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General College

Chapter 1 POLICIES, PROCEDURES & PRACTICES

1.005 ADMINISTRATOR IN CHARGE

Number: 1.005 Legal Authority: Board Policy BPR 5
Title: Administrator in Charge Implementation Date: 12-17-2002
Contact: President's Office Revisions: 8-25-2014, 1-9-2019

These guidelines provide a framework for employees who are assigned the responsibility of being the Administrator in Charge (AIC) when the president is away from the college for one week or more or under circumstances in which the president deems appropriate.

Day to Day Operations:

The AIC will be responsible for serving as the president's designee in the day-to-day operations of the college. This includes:
  • Running designated committee meetings, such as EMT and Institutional Effectiveness Committee
  • Reviewing and signing routine paperwork as necessary
  • Serving as a point of contact for community and Legislative communications
  • Community education needs
  • Maintaining effective communications throughout the campus and community
  • And, performing other necessary duties to ensure the smooth and efficient operations of the college

  • Campus Emergencies

    The AIC is expected to use her or his best judgment in response to campus emergencies, consistent with the college's Suspended Operations Policy, Emergency Procedures, and other policies related to campus security and safety.The AIC will work with other campus administrators to assure proper response to any emergency situation.

    Limitations

    The AIC shall not be responsible for the following except when expressly authorized by the president or when it is normally a part of his or her assigned duties:
    • Hiring and firing of Centralia College faculty and staff members
    • Legal contract issues
    • Union contract issues
    • Grant approvals
    • Budget alterations
    • Or, any other limitation identified by the president

    Process for Identification of Administrator in Charge

    The president or designee will notify the first available administrator from the following category:
    • Vice Presidents
    • Deans
    • Directors

    Communications

    The President's Office will be responsible for notifying the campus that the President has assigned the AIC the responsibility of being in charge.

    1.010 EQUAL EMPLOYMENT AND NON-DISCRIMINATION

    Campus contact: Human Resources Office
    POLICY:
    It is the policy of Centralia College to assure equal employment opportunity and non-discrimination on the basis of race or ethnicity, creed, color, national origin, sex, marital status, sexual orientation, age, religion, the presence of any sensory, mental or physical disability, and status as a disabled or Vietnam-era veteran. The College will make every effort to eliminate barriers to equal opportunity.

    PROCEDURE:
    The College will:

    1. Recruit, hire, train, promote, and improve opportunities for persons in all job titles without regard to race or ethnicity, creed, color, national origin, marital status, age, religion, the presence of any sensory, mental or physical disability, status as a disabled or Vietnam-era veteran or sex except when sex is a bona fide occupational qualification as reviewed and approved by the Human Rights Commission or any other agency or similar jurisdiction.
    2. Ensure that all personnel actions such as compensation, benefits, transfer, layoffs, return from layoffs, College sponsored training, education, tuition assistance, social and recreational programs will be administered consistent with this policy.

    3. While equal opportunity and non-discrimination are the responsibilities of all Centralia College administrators, specific responsibility for plan development, oversight and implementation is delegated as follows:
      Human Resources Hanson Administration Building, Room 101 Telephone: (360) 736-9391, extension 285

      [President's approval: 3/27/01] [Reviewed and Revised: Dr. Robert Frost, President, 8/19/2014]

    1.015 ALCOHOL AND DRUG POLICY

    Contact: Vice President, Human Resources and Legal Affairs
    POLICY:
    The college abides by all federal, state and municipal laws, statutes, regulations and codes related to the use, sale, consumption, possession or distribution of alcohol and drugs. Employees and students in violation of any such ordinances may be subject to criminal action in addition to any campus disciplinary proceedings.

    The unlawful manufacture, distribution, possession, or use of a controlled substance, including marijuana, in or on Centralia College owned or controlled property, or while conducting Centralia College business is prohibited.
    Employees must, as a condition of continued employment abide by the terms of this policy, and must report any conviction under a criminal drug statute for violations occurring in or on property owned or controlled by Centralia College or while conducting Centralia College business. Employees shall report any such conviction to their supervisor within five days after the conviction. Centralia College must report the conviction to the appropriate federal grant/contracting agency with ten days after having received notice that a person employed under a federally sponsored grant or contract has any drug statute conviction or violation occurring in the work place. Students applying for or receiving financial aid must report any drug convictions to the director of financial aid in accordance with the federal regulations governing financial aid. Financial aid may be denied or terminated as a result.
    Alcoholic beverages may be served on campus by a recognized student organization, college administrative unit, or community organization when approved by the vice president, finance and administration and the college president. Approval must be secured at least 14 working days prior to the event and service is limited to beer and wine. Requests and application for a permit should be filed with the vice president, finance and administration. For all events, guidelines specified by the Washington State Liquor Control Board must be followed. The college reserves the right to permit the use of alcoholic beverages as deemed appropriate and to require adherence to approved policy (See 1.020).
    Sanctions: In accordance with various employees' regulations and negotiated contracts, employees may be subject to discipline up to and including termination. In accordance with the provisions of the Student Rights and Responsibilities Code, students may be subject to discipline up to and including dismissal.
    Policy Review and Certification: The Vice President, Human Resources and Legal Affairs, and the Vice President, Student Services, shall review this policy every two years. The president shall submit the drug-free campus certification as required by Section 22 of the Drug-Free Schools and Communities Amendments of 1989 (PL 101-226) to the Secretary of the U.S. Department of Education.
    Authority: Federal Drug-Free Workplace Act of 1988 Drug-Free Schools and Communities Act of 1989
    [Reviewed and Revised: Dr. Robert Frost, President, 10/1/2014]

    1.020 ALCOHOLIC BEVERAGES

    Campus Contact: Vice President, Finance and Administration
    POLICY:
    The dissemination or use of alcoholic beverages on Centralia College's premises without an approved permit is prohibited.

    [Policy delegated by BOT to College, 9/21/00]
    PROCEDURE:
    The use of alcoholic beverages on campus shall conform to the following:

  • When approved by the College President, alcoholic beverages may be served by a recognized student organization, College administrative unit, or community organization.
  • Approval of alcoholic beverages on campus must be requested at least fourteen (14) working days before the date of use. Each program event will be limited to beer and wine service purchased in conjunction with food.
  • All requests are to be filed with the Office of the Vice President, Finance and Administration. If the request is congruent with the best interests of the requesting organization and the College, the request may receive initial approval by the Vice President. Final approval shall be by the College President.
  • The application for use of alcoholic beverages on campus must be completed by an authorized representative of the organization who accepts responsibility for compliance with the College and other governmental rules and regulations, where applicable, and agrees to be present at the specific function.
  • The initial approving administrative official or designee shall be available at functions where alcoholic beverages are being served, and has the authority to make decisions that might arise concerning College policies or procedures.
  • All events where alcoholic beverages are served will be approved in accordance with Washington State Liquor Control Board guidelines that permit the consumption of alcoholic beverages at such events.
  • The initial approving College official shall designate the specific location for the distribution of alcoholic beverages at approved events. A driver's license with picture or a Washington State identification card will be the only acceptable forms of identification to obtain access to designated distribution locations.
  • Alcoholic beverages will be served and consumed only in a designated area.
  • All sales and use of alcoholic beverages will be covered by the Washington State Law, as interpreted by the Washington State Liquor Control Board.
  • Nonalcoholic beverages will be available at all College events where alcoholic beverages are served.
  • The College reserves the right to require that security is provided at any function where alcoholic beverages are being served.
  • No person who is under the influence of alcohol or dangerous substances, or who is disorderly in conduct, shall be allowed to serve, consume, or dispense alcoholic beverages.

  • [Reviewed and Approved: Dr. Robert Frost, President, 9/18/2014]

    1.030 INSTRUCTIONAL CALENDARS


    Number: 1.030 Legal Authority:
    Title: Instructional Calendars Implementation Date: 9-21-2000
    Contact: Vice President, Instruction Reviewed: 9-23-2014
    Under Review 4-3-2019

    POLICY:

    The College President approves the annual instructional calendar.

    PROCEDURE:
    An annual instructional calendar will be developed by the College under the direction of the Vice President, Instruction. This instructional calendar, which is published in the College catalog, is the official schedule for the College and includes class days, faculty days, quarter beginning and ending dates and holidays. The total number of faculty workdays will be in accordance with the Faculty Negotiated Agreement.
    The Vice President, Instruction will annually convene a calendar committee whose members will include two faculty representatives appointed by the federation and other members selected to provide broad institutional representation and perspective.
    The committee will meet during winter quarter each year and review the next year's academic calendar and develop draft calendars for the succeeding two years. These calendars will be presented to the president for approval by the 1st of February each year.

    Corrections Education
    Contact: Dean of Instruction, Corrections Education

    PROCEDURE:
    Annual instructional calendars for the Cedar Creek Corrections Center and the Garret Heyns Education Center will be prepared by the Dean of Instruction, Corrections Education, in consultation with the faculty and staff.

    1.032 CARPOOL POLICY


    CAMPUS CONTACT; Director of Student Life and Involvement

    POLICY:
    Reserved carpool parking spaces will be available to registered carpool vehicles.

    PROCEDURE:
    Carpool parking will be available to qualified students and staff from 7 A.M. to noon, Monday through Friday. After noon, vehicles without a carpool permit are allowed to park in these spaces. All carpool parking will be available on a first come, first served basis and will be free of charge. The availability of parking is not guaranteed. The designated parking spaces are located on the parking lot on the west side of Kirk Library. All students who are interested in carpooling, and constitute a carpool must fill out a single carpool registration form available at the Welcome Desk in the Student Center.
    STEPS:

    • A special permit will be required in addition to a standard Centralia College parking permit. The permit will be in the form of a hangtag that will be issued by the Help Desk in the Student Center. The permit will be shared by all members of a registered carpool for use in the vehicle they are using that day. It must be prominently displayed hanging on the rear view mirror when parked in the carpool space.
    • A minimum of two individuals will constitute a carpool.
    • Carpool members are required to report immediately any changes in status to the Help Desk in the Student Center.
    • Carpools must be renewed quarterly.
    • Violations of the carpool policy will be handled consistent with the Centralia College parking policy.

    • [Approved: Dr. James Walton, President, 10/28/08] [Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

    1.035 CELLULAR TELEPHONE POLICY


    PRACTICE:

    Because of the visibility and financial responsibility associated with cellular telephone use, the Department of Information Services (DIS) has developed cellular telephone use guidelines. These guidelines will be observed by all Centralia College employees when dealing with cellular telephone acquisition, use, and control.

    Acquisition
    As a general rule, the College not purchase cellular telephones. In the event any cellular telephone equipment is required to be purchased by the College, it must be pre-approved by the Vice President, Finance and Administration and all DIS approved information technology acquisition policies and procedures must be followed.
    State owned cellular telephones and services are only to be used to conduct agency business.
    In those instances where the use of a cellular telephone is an integral part of the College employee's performance, the College will reimburse the employee for cellular telephone charges under the conditions listed below.
    Appropriate use
    The appropriate Vice President must authorize in advance any College use of cellular telephones or reimbursement for cellular telephone charges. Justification for cell telephone use must include examples of greater efficiency, effectiveness, and/or disaster recovery achieved by the use of this technology.
    Cellular telephones may be used to provide assistance with disaster recovery and where the technology can greatly increase the efficiency and effectiveness of a College employee (documented savings must be presented). Cellular transmissions are not secure and employees should use discretion in relaying confidential information on cellular telephones.
    Control
    The appropriate Vice President must authorize any reimbursement for employee use of cellular telephones.
    Employees who are authorized to use cellular telephones to conduct College business must document each call and its purpose (both incoming and outgoing calls). Documentation on a copy of an itemized cellular telephone bill is acceptable. The base charge for cellular telephone access will be pro-rated based on the personal percentage vs. College business percentage use of the cellular telephone. Charges for College business related calls over the base charge will be reimbursed on a call-by-call basis.
    Supervisors will review and initial all cell telephone invoices that are to be reimbursed by the College. Supervisors will report any errors, misuse, or concerns to the appropriate Vice President who will advise the Vice President, Finance and Administration if appropriate.
    Cellular telephone charges will be a departmental/divisional expense. Cellular telephone charges will not be paid out of the College central services budget as an institutional expense.
    College employees are required to take appropriate precautions to prevent theft and vandalism of all state equipment.
    An inventory of all College owned cellular equipment will be kept by the computer services department for internal auditing purposes. (Administrative Approval: February 20, 1996)

    1.040 CHANGE OF NAME AND/OR ADDRESS


    Campus contact: Human Resources Office
    POLICY:

    When a change of name, address, telephone number, or number of dependents occurs, employees must notify the Human Resources Office immediately. When termination occurs, notify the Human Resources Office of the correct address for mailing of the withholding form at the end of the year. Name changes must be changed on the employee's social security identification card in order for College employment records to reflect the change.

    [Reviewed: Dr. Robert Frost, President, 8/19/2014]

    1.045 CHEMICAL HAZARDS


    Campus Contact: Director of Custodial/Grounds or Vice President, Finance and Administration

    POLICY:
    Centralia College, in compliance with WAC 296-62-054 through WAC 296-62-05425, Hazard Communication Standard, has in effect a comprehensive hazard communication program to inform employees of the existence of any hazardous chemicals used in the performance of their duties.

    1.050 CHRONIC COMMUNICABLE DISEASES


    Campus Contact: Vice President, Student Services

    POLICY:

    Centralia College is committed to providing education about the transmission and prevention of chronic, communicable diseases, including Acquired Immune Deficiency Syndrome (AIDS). Specific procedures relating to chronic communicable diseases shall be developed and updated when necessary.

    [Policy delegated by BOT to College, 9/21/00].

    1.052 COLLEGE POLICY AND PROCEDURE FORMULATION


    Number: 1.052 Legal Authority: Board Policy BPR 3
    Title: College Policy & Procedure Formulation Implementation Date: 3-3-2004
    Contact: President's Office Revisions: 8-19-2014,1-9-2019
    INTRODUCTION:

    Board policy is approved after formal review by the board. College policy and procedures are approved by the Institutional Effectiveness Committee after a review/recommendation process. Policy and procedure development, revision, or elimination may begin in a variety of ways:

    • Request by the board of trustees
    • Disappearing Task Forces (DTFs) charged by the Institutional Effectiveness Committee (IE), the president or any vice president
    • Any IE constituent group
    • Required as the result of changes in law
    • Required as the result of Office of Financial Management (OFM) changes
    • Required as the result of changes in State Board for Community and Technical Colleges (SBCTC) policy
    • Required as the result of external state or federal agencies or regulations
    • An employee's request to the president or any vice president
    • Regular review and updating process, including elimination of existing policy

    POLICY: Policies establish originating authority, delegated responsibility, and the general principles which guide the College.

    Board of trustee's policy Executive Limitation (EL)-1 delegates to the college president the authority to exercise in the name of the board (under RCW 28B.10.528) all of the powers and duties vested in or imposed upon the board by law, except such powers and duties as the board expressly reserves for the board. See Board EL policies for restrictions.
    Proposed board policy is subject to a first and second reading prior to a formal vote of approval by the board. Once approved, the president shall enact policy through the authority delegated by the board. This authority is exercised commonly through college policy or procedure implementation.

    Nothing prevents the president or a vice president from approving an interim policy, as long as:
    • The interim policy time is limited;
    • EMT reviews the interim policy;
    • IE is informed of the interim policy; and
    • Policy formulation processes are begun immediately to create permanent policy.

    PROCEDURE: the prescribed means of accomplishing policy through specific action, guidelines, compliance needs or expected standards.
    Before any constituency group may request the development, modification, or deletion of a college policy or procedure, a vice president must first bring the issue to the Institutional Effectiveness Committee (IE). [Exceptions: Faculty Union, Classified Staff Union, and Associated Students of Centralia College (ASCC)].

    IE will determine:
    • if, where, and when it shall route the issue for development of an initial draft; and
    • assign a title, number, and "placement" for the policy or procedure
    The initial first draft shall be presented in the official format when forwarded to IE for review. Upon receipt of an initial draft, IE shall permit any constituency group that wishes to review the draft to do so. Comments will be brought back to IE for a second reading. At the conclusion of its policy review, IE shall take one of the following actions:
    • Recommend to the president with no modification;
    • Recommend to the president with specific modifications;
    • Recommend that the president not approve the policy or procedure; or
    • Refer the draft back to one or more constituency groups for additional revision.

    The president will assign periodic review of policy and procedures, ordinarily every five years, to maintain both currency and relevance to college values, authorities, and operations.

    1.053 COLLEGE POLICY EXCEPTIONS


    Number: 1.053 Legal Authority: Board Policy BPR 3
    Title: College Policy Exceptions Implementation Date: 3-3-2004
    Contact: President's Office Revisions: 8-25-2014,1-9-2019

    INTRODUCTION:
    Policies cover a broad spectrum of cases, people, and circumstances. The college acknowledges that there may be times when it is reasonable, prudent, and desirable to grant exceptions to policies to allow for individual circumstances not covered by the wording of a particular policy.

    POLICY:
    Therefore, the college authorizes the president, the vice presidents, and their designees to grant limited exceptions to college policy subject to specified parameters.
    PROCEDURE: These procedures provide the required policy parameters to college policy exceptions: The exception may not:
    1. be applied in a discriminatory manner;
    2. violate any federal, state or municipal law, statute or regulation;
    3. violate any collective bargaining agreement unless agreed to by all signatories to the agreement;
    4. violate State Board for Community and Technical College (SBCTC), Office of Financial Management (OFM), or other applicable state policy; and
    5. violate the state ethics law or rulings by the state ethics commission.

    The administrator may make exceptions only in her or his area of responsibility. Where very frequent exceptions are made, the policy must receive policy review in accordance with 1.052. The vice president may delegate authority to affected staff, especially while policy is under review.

    Whenever possible, the administrator should consult with policy content experts prior to making an exception.

    Exceptions are made on a case-by-case basis.

    Exceptions must be documented and forwarded to the appropriate vice president. The vice president shall maintain the documentation on file. The documentation should include the rationale for making an exception in the specific instance.

    Exceptions must be made after consultation with the personnel affected.

    Personnel affected by an exception must be provided the final decision and the reason for it.

    1.055 COMMERCIAL ACTIVITIES


    Number: 1.055 Legal Authority:
    Title: Commercial Activities Implementation Date:
    Contact: Vice President, Finance & Administration Reviewed: 11-24-2014, 4-3-2019

    POLICY:

    The College may engage in the direct sale of goods, facilities, and services to individuals, groups, or external agencies for fees when those services, facilities, or goods are related to the educational mission of the College. Requests to establish ongoing commercial activities will be processed through the Vice President of Finance and Administration office.

    Oversight
    The Vice President, Finance and Administration is designated as the officer who shall:
    1. Resolve matters concerning the internal application of this policy.
    2. Address questions from members of the external community about specific sales programs
    3. Review all proposed commercial sales activities to other governmental agencies.

    1.065 COMPUTER, NETWORK AND ELECTRONIC MAIL USE


    Campus Contact: Director of Information Technology

    POLICY:

    The use of computers on campus must be consistent with the mission and goals of Centralia College.

    PROCEDURE:
    [Reviewed and Revised: Dr. Robert Frost, President, 4/13/2015]
    Guidelines for Appropriate Computer Use

    1. Searching public catalogues, databases, and links placed on the College's website.
    2. Searching public catalogues, databases, and links of other institutions using the College's home page.
    3. Searching the Internet for study, research, and teaching.
    4. Downloading legally obtained research onto a removable disk or a printer.
    5. Doing assigned Centralia College coursework or performing tasks specifically associated with college employment.

    Inappropriate Use: Listed below are some examples of activities NOT ALLOWED on computers on the Centralia College campus or facility.
    Prohibited Activities on all college-owned or controlled computers. The following are examples of inappropriate uses. This list is illustrative and is not exhaustive.
    • Hacking or use of protocol analyzers or 'sniffers'.
    • Creating, disseminating or executing self-replicating or similar nuisance programs (e.g. virus, Trojan horse), whether or not they are destructive in nature.
    • Use of any Centralia College computer not authorized for your use by your supervisor.
    • Computer use that violates any municipal, state or federal law, regulation or statute.
    • Use of public workstations which violate College Policies, such as destroying files, damaging equipment, removing memory chips, accessing confidential files, entering secured hard disks, changing established formats within computer hard disks.
    • Using computers to act abusively towards others or to provoke a violent reaction, such as stalking, acts of bigotry, threats of violence, or other hostile or intimidating "Fighting words." Such words include those terms widely recognized to victimize or stigmatize individuals on the basis of race, ethnicity, religion, sex, sexual orientation, disability, and other protected characteristics.
    • Posting of Web page material that violates the College's Student Code of Conduct, Center of Information Service (CIS) policy, and state and federal law. This includes posting information that is slanderous or defamatory in nature or displaying graphically disturbing or sexually harassing images or text on a public computer facility or location that are in view of other individuals.
    • The Centralia College internet system shall not be used to transmit, receive, or store in any form data or documents where the content and/ or meaning of the message/ document or its transmission or distribution or display is likely to be deemed obscene, abusive, or highly offensive to anyone.
    • Using the college computers for entertainment, except as directed by an instructor.

    Restricted Activities on Library Computers: Use of library computers is a privilege and not a right. Therefore, use of computers in the library shall be exclusively reserved for uses that directly relate to the mission and values of Centralia College. Failure to do so may result in withdrawal of computer use privileges and removal from the Library. In addition to the previously identified prohibitions, the following activities are prohibited on Library computers.
    The following activities are prohibited before 1:00 PM:
    • Use of word processing, notepad, spreadsheets, other local workstation applications on research designated machines
    • Posting to newsgroups, listserves, other networked activities
    • Use of personal CDs or floppy disks except to download files
    • Interactive on-line communications: e.g., personal e-mail, chatlines, etc.

    In times of heavy use, priority is given to:
    • Use of the public catalog, periodical indices, and other Library Webpage resources.
    • Centralia College students
    • College class-related research

    Note: Librarians may need to ask users to give up computers to meet these priorities.
    Use of computers by college faculty, staff members or others. Centralia College staff members must comply with Washington State Law RCW 42.52 known as the Ethics in Public Service Law. This law requires that all public staff members and state officials be accountable to the people and must consider this public accountability as a particular obligation of their public service using their official powers and duties and the resources of the state only to advance the public interest. This obligation requires that all faculty and staff members of Centralia College may not use state resources, which any computer operated by the college would be considered, for personal benefit or to benefit another person. This restriction does not prohibit the use of public resources to benefit others as part of a College faculty, staff member or officer's official duties.
    Consequences of Misuse
    Persons alleged to have violated this policy may be subject to Centralia College's disciplinary procedures and policies, including but not limited to the Student Rights and Responsibilities Code, non-discrimination and sexual harassment policies. For employees of the College, disciplinary action will be taken in accordance with applicable contracts, college policy and state personnel regulations. The College will make every effort, where appropriate, to resolve allegations at an informal level agreeable to all affected parties.
    Additionally, users found to have violated this policy or other appropriate college policies, municipal, federal or state laws or regulations may have their computer use privileges withheld, denied or removed, in addition to possible other sanctions such as removal from the library, or suspension or dismissal from the college.
    Questions
    Copies of the Student Conduct Code are available from the Student Services Offices. Copies of the Sexual Harassment Policy and Discrimination Complaint Procedures are available from the Human Resources Office and the Student Services Offices. The College reserves the right to pursue civil or criminal action when appropriate.

    1.070 STATE ETHICS LAW


    Contact: Appropriate Vice President

    POLICY:

    Centralia College staff members must comply with Washington State Law RCW 42.52 known as the Ethics in Public Service Law.

    Employees seeking to accept employment, contracts or grants for outside work must complete the Request for Approval of Outside Work for Compensation Form that is available in the Human Resources Office. The form requires approval from the Vice President of the employee's administrative unit and the President of the College.
    Authority: RCW 42.52

    [Policy delegated by BOT to College, 9/21/00] [Reviewed and Revised: Dr. Robert Frost, President, 08/19/14]

    1.075 CONSERVATION OF ENERGY/ELECTRICITY


    Campus contact: Facilities, Operations and Maintenance Office
    POLICY:
    The college is committed to support a sustainable campus and will continually monitor practices and procedures to reduce power consumption relative to size. The results will be reported annually to the campus.
    PRACTICE:
    College classrooms and labs are not to be heated above 75 F or cooled below 68 F. The thermostats are set for that range and should not be changed. If for some reason, an area is warmer or cooler, the Facilities, Operations and Maintenance Office should be informed. It is appropriate for faculty members to inform students that temperatures in the building will be kept at these levels and wearing warm clothing during the winter months is advisable.
    Employees are asked not to open windows if a room gets too warm, since the introduction of cool air from the outside activates the heating system to put more heat into the room. The Buildings and Grounds Office should be contacted for all management of classroom and lab temperatures.
    [Reviewed and Revised: Dr. Robert Frost, President, 11/24/2014]

    1.080 COPYRIGHT RULES


    Campus Contacts: Dean, Library Services and e-Learning and Vice President, Human Resources & Legal Affairs

    POLICY:
    It is the intent of Centralia College that that all persons working or studying at Centralia College will comply with federal copyright law (U.S. Code Title 17).

    PROCEDURES:

    Fair Use Guidelines determine the legality of copying copyrighted materials for educational use. In general, single copies of copyrighted materials may be made for "criticism, comment, news reporting, teaching, scholarship, and research" (Title 17, Section 107.) Faculty may make multiple copies of materials for distribution to students when it is a spontaneous decision; it is in the context of face-to-face teaching; only a small percentage of the whole work is copied; the copies are for only one course; and the copying is not repeated, quarter to quarter. If these conditions are not met, permission must be requested from the copyright holder. All copies should include the copyright notice from the original.

    Additionally:

    • Specific guidelines govern copying of printed music and audiovisual materials.
    • All copies should include notice of copyright copied from the original.
    • All course syllabi shall include a copyright statement
    • Under no circumstances may course packs be duplicated and sold to students without permission from the copyright holders.
    • Faculty members will respect copyright restrictions for delivering instruction via distance education as detailed in the TEACH Act.
    • In compliance with theDigital Millennium Copyright Act, Centralia College computing and network resources may not be used for actions that violate federal copyright law.

    The Copyright at Centralia College link from the College's Web site provides detail about copyright law and procedures for obtaining permission from copyright holders to duplicate copyrighted materials.

    1.081 COPYRIGHT ACT: DIGITAL MILLENIUM COPYRIGHT ACT (DMCA)

    INTRODUCTION:
    The Centralia College Web site and network are provided to support the College's teaching and learning mission. It is the intent of the College that faculty, students, and staff will be aware of, and comply with, relevant copyright laws, including Fair Use Guidelines.
    POLICY:
    Under the DMCA, Centralia College as an Internet Service Provider is protected from liability for the actions of the College's network users as long as the College does not have actual knowledge of or have reason to know about infringement, the College does not benefit financially from the infringement, the College, upon notice of an infringement, acts expeditiously to remove, or disable, the material that is claimed to be infringing, an agent is designated with contact information on the College's Web site, and repeat infringers' rights to use of the network are terminated.

    PROCEDURES:
    If you as a copyright holder believe your copyright has been violated via the Centralia College network, send a notification to the College's Registered Agent:

    Julie D. Huss, J.D. VP, Human Resources & Legal Affairs 600 Centralia College Blvd, Centralia, WA 98531 360-623-8474 julie.huss@centralia.edu

    U.S. Code, Title 17, Section 512(c)(3)(A), requires that your Notification of Claimed Infringement includes the following:
    • A physical or electronic signature of a person authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.
    • Identification of the copyrighted work claimed to have been infringed, or, if multiple copyrighted works at a single online site are covered by a single notification, a representative list of such works at that site.
    • Identification of the material that is claimed to be infringing or to be the subject of infringing activity and that is to be removed or access to which is to be disabled, and information reasonably sufficient to permit the service provider to locate the material.
    • Information reasonably sufficient to permit the service provider to contact the complaining party, such as an address, telephone number, and, if available, an electronic mail address at which the complaining party may be contacted.
    • A statement that the complaining party has a good faith belief that use of the material in the manner complained of is not authorized by the copyright owner, its agent, or the law.
    • A statement that the information in the notification is accurate, and under penalty of perjury, that the complaining party is authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.

    The College will promptly acknowledge receipt of notification of claimed infringement, and remove or disable access to, that is, "take-down," the contested material from the network pending resolution of the claim.

    1.082 UNAUTHORIZED DISTRIBUTION OF COPYRIGHT MATERIAL


    INTRODUCTION:
    This policy is written to meet the requirements of Federal Regulations CFR 668.14(b) (30) and CFR 668.43(a) (10).

    DEFINITION:
    Digital file sharing is the practice of distributing or providing access to digitally stored information, such as computer programs, multi-media (audio, video), documents, or electronic books. It may be implemented in a variety of storage, transmission, and distribution models.
    Peer-to-Peer (P2P) is software that allows computer users, utilizing the same software, to connect with each other and directly access files from one another's hard drives.
    POLICY:
    Students and employees of Centralia College may not use the college's information technology system to make unauthorized distribution of copyright materials, including, but not limited to, unauthorized peer-to-peer file sharing. Violation of this prohibition may subject an employee or student to criminal, and/or civil liabilities, in addition to college disciplinary action.
    PROCEDURES:
    Employees in violation of this prohibition are subject to disciplinary action and due process as specified in the college's negotiated agreements and employee policies. Students in violation of this prohibition are subject to disciplinary action, penalties, and due process in accordance with WAC132L-120, The Student Rights and Responsibilities Code. Penalties are summarized in WAC 132L-120-100.
    PRACTICE:
    To combat unauthorized distribution of copyrighted material by users of the institutions network, Centralia College may use these technological based deterrents: commercial products, bandwidth shaping, traffic monitoring, and aggressively responding to Digital Millennium Copyright Act notices. Centralia College makes information about appropriate and inappropriate use of copyrighted material on its website, as part of its housing agreements with students, as part of its new student orientation program and in its course syllabi. In addition, signs and posters provide information at the various computer labs and stations available for student use. Employees receive this information as part of new employee orientation.
    IT reviews annually the effectiveness of these plans and shall review the legal alternatives for downloading or otherwise acquiring copyrighted material. As a result of this review, the director of information technology posts these legal alternatives on the web page devoted to appropriate use of copyrighted materials.
    [Approved: President James Walton, January 5, 2011]

    1.090 ELECTRONIC SIGNATURE POLICY


    CAMPUS CONTACT: Human Resources Office, Information Technology Office
    POLICY:
    Centralia College will adopt an Electronic Signature Procedure that fulfills the requirements of RCW 19.360.020 and the OCIO Electronic Signature Guidelines. The Electronic Signature Procedure will be regularly reviewed to ensure compliance with OCIO guidelines.
    Departments wishing to utilize electronic signatures will complete and document the Business Analysis and Risk Assessment portion of the Electronic Signature Procedure.
    It is a violation of this policy for any individual to sign a Centralia College-related transaction on behalf of another individual, unless he or she has been granted specific authority by that individual. Individuals found in violation of this policy are subject to disciplinary action, up to and including termination of employment, disciplinary action under the Student Code of Conduct and criminal prosecution under applicable federal and state laws.
    [Reviewed and Approved: Dr. Bob Mohrbacher, President 11/8/2016]

    1.095 E-MAIL ACCEPTABLE USE POLICY

    Campus contact: Vice President, Finance and Administration
    POLICY:
    The use of the Centralia College mail systems shall be solely for facilitating the exchange of information consistent with the purposes, objectives and mission of Centralia College.

    Users of the Centralia College mail systems shall promote efficient use of the campus networks to minimize, and avoid if possible, creating congestion within or upon the networks thereby interfering with the work of other users of the networks. Further, users of the Centralia College mail systems shall respect the rights and property of all others and shall not improperly access, misappropriate or misuse the information/files of other users.
    Every effort will be made to insure the privacy of individual accounts, however; under special circumstances, to resolve technical problems, prevent misuse of the system, or investigate illegal activity, personnel authorized by the system administrators may access accounts. Additionally, absolute security cannot be assured and unauthorized or accidental access to an account is possible, as is the interception of electronic messages.
    The Centralia College mail systems shall not be used to transmit in any form (e.g. text, images, sound) data or documents where the content and/or meaning of the message or its transmission or distribution would violate any applicable law or regulation.
    The Centralia College mail systems shall not be used to transmit in any form (e.g. text, images, sound) data or documents 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).
    The Centralia College mail systems shall not be used for commercial purposes unrelated to College functions.
    When using the Centralia College mail systems for reaching recipients and services beyond the Centralia College local area networks themselves (i.e., Internet), users shall apply the Centralia College Network and Electronic Mail Acceptable Use Policy.
    With advice/recommendations from the Technology Committee (and its subcommittees), and ratification by the College Council, the system administrators are responsible for the modification and distribution of this Acceptable Use Policy.
    Violations of this policy could result in the withdrawal of use privileges, discipline, and/or termination of employment.
    Guidelines for E-Mail were developed to guide staff as they create e-mail messages, and these guidelines were distributed in March 1995. Copies of the Guidelines can be obtained in the Computer Services Office.
    [Recommended: College Council February 21, 1995; Approved: President]

    1.096 E-MAIL REQUIRED USE POLICY


    POLICY:

    Centralia College mandates e-mail communication live@edu as the only official e-mail communication system used between students and the college. All official College communication will be sent via email to the Centralia College email address.

    [Reviewed and Revised: Dr. Robert Frost, President, 10/1/2014]

    1.097 PRESERVATION OF ELECTRONIC RECORDS FOR LITIGATION POLICY


    POLICY:
    Centralia College shall preserve all electronic materials that could be relevant to pending or anticipated lawsuits, and retrieve and produce such materials in the course of such litigation. Failure to meet these obligations may subject Centralia College and the individuals involved to sanctions and liability.
    As required by RCW 40.14.040, the Public Records Officer manages and oversees Centralia College compliance with state and federal laws and regulations relating to the preservation and destruction of electronic and paper information.
    Authority:
    RCW 40.14.040
    [Approved by James M. Walton, President, January 9, 2009]
    [Reviewed and Revised: Dr. Robert Frost, President, 08/19/14]

    1.100 EMERGENCY PROCEDURES


    Campus Coordinator: Vice President, Finance and Administration

    PRACTICE:
    Handling emergencies at an on-campus location is the responsibility of the first staff member, or their designee, who is immediately available. The procedure to follow is:

    1. Enlist the aid of a qualified, competent person(s) as needed.
    2. Determine nature of the emergency.
    3. Make certain that first aid is rendered as required. Injured persons should receive help, but only to the extent that any person administering aid is qualified to do so, however, injured persons should not be moved or treated unless their lives are threatened by remaining as or where they are.
    4. Follow the victim's advice about calling parents and/or personal physician.
    5. When emergency aid is needed, call the appropriate emergency number(s) listed below:
    6. EMERGENCY TELEPHONE NUMBERS (Dial 9 first to obtain an outside line.)
      911 Centralia Fire Department, Medic I, Centralia Police 748-9286 Lewis County Sheriff 748-6633 Washington State Patrol 736-2803 Providence Centralia Hospital 1-800-732-6985 Poison Control Center (Washington State)
    7. Inform the Vice President, Instruction in the case of faculty members, Vice President, Student Services in the case of students, or the Vice President Human Resources and Legal Affairs in the case of classified employees about the event as soon as practical.
    8. The staff member is responsible to make certain that the appropriate accident form, Student/Visitor Accident Injury or Occupational Illness Report (for students) or Report of Employee Personal Injury/Incident/Accident form (for faculty and staff), is completed and returned to the appropriate office. In all instances in which the switchboard operator is involved, she/he will initiate the form and forward it to the appropriate office. The Student/Visitor form is available from the Vice President, Student Services Office, and the Report of Employee form is available from the Human Resources Office.

    1.101 EMERGENCY AND CRISIS RESPONSE PLAN


    Campus Coordinator: President
    Definitions:

    • EMERGENCY: Structural, medical, or people situations that may cause harm to persons or property such as bomb threats, chemical or radiation spills, civil disturbances, earthquakes or volcanic eruptions, explosions, downed aircraft, fire, flood, large scale medical such as epidemic or poisoning, psychological crisis, snow or bad weather, utility failure or violent or criminal behavior.

    • CRISIS: Any event or issue, other than an emergency, that triggers negative reactions by stakeholders that affect the college's reputation, financial strength, and ability to carry out its mission such as casualty accidents, class-action lawsuits, consumer activism, defects and recalls, discrimination, environmental damages, executive dismissal, financial damages, labor disputes, mismanagement, sexual harassment, whistle blowing, and white-collar crime.

    POLICY:
    Only the president, or administrator in charge, may declare a college emergency or crisis.

    EMERGENCY TEAM PROCEDURES:
    • The Emergency Team shall consist of: the president (or administrator in charge), the vice presidents (as available), the campus safety officer or appointed staff member, the director of college relations, and other persons the president may deem necessary.
    • The president or administrator in charge shall assemble the Emergency Team
    • Establish either a Field Emergency Command Post at the site or a General Emergency Command Post
    • Follow the procedures in the Emergency Response Manual
    • The president or administrator in charge may also wish to assemble the Crisis Team.

    CRISIS TEAM PROCEDURES:
    • The Crisis Team shall consist of: the president (or administrator in charge), vice presidents, and appointed members from deans, directors and other groups as needs determine.
    • The president or administrator in charge shall assemble the Crisis Team
    • As details are known, the president may augment the crisis response team with additional staff such as, but not limited to: director of counseling, assistant attorney general, and administrative assistants.
    • The crisis team shall assemble as soon as possible in the president's office or at some location deemed more appropriate by the president.
    • The senior administrator present on the crisis team shall assume all authorities until arrival of the president.
    • Follow the guidelines in the Crisis Response Manual on a case-by-case basis.
    • The Crisis Team shall meet at least annually to review the details of crisis scenario.

    [Reviewed: Dr. Robert Frost, President, 08/25/14]

    1.102 EMERGENCY NOTIFICATIONS POLICY


    Campus contact: Vice President, Student Services

    INTRODUCTION AND PURPOSE:

    In the event of an emergency, the college, in order to protect the health, welfare and safety of its employees and students, must be able to make effective and immediate emergency notification to them. The safety of all persons depends on such notification being broadcast in the widest possible manner to the maximum number of people in the shortest amount of time. Persons not receiving such information not only may jeopardize their own safety but the safety of others as well.

    POLICY:
    The college shall operate a mass emergency notification system that provides emergency notification and information to its college community. The college shall automatically upload contact information from its employee and student databases into its emergency notification system. The college shall use this system to send emergency notifications via cell phones and other digital devices to its students and staff members. Students and employees who do not wish to receive such notification may opt out.

    Until such time as the college adopts a general alert system to inform the campus community to check their telephones and e-mails for an emergency message, offices and classrooms, if feasible and to the maximum extent possible, shall develop mechanisms that would permit the ongoing monitoring of telephone, text messaging and/or e-mail for emergency messages.
    [Recommended by SPC October 24, 2011]
    [Recommended by IE January 4, 2012]
    [Approved: James M. Walton, President, 01/04/11]

    1.103 EMPLOYEE COMPUTER REPLACEMENT POLICY


    Campus Contact: Director of Information Technology
    POLICY:

    Employee use computers at Centralia College will be replaced:

    1. When they no longer meet the minimum acceptable hardware specification as set by the Technology Committee.
    2. When they no longer meet the needs of the using department.

    Departments wishing to replace computers that meet the minimum acceptable hardware specification must do so with non-replacement policy funds. Departments with grant funded computers must continue to use grant funds for replacements.

    When projecting costs associated with new employee positions (not replacements), divisions must fund the cost of the initial computer hardware. Divisions must not count on the availability of used equipment for filling new employee positions.

    Divisions may elect to remove computers from the replacement plan. The computer will be returned to the IT Department for evaluation for redeployment elsewhere or surplus.

    Procedure:
    Each budget year:
    1. The Technology Committee will:
      • Establish the minimum acceptable hardware specification based upon the hardware requirements of the current operating system (Windows) and major software applications (Microsoft Office, Adobe Creative Cloud, etc.) The minimum acceptable hardware specification may change throughout the budget year as new versions of software are released.
      • Distribute a list of computers that should be replaced each year.
    2. The campus will provide sufficient funds to replace computers that no longer meet the minimum acceptable hardware specification.
    3. Divisions wishing to upgrade replacement computers beyond the standard configuration must fund the cost difference.
    4. The IT Department will:
      • Procure and deploy the replacement computers leveraging large orders where possible.
      • Evaluate computers being replaced. All computers will be returned to the IT Department for evaluation and possible redeployment regardless of funding source. Upgrading will be used where cost effective. The IT Department will redeploy computers in a manner that serves the best utilization of the computer. Grant funded computers will be redeployed back to grant funded areas where a need exists; otherwise they may be redeployed to replace general use machines.
      • Maintain a small pool of excess computers to support special projects or one time needs.
      • Produce an annual report giving details of computers replaced and how the funds were used. This report will also evaluate the need to modify the upcoming years funding allocation.
    [Reviewed and Revised: Dr. Robert Frost, President, 11/24/2014]

    1.104 INFORMATION TECHNOLOGY (IT) ACCESSIBILITY POLICY


    Centralia College strives to ensure that people with disabilities have access to the same services and content that are available to people without disabilities, including services and content made available through the use of information technology (IT). IT procured, developed, maintained, and used by Centralia College should provide substantially similar functionality, experience, and information access to individuals with disabilities as it provides to others.
    The policy aligns with:

    • Centralia College's obligations under Section 504 of the Rehabilitation Act of 1973.
    • The Americans with Disability Act of 1990 together with its 2008 Amendments.
    • Washington State Policy #188 - Accessibility.
    • The Washington State Board of Community & Technical Colleges (SBCTC) Accessible Technology Policy

    Reviewed and Revised by IE 4/6/2017
    Reviewed and Approved by Dr. Bob Mohrbacher, President, 4/11/2017]

    1.120 EXTERNAL FUNDING


    Campus contact: Institutional Research and External Funding

    POLICY:
    All external funding requests require the signature of the College President or designee.
    PROCEDURE:
    All requests for external funding shall be reviewed by the Office of Institutional Research and External Funding. All grant funds are maintained separately from College funds and are monitored closely with assistance from the Business Office.

    1.125 FACILITIES USE & ROOM SCHEDULING


    Campus contact: Facilities, Operations and Maintenance Office

    POLICY:
    To assure appropriate scheduling of the College facilities, regularly scheduled classes will have priority over other usage. Fees, scheduling, and permission for other usage is set by the Vice President, Finance and Administration. (See WAC 132L-136-060.)

    [Reviewed and Revised: Dr. Robert Frost, President, 11/24/2014]

    1.132 TAC FACITLITY USAGE


    Campus contact: Facilities, Operations and Maintenance

    Eligibility and Priority
    The TAC is designed and dedicated for the instruction of Centralia College (CC) students, College activities and organizations. The facility is available to external organizations, businesses, civic, and community organizations, and individuals outside of the College upon request, and as space permits.
    College facilities are reserved according to the following priorities:

    1. Academic activities involving course credit directly related to the instructional mission of the College.
    2. College-sponsored activities as approved by the Office of the President and/or Board of Trustees.
    3. Institutional activities other than course-related activities sponsored by faculty members or departments, Student Government, and student clubs and organizations that are recognized by the college.
    4. Administrative department meetings and programs.
    5. Co-sponsored CC events and activities that involve off-campus individuals or groups with a direct relationship to College administration or a College approved student club/organization.
    6. Outside/External events and activities for rental clients, including non-profit groups, governmental agencies, school districts, other organizations and individuals whose proposed events are not directly involved with CC student programs or departments.

    TAC Rental Rates
    1. The rates will be published on the College website.
    2. Revenues earned from the rental of the facilities will be used to maintain the TAC building and grounds.

    3. Reservation/Scheduling Requirements
      1. Room rentals are available on a first-come, first-serve basis with priority given to campus activities, student groups and College-sponsored events.
      2. Once an external rental application is approved, it cannot be superseded by a college activity or event.
      3. An Events Request Form must be completed by the College/Rental Client.
      4. The College reserves the right to deny any function which will endanger persons or property, or does not meet the standards established concerning the use of the facility.
      5. Rental of facilities may be revoked by the College if violation(s) of the College regulations and/or breach of provisions of the policies and procedures occur.
      6. Facility rental reservation rights cannot be transferred, assigned, or sublet.
      7. If under aged participants are to be on campus, sufficient, competent adult supervision must be provided by the College/Rental Client at the event.
      8. CC reserves the right to inspect and supervise all events being held in the TAC.
      9. Alcoholic beverages (beer and wine) will be allowed only with prior approval of the Vice President of Administrative Services as long as user abides by all laws of the Washington State (WAC 132G-124-020) and Washington State Liquor Control Board.
      10. Marijuana, illegal, and/or controlled substances are not permitted on College premises.
      11. All federal, state, and local laws/ordinances must be adhered to; illegal conduct is not permitted.
      12. College officials shall have the right to terminate an agreement immediately and without notice upon its discovery of a violation of any term, condition or provision of this policy.

      Damage and/or Loss of College Property
      1. The College/Rental Client is liable for any damage to the facility caused during the scheduled event or activity, or by the Client's guests/individuals connected to the event.
      2. If such damage occurs it will be assessed and itemized, and the College/Rental Client will be required to reimburse the College for the damages.
      3. Damage charges include all charges to defray any expense for the repair or replacement of damaged property or equipment incurred as a result of a rental agreement. These charges will be on a "full recovery" basis.
      4. A damage deposit may be required by the College for rental of the banquet facilities, kitchen, and other facilities in the TAC. The amount of the deposit shall be determined by the College.

      Liability & Insurance
      1. At the discretion of Centralia College, the Rental Client must procure and maintain in force at the time of the event, without expense to the College, a public liability insurance policy covering bodily injury and property damage with limits of not less than $1,000,000 per occurrence. Some events held on the property of Centralia College may require additional insurance.
      2. If required, the Rental Client must provide the Facilities Office with a certificate of insurance prior to the event.
      3. Centralia College assumes no responsibility for personal property and equipment brought onto the premises or for damage or loss of any articles or merchandise left on campus prior to, during, or following an event.
      4. The Rental Client will be required to indemnify and hold harmless Centralia College from and against any and all claims as a result of acts or neglect of the Rental Client, its agents, employees, attendees or guests.

      Publicity & Advertising
      1. The use of the Centralia College logo, trademark or trade name is not permitted without prior authorization. The College Public Information Office (PIO) will provide an acceptable College logo for any materials that may be produced by the Rental Client if applicable.
      2. The customer may NOT promote their event as a CC sponsored event unless agreed upon in writing by the College in advance. Publicity for non-College events cannot be structured as to imply College sponsorship or endorsement of the event.
      3. Users publicizing an event must state who is sponsoring the event and include the location, time, and date of the event. Advertising on College bulletin boards for the event must be cleared with the SLIC Office.

      See also,
      Centralia College Policy Handbook 1.055 Commercial Use Centralia College Policy Handbook 1.240 Limitations of Room Rental for Political Activity
      [Reviewed and Approved: Institutional Effectiveness and Dr. Bob Mohrbacher, President, 05/03/17]

    1.135 DISCRIMINATION AND HARASSMENT POLICY

    (WAC 132L-300-010)

    Centralia College ("College") provides equal opportunity and access in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war as required by Title VI of the Civil Rights Act of 1964, Title VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Sections 504 and 508 of the Rehabilitation Act of 1973, the Americans with Disabilities Act and ADA Amendment Act, the Age Discrimination Act of 1975, the Violence Against Women Reauthorization Act and Washington State's Law Against Discrimination, Chapter 49.60 RCW and their implementing regulations. The business hours for Centralia College are posted on the Centralia College website. In order to allow for maximum productivity, a flexible work schedule may be approved by the immediate supervisor to accommodate personal and family needs of employees.

    The College has enacted policies prohibiting discrimination and harassment of members of these protected classes. Any individual found to be in violation of these policies will be subject to disciplinary action up to and including dismissal from the College or from employment.

    [Reviewed and Revised: Dr. Robert Frost, President, 8/27/2015]

    1.136 DISCRIMINATION AND HARASSMENT PROCEDURE

    (WAC 132L-300-020)

    Any employee, student or visitor who believes that he or she has been the subject of discrimination or harassment should report the incident or incidents to the College's Title IX / Equal Opportunity ("EO") Officer identified below. The College encourages the timely reporting of any incidents of discrimination or harassment. If the complaint is against that officer, the complainant should report the matter to the president's office for referral to an alternate designee.
    Name: Vice President of Human Resources & Legal Affairs, Title IX/EO Officer or designee
    Office: Hanson Administration Building, Human Resources Office Room 101
    Contact info: 600 Centralia College Blvd, Centralia WA 98531; phone 360.623.8474
    The Title IX / EO Officer, or designee:

    • Will accept all complaints and referrals from College employees, students, and visitors.
    • Will keep accurate records of all complaints and referrals for the required time period.
    • May conduct investigations or assign and oversee investigations conducted by others.
    • May impose interim remedial measures to protect parties during investigations of discrimination or harassment.
    • Will make findings of fact on investigations completed.
    • May recommend specific corrective measures to stop, remediate, and prevent the recurrence of inappropriate action.

    The College encourages the timely reporting of any incidents of discrimination or harassment.

    A. DEFINITIONS
    1. Complainant:employee(s), applicant(s), student(s), or visitors(s) of the College who allege that she or he has been subjected to discrimination or harassment due to membership in a protected class.
    2. Complaint: a description of facts that allege violation of the College's policy against discrimination or harassment. (The College has an official form as part of this procedure.)
    3. Consent: knowing, voluntary and clear permission by word or action, to engage in mutually agreed upon sexual activity. Each party has the responsibility to make certain that the other has consented before engaging in the activity. For consent to be valid, there must be at the time of the act of sexual intercourse or sexual contact actual words or conduct indicating freely given agreement to have sexual intercourse or sexual contact.

      A person cannot consent if he or she is unable to understand what is happening or is disoriented, helpless, asleep or unconscious for any reason, including due to alcohol or other drugs. An individual who engages in sexual activity when the individual knows, or should know, that the other person is physically or mentally incapacitated has engaged in non consensual conduct.

      Intoxication is not a defense against allegations that an individual has engaged in non consensual sexual conduct.


    4. Discrimination: unfavorable treatment of a person based on that person's membership or perceived membership in a protected class.

    5. Harassment: the unwelcome and unauthorized patterns of conduct, based on a person(s) race, color, religious belief, sex, marital status, sexual orientation, gender identify or expression, national origin, disability, veteran status or age, and which:
      1. The harasser either knows, or should know, will have the effect of making the College environment hostile, intimidating, or demeaning to the victim; and
      2. In fact, is sufficiently, severe, persistent or pervasive to substantially deny or limit that person's ability to benefit from or fully participate in educational programs or activities or employment opportunities.
    6. Protected Class: persons who are protected under state or federal civil rights laws, including laws that prohibit discrimination on the basis of race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.

    7. Resolution: the means by which the complaint is finally addressed. This may be accomplished through informal or formal processes, including counseling, mediation, or the formal imposition of discipline.

    8. Respondent: person or persons who are members of the campus community who allegedly discriminated against or harassed another person or persons.

    9. Sexual Harassment: a form of discrimination consisting of unwelcome, gender-based verbal, written, electronic and/or physical conduct. Sexual harassment does not have to be of a sexual nature, however, and can include offensive remarks about a person's gender. There are two types of sexual harassment:
      1. Hostile environment sexual harassment occurs when the conduct is sufficiently severe and/or pervasive and so objectively offensive that it has the effect of altering the terms or conditions of employment or substantially limiting the ability of a student to participate in or benefit from the College's educational and/or social programs.
      2. Quid pro quo sexual harassment occurs when an individual in a position of real or perceived authority, conditions the receipt of a benefit upon granting of sexual favors.

    10. Sexual Violence: is a type of sexual discrimination and harassment. Non consensual sexual intercourse, non consensual sexual contact, domestic violence, dating violence, and stalking are all types of sexual violence.

      1. Non consensual sexual intercourse is any sexual intercourse (anal, oral, or vaginal), however slight, with any object, by a person upon another person, that is without consent and/or by force. Sexual intercourse includes anal or vaginal penetration by a penis, tongue, finger, or object, or oral copulation by mouth to genital contact or genital to mouth contact.
      2. Non consensual sexual contact is any intentional sexual touching, however slight, with any object, by a person upon another person that is without consent and/or by force. Sexual touching includes any bodily contact with the breasts, groin, mouth, or other bodily orifice of another individual, or any other bodily contact in a sexual manner.
      3. Domestic violence includes asserted violent misdemeanor and felony offenses committed by the victim's current or former spouse, current or former cohabitant, person similarly situated under domestic or family violence law, or anyone else protected under domestic or family violence law.
      4. Dating violence means violence by a person who has been in a romantic or intimate relationship with the victim. Whether there was such relationship will be gauged by its length, type, and frequency of interaction.
      5. Stalking means intentional and repeated harassment or following of another person, which places that person in reasonable fear that the perpetrator intends to injure, intimidate, or harass that person. Stalking also includes instances where the perpetrator knows or reasonably should know that the person is frightened, intimidated, or harassed, even if the perpetrator lacks such intent.

      B. WHO MAY FILE A COMPLAINT
      Any employee, applicant, student or visitor of the College may file a complaint. Complaints may be submitted in writing or verbally. The College encourages the timely reporting of any incidents of discrimination or harassment.
      C. CONFIDENTIALITY AND RIGHT TO PRIVACY
      The College will seek to protect the privacy of the complainant to the full extent possible, consistent with the legal obligation to investigate, take appropriate remedial and/or disciplinary action, and comply with the federal and state law, as well as the College policies and procedures. The College cannot guarantee complete confidentiality.
      Confidentiality Requests and Sexual Violence Complaints. The Title IX / EEO Coordinator will obtain consent from the complainant before commencing an investigation into a sexual violence complaint. If a sexual violence complainant asks that his or her name not be revealed to the respondent or that the College not investigate the allegation, the Title IX / EEO Coordinator will inform the complainant that maintaining confidentiality may limit the college's ability to fully respond to the allegations. If the complainant still insists that his or her name not be disclosed or that the College not investigate, the Title IX /EEO Coordinator will determine whether the College can honor the request and at the same time maintain a safe and non-discriminatory environment for all members of the college community, including the complainant.
      If the College is unable to honor a complainant's request for confidentiality, the Title IX / EO Officer will notify the complainant of the decision and ensure that complainant's identity is disclosed only to the extent reasonably necessary to effectively conduct and complete the investigation. If the College decides not to conduct an investigation or take disciplinary action because of a request for confidentiality, the Title IX / EO Officer will evaluate whether other measures are available to limit the effects of the harassment and prevent its recurrence and implement such measures if reasonably feasible.
      D. INVESTIGATION PROCEDURE
      Upon receiving a discrimination complaint, the College shall commence an impartial investigation. The Title IX / EO Officer shall be responsible for overseeing all investigations. Investigations may be conducted by the Title IX / EO Officer, or designee. If the investigation is assigned to someone other than the Title IX /EO Officer, the Title IX / EO Officer shall inform the complainant and respondent(s) of the appointment of an investigator.
      Interim Measures. The Title IX / EO Officer may impose interim measures to protect the complainant and/or respondent pending the conclusion of the investigation.
      Investigation. Complaints shall be thoroughly and impartially investigated. The investigation shall be concluded within a reasonable time, normally sixty days barring exigent circumstances.
      At the conclusion of the investigation the investigator shall set forth his or her findings and recommendations in writing. If the investigator is a designee, the investigator shall send a copy of the findings and recommendations to the Title IX / EO Officer.
      Investigation findings and recommendations involving students may also result in student conduct violations and result in discipline under the student conduct code. Investigations findings and recommendations involving employees may result in discipline. The findings and recommendations shall be considered based on the preponderance of the evidence standard, in determining whether a violation of the discrimination and harassment policy occurred, and if so, what steps will be taken to resolve the complaint, remedy the effects on the victim(s), and prevents its recurrence.
      Written Notice of Decision. The Title IX / EO Officer will provide each party and the appropriate administrator or appointing authority with written notice of the investigative findings and of actions taken. The complainant shall be informed in writing of the findings and of actions taken or recommended to resolve the complaint, if any, only to the extent that such findings, actions or recommendations directly relate to the complainant, such as a finding that the complaint is or is not meritorious or a recommendation that the accused not contact the complainant. The complainant may be notified generally that the matter has been referred for disciplinary action. The respondent shall be informed in writing of the findings and of actions taken or recommended to resolve the complaint and shall be notified of referrals for disciplinary action. Both the complainant and the respondent are entitled to review any final findings, conclusions, and recommendations, subject to any FERPA confidentiality requirements.
      Informal Dispute Resolution. Informal dispute resolution processes, like mediation, may be used to resolve complaints, when appropriate. Informal dispute resolution shall not be used to resolve sexual discrimination complaints without written permission from both the complainant and the respondent. If the parties elect to mediate a dispute, either party shall be free to discontinue mediation at any time. In no event shall mediation be used to resolve complaints involving allegations of sexual violence.
      Final Decision/Reconsideration. Either the complainant or the respondent may seek reconsideration of the decision by the Title IX / EO Officer. Requests for reconsideration shall be submitted in writing to the Title IX / EO Officer within seven days of receiving the decision. Requests must specify which portion of the decision should be reconsidered and the basis for reconsideration. If no request for reconsideration is received within seven days, the decision becomes final. The Title IX / EO Coordinator shall either deny the request or, if the Title IX / EO Coordinator determines that the request for reconsideration has merit, issue an amended decision. Any amended decision is final and no further reconsideration is available.
      E. LIMITS TO AUTHORITY
      Nothing in this procedure shall prevent the College President or designee from taking immediate disciplinary action in accordance with the College policies and procedures, and federal, state, and municipal rules and regulations.
      F. NON-RETALIATION, INTIMIDATION AND COERCION
      Retaliation by, for or against any participant (including complainant, respondent, witness, Title IX / EO Officer, or investigator) is expressly prohibited. Retaliatory action of any kind taken against individuals as a result of seeking redress under the applicable procedures or serving as a witness in a subsequent investigation or any resulting disciplinary proceedings is prohibited and is conduct subject to discipline. Any person who thinks he/she has been the victim of retaliation should contact the Title IX / EO Coordinator immediately.
      G. OTHER DISCRIMINATION COMPLAINT OPTIONS
      Discrimination complaints may also be filed with the following federal and state agencies:
      Washington State Human Rights Commission, http://www.hum.wa.gov/index.html
      US Dept of Education Office for Civil Rights, http://www2.ed.gov/about/offices/list/ocr/index.html
      Equal Employment Opportunity Commission, http://www.eeoc.gov/
      [Adopted: Dr. Robert Frost, President, 08/27/2015] Discrimination/Harassment
      Complaint Form
      This form is designed to assist you with filing a discrimination and/or harassment complaint. Please write clearly and focus on the alleged discriminatory and/or harassing conduct. The complaint should include as much information regarding the incident giving rise to the complaint as possible, including the location, date and time of the alleged incidents(s); the name of the individual or group whom the complaint is against, if known; a description of the incident(s); and the remedy sought. Complaints shall be filed within 30 calendar days of the event unless there are extraordinary circumstances that prohibit the complainant from reporting the alleged discrimination or harassment. Name filing the complaint: _______________________________ Date: _________________

    1.140 HOSTING


    POLICY:
    Centralia College may, under certain conditions, with advance approval by the President or designee, provide coffee, juice, water and light refreshments at College-sponsored meetings or formal training sessions. Expenditures shall not exceed limits established by the Office of Financial management. This authority is not intended for use with the normal daily business of College employees or officials, but rather for special situations or occasions as determined by the President or designee.

    [Policy delegated by BOT to College, 9/21/00]
    [Reviewed: Dr. Robert Frost. President, 08/25/14]

    1.150 INVENTORY


    Campus contact: Central Services

    POLICY:
    Non-consumable goods purchased by the College must be included on the inventory.

    PROCEDURE:
    The Facilities, Operations and Maintenance Office will place a State tag on the article. When a piece of inventoried equipment is lost, destroyed, or transferred, the appropriate (associate) dean's or director's office must be notified for inventory change. Equipment is subject to audit. Equipment purchased with Federal funds will possibly be inspected during each federal audit.

    1.160 LAW ENFORCEMENT


    PRACTICE:
    Centralia College security is provided by a contracted agency that is coordinated through the coordinator of security (director of maintenance and construction projects) in the Facilities, Operations and Maintenance Office. The security service staff routinely patrol the campus every evening from 7:00 PM to 1:00 AM Monday through Saturday and approximately 7:00 PM to 11:00 PM on Sunday evening. In addition, they are also contracted on a case-by-case basis to provide additional coverage for special events or emphasis patrols (smoking, skateboarding, dances, etc.) and when security is required to be present due to large amounts of money (during registration, surplus sales, etc.). The security patrol staff are not routinely on campus during the day and do not have arrest authority nor do they provide investigative services. If you are involved in a situation where you believe police action may be required, NOTIFY THE POLICE AT ONCE. FROM ON-CAMPUS DIAL 9-911. After the police are called please notify the campus security coordinator at extension 218.

    CRIME REPORTING:
    FOR EMERGENCIES IMMEDIATELY CALL THE LOCAL POLICE! FROM ON-CAMPUS DIAL 9-911
    Report any criminal or suspected criminal behavior to Facilities, Operations, and Maintenance Office (Extension 218). All college employees who either witness or hear about criminal or suspected criminal behavior are encouraged to make immediate reports. In addition, any college official who has significant responsibility for student and campus activities is required to make such reports. Although professional counselors are exempted from this requirement, they may on a case-by-case basis voluntarily report anonymous crime statistics to the coordinator of security, in a manner that will protect the identity of their source. The Facilities, Operations, and Maintenance Office is responsible for compiling crime statistics from both on campus and police sources for the purposes of the annual crime statistics report. The coordinator of security shall poll appropriate local police agencies and campus offices to include, but not necessarily limited to, the vice president, student services, student programs, and counseling center. Since Centralia College does not recognize any off campus student groups or organizations, no monitoring or reporting is required. As of October 1 of each year, the college will publish its annual crime statistics report for the past three calendar years. These crime statistics reports will be included as part of this total report.

    The coordinator of security also keeps and maintains a daily log that records all crimes reported to the police or the coordinator of security reporting. The log contains information about the nature, date, time and general location of each crime and the disposition of the complaint, if known. This information is reviewed by the Facilities/Safety Committee, published in the campus newspaper, and distributed as an elective e-mail to all campus computers on a regular basis. Except where such disclosure is prohibited by law or where such disclosure would jeopardize the confidentiality of the victim, the information in the log will be open to public inspection within two business days of the initial report being made to the coordinator of security or a campus security authority. If there is clear and convincing evidence that the release of such information would jeopardize an on-going criminal investigation or the safety of an individual, cause a suspect to flee or evade detection, or result in the destruction of evidence, such information may be withheld until that damage is no longer likely to occur from the release of such information.

    The coordinator of security will assist any victim or third party in completing criminal reports. The college will request the appropriate police agency to investigate any reported crime. The coordinator of security shall classify reports using the FBI Uniform Crime Reporting definitions.

    When alleged perpetrators are identified as students, with the cooperation of the victim, the case will be processed according to the disciplinary procedures outlined in the Centralia College Student Rights and Responsibilities Code, WAC 132L-120. Criminal investigations and proceedings can occur independently, before, during, or after, college disciplinary proceedings.

    Report as much detail as possible. After a crime, write down as much information as you can. Try to note such things as gender, age, height, weight, color of hair, hairstyle, eye color, dress or clothing, facial hair, glasses, distinguishing marks such as scars, distinguishing walk, manner or voice.

    The coordinator of security will accept third party reports in cases such as sex offenses in which the victim wishes to remain anonymous. However, the college prefers to receive reports directly from the victim because the victim will usually be able to provide greater detail to assist in any investigation.

    Preserve all physical evidence of any crime or suspected crime. Do not wash off of destroy evidence that may be critical to any investigation. Preserve the crime scene. Do not touch anything. Attempt to close off the area and not allow anyone to enter until the police arrive.

    Timely Warning:
    The college is committed to providing the campus community a timely warning when it becomes aware of potential threats to students or employees. Whenever any campus security authority becomes aware of any on campus event, whether involving students or not, that poses a potential threat to students or employees they shall immediately notify the vice-president, student services. The vice president, student services, in consultation with the coordinator of security will make the decision to disclose any such incident on a case-by-case basis in light of the facts surrounding a crime, including such factors as of the nature of the crime, the continuing danger to the campus community, and the possible risk of compromising law enforcement efforts.

    1.170 LIBRARY SERVICES


    Campus contact: Dean, Library & eLearning

    POLICY:
    All current Centralia College employees are permitted to use the library's resources and services. This includes borrowing materials, accessing library databases, and conferring with reference librarians. Library policies governing the use of library resources are applicable, and are posted on the library's website.

    [Reviewed and Revised: Dr. Robert Frost, President, 1/26/2015]

    1.175 LOST AND FOUND


    Campus contact: Director of Student Life and Involvement and Office of Facilities, Operations and Maintenance

    POLICY:
    Lost items will be turned in to, processed, held for one quarter and discarded by the Office of Student Life and Involvement and the Office of Facilities, Operations and Maintenance.

    [Reviewed and Revised: Dr. Robert Frost, President, 9/12/2014]

    1.180 MAILROOM AND DISTRIBUTION


    Campus contact: Vice President, Finance, and Administration

    POLICY:
    Employees and students may not use campus mail for either incoming or outgoing mail.
    PRACTICE:
    U.S. mail and packages are delivered daily to the Central Services Building, and incoming and internal mail distribution is made in the mailrooms located in Kemp Hall, room 116, and in the Education Complex, 2nd floor, staff area, once per day. Letters, small packages, and all internal communications are placed in assigned mailboxes. Outgoing mail is handled in the Central Services Building. Mail is picked up during the day, generally between 2:30 PM and 2:45 PM at various locations that have been designated drop stops for outgoing mail. Parcels to be returned should be taken to Purchasing/Receiving to ensure proper accounting (payment/credit) and for shipment via UPS.

    1.181 MANDATORY REPORTING OF CHILD ABUSE


    Campus contact: Vice President of Human Resources and Legal Affairs

    DEFINITION Child: any person under the age of eighteen years of age.

    Reasonable cause: a person witnesses or receives a credible written or oral report alleging abuse, including sexual contact, or neglect of a child. (RCW 26.44.030(1)(b)(iii).)
    POLICY: It is the policy of Centralia College that all employees report child abuse whether the alleged abuse is learned of in their official college capacity, or not. The report must be made at the first opportunity, and never later than 48 hours after the college employee has reasonable cause to believe that a child has suffered abuse or neglect.

    REPORTERS: Mandatory reporters are academic, administrative, athletic employees as required by state or federal law, including student employees if applicable, who have reasonable cause to believe a child has suffered abuse or neglect. The report must be made directly to the proper law enforcement agency or the department of social and health services.
    All other employees who have reasonable cause to believe that a child has suffered abuse or neglect must make any report directly to the Vice President of Human Resources and Legal Affairs via phone, in person or email. The Vice President of Human Resources and Legal Affairs must make the report to the proper law enforcement agency or the department of social and health services.
    The reporting requirement does not apply to the discovery of abuse or neglect that occurred during childhood if it is discovered after the child has become an adult. However, if there is reasonable cause to believe other children are or may be at risk of abuse or neglect by the accused, the reporting requirement does apply and a report must be made.
    ELEMENTS OF REPORT The report must include as much detail as possible and must include the identity of the accused if known.
    Detail includes:

    1. The name, address, and age of the child;
    2. The name and address of the child's parents, stepparents, guardians, or other persons having custody of the child;
    3. The nature and extent of the alleged injury or injuries;
    4. The nature and extent of the alleged neglect;
    5. The nature and extent of the alleged sexual abuse;
    6. Any evidence of previous injuries, including their nature and extent;
    7. Any other information that may be helpful in establishing the cause of the child's injury, injuries or death,
    8. The identity of the alleged perpetrator or perpetrators.

    AUTHORITY RCW 26.44.030 RCW 26.44.040 RCW 28B.10.846 SB 5991
    [Adopted: Dr. Robert Frost, President, 11/6/2014]

    1.190 NEPOTISM


    Campus contact: Human Resources Office

    POLICY:
    Centralia College does not have a policy prohibiting nepotism. The College actively recruits the best-qualified person for all positions. Consideration is based solely on merit. Family relationships shall not be used as a basis for denying rights, privileges, or benefits of regular appointment of regular job status. However, members of the same family will not actively recruit, screen or hire members of their immediate family. In addition, members of the same family cannot hold positions within the College that place them in a supervisor/employee relationship but may be employed in other capacities.

    [Policy delegated by BOT to College, 9/21/00] [Reviewed: Dr. Robert Frost, President, 08/19/14]

    1.200 OFFICIAL DUTY STATION


    Campus contact: Human Resources Office

    POLICY:
    All personnel will have an official duty station assigned at the time of appointment. For full-time employees, including instructors, the official duty station is the campus to which they are assigned by the (associate) dean. For part-time instructors, the duty station is the location for which they are hired. Instructors who must travel to conduct a class will be assigned a duty station in accordance with the negotiated agreement.
    Reference: OFM Travel Regulations
    [Reviewed: Dr. Robert Frost, President, 08/19/14]

    1.210 PARKING


    Campus contact: Facilities, Operations and Maintenance Office

    POLICY:
    To ensure availability of adequate resources to address parking lot acquisition, construction, and maintenance, including exterior lighting, security, and other related facilities issues, the College shall develop and maintain a funds generating plan, including, but not limited to, an annual budget determination and contributions from the institution and the student body.
    The administration shall develop the parking and traffic regulations and procedures necessary to implement this policy with review and input from the campus Facilities, Safety and Security Committee, which is composed of faculty, staff, and student representatives.
    Parking for faculty, staff, and students is available in College owned lots. All part-time and full-time employees and students of the College shall obtain and display a currently valid parking permit on all vehicles parked or left standing unattended upon the College campus for both day and night classes the date of registration or from the first day of employment.
    [Policy delegated by BOT to College, 9/21/00]

    PROCEDURE:
    The parking permit issued by the College shall be visibly affixed on the outside of the rear window of the vehicle, for which the permit is issued, on the lower left hand corner of the window as viewed from the rear of the vehicle. Motorcycle permits must be affixed in a conspicuous place. Parking permits are not transferable. If a vehicle is sold or traded, the new vehicle must be registered with Central Services and the permit will be reissued.

    Handicapped Areas - Several spaces have been reserved for handicapped persons' vehicles. Physically disabled individuals using handicapped parking spaces must display in that vehicle a valid State-issued disabled parking permit or license plate. In addition to the disabled permit, valid College parking permits must be displayed on the vehicle.

    Fire Lanes - Yellow painted curb areas indicate "no parking" any time. These are tow away zones.

    The College assumes no liability under any circumstances for theft or damage occurring to vehicles, bicycles, or their contents. No bailment of any sort is created by the purchase of a parking permit.

    Parking Fees and Fines - The College President has set and shall review as parking permit fees in accordance with WAC 132L-117-300 and schedule of fines and penalties in accordance with WAC 132L-117-170. A schedule of fees and fines is available from Facilities, Operations and Maintenance.

    Reference: WAC Chapter 132L-117
    [Reviewed and Revised: Dr. Robert Frost, President, 11/24/2014]

    1.215 PAYROLL


    Number: 1.215 Legal Authority:
    Title: Payroll Implementation Date:
    Contact: Payroll Office Reviewed:
    Under Review 4-3-2019

    PRACTICE:
    Payday
    Full-time faculty members, exempt staff, permanent classified employees, and adjunct faculty members (benefited) are paid on the 10 th and 25 th of the month (or the closest working day to the 10th and 25th).
    Adjunct faculty members (non-benefited) are paid on the 25th of the month (or the closest working day to the 25th) when contracts are received in the Payroll Office by the 15th. Those contracts received after the established deadline will be paid on the next payroll.
    Part-time temporary classified and student employees are paid on the 10th of the month (or the closest working day to the 10th). Timesheets are due by the first working day of the month. Those timesheets received after the established deadline will be paid on the next payroll.
    Paychecks can be picked up at the Cashier's Office or deposited directly to your bank by electronic transfer. Contact the Payroll Office with questions, or for forms on electronic transfer, exact pay dates, or other questions regarding payroll.
    Statement of Earnings and Deductions
    Considerable information is contained on your Statement of Earnings and Deductions. Those categories that are not self-explanatory are defined with this sample paycheck stub:

    1. CURRENT AND YEAR TO DATE PAY AMOUNTS
    2. EMPLOYER PAID - Contributions that are paid by the institution
    3. GROSS AMOUNT FOR PAY PERIOD
    4. NET AMOUNT FOR PAY PERIOD
    5. TX: M or S 0 or other number - Tax rate for income tax purposes
    6. DEDUCTIONS: LTD DED - Premium for optional long term disability insurance GROUP LIFE DED - Premium for optional life insurance deduction M.A. & INS DED - State Medical Aid & Industrial insurance FED W/H TAX - Federal income tax withheld PERS I or lI DED - State retirement deduction
    7. LEAVE BALANCES

    Following is a listing of standard and voluntary items that may appear on check stubs, depending on individual requests or applicable state and federal rules, and an explanation of the source of payment (employee/employer).
    • PERS I DED - Amount paid by the employee into the employee's account in the Public Employees Retirement System.
    • PERS I CONT - Amount paid by the employer into the employee's account in the Public Employees Retirement System.
    • PERS II DED - Amount paid by the employee into the employee's account in the Public Employees Retirement System.
    • PERS II CONT - Amount paid by the employer into the employee's account in the Public Employees Retirement System.
    • WSTRS I DED - Amount paid by the employee into the employee's account in the Washington State Teachers' Retirement system.
    • WSTRS I CONT - Amount paid by the employer into the employee's account in the Washington State Teachers' Retirement system.
    • WSTRS II DED - Amount paid by the employee into the employee's account in the Washington State Teachers' Retirement system.
    • WSTRS II CONT - Amount paid by the employer into the employee's account in the Washington State Teachers' Retirement system.
    • OASI DED - Old Age Security Insurance (Social Security) paid by employee.
    • OASI CONTRIB - Employer matches the amount paid by employee.
    • FED. W/H TAX - Federal income taxes paid by the employee.
    • ADD/WH - Additional amount employee directs the employer to withhold for Federal income taxes.
    • MEDAID&SUP PEN - Medical Aid and Supplemental Pension. Mandatory employee deduction for medical aid insurance. Any injuries sustained while on the job and which require medical attention or hospitalization will be paid by this insurance. Computed on total hours worked.
    • MED/A + SUB/PCON - Medical Aid and Supplemental Pension employer contribution, which matches employee's deduction.
    • IND. INS. CONT. - Industrial Insurance Contribution. Mandatory amount paid by the employer for insurance coverage to pay for any rehabilitation services in connection with an on-the-job injury.
    Other voluntary deductions, which you may choose to be deducted from your salary, are:
    ADDITIONAL INSURANCES CREDIT UNIONS COMBINED FUND, UNION DUES, & FOUNDATION TAX SHELTER ANNUITIES

    1.225 PETTY CASH PURCHASES/REFUNDS


    Number: 1.225 Legal Authority:
    Title: Petty Cash Purchases Implementation Date:
    Contact: Purchasing Office Reviewed:
    Under Review 4-3-2019

    POLICY:
    The petty cash fund is for justified emergency purchases only. A justified emergency purchase is a purchase of materials and services when unforeseen circumstances create extreme and immediate necessity for performance of essential functions for the ongoing operation of the institution. Petty cash purchases will not, under any circumstances, circumvent the regular purchasing procedures. The amount requested is not to exceed $30.00 for any purpose, with the exception of postage.

    PROCEDURE:
    A petty cash form must be completed by the individual who will be making the purchase and signed by the appropriate (associate) dean, or director. The completed form should then be taken, in person, to the Purchasing Office for approval. Purchases made without prior approval of the Purchasing Office may not be reimbursed. If the purchase is approved by the Purchasing Office, the individual may make the cash purchase, obtaining a receipt for validation, and present the petty cash form and receipt to the Cashier's Office for payment.

    1.230 ANIMALS ON CAMPUS


    Campus contact: Human Resources

    POLICY:
    The college does not permit pets inside buildings. Service animals are not considered pets. Emotional support animals (ESA)/Comfort animals, therapy animals and service animals-in-training are not considered service animals. College officials shall not grant service animal status to ESA/comfort/therapy animals. Other animals may be permitted inside only if the animal is approved. Any animal on campus shall be leashed or under the direct physical control of the owner or custodian.

    [Reviewed and Approved by Dr. Bob Mohrbacher, President, 6/12/2017]

    1.240 POLITICAL ACTIVITY


    Campus contact: Appropriate Vice President

    POLICY:
    Employees may participate in partisan political activity. However, such activity cannot be conducted in the classroom or office, at College expense, or by use of College facilities during the course of duties. Political contributions may not be solicited, voluntarily or involuntarily, on state property or time. Political activity cannot reduce the number of hours an employee is expected to be on campus, in contact with students or posted office hours.

    Authority: RCW 45:52

    [Reviewed: Dr. Robert Frost, President, 08/19/14]

    1.245 POSTING AND DISTRIBUTION OF MATERIALS


    Campus contact: Director of Student Life and Involvement (SLIC)

    Number: 1.245 Legal Authority:
    Title: Posting and Distribution of Materials Implementation Date:
    Contact: Director, Student Life & Involvement Revisions: 10-2-2014, 6-12-17, 6-6-18
    POLICY:
    Centralia College is committed to providing a safe and well maintained environment and to the free expression of ideas. Centralia College will designate certain areas as limited public forums. Posting by the public and campus community is limited to areas identified in the Posting Procedure. All posting locations not identified in the Posting Procedure are non-public forums subject to the identified purpose for which those locations are established.

    1.250 PRINTING AND PUBLICATIONS


    Campus contact: Central Services Supervisor

    On-Campus Printing PRACTICE:
    A variety of services available on campus enables print requests to be completed in-house. On-campus printing capabilities include photocopying and quick print offset. Faculty members may also have materials copied (within copyright laws) in duplicating services.
    PROCEDURE:
    Individuals requesting copies of copyrighted material must submit written permission of the publisher authorizing copying of the materials.
    Publications Campus contact: Director of College Relations
    POLICY:
    All college publications are required to display the College logo and College approved EEOC wording.
    PROCEDURE:
    College publications are defined as printed pieces designed for off-campus and/or general student distribution, including catalogs and quarterly class schedules, program and departmental brochures, course fliers, handbooks, posters, College stationery, newsletters, mailers to promote workshops, seminars and special offerings and informational admissions materials. Excluded are office forms, audio-visual materials, correspondence, signs and instructional or curriculum related materials.
    College publications are managed by the Public Information Office, which will provide graphic design and production service for all materials meeting the definition. To ensure consistent standards of content, design, and overall quality, College publications are initiated by the submittal of a Graphics Request Form. These requests are prioritized and have timelines for completion established by the Public Information Office.

    1.255 PUBLIC INFORMATION SERVICES


    Campus contact: Director of College Relations

    PROCEDURE:
    All communication of College information to the electronic and print media will be coordinated by the Public Information Office. This includes official notification of College sponsored activities, news releases, advertising, personal interviews and photo sessions. News and information about the College will be made equally available to all interested electronic and print media.

    1.260 PURCHASING AND RECEIVING


    Campus contact: Purchasing Office

    Purchasing
    PROCEDURE:
    If you wish to order materials, supplies, or equipment, complete a Purchase Request form and turn it in to your division chair or supervisor for budgetary approval. No purchase request can be processed without the signature of the appropriate authorizing official. When requesting a purchase, have available the item specification, quantity, catalog number, company name and address, approximate prices and date needed. When the division chair or dean approves a request, it will be forwarded to the Purchasing Office. When the order is placed, the Purchasing Office will return a copy of the ordering document to the originator. Contact the Purchasing Office for specific information on your particular purchase.

    Receiving Ordered Materials
    Campus contact: Central Services Supervisor

    PROCEDURE:
    Supplies and equipment are delivered to the Receiving Department in Central Services where the material and equipment is carefully examined and authorization to pay the supplier is sent to the Business Office. Following the receiving process, the material/equipment is delivered to the employee or their department.

    1.270 RECEIPT OF MONEY


    Campus contact: Director of Fiscal Services

    POLICY:
    Any monies received by faculty member or staff, (rent income, refunds on purchases, etc.) must be deposited with the cashier within 24 hours. Student oriented payments (scholarships, tuition payments, GSL and VA checks, etc.), as well as student activities deposits, should be deposited directly with the Cashier.

    PROCEDURE:
    Whenever possible, all cash receipts should go through the normal cashiering process. Use pre-numbered receipts and mark each check on the back, For Deposit Only". The Business Office will help with proper coding of the deposit.

    1.272 RESTRAINING, ANTI-HARASSMENT, PROTECTIVE ORDERS


    Campus contact: Vice President, Human Resources and Legal Affairs

    POLICY:
    Centralia College does not enforce court-ordered restraining, anti-harassment, or protective orders, except in its Child and Family Studies Division and only when such orders directly affect the safety of the children.
    If a person believes he or she is in danger, or someone has violated his or her restraining order, he or she should call the police.
    People who have taken out a restraining order should keep a copy of that order with them.

    1.275 RETENTION OF PUBLIC RECORDS


    Campus contact: Vice President for Finance and Administration

    POLICY:
    RCW 40.14 Preservation and Destruction of Public Records controls retention of records.

    [Approved: Dr. Robert Frost, President, 11/24/2014]

    1.290 SAFETY CONDITIONS


    Campus contact: Facilities, Operations, and Maintenance Office, VP, Finance and Administration

    POLICY:
    The College is to take every reasonable precaution for the safety of the students, employees, and visitors. As safety education and accident prevention are important to everyone concerned, they shall be included in all instructional offerings when appropriate.

    PROCEDURE:
    All College employees are expected to maintain a healthful environment in their classes, labs, shops, and office areas. Ventilation systems must be operating correctly and adequately, and hazardous substances used and disposed of properly. Questions about occupational and safety rules should be directed to the appropriate vice president or (associate) dean.

    Eye protection is especially critical. Eye protection equipment must be maintained in good, clean condition and easily accessible. Students should be taught the use of such equipment.

    The liability laws of the State of Washington protect an employee in case of accident as long as he/she has done what a reasonable and prudent person would have done to prevent student accidents. An instructor's presence in the area is also required. Instruction in safe practices and control of a healthful environment should be considered an integral part of a course.

    [Reviewed and Revised: Dr. Robert Frost, President, 12/01/2014]

    1.295 SEPA


    Campus contact: Vice President, Finance and Administration

    POLICY:
    All capital projects proposed and developed by Community College District Twelve shall comply with:

    • the provisions of Chapter 43.21C RCW
    • the State Environmental Policy Act (SEPA)
    • Chapter 197-10 WAC
    • WAC guidelines for SEPA implementation
    • WAC 131-24-030
    • SEPA implementation rules of the State Board for Community College Education

    1.300 POLICY ON NOTIFICATION OF REGISTERED CONVICTED KIDNAPPING AND SEXUAL OFFENDERS


    Campus contact: Vice President, Student Services - Students | Vice President of Human Resources - Employees

    POLICY:
    All registered sex offenders or kidnapping offenders, regardless of level, before enrolling in classes for the first time must:

    1. Meet with the vice president, student services, and self-disclose their status.
    2. Provide any requested information and releases of information related to their crimes, treatment, risk level classification, compliance history, victim profile or any other information deemed by the college to be important to safety.
    3. Agree to comply with any conditions or restrictions as part of a safety plan and/or behavioral contract that limits access, interactions or participation. Behavioral contracts shall specify consequences for non-compliance and shall be signed by the college and the student.

    Failure to comply will be grounds for denial of admission. If already admitted, failure to comply will be grounds for dismissal under the provisions of WAC 132L-120, Student Rights and Responsibilities Code.
    The requirement for registered sex offenders or kidnapping offenders to meet with the vice president, student services before admission, shall be published in the college catalog, quarterly schedule, and selected admission materials.
    The Office of the Vice President, Student Services shall be the designated office to receive official notifications from the County Sheriff's Office or other police agencies and will additionally coordinate notification on campus The Office of the Vice President, Student Services will maintain the following records:
    1. Copies of all files, photos and other correspondence provided by other agencies.
    2. Record of all notifications made.
    3. Copies of all community advisory flyers or other public notices.

    In the case of a College employee, the human resources office will maintain the file and, with consultation of the president, shall coordinate notification. Suggested notifications, adjusted on a case by case basis, shall be guided by the risk classification of the registered sex offender.
    Risk Classification
    Risk classifications are initially determined by professionals within the Department of Corrections before the release of the offender (DOC 05-729). The DOC makes classifications on a case-by-case basis after reviewing relevant records and information related to the offender.
    Level I Sex Offender: These offenders present the lowest possible risk to the community and their likelihood to re-offend is considered minimal. They normally have not exhibited predatory type characteristics and most have successfully participated or are participating in approved treatment programs. Many are first time offenders.
    Level II Sex Offender: These offenders present a moderate risk to the community and they have a higher likelihood of re-offending than the Level 1 offenders. They are considered a higher risk to re-offend because of the nature of their previous crime(s) and lifestyle (drug and alcohol abuse and other criminal activity). Some have refused to participate or failed to complete approved treatment programs.
    Level III Sex Offender: These offenders pose a potential high risk to the community and are a threat to re-offend if provided the opportunity. Most have prior sex crime convictions as well as other criminal convictions. Their lifestyles and choices place them in this classification. Some have predatory characteristics and may seek out victims. They may have refused or failed to complete approved treatment.
    Access to Information Any member of the College community shall have access to information that lists the names of registered sex offenders or kidnapping offenders known to the college who are either enrolled or employed by or at Centralia College.
    The information, or any other notification, should not be used in any manner to injure, harass, or commit a criminal act against any individual named in the registry, or residing at the reported address. Any such action could subject a person to criminal prosecution and/or disciplinary action including dismissal from the college in accordance with the provisions of WAC 132L-120, Student Rights and Responsibilities Code.
    The data are reported by police agencies, and the college does not edit nor check the accuracy of the information it receives from law enforcement agencies. Therefore, the college cannot guarantee the accuracy of this information AND registrants may have moved without notifying the proper Sheriff's Department. Centralia College shall NOT be responsible for any errors or omissions produced by this secondary dissemination of this information.
    The following public notice is placed in buildings throughout campus:
    PUBLIC NOTICE
    REGISTERED SEX OFFENDERS OR KIDNAPPING OFFENDERS MAY BE ENROLLED OR EMPLOYED AT CENTRALIA COLLEGE. PERSONS INTERESTED IN SEEKING THE IDENTITY OF THESE INDIVIDUALS MAY OBTAIN FURTHER INFORMATION FROM:
    Vice President, Student Services Student Center
    Notifications and Restrictions
    Level I Sex Offender - Low Risk to Re-offend
    Notifications: (On a case-by case basis including, but not limited to)
    • Coordinator of Security Services
    • Merchant Patrol
    • President
    • All Vice Presidents and all Dean/Director levels
    • Counseling Center/Running Start
    • Teen Program
    • High School Completion Program
    • GED Program
    • Math Center
    • Writing Center
    • Tutoring Center
    • Student Employment Office
    • Student Programs
    • All Child Care, ECEAP, Parenting, and Child Development Centers
    • Center for Disability Services
    • RSO's faculty advisor
    • Any other College program with a significant population of students under the age of 18
    • Faculty and staff in whose program and/or courses the student is enrolled (name, crime(s), and restrictions, if any)
    • A binders in the office designated under the Public Notice section of this policy
    • If employed, notify supervisor.
    • Any member of the college community upon request.

    Restrictions: (On a case-by-case basis including, but not limited to)
    • Employment that cannot be continually supervised, or has unsupervised access to locations in which persons under age 18 are present, or has access to student records, or involves unsupervised access to recreational areas.
    • Specified areas or places on or near the campus.

    Level II Sex Offender - Moderate Risk to Re-offend
    Notifications: (On a case-by-case basis including, but not limited to)
    • All Level I notifications
    • Faculty and staff in whose program and/or courses the student is enrolled (name, law enforcement notification, and restrictions, if any)
    • Librarians
    • Learning Center
    • Computer Lab
    • Law enforcement flyer placed on designated bulletin boards throughout campus
    • By email send notification and link to law enforcement web site to students in whose class the offender is enrolled.
    • By email send notification and link to Washington State Sex Offender web site to students in a club or organization in which the offender is a member.
    • If employed at the college, send notification to supervisor and co-workers.
    • Any other program or office with whom the student has or is likely to have contact.

    Restrictions: (On a case-by case basis, as part of the behavioral contract with the vice president student services, including, but not limited to)
    • All Level I Restrictions
    • SAAT or any other club, organization, or activity in which students officially represent the college to off-campus parties.
    • Any position of authority or power that has access to student information or that can influence students or employees.
    • Any club or organization officer
    • Field trips and outings
    • Group projects
    • Certain classes or programs
    • In addition to Level I job restrictions, any job that requires or permits extended unsupervised personal contact with other students or staff members, or poses a threat to safety or security

    Level III Sex Offender - High Risk to Re-offend
    Notifications (On a case-by case basis including, but not limited to)
    • All Level I and II notifications
    • By mail send notification and link to a law enforcement web site to students in whose class the offender is enrolled.
    • All College employees via internal mail/e-mail and link to Lewis County or Thurston County Sheriff's web site
    • College newspaper
    • Any other legal means to get the information out to the College community

    Restrictions: (On a case-by case basis including, but not limited to)
    • All Level I and II restrictions
    • May not be employed by or through the college
    • May not be a member of any club, organization, or co or extra-curricular activity.

    Faculty Notification
    The vice president, student services, shall notify faculty members of registered sex offenders or kidnapping offenders who enroll in their classes. The vice president shall share information about any restrictions or limitations or other information that will improve safety and create a climate more conducive to teaching and learning. The registered sex offender or kidnapping offender shall meet individually with the faculty member, disclose his or her status, discuss any restrictions or limitations, and discuss any potential teaching or learning conflicts that might arise.
    AUTHORITY: Community Protection Act of 1990
    RCW 4.24.550. RCW 9A.44.130. RCW 4.24.550 RCW 28B.50.090(3)(b)
    [Approved: Dr. James Walton, President, 03/16/09] [Reviewed and Revised: Dr. Robert Frost, President, 9/12/2014]

    1.315 SKATEBOARDING ON CAMPUS


    Number: 1.315 Legal Authority: WAC 132L-120
    Title: Skateboarding on Campus Implementation Date: June 2000
    Contact: Facilities, Operations & Maintenance Office Revisions: 4-3-2019

    POLICY:
    No skateboarding shall be allowed on or in any Centralia College owned or controlled campus or facility. Violators will be subject to actions under, as now or hereafter amended, no trespass under Chapter 9A.52 RCW and/or the Students Rights and Responsibilities Code WAC 132L-120.

    1.345 SUBPOENAS


    Number: 1.345 Legal Authority:
    Title: Subpoenas Implementation Date:
    Contact: VP Human Resources, VP Student Services Reviewed: 9-21-2014, 4-3-2019

    POLICY:
    Any college employee who receives a subpoena or court order related to college business shall contact the appropriate vice president before taking any action. Refer all student matters to the Vice President, Student Services. Refer all non-student matters to the Vice President Human Resources and Legal Affairs.

    1.350 SUSPENDED OPERATIONS


    Campus contact: Vice President, Instruction

    POLICY:
    During periods of inclement weather, disasters, power outages or other disruptions, the college president may partially or totally suspend college operations.
    PROCEDURE:
    When it becomes necessary to partially or totally suspend operations, the college will provide closure information to its personnel, students and the public. Each year the Instruction Office will provide to all faculty and staff members an updated closure memo containing details on how information will be made available. At a minimum, the following radio stations will be provided with closure information:

    • Olympia: KGY 1240, 96.9 fm KXXO 96.1 fm
    • Centralia: KELA/KMNT 1470 am and 104.3 fm KITI 1420 am and 95.1 fm
    • Shelton: KMAS 1030
    • Aberdeen: KXRO 1320 KDUX 104.7 fm
    • Longview: KLOG 1490 am and 94.5 fm
    • Castlerock: KAZL 107.1 fm

    If conditions disrupt normal college operations, the college will announce one of the following status conditions. Students and college personnel should acquaint themselves with the meanings associated with each status condition and act accordingly. The college will announce a status condition for each day in which there is limited operation. If the college does not announce a status condition, personnel and students should assume the college is operating normally.
    • WEATHER ALERT - This announcement means the college is open but faculty/staff/students are to use their best judgment regarding their safety when coming to campus. Students will not be penalized for not coming to campus but should consult their syllabi for additional information on class expectations under these conditions.
    • DELAYED START -This announcement means that classes occurring before the delayed start time are canceled. The announcement will be on the radio by 6:30 a.m.
    • DAY CLASSES CANCELED - This announcement means all day classes are canceled. The announcement will be on the radio by 6:30 A.M.
    • EVENING CLASSES CANCELED - This announcement means all evening classes are canceled. Evening classes begin at 4:30 P.M. The announcement will be on the radio by 3:00 P.M.
    • COLLEGE CLOSED TO ALL EMPLOYEES - This announcement means that the campus is closed, and only personnel who are called in to work, will report to work.

    Personnel Implications:
    When an employee is absent from work due to suspended operations, the employee shall use leave or other options in accordance with the applicable RCWs, WACs and negotiated agreements.

    [Approved: James M. Walton, President, 03/10/08]

    1.355 TELEPHONE USE/DIRECTIONS


    Campus contact: Vice President, Finance and Administration

    POLICY:
    The use of the campus telephone system should be limited to College business. Short, incidental, personal calls may be appropriate but telephone use for the private benefit or gain of the employee or another is illegal (RCW 42.52). Personal telephone calls should be kept to a minimum. Personal telephone calls may include calls to and from friends both on and off campus, family, and other personal needs.
    PROCEDURE:
    Local telephone calls; SCAN should not be used to make local calls. If an emergency arises while you are off-campus and you must make a local telephone call with a SCAN card, document the call, its purpose, and where you are calling from (emergency call from a pay phone). Local Centralia/Chehalis calls: Dial 9 + the 7-digit telephone number. The Centralia College Telephone Index is updated and distributed to all campus employees monthly. Please check the index for local telephone prefixes. Olympia/Shelton phone calls: When calling Olympia or Shelton, always use the Olympia access line (8-9). If you are off-campus and must use SCAN to place a call to Olympia, document the call, its purpose, and from where you are calling. The Centralia College Telephone Index is updated and distributed to all campus employees monthly. Please check the index for local Olympia/Shelton telephone prefixes.
    Olympia/Shelton phone calls:
    When calling Olympia or Shelton, always use the Olympia access line (8-9). If you are off-campus and must use SCAN to place a call to Olympia, document the call, its purpose, and from where you are calling. The Centralia College Telephone Index is updated and distributed to all campus employees monthly. Please check the index for local Olympia/Shelton telephone prefixes.
    Local Olympia/Shelton calls:
    Dial 8 + 9 + the 7-digit telephone number
    Long distance telephone calls (SCAN)
    Do not make personal calls with SCAN. Employees are responsible for the appropriate use of SCAN privileges. SCAN cards and SCAN access codes should be secured from unauthorized use. Employees will not share SCAN cards or access codes. Employees will document SCAN calls made in the evening, on weekends, long calls (if appropriate), out of state calls (if appropriate), local calls, Olympia calls, personal calls, and any unusual calls for job responsibilities. This documentation should be attached to monthly SCAN invoices. Employees will sign each SCAN invoice to certify that the calls are correct and are job related. Employees will pay for any personal use or misuse of SCAN. Employees who violate this policy may lose SCAN privileges and personnel actions may be taken against such employee in accordance with Department of Personnel rules and bargaining unit agreements.
    Supervisors will review each employee's SCAN invoice each month. They will scrutinize SCAN calls made in the evening, on weekends, long calls (if appropriate), out of state calls (if appropriate), local calls, Olympia calls, personal calls, and any unusual calls for the employee's job responsibilities. Supervisors will document any concerns on the SCAN invoice and send all invoices to employees for review. Employees will respond to supervisors concerns, attach any other SCAN use documentation for the month, sign the SCAN invoice, and return the invoice to the supervisor. Supervisors and employees will sign each SCAN invoice and report any errors, misuse, or problems to the telecommunications coordinator and/or the Vice President, Finance and Administration. All reviewed and signed SCAN invoices will be returned to the Business Office for audit purposes.
    Long distance calls:
    Dial 8 + 8 + area code + the 7-digit telephone number + your 7-digit SCAN access code.
    Toll-free calls:
    Dial 9 + the area code + the 7-digit telephone number.
    Do not make toll-free calls with SCAN, since toll-free calls are considered the same as local calls.
    The Centralia College Telephone Index is updated and distributed to all campus employees monthly. Please check the index for toll-free telephone prefixes.

    1.360 TRAVEL REGULATIONS


    Campus contact: Business Office.

    POLICY:
    All travel on College business is subject to Washington State laws and regulations.
    PROCEDURE:
    Prior Approval A Prior Approval for Travel Request form must be completed and submitted to the appropriate supervisor, in sufficient time for review of the request prior to date of travel, for travel outside Lewis and Thurston Counties, Shelton and Oakville (travel to Garrett Heyns Education Center does not require prior approval). In addition to the appropriate supervisor, all out-of-state travel, except Portland, must be approved by the College President. No reimbursement for mileage or per diem shall be assured if prior approval for travel has not been obtained.
    State Car Use Travel involving the use of state cars shall be clearly identified on the travel request form. For field trips and other activities involving student participation, a list of student names should be attached to the travel request for travel reimbursement.
    Airfare All train or air travel must be purchased on the College's Business Travel Account (BTA) and must follow campus-purchasing requirements. An authorized Prior Approval for Travel form (with appropriate attachments) and purchase request must reach Purchasing before airline reservations can be made. Purchasing will contact the requesting department to coordinate reservations through a state qualified travel agency and assure that arrangements are made according to mandatory state contract requirements.
    Personal Travel Coupled with Business Travel OFM Travel Regulations (10.20.40) require that employees "promptly return to either the official duty station or official residence when the state business is completed." The College will not reimburse employees for extra travel expenses incurred for the convenience of the employee. Employees may, however, couple a vacation or other personal use onto a legitimate business trip where the following three conditions all exist:

    1. The primary purpose of the trip is official state business.
    2. The employee uses, where necessary, his or her personal leave balances for the vacation or personal part of the trip.
    3. The state agency does not incur any extra expenses beyond those it would normally incur had the trip occurred without any personal use coupled to the trip.
    Legitimate Business Trip - Trip not planned as a subsidiary item of personal travel plans. If there is no legitimate state business purpose as the primary purpose of a trip, the trip will not be authorized and no state funding will be approved.
    Prior Approval for Travel - Personal travel taken in conjunction with a business trip must be clearly noted on the Prior Approval for Travel Request. In addition, a complete itinerary must be attached to the Prior Approval which specifies the dates and times when the employee transfers to and from personal or business status.
    In conjunction with the prior approval, a leave slip must be submitted to the supervisor for the personal leave time requested. A copy of both the itinerary and the approved leave request must be attached to the completed prior approval which accompanies the travel expense voucher (A20) when the voucher is submitted to the Business Office for payment.
    Reimbursement of Per Diem and Mode of Transportation - Travel expenses incurred during travel which is personal and outside of that which is necessary to conduct College business will not be reimbursed and cannot be charged to an employee's corporate charge account. The College will reimburse employees for travel according to the method that is most economical and advantageous to the state. The criterion selected will not be influenced by the personal travel plans of the employee.
    Reimbursement Reimbursement for all approved travel expenses is received by completion of a travel expense voucher (A-20), obtainable from the Business Office or respective dean's office. After completion, this form should be sent to the appropriate dean for approval. It will then be forwarded to the Business Office for processing. The form should be submitted by the tenth day of the month following the travel.
    Contact the Business Office or the appropriate Dean or Vice President's office for further information.

    1.370 USE OF TOBACCO PRODUCTS


    Campus contact: Vice President of Student Services; Vice President of Finance and Administration

    POLICY:
    Smoking is prohibited on campus except in designated smoking areas.

    DEFINITION:
    "Smoke" or "smoking" means carrying or smoking of any kind of lighted pipe, cigar, cigarette, or any other lighted smoking equipment; the use of any tobacco or nicotine product; or the use of any facsimile of a tobacco or nicotine product, including electronic cigarettes. Nicotine gum, patches, or like products are permissible.

    AUTHORITY: WAC 132L-136-010
    WAC 132L-136-021

    [President's Approval: Dr. Hank Kirk, President, 9/13/94] [Reviewed and Revised: Dr. Robert Frost, President, 9/12/2014]

    1.375 USE OF VEHICLES WHEN ON COLLEGE BUSINESS


    POLICY:
    Employees may use private vehicles on official College business. Reference: Handbook, Chapter 3, Section 1.56, Travel Regulations, Prior Approval.
    An employee or student who transports other employees or students in his/her privately owned automobile, whether for scheduled activity or not, is fully responsible for the vehicle and its occupants.
    PRACTICE:
    Therefore, it is suggested that the legal owner do the following:

    1. Carry the maximum allowable liability insurance under his/her policy.
    2. Drive his/her vehicle, or
    3. Allow only a staff member or a student with a valid Washington State driver's license and a good driving record to drive the vehicle.

    1.380 VANPOOL POLICY AND PROCEDURES


    Campus contact: Central Services Supervisor
    The VanPool was created to provide authorized faculty members, staff, and students traveling on official College business with convenient access to rental vehicles at economical rates. This is accomplished by maintaining a pool of College owned vehicles and supplementing it, as needed, from the state of Washington fleet of vehicles and private sources when necessary.
    PRACTICE:
    Organization, location and hours:
    The VanPool office is located in the Central Services building and is operated by Central Services, which reports to the Vice President, Finance and Administration. Vehicles may be checked out and other VanPool business conducted, (including reservations, general inquiries, issuance of vehicle use forms, etc.) from 7:30 a.m. to 4:30 p.m. Monday through Friday. Pool vans are parked in front of the Central Services building in designated spaces.
    Reservations:
    Vehicle reservations can be made by calling Central Services at extension 402, writing or e-mailing Central Services, or by using Meeting Maker to access the Van Pool schedule (Vans: Blue, White, or Gray). A confirmation will be made verbally or by e-mail to the requesting department. In the event a van becomes available, those on a standby list will be contacted. There will be fees assessed against department accounts for reservations 24 hours or less in advance. There are no permanently assigned vehicles in the VanPool. Reservations are on a first-come, first-served basis.
    Personal Liability:
    Because of the limitations of the state's Self-Insurance Program, all drivers are urged to contact their personal insurance carrier to ensure they are covered while driving other vehicles.
    POLICY:
    Restrictions and use of vehicles:

    1. Vehicles are to be used for official College purposes only, regardless of the source of travel funds.
    2. Drivers are limited to Centralia College faculty members, staff, students, and other College officials.
    3. Passengers are restricted to employees or students of the College or other persons being transported in the course of official business. Children of faculty members/staff or students are prohibited except when such transportation is connected with official College business. Completed "Informed Acknowledgment of and Consent to Field Trip/Activity Hazards and Risks" form shall be completed for each individual being transported. D. College vehicles may not be used for commuting or other personal use. E. Stopping for meals at restaurants is allowed only when travel is outside the Centralia/Chehalis and Olympia/Tumwater/Lacey areas. Damage to Centralia College Vehicles: The Self-Insurance Program does not cover damage to College owned vehicles. Because of this, the department that rents a VanPool vehicle is responsible for the cost of repairing or replacing any VanPool vehicle. PROCEDURE: Responsibilities of the operator: A. Possessing a valid driver's license. B. Abiding by VanPool policies, regulations and procedures and applicable state and local laws. Smoking is not allowed in any state-owned vehicle. C. Observing commonly accepted rules of courtesy toward pedestrians and other drivers. D. Any damage to the vehicle, regardless of the cause, is reported to the VanPool upon return of the vehicle. Departments will be charged for repair unless the damage is due to normal wear and tear or is covered by another vehicle's insurance. E. Caring properly for vehicle and contents, including: 1. Using the appropriate grade of gasoline when refilling; 2. Checking the oil and water levels each time the vehicle is fueled. F. Locking the vehicle when it is unoccupied. G. Paying for traffic or parking fines or towing fees resulting from their negligence. H. Using and parking the vehicle in a manner that will reflect favorably on the College. Failure to do so may result in loss of VanPool use privileges. I. Reporting all accidents to the College VanPool Coordinator (Central Services) and completing the required accident reports. If the accident involves personal injury or death, or damage to property over $500, the operator should call "911" and request an officer be dispatched to investigate the accident. In evening hours, call number listed under "EMERGENCY NUMBERS" section. J. Ensuring the vehicle is returned to the VanPool parking lot at the appointed time. Drivers must notify the VanPool Coordinator in advance if the vehicle cannot be returned on time. K. Returning the vehicle in a clean and presentable condition. Garbage, debris, and personal belongings should be removed from the vehicle. Departments will be charged (at the current garage labor rate) for cleaning or damage to vehicles not associated with normal use. L. Permitting only employees or students of the College or other personnel on official College business to be transported in the vehicle. Picking up hitchhikers is not permitted. [Administrative Approval: June 1997]

    1.390 VOLUNTEER POLICY


    Campus contact: Human Resource Office
    POLICY:
    Persons paid by organizations or businesses other than the College, but performing work or service on College property, may be considered volunteers under this policy. Community members of College committees may also be covered by this policy.
    PROCEDURE:

    1. The College has the right to accept or reject a volunteer. If rejected, no reason need be given and no further action is required. Volunteers serve at the will of the College and their relationship with the College may be terminated by either party without cause being identified.
    2. If accepted, a determination would be made whether the volunteer should be covered by Medical Aid/Industrial Insurance and whether the internal budget contains funds to pay for the Insurance (where applicable). This would not apply when the person is receiving compensation from another employer to provide service to the College.
    3. Volunteers and their supervisors must sign the Volunteer Agreement before beginning work.
    4. Volunteer Worker form hall be on file in the Human Resources Office for all volunteers.
    5. Hours for volunteers should be submitted to payroll monthly with hours reported for each volunteer.
    6. Volunteers will not displace any classified employees.
    7. Supervisors will review all relevant College policies with volunteers. Each volunteer will receive a copy of the Drug Free Workplace policy, Sexual Harassment & Non-Discrimination policy, Ethics policy, Whistleblower and Telephone and E-mail Use policies.
    8. Supervisors will provide appropriate training and direction to volunteers.
    9. Volunteers may be subject to background checks as required in certain areas of the College.
    10. Liability protection is covered under the Volunteer Protection Act of 1997 which covers all Centralia College volunteers.

    [Revised and Reviewed: Dr. Robert Frost, President, 08/19/14]

    1.395 WHISTLEBLOWER PROGRAM


    Campus contact: Human Resource Office
    PRACTICE:
    RCW 42.40 was enacted to encourage employees of the State of Washington to report any improper governmental action by a state employee to the Office of the State Auditor. "Improper governmental action" means any action that violates state law, abuses authority, wastes public funds or endangers public health or safety. "Improper governmental action" does NOT include personnel actions involving employee grievances and related complaints.
    Authority: RCW 42.40
    [Revised and Reviewed: Dr. Robert Frost, President, 08/19/14]

    1.400 WINTER EFFICIENCY OPERATIONS


    POLICY:
    In an effort to reduce winter operations cost to the College and to allow staff to take time off with the least amount of impact to the College service area, the campus may operate on an "efficiency" schedule for those days during the week of Christmas that are not holidays. The specific calendar days will be determined on a year-by-year basis.
    Staff members who are identified by their positions and the services they provide which are essential to provide specified levels of service will be required to work during this schedule. All other employees may take annual leave, personal holiday, leave without pay, compensatory time, or exchange time for the non-holiday dates. All work performed on the efficiency days will be in a designated building. All other buildings will have no heat, switchboard, custodial, or computer support.
    [Revised and Reviewed: Dr. Robert Frost, President, 10/12/2015]