Accounts owed by companies no longer in business. Accounts owed by a debtor who has died.
  • Residual amounts under $25.00; collection amount is insufficient to warrant collection efforts.
  • Costs exceed benefits of further collection procedures.
  • Disputed accounts with insufficient documentation to pursue collection efforts.

Other reasons considered on a case-by-case basis considering the type of debt, how long the debt has been outstanding and the debtor’s status.

Collection attempts for students who are currently enrolled should be pursued and not written off except where prohibited due to bankruptcy or other special circumstances.

Accounts that have been turned over to a collection agency should not be written off unless it has been determined that the possibility of collection is remote.

All Unusual Action status on a student’s account shall remain in effect until the obligation has been paid. When the receivable has been written off, the Unusual Action status may be removed from the account.

Delinquent accounts of employees will result in notification of supervisors, administrative action, and possible payroll deductions.

Policy

The College intends to create a learning and working environment that promotes the health and well-being of all students and employees. To help achieve this, the College shall be designated a “restricted smoking” campus and the use of any tobacco product shall be permitted only in designated smoking shelters.

Procedure

  1. Information and smoking cessation optionsThe College will inform employees and students about (1) the health benefits of refraining from smoking and quitting smoking and (2) the availability of smoking cessation and other programs and options to help them quit using tobacco products. The College also will post no-smoking signs and provide other notifications as appropriate to implement this Procedure.
  2. Required use of smoking sheltersNo person may smoke or otherwise use a tobacco product on College property except in (1) a closed private vehicle or (2) a smoking shelter in a location designated by the President or President’s designee. The College will assure that a reasonable number of shelters are provided in appropriate locations, and information about these locations will be made available to employees and students.
  3. Legal compliance: (1) The College recognizes its obligations to comply with RCW chapter 70.160 and WAC 296-800-240 and -24005. The College will seek to make sure that smoking shelters are at least twenty-five feet from entrances, exits, windows that open, and ventilation intakes that serve an enclosed area where smoking is prohibited.                (2) Electronic smoking devices are prohibited in public places on College property to the extent required by applicable law or regulation. For example, see the Pierce County Health Department’s “Environmental Health Code”, Chapter 9.

  4. EnforcementFailure to use a smoking shelter when required to do so is a violation of this Policy and Procedure, subject to appropriate employee or student discipline.

  5. Tobacco product definedA tobacco product is any product made or derived from tobacco that is intended for human consumption, including but not limited to a cigarette, cigar, smoking tobacco, or chewing tobacco.

Policy

Removals and uses of College property off-site must comply with the following

Procedure

  1. Prior approvalBefore removing College-owned equipment or property of any significant value from a College facility, an employee or student must obtain prior written approval from a College administrator designated by the Vice President of Finance, usually through an authorization for temporary check-out of equipment form signed by both the remover and the administrator. The removal and/or equipment use must comply with this Policy & Procedure, a requirement which the form should document. The approval may be for use for a specified time period or at a specified location, and may be conditioned on the user’s demonstrated knowledge of how to properly operate the equipment.
  2. Restrictions on useThe employee or student who removes the equipment or other property must assure that it is:
    1. used in compliance with the state Ethics Law (RCW Chap. 42.52, http://apps.leg.wa.gov/RCW/default.aspx?cite=42.52) and applicable College rules and policies and procedures, including those on Information and Communication Resources Acceptable Use (Chap. 3 Sec. 9) and Inventory (Chap. 3 Sec. 10);

    2. used only by the authorized employee or student and only for legitimate college work or business;

    3. used according to the applicable instructions and/or operations manual;

    4. reasonably safeguarded from loss or damage; and

    5. not used for private financial gain.

  3. LiabilityThe College may require proof of insurance coverage, or a deposit or other security, to try to protect against loss. The employee or student who removes the equipment or other property (1) must return it for inventory control when so requested and (2) may be disciplined and/or required to pay for any repair or replacement which is due to his/her negligence or misuse.

Policy

The College recognizes and will follow the guidelines documented in the “Killian Outline”*, as most recently updated by the Council for Unions and Student Programs, for the legal use of Services and Activities (S&A) fees. This document has long recognized more flexibility in use of S&A fees than exists for the use of other public funds by colleges.

Statutory authority over S&A fees resides with the Board of Trustees, but students are expected to have significant input into the use of these fees through their involvement in a budgetary process which culminates in a recommended annual budget.

Procedure

A. ASG Budgetary Process:

The College’s student government will conduct an annual budgetary process which results in a proposed budget for the following academic year’s spending. Such proposed spending should be limited to the S&A revenue projection, as estimated by the Vice President of Finance during the spring term, but expenditures of prior-year reserves may also be proposed. For further information about the Associated Student Government Financial Code, click here: http://www.cptc.edu/pdfs/ASCTPC_Financial_Code.pdf. During the development of the S&A annual budget proposal, the types of expenditures identified in the Killian Outline as “impermissible” should not be proposed as they are considered to either involve “gifting” or because they are not “student activities.”

The proposed ASG budget should be presented to the Board of Trustees for an initial reading no later than at their May meeting with the intent that the budget may be fully approved by the June meeting and can go into effect on July 1 each year. The Board of Trustees approval extends to individual budgets for student committees and specific projects; these budgets may not be transferred between committees or projects during the budget year without an explicit revision request being approved by the Board during the year.

B. Key differences between permissible uses of S&A fees and other public money:

  1. Trophies, certificates, items of clothing, etc. may be provided to students for participation on a student committee, student government, or a student project, provided that they have earned them, that the item is personal in nature, and of nominal value.
  2. Food and non-alcoholic beverages may be provided at student events without the documentation and prior approval requirements for other college events. Receipts, proofs of expenditures, and authorizing signatures are required.
  3. Meals for receptions or awards ceremonies are allowed.
  4. Costs associated with child care centers for the children of students are allowed.
  5. Partial subsidization of a student food bank operation is allowed, provided that the food bank benefits only students.
  6. A legal aid program which provides services to individual students is allowed, provided that the program is not used to institute legal action against the college.
  7. Scholarships for needy students are allowed on a limited basis. See RCW 28B.10.825 for further clarification.
  8. S&A fees may be used to fund officially recognized student political clubs or organizations.
  9. S&A fees may be used to support political speaker appearances on campus.
  10. Lobbying by the student government is allowed for local, statewide, or national student interests and organizations.

For other permissible expenses and further explanations, see the Killian Outline posted on the State Board for Community and Technical College’s website: http://www.sbctc.ctc.edu/college/studentsvcs/20100208_student_political_issues.pdf.

C. Requirements for posting expenditures for S&A Fees

RCW 28B.15.045 requires that all information pertaining to services and activities fees budgets shall be made available to interested parties. Annually, by September 30th, the Office of Student Programs and Office of Budget and Finance shall work together to post services and activities fees expenditure information for the prior academic year on the College website.

Clover Park Technical College wants to cooperate with inquiries from the media and accurately communicate, as appropriate, in a manner consistent with our mission and values. It is essential that comments to the press and the public are as accurate as possible.

Clover Park Technical College appoints the Public Information Officer as the first contact for all media inquiries on official CPTC matters. Employees of the College will refer media queries to the College RElations Department and are not authorized to speak on behalf of the College without permission of the PIO.

Under Policies and Procedures Manual Chapter 1, Section 2 and appropriate delegation(s), the Board of Trustees has delegated authority to determine College policies to the President. The President reviews and approves College policies and procedures after they have gone through the College review process and have been recommended for approval by the President's Direct Reports.

Policy

Clover Park Technical College is committed to facilitating the academic success of students. The primary purpose of Academic Standards is to provide guidance in academic processes and procedures, which govern student progress through programs of study.

Procedure

Academic Standards include procedures. Consult the most recent edition of the Clover Park Technical College catalog for details.

Policy

Students and staff shall conduct themselves within all college-related learning environments in accordance with standards outlined in WAC 495C-120, college policy or any college documents detailing expected student and staff behavior, including but not limited to the CPTC Student Handbook, college catalog, program policies and individual course syllabi. College-related learning environments are defined as those areas in which formal and informal instruction and learning are occurring, i.e., classrooms, online courses, and library and other public spaces on campus.

Staff and administration have a responsibility to ensure that policies and procedures are adopted that allow for an appropriate learning environment to be maintained and to act in accordance with established procedures to prevent and/or address behavior that negatively impacts that learning environment.

Procedure

A. Students: See Student Code of Conduct (WAC 495C-120), Student Handbook, college catalog, program policies and individual course syllabi for detailed expectations regarding student conduct and related procedures. Appropriate procedures shall be followed when addressing inappropriate student conduct including, but not limited to:

  1. Established student progressive disciplinary processes;
  2. Contacting security if necessary;
  3. Utilizing the services of the Behavioral Intervention Team when appropriate.

Staff and Faculty: See Chapter 2, Human Resources, of the college’s Policies and Procedures for specific policies related to staff behavior. Additionally, faculty are expected to maintain the highest standards of professionalism with their students and as representatives of their industries and of the College, including, but not limited to, the following:

  1. Use professional and respectful language and tone in the classroom;
  2. Demonstrate respect for all college staff, faculty, and students;
  3. Provide quality education in all classes;
  4. Be on time and prepared for class, college, and community activities;
  5. Recruit and maintain an active advisory committee as appropriate;
  6. Interact with industry professionals and advisory committee members as appropriate; and
  7. Obtain and/or maintain industry accreditation for program when applicable.

B. Student success comes first. Faculty are expected to model this value, including but not limited to:

  1. Applying student-centered teaching practices;
  2. Understanding the practices of universal design and disability accommodation;
  3. Understanding and adapting to the diversity within the classroom, and helping students learn to work in diverse environments;
  4. Recommending students for scholarships and other recognitions;
  5. Encouraging students to participate in Associated Student Government and clubs; and
  6. Being aware of and encouraging students to use available resources.

C. Faculty members are expected to embrace technology and to be on the leading edge of both teaching technologies and the latest techniques and practices of their industries, including, but not limited , to:

  1. Using college system tools for managing the class roster and entering grades;
  2. Encouraging students to use the college’s student email system and online tutoring option;
  3. Developing their own computer literacy skills, and being able to use multiple teaching and productivity tools and software, including learning management systems, course delivery software, etc.; and
  4. Staying current with their industries by studying, going back into industry work during breaks or summers, and seeking specialty certifications.

D. Faculty are essential members of the College community and will demonstrate that commitment through various college-related activities, including but not limited to:

  1. Supporting the College mission, vision, and goals;
  2. Serving on committees, including tenure, curriculum, and others;
  3. Attending and contributing to all-staff, division, and department meetings, recruitment activities (including program information sessions for prospective students), and graduation ceremonies; and
  4. Seeking out opportunities to represent the College in the community.

Policy

All associate degree programs and programs of study of 45 credits or more require a core of academic courses in computation, communication, and human relations. Additional academic courses which are required for articulation agreements or transfer degrees shall also be made available to students. The contents of all academic courses will be of equivalent rigor to comparable academic offerings within the two-year college system and shall be taught by faculty who are appropriately qualified.

Procedure

A. Core academic classes are offered at convenient hours throughout the day. Students are responsible for registering for and completing these courses prior to graduation if they wish to be awarded the degree or certificate for their program. Students may contact Student Records for a copy of the quarterly class schedule in which times and locations of core academic classes are provided.

B. Academic courses are developed and offered on an appropriate schedule with prioritization on student convenience and need; however, not all courses will be offered every quarter.

C. Students may be required to complete some or all academic requirements prior to enrolling in their technical programs.

D. Placement in courses may occur through the use of multiple appropriate indices, which may include but not be limited to the Compass test, transcript evaluation, acceptance of prior learning/experience credit, CLEP and AP scores, discipline-specific assessment procedures, and faculty recommendation.

Policy

New degree and certificate programs will be developed and approved according to State Board for Community and Technical Colleges (SBCTC) and locally-established guidelines.

Procedure

Detailed procedures for development and approval of new professional technical programs as outlined by SBCTC are available in the office of the Vice President for Instruction. Procedures for the development of short-term courses or programs follow similar locally developed guidelines. Complete procedures can be located in the office of the Executive Director for Economic Development.

Policy

The college shall maintain program advisory committees for approved career training programs. The primary purpose for advisory committees is to serve as advisers to the college, providing advocacy, curriculum recommendations, and support for quality professional- technical education programs. Advisory committees have no administrative or legislative authority. The college shall develop and publish advisory committee procedures.

Procedure

College advisory committees –

  • Allow for regional cooperation, meet a minimum of twice each calendar year; and provide advisory meeting minutes that are maintained for a minimum of three years.
  • Require membership that strives to ensure representation of gender and cultural diversity and include equal representation of business and labor, with the committee chair elected from the lay members.
  • Define a formal committee member appointment process, involving college administration that sets term limits with allowable exceptions.
  • Require training of all members prior to serving as voting members, including familiarization with Washington Ethics Law as it pertains to involvement with the college. The committee should be clear on how it will carry out its functions over the course of the year, and a plan of work identified.
  • Provide a list of duties essential for proper functioning of the committee providing for timely feedback to the committee on their recommendations.
  • Describe realistic enterprise plans.
  • Maintain an inventory including all information requested on form SBCTC PA-ADV of the membership of each advisory committee. This inventory shall be updated annually.
  • Members not attending at least fifty (50) percent of the scheduled meetings should be replaced to maintain a viable committee.

Suggested duties include:

  • Making curriculum recommendations based on labor market demand; identified skills standards where appropriate; changing technologies and market conditions; balance of theory, technical skill development, production and realistic enterprise tasks; and review of instructional materials.
  • Assisting the college in conducting special events that benefit both the student and the college; i.e. manufacturing, product seminars, and college open house.
  • Advise college as to the adequacy of physical facilities and conditions of equipment.
  • Assist the college in obtaining instructional equipment.

Policy

If a job account or realistic enterprise is to be conducted by or in a professional-technical program, a procedural plan must be on file and should be jointly approved by the college and the program advisory committee. The plan should describe, at a minimum, hours of operation, the goods and services that will be repaired, produced or sold, what the charges, fees, and taxes will be for each, and who is eligible for services.

Procedure

The following procedures are set forth to protect the College, its employees and the public from the loss or misuse of public funds. These procedures are in accordance with OFM Manual, Section 6.2 (available from the Vice President for Finance and Budget). Money is to be collected at cash collection points authorized by the Finance & Budget office. Please refer to sales and cash handling procedures. Questions should be directed to the Controller at Ext. 5602. (For Sales and Cash Handling for Realistic Training Enterprises/Job Account and general transactions, see Administration Chapter 3/Section 5)

General Information

No credit may be extended by any college employee to anyone. Payments must be received prior to releasing any product or at the completion of any service. Method of payment may be cash, check, money order, or bankcard at authorized cash handling stations or by the Cashier, Building 17. Governmental charges such as purchase orders, state vouchers, or CPTC intracollege requisitions must include the department number and a budget authority signature and will be processed using established Financial Service guidelines.

All forms used in conjunction with job accounts must be forwarded to the Budget Services Coordinator for approval prior to use. No unauthorized forms may be used.

Receipts / Backup

All customers must be provided with an approved receipt or a cash register receipt at the time of payment. Service tickets and work orders are not receipts. All cash register receipts must have backup documentation supporting the work done through the job account. The documentation can be in one of the following three forms:

1. Work Orders and Service Tickets – If programs use work order forms, they must use an approved CPTC pre-numbered work order. Generic work orders are available for checkout at the Cashier, Building 17, for departments that do not use a specifically designed form. Creation of customized forms must have the approval of the program’s Dean and the Budget Services Coordinator. No other forms may be used. The work order or service ticket must show:

  1. College name, address, program name, department number, and phone number.
  2. Date job accepted.
  3. Customer’s name and phone number if job/service is completed in one day with single contact.
  4. Customer’s address and phone number if job/service not complete with single contact.
  5. (Example: Auto Body would need address and phone number; Cosmetology most likely would not.)
  6. Description of job/service being provided.
  7. Description of parts, materials and supplies used, if applicable, with inventory part numbers should also be included.
  8. Itemized and total costs of services and/or products.
  9. Sales tax (if applicable) must be separately stated and applied at the required percentage available from the Finance & Budget office.
  10. Receipt number(s) and date(s) paid. (Including receipt numbers and dates for partial payments.)
  11. Other specific information required by department.

2. Cash Register System – Job accounts that are retail by nature will account for sales through a cash register (point of sale) system. The following are considered backup for these transactions.

Either an abbreviated work order/service ticket or the register receipt that lists the service or product may be used to document the service or products sold to the customer. The service ticket will be the internal document to support the cash register receipt given to the customer. The abbreviated form includes:

  1. College name, address, program name, department number and phone number.
  2. Date service performed or products sold.
  3. Description of services performed or products sold.
  4. Itemized and total costs of services or products sold.
  5. The customer’s name and address (optional).

An inventory system can be used to document the cash register receipts when a system has been established that tracks the products sold to the customer’s receipt.

Voided Transaction – When it is necessary to void a pre-numbered work order/service ticket, it is to be marked “void” with an explanation, signed and dated by the instructor. Enter voided work order number on log sheet and sign and date the entry. Never throw away a voided work order, service ticket or cash register receipt. If it is determined that any work orders are missing or cannot be accounted for, the Budget Services Coordinator at Ext. 5617 must be contacted immediately. Follow up with a written explanation. Cash register voids need to be processed on the same tape as the initial transaction. Review of voids will be done through a log book review at least annually by the Dean of Instruction or his/her designee.

Log Book

Log books are to be maintained for all accountable documents. All accountable documents are to be used in numeric sequence. All numbers are to be accounted for in a log book, including voided documents. The log books are to be reviewed annually by the Deans or their designee(s).

1. Work Order/Service Ticket/Cash Register Receipt Log Book – Every work order, service ticket, or register receipt must be logged in numerical order with the following information recorded (if the information is required on the original document):

  1. Pre-numbered document number
  2. Date job accepted/service provided/product sold
  3. Customer name (optional for services and product)
  4. Description of work to be done, service to be provided, product being sold e. Total cost, including tax
  5. Amount of any partial payment(s) received including receipt number(s)
  6. Date, amount, and (if applicable) cash collection point receipt number of final payment
  7. Cashiering receipt number of final payment
  8. Other specific information required by department

2. Cash Register Log Book – to be used when work order or service tickets are not used by a program:

  1. Date of transactions
  2. Beginning and ending day’s cash register receipt numbers
  3. Total sales excluding sales tax
  4. Amount of sales tax collected
  5. Total amount deposited, including sales tax
  6. Over/short amount between total receipts to be deposited and actual deposit
  7. Number of voided transactions (each transaction number should be listed)

Procedure for Proper Accounting for Job Account Activities

When accepting Realistic Training activities:

  • Complete an approved pre-numbered form for every job/service if not a cash register system transaction.
  • List number from pre-numbered form in log book if not using a cash register system.
  • Complete activity.
  • Obtain copy of receipt from CPTC Cashier, Building 17 (if not an authorized cash collection point) or accept payment and issue receipt (see Sales and Cash Handling section). A work order/service ticket is not to be used as a receipt.
  • Record the receipt number on the work order/service ticket and in the log book.
  • Complete all forms and post log book information.
  • Only when a valid receipt has been issued is merchandise to be released. Provide customer with a copy of a receipt.
  • Agency purchase orders and state vouchers require submission of a request for invoice. (See separate section on Request for Invoice.)
  • Secure work order forms and service tickets at all times.

All work orders/service tickets, including those marked “void,” must be filed and retained for six(6) years from the close of the fiscal year (June 30).

Application of Sales Tax to Job Account Activity

This section outlines the application, collection and recording of sales tax as it relates to job account activities as required by RCW 82.

General Information:

Sales tax applies to the total amount of goods and services billed to the customer including:

  • Parts and related mark-up
  • Shop Fees
  • Services
  • Gratuities
  • Delivery Charges

Sales Tax:

  • Advertising (KVTI radio spots)
  • Services provided by Cosmetology / Esthetician / Manicuring / Massage Therapy (reference WAC 458-20-138). Products for retail sale is taxable. Products used for performing services (backbar) are taxed when purchased.
  • Gasoline purchased for vehicle on automotive work order.
  • Goods sold for resale. This requires the customer to complete a resale certificate. A copy of the completed resale certificate must be obtained before completing the transaction. A copy of the certificate should be filed with the work order/service ticket or sales receipt.
  • Sales to the federal government. (Federal agencies who sponsor students such as VA are not charged sales tax.)
  • Sales to out-of-state customers with no business ties in Washington State. A copy of the customer’s exempt certificate must be attached to the program’s copy of the transaction. As a matter of policy, students and purchases made for students do not qualify regardless of where the student lives. The law requires that the items be purchased for use outside the state; therefore, books, tools and supplies, etc. would not qualify for this exemption. If you have any questions on sales tax exemptions, please contact the Controller at Ext. 5602.
  • Calculate sales tax at current rate (available from Accounting Coordinator) and apply to the total sale to the customer.
  • Show tax as a separate line item on the applicable form used and on the transaction receipt.
  • Sales tax is paid by the end user. Job Account resale stock will not have been taxed at the time of purchase. Stock for instructional use and backbar product used for job account services will have been taxed at the time of purchase.
  • Apply the following for transfer of stocks to other CPTC departments –
  • Job account to job account: charge full cost of stock originally paid to vendor and no sales tax is added.
  • Job account to instructional/administrative operations: sales tax will be charged.
  • Instructional stock to job account: a tax credit will be taken.

Transfer of Stock

The process to transfer the cost of services or products transferred between departments will be handled through the Job Account Specialist as indicated on work order or service ticket.

  • Submit a completed work order or service ticket containing the amount, account code and budget authority signature.
  • There are no shop fees added to materials/services sold to other CPTC departments – except for fees such as EPA charges. A miscellaneous fee for shop supplies can be added, the amount being a conservative estimate of the cost of a product, when a portion of an item that has been purchased as a shop supply is used.
  • There is no mark-up on materials/services sold to other CPTC departments.
  • Refer to Application of Sales Tax for information pertaining to transfer of stock.

Job Account Sales to the Guest of the College

  • “Guests” is defined as anyone using the services provided. This includes students, faculty, staff and persons from outside the college. The same fees will be charged to all customers.
  • Job account inventory count verification will be required at least annually. The Office of Budget and Finance will dictate when count(s) are taken.

Inventories – Job Account

Consumable materials or merchandise that will be sold either directly or as part of a final product/service to a college guest through Realistic Training Enterprises are considered part of the Job Account’s Inventory. A consumable material could be used to perform a job-related task and billed separately on the guest’s work order/service ticket or as part of the shop fee or miscellaneous shop supplies.

The Inventory should reflect the items that are physically on hand as of the date established by Finance & Budget. If additional materials are received after that date, the expense will be properly booked and accrued for cut-off purposes. The Inventory listing must include, but is not limited to:

  • Manufacturer code and part number
  • Description of item (including size/volume, if applicable)
  • Number of items in stock
  • Cost price per item
  • Total value of item on hand
  • Total value of inventory

Work in progress (as well as items completed but not yet paid for is referred to as Accounts Receivable. This inventory must be itemized showing the work order/service ticket and invoice number, date work accepted, and amount.

Inventory forms are totaled and forwarded to the Deans for review. The Deans may designate a party, who is not directly involved with the county of the inventory, to verify inventory on their behalf.

The program will maintain a dated copy of the latest inventory as submitted to the Finance and Budget office.

Fee List items are sold through the Book Store with the exception of uniforms and clothing sold by the Expressions Retail Merchandising Store.

Policy

It is the policy that all programs are continually reviewed for their effectiveness in meeting the training needs of industry as well as in fulfilling the mission of the College. Programs will be reviewed on a three-year basis. All prep programs will be reviewed as outlined in the Program Review Handbook

Procedure

The Program Review is a systematic approach to analyzing instructional programs on a periodic basis. For details, refer to the Collective Bargaining Agreement, Article 12 and the Program Review Handbook.

Policy

Clover Park Technical College will maximize the benefits of tech-prep articulation for students using the Direct Transcription model to ensure the quality and transferability of articulated credits from high schools to community and technical colleges and between two-year colleges statewide.

Procedure

Dual credit (direct transcription) procedures and articulations as established in conjunction with the Pierce County Careers Consortium (coordinating body for tech prep programs in Pierce County) are found in the current CPTC catalog.

Policy

All print materials, periodicals and memberships, multi-media materials, i.e. videotapes, audiocassettes, slides (for purchase or preview) are ordered through the library. All material processed through the library is property of Clover Park Technical College.

Procedure

Ordering Print Materials

1. Prepare a pink worksheet and obtain dean approval. Include all available ordering information such as title, vendor name, address, phone number, ISBN number, author, price, edition, and quantity requested. If available include a publisher’s flyer, or a copy of the title page (front and back). Submit the completed worksheet to the library for processing.

2. For previews: Indicate that the requested material is a preview on the pink worksheet. Return the preview to the library five days before it is due back to the vendor (give it to a library staff person and indicate it is a preview needing return). Instructors will be held accountable for late returns or damaged previews.

3. Route completed worksheets to the Library for processing.

Ordering Periodicals and Memberships

1. For new serials, prepare a pink worksheet and obtain dean approval. Include all available ordering information, such as, title, number of copies, your name, and complete department number on the pink requisition worksheet. If available include a publisher’s flyer brochure or order blanks. Submit the completed worksheet to the library for processing.

2. For renewals: a white worksheet is processed by the library and routed to requester for signature and dean’s approval. Return worksheet to the library for processing. If this periodical or membership is to be cancelled, please write CANCEL across the face of the worksheet and return to the library.

3. All periodicals and association memberships are routed through the library for tracking, collection management and annual reporting.

Ordering Multi-media Materials

1. Prepare request on a pink worksheet and obtain dean approval. Provide all available ordering information such as vendor name, address, phone number, title and quantity. If available include publisher’s flyers, advertisements and copies from catalogs. Remember to include your complete department number of the worksheet.

2. For previews: Indicate that the requested material is a preview on the pink worksheet. Return preview to the Library five (5) days before it is due back to the vendor. Instructors will be held accountable for late returns or damaged previews.

3. Submit the completed worksheet to the Library for processing. Contact Library staff for further information.

Policy

The Computer Labs, located in the Library, operates according to the Net Acceptable Use Policies.

Procedure

All users have access to copies of the Net Acceptable Use Policies and the Computer Lab Policy prior to lab access. Consult the CPTC IT Department for further details and specific procedures.

Policy

Prior Learning Assessment (PLA) enables individuals to earn credit and recognition for the skills and knowledge they have already acquired.

The goals of Prior Learning Assessment at Clover Park Technical College are to:

  • Provide consistency in administration and to incorporate PLA as an integral part of the instructional process;
  • Establish flexible practices to meet the needs of today’s students and provide faculty with flexible assessment options for these students; and
  • Enhance access to education and training or accelerate a learner’s progress toward a desired degree or other goal.

Instructors will evaluate prior experiential learning of a student in relation to the competencies of the program.

  • Assessment of the learning shall be the responsibility of faculty who are content specialists.
  • Practices used in assessing prior learning shall be consistent with contemporary assessment methodology.
  • Learning assessed for post-secondary credit shall be:
    1. Linked to established learning outcomes or other criteria consistent with institutional standards for a given course. It should not be linked to time spent;
    2. Transferable to contexts other than the one in which it was learned;
    3. Current and relevant;
    4. At a level of achievement equivalent to that of other learners engaged in studies at that level in that program or subject area.

Procedure

Prior Learning Assessment is available for the following:

  • Military Experience
  • Work Experience
  • Transfer from non-accredited institutions
  • Current Professional credentials/certificates
  • Life Experience

For transfer of credit from accredited institutions, see the CPTC Catalog.

1. Request for Prior Learning Credit
  • Students who wish to receive credit for prior learning will complete the PRIOR LEARNING ASSESSMENT FORM available from the Student Records Office.
  • Fees for assessment will be based on the services provided. The fees will be based on the amount of credit requested, not the amount of credit awarded.
  • Credit will be granted only upon the recommendation of the faculty who are appropriately qualified.
2. Fees
  • Students will pay a $25 prior learning assessment evaluation fee at the time of their request.
  • Students will also pay a $10 fee per course for which they are requesting prior learning credit.
3. Assessment of Prior Learning
  • Upon receipt of a PRIOR LEARNING ASSESSMENT FORM, faculty, as content specialists, will assess and recognize prior learning and will make the determination of credit awards, with external advice as necessary.
  • All prior learning will be assessed using a range of strategies consistent with institutional standards for a given course/program. Prior learning assessment methods include portfolio development; course challenge and oral examinations; the systematic observation of skill demonstrations including roles plays and simulations; evaluation of case studies or other assignments; and credits earned through the American Council of Education’s College Equivalency Program.
4. Award of Credit for Prior Learning
  • Faculty will complete the appropriate portion(s) of the PRIOR LEARNING ASSESSMENT FORM upon completion of assessment.
  • The number of credits granted will be determined based on the identified learning outcomes.
  • Credit will be awarded for demonstrated learning outcomes that are appropriate to the subject, course or program offered at the awarding institution.
5. Transcripting Prior Learning
  • Grades or credits will be assigned to PLA awards and will be entered accordingly on the learner’s transcript.
  • All credits awarded for this type of experience will be noted as such on the student’s transcript with a grade of “x.”
  • No more than 25 percent of the credits needed for program completion may be earned through PLA.

Policy

It is the policy of Clover Park Technical College that all professional technical teaching personnel, as a condition of employment, obtain and maintain appropriate vocational certification levels).

Procedure

Procedures governing the hiring and certifying of professional personnel in technical teaching personnel found in WAC 131-6-070 through WAC 131-16-095.

Policy

It is the policy of Clover Park Technical College to provide students with an opportunity to resolve any alleged violation of college academic policy, procedure or regulation, or to resolve any alleged case of inequitable treatment. Student rights are protected in the concern process and the college must insure that a student will not suffer repercussions because he or she chooses to file a concern.

In the event that a student is dissatisfied with the conduct or performance of a college or instructional program employee, the college encourages informal resolution of disputes whenever possible, and also maintains fair and equitable procedures for formally expressing and resolving concerns.

The process described herein is not be used for filing an appeal based on the outcome of a summary or disciplinary proceeding, financial appeal, or discrimination grievance as described in other areas of the College Catalog or Student Handbook.

Procedure

PROCEDURES FOR FILING A STUDENT CONCERN are located in the CPTC Catalog and Student Handbook.

Policy

The credit value assigned to any course or instructional activity offered by Clover Park Technical College is determined following the standards provided by the State Board for Community and Technical Colleges in the SBCTC Policy Manual Chapter 4.10.00. The SBCTC has defined the credit hour as "the unit by which an institution measures its coursework. The number of credit hours assigned to a course is defined by the number of hours per week in class and the number of hours per week in out-of-class preparation." Clover Park Technical College supports this policy, and uses the SBCTC's rules to establish credit for its course offerings, as follows:

  • Lecture/discussion: 1:1, one credit hour equals one hour per week of direct teacher instruction in lecture/discussion, and approximately two hours of out-of-class student work (time spent on studying, working on assignments, etc.). For example, a 5-credit course would involve five hours of in-class direct instruction and approximately 10 hours of additional work by students outside of the classroom per week.
  • Laboratory/applied learning: 2:1, one credit hour equals two hours per week of laboratory work under the supervision of the instructor and approximately one additional hour for out-of-class student work on assignments.
  • Work site educational experience: 3:1, one credit hour equals three hours per week of autonomous study or related work activity under the intermittent supervision of the instructor. This mode includes working with or under the direction of professional practitioners. In the case of work site educational experiences, a one-hour per week discussion group activity is required.
  • Other educational experience: 5:1, one credit hour equals five hours per week of internship or community involvement projects where minimal supervision is provided. In this case, work site experiences have no related seminar or discussion activity.

To ensure consistency and accuracy, it is required that any change in credit hour determination must be reviewed by the Dean and approved by the Curriculum Committee prior to implementation.

This policy complies with the U.S. Department of Education's Federal Credit Hour Policy Sections 600.2 (Code of Federal Regulations, Title 34, Part 600).

Policy

Eligibility for Admission

Students are eligible for admission to full-time programs at Clover Park Technical College are as follows:

In accordance with WAC 131-12-010, any applicant for admission to Clover Park Technical College shall be admitted when, as determined by the chief administrative officer or his/her designee, such applicant:

  1. Is competent to profit from the curricular offerings of the college; and
  2. Is eighteen years of age or older; or
  3. Is a high school graduate (diploma or High School Equivalency Exam certificate); or has applied for admission under the provisions of student enrollment options program such as Running Start, Elective High School, or other local enrollment option program.

Some programs may have additional entrance requirements which can be found in the program description section of the College catalog.

Exceptions

Those students aged 16 and over who meet the provisions of "Title III--Adult Education Programs" may enroll in certain adult basic education classes. Individuals admitted into such classes will be allowed to continue as long as they are able to demonstrate, through measurable academic progress, an ability to benefit.

Persons not meeting the eligibility criteria for admission may appeal for special admission on course-by-course basis. Criteria for granting an appeal are: competency at an appropriate academic level and/or artistic or technical skill level, as well as ability to participate in an adult learning environment. The College does not desire to replace or duplicate the functions of the local public schools. Appeals may be filed with vice president for instruction or designee.

Procedure

College Admissions Procedures

Clover Park Technical College is committed to helping students meet their individual educational goals. Please refer to the Getting Started section of the CPTC catalog for complete guidelines to admission and registration at the College.

International Students

The applicant applies for entrance from his/her home country

Interested students will be asked to provide the following documentation to the International Student Advisor:

  • A completed "International Student Application for Admission" form. The ISAA form includes the following documentation necessary to prepare required INS paperwork: verification of completed education including high school, English programs and any other training; financial institution documentation confirming adequate assets to support one year of study and maintenance; and birth and citizenship verification. Incomplete ISAAs cannot be processed by the International Student Advisor. (Please note: INS policy does not allow verbal and/or telephone requests for admission.)
  • TOEFL test results (minimum score 480).
  • Based on the completed I8AA, the student will be forwarded a dated registration form to complete and return along with the $31.30 non-refundable registration fee.
  • Student Records will forward a copy of the paid registration to the International Student Advisor who will initiate the I-20 and forward it to the student. (Copies will be routed to Student Records and the instructor, and kept on file by the International Student Advisor.)
  • The student is responsible for forwarding the I-20 to the nearest American Embassy to request the appropriate student Visa (M-1).
  • Foreign students may not attend class until the Visa (M-1) and I-20 ID Copies are on file with the International Student Advisor.
  • Foreign students are required to take SLEP/ASSET within the first week of their program.
  • Foreign students are required to pay the per-hour-of-training rate (non-US citizen tuition) in addition to all other fees specific to the program as listed on the fee schedule. Student tuition, lab supply and non-US citizen tuition will be collected quarterly. (See Fee Policy)
  • If the student is withdrawn prior to completion of training, or if the student fails to report for training, notify the International Student Advisor immediately.

WARNING - Instructors with co-op please note: The Immigration and Naturalization Service prohibits work (paid) authorization for foreign student (M-1).

Policy

Students are admitted to the College on a first-come, first-served basis as long as they meet admissions requirements. Each student is admitted for the next available enrollment date in the program as identified by program capacities with assistance from the Deans and faculty. If a waiting list is necessary for an individual program, the list is maintained by Student Records.

An admitted student will have paid the non-refundable admission fee and met the College admission requirements. Specific program prerequisites will be met by the scheduled date of enrollment.

Procedure

The admission process for students is outlined in the Getting Started section of the College catalog.

International student admission information is in the College catalog.

Waiting lists are maintained by the date of admission payment. When openings become available in a program with a waiting list, the next available person is contacted by Student Records.

Policy

Auditing a Course 

Students may enroll to audit a course with the permission of the program faculty. The auditing student is expected to pay tuition and fees but is not required to take examinations and will not receive credit for the course. Registration status changes from audit to credit or credit to audit are not allowed after the start of the course.

Procedure

Students will submit an Approval to Register form signed by the faculty at the time of registration. They will pay tuition and fees due by the quarter due date.

A grade of “N” will be entered on the student’s transcript for each audited course. The “N” grade has no clock hour/credit value and is not computed in the GPA.

Procedure

Quarterly Payment Schedule

Student fees are due by the quarterly drop dates which are approximately 4 weeks prior to the start of each quarter. Students registering after the drop date must pay at the time of registration.

Disenrollment

Quarterly – Students with outstanding balances as of the quarterly drop date are withdrawn and space available registration is conducted the following Monday to fill openings.

Weekly – Since the College has many open enrollment programs, student fees are monitored weekly. Students with outstanding balances are withdrawn each Friday, and are notified by mail. Faculty are notified via campus mail of the student’s status.

Exceptions – Exceptions for extenuating circumstances require approval by the Vice President of Budget and Finance or Instruction or Student Services. Record of the approval will become part of the student’s file in Student Records.

Status Changes Effecting Fees

Running Start/Elective High School to Adult Status:

Running Start and Elective High School students are responsible for the quarterly prorated share of tuition due on the date of their change to adult status. For most students this is the first day of summer quarter. A change to adult status occurs when a student:

  • has met high school graduation requirements
  • is enrolled the first day of summer quarter after reaching age 21.
  • Continuing Running Start and Elective High School students are reported as adult status for the summer quarter only and are required to pay tuition unless they have submitted all paperwork for continued fall enrollment.
Full-Time/Part-Time:

Students who increase their enrollment from part-time to full-time will pay the prorated tuition and fees increase from the date of the status change. Students who decrease their enrollment from full-time to part-time will be issued a refund in accordance with College refund policy.

Transfers

Transfer of prorated tuition and fees from one preparatory program to another may be made at any time during the quarter if both instructors agree the transfer is in the best interest of the student. A Transfer and Pro-ration of Fees form, signed by both instructors and division dean(s) must be accompanied by the Official/Add Withdrawal form indicating the students last day in their old program and their first day in the new program. All forms must be sent to Student Records.

Financial Aid - Return of Title IV Aid/Refunds

Return of Title IV Aid

Students who receive Title IV aid (Federal Pell, Federal EOG, Federal Subsidized and/or Federal Unsubsidized Stafford loans and PLUS) and withdraw from school are subject to the Return of Title IV aid regulations. (Federal law now requires that a student must “earn” the aid that they receive.) When a student withdraws from school, the college is required to determine the amount “earned” using the Return of Title IV regulations. This calculation is based on the number of hours the student attended divided by the number of hours for which the aid was disbursed.

If the student completes more than 60% of the hours, it is determined that all the aid has been earned. If a student completes 60% or less of the hours in a given payment period, the earned and unearned portion will be calculated.

The “unearned” portion of the tuition will be returned to the appropriate Title IV program. The college will then bill the student for the amount of tuition that was returned in excess of the college’s refund policy. The “unearned” portion of the aid that was disbursed directly to the student will also be calculated. If applicable, the student will owe repayment to the Title IV programs. The student will receive an overpayment letter and will be given 45 days to make the repayment. The student will be ineligible for further Title IV aid until the funds are repaid or satisfactory payment arrangements have been made with the Department of Education.

Repayment of State grant aid is also calculated for any student completing 60% or less of the hours in a given payment period.

It is extremely important to work with the financial aid office if a student must withdraw from school. Withdrawing before completing 60% of the hours in the payment period can have a significant financial impact on the student.

Refunds

Refunds for financial aid recipients who do not receive Title IV aid, will be issued in accordance with the College’s refund policy as stated on the college registration form and in the catalog.

Distribution of Refunds, Repayments, and Return of Title IV Funds

Funds will be returned/refunded in the following order:

  • Federal Family Education Loan Programs
  • Federal Pell Grant
  • Federal Supplemental Education Opportunity Grant
  • State Need Grant
  • Other Programs providing aid
  • The student

Policy

Individuals who have not completed their high school diploma may choose to do so by taking some of their high school graduation requirements at Clover Park Technical College.

Procedure

A. Options:

There are five different ways a student may meet high school requirements at the College: 1. Running Start, 2. Elective High School, 3. Northwest Career & Technical High School, 4. Dual-enrollment with another high school, and 5. Adult High School Completion. Options 1, 2, 3, and 4 are for students who are ages 16 to 21. Option 5 is for students 20 years old and older.

  1. Running Start: Students from area high schools may choose to attend a Clover Park Technical College (CPTC) professional/technical program. Running Start students receive a high school diploma from their home high schools in addition to college credit from Clover Park Technical College. Students interested in this option will meet with Clover Park Technical College’s Running Start counselor in the Advising and Counseling office.
  2. Elective High School: Students can enroll in a Clover Park Technical College professional technical program and work toward the completion of an AA-T, AAS-T or certificate while concurrently completing high school graduation requirements. Elective high school students will work closely with the high school director and/or advisor to ensure both college degree/certificate and high school diploma requirements are met.
  3. Northwest Career & Technical High School: Students will enroll in a part-time career path along with completing the courses and credit requirements necessary to earn a high school diploma.
  4. Dual-enrollment with another high school: Students will enroll in a part-time career path at NWCTHS and remain at their home high school to complete the courses and credit requirements necessary to graduate from their home high school.
  5. Adult High School Completion: Students enroll in classes focused on completing Washington State’s minimum graduation requirements.

B. Eligibility Requirements:

  1. Students who wish to attend CPTC as a Running Start student must meet Washington State minimum requirements. Students will work closely with their high school counselors and the CPTC Running Start counselor to establish placement.
  2. Students planning to attend CPTC as Elective High School or NWCTHS students must be between the ages of 16 -21. They must have at least ten high school credits and two of those credits must be English. Interested students will provide the NWCTHS with official transcripts, state assessment scores, releases of attendance from their home school districts and up-to-date immunization records. Elective high school students must also attend program information sessions for the CPTC professional/technical programs they wish to enter and then be officially admitted.
  3. Adult high school completion students must be at least 20 years old and provide the high school office with official transcripts showing all previous academic credit.

C. Enrollment Reporting and Applicable Policies:

  1. Enrollment on the first day of each month, October through June, is reported to the state and local school districts. These enrollment “counts” determine the amount of reimbursement money the high school will receive from the state.
  2. Students who are in high school and college programs/classes are subject to the policies put forth in the both NWCTHS and CPTC student handbooks.

Policy

The Clover Park Technical College conducts skills assessment for students prior to beginning their technical training program. In most cases only programs that are 900 hours/45 credits or more are required to take the COMPASS, ASSET, or SLEP test. There are a few exceptions in which programs shorter than 900/45 credits hours require one or more core academics as part of their curriculum therefore requiring testing. The Assessment Center offers COMPASS, ASSET, SLEP diagnostic testing. For placement into ABE/High School Equivalency Exam or ESL courses the center provides ABE and ESL CASAS testing.

COMPASS

Individuals wishing to register for a full-time career training program are required to take the COMPASS prior to starting the program. COMPASS tests the basic skills (reading writing, pre- algebra and algebra) needed to succeed at the technical college level. Assessment results are used to assist students in selecting program and to place students into the correct pre-college or core academic classes.

ASSET

Is provide to students who have received permission from the Disabilities Specialist to take an accommodated test. ASSEST is the paper pencil version of COMPASS testing the same basic skills.

SLEP

The Secondary Level English Proficiency (SLEP) is offered as an alternative to potential students whose first language is other than English to evaluate their appropriate starting point.

Fees

There is a $15.00 nonrefundable fee to take COMPASS, ASSET, or SLEP. Testers are required to present picture identification in order to receive their test results. Contact Chris Jones at (253)589-5767 to arrange for accommodated testing.

Waivers

Individuals who have previously earned an Associate, Bachelor, or Masters Degree from an accredited institution of higher education should submit their official sealed transcript to the Student Records Office located in Building 17 for evaluation.

Procedure

COMPASS testing is conducted on a drop-in basis, call (253)589-5678 or (253)589-5670 to request a testing schedule. COMPASS, ASSET or SLEP testers should come prepared to pay the $15.00 testing fee and top present picture identification at the time of testing.

Policy

No student shall, on the basis of his or her disability, be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination under any college program or activity. Clover Park Technical College (CPTC) is committed to providing qualified students with a disability an equal opportunity to access the benefits, rights, and privileges of college services, programs and activities, in the most integrated setting appropriate to the student's needs, in compliance with the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of

1973, and State of Washington Laws of 1994, Ch. 105.

CPTC is committed to providing reasonable accommodations, including core services, to qualified students with disabilities. The purpose of this policy is to identify the rights and responsibilities of students under ADA/504 and to establish clear guidelines for seeking and receiving reasonable accommodations.

To receive reasonable accommodations, students are responsible for requesting accommodations and documenting the nature and extent of their disability in a timely manner. This policy establishes the scope of and the procedures for requesting those accommodations.

Procedure

Scope

Reasonable accommodations under this policy include, but are not limited to a) academic adjustments, such as modification of academic requirements and flexibility in test-taking arrangements; b) adjustments in nonacademic services; and c) auxiliary aids and services.

CPTC will make those modifications to its academic requirements that 1) are necessary to ensure that those requirements do not discriminate, or have the effect of discriminating, against a qualified student with a disability based on that disability and 2) do not impose an undue hardship on the college or require alteration of essential program requirements.

Appropriate academic adjustments/reasonable accommodations will be provided to qualified students with disabilities for recruitment, the application process, enrollment, registration, financial aid, course/module work, academic counseling, and nonacademic programs and services.

A. Section 202 of the 1990 Americans with Disabilities Act states:

No qualified individual with a disability shall, by reason of such disability, be excluded from the participation in or be denied the benefits of the services, programs or activities of any public entity, or be subject to discrimination by any such entity.

B. Section 504 of the Rehabilitation Act states:

No otherwise qualified, handicapped individual in the United States shall solely, by reasons of his/her handicap, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.

Definitions

A. "Reasonable accommodations" in college programs and services, are modifications of those programs, policies, practices, and procedures that enable qualified students with a disability to have an equal opportunity to benefit from and have access to college programs and services and providing auxiliary aids and services.

B. "Student" is a person requesting educational services of the college.

C. A "qualified student with a disability" is one who, with or without reasonable accommodations, meets the academic and technical standards required for admission to, participation in, and/or fulfilling the essential requirements of college programs or activities.

D. A "student with a disability" is a student who 1) has a medically substantiated physical, mental or sensory impairment that substantially limits one or more of his/her major life activities; 2) has a record of such an impairment.

E. "Undue hardship" is any excessively costly, extensive, substantial or disruptive modification or one that would substantially alter the nature or operation of the institution or any of its programs or services or threaten the health or safety of the college community.

F. "Program accessibility" means that all programs and services, when viewed in their entirety, are accessible to persons with a disability.

G. "Core services" are those services listed in State of Washington Laws of 1994, Ch. 105 that are necessary to ensure students with disabilities are reasonably accommodated at the college.

H. "Core substitution" is the replacement of a specific course/module required for a certificate, diploma or degree program with another course/module that measures the same learning objectives/skills as the required course/module.

Obligations of the College

CPTC shall:

A. Comply with Section 504 of the Rehabilitation Act of 1973 and Section 202 of the Americans with Disabilities Act of 1990, as amended.

B. Notify students of the college's policy of nondiscrimination on the basis of disability and of steps the student may take if he/she believes discrimination has taken place. This notice shall be included in all formal correspondence that communicates decisions or policies adversely affecting the student's status or rights with the college. This notice shall include the phone numbers of the United States Department of Education, U.S. Office of Civil Rights, and the Washington State Human Rights Commission.

C. Make available to all students information on the services available to disabled students, including the name and location of the Student Disability Specialist / Disabled Student Services, and the process for accessing those services.

D. Work with the student, faculty, and staff on a case-by-case basis, to select and provide those accommodations/core services appropriate for each qualified student with a disability.

E. Develop procedures to protect the confidentiality of information regarding the nature and extent of the documented disability.

F. Maintain the academic integrity of its programs.

G. Not make pre-admission inquiry as to whether the applicant has a disability, except as provided by law.

H. Work collaboratively with eligible students to determine what accommodations are reasonable and appropriate.

To identify the accommodations that are reasonable based on the nature and extent of a student's disability, the college requires specific documentation from the student's physician.

Obligations and Rights of Students

The college is obligated to provide reasonable accommodation to a qualified student with a known disability. What is appropriate for a student is a case-by-case determination. A student who seeks accommodations under this policy is responsible for documenting the nature and extent of the disability. The college will work collaboratively with the student in determining the appropriate accommodations.

To ensure that needed accommodations are provided in a timely manner, the student shall:

A. Provide timely notice and documentation of the nature and extent of the disability, and the accommodations requested, to the Student Disability Specialist. Some accommodations may require some time to arrange. Requests for accommodations should be received by the

college six weeks prior to the beginning of the quarter for which the request is made, when possible. Lack of advance notice may delay the availability of an accommodation.

B. Provide such additional documentation on the nature and extent of their disability as the college may require to determine appropriate accommodations. Such documentation may include, but is not limited to, identification of tests administered, test results, description of the covered disability, and recommended accommodations.

C. Cooperate with the Student Disability Specialist to develop an appropriate curriculum plan and reasonable accommodations.

D. Promptly notify Disabled Student Services of any problems encountered in receiving the agreed-upon accommodations.

Disabled Student Services

A. Disabled Student Services is responsible for the coordination of services to qualified students with disabilities requiring reasonable accommodations.

B. Disabled Student Services is committed to a reasonable approach in the identification of students with disabilities, including contacting all students who voluntarily self-identify during the college admission or orientation process.

C. Information regarding a disability will be kept confidential unless the student signs a Release of Information form.

D. Disabled Student Services will assist and advise each qualified student with a disability who requests accommodations under this policy in developing an instructional plan, identifying those reasonable accommodations appropriate for the student, and ensuring that the agreed- upon accommodations are provided.

Procedure for Reasonable Accommodations – Examples by Categories:

The process of selecting reasonable accommodations for each qualified student with a disability shall be made on a case-by-case basis, appropriate to the nature and extent of the student's disability.

A. Academic modifications.

Academic modifications may include, but are not limited to:

  1. flexibility in timelines for completion of courses/modules, certificate, diploma and/or degree requirements;
  2. substitution of specific courses/modules required for the completion of certificate, diploma or degrees;
  3. adaptation of the manner in which specific course/module are conducted;
  4. flexibility in teaching methods and test-taking arrangements; and
  5. flexibility in credits required to satisfy institutional eligibility for financial aid.
B. Auxiliary Aids and Services
  1. advisor help in the admissions process,
  2. qualified sign language, oral and tactile interpreters, or other technological alternatives;
  3. access to adaptive equipment including, but not limited to, TDDs, FM communicators, closed caption devices, amplified telephone receivers, closed circuit televisions, low-vision reading aids, player/recorders for 2 track and 4-track tapes, photocopy machine able to use eleven-by-seventeen inch paper, Braille devices and computer enhancements;
  4. textbooks and other educational materials in alternative media, including, but not limited to large print, Braille, electronic format, and audio tape;
  5. provision of readers, note takers, and/or proofreaders; and
  6. release of syllabi, study guides, and other appropriate instructor-produced materials in advance of general distribution and access beyond the regular classroom session to slides, films, overheads, and other media, and taping of lectures.
C. Access.
  1. ongoing review and coordination of efforts to ensure campus accessibility, including barrier-free design, signage, identification of hazards of mobility barriers, maintenance of access during construction, snow and ice clearance, and adequate disability parking for all facilities;
  2. facilitating physical access to programs and services including relocating classes, activities, and services to accessible facilities;
  3. referral to appropriate on-campus and off-campus resources, services and agencies; and
  4. accessibility to tutoring, mentoring, peer counseling, and academic advising, if available on campus, for students with disabilities.

Reasonable Accommodation - Disputes

A. If a student believes that the Student Disability Specialist has not identified or provided reasonable academic adjustments or auxiliary aids, the student may seek review of the Specialist's actions by the Vice President for Student Services.

B. The student will submit the appeal to the Vice President for Student Services. The Vice

President will review the student's position, and respond within five (5) days.

C. If resolution is not reached by the student and Vice President, the appeal will be referred to the ADA Coordinator.

D. The ADA Coordinator will review the dispute and make recommendations in writing for appropriate resolution.

E. The decision of the ADA Coordinator is the final decision of the institution.

THIS POLICY DOES NOT PROVIDE RIGHTS OR OBLIGATIONS NOT PROVIDED BY APPLICABLE LAWS.

Policy

A complete copy of the Student Conduct Code is found in the Clover Park Technical College Catalog and in the Student Handbook, and in WAC 495C-120. These instructional and non- instructional regulations have been adopted to provide a pleasant, comfortable and rewarding educational environment for all CPTC students. Students receive a student catalog at the time of assessment.

Policy

The student is expected to attend all classes for which the student is registered in order to gain the maximum benefit. The instructor may establish an attendance policy for the program. It is the responsibility of the student to know and comply with the policy. Programs having established attendance policies will include relevant information in course syllabi.

A student who does not attend the first two class sessions and/or comply with the established attendance policy for the class or program may forfeit the right to continue and may be subject to administrative withdrawal.

Student attendance is gathered to demonstrate the same requirements that are necessary on the job and to satisfy reporting requirements for financial aid, funding agencies and state funding.

Procedure

Attendance – Preparatory Enrollment

Students are enrolled effective the “Planned First Day of Attendance” as indicated on the student’s Registration Form. If there has been a change in the date previously indicated, the instructor will:

Notify Student Records via the Student Records Adjustment Form or e-mail. If the student is high school, notify the Advising/Counseling Office.

Attendance Card – Preparatory

CPTC preparatory instructors will maintain an attendance card on each student enrolled in the program for each fiscal year, July 1 through June 30, (Note: Each fiscal year for attendance purposed begins with summer term or approximately June 15) from the date of entry to the date of exit. This is the documentation of a student attending class and the legal source document for audit purposes. The attendance hours on the card must balance with the monthly program attendance computer printout.

Attendance will be taken each day on the attendance card by indicating the number of hours of attendance for that day. There are also spaces to report daily make-up or coop hours if appropriate. Each instructor will report the attendance hours from the attendance card at scheduled intervals (approximately once each month) on the Attendance Collection Roster.

At the end of each fiscal year, the attendance cards for every student enrolled in the program from summer through spring of the prior year will be alphabetized and turned in to the Student Records Office. Students attending during two or more fiscal years must have an attendance card for each fiscal year. Accumulated hours of instruction must be transferred to each successive card. Card(s) must follow the student if there is more than one instructor in any fiscal year.

The Student Records Office will be responsible for insuring that the attendance cards for each program have been turned in. The cards will be bound by program and retired in the Student Records Office.

Attendance – Full-Time/Part-Time

Less than full-time attendance is possible only with the approval of the instructor. To change a student’s full-time/part-time status, the instructor must:

Complete the yellow Approval to Register Form

Direct student (with form) to Student Records

Attendance – Adult/Running Start/Elective High School Status

Running Start/Elective High School students are changed to adult status at the end of spring quarter if they have completed their high school requirements or they have reached age 21. There is no change in the attendance reporting,

Continuing Running Start/Elective High School students are reported as adult for the summer quarter due to state funding issues. This reporting is done seamlessly and does not affect their status as high school students.

Drop/Withdrawal/Transfer

All withdrawing, completing and transferring (to a new program) students must complete the Official Add/Withdrawal Form in Student Records on their last day of attendance. A copy of the form will be forwarded to the instructor within 24 hours of the notification. This is considered an official withdrawal.

Instructors will be responsible for submitting the completed Official Add/Withdrawal Form when students are no longer attending and a copy of the Official Add/Withdrawal Form has not been received from Student Records. This is considered an unofficial withdrawal.

Enrollment Beyond Program Length

Students occasionally complete the required number of program hours but are not yet at entry- level capabilities. If it is felt that these designated students could become employable with additional training, more training hours may be allowed.

To provide additional program hours for students:

Document a learning problem as soon as apparent, well in advance of program completion. Describe the current skills of the student. (A learning problem can be interpreted as a student slow in completing work or needing more practice/experience than other students.)

In cooperation with the Disabled Student Services Specialist, plan the instructional route for the student and estimate the number of additional training hours needed to meet the minimum employment goals.

Review plans with your Division Dean.

Document the agreed-upon plan in the student’s permanent attendance record. The instructor and division dean signatures are required.

Report the student’s extended attendance through the regular reporting procedure.

The student is required to pay the prorated student fees for the additional training hours. Students receiving financial aid, agency funding or VA benefits may not be eligible for funding for extended training and should consult with the Financial Aid Office, the Accounts Receivable Coordinator-Funded Students or the Veterans Administration.

Program Attendance Listing

Instructors will receive the Program Attendance Listing on or before the Friday following the day the Attendance Collection Roster is due to Student Records.

Upon receipt of the Program Attendance Listing, instructors will:

Verify the attendance hours reported on the printout are the same as the attendance hours on the CPTC Attendance Card for each student for the period being reported.

Report corrections/adjustments on the listing by indicating the hours to add (+) or subtract (-) in the columns provided. Corrections of more than 30 clock hours must be accompanied by a copy of the Student Attendance Card.

Forward the listing to Student Records. The listing will be returned when the adjustments are made.

Re-Entry

With the instructor’s approval, students may re-enter a program from which they have withdrawn prior to completion.

To be re-entered in a preparatory program, a student must:

Complete the Student Registration Information Form in Student Records (high school students must also obtain approval in the Advising/Counseling Office).

Pay fees due.

Attendance Forms Required Are Available in Student Records

Attendance Collection Roster – Will be distributed monthly to collect attendance information for a designated period. Retention = 2 years-Student Records.

CPTC Attendance Card – Will be distributed prior to the start of the summer quarter. They are used to record daily attendance of students. Retention = 7 years-Student Records.

Official Add/Withdrawal Forms are available in Student Records. These forms are used to report exit status of students leaving a program or the College. Retention = 7 years-Student Records.

Policy

The quality of a student’s performance is measured by a grading system using grades “A” through “F”. The grade for a course is calculated into a student’s GPA as “4” to “0” grade points. Faculty may choose to utilize or not utilize the “+” or “-“ designations with grades.

Each individual program establishes criteria for achieving each grade based on percentage scores and specific assessment criteria as listed in the course syllabi.

The grade points allotted to each grade are as follows:

A: 4.0 Excellent, outstanding performance

A-: 3.7

B+: 3.3

B: 3.0 Above average, exceeds performance standards

B-: 2.7

C+: 2.3

C: 2.0 Average, meets performance standards

C-: 1.7 Not considered passing for some programs

D+: 1.3

D: 1.0

D-: 0.7

F: 0.0 Failing, does not meet performance standards

Some programs require that the student complete each individual course with a “C”(2.0) grade or better in order to progress in the program. Faculty of such a program may omit the use of “D” grades.

Other Grades:

*Course not graded. No grade point assigned.

I Incomplete. An incomplete grade indicates that the student completed most of the course requirements at a passing level and intends to complete missing course work.

Prior to the last day of the quarter, the instructor must complete a Clover Park Technical College Agreement for Incomplete Grades form indicating the work to be completed and the expected completion date not to exceed one academic quarter from the date of issue. The form must be signed by both the instructor and the student. A grade of “I” reverts to the grade of “F” if work has not been satisfactorily completed by the end of the following quarter.

Prior to Fall quarter 2000, an In Progress indicator of “I” was used with a letter grade to provide progress status to students who were working on courses that were larger than one quarter in length. Over time, program curriculum has been revised to make it possible for students to complete a course and receive credit within one quarter. Therefore, the In Progress indicator was phased out over the course of the 2000-2001 academic year and is no longer available for use.

N Audit Course. No grade point assigned.

A student may enroll to audit a course with the permission of the program faculty. The auditing student is expected to pay tuition and fees but is not required to take examinations and will not receive credit for the course. Registration status changes from audit to credit or from credit to audit are not allowed after the start of the course.

P Pass. No grade point is assigned

A "P' grade indicates passing with a “C” (2.0) in courses designated as pass/fail. Courses graded with “P” may not meet program requirements for graduation.

R Repeated Courses. The 'R" will be placed next to the lowest grade and only the highest grade received for the course will be used in the calculation for the GPA. Students may repeat a course in which they have received a grade of “D” or “F”. To repeat a course, a student must register for the course, complete a Course Repeat form at the time of registration, and pay all necessary fees.

A course may be repeated no more than twice (this is defined as two repeats in addition to the original enrollment). All courses and earned grades will remain on the student’s transcript.

Financial aid recipients and veterans should check with the Financial Aid and Student Records (veteran’s) offices regarding funding for repeated courses. Other colleges may not accept a grade earned in a repeated course.

V Unofficial Withdrawal. No grade point assigned

Instructor Initiated. A "V" appears on the transcript when an instructor withdraws a student who has never attended (No Show) or has discontinued participation without initiating official withdrawal.

W Official Withdrawal. No grade point assigned

Student Initiated. A 'W' appears on the transcript when a student officially withdraws from a course in accordance with the college Drop/Withdrawal procedure.

Withdrawing from a Course

Students dropping or withdrawing from any course or program must complete an official Add/Withdrawal Form in Student Records on their last day in class. If an emergency occurs preventing the student from coming to the college, withdrawals may be made by telephone at (253) 589-5666 or fax to (253) 589-5852. Failure by the student to officially withdraw will affect grades and possible refunds.

Withdrawals through the 5th class day after the start of a course or program will be considered a drop and will not appear on the student transcript.

Withdrawals after the 5th class day, and through the 35th class day of a quarter may receive a “W” grade. Students withdrawing after the end of the 35th class day of a quarter will receive the grade earned for the quarter at the time of withdrawal.

Students re-enrolling in a course or program for which a “W”, “F”, or “V” was assigned must begin the course or program in the first week of the quarter and in accordance with established Prerequisites.

Administrative Withdrawal

Clover Park Technical College reserves the right to administratively withdraw students under the following conditions:

  1. Student has not attended the first two class sessions and/or complied with the established attendance policy for the class or program.
  2. Student has not successfully fulfilled the Prerequisites for an English, math and/or quantitative skills course. Student will be notified of the withdrawal and provided registration options.

X Prior Experiential Learning. No grade point assigned

  • Instructor Initiated. An “X” appears on the transcript after the student successfully demonstrates mastery of program competencies.

Prior Experiential Learning Credit

Students who wish receive credit for prior learning will complete the Prior Learning Assessment Request Form available from the Student Records Office and pay the following fees for assessment services: $25.00 evaluation fee and $10.00 for each course for which prior learning credit is requested.

Instructors will evaluate the prior experiential learning of a student in relation to the competencies of the program and will award credit for demonstrated learning outcomes that are appropriate to the subject, course or program offered.

All credits awarded for this type of experience will be noted as such on the student’s transcript with a grade of “X”. Credit for prior experiential learning may constitute no more than 25% of the credits needed for program completion.

Quarterly Grade Reports for Students

Quarterly student grades will be posted to student transcripts on the 4th day following the end of the quarter. Students may access their grades via the College website at www.cptc.edu by selecting Registration/Records and choosing View Grades. A direct link to View Grades is posted on the web site at the end of each quarter. Directions to web access are included in the College’s Weekly Newsletter, MEMO’S ETC., at the beginning and end of each quarter.

Grade Corrections

Students who believe that an error has been made in the grade received for a course should contact the instructor as soon as possible to discuss the issue. Grade changes will only be accepted within one quarter from the date of issue of the grade.

Instructors may request grade corrections by indicating the correct grade on the student transcript and signing and date the correction or via e-mail. The correction request should then be forwarded to Student Records.

Posting of Grades in Classroom

DO NOT POST GRADES. Posting of grades is in violation of the Family Educational Rights and Privacy Act of 1974, as amended.

Transcripts

A transcript is a copy of a student’s academic record and is released only with written permission of the student. All students are eligible to receive a transcript if they have met their financial obligations with the College.

A $5 processing fees is charged for each transcript. Transcript request forms are available in the Student Records Office.

Students may obtain a free, unofficial transcript by accessing their records through

Registration/Records on the College web site.

Web Grading

All course and program grading is done using a tool called the Instructor Briefcase on the CPTC Intranet site.

Instructors will receive a memo approximately three weeks before the end of each quarter that will provide the submission deadline along with detailed instructions for access. Those instructions are included on the following pages.

Grades rosters will be either:

Class Grade Rosters are currently used for Continuing Education, Core Academic and Developmental classes. The class grade roster is a listing of students by class with an area to grade each student.

Student Grade Rosters are currently used for preparatory programs, Adult High School Completion and Day Care Coordinator classes. The student grade roster is a listing of courses by student with each course available for grading.

Policy

Clover Park Technical College awards two types of degrees.

  • The Associate of Applied Technology (AAT) degree is awarded to students who satisfactorily complete the competencies and requirements in programs approved by the college’s Curriculum Committee and by the State Board for Community and Technical Colleges. AAT degree options are available in programs 90 credits or more in length containing a core of fifteen (15) college-level academic credits. College- level academic courses in communication, computation, and human relations required for AAT degrees are designed to prepare students for work. While they meet program graduation requirements, they are not likely to transfer to other colleges or universities.
  • The Associate in Applied Science—Transfer (AAS-T) degree is awarded to students who satisfactorily complete the competencies and requirements in programs approved by the college’s Curriculum Committee and by the State Board for Community and Technical Colleges. AAS-T degrees are workforce degrees with a core of general education courses commonly accepted in transfer. The general education component of the AAS-T degree is comprised of not less than twenty (20) credits of courses including a minimum of 5 credits in English Composition; 5 credits in quantitative reasoning; and 10 credits in social science, humanities or science. It is assumed that many AAS-T degrees will have significantly more than the minimum 20 credits of general education courses.

Degree options are indicated on individual program descriptions in the college catalog.

A Certificate is awarded to students who satisfactorily complete the competencies and requirements for programs that are not defined as degree programs. Core academic courses are required in certificate programs of one academic year or more (900 clock hours or 45 credits).

To graduate from CPTC, a student must take 50 percent of the required coursework at the College. At least 15 percent of the coursework must be the final clock hours taken before graduation.

To be eligible for graduation, a student must have a cumulative grade point average of no less than 2.0.

Procedures

Application for Graduation Award

To receive an Associate of Applied Technology, an Associate in Applied Science-Transfer or Certificate from CPTC, a student must complete an Application for Graduation Award form in the Student Records Office and pay the non-refundable $11.68 fee. The application must be filed by the fourth week of the quarter in which the student expects to graduate.

Award Processing-Preparatory Programs

Student Records will:

  • Complete Step 2 of the Application for Graduation Award
  • Perform transcript maintenance
  • Evaluate courses graded against required courses in the College catalog. Faculty may assist in the evaluation in the event of program changes.
  • Prepare and mail the award to the student.

Award Processing – Supplemental Classes

Certificates are not normally provided at the end of a course, however, certificates are provided for certain series courses and for trade apprenticeship completers (Electronic Technician, Dietary Manager, Automotive Apprenticeship, etc).

  • The instructor will send a list of names requesting the award to Student Records.
  • Student Records will complete the awards and forward them to the instructor.

Completion Awards will be provided for completion of supplemental classes upon written request by the instructor/student.

Procedures

Our goal as administrators and instructors is to assist students in every way possible toward the successful completion of their technical training. Suggestions for instructors that may assist in preventing problems or following the discipline process are:

  • Have clearly written, up-to-date classroom policies and procedures. All new students should receive a copy and a copy should be kept posted in the classroom. Have the new student sign a copy of the policies and procedures, acknowledging that he/she has read and understands them.
  • Act on problems when they first appear. Make the student aware that a problem exists, in behavior. Recommend a plan for improvement and document your conversations or actions. Allow a reasonable time for improvement.
  • Be fair, consistent and objective. Apply the standards consistently and equitably.
  • Follow up to ensure the student is making progress toward successful resolution of the problem. Provide encouragement and support. Let that student know his/her success is your goal.

Sometimes situations do arise when it becomes necessary to withdraw a student from his or her program. In some cases this may be disciplinary in nature, as when the student is insubordinate or willfully violates college/program policy. In most cases the student is provided an opportunity to improve through a process which is progressive in nature.

Through this process the instructors must first identify the problem, clearly communicate to the student what the problem is, make recommendations for corrective actions, and explain the consequences should the student fail to improve. The instructor has the responsibility to make the student aware of resources that may be available that may aid the student in corrective action. The intent is to provide the student with every means to succeed.

Student Discipline

Discipline is a process by which a student is notified that his/her behavior violates program/college rules of conduct. In less serious situations the student is provided an opportunity to correct the behavior. More serious or repeated misconduct may lead to withdrawal from the program. The instructor has the responsibility to make students aware of program/college rules of conduct. The intent is to assist the student in conducting him/herself in a manner appropriate to both the learning and the work environment.

  • A verbal warning (documented with Memorandum for Record) is appropriate for minor violations or infractions. A simple comment or warning from the instructor that conduct is inappropriate or not in line with the program/college expectations will usually result in the desired change in behavior with no further action necessary.

To initiate further disciplinary proceedings:

  • Infractions of college rules may be referred by any college staff member to the appropriate dean or designee.
  • A student alleged to have violated a provision of this chapter shall be notified to meet with the dean or designee for possible disciplinary action.
  • After a careful review of the circumstances surrounding the alleged misconduct, the dean or designee may take any of the following actions:
    • Terminate the proceeding;
    • Dismiss the case after whatever counseling and advice the dean or designee deems appropriate;
    • Impose appropriate disciplinary action (reprimand, probation, suspension, expulsion), subject to student’s right of appeal.

Possible disciplinary sanctions are:

Disciplinary Warning means oral notice of violation of college rules.

  • Reprimand means formal action after censuring a student for violation of college rules or failure to satisfy the college's expectations regarding conduct. Reprimands are made in writing to the student by the disciplinary official. A reprimand indicates to the student that continuation or repetition of the specific conduct involved or other misconduct will result in one or more serious disciplinary actions described below.
  • Disciplinary Probation means formal action placing conditions upon the student's continued attendance because of his or her violation of college rules or failure to satisfy the college's expectations regarding conduct. The disciplinary official placing the student on probation will specify, in writing, the period of probation and the conditions, such as limiting the student's participation in extra-curricular activities. Disciplinary probation warns the student that any further misconduct will automatically raise the question of dismissal from the college. Disciplinary probation may be for a specific term or for an indefinite period which may extend to graduation or other termination of the student's enrollment in the college.
  • Suspension means temporary dismissal from the college and temporary termination of student status for violation of college rules or for failure to meet college standards of conduct.
  • Expulsion means dismissal from the college and termination of student status for violation of college rules or for failure to meet the college standards of conduct for an indefinite period of time or permanently.
  • The student will be notified in writing of the determination made by the dean or designee.
  • If after consideration of the alleged misconduct, the recommendation of the dean or designee is for disciplinary action, the student may:
    • Accept the disciplinary action, or
    • File, within fifteen (15) calendar days following receipt of the notification of disciplinary action, a written request for a formal hearing pursuant to the provisions of WAC 495C-120-160. If the request is not filed within the prescribed time, the right to do so is waived and the disciplinary action becomes final.

(Please note that with the exception of summary suspension, the student may have the right to remain in class pending the outcome of a formal hearing.)

Summary Suspension

Summary suspension means temporary dismissal from the college and temporary termination of a student’s status for a period of time not to exceed ten (10) instructional days unless extended as provided in WAC 495C-120 which occurs prior to invocation of the formal hearing procedures specified in these rules due to a necessity to take immediate disciplinary action, where a student presents an imminent danger to the college property, or to himself or herself, or other students or persons in college facilities on or off campus, or to the educational process of the college.

If any college staff member has cause to believe that a student presents an imminent danger to him/herself or other persons on college facilities or to the educational process of the college, then the staff member shall have authority to immediately remove the student from the college premises. The college staff member shall notify, as soon as possible, the Vice President for Student Services or designee, who may initiate summary suspension until such time as the college staff is satisfied the student's dangerous nature has ceased. The duration of summary suspension shall not exceed ten (10) instructional days except that the Vice President for Student Services or designee may continue summary suspension beyond ten (10) instructional days in circumstances where the student continues to present an imminent danger to people, facilities, or the educational process pending the disciplinary proceedings provided for in this code.

  • If the Vice President for Student Services or designee desires to exercise the authority to summarily suspend a student, the Vice President or designee will cause the student to be notified of the summary suspension.
  • A formal hearing, pursuant to the provisions of WAC 495C-120-160 will be scheduled and held as quickly as feasible provided the hearing shall be conducted by a designee who has not participated in making the decision to impose the summary suspension.

Hearings

A student has the right to notice and hearing prior to the suspension or expulsion (withdrawal) from a program for unsatisfactory progress or discipline. A student may remain in school pending decision of the hearing officer (unless the student is placed on summary suspension). A student should request a hearing if they believe:

  • the charges are not true; or
  • the staff did not follow college rules and regulations; or
  • the due process or rights of the student have been deprived; or
  • the disciplinary action is unreasonable.

A student should make a written request for a hearing to the Vice President for Student Services.

Appeals

The outcome of any disciplinary hearing may be appealed. Notice of an appeal should be made in writing and addressed to the president of the college within fifteen (15) calendar days of receiving the formal notification of the hearing outcome.

Sample Hearing Agenda

Hearing Agenda

(Date)

Re: Name

Program

Time and location of hearing

Clover Park Technical College, 4500 Steilacoom Blvd. SW, Lakewood, WA 98499, Graphics

Conference Room, Building 19. Date, Time

HEARING OFFICER: Name

AGENDA

  • The hearing officer opens the hearing by explaining the hearing process and ground rules and by answering any procedural questions. The hearing officer is in charge at the hearing and controls the proceedings.
  • The college representative will present an opening statement. The charges will be defined and a statement as to what he/she intends to prove will be given.
  • The student will present an opening statement. A brief statement will be given to explain grounds for what is being contested. The student is granted the privilege of reserving until later the presentation of an opening statement.
  • The college representative presents evidence in the form of exhibits, statements or testimony that substantiates the charges. The student has the privilege to cross-examine witnesses and evidence presented.
  • The college rests its case.
  • The student presents his/her case. The college representative has the privilege to cross- examine witnesses and evidence presented.
  • The student rests his/her case.
  • Summations are made:
    • by the college representative
    • by the student
  • The Hearing Officer will review evidence and arguments. The Hearing Officer will present a written finding as to the facts, his/her conclusion and the disposition to be made. The Hearing Officer reserves the right to render an oral decision at the conclusion of the hearing.
  • The student shall have the right to appeal that decision to the President of Clover Park Technical College.

Contact instructional program assistants or the Student Services Office x5582 for Unsatisfactory Progress Forms, Progressive Discipline Forms, Student Hearing Brochures, and Preparing Staff For Student Discipline and Hearing Brochures.

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student’s education records within 45 days of the day CPTC receives a request for access.

Students should submit to the registrar a written request that identifies the record(s) they wish to inspect. The registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the registrar, the student will be advised of the correct official to whom the request should be addressed.

2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading.

Students may ask CPTC to amend a record that they believe is inaccurate or misleading. They should write to the CPTC official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

If CPTC decides not to amend the record as requested by the student, CPTC will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

One exception which permits disclosure without consent is disclosure to school officials with legitimated educational interests. A school official is a person employed by CPTC in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom CPTC has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

CPTC designates the following information as Directory Information: Student name, address, telephone number, date and place of birth, major field of study, eligibility for and participation in officially recognized activities, organizations, dates of attendance, honor roll, enrollment status, degrees and awards received, student photo, student e- mail address, and the most recent previous educational agency or institution attended by the student.

Directory Information may be released by CPTC without student consent unless the student specifically requests that such information, or portions thereof, not be released. CPTC will not release Directory Information for commercial purposes or other purposes not related to the school program or the conduct of official government business. Students currently attending CPTC should complete a “Request to Prevent Disclosure of Directory Information” form in the Student Records Office if they do not wish Director Information released.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by CPTC to comply with the requirements of FERPA. The name and address of the office that administers FERPA are:

Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue SW Washington, DC 20202-4605

Social Security Numbers

The student social security number is used as the student identification number at CPTC; however, it is required for a number of reporting requirements. Any form requesting a social security number must carry the following disclosure statement:

“Your social security number is confidential and under a federal law called the Family Educational Rights & Privacy Act, the college will protect it from unauthorized use and/or disclosure. In compliance with state/federal requirements, disclosure may be authorized for the purposes of state and federal financial aid, Hope/Lifetime Learning tax credits, academic transcripts, assessment or accountability research.”

Posting of grades by social security numbers is in violation of the Family Educational Rights and Privacy Act of 1974, as amended.

See pages 236-237 of the Policies & Procedures PDF for disclosure guidelines.

Procedure

Financial aid is available to assist eligible students with the costs of their training. All offers of financial assistance are based on the premise that the primary responsibility for meeting the costs of attendance rests with the student and his/her family. Financial aid is available only to fill the gap between the student/family resources and the costs of attendance.

How and When to Apply

Students who are interested in obtaining financial aid can pick up an application in the Financial Aid Office. Students should plan ahead, since arranging for financial aid takes six to ten weeks. The College attempts to package the funds for students to give them a balance between grants (which do not have to be repaid) and self-help (such as work-study and student loans) to make available funds go as far as possible with each student. Detailed information regarding the financial aid application process is presented by the Financial Aid Office staff at 3:45 p.m. on the second and fourth Wednesday of every month following the program orientations. Location of Financial Aid orientation sessions is available from the Admissions Office or Financial Aid Office in Building 17. Encourage all students and prospective students to attend Financial Aid orientation or contact the Financial Aid Office for information and applications.

Types of Aid

GrantsClover Park Technical College participates in the Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (FSEOG) and the Washington State Need Grant programs. Grants are federal and state supported awards based on need. No repayment is required unless the student fails to maintain satisfactory progress and class attendance.

Work StudyWork study programs provide eligible students the opportunity to work part-time in approved jobs, both on and off campus, to earn money to assist in meeting educational costs. Work study positions are related to a student’s career training. The maximum a recipient can earn is determined by financial need; however, students may work no more than 19 hours per week while school is in session. Clover Park Technical College participates in both state and federally sponsored work study programs.

LoansFederal Stafford Loan Program - Long term loans allow students to postpone paying for a portion of their school expenses until after they graduate or leave an institution. Students are required to attend entrance loan counseling before a loan can be certified, and exit loan counseling upon completion. If a student withdraws, changes programs or drops to less than half time, the remainder of the loan is cancelled.

ScholarshipsMany business, service, and professional organizations as well as individuals in the community contribute funds to be used as grants (awards based on need) or as scholarships (awards based on merit). Application opportunities arise at various times throughout the year. Eligibility criteria and application procedures are published in the school's weekly bulletin.

Return of Title IV Aid / Refunds

Return of Title IV Aid 

1. Return of Title IV Aid

Students who receive Title IV aid (Federal Pell, Federal SEOG, Federal Subsidized and/or Federal Unsubsidized Stafford loans and PLUS,) and withdraw from school are subject to the Return of Title IV aid regulations. (Federal law now requires that a student must “earn” the aid that they receive.) When a student withdraws from school, the college is required to determine the amount “earned” using the Return of Title IV regulations. This calculation is based on the number of hours the student attended divided by the number of hours for which the aid was disbursed.

If the student completes more than 60% of the hours, it is determined that all the aid has been earned. If a student completes 60% or less of the hours in a given payment period, the earned and unearned portion will be calculated.

  • The “unearned” portion of the tuition will be returned to the appropriate Title IV program. The college will then bill the student for the amount of tuition that was returned in excess of the college’s refund policy.
  • The “unearned” portion of the aid that was disbursed directly to the student will also be calculated. If applicable, the student will owe repayment to the Title IV programs. The student will receive an overpayment letter and will be given 45 days to make the repayment. The student will be ineligible for further Title IV aid until the funds are repaid or satisfactory payment arrangements have been made with the Department of Education.

Repayment of State Need Grant is also calculated for any student completing 60% or less of the hours in a given payment period.

It is extremely important to work with the financial aid office if a student must withdraw from school. Withdrawing before completing 60% of the hours in the payment period can have a significant financial impact on the student.

2. Refunds

Refunds for financial aid recipients who do not receive Title IV aid, will be issued in accordance with the College’s refund policy as stated on the college registration form and in the college catalog.

3. Distribution of Refunds, Repayments, and Return of Title IV Funds

Funds will be returned/refunded in the following order:

  • Federal Family Education Loan Programs
  • Federal Pell Grant
  • Federal Supplemental Education Opportunity Grant
  • State Need Grant
  • Other programs providing aid
  • The student

Satisfactory Progress Policy

Students who receive financial aid at Clover Park Technical College must maintain satisfactory progress in an eligible degree or certificate program. Federal regulations require that a student’s entire Clover Park Technical College record be reviewed for satisfactory progress, including terms in which financial aid was not received. We will apply the same satisfactory progress standards for terms when you are receiving financial aid. The following requirements define what satisfactory academic progress is for financial aid recipients at CPTC.

Requirements

To be eligible for financial aid at Clover Park Technical College, students must maintain a cumulative grade point average (GPA) of 2.0 or “C” on each quarterly progress report and must complete 90% of the available clock hours in the training program, which includes both technical training and core academics. The maximum time frame students are eligible for financial aid is the scheduled number of program hours plus 15%. Exceptions must be documented and approved by the instructor. Mitigating circumstances could include a change in curriculum, unavoidable absenteeism, or an extended time frame needed due to a disability.

Probation

A student is eligible to receive financial aid while on probation status.

A student who fails to maintain the academic and/or attendance requirements listed above will be placed on financial aid probation at CPTC. The student will remain on probation until the next term (not to exceed 90 days.) At the end of the term, the student’s progress will be reviewed.

Temporary Suspension

A student will not be eligible to receive financial aid while on temporary suspension.

A student who completes less than 85% of the available clock hours will be placed on temporary suspension for a period not to exceed 90 days or one term. No aid will be disbursed while on suspension. If the student’s attendance improves to greater than 85%, the suspension will be lifted and the student will remain on probation for the remainder of the term. Reinstatement after Suspension: A student who demonstrates satisfactory progress following a temporary suspension will be reinstated retroactive to the beginning of the period of suspension.

Denial

A student who fails to complete at least 60% of the clock hours required for a payment period will be terminated from further financial aid.

Termination

A student who is terminated WILL NOT be eligible to receive aid and MUST PAY tuition and fees in future terms.

A student will be terminated from aid at Clover Park Technical College if:

  1. At the end of a period of probation, the student has not met the satisfactory progress requirements
  2. At the end of a period of suspension, the student has not met the satisfactory progress requirements
  3. The student withdraws before completing greater than 60% of the hours for which they were paid

Reinstatement after Termination: A student who has been terminated may request reinstatement of eligibility after completing one term at his or her own expense, meeting the satisfactory progress requirements, and repaying any overpayment that the student may have received.

Appeals

A student at Clover Park Technical College has the right to appeal a suspension or termination status. Appeal forms are available in the financial aid office.

Additional Information About Satisfactory Progress Requirements

Grants are disbursed at the beginning of each quarter for all students who have completed the minimum requirement as defined on the award letter. A student must complete all the hours in each payment period to be eligible for the next term’s disbursement. A student who withdraws and subsequently reenters or transfers programs must complete all the hours for which he/she has been paid during the previous enrollment to be eligible to receive another grant disbursement.

If a student’s attendance hours are low, but he or she has an appeal approved, it DOES NOT

change the requirement that the hours must be completed before aid can be disbursed.

Full-time enrollment requires a minimum of 30 hours per week or 300 clock hours per block. (Three-quarter or half-time enrollment is relative to the full-time requirement defined for the program.)

A student must be working toward an eligible degree or certificate program offered by Clover Park Technical College to receive financial aid. Academic classes that do not count toward a degree or certificate do not count toward financial aid.

Financial aid is limited to one technical degree or two certificates or two program changes, no combination to exceed twelve quarters of full time aid. Exceptions to this limitation are considered on an individual basis. A written letter requesting an exception should be written to the Director of Financial Aid.

A student applying for financial aid late in the academic year may receive aid for the quarters already completed, however, he or she must be in good academic standing at the time aid is processed.

If a probation or termination status was due to an “I” grade(s), the status is reviewed when documentation of the grade change is provided to the financial aid office.

Agency Funded Assistance

Persons who qualify for assistance from the Division of Vocational Rehabilitation of the State of Washington or neighboring states, the Department of Labor and Industries, the Bureau of Indian Affairs, the Washington State Department of Social and Health Services, or the Employment Security Department, may attend classes at Clover Park Technical College. Enrollment qualifications for training will be determined by the school.

Agency Funded Students’ Purchases (i.e., PIC. DVR, L&I, VA Rehab, JOBS, etc.)

The student accounts representatives in the cashier’s office in Building 17 are available to assist agency funded students from 8:00 a.m. to 5:00 p.m. Monday through Thursday and from 7:30 a.m. to 4:30 p.m. on Friday. Call 589-5663 or 589-5620.

Agency funded students may purchase books, tools, supplies etc. on the first day of class.

The student should contact the funding agency before withdrawing from school or returning to school to find out what will happen to their funds.

If a student needs more money than was approved in the contract for books, supplies, or tuition, the student should contact the funding agency. If the agency approves more money, a revised contract must be sent to the Accounts Representative located in the Cashier’s Office.

Book Store Purchases

A voucher in the student’s name is sent to the Book Store when the approved contract is received. A blue notice is sent to the instructor to let the student know the voucher is ready in the Book Store. This can take one to two working days from receiving the approved contract.

Only CPTC fee list items approved for purchase by the agency may be purchased with a voucher. If a student does not use all of a voucher, a new voucher for the balance will be printed within two working days.

Expressions - Uniforms, Rainwear, Etc.

The student may get a separate voucher from cashiering for use at Expressions. This voucher can only be used for fee list items on the contract.

  • Items on the fee list not sold at the Book Store or Expressions

Except for a few items (such as boots), all books, supplies and tools are sold at the Bookstore or Expressions. Instructors work with the Book Store manager and the Expressions manager to make sure that the items on the fee list are sold on campus.

Funding agencies should contact directly with providers for items that cannot be purchased on campus.

Students who pay for registration, tuition, books, etc. should ask their funding agency for reimbursement.

Instructor Responsibility for equipment and Tools Valued Over $100

All program funded students who are authorized to purchase equipment and/or tools valued over $100 must be advised by the instructor that the materials are the property of the funding agency. The instructor is responsible for the return of the items if the student withdraws prior to completion of the training program. In the event students obtain training related to employment, the agency allows them to keep the tools and/or equipment. In the event a student withdraws, the instructor must, within three days of the withdrawal, attempt to contact the student and document same in the student's file. At that time a report will be made to the funding agency for follow-up.

Forms Required

Authorization to Purchase

Notice of Fund Availability

Purchase Requisition

Veterans Services

Most programs offered by Clover Park Technical College are fully approved for benefits under the following Veterans Administration regulations: Chapter 31 (Vocational Rehabilitation), 30

Montgomery Bill), 32 (VEAP), 35 (Survivors and Dependents Educational Assistance), and 106 (Reserves) of Title 38, U.S. Code.

  • How to Begin ProcessProspective students who believe they are eligible to receive VA benefits, may begin the paperwork to determine their eligibility at any time. Once all forms are completed, documents gathered and the student is registered with an assigned start date, the college can certify the student's enrollment to the Veteran's Administration. Forms are available in the Student Records Office.
  • When Do Checks Start ArrivingIf a student is able to submit his/her paperwork at least 30 days prior to start date, he/she is eligible to sign for advance pay. An advance payment covers the first two calendar months of school attendance and generally arrives at the college on or about the student's first day of school. If a student does not sign for the advance pay, his/her first check is sent home and usually arrives 12 to 15 weeks after he/she starts school.
  • How a Student Verifies Attendance to the VAStudents submit their monthly verification form to the VA. Every month the student will receive a verification form from the Veteran's Administration. It will be sent to their home address. The student should sign the form and return it to the Veteran's Administration. When the VA has received and processed this form, the next check will be released and sent to the student's home (usually 15 days).
  • What to do if a Check is LateIf a student does not receive a check within 15 days after submitting the certification of attendance form, the student may begin the inquiry process by calling the VA Regional Office. The toll-free number is1-888-442-4551.

Procedure

Clover Park Technical College has an excellent accident prevention record and has incurred relatively few student injuries. However, the possibility of accident injury does exist.

INSTRUCTORS ARE RESPONSIBLE for informing each student as they enroll that ACCIDENT insurance is available on a personal basis, AND THE COLLEGE IS NOT RESPONSIBLE for medical expenses incurred from accidents. As a result, we encourage all students to have an accident insurance policy in force. Information on several different plans is available in the Student Services Office. If students are in question as to what policy to utilize, we would strongly encourage the student have at least school time coverage. Staff are encouraged to refer to accident insurance coverage when orienting new students and to have application forms available. Application forms and information can be obtained from the Student Services Office in Building 17.

Policy

Any college personnel or other authorized personnel may demand that any person on college facilities produce identification.

Policy

Clover Park Technical College aims for a Drug-Free environment. A program has been developed to promote wellness issues, as well as prevent the illicit use of drugs and the abuse of alcohol by students and employees on college property, or as any part of the college’s activities. Possession and/or use of illicit drugs and alcohol is a violation of the Student Code of Conduct and subject to disciplinary action.

Procedure

Chemical dependency is a treatable condition; early identification and intervention are important to successful treatment. Clover Park Technical College is committed to a philosophy that both discourages use of illegal drugs and alcohol and encourages students and staff identified as abusing drugs/alcohol to seek appropriate treatment and help. Information about community resources and services is available through the counseling or human resource offices and shall be provided to staff and students to guide them in obtaining appropriate assistance. However, primary responsibility for seeking assistance in resolving substance abuse and attendance problems rests with the individual.

Active Drug and Alcohol Prevention Team (ADAPT)/Wellness

ADAPT is a support team composed of both certificated and classified personnel and students who have volunteered to assist other instructors, staff, and students with educational materials related to wellness issues and drug and/or alcohol concerns. Contact the Counseling Center, ext. 5526, for more information.

Instructional Contact with Students

If you have suspicions of alcohol or substance abuse in your instructional area, you may wish to do any or all of the following:

  • Document student behaviors;
  • Discuss courses of action with college crisis counselor;
  • Contact ADAPT members for educational resources;
  • Meet with the student which may result in a referral to a list of community treatment programs;
  • Serious offenses may require disciplinary action.

Non-Instructional Contact with Students

If staff members suspect a potential abuse problem either through a brief interaction with a student or by witnessing certain activities, they will need to use their professional judgment in deciding on an appropriate course of action. Depending on the situation, staff members may want to:

  • Confront the student(s) and confiscate the substances. Contact Campus Security immediately to file a report, ext. 5682.
  • Contact Security and the Risk Manager at ext. 5537 if you wish to report what you have seen but do not want to confront the student(s).

Policy

Title VI of the Civil Rights Act of 1964

No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.

Title VII of the Civil Rights Act of 1964

Title VII of the Civil Rights Act of 1964 prohibits discrimination in employment based on sex as well as on race, color, religion or national origin. The act makes it unlawful to discriminate in hiring or firing; wages; fringe benefits; classifying, referring, assigning, or promoting employees; extending or assigning facilities; training, retraining, or apprenticeships; or any other terms, conditions, or privileges of employment.. As amended in 1972 it covers most employers of 15 or more employees, public and private employment agencies, labor unions with 15 or more employees, and joint labor-management committees for apprenticeship and training. Indian tribes are exempt as employers.

Title II of the Education Amendments of 1976

Title II of the Education Amendments of 1976 addresses sex discrimination, sex bias and sex stereotyping as it applies to state and federal vocational education programs. It specifies action that institutions should consider to overcome sex bias and stereotyping.

Title IX of the 1972 Education Amendments

The opening statement reads: "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance..." Title IX affects virtually all public school systems and post-secondary education institutions.

Age Discrimination in Employment Act

This act prohibits discrimination on the basis of age against any person between the ages of 40 and 70 in hiring, firing, compensation, or other conditions of employment. The law applies to all public employers, private employers of 20 or more employees, employment agencies serving covered employers, and labor unions of more than 25 members. It does not cover situations in which age is a bona fide occupational qualification (such as modeling "junior miss" fashions), nor does it affect bona fide seniority systems.

Section 503 of the Rehabilitation Act of 1973

Employers covered by this section, as amended, must take affirmative action to employ and advance in employment qualified handicapped individuals without discrimination based on their physical or mental handicap. The title covers Federal contractors and subcontractors whose contracts are in excess of $2,500.

Section 504 of the Rehabilitation Act of 1973

Section 504 provides that "no otherwise qualified handicapped individual shall, solely by reason of handicap, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance."

Executive Order 11246

This order prohibits employment discrimination based on sex as well as on race, color, religion, or national origin by Federal contractors or subcontractors and on Federally assisted construction contracts. Coverage includes all facilities of the contractor, regardless of whether they are being used in the performance of the Federal contract. In the case of State or local governments holding contracts, coverage is limited to the agency participating in the contract.

Fair Labor Standards Act

The Fair Labor Standards Act, which is known as the Federal minimum wage and hour law, now covers the great majority of workers. However, casual baby-sitters and companions for the aged and infirm; executive, administrative, and professional employees; outside salespeople; employees of certain small, local retail or service establishments; and some agricultural workers are still exempted by the law from both minimum wage and premium pay for overtime provisions.

Equal Pay Act of 1963

This act amended the Fair Labor Standards Act to prohibit unequal pay for men and women who work in the same establishment and whose jobs require equal skill, effort, and responsibility. Differentials based on a seniority or merit system or on a system that measures earnings by quantity or quality of production are permitted. Employers may not reduce the wage rate of any employee in order to eliminate illegal wage differentials.

Tax Reform Act of 1976

Since 1976 a deduction (subtracted from gross income before computation of the income tax) has been authorized for child and dependent care. The Tax Reform Act of 1976 replaced the deduction with a tax credit (subtracted directly from taxes owed), effective with the 1976 taxable year.

National Apprenticeship Act

Under this Act the Federal Bureau of Apprenticeship works closely with employers and unions to encourage apprenticeship programs and maintain high standards. Regulations published in May 1978 require sponsors of programs with more than five apprentices to take affirmative action to recruit women, as well as minorities, when those groups do not have a reasonable share of the training opportunities.

National Labor Relations Act

This act, as amended by the Labor-Management Relations Act provides employees the right to form, join, or assist labor unions; to bargain collectively, through representatives of their own choosing, on wages, hours, and other terms of employment; or to strike to secure better working conditions. Employees are also guaranteed the right to refrain from membership or participation in a union except where such membership is a requirement of employment.

Occupational Safety and Health Act of 1970

The Occupational Safety and Health Act of 1970 is designated to ensure safe and healthful working conditions throughout the nation. It covers every employer in a business affecting commerce, except where the workplace is covered under a special Federal law such as those for the mining and atomic energy industries. Federal employees are covered by Executive Order, and State and local government employees may be covered by the state, operating under a plan approved by the Federal government.

Labor Management Reporting and Disclosure Act

This act provides that all union members have equal rights in nominating candidates for union office, voting in union elections and referendums, and participating in membership meetings.

Employee Retirement Income Security Act

In 1974 this act was enacted to protect the interests of most workers who participate in private employee pension and welfare benefit plans and their beneficiaries. This law is administered by the Department of Labor, the Internal Revenue Service, and an agency called the Pension Benefit Guaranty Corporation.

Policy

To increase the safety and welfare of students and staff, Clover Park Technical College will provide timely and appropriate notification of the presence of a convicted sexual offender. This notification shall be in accordance with applicable state law and shall be in such a manner that maintains safety without creating excessive anxiety among students and staff.

Pursuant to RCW 4.24.550, Clover Park Technical College is authorized to notify the College community when knowledge is received that a registered sex offender may be expected on or near the College campus, including off-site buildings.

The extent of public disclosure of relevant and necessary information shall be directly related to:

  1. The level of risk posed by the offender to the community.
  2. The locations where the offender resides, expects to reside or is regularly found.
  3. The needs of the affected community members for information to enhance their individual and collective safety.

Procedure

Formal procedures will be followed after the law enforcement agency has notified the institution and the Vice President for Student Services of the sexual offender enrolling or planning to enroll. All official notification to the College community shall come from the Office of the Vice President for Student Services. Requests for additional information will be referred to the appropriate law enforcement agency.

Upon learning of the enrollment/presence of a convicted sexual offender at Clover Park Technical College, the Vice President for Student Services will take the following steps:

  1. Obtain additional information, as necessary, from law enforcement.
  2. Meet with President’s Cabinet and review relevant information to assess safety issues posed for currently enrolled students and the Child Care Center.
  3. Meet with the convicted offender to make him or her aware of the notification procedure. Other than the notification procedure, convicted sex offenders will receive the same rights and privacy protections provided to all students.

Notification will correspond with the classification level in the following manner:

  1. Level I (Low Risk)

    1. President’s Cabinet
    2. Deans
    3. Administrators / Directors
    4. Faculty and staff in whose program / courses the offender is enrolled
    5. Security Office
  2. Level II (Medium Risk)

    1. All Level I notifications
    2. “Public Notification: Sex Offender Release” posted on various bulletin boards around campus including the Security Office, Child Care Center, Advising/Counseling, Bookstore, Cafeteria, Library, Learning Center, Computer Labs, and other areas frequented by students.
  3. Level III (High Risk)

    1. All Level I and II notifications
    2. Information provided to all college employees via campus mail and/or list serve.
    3. Vice President of Student Services will provide notification to the classes in which the offender is enrolled.

Immunity

Public employees and/or public agencies are immune from civil liability for damages for any discretionary decisions or release of relevant and necessary information, unless it is shown that the employee or agency acted with gross negligence or in bad faith

(RCW 4.24.550)

Policy

Northwest Career and Technical High School (NWCTHS) is a special purposes high school of choice and receives state basic education funding from the Washington State Office of the Superintendent of Public Instruction. The funding is then routed to Clover Park Technical College (CPTC) to cover the cost of education. The College, however, does not receive state special education funding for high school students who attend high school programs. NWCTHS and CPTC recognize that many of the programs they offer are well suited for some students with Individualized Education Plans (IEPs) and 504 plans.

Procedure

Students with IEPs and 504 plans who come to the College for high school programs will follow these procedures:

  1. The student will meet with the director or advisor of NWCTHS to determine eligibility for programs, as would any other student. During this first meeting, it will be determined if the student is to be accommodated through an IEP or 504 plan.
  2. The high school director or advisor will make contact with the faculty member of the student’s home high school who was responsible for the student’s IEP/504 plan and discuss the level of services that the student was receiving. There will be three possible results from this discussion:
    1. The programs at NWCTHS and the College cannot provide the least restrictive environment for the student’s success and therefore the student will continue at their home high school.
    2. The student can be successful at NWCTHS and in College programs with the accommodations stated in their plan. If these accommodations require cost to the College, there will be an agreement that the school district of residence will reimburse the College.
    3. The student can be successful in NWCTHS and in College programs with minimal accommodations that will not incur additional cost for education. This student will be enrolled with the understanding that if it is deemed necessary to provide additional accommodations that require a cost to the College, such cost will be reimbursed by the school district of residence.
  3. For students with IEPs and 504 Plans who will require accommodations by the College and NWCTHS, faculty and staff will work closely with the College’s disability support services personnel. All accommodations that occur on the College campus will be coordinated through that office.
  4. The director, advisor, or a faculty member of NWCTHS will be available for the student IEP and 504 meetings at the high school of residence.
  5. If a student has accommodations for state testing, then the student must return to the high school of residence to take these state assessments and provide NWCTHS with the results of these assessments.

Policy

College facilities shall be used in accordance with WAC 495C-140

Procedure

College facilities are available for use by all staff, students and the community in accordance with WAC 495C-140. The Board and administration believe that facilities should be available for a variety of uses that is of benefit to the general public if such use does not interfere with the educational mission of the college.

Facility requests are made through the Director of Plant Services and Security. This includes all classrooms, conference rooms and buildings.

Exceptions

1. The Board Room is reserved through the President’s Administrative Assistant.

2. The Human Resources Interviewing Room is reserved through the Administrative Assistant for Human Resources.

When a College employee rents college facilities for personal use (i.e. to administer a test) and charges the participants a fee, the employee must advise the participants that any qualified person can render the same services. Any qualified outside individual can also rent college facilities to provide the same services. (See RCW 42.52.160)

Policy

Pursuant to RCW 28B.50.140(10), the Board of Trustees of Clover Park Technical College has been granted the authority to enact rules and regulations for pedestrian and vehicular traffic on property owned and maintained by the college.

Beginning Spring Quarter 2002, faculty, staff and students who park on college property (Including Main Campus, South Hill Campus, Fort Lewis, 100th Street and Lakewood Community Center), are required to complete a Parking Application. Parking/ID Applications will be available in the Security Office, Registration and Cashiering.

Procedure

  1. Faculty, Staff and Students

    1. The cost for faculty and staff parking is $10 per quarter or $40 annually for full time faculty and staff; $5 per quarter for faculty and staff working less than full time.
    2. The cost for a second sticker or replacement sticker is $5 and is available from the Security Office.
    3. Annual parking fees will be due in September of each year.
    4. Faculty and staff can pay by cash/check/credit card in Cashiering or by payroll deduction with a provision for annual or quarterly activity. A signed authorization form is required for the payroll deduction option.
    5. Faculty and Staff will be issued parking decals to be displayed on the rear view mirror of the vehicle.
    6. Faculty and Staff must park only in stalls stripped yellow and marked Staff.
    7. The cost for Student parking is $.04 per clock hour to a maximum of $10 per quarter. This fee is payable with tuition and refundable under tuition refund rules for withdrawing students.
    8. Students enrolled in the following areas or categories will be required to complete a Parking/ID Application but will not be charged a parking fee: Contract classes, running start, elective high school, Institute for Business and Industry, adult basic education, ESL and Senior Center.
    9. Non-Drivers may obtain a refund or have the parking fee waived by completing the Parking/ID Application and writing “Do Not Drive” across the Vehicle Information Section and signing the form. The forms are accepted and fees waived at the Cashiering Office.
  2. Visitors & Guests

    1. Visitors and guests are required to obtain a Temporary Parking Permit in the Security Office or at the Reception Desk in Building 17.
    2. Visitors and guests should then park in any parking spot marked Visitor or any white stripped parking stall.
  3. Parking area designations

    1. Staff parking areas are marked with yellow lines and have “Staff” marked in yellow.
    2. Student parking areas are marked with white lines.
    3. Visitor parking areas are marked with yellow lines and have “Visitor” marked in yellow.
    4. Restricted parking areas are identified by carpool, disabled, authorized, staff and visitor signs.
  4. Parking violation fines

    1. Any vehicles parked in staff parking areas without a current parking sticker displayed will receive a $10 fine. Any vehicle not parked in the correct parking space will receive a $10.00 fine.
    2. Any vehicle parked in a handicapped spot without a valid handicapped placard or license plate will receive a $75 fine. If the Washington State Patrol or Lakewood Police tickets you, their fines will apply, in addition to the College’s, and currently range from $175 - $265.
    3. Any person declared a non-driver that brings a car to campus will receive a $40 fine.
    4. Any vehicle parked improperly, i.e., in fire lanes, driveways, sidewalks, lawns, or occupying more than one space (defined as 12 inches over the line) will receive a $10 fine.
  5. Procedure to pay fines

    1. All fines should be paid within 15 days.
    2. Students and staff wishing to pay their fines can confirm the amount at the Security Office.
    3. Payments are made at the Cashier’s Office.
  6. Penalties for nonpayment of fines

    1. If a staff member has not paid all parking fines by the end of the school year or June 30, the debt will be forwarded to the Vice President for Human Resources. Payroll will then deduct the outstanding fines from the employee’s last paycheck of the year.
    2. If a student does not pay outstanding parking fines:
      1. A hold will be placed on the student’s records until all fines are paid.
      2. Release of grade transcripts, certificates and diplomas will be withheld until all fines are paid.
      3. The student will not be able to register for future quarters until all fines are paid.
  7. Permit revocation.

  • Parking permits are the property of the college and may be recalled by the Vice President for Operations and Facilities for any of the following reasons:

    1. When the purpose for which the permit was issued changes or no longer exists.
    2. When the permit is used for an unregistered vehicle by an unauthorized individual.
    3. Falsification on parking permit application.
    4. Continued violations of driving or parking regulations.
    5. Counterfeiting or altering a parking permit.
    6. Continued failure to pay outstanding fines.

8. Right to refuse permit

  • The College reserves the right to refuse issuance of a parking permit to anyone who has had a previous parking permit revoked.

​9. Right to appeal permit revocation or refusal to grant permit

  1. Appeals must be made in writing, giving full particulars, including a list of witnesses and evidence expected to be presented, etc.
  2. Appeals must be submitted to the Plant Services & Security Director within five days from the date of citation. The appeal shall be handled as a brief adjudicative proceeding.
  3. The Director’s decision shall be final unless an appeal is filed with the Vice President for Operations and Facilities within seven working days. Any decision of the Vice President shall be final.

10. Speed Limit.

  • The campus speed limit is ten miles per hour, unless otherwise posted.

11. Liability of college

  • Clover Park Technical College is not responsible for damage or loss to vehicles parked on the campus.

I. Policy

The Policy is set forth in the Procedure.

II. Procedure

  1. Notification methods

In the event Clover Park Technical College must close or operate on a delayed schedule due to weather or other emergency conditions, the College will seek to provide that information to all local radio and television stations, by 5 a.m. if reasonably possible. In addition, a recorded message will be available on the School Closure & Information Line at 253/589-5707. The information will also be posted on the home page of the College web site, www.cptc.edu; and at the Public Schools Emergency Communications System web site, www.schoolreport.org.

No announcement means normal operation. Announcements are for one day only.

  1. Notification messages

The notifications will usually be one of the following types, and will usually apply to all College locations:

  • Operating on a 10:00 a.m. Late Start

  • Closed (only essential personnel report to work)
  • Closed at 5:00 p.m.—No evening classes
  • Emergency message (as further specified)
  1. Effects on Classes

    1. Late Start: Under a late start, classes will not commence before the re- scheduled opening time. Classes scheduled to be completed before that time will be cancelled or rescheduled. Classes which are scheduled to be underway at the re-scheduled opening time will commence at that time, and any missed time may be re-scheduled.
    2. Closure/Cancellation: Students are not expected to be in class when the class location is closed or class is cancelled.
  2. Effects of Closure/ Late Start on Employees

    1. Late Start: Under a late start, an employee has the option of not reporting to work at his/her normal time if the employee believes that it is unsafe to travel and makes arrangements with his/her supervisor. Under those conditions, s/he may arrive as late as the rescheduled opening time without being considered to be late.
    2. Closure/Cancellation: Employees should not be at their work location when it is closed or all classes are cancelled, except emergency or other essential personnel as directed by a supervisor. However, an employee’s supervisor may assign or authorize the employee to work at an alternate location. If an employee has reported to work on time and the college closes early, the employee will be paid for the remaining work time scheduled for that day, and will not need to account further for that time.
    3. Accounting for Missed Work Time: An employee who is otherwise scheduled to work before a late start or during a closure or class cancellation, but is unable to work because of that delay, closure, or cancellation, must account for the missed time. The absence will ordinarily be (a) charged to the employee’s accrued annual or personal leave (or any available compensatory time for an overtime-eligible employee); (b) charged as leave without pay; or (c) made up within the current pay period through a temporarily revised work schedule approved by the employee’s supervisor. The supervisor must assure that any resulting overtime shall not result in increased cost to the College. An employee already scheduled to be on leave shall continue to be on leave as scheduled. Faculty members will decide, subject to review by their deans, whether any classes need to be made up. If a decision of the Governor causes the college to be closed, employees will be paid their regular wage without being charged any leave.

Procedure

In the event of an emergency or accident, the employee present (or first at the scene) is expected to take charge until relieved by an administrator or appropriate public official. Listed below are the procedures you should follow in an emergency or accident.

  • Call Campus Security, x5682. If you cannot reach security, call 9-911. If you are not sure whether or not to call 9-911, call them anyway.
  • Provide first aid if you are qualified, and if you want to.
  • Appoint a person to meet the medic unit and direct them to the scene.
  • Do not move the injured person(s) unless there is further danger of injury by being left in the present location, i.e., fire, building collapse, electrical.
  • In accordance with regulatory requirements, information pertaining to all illness or injury accidents occurring on campus will be recorded within 24 hours (WAC 296-24). An Accidental Injury or Occupational Illness Report will be completed. The forms are available in the office of the Risk Manager.

Procedure

Emergency Communications

  • Standard telephones are crucial for emergency communications. If working at time of an emergency, they must be left open for use by emergency personnel and for brief and concise emergency calls by CPTC staff to designated staff in the following priority:
    • Cellular portable telephones are issued to key College administrators and security personnel and are expected to function in any imaginable emergency, especially in a catastrophic emergency such as a major earthquake. 
    • Students should not be allowed use of CPTC telephones during an emergency unless directed by CPTC staff to assist in a specific task such as making an emergency call for an instructor who is assisting an injured person. 

College Chain of Command

  1. Follow specific calling instructions given in each specific Emergency Procedure such as Fire Department and Emergency Medical calls, Lakewood Sheriff's office and other off-campus authorities. 
  2. Notify your immediate CPTC supervisor, or if not able to his/her supervisor. Instructors: Notify Program Dean. 
  3. The Supervisor or Dean is to notify CPTC Vice President for Operations and Facilities. 

Media Response Guidelines

Clover Park Technical College has developed a strategic approach to working with reporters. The following are guidelines for effective communications with journalists:

  • If possible, college staff should provide advance warning to Public Relations as concerns regarding legal or personnel issues develop. It’s better to be ready for a story that is never covered than to be caught unprepared.
  • Once a reporter contacts any college staff member, that staff member should not confirm or deny any question or comment but should refer the reporter to the Director of Public Relations x5782.
  • The Director of Public Relations will gather necessary background information from involved staff members. A determination will be made as to who will be the most appropriate college spokesperson for the subject matter.
  • The President will be notified of any inquiry from the media, and consulted as appropriate.
  • Public Relations will develop a prepared statement with main “talking points.”
  • The college spokesperson (Director of Public Relations or designee) will return the reporter’s call and respond based on the prepared statement.
  • If the spokesperson is another college employee, the Director of Public Relations will review the prepared statement with that employee and be present during the interview if possible.
  • The Director of Public Relations will monitor press and broadcast coverage of major stories concerning CPTC, distributing copies and excerpts as quickly as possible.

Procedure

Lost Equipment

  • Notify Security at x5682.
  • Provide a specific list of items, identifying information (make, model, serial number(s), color, manufacturer, inventory control tag number and cost.

Lost or Stolen Keys

  • Notify building administrator in charge immediately.
  • Give the following information.
    • To whom the keys were issued
    • What rooms, area, vehicles or equipment did the keys control
    • What identifies the key ring or key(s)
  • Administrator shall
    • Report stolen keys to maintenance department
    • Notify Security x5682.

Procedure

The Safety Committee will monitor and evaluate safety concerns at Clover Park Technical College

Employee and administration representatives are to attend and actively take part in regular safety meetings (see WAC 296-24.62 et al).

The Safety Committee will be comprised of employees from each bargaining group, administrators, and one representative from each department.

  • Members of the committee will serve for one year.
  • The Committee will elect a chair to preside at the meetings.
  • Meetings will be held regularly for one hour.
  • The Committee will review safety and health reports to identify unsafe conditions or practices.

Procedure

The College Accident Prevention Program is intended to reduce work hazards and promote the well being of Clover Park Technical College personnel. Each college staff member is responsible for following college safety regulations as documented in this and other printed matter and to be a role model for the safe operation of his/her department.

Specific categories of college employees are responsible for the following:

Administrators

  • Establish, manage, and maintain a safe and healthful working environment.
  • Establish, manage, and maintain an accident prevention program.
  • Establish, manage, and maintain a program to ensure that individuals may become aware of what hazards exist and how to prevent accidents.
  • Create a system of reporting and recording incidents/ accidents that will provide useful information for monitoring the effectiveness of the Accident Prevention Program.
  • Provide necessary safety equipment to employees.
  • Provide required safety training to employees.
  • Participate in investigation of accidents involving a lost time injury, serious near incidents/accidents and major damage accidents.

Coordinators and Instructional Staff

  • Inform and instruct subordinates or students on proper procedures and safety practices. Be alert to, report and correct, any unsafe working conditions or practices.
  • Serve on the College Safety Committee when elected and/or appointed.
  • Ensure that all necessary safety equipment and personal protective equipment is available in proper working order and used when applicable.
  • Report any unsafe conditions to your supervisor and/or the appropriate department. Report all accidents immediately to the Risk Manager on the Accidental Injury or Occupational Illness form.
  • Arrange and conduct safety orientation and training immediately after hire and prior to assignment to any new job, task, or location; and periodically thereafter within each department area.
  • Offer safety suggestions and establish safety awareness that will contribute to a safer work environment.
  • Maintain a current MSDS book for all hazardous chemicals present in work area.
  • Be alert for physical or mental conditions in employees, which may cause safety risks.
  • Develop cooperative safety awareness in employees; through education, friendly persuasion and setting of good examples.

Students/Patrons

  • Shall review, understand and comply with applicable safety and health rules prior to beginning any job task.
  • Shall not use intoxicating beverages or narcotics in or around the workplace or enter the workplace while under the influence of intoxicating beverages or narcotics.
    NOTE: This does not apply to persons using prescription drugs as directed by a physician. All such incidents shall be documented by physician and permission to work prescribed by physician.
  • Shall comply with Federal, state and college safety and health rules and apply the principles of accident awareness and prevention to all day-to-day activities.
  • Shall report promptly any job-related injury, illness or property damage to the instructor or supervisor and seek necessary treatment immediately. There are no exceptions listed in WAC 296-24.
  • Shall wear personal protective equipment when necessary.
  • Shall participate in safety training when provided.
  • Shall report hazards and unsafe practices to the instructor, supervisor, Safety Committee representative, Security Office and/or the Safety Coordinator.
  • Shall not interfere with another person's use of any personal protective equipment, safety device, or safeguard.

Safety Coordinator

Appointed by the College President, the Safety Coordinator is responsible for the coordination of the safety and health activities throughout the college. The President has appointed the Director of Plant Services and Security to act as Safety Coordinator.

The Safety Coordinator is the advocate of the college safety program. Specific duties include, but are not limited to the following:

  • Attend meetings of the College Safety Committee.
  • Oversee the operation of the Safety Committee.
  • Provide necessary leadership to conduct campus-wide safety awareness programs.
  • Assist the fire department with fire inspections.
  • Maintain and inspect fire extinguishers and other associated equipment annually and maintain inspection log.
  • Maintain the college's Hazardous Communication Program.
  • Conduct fire/evacuation drills annually.
  • Assist supervisors in the investigation of accidents and injuries to determine the causes to which actions can be taken to prevent recurrence.
  • Provide advice and feedback to the Safety Committee and to the college administration on the status of safety efforts.

Procedure

Reporting Accidents

Reporting:

College personnel are to promptly report all accidents, no matter how minor, to their immediate supervisor. The supervisor and/or employee are then to complete in a timely manner an accident report. (WAC 296-24.62)

Emergencies:

Report all emergencies to the Security Office at ext. 5682.

Accidental Injury Report:

All accidents are reported on the Clover Park Technical College Accidental Injury Report form.

Accident reporting forms are available in the office of the Risk Manager. Complete all sections. Provide a complete description of the accident/illness. Describe exactly what happened, listing all witnesses. What was the person doing when injured?

What objects, tools, equipment, or chemicals were involved?

Did the accident happen outdoors or indoors?

If more space is required to describe the accident/ illness, attach an addendum to the accident report form. Address questions regarding the form to the Risk Manager.

Turn in the completed accident report to your supervisor who will review and sign the form. Once the supervisor has signed the form, it will be given to the Risk Manager.

Student Accidents

  • All accidents, injuries or claims of occupational illness shall be reported to your instructor immediately.
  • A report shall be completed for each occurrence.
  • The report should be sent to your instructor, who will forward it to his/her supervisor, then on to the Risk Manager.

NOTE: Clover Park Technical College is not responsible for medical coverage for any student. Each student is encouraged to purchase school medical insurance or carry his/her own medical insurance. Student accident insurance information is available in the Student Services Office, Building 17.

Employee Accidents

  • All accidents, injuries or claims of occupational illness shall be reported to your supervisor immediately.
  • A report shall be completed for each occurrence.
  • Upon completion, this report shall be sent to your immediate supervisor, who will forward it to the Risk Manager.
  • If an employee requires medical attention, he/she shall request a Washington State Labor and Industries Industrial Accident form from the attending physician.
    1. The employee will complete the necessary information on the employee's section of the form and leave the form with the physician.
    2. The physician will complete his/her section of the form and forward to Clover Park Technical College, Risk Manager, 4500 Steilacoom Boulevard S.W., Tacoma, WA 98499.
    3. The Risk Manager or designee will complete the employer's portion of the form and forward to the State Industrial Insurance Office for processing.

Student - Routine Illness or Injury

  • Determine if student needs to rest or go home. Contact alternate person listed on the student registration form or attendance card to make arrangements for pickup of student, if necessary.
  • Complete an Accident Report if the student was injured.

Student - Critical Illness or Injury

The Instructor shall:

  • Administer immediate first aid. (Common first aid procedures are available in your first aid kit.).
  • Stay with the person until relieved by other personnel.
  • Call 9-911 if an aid car is required:
    • Describe the nature of illness or injury
    • Explain procedures that are being taken
    • Be specific about your location (building and room number)
  • Send someone or call your Director for assistance.
  • Contact alternate person listed on the student registration form or attendance card.
  • Complete an Accident Report if the student was injured.
  • Poison Control . . . 9-594-1424 or 9-911

Employee Illness or Injury (while on Duty)

  • Call 9-911 if emergency medical care is necessary.
  • Administer immediate first aid.
  • Send someone or call your supervisor for assistance.
  • Direct someone to stay with the ill/injured person until assistance arrives.
  • Complete proper accident report forms as soon as possible. Accident Report Forms are available from building secretaries and the Risk Manager’s Office.

Policy

Administrators and supervisors are responsible for ensuring that employees are aware of all current applicable safety policies and procedures.

Procedure

Safety Orientation

All new staff are advised of safety procedures during the new staff orientation.

The orientation and/or training occur as close to the first day of employment in the new job as possible.

Office, classroom and laboratory safety briefing will include:

  • Use and care of required personal protective equipment used in the work area.
  • On-the-job training review of practices necessary to perform initial job assignments taking into consideration relevant safety concerns.
  • Chemical hazard review.
  • In-house self-inspections.

Safety Orientation

The immediate supervisor will instruct new employees on job safety requirements.

Safety Education

The Supervisor is responsible for periodically reviewing applicable safety procedures with all employees.

All employees will receive the following training:

  • How and when to report injuries.

  • Identifying and reporting unsafe conditions and practices.
  • Locations of emergency stations, first aid kits, eye wash stations, fire extinguishers, pull stations, and spill kits.
  • Proper procedures during emergencies; i.e., fire, earthquake, bomb threats, including drills for emergency procedures.

First Aid Training

All supervisors/faculty or persons in charge of other employees must be trained and certified in first aid unless their duties require them to be away from the job site.

All other employees are encouraged to obtain first aid/CPR training.

Certification

First aid certification must be obtained in a course approved by the Washington State

Department of Labor and Industries.

Course Availability

Specific courses are made available as necessary through regular in-service programs.

Procedure

Job Safety Analysis

College vice presidents and supervisory personnel may conduct a job safety analysis to determine any hazardous conditions or procedures and how to eliminate/correct them.

A properly completed job safety analysis provides information for training purposes and assists in isolating or eliminating hazards associated with a given job.

A job safety analysis may be applied to tasks done in virtually any college work setting, including offices, laboratories and shop areas.

A job safety analysis system provides the following benefits:

  1. Assures safe, efficient procedures for individual training of current employees.
  2. Assures safe procedures are available and used for new employee orientations.
  3. Prepares the department for on-the-job safety inspections.
  4. Provides a means for reviewing procedures after accidents occur.
  5. Provides a means for studying tasks for possible improvements in work methods.

Job safety analysis has four main steps:

  1. Selecting the job: Initially select those tasks with the worst safety records. Review accident injury and illness reports to determine which tasks have the highest incident rates.
  2. Define the Scope: Carefully define scope of the task. The task should be a specific job; not necessarily all the elements of an employee's job description.
  3. Identifying steps: Organize the task into a sequence of logical steps. Select an employee to perform the task. The employee should be experienced in the job and be willing to share his or her ideas. Tell the employee that he or she was selected on the basis of experience and capability. Explain to the employee that the task is being evaluated, not the employee; the goal of the analysis is to make the job safer.
  4. Identifying Hazards: Observe the employee performing the task. Identify all real and potential physical and environmental hazards. These may include: (1) being struck by an object; (2) getting caught on, in, or between objects; (3) slipping/falling from one level to another; (4) causing a strain due to pushing, pulling or lifting; and (5) being exposed to environmental hazards; e.g., gases, vapors, fumes, dust, heat or cold.

Repeat the observation until all hazards and potential accidents have been identified. Check with the observed employee to see if anything has been missed or overlooked.

Develop Solutions

After determining the physical and environmental hazards of a job, develop solutions to the hazards. The principle means of eliminating hazards include.

  1. Finding a new way to do the job;
  2. Changing the physical conditions that create the hazards;
  3. Changing the job procedure to eliminate hazards; and
  4. Questioning the necessity for or frequency of doing a hazardous task.

Prepare procedures

When writing procedures, be specific and concrete. Do not say, "be careful" or "use caution." State exactly what needs to be done to eliminate accident potential. State specifically what to do and how to perform the procedure.

Review procedures

Review the new procedures with employees. This review helps ensure the proposed procedures are practical and usable.

Procedure

Chemical Spills

  • The college has hazardous spill kits that will contain small spills (1500 ml or less) involving hazardous liquids/chemicals. Each kit contains directions, absorbent pillows, safety glasses, gloves and disposal bags.
  • There are kits located in the areas of concern. Kits are also available in the Plant Services Department x5560.
  • For large spills involving hazardous chemicals/products, contact the Plant Services Department and/or fire department immediately. Notify the Plant Services Department anytime these kits are used so the chemicals are disposed of properly and used kits are replaced.
  • DO NOT ATTEMPT TO CLEAN UP SPILLS, UNLESS TRAINED AND QUALIFIED.
  • If there are any questions about chemical spills, contact the Plant Services Department x5560.

Laboratory Safety

  • Laboratory cleanups should be performed by individuals who have had experience. Others may assist in sorting, packing, and labeling under the direction of a technically qualified person. References and guidelines are the Department of Ecology's "GUIDELINES FOR PACKAGING LABORATORY CHEMICALS FOR DISPOSAL UNDER STATE AND FEDERAL REGULATIONS." Copies are available in the F. V. Miner Resource Center/Library and in the Plant Services Department.
  • Because of liability questions, students should not be involved in any activities involving cleanup.

Disposal of Hypodermic Syringes and Needles

  • When working with or around blood of body fluids, you should always assume that it is contaminated and potentially harmful to your health.
  • Employees working in laboratories, clinics or any place where there is a possibility of coming into contact with blood or body fluids should:
    • Wash hands before and after.
    • Wear disposable latex gloves.
    • Discard needles and lancets in puncture resistant, waterproof containers.
    • All contaminated materials removed from the area must be in an impervious container labeled biohazard.
    • Contact the Plant Services Department x5560 for removal and proper disposal of the contaminated material.
    • Clothing that becomes contaminated should be laundered in a chlorine bleach solution.
    • For cleaning surfaces, always wear disposable gloves, using a chlorine bleach solution.
  • If a spill of blood or body fluids does occur, contact the Plant Services Department x5560. They have clean-up kits to safely remove these contaminates.

Workers Right to Know - Hazard Communication

The following written hazard communication program has been established for Clover Park Technical College (WAC 296-62-054) to provide information to employees about hazardous chemicals in the workplace. This program is broken down into the following sections: (1) Material Safety Data Sheets (MSDS); (2) Container labeling; (3) Employee training and information; (4) List of hazardous chemicals; (5) Hazardous non-routine tasks; and (6) informing contractors.

Material Safety Data Sheets (MSDS)

  • Material Safety Data Sheets will be filed, maintained, and accessible at each department where hazardous chemicals are stored and/or being used. The Plant Services Department will maintain a master MSDS file of the same chemicals in the Office of the Director of Plant Services.
  • Purchasing Agents or the ordering party will request on the purchase order or during the purchasing transaction of any hazardous chemicals that a MSDS be included in the shipment. Upon receipt, the warehouse or the recipient will include a copy of the MSDS with the chemical and send a copy to the Director of Plant Services for the master file.
  • Any hazardous chemical received at the warehouse or by a department without a MSDS will not be distributed for use until the MSDS is attained. The recipient will request, in writing, a MSDS from the supplier. Upon written request, the supplier of the product must send the MSDS within 30 days to the purchaser or the purchase will contact the Department of Labor and Industries for assistance in accordance with WAC 296-62-05413(11).
  • Material Safety Data Sheets will be available for review by all employees during each work shift. If MSDS is not available for a chemical in use, the chemical will be removed from use and the Plant Services Department will be contacted immediately for location of the MSDS or removal of the chemical.

Container Labeling

All college supervisors, directors, and instructors who use hazardous chemicals will verify all containers received for use by their area or department. The hazardous chemicals must:

  • Be clearly labeled as to the contents.
  • Note the appropriate hazard warnings.
  • List the name and address of the manufacturer.
  • Have MSDS on file.
  • The college's Shipping and Receiving Department will ensure all containers received are properly labeled. No containers will be released for use until the above data is verified.
  • All college supervisors, division chairpersons and instructors will ensure all secondary containers are labeled with either an extra copy of the original manufacturer's label or with generic labels which have a block for identification and blocks for the hazard warning. For assistance with the labeling contact the Plant Services Department.
  • Supervisors will review the labeling system for their department annually and update as required.

Employee Training and Information

  • An employee or student's supervisor or instructor is responsible for developing, implementing and monitoring the employee training and information program.
  • Prior to starting work, each new employee who may come in contact with hazardous chemicals will attend a health and safety orientation.
  • All employees will receive information and training on the following:
    • An overview of the requirements contained in the Hazard Communication Standard, WISHA WAC 296-62-054.
    • Chemicals present in the workplace.
    • Location and availability of the written hazard program.
    • Physical and health effects of the hazardous chemicals.
    • Methods and observation techniques used to determine the presence or release of hazardous chemicals in the workplace.
    • How to lessen or prevent exposure to these hazardous chemicals through usage of control/work practices and personal protective equipment.
    • Emergency procedures to follow if they are exposed to these chemicals.
    • How to read labels and review MSDS's to obtain appropriate hazard information.
    • Location of the MSDS file and location of the hazardous chemical list.
  • After attending the training, each employee will sign a form to verify they attended the training, received written materials and understood the college's policies on hazard communication.
  • Prior to a new chemical hazard being introduced into any department of the college, each employee of that department will be given information as outlined above. The employee's supervisor is responsible for ensuring that MSDS's on the new chemical(s) are available.

List of Hazardous Chemicals

A list of all known hazardous chemicals used by employees of Clover Park Technical College is located in the area where the chemical is present and the master copy is in the Plant Services Department. Further information on each noted chemical can be obtained by reviewing the MSDS located in the area where the chemical is present and the master copy in the Plant Services Department and in the supervisor’s/director's office area.

Hazardous Non-Routine Tasks

Employees may occasionally be required to perform hazardous non-routine tasks. Prior to starting work on such projects, each affected employee will be given information by the supervisor about hazardous chemicals to which they may be exposed during such activity.

  • This information will include:
    • Specific chemical hazards.
    • Protective/safety measures the employee can take.
    • Measures the college has taken to lessen the hazards, including ventilation, respirators, presence of another employee, and emergency procedures.
    • Review of MSDS.

Informing Contractors

  • It is the responsibility of the Director of Plant Services to provide contractors (with employees) the following information:
    • Hazardous chemicals to which they may be exposed while on-the-job site.
  • Precautions the employees may take to lessen the possibility of exposure by usage of appropriate protective measures.
  • Availability of MSDS/s for all hazardous chemicals on file and where a copy may be obtained.
  • The Director of Plant Services will be responsible for contacting each contractor before work is started at the college to gather and disseminate any information concerning chemical hazards that the contractor is bringing to the college workplace.

Procedure

College personnel shall report safety hazards and/or unsafe practices to their immediate supervisor or the Director of Plant Services and Security.

Self-Inspection

The department supervisor is responsible for conducting a periodic review to ensure that exposure to hazards is minimized. The review is conducted at least annually, although certain high hazard locations should be inspected more often. Weekly walk-through of all areas in accordance with site evaluation checklist.

Any suspected hazardous conditions shall be immediately corrected or reported to the Director of Plant Services and Security.

Policy

All college departments shall have first aid kits in designated work areas and employees shall learn the location(s) of the department's first aid kit(s) and know who in the department has been trained in first aid.

Procedure

The department's administrator designates an employee in each department to maintain inventory and notify Plant Services for needed supplies. Periodic checks shall be made of the contents of the department's first aid kit(s) for completeness. Use a log to verify checks.

First aid kits and supplies are available from Plant Services. First aid kits shall be readily available and accessible to all employees in the department. The size and quantity of first aid kits shall be determined by the number of personnel normally dependent upon each kit.

Call the Maintenance Department at ext 5560 for refills.

Poison Control: 9-594-1424 or 9-911

Campus Emergency: 5682 (Security)

Emergency telephone numbers will be posted on all first aid kits and on all telephones.

Policy

The College places primary importance on the rights of all individuals to be safe and to feel safe while on the property of an educational institution. The College also recognizes the right to carry guns which many individuals assert. The College believes that these rights are best reconciled and implemented by excluding guns and other weapons from College property to the maximum extent that this is legal and feasible.

Procedure

A. General prohibitionThe observable holding, wearing, transporting, storage, or presence of any firearm or other weapon is prohibited in any College building or College- operated facility or on College property, except (1) when this is done by commissioned law enforcement personnel or legally-authorized military personnel while in performance of their duties or (2) when a concealed pistol is carried in accordance with a concealed pistol license after the carrier has first (a) shown that license to the campus security office and permitted it to be photocopied and (b) received the written approval of the President or President’s designee. This exception A(2) shall not apply in the child care center or in any facility designated to be used for elementary or secondary school purposes.

For this purpose, a “weapon” means any item that is capable of causing serious bodily harm or property damage and reasonably warrants alarm about its being used to do so, including but not limited to any firearm, sword, long-bladed or automatic knife, brass knuckles, explosive, incendiary device, or dangerous substance, but excluding items used for authorized College purposes.

B. ReportingApparent violations of this Policy and Procedure should be reported to the campus security office and may be reported to a law enforcement authority. They also may be reported to the appropriate office or employee for any disciplinary action.

C. PenaltiesA student or employee who violates this Procedure will be subject to appropriate disciplinary action, up to and including dismissal. Any other person who violates this Procedure when it has been posted or announced will be considered to be trespassing on College property and be subject to immediate removal. Any person who commits unlawful acts involving a weapon may be subject to criminal liability regardless of compliance with this Procedure. See, for example, RCW 9.41.270 (gross misdemeanor to carry, display, etc. a weapon in a manner that manifests an intent to intimidate or warrants alarm for others’ safety).

Policy

An instructor or other school personnel may use reasonable force in a moderate manner to correct or restrain a student.

Procedure

When a Student is Subdued

  • Notify Supervisor/Building Administrator and Campus Security x5682.
  • Notify student's parent(s) or guardian (if student is under 18).
  • Keep a log on the events.

The use of reasonable force is lawful when a person is using force

  • To assist an Officer making an arrest.
  • To assist a person who is about to be bodily injured.
  • To prevent an offense against his own person.
  • To prevent a malicious trespass.
  • To prevent a malicious interference with real or personal property.

Procedure

A bomb threat can be made by a telephone call, in writing or any other form.

Upon receiving a bomb threat, the Bomb Threat data sheet should be followed. If the threat is in writing or any other form, keep the message and call Security at 5682 or 5560.

  1. Security will notify the Emergency Disaster Management Team who will report directly to the designated Command Center.
  2. The Vice President in charge will notify the responsible Building Administrator and Director of Public Relations as necessary.
  3. The person receiving the bomb threat will be escorted by security to the Command Center for debriefing.
  4. The local authorities will coordinate with the president and identify if an evacuation is needed.
  5. The Director of Plant Services will coordinate building evacuation and/or search of the building area.
  6. If an evacuation is necessary, staff and students should evacuate the building or area in an orderly manner through the nearest exit and proceed to a predetermined area at least 300 feet from the building.
  7. Instructors and Staff should account for all persons under their supervision. Any missing persons should be reported to the supervisor/building administrator.
  8. NO ONE SHOULD BE ALLOWED TO RETURN TO THE BUILDING, ROOM OF LOCKER FOR PERSONAL ITEMS UNTIL THE ALL CLEAR SIGNAL IS GIVEN BY THE BUILDING ADMINISTRATOR/ DESIGNEE.

Bomb Threat Data Sheet

Record: Time & Date

1. No bomb threat is to be ignored

2. Treat every bomb threat as a potential threat to human life

3. If possible, have co-worker call SECURITY 5682 or 5560

4. DO NOT UPSET THE CALLER AND KEEP THEM ON THE PHONE

5. Be aware of background noises and special voice characteristics (office machinery, music, tone of voice, male or female, nationality etc.)

6. Questions to ask the caller: Document information:

  • Where is the bomb (building and area)?
  • When is it going off?
  • What kind of bomb is it?
  • What does the bomb look like?
  • What will cause the bomb to explode?
  • Why did you place the bomb?
  • Where are you now (no campus/home)?
  • Are you a student, which program?
  • What is your name?
  • Where do you live?

7. Notify security 5682 and Vice President for Operations and Facilities 5845.

Stay off the phone and DO NOT PANIC. You will be assisted immediately.

DO NOT USE cellular phones, two-way radios, or other such devices during bomb threats. Use regular telephones.

Procedure

When demonstrations occur, the importance of listening before determining the course of action cannot be over-emphasized.

On-Ground Disturbances

  • Advise Vice President for Operations and Facilities and Security immediately.
  • Remain calm, use good judgment.
  • Tell all students involved to return to their classes.
  • Isolate demonstrators.
  • Attempt to keep students in their classrooms but do not use force. Keep halls clear of students while classes are in session (lock outside doors, panic bars).
  • Have garbage cans and wastepaper containers removed -- into locked rooms, if possible.
  • Keep hands off the students unless restraint is needed.

Sit-Ins/Boycotts

  • Report incident to supervisor and Security x5682.

Pickets

  • Picketing by non-students must by state law be limited to an area off school grounds. If an administrator determines that students picketing on school property during school hours are a disturbance to the school, they should be told to leave or return to class.
  • Notify Vice President for Operations and Facilities and Security x5682.

Campus Intruders

An intruder is any person found on school premises who has not or will not register as a visitor according to State Regulation (RCW 28A.5B.101,110).

  • An intruder should be handled according to the following procedures:
  • Greet intruder in a polite and non-threatening manner. Inquire as to the purpose of his/her presence. If the person has no rightful reason to be on campus, notify Security x5682 with description of individual and location.

Staff Guidelines

  • Exercise good judgment and reasonable action to guard against escalating the disturbance/demonstration.
  • Record observations of any incidents, including date, time, place and names and actions of those involved and any intervention attempts. Report to Security x5682.
  • Maintain normal class operations as much as possible.
  • If the disturbance/demonstration is outside the building, keep students away from windows and shades down in order to keep students as safe as possible.

Procedure

Definitions

  • CoercionImpelling another person to do an act by physical or moral force or threat of force.
  • ExtortionObtaining property from another without his/her consent, induced by wrongful use of force or fear.
  • BlackmailExtortion by threat of public disclosure
  1. Report incident to supervisor/building administrator as soon as practical
  2. Administrator and/or designee reports incident to Campus Security

Assault

Defuse the situation – Protect others, avoid escalation. Staff member may use reasonable force as warranted.

Report assault – Report to the immediate supervisor immediately by phone or messenger.

Deal with medical emergency – Apply first aid and/or summon aid car.

Take names of witness at the scene – delegate as needed.

Report to appropriate law enforcement agency (9-911) and campus security (ext. 5682).

In cases where a weapon is present, an injury requires medical attention or there is a threat of future violence.

Document action taken - Take written report from witness.

Procedure

College employees are expected to act when they observe or receive a report that school property is being damaged, destroyed or stolen. However, do not put yourself in a position of physical danger. There may also be times when staff will discover that an act of vandalism, arson and/or burglary has already occurred. In all cases, notify the building administrator and security immediately.

Vandalism in Progress

  • Call Security x5682 and give location of vandalism in progress.
  • When adults are involved, do not attempt to apprehend but try to identify.
  • Attempt to stop or prevent further vandalism and apprehend or identify the persons, if possible. Get help if necessary.
  • Write down all available information.

Arson in Progress

  • Sound Fire Alarm if there is fire or smoke.
  • Call 9-911 -- State Arson in Progress and give location of arson in progress. Call Campus Security ext 5682.
  • When students are involved, attempt to stop and apprehend or identify, if possible.
  • When adults are involved, do not attempt to apprehend, but try to identify.
  • Prepare necessary incident report and submit to immediate supervisor for routing to Risk Manager.

Burglary in Progress

  • Do not attempt to apprehend burglar(s).
  • If possible, do not allow burglar(s) to become aware that they have been observed.
  • Immediately notify (9-911) Sheriff of location of burglary in progress. Contact Security x5682 as soon as possible.
  • Write down all available information.

Discovery of Vandalism, Arson, Burglary Acts or Attempts

  • Do not disturb anything.
  • Call Security at x5682.
  • Re-route personnel around affected area. Do not clean up or make repairs until authorized.
  • Write down names of anyone having information.
  • Itemize all stolen/damaged items, including serial numbers, make model numbers, color, etc.

Procedure

To set up a central command center in case of a catastrophic emergency (major earthquake, airplane crash, explosion, volcanic eruption, military action) that renders the surrounding community and/or some of the College buildings unsafe for occupancy.

If a catastrophic emergency occurs, the first consideration is for the safety of the students and staff. All people should evacuate the building to a designated area where attendance should be taken. Any injuries should be attended to and reported to the Central Command Center.

A Central Command Center will be activated to provide emergency instructions to students and staff. Students and staff could be detained on campus until passage is determined safe into the surrounding community. Students should not be left unsupervised.

Telephones (if still working) should be used only for short, concise emergency calls. Students should not be allowed to use CPTC telephones during an emergency unless directed by a staff member to assist in a specific task.

Procedure

In the event of a Catastrophic Emergency, Fire, or upon notification from the Vice President for Operations and Facilities (or his/her designee), comply with the following evacuation procedure:

  1. 1. Pick up personal belongings (purse, backpacks, etc.) and walk quickly out of your classroom/workspace and ask others to do the same, to the nearest exit and proceed to a predetermined area at least 200-300 feet from the building. Assist any person in immediate danger to safety, if it can be accomplished without risk to yourself. (EXCEPTION) In an earthquake situation – First, DROP-COVER-HOLD until shaking subsides – then evacuate.
  2. If a fire or smoke is detected activate the fire alarm system if not already activated. If fire is small enough use a fire extinguisher to control and extinguish the fire. Do not fight a fire if the following conditions exist:
    • You don’t know what is burning.
    • The fire is spreading rapidly.
    • You don’t have the proper equipment.
    • The fire might block your means of escape.
    • You might inhale toxic smoke.
    • Your instincts tell you not to do so.
  3. Doors and windows should be closed, not locked, as the last person leaves the room or area.
  4. DO NOT USE ELEVATORS! Use building stairways to exit.
  5. Upon evacuation of the building, all should proceed to a designated area for head count by instructor/supervisor.
  6. Never reenter the building without permission from the Vice President for Operations and Facilities (or his/her designee).

I. Policy

The College is committed to maintain an environment that is free from all acts or threats of violence perpetrated by or against employees, students or members of the public.

II. Definitions

Workplace and campus violence is any physical assault, threatening or intimidating behavior, or verbal abuse occurring in the college setting. Some examples of workplace and campus violence include:

  • Verbal threats to inflict bodily harm, including vague or covert threats.
  • Verbal harassment; abusive or offensive language or gestures.
  • Disorderly conduct, such as shouting in a hostile manner, throwing objects, punching walls, or slamming doors.
  • Direct violent actions, such as fighting or destruction of property.

II. General Rules

While on College property or while conducting College business at other locations, each employee, student or individual is prohibited from subjecting any employee, student or individual (including oneself) to any violence or threat of violence.

Violent action on College property or facilities, or while on College business, will not be tolerated or ignored. Individuals who engage in violent or threatening behavior may be:

  • Removed from the premises;
  • Subject to disciplinary action up to and including dismissal or expulsion; and/or,
  • Subject to arrest and criminal prosecution.

II. Procedure

A. Application

This policy covers all persons:

  • On College property;
  • At College-sponsored events;
  • Acting as a College student off campus (such as student internship, conference, etc.); or,
  • Conducting official College business or representing Clover Park Technical College off campus.

B. Reporting of Threats

Immediate Threat:

Any person who perceives an immediate threat of bodily harm should:

  • Contact 911 immediately, giving a description of the person making the threat and the location or last known location of the person making the threat.
  • Disengage and evacuate the area, if it is safe to do so.
  • Notify the manager/dean/supervisor, College Security Department, and Human Resources.
  • Do whatever is reasonable to keep other employees from potential harm.

Not an Immediate Threat:

  • Record and provide descriptions of all behaviors, statements, and inappropriate actions that relate to the threatening behavior.
  • If the perpetrator is a Clover Park Technical College employee, immediately notify your supervisor and the Human Resources office.
  • If the perpetrator is a Clover Park Technical College student, contact Campus Security and/or Student Services.

If the perpetrator is not known to be a College employee or student, a report should be made to College Security Department.

The complainant and/or recipient of the report must complete an Incident Report form (electronic form available on the CPTC Intranet; paper copies available in Human Resources, College Security Department, and division offices), and file it with the College Security Department. Incidents involving suspected criminal activity should always be referred to the College Security Department for assessment and/or investigation.

C. Responsibilities Regarding Workplace and Campus Violence

All Employees:

  • Shall refrain from workplace and campus violence.
  • Are encouraged to seek assistance to resolve personal and professional issues that may lead to violence.
  • Must report incidents of workplace and campus violence to 911, law enforcement, manager/dean/supervisor, College Security Department, and/or Human Resources, as appropriate.

Manager/Dean/Supervisor:

The manager/dean/supervisor responsible for the area where the incident occurred is responsible for gathering relevant information and completing and submitting an Incident Report Form to report the incident to the College Security Department.

Human Resources/College Security:

The Human Resources Office and/or the College Security Department is/are responsible for promptly investigating the incident and recommending appropriate action.

Executive Responsibilities:

The College will respond promptly upon any indication of a possible violent situation or self-harm situation, subject to established College policies and procedures and contractual agreements.

D. Unfounded Reporting

Repeated unfounded complaints of workplace or campus violence may constitute misconduct or employee abuse.

E. Additional Information and Remedies

For possible legal remedies outside the scope of this Policy and Procedure, employees and students may wish to consult the following laws:

Orders for victim protection generally include the following types of court orders:

  • Anti-harassment Order
  • Protection Order
  • No Contact Order
  • Restraining Order

An employee or student who obtains an order which appears likely to affect College property or personnel should immediately provide a copy to the College Security Department.

IV. Consequences of Workplace or Campus Violence

Persons who engage in workplace or campus violence are subject to expulsion, criminal prosecution, suspension, discipline, termination of employment, and/or restriction of future access to campus. Other action taken against violators may include mediation, referral to the College’s employee assistance program, or counseling. Depending on the circumstances, College management may request law enforcement personnel to remove from the premises any person(s) who engage in workplace or campus violence.

Policy

Postings of printed and other graphic materials on College property must comply with appropriate standards and procedures.

Procedure

A. General rule: 

Printed and other graphic materials (“materials”) shall be posted on (affixed to) College property only in accordance with this Procedure.

B. Prohibited postings: 

Except as otherwise specifically provided below, there shall be no posting of materials which:

  1. constitute or promote harassment or discrimination on any unlawful basis;
  2. defame any person or group;
  3. incite any act of violence or otherwise encourage unlawful behavior;
  4. encourage the viewer to participate in a commercial transaction which does not serve a College purpose;
  5. constitute or contain false advertising;
  6. promote consumption of tobacco products, alcoholic beverages, or illegal drugs;
  7. include profane language;
  8. include explicit sexual content or innuendo, or are obscene;
  9. promote or oppose a political party or candidate or a ballot proposition; or
  10. are otherwise unlawful.

C. Permissible persons and materials:

  1. Persons: Only College students or employees may post materials on College property, except as provided in G below.
  2. Materials: Only materials which are part of the mission, functions, and/or business of the College may be posted on College property, except as otherwise provided in parts D, E, or G.
  3. No “public” postings: The College chooses not to allow postings on its property either by other persons or of other materials, except (a) for postings under G below and (b) the President may make a specific exception for compelling legal or other reasons.

D. Permissible locations: 

Materials shall be posted only on bulletin boards designated or approved for the particular type of posting by the College officer primarily responsible for Facilities, or her/his designee, except that:

  1. an approval under part F below may allow an alternative posting location for good cause, such as when the material’s size or other nature (e.g., a banner) does not suitably fit on a bulletin board;
  2. an instructor or other designated employee may post information relating to instruction in or immediately outside of a classroom or in other space controlled by the instructional program;
  3. an employee may post, in the immediate vicinity of his/her workstation, materials of personal interest which are not inconsistent with College functions and are not prohibited by part B;
  4. a supervisor or College officer may approve postings in areas under her/his direct authority of materials that are decorative or relate to the functioning of that office, except that any posting on a window requires approval by the College officer primarily responsible for Facilities; and
  5. a union’s authorized officer may post on its designated bulletin board in the College mailroom material related to the administration of its collective bargaining agreement.

E. Permissible postings: 

In addition to the postings authorized by parts C and D, the following types of materials may be posted after approval under part F:

  1. items and services for sale by students;
  2. housing available to students;
  3. educational opportunities;
  4. volunteer opportunities;
  5. community events and observances;
  6. fundraising events that benefit the College, a College organization, or the College foundation;
  7. postings relating to a conference center or facility-rental event;
  8. public service postings provided by government agencies; and
  9. other postings of similar nature which clearly and directly further the College’s mission.​

F. Approvals:

  1. By whom: Except for postings under D.2, D.3, D.4, D.5, or G, all postings must be approved beforehand as being both permissible and not prohibited under the criteria above, and be stamped or otherwise designated as having received such approval, as follows:
    1. Building 23 & ASG bulletin boards: Postings in, on, or immediately adjacent to Building 23 (student center/ conference center) and postings on bulletin boards elsewhere that are owned by the Associated Student Government require approval only by the College employee primarily responsible for student activities, or his/her designee, subject to possible review under b below.
    2. All postings: The College officer primarily responsible for Facilities, or her/his designee, must approve all other postings on College property, and also may disapprove a posting under subpart a above.
  2. Additional conditions: The persons who approve postings may implement reasonable additional conditions for approval of postings in addition to the applicable criteria in parts C, D, and E above, such as size, number, and/or frequency restrictions, identification of the posting person/organization, and appropriate compliance with College branding standards. These additional conditions shall be consistently applied to all postings of similar nature, to the extent feasible.
  3. Duration: Unless otherwise stated, approval of a posting shall be for not longer than two weeks or the occurrence of the event that is its subject, whichever comes first.
  4. Timing and review of approval decisions: Approval decisions shall be made as promptly as possible, and shall be subject to review by the College President upon request.

G. Designated public bulletin board(s):

  1. Designation: The College officer primarily responsible for Facilities shall designate at least one bulletin board on the College campus, in a location that is ordinarily accessible during business hours to all or most employees and students, upon which any person who is lawfully on campus may post materials.
  2. Restrictions: This College officer may prescribe evenly-applied restrictions on the time, place, and manner of postings on this designated public bulletin board, if these restrictions are (a) narrowly tailored to serve a compelling College interest and (b) content-neutral, i.e., the restrictions are justified without reference to the content (subject matter and viewpoint) of the postings. If restrictions are appropriate under (a) and (b), it does not matter if they are also similar to other criteria and conditions under this Procedure.

H. Removal, property damage, compliance:

  1. Removal: The posting person and organization are jointly and separately responsible for prompt removal of the posting when the approval or any time limitation has expired (see F.3 and G.2).
  2. Damage: Postings shall be done so as not to damage College property. In the event of any damage, the posting person and organization shall be jointly and separately responsible for the cost of repair.
  3. Compliance: Custodial staff and other designated employees may remove and either store or destroy postings which do not comply with criteria, conditions, or restrictions under this Procedure. Anyone who repeatedly violates this Procedure may have her/his posting privilege suspended, in addition to any other appropriate action.

I. Precedence:

This Policy and Procedure supersedes any other Policy and Procedure on these subjects.