Chapter One: General College Policies

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, 2-6-2019

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.

Number: 1.010 Legal Authority: RCW 49.60 and their implementing regulations  *see below
Title: Equal Employment & Non-Discrimination Implementation Date: 3-27-2001
Contact: Human Resources Revisions: 8-19-2014, 5-1-2019

 

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 reduce barriers to equal opportunity.

PROCEDURE

The College will:

  • 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.
  • 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.

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
360-623-8943

*Legal authority:

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

Americans with Disabilities Act and ADA Amendment Act

Age Discrimination Act of 1975

Violence Against Women Reauthorization Act Washington State's Law Against Discrimination

Number: 1.015 Legal Authority: WAC 132L-350-080
Title: Alcohol and Drug Implementation Date:  
Contact: Vice President, Human Resources & Equity Revisions: 10-1-14, 10-2-2019, 2-2-2023

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.  

Under certain conditions, exceptions to serve alcohol can be granted by the President by following the “Alcoholic Beverages Policy”. 

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 to their supervisor and Human Resources within five days after the conviction. Centralia College will report the conviction to the appropriate federal grant/contracting agency as required by the agency.  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. 

Sanctions: In accordance with various employees’ regulations, negotiated contracts, and college policies, individuals may be subject to discipline up to and including termination. 

Policy Review and Certification: Under the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act of 1989 the College is required to notify all employees and students of its specific alcohol and drug policy program. The elements of the policy and program include consequences that may follow the use of alcohol and other drugs, and sanctions that may be applied both by the College and by external authorities. The law requires that individuals be notified of possible sources of assistance for problems that may arise as a result of use. 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.

Additional Authority:

  • Federal Drug-Free Workplace Act of 1988
  • Drug-Free Schools and Communities Act of 1989

Campus contact: Human Resources

POLICY:

The dissemination or use of alcoholic beverages on Centralia College's premises without an approved permit is prohibited.

[Policy delegated by Board of Trustees 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]

Number: 1.030 Legal Authority:  
Title: Instructional Calendars Implementation Date: 9-21-2000
Contact: Vice President of Instruction Revisions: 9-23-2014, 3-4-2020, 5-4-2022

The annual instructional calendar will be developed by the College under the direction of the Vice President of Instruction and approved by the College President. This instructional calendar is the official schedule of the College. A minimum of two years of approved instructional calendars will be published in the College catalog. The total number of faculty workdays will be in accordance with the Faculty Negotiated Agreement. A committee will meet during winter term and develop draft calendars for the succeeding two years.

Number: 1.032 Legal Authority: Clery Act
Title: Campus Security Authority Implementation Date: 2-2-2022
Contact: Safety & Security Manager Revisions: 11-2-22

Individuals identified as a Campus Security Authority (CSA) based on Clery Act guidelines are required to report allegations of Clery Act crimes they receive which occurred on the college owned or controlled geography. Centralia College identifies individuals on an ongoing basis and trains individuals identified as CSAs on an annual basis. CSAs play a key role in ensuring safety by delivering information to the necessary offices such as Safety & Security and Title IX. All reporting should be completed using Centralia College’s Campus Security Authority Report Form found on the website.

Number: 1.035 Legal Authority: OCIO 141.10: OCIO 191
Title: Cell Phone Policy Implementation Date: 2-20-1996
Contact: Vice President Finance & Administration Revisions: 11-1-2023

POLICY

This policy governs the use of college-owned cell phones, and personal cell phones for conducting college business. All use of mobile phones—whether college or employee owned—must conform to the requirements published by the Washington Office of the Chief Information Officer (https://ocio.wa.gov). All use of college-owned phones must conform with Policy 1.185 Use of Mobile Device Management.

College-Owned Phones

The college must ensure that college-owned phones and service plans are issued based on the business needs of the college, and that employees using college-owned phones understand their responsibilities. College-owned phones are subject to all current State requirements for public records, including texts, voice mail, email, instant messaging, calendars, photos, and videos. The college will maintain up-to-date inventory control procedures for college-owned phones. All college-owned phones that support Android or iOS must also follow Policy 1.185 Use of Mobile Device Management.

For a college-owned cell phone to be issued to an employee, the business need for the phone must be established by one or more of the following criteria:

  • Employee’s job requires regular field work or travel and use of land lines or personal phone is not adequate.
  • Employee’s job requires immediate or on-call availability.
  • Employee is responsible for work-related safety, security, or emergency response.

Employees should work with their supervisor to determine their need for a college-owned cell phone. The request to issue a college-owned phone must be made using the current Cell Phone Request form. All service plans are determined by the college, following State purchasing and mobile device guidelines.

Employees who are using college-owned cell phones must be aware of the following requirements and restrictions:

  • The phone may not be used for personal use. Employees have no expectation of privacy in the use of college-owned devices. The college has the right to monitor all use of the device.
  • If any confidential information is stored or relayed via the phone, the user is required to follow current State guidelines for data security.
  • All data on a college-owned phone is considered a public record. All content is subject to current guidelines for record retention and public disclosure.
  • Employees must take adequate precautions to prevent the loss, theft, or misuse of college-owned devices.
  • If a college-owned phone is lost or stolen, the employee must immediately report the incident to their supervisor and the Information Technology Services (ITS) Department. The ITS Department will follow current State guidelines in deciding to remotely wipe all data from the phone.
  • The employee must return their college-owned phone immediately upon being asked by their supervisor, the ITS Department, or other relevant authority.

The college will provide relevant information and training to the employee and provide any updates as requirements or restrictions change.

Use of Employee-Owned Cell Phones for College Business

Some employees have legitimate business needs for the use of their personally owned cell phones in the normal performance of their job responsibilities. The College may, offer a taxable monthly stipend to employees using their own cell phone to conduct approved college business. This does not apply to personal or de minimus use of a personal phone, such as calling one’s supervisor to report the need for sick leave. The criteria for use of a monthly stipend are similar to those for use of a college-owned phone, and are based on the business needs of the college:

  • Employee’s job requires regular fieldwork or travel.
  • Employee’s job requires immediate or on-call availability.
  • Employee is responsible for work related safety, security, or emergency response.

The cell phone stipend is not an entitlement of employment, is not part of the employee’s base salary, and may be changed or withdrawn by the college at any time. Employees are responsible for providing their own service plan and paying any charges associated with that plan.

The employee should work directly with their supervisor to determine their eligibility for a monthly stipend and to complete the current Cell Phone and Service Plan Allowance Agreement form.

Any employee using their personal phone for college business should be aware of the following:

  • The employee is responsible for maintaining their own phone and service plan.
  • Any employee receiving a cell phone stipend must make their phone number available to the college upon approval of the stipend agreement.
  • The College may request documentation from the employee in the form of call logs or phone bills to verify the phone’s business use.
  • The College is not responsible for technical support for employee-owned cell phones.
  • The monthly dollar value of the phone stipend is based on the rate approved by State Board for Community and Technical Colleges (SBCTC) staff and is subject to any changes made by SBCTC.
  • Employees who receive the monthly stipend must register their phone number with the College’s emergency notification system.
  • To use a personal phone for college business, it must be equipped with Mobile Device Management (MDM) software. The employee will work with the ITS Department to load the appropriate software. – See Policy 1.185 Use of Mobile Device Management Policy.
  • If the phone is lost or stolen, the employee must notify their supervisor and the ITS Department immediately; the ITS Department will determine the need to activate the MDM software.
  • College data or documents stored on or relayed by any phone used for college business may be subject to public disclosure rules. The employee must readily comply with all legal requests for records or data related to college business.

 

Number: 1.040 Legal Authority:  
Title: Change of Name and Address Implementation Date:  
Contact: Human Resources Revisions: 8-19-2014, 5-1-2019, 2-2-2022

When a change of name, address, telephone number, or number of dependents occurs, employees must notify the Human Resources Office immediately and update their contact information in ctcLink. When termination occurs, the employee must notify the Human Resources Office of the correct address for mailing of the withholding form at the end of the year.

Employees who telework out-of-state must notify Human Resources immediately and provide the complete physical address where the telework is being performed. See 2.521 Telework Policy.

Number: 1.041 Legal Authority: RCW 39.26.090 (2)
Title: Corporate Travel Card Policy Implementation Date: 11-1-2023
Contact: Director Procurement Services Revisions:  

Definitions

Cardholder is an individual, designated by the Program Administrator and Approver to make purchases using an assigned card.

Card statement is the detailed itemized monthly statement of card charges provided by the issuing bank to the College.

Corporate travel card or Travel card is a card issued to travelers whose work requires them to travel on official College business.  When a college employee uses the corporate travel card they are billed directly, are responsible to pay all charges, and must apply for travel reimbursement through the college. 

Cardholder Agreement form states that the card user has read and understands the policies and procedures of the State and the College relative to card use and agrees to comply with this policy.

Credit card is a card entitling the holder to buy services or goods on credit.

Issuing bank is an individual, company, firm, or combination which the state of Washington contracts with for card services.

Program Administrator is an individual, designated by Centralia College, responsible for the management and oversight of the card program within the college. Responsibilities include, but are not limited to: the issuance and cancellation of cards; development and enforcement of agency policy, procedures and training. The Director of Procurement Services is the Program Administrator.

Receipt is an itemized document of goods and/or services provided by a vendor to a purchaser and generally includes the purchase date, vendor name, item(s) description, quantity, unit price, and total charge. Receipts must show that payment was made. A receipt can be in the form of a cash register receipt, a copy of an order form (i.e., for subscriptions or conference registrations), or a web receipt or email acknowledging payment was received by the vendor. 

Policy

1. Reason for policy

The policy supports the use of Corporate Travel Cards for appropriate business travel transactions, while assuring internal controls are in place to minimize the College’s risk of financial loss.

2. Responsible Office

Procurement Services is responsible for administration of the Corporate Travel Cards program, policies, and procedures in close coordination with the Business Services, Budgets, Grants and Contracts and the Vice President of Finance Administration.

3. Who Is Governed By This Policy

This policy governs the use and administration of the College’s Corporate Travel Card Program. All College personnel who participate in the Corporate Travel Card program are governed by this policy. 

4. Who Should Know This Policy

It is the responsibility of all College personnel who participate in the Corporate Travel Card program to review and understand this policy.

5. Employee Liability, Cardholder Agreement

Any employee using a Corporate Travel Card agrees that they are personally liable for any unauthorized or unapproved charges regardless of card program.

Cardholders participating in the Corporate Travel Card are required to sign a Cardholder Agreement acknowledging personally liable for any unauthorized or unapproved charges.

6. Use of Credit Cards does not change procurement or funding requirements

  • Every purchase must be made according to the correct procurement process before payment is made by any method.
  • The use of the Corporate Travel Cards to pay for a purchase does not exempt Centralia College from the purchasing requirements set by the College, the State of Washington, or federal laws. Purchasing requirements, such as the direct buy limits and prepayments, are still applicable.
  • Special Concerns About Charges to Grants and Contracts
    • Corporate Travel Cards may be used to make purchases and thereby incur relate charges on grants and contracts, special efforts are required to ensure that the charges themselves are permissible in accordance with the terms of those grants and contracts.
    • Cardholders utilizing Grant and Contract funds in association with Corporate Travel Card purchases are responsible knowing and understanding permissible charges for their respective grants and contracts.

7. Program Overview

  • Corporate Travel Cards (Travel Cards)
    • Corporate travel cards provide a convenient means of charging travel-related expenses incurred while conducting official college business, generally eliminating the need to request a cash or travel advance.
    • A Corporate Travel Card is a credit card available to college officers, faculty, and staff to use for travel related purchases such as meals, lodging, ground transportation such as taxis and other costs associated with travel.
    • Corporate travel cards may not be used for the purchase of airfare.
    • Corporate travel cards may be used solely for travel related expenses.
    • Corporate travel cards may never be used for personal expenses.
    • Personnel who travel two (2) or more times per year on college-related business are encouraged to apply for and utilize a Corporate Travel card.
    • The Cardholder is liable to the financial institution directly. Cardholders must reconcile and pay all charges associated with the Corporate Travel Card.
    • The Corporate Travel Card is property of the College and The College reserves the right to terminate an individual's Travel Card privileges at any time, with or without cause.
    • The College retains the rights to any incentives or rewards resulting from the use of the Travel Card. Bonuses, incentives, or rewards earned through the individual's use of a Travel Card may be considered taxable income by the IRS and the fair market value of such a distribution must then be reported as taxable income on the employee's annual tax return. For this reason, the College recommends that Cardholders not participate in any promotional offers.
    • The College utilizes a Corporate Travel Card program offered through a card-issuing Financial Services Provider (“Travel Card Issuer”). This program is governed by the terms and conditions of a Master Agreement between the State of Washington and the Travel Card Issuer. The Travel Card Issuer provides a web-based system to manage the Program. 

8. Roles And Responsibilities

  • Procurement Services
    • Procurement Services administers the Corporate Travel Card Program and is responsible for supporting departments in utilizing the Program to execute and pay for purchases in an effective, efficient and appropriately controlled manner.
    • Procurement Services is solely authorized to make any modifications or exceptions to the program and to perform administrator tasks such as setting-up users, changing card controls, etc., in card management systems.
    • Procurement Services maintains all forms, policies and procedures directly associated with the programs.
    • Procurement Services is responsible for developing, updating, and administering all audit and disciplinary policies related to the Corporate Travel Card program.
  • Program Administrator
    • The Director of Procurement Services is the Program Administrator.
  • Cardholder
    • Authorized College personnel who are issued a Corporate Travel Card for College Business will hold the role of Cardholder.
    • A Cardholder makes travel related purchases, has a legitimate business purpose for all Corporate Travel Card transactions, regularly reviews their transactions, and pays their statement directly to the Card Issuer.
    • Cardholders are fully entrusted as a purchaser of travel related services for Centralia College. Purchases must always be made in the best interest of the College.

9. Eligibility

All college staff and faculty who travel regularly (typically more than two (2) travel events annually) for college business and have completed required training.

10. Training Requirements

All staff participating in the Corporate Travel Card program must complete training prior to issue or use of a Corporate Travel Card.

11. Securing Credit Card Information

  • Cardholders are directly responsible for the security of their card and account information.
  • Physical cards should be kept in a secure place.
  • Card number should not be posted, emailed or visible in any place that is accessible by others.

12. Lost, Stolen, Compromised or Damaged Card Information

  • If a Corporate Travel Card is lost, stolen, or compromised, the Cardholder/ must immediately notify the following:
  • The Cardholder is liable for all unauthorized use of Corporate Travel Cards until the Card Issuer is notified.
  • Program Administrator and Business Office will collaborate to report any instances of fraud which cannot be resolved through Card Issuer to the Office of the Washington State Auditor.

13. Obtaining Best Value

Cardholders should utilize the lowest price based on requirements, quality, and availability to obtain the maximum value for each dollar expended.

14. Periodic program reviews and monitoring of transactions

  • Periodic reviews of transactions and overall program activities will be performed by Program Administrator on the College’s behalf as well as external auditors and federal, regulatory and other granting agencies.
  • Intentional or fraudulent misuse of Corporate Travel Cards may result in disciplinary action up to and including dismissal from the College.

15. Spending Limits

  • The Corporate Travel Card Cards have both a “Single Transaction Limit” and a “Monthly Credit Limit.”
  • It is explicitly prohibited for a Cardholder to “split” the purchase of merchandise to circumvent the “Single Transaction Limit.” Intentionally doing so may result in the immediate cancellation of the Card.  A transaction includes the purchase price, sales tax (if applicable), and freight and/or handling.  Any transaction that exceeds the Single Transaction Limit will be rejected by the merchant. 
  • All transactions during the billing period more than the Monthly Credit Limit before the end of the billing cycling will be rejected by the merchant. In the event this occurs and there was an exceptional and/or urgent circumstance, the Cardholder may contact the Program Administrator to review any available options.
  • Cardholders may request adjustment to the Single Transaction Limit and/or Monthly Credit Limit at any time. Adjustments will be based on risk assessment and Cardholder’s capacity to adhere to program policy.
  • Cards Limits
    • The Single Transaction Limit for Corporate Travel Cards is set based on the risk assessment of the Cardholder at the time of application.
    • The Monthly Credit Limit is set based on the total dollar amount that the Cardholder anticipates they will spend on business related items within a month at the time of application.

16. Sales Tax

Cardholders should remind vendors at the time of purchase that the College is NOT exempt from sales tax.

17. Prohibited Purchases

  • Corporate travel cards may not be used for the following:
    • Cash advances
    • Personal purchases
    • Purchases more than the limits authorized per card
    • Purchase of materials or services from any member of the card user’s immediate family
    • Airfare
    • Purchase of equipment, materials, services or supplies not directly related to college travel
    • Gifts of any kind, including gifts for employees, donors, or volunteers
    • Commodities identified as assets including small and attractive assets in college policy.
  • This list is not all-inclusive; if there are any questions about whether or not the Corporate Travel Card can be used for a purchase, please contact the Program Administrator at purchasing@centralia.edu.

18. Misuse & Administrative Violations

  • Misuse of Corporate Travel Cards, fraudulent activity and/or violations of Corporate Travel Card policy will result in disciplinary action.
  • Any Corporate Travel Card Program participant violating the Corporate Travel Card policies and procedures may be subject to sanctions including suspension of the card program privileges, card cancellation, and other disciplinary action as deemed appropriate by the College. Intentional or fraudulent misuse can result in disciplinary action up to and including termination from the College and potential civil and/or criminal prosecution.
    • Misuse
      • Purchase of items for personal use
      • Purchase of restricted commodities
      • Splitting of purchase or service cost over multiple card transactions in order to circumvent the single transaction limit
      • Use of the card by anyone other than the authorized cardholder.
    • Administrative Violations
      • Failure to obtain and maintain supporting documentation for all card transactions.
      • Failure to provide supporting documentation when requested by Program Staff, internal or external auditors.
      • Failure to pay statement balance in full within 60 days of statement date.
    • Fraudulent Misuse
      • Falsely claiming personal purchases as legitimate College expenses.
      • Submitting false or altered documents to justify transactions.
      • Knowingly using Corporate Travel Cards for expenses that do not adhere to college guidelines.
      • Utilizing any vendor where an undisclosed conflict of interest is present.
  • Program Administrator may take any or all of the following actions if Credit Card procedures are violated:
    • One‐time issue ‐ a written/email notification given to the Cardholder and Supervisor.
    • Ongoing issue, not resolved with written/email notification ‐ additional education/training on found issues with the Cardholder and Supervisor.
    • Ongoing issue, not resolved with written/email notification and additional education/training – suspension/cancellation of card.

19. Card Termination

  • All Corporate Travel Cards are the property of Centralia College and the Card Issuer and can be terminated at any time by either the College or the Card Issuer.
  • College personnel who become aware of personal misuse should notify Procurement Services immediately.
  • Cardholders that have not used their Credit Card for a period of six (6) consecutive months may be subject to card suspension and/or cancellation. Upon suspension, if the Cardholder does not request that the Card be reactivated within six (6) months of the suspension date, the Program Administrator may cancel the Card.
  • Cardholder moves to a new department in the College
    • If a Cardholder transfers to another department or division within the College, the Cardholder must notify the Program Administrator immediately.
  • Cardholder leaves the College
    • Corporate Travel Cards(s) must be returned to the Program Administrator and the account permanently closed when a Cardholder leaves employment with the College. If a Cardholder believes a card has been suspended or cancelled in error, they should contact Program Administrator immediately.

20. Receipt Management

  • It is the Cardholder’s responsibility to maintain itemized receipts that document the nature and cost of all purchases made with the Corporate Travel Card in accordance with college retention policies.
  • The Program Administrator, Business Services staff members and auditors reserve the right to request supporting documentation in order to verify the validity of any transactions for audit purposes.
  • Cardholders should write missing information on receipts that do not meet the definition of a receipt in this policy.
  • The receipt should provide sufficient detail to support the business purpose of the purchase.
  • Any transactions processed with a 3rd party vendor (i.e., PayPal, Square, etc.) requires an itemized receipt for audit purposes.
  • In the event of a lost receipt, the Cardholder should document the details about the purchase including date, vendor name, item(s) description, quantity, unit price and total charge using the Affidavit of Lost Receipt form.

21. Returns And/or Credits

  • It is the responsibility of the Cardholder to contact the vendor directly regarding returns and/or credits to their Corporate Travel Card account.
  • This policy prohibits any other type of credit including cash.

22. Disputing Transactions

  • Cardholders must attempt to resolve all disputes directly with the vendor before contacting the Card Issuer.
  • Once a good faith effort has been made to resolve a problem with a vendor, the transaction can be disputed through the Card Issuer. Sales tax may not be disputed and must always be addressed directly with the vendor.  
  • In accordance with the Master Agreement with the Card Issuer, a dispute must be initiated no later than 60 days after the date of the transaction. Failure to do so will result in the dispute being rejected and the College and corresponding department will be responsible for the charges.

Additional Legal Authority:

  • RCW 42.52
  • WAC 292-100-010
  • State Administrative and Accounting Manual (SAAM) Chapter 20 Internal Control
  • State Administrative and Accounting Manual (SAAM) Chapter 40.30 Disbursement of Electronic Funds/Benefits by State Agencies
  • State master credit card contract
Number: 1.042 Legal Authority: RCW 39.26.090 (2)
Title: Fleet Card Policy Implementation Date: 11-1-2023
Contact: Director Procurement Services Revisions:  

Definitions

Card Custodian is an individual, designated by the Program Administrator, to administer and control the use of Fleet cards by authorized card users.

Card Custodian Agreement is a form which states that the Card Custodian has read and understands the policies and procedures of the State and the College relative to card use and agrees to comply with this policy. This form must be signed by the Card Custodian and Approver prior to issuance and use of the card.

Card statement is the detailed itemized monthly statement of card charges provided by the issuing bank to the college.

Corporate liability is when the College is solely liable to the issuing bank for all billed transactions.

Department card is a card issued in the name of the department/division, rather than a specific employee. Department cards may be used by multiple purchasers. This card is a corporate liability.

Card User is a user card. Although the card is not assigned to an individual, it is available for college staff to use for college business.

Card User Agreement form states that the card user has read and understands the policies and procedures of the State and the College relative to card use and agrees to comply with this policy. This form must be signed by the Card User and the Approver prior to use of the card.

Credit card is a card entitling the holder to buy services or goods on credit.

Issuing bank is an individual, company, firm, or combination which the state of Washington contracts with for card services.

Program Administrator is an individual, designated by Centralia College, responsible for the management and oversight of the card program within the college. Responsibilities include, but are not limited to: the issuance and cancellation of cards; the development and enforcement of agency policy, procedures and training. The Director of Procurement Services is the Program Administrator.

Receipt is an itemized document of goods and/or services provided by a vendor to a purchaser and generally includes the purchase date, vendor name, item(s) description, quantity, unit price, and total charge. Receipts must show that payment was made. A receipt can be in the form of a cash register receipt, a copy of an order form (i.e., for subscriptions or conference registrations), or a web receipt or email acknowledging payment was received by the vendor. 

Policy

1. Reason for policy

The policy supports the use of Fleet Cards for appropriate Fleet transactions, while assuring internal controls are in place to minimize the College’s risk of financial loss.

2. Responsible Office

Procurement Services is responsible for administration of the Fleet Card program, policies, and procedures in close coordination with the Business Services, Budgets, Grants and Contracts and the Vice President of Finance Administration.

3. Who Is Governed By This Policy

This policy governs the use and administration of the College’s Corporate Travel Card This policy governs the use and administration of the College’s Fleet Card Program. All College personnel who participate in the Fleet Card program are governed by this policy. 

4. Who Should Know This Policy

It is the responsibility of all College personnel who participate in any of the Fleet Card program to review and understand this policy.

5. Employee Liability, Cardholder Agreement

  • Any employee using a Fleet Card agrees that they are personally liable for any unauthorized or unapproved charges.
  • Card Custodians and Card Users participating in the Fleet Card are required to sign corresponding agreements acknowledging personal liability for any unauthorized or unapproved charges.

6. Use of Credit Cards does not change procurement or funding requirements

  • Every purchase must be made according to the correct procurement process before payment is made by any method.
  • The use of the Fleet cards to pay for a purchase does not exempt Centralia College from the purchasing requirements set by the College, the State of Washington, or federal laws. Purchasing requirements, such as the direct buy limits and prepayments, are still applicable.
  • Special Concerns About Charges To Grants And Contracts
    • Fleet Cards may be used to make purchases and thereby incur relate charges on grants and contracts, special efforts are required to ensure that the charges themselves are permissible in accordance with the terms of those grants and contracts.
    • Cardholders/Card Users utilizing Grant and Contract funds in association with Fleet Card purchases are responsible knowing and understanding permissible charges for their respective grants and contracts.

7. Program Overview

  • Fleet cards simplify fuel expense tracking and make buying fuel and vehicle repairs easy for those staff who use College fleet vehicles and equipment. The Fleet Card program reduced the amount of time, effort, and administrative costs involved in tracking fuel expenditures and provides another layer of purchase controls to reduce misuse and abuse risks for the College.
  • Fleet cards may only be used for fuel and maintenance of college owned vehicles.
  • Fleet cards are issued to vehicles and departments, not individuals.
  • This policy does not apply to fleet cards issued to vehicles leased through the State Fleet Program.
  • The College utilizes a Fleet Card program offered through a card-issuing Financial Services Provider (“Fleet Card Issuer”). This program is governed by the terms and conditions of a Master Agreement between the State of Washington and the Fleet Card Issuer. The Fleet Card Issuer provides a web-based system to manage the Program. 

8. Roles And Responsibilities

  • Procurement Services
    • Procurement Services administers the Fleet Card program and is responsible for supporting departments in utilizing the program to execute and pay for purchases in an effective, efficient and appropriately controlled manner.
    • Procurement Services is solely authorized to make any modifications or exceptions to the programs and to perform administrator tasks such as setting-up users, changing card controls, etc., in card management systems and ctcLink.
    • Procurement Services maintains all forms, policies and procedures directly associated with the programs.
    • Procurement Services is responsible for developing, updating, and administering all audit and disciplinary policies related to the Credit Card programs.
  • Program Administrator
    • The Director of Procurement Services is the Program Administrator.
  • Accounts Payable, Business Services
    • Accounts Payable, Business Services stages and approves payment of the monthly Fleet card charges based on the bill from the Card Issuer, the information in the card management systems and ctcLink.
  • Card User
    • College personnel who are authorized to use a Fleet Card for College business will hold the role of Card User.
    • A Card User makes Fleet purchases, has a legitimate business purpose for all Fleet Card transactions, and provides receipts.
    • Card Users are fully entrusted as a purchaser of Fleet goods for Centralia College. Purchases must always be made in the best interest of the College.
  • Card Custodian
    • Card Custodian is an individual designated by the Program Administrator in collaboration with the appropriate Dean, Director or Vice President to administer and control the use of Fleet cards by authorized card users.
    • Card Custodians are entrusted to ensure purchases made by card users are done in accordance with this policy. Purchases must always be made in the best interest of the College.
    • Card Custodians may also be Card Users.

9. Eligibility

  • College departments who manage College owned gasoline or diesel-powered vehicles or equipment are eligible to obtain Fleet Cards.
  • Program Administrator and eligible departments will collaborate to determine appropriate Card Custodian(s).

10. Training Requirements

Card Custodians participating in the Fleet Card program must complete training prior to issue or use of Fleet Card.

11. Securing Credit Card Information

  • Card Users and Card Custodians are directly responsible for the security of the cards and account information.
  • Physical cards should be kept in a secure place.
  • Card number should not be posted, emailed or visible in any place that is accessible by others.

12. Lost, Stolen, Compromised or Damaged Card Information

  • The Card Custodian must immediately notify the following in the event that a fleet card is stolen, lost or compromised:
  • The College is liable for all unauthorized use of Fleet cards until the Card Issuer is notified. All charges associated with a card will be allocated to the default chart string assigned when the card was issued.
  • Program Administrator and Business Office will collaborate to report any instances of fraud which cannot be resolved through Card Issuer to the Office of the Washington State Auditor.

13. Periodic program reviews and monitoring of transactions

  • Periodic reviews of transactions, reconciliations, and overall program activities (i.e., receipts, transactions and other supporting documents) will be performed by Program Administrator on the College’s behalf as well as external auditors and federal, regulatory and other granting agencies.
  • Intentional or fraudulent misuse of Fleet Cards may result in disciplinary action up to and including dismissal from the College.

14. Spending Limits

  • The Credit Cards have both a “Single Transaction Limit” and a “Monthly Credit Limit.”
  • It is explicitly prohibited for a Cardholder to “split” the purchase of merchandise to circumvent the “Single Transaction Limit.” Intentionally doing so may result in the immediate cancellation of the Card.  A transaction includes the purchase price, sales tax (if applicable), and freight and/or handling.  Any transaction that exceeds the Single Transaction Limit will be rejected by the merchant. 
  • All transactions during the billing period more than the Monthly Credit Limit before the end of the billing cycling will be rejected by the merchant. In the event this occurs and there was an exceptional and/or urgent circumstance, the Cardholder or the Card Custodian may contact the P-Card staff to review any available options.
  • Cardholders and/or Approvers may request adjustment to the Single Transaction Limit and/or Monthly Credit Limit at any time. Adjustments will be based on risk assessment and Cardholder’s capacity to adhere to program policy.
  • Cards Limits
    • The Single Transaction Limit for P-Cards is set based on risk assessment of the Card Custodian at the time of application.
    • The Monthly Credit Limit is set based on the total dollar amount that the Cardholder anticipates they will spend on business related items within a month at the time of application.

15. Prohibited Purchases

  • Fleet cards may only be used for gasoline, diesel or routine maintenance on campus owned vehicles and equipment.
  • All other commodities are strictly prohibited.

16. Misuse & Administrative Violations

  • Misuse of Fleet Cards, fraudulent activity and/or violations of the Fleet Card policy will result in disciplinary action.
  • Any Fleet Card Program participant violating the Fleet Card policies and procedures may be subject to sanctions including suspension of the card program privileges, card cancellation, and other disciplinary action as deemed appropriate by the College. Intentional or fraudulent misuse can result in disciplinary action up to and including termination from the College and potential civil and/or criminal prosecution.
    • Misuse
      • Purchase of items for personal use
      • Attempts to purchase of restricted commodities
      • Splitting of purchase or service cost over multiple card transactions in order to circumvent the single transaction limit
      • Use of the card by anyone or any department other than the authorized card users.
    • Administrative Violations
      • Failure to obtain and maintain supporting documentation for card transactions.
    • Fraudulent Misuse
      • Falsely claiming personal purchases as legitimate College expenses.
      • Submitting false or altered documents to justify transactions.
      • Knowingly using or attempting to Fleet Cards for expenses that do not adhere to college guidelines.
      • Utilizing any vendor where an undisclosed conflict of interest is present.
  • Program Administrator may take any or all of the following actions if Fleet Card procedures are violated:
    • One‐time issue ‐ a written/email notification given to the Card User/Card Custodian and Supervisor.
    • Ongoing issue, not resolved with written/email notification ‐ additional education/training on found issues with the Card User/Card Custodian and Supervisor.
    • Ongoing issue, not resolved with written/email notification and additional education/training – suspension/cancellation of card.
  • It is the responsibility of the Card Custodian to immediately notify the Fleet Administrators if any infractions occur.

17. Card Termination

  • All Fleet Cards are the property of Centralia College and the Card Issuer and can be terminated at any time by either the College or the Card Issuer.
  • Cardholder moves to a new department in the College
    • If a Cardholder transfers to another department or division within the College, the Cardholder must notify the Program Administrator immediately.
  • Card Custodian leaves the College
    • Fleet Card(s) must be returned to the Program Administrator when a Cardholder leaves employment with the College. If a Cardholder believes a card has been suspended or cancelled in error, they should contact Program Administrator immediately.

18. Receipt Management

  • It is the Card Custodian’s responsibility to maintain itemized receipts that document the nature and cost of all purchases made with a Fleet Card in accordance with college retention policies.
  • The Program Administrator, Business Services staff members and auditors reserve the right to request clarification on all supporting documentation in order to verify the validity of any transactions for audit purposes.
  • Card Users/Card Custodians should write missing information on receipts that do not meet the definition of a receipt in this policy.
  • The receipt should provide sufficient detail to support the business purpose of the purchase.
  • In the event of a lost receipt, the Card User/Card Custodian should document the details about the purchase including date, vendor name, item(s) description, quantity, unit price and total charge using the Affidavit of Lost Receipt form.

19. Disputing Transactions

  • Card Custodians must attempt to resolve all disputes directly with the vendor before contacting the Card Issuer.
  • Once a good faith effort has been made to resolve a problem with a vendor, the transaction can be disputed through the Card Issuer. Sales tax may not be disputed and must always be addressed directly with the vendor.
  • In accordance with the Master Agreement with the Card Issuer, a dispute must be initiated no later than 60 days after the date of the transaction. Failure to do so will result in the dispute being rejected and the College and corresponding department will be responsible for the charges.

 Further Legal Authority:

  • RCW 42.52
  • WAC 292-100-010
  • State Administrative and Accounting Manual (SAAM) Chapter 20 Internal Control
  • State Administrative and Accounting Manual (SAAM) Chapter 40.30 Disbursement of Electronic Funds/Benefits by State Agencies
  • State master credit card contract
Number: 1.043 Legal Authority: RCW 39.26.090 (2)
Title: Procurement Card Policy Implementation Date: 11-1-2023
Contact: Director Procurement Services Revisions:  

Definitions

Approver is an individual, designated by Centralia College and the Program Administrator to monitor, review receipts and chart string information of the card transaction of assigned Cardholders or Card Users. Approvers are not approving the expense.

Cardholder is an individual, designated by the Program Administrator and Approver to make purchases using an assigned card.

Card Custodian is an individual, designated by the Program Administrator, to administer and control the use of department cards by authorized card users within the Card Custodian’s workgroup. Card Custodians do not administer or control individually assigned cards.

Card Custodian Agreement is an agreement which states that the Card Custodian has read and understands the policies and procedures of the State and the College relative to card use and agrees to comply with this policy. This agreement must be signed by the Card Custodian, Custodian’s Direct Supervisor, default chart string Budget Manager and Program Administrator prior to issuance and use of the card.

Card statement is the detailed itemized monthly statement of card charges provided by the issuing bank to the College.

Corporate liability is when the College is solely liable to the issuing bank for all billed transactions.

Department card is a card issued in the name of the department/division, rather than a specific employee. Department cards may be used by multiple purchasers. This card is a corporate liability.

Card User is an authorized user of a department assigned card.

Card User Agreement is an agreement states that the card user has read and understands the policies and procedures of the State and the College relative to card use and agrees to comply with this policy. This form must be signed by the Card User, Card Custodian, Card User’s Supervisor and the Program Administrator prior to use of the card.

Credit card is a card entitling the holder to buy services or goods on credit.

Issuing bank is an individual, company, firm, or combination which the state of Washington contracts with for card services.

Program Administrator is an individual, designated by Centralia College, responsible for the management and oversight of the card program within the college. Responsibilities include, but are not limited to: the issuance and cancellation of cards; the monitoring of Approver, Cardholders, Card Custodians, and Card Users; the development and enforcement of agency policy, procedures and training. The Director of Procurement Services is the Program Administrator.

Procurement card is a physical or central billing account entitling the holder to buy goods or services on credit.  The purchase card is also known as a p-card or a procurement card. The procurement card is a corporate liability.

Receipt is an itemized document of goods and/or services provided by a vendor to a purchaser and generally includes the purchase date, vendor name, item(s) description, quantity, unit price, and total charge. Receipts must show that payment was made. A receipt can be in the form of a cash register receipt, a copy of an order form (i.e., for subscriptions or conference registrations), or a web receipt or email acknowledging payment was received by the vendor. 

Reconciler is the person who is responsible for all the functions associated with post-purchase processing in ctcLink including account allocation and providing a business purpose. 

Policy

1. Reason for policy

The policy supports the use of Procurement Cards for appropriate business transactions, while assuring internal controls are in place to minimize the College’s risk of financial loss.

2. Responsible Office

Procurement Services is responsible for administration of the Procurement Card program, policies, and procedures in close coordination with Business Services, Budgets, Grants and Contracts and the Vice President of Finance Administration.

3. Who Is Governed By This Policy

This policy governs the use and administration of the College’s Procurement Card Program. All College personnel who participate in the Procurement Card program are governed by this policy. 

4. Who Should Know This Policy

It is the responsibility of all College personnel who participate in any of the Procurement Card program to review and understand this policy.

5. Employee Liability, User Agreements

  • Any employee using a Procurement Card agrees that they are personally liable for any unauthorized or unapproved charges.
  • Card Custodians, Card Users, and Cardholders participating in the Procurement Card are required to sign corresponding agreements acknowledging personally liable for any unauthorized or unapproved charges.

6. Use of Credit Cards does not change procurement or funding requirements

  • Every purchase must be made according to the correct procurement process before payment is made by any method.
  • The use of the Procurement cards to pay for a purchase does not exempt Centralia College from the purchasing requirements set by the College, the State of Washington, or federal laws. Purchasing requirements, such as the direct buy limits and prepayments, are still applicable.
  • Special Concerns About Charges to Grants and Contracts
    • Procurement Cards may be used to make purchases and thereby incur relate charges on grants and contracts, special efforts are required to ensure that the charges themselves are permissible in accordance with the terms of those grants and contracts.
    • All program participants utilizing Grant and Contract funds in association with Procurement Card purchases are responsible knowing and understanding permissible charges for their respective grants and contracts.

7. Program Overview

  • Procurement (P-Cards) Cards
    • The Procurement Card (P-Card) program is the preferred purchase and payment method for most business related, small dollar, purchases (under $2,500 per transaction), of goods and limited services by departments. The intent of the program is to reduce the number of small dollar requisitions, reimbursements and allow of online reconciliation of payments. Use of a purchasing card significantly reduces the time spent purchasing and paying for small-dollar, high-volume transactions while maintaining adequate controls.
    • P-Cards may be issued to individuals or departments.
    • Contractors, consultants and students including student workers are not eligible to obtain or use a P-Card.
    • Centralia College is liable to the financial institution that issues the P-Cards for all valid transactions and pays the financial institution directly.
    • The College utilizes a Procurement Card program offered through a card-issuing Financial Services Provider (“Card Issuer”). This program is governed by the terms and conditions of a Master Agreement between the State of Washington and the Card Issuer.

8. Roles And Responsibilities

  • Procurement Services
    • Procurement Services administers the Program Card program and is responsible for supporting departments in utilizing the program to execute and pay for purchases in an effective, efficient and appropriately controlled manner.
    • Procurement Services is solely authorized to make any modifications or exceptions to the programs and to perform administrator tasks such as setting-up users, changing card controls, etc., in card management systems and ctcLink.
    • Procurement Services maintains all forms, policies and procedures directly associated with the programs.
    • Procurement Services is responsible for developing, updating, and administering all audit and disciplinary policies related to the Procurement Card program.
  • Program Administrator
    • The Director of Procurement Services is the Program Administrator.
  • Accounts Payable, Business Services
    • Accounts Payable, Business Services stages and approves payment of the monthly Procurement Card charges based on the bill from the Card Issuer, the information in the card management systems and ctcLink.
  • Cardholder/Card User
    • A Cardholder/Card User makes purchases, has a legitimate business purpose for all Procurement Card transactions, regularly reviews their transactions, provides a business purpose and receipts.
    • Cardholders/Card Users are fully entrusted as a purchaser of goods for Centralia College. Purchases must always be made in the best interest of the College.
    • Cardholders must obtain written approval (email) to use chart strings other than the card default chart string.
  • Card Custodian
    • Card Custodian is an individual designated by the Program Administrator in collaboration with the appropriate Dean, Director or Vice President to administer and control the use of department cards by authorized card users with the card custodian’s workgroup.
    • Card custodians do not administer individually assigned cards.
    • Card Custodians are entrusted to ensure purchases made by card users are done in accordance with this policy. Purchases must always be made in the best interest of the College.
    • Card Custodians may also be Card Users and/or Reconcilers.
    • Card Custodians may not be Approvers.
  • Reconciler
    • A Reconciler is the person who is responsible for the functions associated with post-purchase processing in ctcLink including budget allocation, providing a business purpose explanations and receipts.
    • The Reconciler role can be given to either the Cardholder or assigned to a proxy to reconcile on the Cardholder’s behalf.
    • The Cardholder is responsible for all actions taken by the Reconciler or on their behalf.
  • Approver
    • An Approver is an individual, designated by Centralia College and the Program Administrator to monitor, review receipts and chart string information of the card transaction of assigned Cardholders or Card Users. Approvers are not approving the expense.
    • By approving each transaction, the Approver exercises critical control by ensuring authorized and appropriate Procurement Card use and correct allocation of expenses in accordance with Procurement Services and other related College policies.
    • An Approver must have sufficient knowledge and understanding of the Cardholder’s Credit Card activity to competently perform the approval process.
    • No Cardholder may approve their own transactions nor may they direct someone else to approve transactions in a manner that would violate policy, i.e., without reviewing the transactions in detail, etc.
    • Approving transactions without review is not only a violation of this policy but is also a critical financial control failure.
  • Budget Managers
    • A Budget Manager is an individual with signature authority on a budget (chart string).
    • Budget managers provide blanket approval of Procurement Card transactions when the Cardholder or Card User agreement is signed.
    • Budget managers may require individual transaction approval based on their business needs.

9. Eligibility

  • Procurement Cards
    • All college staff and faculty who make routine, low dollar, low risk purchases are eligibility to apply for a Purchase Card.
    • Staff may request an individually assigned card or a department card.

10. Training Requirements

All staff participating in the Procurement Card program must complete training prior to issue or use of a Procurement Card.

11. Securing Credit Card Information

  • Cardholders, Card Users and Card Custodians are directly responsible for the security of their card and account information.
  • Physical cards should be kept in a secure place.
  • Card number should not be posted, emailed or visible in any place that is accessible by others.

12. Lost, Stolen, Compromised or Damaged Card Information

  • If a Procurement Card is lost, stolen, or compromised, the Cardholder/Card Custodian must immediately notify the following:
  • The College is liable for all unauthorized use of Procurement Cards until the Card Issuer is notified. All charges associated with a card will be allocated to the default chart string assigned when the card was issued.
  • Program Administrator and Business Office will collaborate to report any instances of fraud which cannot be resolved through Card Issuer to the Office of the Washington State Auditor.

13. Obtaining Best Value

  • Cardholders/Card Users should utilize the lowest price based on requirements, quality, and availability to obtain the maximum value for each dollar expended.
  • Cardholders/Card Users are strongly encouraged to use College-wide Purchasing Agreements such as Master Contracts and Cooperative Agreement relationships for their Procurement Card purchases.
  • Program Administrator will review Procurement Card transactions on a regular basis to analyze preferred vendor utilization and will review any resulting opportunities with the Card Custodians/Card Users/Cardholders.
  • Cardholders/Card Users must use College established accounts with large online retailers to make purchases. Using a College Credit Card with a personal account such as Amazon, Office Depot, Staples, etc. is not allowed.
  • Fiscal Year considerations
    • Per the State of Washington Office of Financial Management, goods and services must be received by June 30th to be included as an expenditure of the concluding fiscal year. It is the cardholder’s responsibility to plan purchases accordingly to be in compliance with this policy.
    • Orders for subscriptions and memberships should be placed within the same fiscal year that they begin. For instance, a subscription that expires in August should not be renewed prior to July 1st. A membership that begins July 1st should not be renewed until July 1st.
    • Registrations are paid out of the fiscal year in which the event occurs. Registration for events that occur after June 30 can be paid in the old year if one of the three following exceptions is met:
      • The registration documents clearly state an “early bird discount” if fees are paid before a given date.
      • The registration documents clearly state that registration must be paid by a given date in order to reserve a space.
      • The registration documents clearly state that registration must be paid by a given date that is prior to July.

14. Delivery Requirements

All deliveries for Procurement Card purchases should be to Centralia College locations as required per policy 1.260 – Purchasing and Receiving.

15. Periodic program reviews and monitoring of transactions

  • Periodic reviews of transactions, reconciliations, and overall program activities (i.e., receipts, transactions and other supporting documents) will be performed by Program Administrator, Business Services and Grants and Contracts staff on the College’s behalf as well as external auditors and federal, regulatory and other granting agencies.
  • Intentional or fraudulent misuse of Procurement Cards may result in disciplinary action up to and including dismissal from the College.

16. Spending Limits

  • The Credit Cards have both a “Single Transaction Limit” and a “Monthly Credit Limit.”
  • It is explicitly prohibited for a Cardholder to split the purchase of merchandise to circumvent the “Single Transaction Limit.” Intentionally doing so may result in the immediate cancellation of the Card.  A transaction includes the purchase price, sales tax (if applicable), and freight and/or handling.  Any transaction that exceeds the Single Transaction Limit will be rejected by the merchant. 
  • All transactions during the billing period more than the Monthly Credit Limit before the end of the billing cycling will be rejected by the merchant. In the event this occurs and there was an exceptional and/or urgent circumstance, the Cardholder or the Card Custodian may contact the P-Card staff to review any available options.
  • Cardholders and/or Card Custodians may request adjustment to the Single Transaction Limit and/or Monthly Credit Limit at any time. Adjustments will be based on risk assessment and Cardholder’s/Card User’s capacity to adhere to program policy.
  • Cards Limits
    • The Single Transaction Limit for P-Cards based on the risk assessment of the Cardholder/Card Custodian at the time of application.
    • The Monthly Credit Limit is set based on the total dollar amount that the Cardholder anticipates they will spend on business related items within a month at the time of application.

17. Sales Tax

Cardholders should remind vendors at the time of purchase that the College is NOT exempt from sales tax.

18. Prohibited Purchases

  • Procurement Cards may not be used for the following:
    • Cash advances
    • Personal purchases
    • Purchases more than the limits authorized per card
    • Purchase of materials or services from any member of the card user’s/cardholder’s immediate family
    • Purchase of equipment, materials, or supplies restricted by Centralia College policies, guidelines, or contractual agreements
    • Gifts of any kind, including gifts for employees, donors, or volunteers
    • Tips and gratuity
    • Payments to other state agencies including other departments within the College (Procurement Cards cannot be used in the College Bookstore, Food Services or Campus CE)
    • Splitting purchases to circumvent transaction limits, card limits or daily or monthly purchase limits on a card or to avoid competition bidding limits or purchase authority
    • Gift cards or gift certificates
    • Purchases through pay apps (PayPal, Venmo, Zelle, etc.)
    • Laptops, tablets, cell phones, desktop computers, printers or any other equipment deemed “small and attractive” through college policy or SAAM 30.40.20.
    • Fuel for campus or personal vehicles
    • Alcoholic Beverages
    • Furniture
    • Leases
    • Moving Expenses
    • Postage including stamps
    • Construction or maintenance of College Buildings, Grounds or Equipment
    • Calling cards
    • Weapons and ammunition, working or replica
  • This list is not all-inclusive; if there are any questions about whether or not the Procurement Card can be used for a purchase, please contact the Program Administrator at purchasing@centralia.edu.

19. Misuse & Administrative Violations

  • Misuse of Procurement Cards, fraudulent activity and/or violations of the Procurement Card policy will result in disciplinary action.
  • Any Procurement Card Program participant violating the Procurement Card policies and procedures may be subject to sanctions including suspension of the card program privileges, card cancellation, and other disciplinary action as deemed appropriate by the College. Intentional or fraudulent misuse can result in disciplinary action up to and including termination from the College and potential civil and/or criminal prosecution.
  • Misuse
    • Purchase of items for personal use
    • Purchase of restricted commodities
    • Splitting of purchase or service cost over multiple card transactions in order to circumvent the single transaction limit
    • Use of the card by anyone or any department other than the authorized cardholder or approved card users.
  • Administrative Violations
    • Failure to obtain and maintain supporting documentation for all card transactions
    • Signing off on transactions without proper review
    • Lack of timely and proper reconciliation of posted transactions
    • Allocation of charges to sponsored project accounts in a manner that is inconsistent with federal or other guidelines
    • Approval of transactions that violate College policies
  • Fraudulent Misuse
    • Falsely claiming personal purchases as legitimate College expenses. This includes false comments in ctcLink.
    • Submitting false or altered documents to justify transactions.
    • Knowingly using Procurement Cards for expenses that do not adhere to college guidelines.
    • Utilizing any vendor where an undisclosed conflict of interest is present.
  • Program Administrator may take any or all of the following actions if Procurement Card procedures are violated:
    • One‐time issue ‐ a written/email notification given to the Cardholder/Card Custodian and Supervisor.
    • Ongoing issue, not resolved with written/email notification ‐ additional education/training on found issues with the Cardholder/Card Custodian and Supervisor.
    • Ongoing issue, not resolved with written/email notification and additional education/training – suspension/cancellation of card.
  • It is the responsibility of the program participants to immediately notify the Program Administrators of misuse or violations they become of aware.

20. Card Termination

  • All Procurement Cards are the property of Centralia College and the Card Issuer and can be terminated at any time by either the College or the Card Issuer.
  • Applicable security access will be removed through the ctcLink Security process as well as notification sent to the Program Administration when Procurement Cards are terminated.
  • Cardholders that have not used their Procurement Card for a period of six (6) consecutive months may be subject to card suspension and/or cancellation. Upon suspension, if the Cardholder does not request that the Card be reactivated within six (6) months of the suspension date, the Program Administrator may cancel the Card.
  • Cardholder/Card Custodian moves to a new department in the College
    • Individual cards - If a Cardholder transfers to another department or division within the College, the P-Card must be returned to the Program Administrator. The Cardholders previous department will be held responsible for all charges made on the card until it has been returned to the Program Administrator.  If a Cardholder needs a P-Card in their new department, they must follow the procedures for establishing a new Cardholder.
    • Department cards – If a Card Custodian moves to a new department or division within the College, the P-Card must be returned to the Program Administrator. The Program Administrator and the appropriate department leadership will collaborate to determine a replacement Card Custodian.
  • Cardholder leaves employment with the College
    • When a Cardholder leaves the College, Procurement Card(s) must be returned to the Program Administrator and the account permanently closed.
  • If a Cardholder believes a card has been suspended or cancelled in error, they should contact Program Administrator immediately.

21. P-Card Use for Food Purchases (Meals with Meetings, Coffee and Light Refreshments, food for student academic and enrichment events).

  • The P-Card may be used to make purchases of food from merchants for consumption pursuant to College Policy 1.183.
  • Authorization to provide meals with a meeting or coffee and light refreshments must be obtained PRIOR to purchase (College Policy 1.183).
  • Such purchases may not include catering services that involve execution of a contract by the College and/or provision of labor by a vendor at an event.
  • P-Cards may not be used to purchase food while traveling on college business or for meals eaten in a restaurant or eating establishment.

22. Reconciliation of Purchase Cards

  • It is the Reconciler and Approver’s responsibility to review all transactions for accuracy, appropriate business purpose, reconcile in ctcLink, assign proper chart fields, stage and approve sign-off all P-Card transactions as quickly as possible after the purchase. It is strongly recommended that transactions are reconciled as soon as they are available in ctcLink (typically within 48 hours).
  • Reconciliation of the entire statement must be completed within five (5) business days of the statement date.
  • The Cardholder and Approver should review each transaction to ensure compliance with the following items:
    • All transactions made using the card comply with the College’s Finance policies including this policy, Purchasing and Receiving and Accounts Payable.
    • All purchases must have a valid College business purpose.
    • Chart string information including account numbers are accurate.
    • Purchases meet all grant or regulatory requirements (if the purchase is allocated to a grant or federally funded account)
    • All required receipts, explanations and supporting documentations are accounted for and attached within the ctcLink Comments section.
  • Hard close deadline
    • Failure to review, reconcile and approve transactions by 33 days after the statement date month will result in assignment of charges to pre-assigned default chart string.
  • Failure to review, reconcile and approve transactions in a timely manner will result in suspension of card privileges until receipts and business purpose explanations are provided to the Program Administrator.
  • Three (3) or more late reconciliations by the same Cardholder/Reconciler in one twelve (12) period will result in termination of card privileges.
  • Any finance charges or late fees incurred as a result of failure to reconcile in a timely manner by department or individual will be paid for at the expense of the department.

23. Receipt Management

  • It is the Cardholder’s responsibility to maintain itemized receipts that document the nature and cost of all purchases made with a Procurement Card in accordance with college retention policies.
  • The Program Administrator, Business Services staff members and auditors reserve the right to request clarification on all supporting documentation in order to verify the validity of any transactions for audit purposes.
  • Cardholders/Reconcilers should write missing information on receipts that do not meet the definition of a receipt in this policy.
  • The receipt should provide sufficient detail to support the business purpose of the purchase.
  • In the event of a lost receipt, the Cardholder should document the details about the purchase including date, vendor name, item(s) description, quantity, unit price and total charge using the Affidavit of Lost Receipt form.

24. Returns and/or Credits

  • It is the responsibility of the Cardholder/Card Custodian to contact the vendor directly regarding returns and/or credits to their Procurement Card account.
  • This policy prohibits any other type of credit including cash.

25. Disputing Transactions

  • Cardholders/Card Custodians must attempt to resolve all disputes directly with the vendor before contacting the Card Issuer.
  • Once a good faith effort has been made to resolve a problem with a vendor, the transaction can be disputed through the Card Issuer. Sales tax may not be disputed and must always be addressed directly with the vendor.  
  • In accordance with the Master Agreement with the Card Issuer, a dispute must be initiated no later than 60 days after the date of the transaction. Failure to do so will result in the dispute being rejected and the College and corresponding department will be responsible for the charges.

 Further Legal Authority:

  • RCW 42.52
  • WAC 292-100-010
  • State Administrative and Accounting Manual (SAAM) Chapter 20 Internal Control
  • State Administrative and Accounting Manual (SAAM) Chapter 40.30 Disbursement of Electronic Funds/Benefits by State Agencies
  • State master credit card contract
Number: 1.045 Legal Authority:
  • Washington Industrial Safety and Health Act (WISHA)
  • RCW 49.17
  • WAC 800-180
  • WAC 296-901 Hazard Communication
  • RCW Title 70
Title:
Hazardous Materials Management
Implementation Date:
12-1-1987
Contact:
Chemical Hygiene Officer
Revisions:
10-5-22

Centralia college is committed to practicing and promoting environmental stewardship, maintaining a healthy and safe learning/working environment, and ensuring compliance with applicable regulations related to hazardous materials. The Centralia College Chemical Hazard Communication program and Chemical Hygiene Plan published on the Centralia College website provides detailed procedures to ensure that faculty, staff, students, and visitors are informed of the hazardous property of chemicals, safe handling procedures, and appropriate protective measures.

Number: 1.050 Legal Authority:

RCW.28A.210

RCW 70.54.370 – Student Housing
Title: Chronic and/or Communicable Disease Education Implementation Date: 9-21-2000
Contact: Director, Student Life & Involvement Revisions: 5-1-2019, 1-3-2024

Centralia College provides education through the Student Life and Involvement Center about the transmission and prevention of chronic and/or communicable diseases.

Number: 1.052 Legal Authority: Board Policy BPR 3
Title: College Policy and Procedure Formulation Implementation Date: 3-3-2004
Contact: President’s Office Revisions: 8-19-2014, 3-6-2019, 11-1-2023

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; College policy revisions will be reviewed by the Board of Trustees.  

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, any vice president, or appropriate administrator
  • A student’s request to VPSS or SAALT or appropriate administrator
  • 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 to create permanent policy.

FORMULATING PROCEDURE: the prescribed means of accomplishing policy through specific action, guidelines, compliance needs or expected standards. Procedure may be determined by the appropriate department or office, so long as the procedure is within the bounds set by approved policy, and is clearly published or communicated to any affected parties.

Before any constituency group may request the development, modification, or deletion of a college policy, the issue must be brought to the Institutional Effectiveness Committee (IE) for review. [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

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.

Number: 1.053 Legal Authority: Board Policy BPR 3
Title: Granting Exceptions to College Policies Implementation Date: 3-3-2004
Contact: President’s Office Revisions: 8-25-2014, 1-9-2019, 11-1-2023

POLICY: 

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.  Therefore, the college authorizes the president, the vice presidents, and their designees to grant limited exceptions to college policy subject to specified parameters. 

Any exception to published policy 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 their 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.

Number: 1.055 Legal Authority:  
Title: Commercial Activities Implementation Date:  
Contact: Vice President Administration Revisions: 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: 

  • Resolve matters concerning the internal application of this policy.
  • Address questions from members of the external community about specific sales programs.
  • Review all proposed commercial sales activities to other governmental agencies.
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.

Number: 1.070 Legal Authority: RCW 42.52
Title: State Ethics Law Implementation Date: 9-21-2000
Contact: Appropriate Vice President Revisions: 8-19-2014, 5-1-2019

Centralia College staff members must comply with Washington State Law RCW 42.52 known as the Ethics in Public Service Law. Periodic training and information is provided to employees on this subject.

Number: 1.075 Legal Authority:  
Title: Conservation of Energy/Electricity Implementation Date:  
Contact: Facilities, Operations, and Maintenance Office Revisions: 11-24-2014, 12-4-2019

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.  New buildings shall be designed to Leadership in Energy Efficient Design (LEED) Silver or equivalent standards.

Campus Contacts: Vice Presidents, Human Resources & Legal Affairs and Instruction


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.

Contact: Vice President of Human Resources & Legal Affairs

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

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]

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]

Number: 1.097 Legal Authority: RCW 40.14.040
Title: Preservation of Electronic Records for Litigation Implementation Date: 1-9-2009
Contact: Vice President, Human Resources Revisions: 8-19-14, 10-2-2019

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.

Number: 1.099 Legal Authority: RCW 28A.320.125, Clery Act
Title: Timely Warning Notifications Implementation Date:  
Contact: Campus Safety & Security Manager Revisions: 2-5-2020, 1-4-2023

The Safety & Security Manager, or a designee, will develop and send Timely Warning Notifications to notify members of the campus community about serious crimes against people that occur in campus geography, where it is determined that the incident may pose an ongoing threat to members of the Centralia College community. Decisions to disseminate a warning will be decided on a case-by-case basis in light of all the facts surrounding the crime and the continuing danger to the campus community. These warnings will be distributed if the incident is reported to Safety & Security directly, or if it is reported indirectly through a Campus Security Authority (CSA) or the local police department.

Timely Warning Notifications:
Timely Warning Notifications are provided to notify students, faculty, and staff of certain crimes that may represent a serious or ongoing threat to the campus community and to heighten safety awareness. A Timely Warning Notifications also seeks information that may lead to the arrest and conviction of the offender when violent crimes against persons or substantial crimes against property have been reported.

Timely Warning Notifications include information about the crime that triggered the warning, but do not include personally identifiable information about the victim of the crime. Timely Warning Notifications also include other available information that the college determines will help members of the campus community to protect themselves, ranging from descriptive information about suspects to tips on deterring theft. Thus, the amount and type of information presented in the warning will vary depending on the circumstances of the crime. If there is certain information that could compromise law enforcement efforts, it may be withheld from the Timely Warning Notification. An effort will always be made to distribute a warning as soon as pertinent information is available so that the warning is a preventive tool, not solely the description of the incident. A Timely Warning Notification will typically include the following, unless issuing any of this information would risk compromising law enforcement efforts:

  • Date and time or timeframe of the incident
  • A brief description of the incident
  • Information that will promote safety and potentially aid in the prevention of similar crimes (crime prevention or safety tips)
  • Suspect description(s) when deemed appropriate and if there is sufficient detail (see below)
  • Police agency/Campus Safety & Security department contact information
  • Other information as deemed appropriate by the Safety & Security Manager (or designee)

The description of subjects in a case will only be included in the alert if there is a sufficient amount of detail to describe the individual. If the only known descriptors are sex and race, that will not be included in the alert. Timely Warning Notifications are made in response to the occurrence of crimes specified in the Clery Act.

When Timely Warning Notifications are issued:
Centralia College will issue a Timely Warning Notification as soon as it determines there is a serious and ongoing threat to students or employees on campus and/or in the immediate campus community. The determination will be made based on the information that Safety & Security has available at the time.

Department or Individual responsible for issuing Timely Warning Notifications:
The Safety & Security Manager (or designee) will initiate the steps for the Timely Warning Notification. Included in those steps are:

  1. Forwarding the proposed wording to the Public Information Officer (or designee) to determine the message, along with
  2. Notification to the Vice President of Student Services.

Phrasing and wording of the warning will be confirmed between those departments, and then it will be sent out to using a variety of means, including, but not limited to, emails, text messages, emergency notification system message, phone calls, and website announcements posted on the Centralia College website.

Crimes included in this policy:
This policy is focused on “Clery Act crimes,” which are:

  • murder and non-negligent manslaughter
  • sexual violence and other sex offenses, forcible or non-forcible, but not including sexual harassment or indecent exposure (sexual violence must be reported to the Title IX Coordinator) domestic violence and dating violence (if the alleged, suspected, or reported victim is a student, the incident likely also needs to be reported to the Title IX Coordinator)
  • stalking (if the alleged, suspected, or reported victim is a student, the stalking incident likely also needs to be reported to the Title IX Coordinator)
  • robbery and burglary
  • aggravated assault
  • motor vehicle theft –including theft of motorized scooters, golf carts, motorized wheelchairs and the like
  • arson
  • “Hate crimes” include: (i) any other crime involving bodily injury, or (ii) larceny, theft, simple assault, intimidation, and destruction/ damage/ vandalism of property, when motivated by the perpetrator’s bias. Bias is defined as a negative opinion or attitude toward a group of persons based on their race, gender or gender identity, religion, sexual orientation, ethnicity/national origin, or disability. 

The Safety & Security Manager does not issue Timely Warning Notifications for the above listed crimes if:

  • The Campus Safety & Security department or police apprehends the subject(s) and the threat of imminent danger for members of the community have been mitigated by the apprehension.
  • If a report was not filed with Safety & Security or if Safety & Security was not notified of the crime in a manner that would allow the department to post a Timely Warning Notification for the community. A general guideline includes a report that is filed more than five days after the date of the alleged incident may not allow Safety &Security to post a Timely Warning Notification to the community. This type of situation will be evaluated on a case-by-case basis.

Timely Warning Notifications may be distributed for crimes (ex. a pattern of larcenies or vandalism cases) that do not rise to the level of causing a serious or continuing threat to the College community. In addition, they may be distributed for other safety concerns (mulch fires, etc.).

Safety & Security maintains a daily crime log which is normally updated each business day and contains all crimes reported to the department.

Number: 1.101 Legal Authority:
Clery Act
Title: Emergency Response & Evacuation Plan Implementation Date:  
Contact: Safety & Security Manager Revisions: 8-25-14, 11-2-22

The College will publish and maintain an Emergency Response & Evacuation Plan, which is approved by the Institutional Effectiveness Committee and the Centralia College Board of Trustees. This plan is based on approved principles and practices of the National Incident Management System (NIMS) and the Incident Command System (ICS).

The Safety and Security Manager is responsible for the publication and implementation of the Emergency Response & Evacuation Plan. In order to effectively implement the plan, the Safety and Security Manager, working with Human Resources and area supervisors, shall designate required levels of ICS/NIMS training (or other relevant training) required by the President’s Cabinet, the Executive Management Team, and other key personnel on campus.

It is the general policy of the College that only the president, or administrator in charge, may declare a college wide emergency or crisis. However, in specific situations and scenarios, including but not limited to (active shooter, armed intruder, or other rapidly escalating situations) the Safety & Security Manager or the Incident Commander in charge may declare a college wide emergency or crisis.

The Emergency Response & Evacuation Plan shall be reviewed annually.

Number: 1.102 Legal Authority:
RCW 28A.320.125, Clery Act
Title: Emergency Notifications Implementation Date: 1-4-2011
Contact: Campus Safety & Security Manager Revisions: 2-5-2020, 1-4-2023

Centralia College will notify the campus community upon confirmation of a significant emergency or dangerous situation involving an immediate threat to the health or safety of students or employees occurring on or near campus. The success of the Emergency Notification is dependent upon a thorough understanding of the protocols to follow during a crisis, critical occurrence, or college emergency. Following the listed steps in this policy will ensure a timely and efficient method of dissemination of critical information to the college community and in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, or “Clery Act.”

If a serious crime, natural disaster, or a man-made emergency occurs that poses an immediate threat to the health and safety of the College community or a segment of the College community, federal law requires that the institution immediately notify the campus community or the appropriate segments of the community that may be affected by the situation.

The types of incidents that may cause an immediate threat to the community could include but are not limited to emergencies such as: an active shooter on campus, hostage/barricade situation, a riot, suspicious package with confirmation of a device, a tornado, a fire/explosion, suspicious death, structural damage to an owned or controlled facility, biological threat (anthrax, etc.), significant flooding, a gas leak, hazardous materials spill, outbreak of meningitis, norovirus, or other serious illness, etc. (Note: If the institution implements the procedures regarding notification of the College community for an Emergency Notification, the institution is not obligated to implement the timely warning notice procedures.)

All members of the campus community are notified on an annual basis through email that they are required to notify Safety & Security of any situation or incident on campus that involves a significant emergency or dangerous situation that may involve an immediate or on going threat to the health and safety of students and/or employees on campus. In addition, Safety & Security has a statement on its webpage that states campus community members are required to report these serious incidents or occurrences to them. Safety & Security has a responsibility to respond to such incidents to determine if the situation does in fact, pose an immediate threat to the community. 

The Safety & Security Manager (or designee) is responsible for immediately notifying the President of any situation that poses an immediate threat to the community. The Safety & Security Manager (or designee) will initiate the steps for the Emergency Notification. It will be sent out to using a variety of means, including, but not limited to, emails, text messages, emergency notification system message, phone calls, and website announcements posted on the Centralia College website.

As per the requirements of the law, Safety & Security will, without delay and taking into account the safety of the community, determine the content of the notification and initiate the notification system, unless issuing a notification will, in the judgment of the first responders (including, but not limited to local police departments and Fire and Emergency Medical Services), compromise the efforts to assist a victim or to contain, respond to, or otherwise mitigate the emergency.

Safety & Security will post updates during a critical incident on the campus website and other locations throughout campus. Individuals are also advised that they can call Centralia College’s switchboard telephone line for live or recorded updates. Note: The Emergency Response & Evacuation Plan provides added information and reference for emergency advisories to the College.

Number: 1.103 Legal Authority:
OCIO 201.10
Title: Computer Replacement Policy Implementation Date:  
Contact: Chief Technology Officer Revisions:
11-24-14, 3-3-23

Information Technology Services (ITS) will replace computers at a predictable and sustainable rate, reduce the number of different computer configurations that need to be supported, reduce overall cost of computer equipment through bulk savings, and eliminate the time and labor of individual upgrade requests.

ITS will use funds from the Computer Replacement Cycle budget to replace a percentage of end user assigned computer equipment every year, starting with the oldest, based on the minimum acceptable hardware standards that are established by the technology committee. The technology committee will use information from State Administrative and Account Manual (SAAM) and guidelines from the Office of the Chief Information Office (OCIO) to evaluate that percentage.

Spares of each computer category will be available in the ITS department. These machines will be a small percentage from each purchase cycle that are not put into circulation until the beginning of the next purchase cycle. The cold standby computers will be used to swap out computers that have failed or continually have issues causing lost labor time. They will also be leveraged for testing, temporary, or emergency needs.

Responsibility of the technology committee and Chief Technology Officer to support this policy will be:

  • Establish the standard acceptable hardware configuration based upon the requirements of the current operating system (Windows) and major software applications utilized by the college. The standard acceptable hardware configuration should anticipate additional performance needed to support future software or operating systems.
  • Determine a total cost of ownership per computer category that will cover hardware replacement and the fixed costs needed to maintain all computers support by the ITS Department.
  • Distribute a list of computers to be replaced each year.

The College, through the budget office and BRP Committee:

  • Review the replacement list of machines and budget for the replacement.
  • If funding is unavailable for the equipment refresh, then to address refresh funding the following year.

The ITS Department will:

  • Procure and deploy the replacement computers leveraging large orders where possible.
  • Securely wipe and dispose of computers that have been replaced and no longer compliant with the minimum acceptable hardware standards. Any money generated from the disposal will be returned to the budget for Computer Replacement Cycle.
  • Produce an annual report providing details of computers replaced and how the funds were used. This report will also evaluate the need to modify the upcoming years funding allocation.

Exclusions:

This policy does not cover costs peripherals, printing, or network equipment. 

Definitions:

Computer Categories:  Desktops, laptops, All-in-Ones, etc.

End User: The person assigned to use the computer.

Enterprise Software: Software and systems used to deploy, inventory, maintain, update, secure, backup, and monitor computers systems.

Fixed Costs (as it relates to this policy): Includes the Enterprise Software, as well as to account for planning, testing, setup, configuration, deployment, inventory, and disposal.

Peripherals: Monitors, docking stations, printers, or other additional equipment.

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.

Centralia College Accessible Technology Plan

As part of an ongoing practice of continuous improvement—and in accordance with our Mission Statement and Core Themes—Centralia College plans for accessible information technology. 

This Accessible Technology Plan was developed under the guidelines of WA OCIO Policy 188.  Technologies adopted or implemented after August 2016 are expected to meet Level AA compliance with Web Content Accessibility Guidelines (WCAG) 2.0.

Existing Information Technologies
Existing Technologies, in use prior to August 2016, are made accessible to individuals with disabilities through a customized accommodation process.
Students are encouraged to apply for accommodations through the Disability Services Office.
Staff or faculty may contact Human Resources in person, by phone 360-623-8943 or by email at hro@centralia.edu.

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.

Number: 1.125 Legal Authority: WAC 132L-136-060
Title: Facility Usage Implementation Date: March 19, 1974 
Contact: Facilities, Operations and Maintenance Revisions: 11-24-2014, 5-3-2017, 5-3-2023

The college is designed and dedicated for the instruction of Centralia College (CC) students, college activities and organizations. The facilities are available to external organizations, businesses, civic, and community organizations, and individuals outside of the College upon request, and as space permits. Fees, scheduling, and permission for non-academic usage is established by the Vice President, Finance and Administration and/or designee. Specific procedures and requirements will be stated in the Agreement for Use of College Facilities.

An authorized representative of the College must be on duty when facilities are being used by any external organization and must report any damages to the Facilities office.

When two event requests are received simultaneously, preference will be given using the following priority list.

  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.

College activities or events should not displace already scheduled external events.  The administration reserves the right to adjust, deny or cancel the use of facilities anytime the administration determines that such use or meeting interferes with or disrupts the instructional, educational or business functions of the college.

Number: 1.133 Legal Authority: Clery Act
Title: Access to Campus Facilities Implementation Date: 1-4-2023 
Contact: Vice President, Administration & Finance Revisions: 2-7-2024

Centralia College is a public institution. It is important to balance public access with safety considerations, thus, campus facilities (with exception to restricted areas) are open to the public during posted business hours, and are locked after hours with access permitted only with proper authorization and identification. Centralia College maintains campus facilities in a manner that minimizes hazardous conditions.

Access to and Security of Centralia College Campuses

Access and security of the two Centralia College campus locations are different, based on location and student use. Main campus is staffed by Safety & Security. Centralia College East refers safety issues to the jurisdiction of the local law enforcement agency.

Building entrances at all campus sites are secured by electronic locks or normal mechanical locks requiring keys during non-business hours. Both key card access (for electronic locks) and key access (for mechanical locks) are authorized for each individual employee based on their position functions, supervisor approval, and then granted by Facilities, Operations, and Maintenance (FOM).

Access to and Security of Student Residential Housing

All student residential housing is secured 24 hours a day. Residents are granted access via a control system through their phone by Collegiate Housing International Centralia that allows them to enter their residence. Collegiate Housing International Centralia works with Safety & Security to provide a safe environment within student residential housing. Students are expected to be cooperative with both Collegiate Housing International Centralia and Safety & Security.  Propping doors open is strictly prohibited. Students should report any and all malfunctioning doors or locking mechanisms immediately to Collegiate Housing International Centralia. Student residential housing is monitored by Collegiate Housing International Centralia. Student housing also employs the use of closed-circuit video camera systems which are owned and controlled by Collegiate Housing International Centralia. In some circumstances Collegiate Housing International Centralia will allow Safety & Security to review footage during an investigation.

Safety & Security employees also have access to Collegiate Housing International Centralia property and are issued access credentials to their duty phones, as well as physical keys, to access areas not on the access control system.

Video Surveillance Cameras

There are closed-circuit video camera systems installed in various locations on the main campus and several at Centralia College East. With these in operation, they are monitored by the Safety & Security Office (and for the CC East, by their assigned staff) to help ensure safety for our college community. Camera efficacy is assessed annually, and changes in location or position are made as appropriate. Feeds from cameras are recorded onto campus servers. Safety & Security has access for 30 days to view and play and/or replay those recordings as appropriate for college security needs.  Safety & Security will share footage with law enforcement or as requested by a Public Information Request as required by state law.

Security Considerations in Maintaining Campus Facilities

Centralia College maintains campus facilities in a manner that minimizes hazardous conditions. Walkways are illuminated with lighting and malfunctioning lights and door locks, for example, are reported to and fixed by FOM. Shrubbery and trees are pruned to allow the walkways to be clear of low or dangerous branches that may impede a person’s path or cause injury.

Reporting Security Issues

If an employee, student, or visitor finds or becomes aware of a safety or security issue they should immediately report it to the Safety & Security Office by calling 360-623-8888.

Number: 1.134 Legal Authority: Clery Act
Title: Fire Safety Education for Student Residential Housing Implementation Date: 1-4-2023 
Contact: Safety & Security Manager Revisions: 2-7-2024

Centralia College is committed to promoting campus fire safety education in student residential housing. Which is operated by Collegiate Housing International Centralia. Housing is designed for multiple occupancy. Collegiate Housing International Centralia will provide educational materials about fire safety for all residents at the time of occupancy. Safety & Security will work cooperatively and collaboratively with Collegiate Housing International Centralia to provide additional safety educational programming as appropriate for specific units, buildings, or for the entire complex.

Safety education programming and materials are in place to promote fire safety and security at student residential housing. Centralia College will work with Collegiate Housing International Centralia to maximize safety for all residents. The overall goal is to help provide safe and secure housing for on-campus residential students.

Collegiate Housing International Centralia will, within the Student Housing Contract, note the following:

  • The procedures for Collegiate Housing International Centralia staff to enter a student’s room without notice and in the student’s absence for reasons of health, safety, or general welfare; to make repairs to the room and/or furnishing; upon reasonable suspicion of the presence of any illegal substance or activity; or for other suspected violations of federal, state, or local law, or the policies and regulations which are listed in the Student Housing Contract;
  • that the student will agree to immediately notify Collegiate Housing International Centralia staff in the event that the smoke detector or sprinkler head equipment becomes damaged, lost, stolen, or otherwise made inoperable or appears inoperable;
  • that the student will understand that the willful damage, theft, or destruction of any smoke detector, sprinkler head, or fire extinguisher endangers their safety and the safety of others and may be considered a condition of default under their Student Housing Contract; 
  • that the possession of explosives is not permitted; including but not limited to fireworks, firecrackers, and dangerous chemicals, potentially injurious war souvenirs, hunting arrows, and collector style weapons;
  • that the possession of firearms or potentially dangerous weapons is not permitted, including but not limited to potentially injurious war souvenirs, hunting arrows, and collector style weapons;
  • that the use of an open flame (e.g., candle, incense, cigarette, cigar, etc.) inside any part of student residential housing facilities is prohibited;
  • that smoking (as defined by the Student Code of Conduct) is prohibited in all interior spaces including but not limited to bedrooms, bathrooms, kitchens, living rooms, common spaces, and stairwells;
  • that the use and/or possession of appliances which have open or exposed heating elements (e.g., hot plates, sunlamps, and halogen lamps) or any other high intensity appliances are not permitted; refrigerators in excess of six (6) cubic feet and portable space heaters are not permitted.

Collegiate Housing International Centralia staff receive orientation to the operations and locations of the fire alarm system, pull-stations, smoke alarms, and fire extinguishers during their first week of employment. Students receive a general orientation to fire systems in the building during the first week of arrival. Fire safety training programs can also be requested by contacting Safety & Security.

Student residents are strongly encouraged when receiving their orientation materials on move-in day to become familiar with the regular and emergency exits of their buildings. Students should arrange their room contents with fire safety in mind while considering the following (through safety programming and conversations with Collegiate Housing International Centralia staff):

  • Know the locations of the fire extinguishers and how to operate them
  • Maintain clear and unobstructed access to all room doors, from both the outside and inside at all times
  • Not to use broken, frayed, or cracked electrical cords
  • Not to overload electrical outlets
  • Not to allow excess clutter or flammable materials to accumulate

If a fire occurs, students are instructed to leave hazardous areas per the evacuation routes and to get to a predetermined location before calling 911 for help.

Collegiate Housing International Centralia in partnership with Safety & Security may hold a minimum of two fire evacuation drills during the year (one announced and one unannounced). Safety & Security will assist Collegiate Housing International Centralia with these drills, and provide feedback for improvement within 7 business days of each drill. This feedback will provide content for future safety educational programming.

Once a term, Collegiate Housing International Centralia staff will conduct health and safety checks where each unit is checked for health and safety concerns. During these checks each smoke detector and carbon monoxide detector is tested to ensure they are operational. Each fire extinguisher is checked to ensure it is properly charged. All spaces are checked for fire hazards and if any are noted they are documented and the residents are requested to correct the hazard.

(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. 

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]

Number: 1.136 Legal Authority: Title IX
Title: Discrimination and Harassment Complaint Policy and Procedure Implementation Date: 8-27-2015 
Contact: Vice President, HR & Equity Revisions: 10-7-2020

Centralia College recognizes its responsibility for investigation, resolution, implementation of corrective measures, and monitoring the educational environment and workplace to stop, remediate, and prevent 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, 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.  To this end, Centralia College has enacted policies prohibiting discrimination against 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. 

DEFINITIONS

  • Complainant: employee(s), applicant(s), student(s), or visitors(s) of Centralia College who alleges that she or he has been subjected to discrimination or harassment due to their membership in a protected class.
  • Complaint: a description of facts that allege violation of the College’s policy against discrimination or harassment.
  • 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 nonconsensual conduct.
    • Intoxication is not a defense against allegations that an individual has engaged in nonconsensual sexual conduct.
  • Discrimination: unfavorable treatment of a person based on that person’s membership or perceived membership in a protected class.  Harassment is a form of discrimination.
  • Harassment: a form of discrimination consisting of physical or verbal conduct that denigrates or shows hostility toward an individual because of their membership in a protected class or their perceived membership in a protected class.  Harassment occurs when the conduct is sufficiently severe, persistent, or pervasive 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 including student housing.  Petty slights, annoyances, offensive utterances, and isolated incidents (unless extremely serious) typically do not qualify as harassment. Examples of conduct that could rise to the level of discriminatory harassment include but are not limited to the following:
    • Epithets, "jokes," ridicule, mockery or other offensive or derogatory conduct focused upon an individual's membership in a protected class.
    • Verbal or physical threats of violence or physical contact directed towards an individual based upon their membership in a protected class.
    • Making, posting, emailing, texting, or otherwise circulating demeaning or offensive pictures, cartoons, graffiti, notes or other materials that relate to race, ethnic origin, gender or any other protected class.
  • 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
  • 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 sanction.
  • Respondent: person or persons who are members of the campus community who allegedly discriminated against or harassed another person or persons.
  • 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.
  • Hostile Environment Sexual Harassment occurs when the conduct is sufficiently severe, persistent, or pervasive 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 including student housing.
  • 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.
    • Examples of conduct that may qualify as sexual harassment include:
      • Persistent comments or questions of a sexual nature.
      • A supervisor who gives an employee a raise in exchange for submitting to sexual advances.
      • An instructor who promises a student a better grade in exchange for sexual favors.
      • Sexually explicit statements, questions, jokes, or anecdotes.
      • Unwelcome touching, patting, hugging, kissing, or brushing against an individual's body.
      • Remarks of a sexual nature about an individual's clothing, body, or speculations about previous sexual experiences.
      • Persistent, unwanted attempts to change a professional relationship to an amorous relationship.
      • Direct or indirect propositions for sexual activity.
      • Unwelcome letters, emails, texts, telephone calls, or other communications referring to or depicting sexual activities.
  • Sexual Violence: is a type of sexual discrimination and harassment that includes:
    • Nonconsensual sexual intercourse. Any actual or attempted sexual intercourse (anal, oral, or vaginal), however slight, with any object or body part, 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.
    • Nonconsensual sexual contact. Any actual or attempted sexual touching, however slight, with any body part or 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.
    • Sexual intercourse or sexual contact with a person known to be related to them, either legitimately or illegitimately, as an ancestor, descendant, brother, or sister of either wholly or half related.   Descendant includes stepchildren, and adopted children under the age of eighteen (18).
    • Statutory Rape. Consensual intercourse between a person who is eighteen (18) years of age or older, and a person who is under the age of sixteen (16).
  • Domestic violence. Physical violence, bodily injury, assault, the infliction of fear of imminent physical harm, sexual assault, or stalking committed by a person with whom the victim shares a child in common, by a person who is cohabitating with or has cohabitated with the victim as a spouse, by a person similarly situated to a spouse of the victim under the domestic or family violence laws of State of Washington, or by any other person against an adult or youth victim who is protected from that person’s acts under the domestic or family violence laws of the State of Washington, RCW 26.50.010.
  • Dating violence, Physical violence, bodily injury, assault, the infliction of fear of imminent physical harm, sexual assault, or stalking committed by a person (i) who is or has been in a social relationship of a romantic or intimate nature with the victim; and (ii) where the existence of such a relationship shall be determined based on a consideration of the following factors:
    • The length of the relationship;
    • The type of relationship; and
    • The frequency of interaction between the persons involved in the relationship
  • Engaging in a course of conduct directed at a specific person that would cause a reasonable person to (i) fear for their safety or the safety of others; or (ii) suffer substantial emotional distress.

TITLE IX/EEO COORDINATOR

Joy Anglesey
Vice President of Human Resources & Equity
Centralia College
600 Centralia College Blvd.
Centralia, WA 98531
360-623-8474
Email Joy Anglesey

The Title IX / EEO Coordinator or designee:

  • Will accept all complaints and referrals from College employees, applicants, students, and visitors.
  • Will make determinations regarding how to handle requests by complainants for confidentiality.
  • Will keep accurate records of all complaints and referrals for the required time period.
  • May conduct investigations or delegate and oversee investigations conducted by a designee.
  • May impose interim remedial measures to protect parties during investigations of discrimination or harassment.
  • Will issue written findings and recommendations upon completion of an investigation.
  • May recommend specific corrective measures to stop, remediate, and prevent the recurrence of inappropriate conduct.

 

HOW TO FILE A COMPLAINT

Any employee, applicant, student or visitor of the College may file a complaint with the Title IX Coordinator.  If the complaint is against that Coordinator, the complainant should report the matter to the president’s office for referral to an alternate designee.  Complaints may be submitted in writing or verbally.  The College encourages the timely reporting of any incidents of discrimination or harassment.  For complainants who wish to submit a written complaint, a formal complaint form is available online at https://www.centralia.edu/about/policies/student-complaints.aspx .  Hardcopies of the complaint form are available at the following locations on campus: Presidents Office, Human Resources Office, and the Vice President of Student Services Office. Any person submitting a discrimination complaint shall be provided with a written copy of the College’s anti-discrimination policies and procedures. 

CONFIDENTIALITY AND RIGHT TO PRIVACY

Centralia 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 Centralia College policies and procedures.  Although Centralia College will attempt to honor complainants’ requests for confidentiality, it cannot guarantee complete confidentiality.  Determinations regarding how to handle requests for confidentiality will be made by the Title IX / EEO Coordinator.

Confidentiality Requests and Sexual Violence Complaints. The Title IX / EEO Coordinator will inform and obtain consent from the complainant before commencing an investigation into a sexual violence complaint.  If a sexual violence complainant asks that their 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 and that retaliation by the respondent and/or others is prohibited.  If the complainant still insists that their 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.  Factors to be weighed during this determination may include, but are not limited to:

  • the seriousness of the alleged sexual violence;
  • the age of the complainant;
  • whether the sexual violence was perpetrated with a weapon;
  • whether the respondent has a history of committing acts of sexual violence or violence or has been the subject of other sexual violence complaints whether the respondent threatened to commit additional acts of sexual violence against the complainant or others; and
  • whether relevant evidence can be obtained through other means (e.g., security cameras, other witnesses, physical evidence).

If the College is unable to honor a complainant’s request for confidentiality, the Title IX / EEO Coordinator 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 / EEO Coordinator 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. 

INVESTIGATION PROCEDURE 

Upon receiving a discrimination complaint, the College shall commence an impartial investigation.  The Title IX / EEO Coordinator shall be responsible for overseeing all investigations.  Investigations may be conducted by the Title IX / EEO Coordinator or their designee.    If the investigation is assigned to someone other than the Title IX /EEO Coordinator, the Title IX / EEO Coordinator shall inform the complainant and respondent(s) of the appointment of an investigator.

Interim Measures.  The Title IX / EEO Coordinator may impose interim measures to protect the complainant and/or respondent pending the conclusion of the investigation.  Interim measures may include, but are not limited to, imposition of no contact orders, rescheduling classes, temporary work reassignments, referrals for counseling or medical assistance, and imposition of a summary suspension in compliance with the College’s student conduct code or an administrative leave of absence in compliance with the College’s employment policies and collective bargaining agreements.

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.

Investigation.  Complaints shall be thoroughly and impartially investigated.  The investigation shall include, but is not limited to, interviewing the complainant and the respondent, relevant witnesses, and reviewing relevant documents.  The investigation shall be concluded within a reasonable time, normally ninety days unless there is good cause shown.  Good cause includes, but is not limited to, College breaks and holidays. If it appears completion of the investigation will take longer than ninety days, the Title IX/EEO Coordinator will notify the parties, describe the reasons for the delay, and provide an estimated time for completing the investigation.

At the conclusion of the investigation, the investigator shall set forth their findings in writing. If the investigator is someone other than the Title IX / EEO Coordinator, the investigator shall send a copy of the findings to the Title IX / EEO Coordinator. 

The Title IX / EEO Coordinator will provide each party and the appropriate student services administrator or appointing authority with written notice of the investigative findings, subject to the following limitations.  The complainant shall be informed in writing of the findings only to the extent that such findings directly related to the complainant’s allegations.  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 the investigative findings subject to any FERPA confidentiality requirements. 

Final Decision/Reconsideration.  Either the complainant or the respondent may seek reconsideration of the investigation findings.  Requests for reconsideration shall be submitted in writing to the Title IX / EEO Coordinator within seven days of receiving the investigation report.  Requests must specify which portion of the findings should be reconsidered and the basis for reconsideration.  If no request for reconsideration is received within seven days, the findings become final. If a request for reconsideration is received, the Title IX / EEO Coordinator shall respond within ten (10) days.  The Title IX / EEO Coordinator shall either deny the request or, if the Title IX / EEO Coordinator determines that the request for reconsideration has merit, issue amended findings.  Any amended findings are final and no further reconsideration is available.

PUBLICATION OF ANTI-DISCRIMINATION POLICIES AND PROCEDURES

The policies and procedures regarding complaints of discrimination and harassment shall be published and distributed as determined by the president or president's designee.  Any person who believes he or she has been subjected to discrimination in violation of College policy will be provided a copy of these policies and procedures. 

LIMITS TO AUTHORITY

Nothing in this procedure shall prevent the College President or designee from taking immediate disciplinary action in accordance with Centralia College policies and procedures, and federal, state, and municipal rules and regulations.

NON-RETALIATION, INTIMIDATION AND COERCION

Retaliation by, for or against any participant (including complainant, respondent, witness, Title IX / EEO Coordinator, 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 / EEO Coordinator immediately.

CRIMINAL COMPLAINTS

Discriminatory or harassing conduct may also be, or occur in conjunction with, criminal conduct.  Criminal complaints may be filed with the following law enforcement authorities:

The Centralia Police Department can be reached at 360-330-7680 and the Lewis County Sheriffs Office can be reached at 360-748-9286.

The College will proceed with an investigation of harassment and discrimination complaints regardless of whether the underlying conduct is subject to civil or criminal prosecution.

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/

Number: 1.137 Legal Authority: WAC 132L-108
Title: Employee Disciplinary Hearing Implementation Date: 10-7-2020
Contact: Vice President, HR & Equity Revisions:  

 

ORDER OF PRECEDENCE

This supplemental employee discipline procedure applies to allegations of Sexual Harassment subject to Title IX jurisdiction pursuant to regulations promulgated by the United States Department of Education. See 34 C.F.R. § 106. Disciplinary proceedings against an employee respondent alleged to have engaged in sexual harassment in violation of Title IX shall be governed by Centralia College’s administrative hearing practices and procedures, Chapter WAC 132L-108 and this supplemental hearing procedure. To the extent the supplemental hearing procedure conflicts with WAC 132L-108 and/or provisions set forth in employment contracts, collective bargaining agreements, employee handbooks, and other college employment policies and procedures, this supplemental hearing procedure will take precedence.

Notwithstanding the foregoing, if Respondent is a tenured or probationary faculty member and the Vice President of Human Resources determines that the allegations in the investigation, if true, would warrant Respondent’s dismissal from the College, the Vice President of Human Resources will refer the matter to the Tenure Dismissal Committee for a hearing pursuant to RCW 28B.50.863 and applicable procedures set forth in the faculty union Collective Bargaining Agreement (CBA). To the extent the Tenure Dismissal Committee procedures are inconsistent or conflict with Sections II through VII of this Supplement Procedure, those Supplemental Procedure sections will prevail. At the end of the hearing, the Tenure Dismissal Committee will issue a Recommendation consistent with the provisions set forth in Section VIII. Complainant shall have the same right to appear and participate in the proceedings as the Respondent, including the right to present their position on the Recommendation to the Vice President of Instruction or Student Services, depending on the faculty member involved, before final action is taken.

PROHIBITED CONDUCT UNDER TITLE IX

Pursuant to Title IX of the Education Act Amendments of 1972, 20 U.S.C. §1681, the College may impose disciplinary sanctions against an employee who commits, attempts to commit, or aids, abets, incites, encourages, or assists another person to commit, an act(s) of “sexual harassment.”

For purposes of this supplemental procedure, “Sexual Harassment” encompasses the following conduct:

  • Nonconsensual sexual contact. Any actual or attempted sexual touching, however slight, with any body part or 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.
  • Nonconsensual sexual intercourse. Any actual or attempted sexual intercourse (anal, oral, or vaginal), however slight, with any object or body part, 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.
  • Sexual assault. Sexual assault includes the following conduct:     
    • Hostile environment. Unwelcome conduct that a reasonable person would find to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the college’s educational programs or activities, or employment.
    • Quid pro quo harassment. A college employee conditioning the provision of an aid, benefit, or service of the college on an individual’s participation in unwelcome sexual conduct.
    • Sexual intercourse or sexual contact with a person known to be related to them, either legitimately or illegitimately, as an ancestor, descendant, brother, or sister of either wholly or half related. Descendant includes stepchildren and adopted children under the age of eighteen (18).
    • Statutory rape. Consensual sexual intercourse between someone who is eighteen (18) years of age or older and someone who is under the age of sixteen (16).
  • Domestic Violence:  Domestic violence. Physical violence, bodily injury, assault, the infliction of fear of imminent physical harm, sexual assault, or stalking committed by a person with whom the victim shares a child in common, by a person who is cohabitating with or has cohabitated with the victim as a spouse, by a person similarly situated to a spouse of the victim under the domestic or family violence laws of the State of Washington, or by any other person against an adult or youth victim who is protected from that person’s acts under the domestic or family violence laws of the State of Washington, RCW 26.50.010.
  • Dating violence: Physical violence, bodily injury, assault, the infliction of fear of imminent physical harm, sexual assault, or stalking committed by a person (i) who is or has been in a social relationship of a romantic or intimate nature with the victim; and (ii) where the existence of such a relationship shall be determined based on a consideration of the following factors:
    • The length of the relationship;
    • The type of relationship; and
    • The frequency of interaction between the persons involved in the relationship.
  • Stalking: Engaging in a course of conduct directed at a specific person that would cause a reasonable person to fear for their safety or the safety of others, or suffer substantial emotional distress.

TITLE IX JURISDICTION

This supplemental procedure applies only if the alleged misconduct:

  • Occurred in the United States;
  • Occurred during a college educational program or activity; and
  • Meets the definition of Sexual Harassment as that term is defined in this supplemental procedure.    

For purposes of this supplemental procedure, an “educational program or activity” is defined as locations, events, or circumstances over which the college exercised substantial control over both the Respondent and the context in which the alleged Sexual Harassment occurred. This definition includes any building owned or controlled by a student organization that is officially recognized by the college.

Proceedings under this supplemental procedure must be dismissed if the Vice President of Instruction or Student Services determines that one or all of the requirements of Section A (1)-(3) have not been met. Dismissal under this supplemental procedure does not prohibit the College from pursuing disciplinary action against a Respondent based on allegations that the Respondent engaged in other misconduct prohibited by federal or state law, employment contracts or handbooks, or other College policies.

If the Vice President of Human Resources determines the facts in the investigation report are not sufficient to support Title IX jurisdiction and/or pursuit of a Title IX violation, the Vice President of Human Resources will issue a notice of dismissal in whole or part to both parties explaining why some or all of the Title IX claims have been dismissed.

INITIATION OF DISCIPLINE

Upon receiving the Title IX investigation report from the Title IX Coordinator, or designee, Vice President of Human Resources will independently review the report to determine whether there are sufficient grounds to pursue a disciplinary action against the Respondent for engaging in prohibited conduct under Title IX.

If the Vice President of Human Resources determines that there are sufficient grounds to proceed under these supplemental procedures, the Vice President of Human Resources will initiate a Title IX disciplinary proceeding by filing a written disciplinary notice with the Vice President of Instruction or Student Services and by serving the notice on the Respondent and the Complainant, and their respective advisors. The notice must:

  • Set forth the basis for Title IX jurisdiction;
  • Identify the alleged Title IX violation(s);
  • Set forth the facts underlying the allegation(s);
  • Identify the range of possible sanctions that may be imposed if the Respondent is found responsible for the alleged violation(s);
  • Explain that each Party is entitled to be accompanied by an Advisor of their own choosing during the hearing and that:
  • Advisors will be responsible for questioning all witnesses on the Party’s behalf;
  • An Advisor may be an attorney and/or, if the Party is a represented employee, a union representative;
  • A represented employee who chooses an Advisor who is not a union representative must submit a signed waiver of union representation that includes consent from the union; and
  • The College will appoint the Party an Advisor of the College’s choosing at no cost to the Party, if the Party fails to choose an Advisor; and
  • Explain that if a Party fails to appear at the hearing, a decision of responsibility may be made in the Party’s absence.

Service of the disciplinary notice or any other document required to be served under this supplemental procedure may be done personally or by first class, registered, or certified mail, or by electronic mail to the Party’s College  email address.

PRE-HEARING PROCEDURE

Upon receiving the disciplinary notice, the Vice President of Instruction or Student Services will send a hearing notice to all parties in compliance with WAC 10-08-040. The hearing date may not be scheduled less than ten (10) days after the Title IX Coordinator provided the Final Investigation Report to the Parties.

A Party is entitled to be accompanied by an Advisor of their choice during the disciplinary process at the party’s own expense. The Advisor may be an attorney and/or, if the Party is a represented employee, a union representative.

  • If the Advisor is an attorney, the Advisor must file a notice of appearance with the Vice President of Instruction or Student Services with copies to all parties and the Vice President of Human Resources at least five (5) days before the hearing. If a notice of appearance is not filed within this timeframe, the Party will be deemed to have waived their right to have an attorney as an Advisor.
  • If a Party is a represented employee who chooses not to use a union-provided Advisor, the Party must provide the Vice President of Instruction or Student Services with a signed waiver of union representation, including written consent from the union.

In preparation for the hearing, the Parties will have equal access to all evidence gathered by the investigator during the investigation, regardless of whether the College intends to offer the evidence at the hearing.

RIGHTS OF PARTIES

The provisions of this supplemental procedure shall apply equally to both parties.            

The College bears the burden of offering and presenting sufficient testimony and evidence to establish that the Respondent is responsible for a Title IX violation by a preponderance of the evidence.

The Respondent will be presumed not responsible until such time as the disciplinary process has been finally resolved.

During the hearing, each Party shall be represented by an Advisor. The Parties are entitled to an Advisor of their own choosing and the Advisor may be an attorney or, if the Respondent holds a represented position, a union representative. If a party does not choose an Advisor, then the Title IX Coordinator will appoint an Advisor of the College‘s choosing on the Party’s behalf at no expense to the Party.

EVIDENCE

The introduction and consideration of evidence during the hearing is subject to the following procedures and restrictions:

Relevance: The Committee Chair shall review all questions for relevance and shall explain on the record their reasons for excluding any question based on lack of relevance.

Relevance means that information elicited by the question makes a fact is dispute more or less likely to be true.

Questions or evidence about a Complainant’s sexual predisposition or prior sexual behavior are not relevant and must be excluded, unless such question or evidence:

  • Is asked or offered to prove someone other than the Respondent committed the alleged misconduct; or
  • Concerns specific incidents of prior sexual behavior between the Complainant and the Respondent, which are asked or offered on the issue of consent.

Cross-examination required: If a Party or witness does not submit to cross-examination during the live hearing, the Vice President of Instruction or Student Services must not rely on any statement by that Party or witness in reaching a determination of responsibility.

No negative inference: The Vice President of Instruction or Student Services may not make an inference regarding responsibility solely on a witness’s or party’s absence from the hearing or refusal to answer questions.

Privileged evidence: The Vice President of Instruction or Student Services shall not consider legally privileged information unless the holder has effectively waived the privilege. Privileged information includes, but is not limited to, information protected by the following:

  • Spousal/domestic partner privilege;
  • Attorney-Client and attorney work product privileges;
  • Privileges applicable to members of the clergy and priests;
  • Privileges applicable to medical providers, mental health therapists, and counsellors;
  • Privileges applicable to sexual assault and domestic violence advocates; and
  • Other legal privileges identified in RCW 5.60.060.

Initial Order

The Vice President of Instruction or Student Services will be responsible for drafting an Initial Order that:

  • Identifies the allegations of sexual harassment;
  • Describes the grievance and disciplinary procedures, starting with filing of the formal complaint through the determination of responsibility, including notices to parties, interviews with witnesses and parties, site visits, methods used to gather evidence, and hearings held;
  • Makes findings of fact supporting the determination of responsibility;
  • Reaches conclusions as to whether the facts establish whether the Respondent is responsible for engaging in Sexual Harassment in violation of Title IX;
  • Contains a statement of, and rationale for, the Committee’s determination of responsibility for each allegation;
  • Describes any disciplinary sanction or conditions imposed against the Respondent, if any;
  • Describes to what extent, if any, Complainant is entitled to remedies designed to restore or preserve Complainant’s equal access to the College’s education programs or activities; and
  • Describes the process for appealing the Initial Order to the College President.

The Vice President of Instruction or Student Services will serve the Initial Order on the Parties simultaneously.

Appeals

The Parties have the right to appeal from the determination of responsibility and/or from a Title IX dismissal, in whole or part, of a formal complaint, as set forth in the Initial Order. To the extent they are consistent with the provisions of this Procedure, the right to appeal is subject to the same procedures and timeframes set forth in WAC 132L-351-280.

The President or the President’s delegate will determine whether the grounds for appeal have merit, provide the rationale for this conclusion, and state whether the disciplinary sanctions and conditions imposed in the Initial Order are affirmed, vacated, or amended, and, if amended, set forth the new disciplinary sanctions and conditions.

The President’s Office shall serve the Final Decision on the parties simultaneously.

All decisions reached through this process are final. No decisions or recommendations arising from this disciplinary procedure will be subject to grievance pursuant to any Collective Bargaining Agreement.

Number: 1.138 Legal Authority: Title IX
Title: Title IX Grievance Procedures Implementation Date: 10-7-2020
Contact: Vice President, HR & Equity Revisions:  

 

Purpose

Centralia College recognizes its responsibility to investigate, resolve, implement corrective measures, and monitor the educational environment and workplace to stop, remediate, and prevent discrimination on the basis of sex, as required by Title IX of the Educational Amendments of 1972 To this end, Centralia College has adopted the following Title IX Grievance Procedure for receiving and investigating Sexual Harassment allegations arising during education programs and activities. Any individual found responsible for violating Centralia College’s Title IX policy is subject to disciplinary action up to and including dismissal from the College’s educational programs and activities and/or termination of employment.

Application of this Title IX Grievance Procedure is restricted to allegations of “Sexual Harassment,” as that term is defined in 34 C.F.R. §106.30 of the federal Title IX regulations. Nothing in this procedure limits or otherwise restricts the College’s ability to investigate and pursue discipline based on alleged violations of other federal, state, and local laws, their implementing regulations, and other college policies prohibiting gender discrimination through processes set forth in the College’s code of student conduct, employment contracts, employee handbooks, policies, and collective bargaining agreements.

Definitions

For purposes of this Title IX Grievance Procedure, the following terms are defined as follows:

“Complainant” means and individual who is alleged to be the victim of conduct that could constitute Sexual Harassment.

“Consent” means 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 they are unable to understand what is happening or are 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 nonconsensual conduct.

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

“Educational Program or Activity” includes locations, events, or circumstances over which the College exercised substantial control over both the Respondent and the context in which the alleged Sexual Harassment occurred. It also includes any building owned or controlled by a student organization officially recognized by the College.

“Formal Complaint” means a writing submitted by the Complainant or signed by the Title IX Coordinator alleging Sexual Harassment against a Respondent and requesting that the College conduct an Investigation.

“Grievance Procedure” is the process the College uses to initiate, informally resolve, and/or investigate allegations that an employee or student has violated Title IX provisions prohibiting sexual harassment.

 “Respondent” means an individual who has been reported to be the perpetrator of conduct that could constitute Sexual Harassment.

 “Sexual Harassment,” for purposes of these Title IX Grievance Procedures, Sexual Harassment occurs when a Respondent engages in the following discriminatory conduct on the basis of sex:

 Quid pro quo harassment. A College employee conditioning the provision of an aid, benefit, or service of the College on an individual’s participation in unwelcome sexual conduct.

Hostile environment. Unwelcome conduct that a reasonable person would find to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the College’s educational programs or activities or College employment.

Sexual assault. Sexual assault includes the following conduct:

  • Nonconsensual sexual intercourse. Any actual or attempted sexual intercourse (anal, oral, or vaginal), however slight, with any object or body part, 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.
  • Nonconsensual sexual contact. Any actual or attempted sexual touching, however slight, with any body part or 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.
  • Incest. Sexual intercourse or sexual contact with a person known to be related to them, either legitimately or illegitimately, as an ancestor, descendant, brother, or sister of either wholly or half related. Descendant includes stepchildren, and adopted children under the age of eighteen (18).
  • Statutory rape. Consensual intercourse between a person who is eighteen (18) years of age or older, and a person who is under the age of sixteen (16).
  • Domestic violence. Physical violence, bodily injury, assault, the infliction of fear of imminent physical harm, sexual assault, or stalking committed by a person with whom the victim shares a child in common, by a person who is cohabitating with or has cohabitated with the victim as a spouse, by a person similarly situated to a spouse of the victim under the domestic or family violence laws of the State of Washington, or by any other person against an adult or youth victim who is protected from that person’s acts under the domestic or family violence laws of the State of Washington, RCW 26.50.010.
  • Dating violence. Physical violence, bodily injury, assault, the infliction of fear of imminent physical harm, sexual assault, or stalking committed by a person (i) who is or has been in a social relationship of a romantic or intimate nature with the victim; and (ii) where the existence of such a relationship shall be determined based on a consideration of the following factors:
    • The length of the relationship;
    • The type of relationship; and
    • The frequency of interaction between the persons involved in the relationship.
  • Stalking. Engaging in a course of conduct directed at a specific person that would cause a reasonable person to (i) fear for their safety or the safety of others; or (ii) suffer substantial emotional distress.

“Summary Suspension” means an emergency suspension of a student Respondent pending investigation and resolution of disciplinary proceedings pursuant to the procedure and standards set forth in WAC 132L-351-100.

“Supportive Measures” are non-disciplinary, non-punitive individualized services offered as appropriate, as reasonably available, and without fee or charge to the Complainant or Respondent regardless of whether the Complainant or the Title IX Coordinator has filed a Formal Complaint. Supportive Measures restore or preserve a party’s access to the College’s education programs and activities without unreasonably burdening the other party, as determined through an interactive process between the Title IX Coordinator and the party. Supportive Measures include measures designed to protect the safety of all parties and/or the College’s educational environment and/or to deter Sexual Harassment or retaliation. Supportive measures may include, but are not limited to, (i) counseling and other medical assistance, (ii) extensions of deadlines or other course-related adjustments, (iii) modifications of work or class schedules, (iv) leaves of absence, (v) increased security or monitoring of certain areas of campus, and (vi) imposition of orders prohibiting the parties from contacting one another in housing or work situations. Determinations about whether to impose a one-way no contact order must be made on a case-by-case basis. If supportive measures are not provided, the Title IX Coordinator must document in writing why this was clearly reasonable under the circumstances.

Title IX Administrators” are the Title IX Coordinator, Title IX investigators, the Student Conduct Officer, Student Conduct Committee members, and College provided advisors assigned to the parties by the College during Title IX disciplinary proceedings.

“Title IX Coordinator” is responsible for processing Title IX complaints and conducting and/or overseeing formal investigations and informal resolution processes under this Grievance Procedure. Among other things, the Title IX Coordinator is responsible for:

  • Accepting and processing all Title IX reports, referrals, and Formal Complaints.
  • Executing and submitting a Formal Complaint when appropriate and necessary.
  • Handling requests for confidentiality.
  • Determining during the Grievance Procedure (i) whether a Formal Complaint should be dismissed either in whole or in part, and if so, (ii) providing notice to both parties about why dismissal was necessary or desirable, and (iii) referring the complaint to the appropriate disciplinary authority for proceedings outside the jurisdiction of Title IX.
  • Maintaining accurate records of all complaints, reports, and referrals, and retaining investigation files, complaints, reports, and referrals in compliance with the applicable records retention schedules or federal or state law, whichever is longer.
  • Conducting investigations or assigning and overseeing investigations.
  • Engaging in an interactive process with both parties to identify and provide supportive measures that ensure during the investigation and disciplinary processes that the parties have equitable access to education programs and activities and are protected from further discrimination or retaliation.
  • Upon completion of an investigation, issuing or overseeing the issuance of a final investigation report to the parties and the appropriate disciplinary authority in compliance with this Grievance Procedure.
  • Recommending non-disciplinary corrective measures to stop, remediate, and/or prevent recurrence of discriminatory conduct to disciplinary authorities and other College administrators.

Principles for Title IX Grievance Procedure

Respondent shall be presumed not responsible for the alleged conduct unless or until a determination of responsibility is reached after completion of the grievance and disciplinary processes.

Before imposing discipline, the College is responsible for gathering and presenting evidence to a neutral and unbiased decision maker establishing responsibility for a Title IX violation by a preponderance of the evidence.

The College shall treat both the Complainant and Respondent equitably by providing Complainant with remedies against Respondent who has been found responsible for Sexual Harassment through application of the institution’s Title IX grievance and applicable Title IX disciplinary procedures and by providing Respondent with Title IX procedural safeguards contained in this Title IX Grievance Procedures and in the applicable Title IX disciplinary procedures.

The investigator shall base investigation results on all relevant evidence, including both exculpatory and inculpatory evidence.

Formal and informal resolutions will be pursued within reasonably prompt timeframes with allowances for temporary delays and extensions for good cause shown. Grounds for temporary delay include, but are not limited to college breaks or holidays. Good cause supporting a request for an extension includes, but is not limited to: a party, a party’s advisor, or a witness being unavailable, concurrent law enforcement activity, and the need for language assistance or accommodation of disabilities. Both parties will receive written notice of any temporary delay or extension for good cause with an explanation of why the action was necessary.

A Respondent found responsible for engaging in Sexual Harassment may receive discipline up to and including dismissal from the College. A description of other possible disciplinary sanctions and conditions that may be imposed against students can be found in WAC 132L-351-045.

An employee found responsible for Sexual Harassment may receive discipline up to and including dismissal from employment. A description of possible disciplinary sanctions and conditions that may be imposed against employees can be found in the appropriate bargaining agreements.

In proceedings against a student Respondent, the parties may appeal the Student Conduct Committee’s ruling to the President pursuant to WAC 132L-351-090 and Supplement Title IX Student Conduct Code Procedures, WAC 132L-351-280.

In proceedings against an employee Respondent, the parties may appeal the Employee Disciplinary Decision to the President pursuant policy 1.138. Title IX Administrators may not require, allow, rely upon, or otherwise use questions or evidence that seeks disclosure of privileged communications, unless the privilege has been effectively waived by the holder. This provision applies, but is not limited to information subject to the following:

  • Spousal/domestic partner privilege;
  • Attorney-Client and attorney work product privileges;
  • Privileges applicable to members of the clergy and priests;
  • Privileges applicable to medical providers, mental health therapists, and counsellors;
  • Privileges applicable to sexual assault and domestic violence advocates; and
  • Other legal privileges identified in RCW 5.60.060.

Title IX Administrators – Free from bias – Training requirements

Title IX Administrators shall perform their duties free from bias or conflicts.

Title IX Administrators shall undergo training on the following topics:

  • The definition of Sexual Harassment under these procedures,
  • The scope of the College’s educational programs and activities,
  • How to conduct an investigation,
  • How to serve impartially without prejudgment of facts, conflicts of interest, or bias,
  • Use of technology used during an investigation or hearing,
  • The relevance of evidence and questions, and
  • Effective report writing.
  • All Title IX Administrator training materials shall be available on the College’s Title IX webpage.

Filing a Complaint

Any employee, student, applicant, or visitor who believes that they have been the subject of Sexual Harassment should report the incident or incidents to the College’s Title IX Coordinator identified below. If the complaint is against the Title IX Coordinator, the Complainant should report the matter to the President’s office for referral to an alternate designee.

Joy Anglesey
Vice President of Human Resources & Equity
Centralia College
600 Centralia College Blvd.
Centralia, WA 98531
360-623-8474
Email Joy Anglesey

Confidentiality

The College will seek to protect the privacy of the Complainant to the fullest 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 College policies and procedures. Although the College will attempt to honor Complainants' requests for confidentiality, it cannot guarantee complete confidentiality. Determinations regarding how to handle requests for confidentiality will be made by the Title IX Coordinator.

The Title IX Coordinator will inform and attempt to obtain consent from the Complainant before commencing an investigation of alleged Sexual Harassment. If a Complainant asks that their name not be revealed to the Respondent or that the College not investigate the allegation, the Title IX Coordinator will inform the Complainant that maintaining confidentiality may limit the College’s ability to fully respond to the allegations and that retaliation by the Respondent and/or others is prohibited. If the Complainant still insists that their name not be disclosed or that the College not investigate, the Title IX Coordinator will determine whether the College can honor the request and at the same time maintain a safe and nondiscriminatory environment for all members of the College community, including the Complainant. Factors to be weighed during this determination may include, but are not limited to:

  • The seriousness of the alleged Sexual Harassment;
  • The age of the Complainant;
  • Whether the Sexual Harassment was perpetrated with a weapon;
  • Whether the Respondent has a history of committing acts of Sexual Harassment or violence or has been the subject of other Sexual Harassment or violence complaints or findings;
  • Whether the Respondent threatened to commit additional acts of Sexual Harassment or violence against the Complainant or others; and
  • Whether relevant evidence about the alleged incident can be obtained through other means (g., security cameras, other witnesses, physical evidence).
  • If the College is unable to honor a Complainant’s request for confidentiality, the Title IX Coordinator 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 in compliance with this Grievance Procedure.
  • If the College decides not to conduct an investigation or take disciplinary action because of a request for confidentiality, the Title IX Coordinator will evaluate whether other measures are available to address the circumstances giving rise to the complaint and prevent their recurrence, and implement such measures if reasonably feasible.

Complaint Resolution

The Title IX resolution processes are initiated when the Title IX Coordinator’s Office receives a written complaint alleging that a Respondent(s) sexually harassed a Complainant and requesting that the College initiate an investigation (a Formal Complaint). A Formal Complaint must be either submitted by the Complainant or signed by the Title IX Coordinator on behalf of the Complainant. Formal complaints submitted to the Title IX Coordinator may be resolved through either informal or formal resolution processes. The College will not proceed with either resolution process without a Formal Complaint.

For purposes of this Title IX Grievance Procedure, the Complainant must be participating in or attempting to participate in a College education program or activity at the time the Formal Complaint is filed.

  1. Informal Resolution:

Under appropriate circumstances and if the impacted and responding parties agree, they may voluntarily pursue informal resolution during the investigation of a concern. Informal resolution is not appropriate when the allegations involve a mandatory reporting situation, an immediate threat to the health, safety or welfare of a member of the College community, or in cases where an employee is alleged to have sexually harassed a student.

If an informal resolution is appropriate, the impacted party and the responding party may explore remedies or resolution through:

  • Guided conversations or communications conducted by the Title IX coordinator / HRO representative or a mutually agreed upon third party;
  • Structured resolution process conducted by a trained mediator; or
  • Voluntarily agreed on alterations to either or both of the parties’ work or class schedules or student housing arrangements.

If the parties agree to an informal resolution process, the College will commence the process within 10 business days after the parties agree to this option and conclude within 15 business days of beginning that process; subject to reasonably delays and extensions for good cause shown. The informal process is voluntary. Either the impacted or responding party may withdraw from the informal resolution process at any time, at which point the formal investigation process will resume.

If the impacted and responding party voluntarily resolve a report, the College will record the terms of the resolution in a written agreement signed by both parties and provide written notice to both parties that the report has been closed.

  1. Formal Resolution

Formal resolution means that the Complainant’s allegations of Sexual Harassment will be subjected to a formal investigation by an impartial and unbiased investigator. The investigator will issue a report of the investigation findings. Upon completion of the investigation, the investigator will submit the final investigation report to the appropriate disciplinary authority to determine whether disciplinary proceedings are warranted.

Emergency Removal

If a student Respondent poses an immediate threat to the health and safety of the College Community or an immediate threat of significant disruption to College operations, the College’s student conduct officer may summarily suspend a Respondent pursuant to WAC 132L-351-100 pending final resolution of the allegations. Nothing in this Grievance Procedure prohibits the College from placing non‑student employees on administrative leave pending final resolution of the allegations.

Investigation Notices

Upon receiving a Formal Complaint and determining that allegations comport with Title IX claims, the College will provide the parties with the following notices containing the following information:

  • Notice of formal and informal resolution processes. A description of College’s grievance resolution procedures, including the informal resolution procedure.
  • The investigator will serve the Respondent and the Complainant with a Notice of Investigation in advance of the initial interview with the Respondent to allow the Respondent sufficient time to prepare a response to the allegations and to inform the Complainant that the College has commenced an investigation. The investigation notice will:
  • Include the identities of the parties (if known), a description of the conduct alleged constituting Title IX Sexual Harassment, and the time and location of the incident (if known).
    • Confirm that the Respondent is presumed not responsible for the alleged conduct and that the College will not make a final determination of responsibility until after the grievance and disciplinary processes have been completed.
    • Inform parties that they are both entitled to have an advisor of their own choosing, who may be an attorney.
    • Inform parties they have a right to review and inspect evidence.
    • Inform parties about student conduct code provisions and employment policies that prohibit students and employees from knowingly submitting false information during the grievance and disciplinary processes.
  • Amended investigation notice. If during the course of the investigation, the College decides to investigate Title IX Sexual Harassment allegations about the Complainant or Respondent that are not included in the investigation notice, the college will issue an amended notice of investigation to both parties that includes this additional information.
  • Interview and meeting notices. Before any interviewing or meeting with a party about Title IX allegations, the College shall provide the party with a written notice identifying the date, time, location, participants, and purpose of the interview or meeting with sufficient time for the party to prepare for the interview or meeting.

Investigation Process - Dismissal

Mandatory dismissal. The Title IX Coordinator will dismiss the Title IX allegations, if during the course of a formal investigation under the Title IX Grievance Process, the investigator determines that the alleged misconduct in the Formal Complaint:

  • Does not meet the definition of Sexual Harassment under Title IX, even if proved; or
  • Did not occur in the context of a College Education Program or Activity; or
  • Occurred outside the United States.
  • Discretionary The College may dismiss a Title IX claim in whole or in part, if:
    • The Complainant notifies the Title IX Coordinator in writing that they would like to withdraw the Formal Complaint in whole or in part;
    • Respondent is no longer enrolled with or employed by College; or
    • Specific circumstances prevent the College from gathering evidence sufficient to complete the investigation of the Title IX allegations in whole or in part.
  • The Title IX Coordinator will provide both parties written notice if Title IX allegations are dismissed with an explanation for the dismissal.
  • Mandatory or discretionary dismissal of a Title IX claim does not preclude the College from investigating and pursuing discipline based on allegations that a Respondent violated other federal or state laws and regulations, College conduct policies, and/or other codes and contractual provisions governing student and employee conduct.

Investigation Process – Consolidation of Formal Complaints

When multiple Sexual Harassment allegations by or against different parties arise out of the same facts or circumstances, the College may consolidate the investigation of Formal Complaints, provided consolidation can be accomplished in compliance with confidentiality protections imposed by the Family Educational Records and Privacy Act (FERPA). This includes instances in which Complainant and Respondent have lodged Formal Complaints against one another or when allegations of sexual assault are lodged by a single Complainant against multiple Respondents, or when multiple Complainants lodge sexual assault complaints against single or multiple Respondents.

Investigation Process – Required Procedures

During the investigation, the Investigator:

  • Will provide the parties with equal opportunity to present relevant statements, and other evidence in the form of fact or expert witnesses and inculpatory or exculpatory evidence.
  • Will not restrict the ability of either party to discuss the allegations under investigation or gather and present relevant evidence, except when a no contact order has been imposed based on an individualized and fact specific determination that a party poses a threat to the health, safety, or welfare of another party and/or witnesses or when contact with a party and/or witness is prohibited by court order. A College imposed no contact shall be no broader than is necessary to protect the threatened party or witness and must provide the impacted party or their advisor with alternative means of gathering and presenting relevant evidence from the protected witness and/or party.
  • Will allow each party to be accompanied by an advisor of their choosing, who may be an attorney, to any grievance related meeting or interview. Advisors’ roles during the investigation meetings or interviews will be limited to providing support and advice to the party. Advisors will not represent or otherwise advocate on behalf of the parties during the investigation process. An attorney representing a party must enter a notice of appearance with the Title IX Coordinator and the Investigator at least five (5) days before the initial interview or meeting they plan to attend, so that the College can secure its own legal representation, if necessary.
  • The investigator will provide both parties and their respective advisors with an equal opportunity to review the draft investigation report and to inspect and review any evidence obtained during the investigation that is directly related to the allegations raised in the Formal Complaint, including inculpatory or exculpatory evidence, regardless of its source, as well as evidence upon which the investigator does not intend to rely in the final investigation report. After disclosure, each party will receive ten (10) days in which to submit a written response, which the investigator will consider prior to completion of the investigation report. If a party fails to submit a written response within ten (10) days, the party will be deemed to have waived their right to submit comments and the investigator will finalize the report without this information.
  • The investigator will forward the final report to the Title IX Coordinator, who will distribute the report and evidence to the parties, as well as the disciplinary authority responsible for determining whether pursuing disciplinary action is warranted.
Number: 1.150 Legal Authority: WA State Administrative & Accounting Manual (SAAM) Chapter 35 
Title: Asset Inventory Implementation Date:  
Contact: Director, Central Services & Purchasing Revisions: 12-4-2019, 2-3-2021

The College will establish and utilize an appropriate system for inventorying and auditing fixed assets and adhering to set guidelines for setting useful life for assets.  The inventory system will include assets acquired through donation, purchase, gift, capital lease, or self-construction as identified in the State Administrative and Accounting Manual (SAAM). Additional items may also be included in the inventory if judged by the administrative services staff to be particularly at risk or vulnerable to loss.  A cycle for physically inventorying assets will be established in accordance with SAAM. This policy applies to all Centralia College staff, students and community members who utilize state resources.

Number: 1.160 Legal Authority:  
Title: Campus Safety & Security Implementation Date:  
Contact: Safety & Security Manager Revisions:  12-2-2020, 2-1-2023

Centralia College shall take reasonable precautions to maintain the safety of students, employees, and visitors. The College urges all members and visitors to file a report with Safety & Security when any criminal activity is suspected or there is a concern for the health and safety of others. To help maintain a safe and secure campus environment all crimes should be reported as soon as possible to Safety & Security or the appropriate local law enforcement agency.

To report a fire, crime, or any emergency, immediately call 911.

Any situation affecting the safety of our students, employees, and/or visitors should be reported by calling the Campus Emergency number at x8888 from any campus phone, or by dialing (360) 623-8888.

Centralia College encourages active partnerships between Safety & Security and local/area law enforcement agencies, emergency services, and other community partners to help ensure timely and appropriate responses to situations as needed.

A contracted security company comprised of non-sworn safety officers provides weekday evening and weekend security on the Centralia College Main Campus during hours determined by contract, kept at Facilities, Operations, and Maintenance (FOM). 

The Annual Security and Fire Safety Report will be published on the Centralia College website on October 1 of each year, reporting annual crime and fire statistics for the previous three calendar years. Each year, an email is sent to all employees and enrolled students that provides the website link to the Annual Security and Fire Safety Report. A hard copy may be requested from the Safety & Security Office.

Number: 1.170 Legal Authority: American Library Assoc.
Title: Library Access Implementation Date:  
Contact: Library Director Revisions:
1-26-15, 3-3-23

Kirk Library primarily serves students, faculty, and staff of Centralia College. The library is open to community members, but services and borrowing privileges are limited. The library maintains full reciprocity agreements with the community and technical colleges in the state, as well as The Evergreen State College. In addition, the library participates in a national interlibrary loan service and loans most materials to any public or academic library throughout the nation. Kirk Library supports the American Library Association. Centralia College employees are permitted to use the library’s resources and services which includes borrowing materials, accessing library databases, and conferring with reference librarians. Library policies governing the use of library resources, including but not limited to intellectual freedom, are applicable and posted on the library's website.

Number: 1.175 Legal Authority:  
Title: Lost and Found Implementation Date:  
Contact: Director, Student Life & Involvement Center Revisions: 9-12-2014, 5-1-2019, 2-7-2024

Lost and found services are provided by the Student Life and Involvement Center. Items that are turned in will be processed, held for a minimum of three months, and discarded.

Number: 1.180 Legal Authority: RCW 42.52.160
Title: Mailroom and Distribution Implementation Date:  
Contact: Central Services Office Revisions: 12-4-2019

The campus mailroom is for college business use only.  Employees and students may not use campus mailrooms for either incoming or outgoing personal mail.

Number: 1.181 Legal Authority: RCW 26.44
Title: Mandatory Reporting of Child Abuse Implementation Date: 11-6-2014
Contact: VP Human Resources Revisions: 5-1-2019

Definitions

Abuse or neglect:  sexual abuse, sexual exploitation, injury of a child by any person under circumstances which cause harm to the child’s health, welfare, or safety, or the negligent treatment or maltreatment of a child by a person responsible for or providing care to the child. 

Academic employee:  Any instructor, counselor, librarian, instructional aid or tutor, who is employed by any college district, whether full or part-time.

Administrative employee:  Any person employed full or part-time by the college and who performs administrative functions at least fifty percent or more of the time.  

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

Academic, administrative and athletic employees including student employees, must make any report directly to the proper law enforcement agency or the department of social and health services. 

All other employees 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.

Any person reporting alleged child abuse or neglect in good faith shall be immune from any legal liability arising out of such reporting.  A person, who in good faith, cooperates in an investigation of a report of child abuse or neglect shall not be subject to civil liability arising out of his or her cooperation.  A person who intentionally and in bad faith, knowingly makes a false report of alleged abuse or neglect or fails to report the alleged abuse or neglect may be guilty of a misdemeanor and violation of college policy.

This policy is communicated annually to all employees so they have knowledge of their reporting responsibilities. 

ELEMENTS OF REPORT

The report must include as much detail as possible and must include the identity of the accused if known.

Detail includes:

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

AUTHORITY  

RCW 26.44

RCW 26.44.030

RCW 26.44.040

RCW 28B.10.846

SB 5991

Number: 1.183 Legal Authority:
RCW 43.03.050
SAAM 10.10.10, 10.40.40, 70.10, 70.15
Title: Meetings with Meals/Coffee & Light Refreshments Implementation Date: 2-1-2023
Contact: Purchasing and Central Services Revisions:  

Definitions

Business Meeting: Including, but not limited to, conferences, conventions and formal training sessions.

Coffee and Light Refreshments: For state purposes, coffee encompasses any non-alcoholic beverage, such as tea, soft drinks, juice, or milk. For state purposes, a light refreshment is an edible item that may be served between meals, for examples, doughnuts, sweet rolls, and pieces of fruit or cheese.

Hosting Activities: Hosting activities include, but is not limited to, those activities that are intended either to lobby a legislator or a governmental official, or are to be a social rather than governmental business event. Hosting activities do not include student recruitment events.

Integral part: A meal is an integral part of a business meeting, conference or training event when, in the interests of time, the event stays in progress while the participants are eating their meal, or if breaking for an un-sponsored lunch would make it impossible to complete the meeting or training event on time.

Official State Business: Activities performed by an official or state employee, authorized volunteer, or contractor, work experience program participant, student or employee of another governmental jurisdiction as directed by their supervisor in order to accomplish state programs or as required by the duties of their position or office.

Regular Workplace - The location where a state employee or state official normally performs their work (excludes meeting and conference rooms).

Student Support and Academic Enrichment Program: a program offered by or through Centralia College that seeks to provide all participating students with access to a well-rounded education, improve school conditions for student learning and increase student success.

Policy

  1. General
  • The purpose of this policy is to provide internal controls with regard to purchase and payment for meals and/or coffee and light refreshments for employees. Meals and/or coffee and light refreshments served to students as part of student support and academic enrichment programs are excluded from this policy.
  • The purchase of meals or coffee and light refreshments is authorized in those circumstances where the use of food is integral and necessary to the College’s mission.
  • The amount paid for each individual serving, including tax and gratuity, cannot not exceed the applicable meal allowance for the location of the event as provided under per diem on the General Services Administration web site.
  • This policy does not obligate the College to provide meals or coffee and light refreshments under any circumstances.
  • Food purchased by the Centralia College Foundation is governed by the policies and procedures of that entity.
  • Administrators are expected to exercise prudent judgment in approving meals and/or coffee and light refreshments and to apply this policy to ensure that employees are not treated differently under like circumstances.
  • Approval to provide meals and/or coffee and light refreshments must be obtained prior to the business meeting, conference or training event occurring and before any purchases are made.
  • All campus staff and faculty are strongly encouraged to incorporate healthy food and beverages whenever possible.
  1. Meals
  • Meals can be provided to the employees within the context of a business meeting, conference, or training event.
  • Meals can be provided to the employees if all the following criteria are applicable:
    • Attendance is required business meeting, conference, or training event
    • The purpose of the business meeting, conference or training event is to conduct official college business
    • The meal is an integral part of the business meeting, conference or training event
    • The business meeting, conference or training event takes place away from the attending employee or officials’ regular workplace
    • The business meeting, conference or training event is non-routine and occurs outside of the normal daily business
  • Meals cannot be provided at cost to the employees in the following instances:
    • Anniversaries of the College, department, or program.
    • Receptions for new, existing, and/or retiring employees or officials.
    • Election celebrations.
    • Any "hosting" activities.
  • Approval to provide meals must be obtained prior to the business meeting, conference or training event occurring and before any purchases are made.
  1. Coffee and light refreshments
  • Coffee and light refreshments can be provided to employees within the context of a meeting or for a special occasion or event.
  • Coffee and light refreshments can be provided to employees if all the following criteria are applicable:
    • The purpose of the meeting or special occasion is to conduct college business or to provide formal training that benefits the college
    • The coffee or light refreshment is an integral part of the meeting, training session or special occasion
    • The meeting or training session takes place away from the employee’s regular workplace
    • The meeting, training session or special occasion is non-routine and occurs outside of the normal daily business.
  • Coffee and light refreshments cannot be provided to employees in the following instances:
    • The intent of meeting or special event is social rather than a college business event
    • For anniversaries of agencies, receptions for new, existing, and/or retiring employees or officials, election celebrations, etc.
    • Any "hosting" activities.
Number: 1.185 Legal Authority:
OCIO 141.10.5.8
Title: Use of Mobile Device Management Implementation Date: 6-2-2021
Contact: Director of IT Revisions:  

In accordance with Washington State Office of the Chief Information Officer (OCIO) Policy 141.10: Securing Information Technology Assets, specifically Standard 5.8: Mobile Computing, data described as category 3 or category 4 (defined in same document as Standard 4.1: Data Classification) shall not be on any mobile device unless approved by the college president. Any approved mobile device with category 3 or category 4 data shall have Mobile Device Management (MDM) software installed.

Data Classification Definitions as stated in Policy 141.10

Agencies must classify data into categories based on the sensitivity of the data. Agency data classifications must translate to or include the following classification categories:

(1) Category 1 – Public Information

Public information is information that can be or currently is released to the public. It does not need protection from unauthorized disclosure, but does need integrity and availability protection controls.

(2) Category 2 – Sensitive Information

Sensitive information may not be specifically protected from disclosure by law and is for official use only. Sensitive information is generally not released to the public unless specifically requested.

(3) Category 3 – Confidential Information

Confidential information is information that is specifically protected from either release or disclosure by law. This includes, but is not limited to:

  1. Personal information as defined in RCW 42.56.590 and RCW 19.255.10.
  2. Information about public employees as defined in RCW 42.56.250.
  3. Lists of individuals for commercial purposes as defined in RCW 42.56.070 (9).
  4. Information about the infrastructure and security of computer and telecommunication networks as defined in RCW 42.56.420.

(4) Category 4 – Confidential Information Requiring Special Handling

Confidential information requiring special handling is information that is specifically protected from disclosure by law and for which:

  1. Especially strict handling requirements are dictated, such as by statutes, regulations, or agreements.
  2. Serious consequences could arise from unauthorized disclosure, such as threats to health and safety, or legal sanctions.
Number: 1.190 Legal Authority:
28B.50.140 
Title: Nepotism Implementation Date: 9-21-2000
Contact: VP Human Resources Revisions: 8-19-2014, 11-6-2019

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. Other personal relationships not addressed in this policy should be discussed with a supervisor and/or Human Resources.

 
Number: 1.195 Legal Authority: RCW 42.52.160
Title: Network Acceptable Use Implementation Date:  
Contact: Director, Information Technology Revisions: 12-4-2019

Centralia College will abide by the acceptable use conditions of the Office of the Superintendent of Public Instruction (OSPI) K-20 Network Policy, which provides the College internet service. To ensure compliance with the Communications Assistance for Law Enforcement Act (CALEA), the college follows the policy set forth by the Federal Communications Commission (FCC) in CALEA section 107(b). State employees utilizing the K-20 network will abide by state ethical standards provided by the State Ethics board and follow the terms of RCW 42.52.160 and WAC 292-110-010 for use of state resources. These policies and regulations are published in their entirety on the Washington State Legislature web site with links available on MyCC.  Violation of the acceptable use policy may result in termination of services, or disciplinary action up to or including termination, state, federal or other legal action.

Number: 1.200 Legal Authority:  
Title: Official Duty Station Implementation Date:  
Contact: VP, Human Resources & Equity Revisions: 8-19-2014, 5-1-2019, 2-2-2022

All employees will have an official duty station assigned at the time of appointment. Generally, for all employees, the official duty station is the campus to which they are hired or assigned.  The official duty station may be revised to reflect changes to the campus and/or relocation of offices.  For employees who are approved to telework, the official duty station may be the physical address where the work is being performed. See 2.521 Telework Policy.

Number: 1.205 Legal Authority: RCW 42.52
Title: Outside Employment Implementation Date: 6-2-2021 
Contact: VP, Human Resources & Equity Revisions:  

Employees who engage in outside employment are expected to ensure that the outside job does not interfere with or detract from performance in their position with the College. It is also the employee’s responsibility to communicate with the outside employer that the College is not involved in or a party to the outside employment and that the employee is not accepting the outside employment as an agent of the College.

Should outside employment interfere with an employee’s performance, or cause an adverse impact to the College, the College may request the abandonment of the outside employment. Refusal to comply can be considered as “sufficient cause” to initiate the beginning of the dismissal process for tenured faculty or the beginning of the dismissal process for classified staff.

A College faculty, staff member, or officer may not receive anything of economic value under any contract or grant outside of their official duties. This rule does not apply if each of the following conditions are met:

  • The performance of the contract or grant is not within the faculty’s or staff member’s official duties or under their official supervision.
  • The contract or grant was not expressly created or authorized by the faculty, staff member, or officer in their official capacity or agency.

Employees who have responsibility for contracting and/or regulatory authority may not receive compensation or perform a contract for a person from whom they could not accept a gift per RCW 42.52.120.

Full-time 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 acknowledgement by the employee’s supervisor and approval from the Vice President of the employee's administrative unit.

Number: 1.210 Legal Authority: 132L-117
Title: Parking Implementation Date: 9-21-2000
Contact: Facilities, Operations and Maintenance Revisions: 12-4-2019, 1-5-2022, 12-5-2022
 

Parking for faculty, staff, and students is available in college owned parking lots.  Parking regulations and parking lot information is posted on the college website. The college may institute other parking requirements as needed.

Number: 1.225 Legal Authority: RCW 42.26
WA State Administrative & Accounting Manual (SAAM) Chapter 20 and Chapters 85.50.50 through 85.50.70 
Title: Petty Cash Fund Implementation Date:  
Contact: Director, Central Services & Purchasing Revisions: 12-4-2019, 2-3-2021

Petty Cash

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 petty cash fund is a reimbursement only fund with submission of an approved voucher with original receipts.  The amount requested is not to exceed $30.00 for any purpose, with the exception of postage.

Reimbursements

Non-travel related purchases made by employees with personal funds in anticipation of reimbursement should be done on a limited basis only and with prior approval from the Purchasing Department and relevant budget authority.  Unless approval is obtained in advance, reimbursement cannot be assured. Consistent use of reimbursements by an individual or department will be reviewed by college internal control.

Number: 1.230 Legal Authority: RCW 9.91.170(9)(b)
Title: Animals on Campus Implementation Date: 5-4-2011
Contact: Human Resources Revisions: 10-1-2014, 4-3-2019

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/companion 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.

Number: 1.240 Legal Authority: RCW 45.52
Title: Political Activity for Employees Implementation Date:  
Contact: President’s Office Revisions: 8-25-2014, 10-2-2019

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.

Number: 1.245 Legal Authority:  
Title: Posting and Distribution of Materials Implementation Date:  
Contact: Director, Student Life & Involvement Revisions: 10-2-14, 6-12-17, 6-6-18

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.

Number: 1.255 Legal Authority: SBCTC 7.60.03 (5), SBCTC 7.90.03
Title: Public Information Services Implementation Date:  
Contact: Director of College Relations Revisions: 2-5-2020

Advertising of College Programs and Services

Centralia College District 12 permits expenditures from general operating funds for paid advertisements in commercial print, and broadcast and social media, in accordance with the policies and guidelines of the State Board for Community and Technical Colleges, 7.60.03 (5) and 7.90.03.  The Office of College Relations is responsible for creating, coordinating, and administering all programs of advertising and no operating funds shall be expended for advertisements of college programs and services without prior approval of the director or his/her designee.

College Publications

College publications are defined as catalogs, bulletins, newsletters, brochures, flyers, handbooks, posters, stationery, audiovisual materials, web pages, online publications and social media, and other types of materials published in the name of Centralia College and intended for public distribution, with the exception of official forms and materials produced for classroom or student use. All college publications for off-campus distribution, including all bulk mail pieces, must be approved by the Office of College Relations.

Use of College Name, Symbols, and Logo

The Centralia College name, logo, and affiliated symbols (including Blazer Bill, the Athletics emblem, and any athletics symbols) may only be used in the design and format established by the Office of College Relations. The logo and affiliated symbols may be used only as prescribed by the style guidelines established by College Relations. Any items displaying a logo or symbol inconsistent with the guidelines may be removed from public display or circulation at the request of the Director of College Relations.

Any group wishing to use the name, symbols, or logo must receive written permission from the Director of College Relations. Such permission will set forth the name of the group and the nature of the use. The college reserves the right to approve samples showing the proposed use prior to production and distribution.

Centralia College’s name, symbols, and logo should not be used in any manner suggesting advocacy or official position of the college regarding any issues including, but not limited to, political issues.

News Media Contact

It is the policy of Centralia College District 12 that when speaking on behalf of the institution all official contact with news media representatives shall be initiated and/or approved by the Director of College Relations, the college President, or the President’s designee. The President and/or designee will serve as official spokesperson in all matters pertaining to media contact.

Number: 1.260 Legal Authority:
RCW 39.26
RCW 28B.10.029
WA State Administrative & Accounting Manual (SAAM) Chapter 85
Title: Purchasing & Receiving Implementation Date:  
Contact: Director, Central Services & Purchasing Revisions: 2-3-2021

The college shall provide various goods and services for the purpose of conducting official activities of the College. The Board shall delegate to the president or designee responsibility for developing and implementing procedures in compliance with state and federal regulations. The College will not assume responsibility for any obligation incurred that is not processed according to federal, state and College procedures/regulations.

All supplies and equipment shall be received in Central Services or the designated receiving location for satellite campus locations.

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.

Number: 1.272 Legal Authority: RCW 45.52
Title: Restraining, Anti-Harassment, Protective Orders Implementation Date:  
Contact: VP Human Resources or VP Student Services Revisions: 2-21-2012, 8-19-2014, 10-2-2019

Centralia College abides by court-ordered restraining, anti-harassment, or protective orders that place restrictions on individuals related to the Centralia College campus. 

Court-ordered protective orders may affect an individual’s ability to be on part, or all of campus. 

Copies of protective orders should be delivered to the Vice President of Human Resources for employee and public matters and to the Vice President of Student Services for student matters.

Number: 1.275 Legal Authority: RCW 40.14
Title: Retention of Public Records Implementation Date:  
Contact: VP of Finance and Administration Revisions: 11-24-2014, 10-2-19

Centralia College abides by all federal, state and local requirements for public records for retention and destruction.

Number: 1.290 Legal Authority:  
Title: Safety Conditions Implementation Date:  
Contact: Facilities, Operations, and Maintenance Office Revisions: 11-1-2014, 12-5-19

Centralia College will take every reasonable precaution for the safety of students, employees, and visitors.  Safety Education and Accident Prevention shall be included in all instructional offerings as appropriate.

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
Number: 1.300 Legal Authority: Community Protection Act of 1990
Title: Notification of Registered Convicted Sex Offenders Implementation Date: 1990
Contact: Vice President, Student Services Revisions: 3-16-2009, 9-12-2014, 3-3-2023

 

POLICY:

Centralia College, as a public agency, is authorized to release information to the public regarding sex and kidnapping offenders when the college believes that disclosure of the information is relevant and necessary to protect the public and counteract the danger created by a particular individual. This disclosure applies to any information regarding:

  • Any person convicted of a sex offense as defined in RCW 9A.44.130 or a kidnapping offense as defined by RCW 9A.40;
  • Any person under the jurisdiction of the indeterminate sentence review board as the result of a sex or kidnapping offense;
  • Any person committed as a sexually-violent predator under chapter 71.09 RCW or as a sexual psychopath under chapter 71.06 RCW;
  • Any person found not guilty of a sex or kidnapping offense by reason of insanity under chapter 10.77 RCW; and
  • Any person found incompetent to stand trial for a sex or kidnapping offense and subsequently committed under chapter 71.05 RCW or 71.34 RCW (RCW 4.24.550(1)).

The college is required to advise the campus community where law enforcement agency information provided by a state under the Megan Nicole Kanka and Alexandra Nicole Zapp Community Notification Program (34 U.S.C. 20923) concerning registered sex offenders may be obtained, such as a local law enforcement agency with jurisdiction for the campus or a computer network address (34 CFR 668.46(b)(12)). In addition to complying with provisions of the Adam Walsh Child Protection and Safety Act of 2006.

REQUIREMENTS FOR SEX OR KIDNAPPING OFFENDERS

Three business days prior to enrolling in classes, being present on campus, or participating in class or college activity for the first time, all sex and kidnapping offenders must:

  • Notify the Lewis County Sheriff of the intent to attend or be present on the college campus. The sheriff will notify the college through the Vice President of Student Services. RCW 9A.44.130(1).
  • Self-disclose status to the Vice President of Student Services.
  • Participate in an intake meeting by providing requested information and release of information including but not limited to: details of the crime(s), treatment, risk level classification, compliance history, victim profile, or other information deemed by the college to be important.
  • 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 a college representative and the student.

A College official or employee is immune from civil liability for damages for a release of relevant and necessary information unless it is shown that the College official or employee acted with gross negligence or in bad faith. (RCW 4.24.550)

Failure to comply will be grounds for denial of admission or dismissal for admitted students under the provisions of WAC 132L-351, Student Rights and Responsibilities Code.

This policy will be published in the college catalog and on the college webpage.

__________________________END OF POLICY_________________________

Procedures:

Upon receiving written notification from the County Sheriff’s Office, any other police agency, or self-disclosure, about the likely presence of a sexual offender on or near any College-controlled facility, activity or event, the College may take such steps as are necessary and appropriate under applicable state law to inform members of the College community of the presence of such persons. Persons likely to be present include applicants for admission, attending students, employees of the College, or persons otherwise known or suspected to frequent the College or College-controlled facilities, activities, or events.

Annually, the Safety & Security Manager will send an email to the campus community notifying them where to access information about registered sex offenders. This email will provide:

  • A link to the College’s Campus Safety webpage directing the user to the Lewis County Sheriff’s Office, which provides ready access to the public to search for sex offenders. If there is any change in this link, the Vice President of Student Services will notify, in a timely manner, the campus community about the change.
  • Directions on how to report RSO information to the Safety & Security Manager if the employee is made aware of an RSO on campus.

The Vice President of Student Services shall be the designated official to receive notifications from the County Sheriff’s Office or other police agencies. Prior to notification, the Vice President of Student Services may, when deemed advisable, contact appropriate police and/or community corrections personnel to obtain information to guide notification actions. The Vice President of Student Services shall coordinate notification to the campus community. Any person on campus receiving notification from a police agency shall provide a copy of such notification to the Vice President of Student Services and the Safety & Security Manager.

The Vice President of Student Services will coordinate campus notification and maintain documentation including but not limited to 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 Vice President of Student Services will provide appropriate information to the Human Resources office. The Vice President of Human Resources & Equity, with consultation of the College President, will coordinate notifications as deemed appropriate.

Notifications, adjusted on a case-by-case basis, shall be guided by the risk classification of the registered sex offender.

The extent of the public disclosure of relevant and necessary information shall be rationally related to:

(a) the level of risk posed by the offender to the community,

(b) the locations where the offender resides or is regularly found, and

(c) the needs of the members of the College community for information to enhance their individual and collective safety. The extent and types of notifications may be adjusted on a case-by-case basis, but shall be generally guided by the offender risk factors as follows:

Level I Sex Offender - Low Risk to Re-offend
Notifications: (on a case-by case basis including, but not limited to)

  • Campus Safety and Security
  • President
  • All Vice Presidents
  • All Deans
  • Directors, as determined through the intake process 
  • If employed, notify supervisor.
  • Any member of the college community upon request

Restrictions: (on a case-by case basis, as part of the behavioral contract with the Vice President Student Services, including, but not limited to)

  • Employment that cannot be continually supervised, or has unsupervised access to locations in which vulnerable adults or 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
  • Counseling Center/Running Start
  • ABE/High School Completion Program
  • GED Program
  • STEM Tutoring Center
  • Writing Center
  • Tutoring Center
  • Blazer Central
  • Math Emporium
  • Student Employment Office
  • Student Programs
  • All Child Care, ECEAP, Parenting, and Child Development Centers
  • Disability Services
  • Faculty advisor
  • Any other College program with a significant population of students under the age of 18 or with vulnerable adults
  • Faculty and staff in whose program and/or course the student is enrolled (name, crime(s), and restrictions, if any)
  • Librarians
  • Computer Lab
  • 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
  • SAALT or any other club, organization, or activity in which students officially represent the college to off-campus events
  • 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
  • Email notification and link to a law enforcement website to students in whose class the offender is enrolled
  • All College employees via e-mail and link to Lewis County or Thurston County Sheriff's website
  • College bulletin boards and other public posting areas
  • Any other legal means to get the information out to the college community

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 and II restrictions
  • May not be employed by or through the College
  • May not be a member of any club, organization, or co-curricular or extra-curricular activity.

Additional procedures for Level III Offenders:

  • Written notification of the offender’s intent to enroll must be received at least (3) months prior to actual enrollment.
  • Offender must have at least (6) consecutive months without any violations of their registration conditions leading up to enrolling
  • While on campus, offender will be monitored by campus safety and security staff and will be introduced via email to each class they attend via email as a Level III Offender
Number: 1.315 Legal Authority: WAC 132L-136-025
Title: Skateboarding or Coasting on Campus Implementation Date: June 2000
Contact: Campus Safety & Security Manager Revisions: 4-3-2019, 11-1-2023

POLICY

Skateboards, roller blades or other coasting vehicles may be used on campus only as a means of transportation. No jumping, rail riding, or other stunts are allowed.

Riders must yield to pedestrians at all times and may not ride in a manner that interferes with pedestrian or other traffic.

Skateboards or other coasting vehicles may not be ridden inside college buildings.

Riders are responsible for their own safety and may not ride in a manner that endangers their own safety or that of others.

Riders must avoid riding in any manner likely to result in property damage to campus facilities. Should any riding or coasting result in property damage, the responsible party may be held accountable for restitution to the college or other involved parties. 

Riders must comply with directions from campus safety & security or administrative personnel. Failure to comply may result in being removed from campus or referred to a disciplinary proceeding.

Number: 1.320 Legal Authority:

 

Title: Name Change & Pronoun Use Implementation Date: 4-7-2021
Contact: Vice President, HR & Equity Revisions:

 

POLICY
Individuals may designate and use a preferred name and pronouns for college purposes when systems allow for such designation, except when use of a legal name is required by the college or by law. For information about when the college can allow preferred name or pronoun use please contact Human Resources if you are an employee or Enrollment Services if you are a student.

Inappropriate use of the preferred name, including but not limited to avoiding a legal obligation, misrepresentation, or intending to cause a college disruption may be justification for denying the request. Preferred names used as misrepresentation, fraud, or resulting in a college disruption may result in disciplinary action in accordance with college policy.

Please be advised that designating a preferred name in the college’s information systems are not the same as legally changing your name through the court system. An individual’s legal name will remain unchanged in all college related systems. Official documentation showing the name was changed legally is required prior to changing the legal name in ctcLink.

Former names and previous identities are maintained in college information system databases to ensure correct selection when records are searched. 

Number: 1.345 Legal Authority:  
Title: Subpoenas Implementation Date:  
Contact: VP Human Resources, VP Student Services Revisions: 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.

Number: 1.350 Legal Authority:  
Title: Suspended Operations Implementation Date: 3-10-2008
Contact: Vice President, Instruction Revisions: 12-4-2019

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

When it becomes necessary to adjust campus operations due to inclement weather, an announcement will normally be sent through InformaCast by 5:30 a.m. for standard operations and by 3:00 p.m. for evening functions. However, weather can be unpredictable and impact the notification times.

In addition to InformaCast,the college will communicate adjustments in campus operations due to inclement weather in the following ways:

  • General phone message on the main Centralia College phone at 360-736-9391 and on the Instruction Office phone at 360-623-8929
  • Local and regional media may provide inclement weather announcements via radio or television

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.

One of the following statements will be announced on InformaCast and through methods listed above:

DELAYED –This announcement indicates that classes occurring before the delayed start time are cancelled. The announcement will be made by 5:30 a.m. when possible. 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

CLOSED - This announcement indicates that the campus is closed and only identified essential personnel who are called in will report to work.When an employee is absent from campus due to suspended operations, the employee shall use leave or other options in accordance with the applicable RCWs, WACs and negotiated agreements

DAY CLASSES CLOSED– This announcement indicates that all day classes are cancelled. The announcement will be made by 5:30 a.m. when possible.

EVENING CLASSES CLOSED – This announcement indicates that all evening classes are cancelled. Evening classes begin at 4:00 p.m.The announcement will be made by 3:00 p.m. when possible.

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.

Number: 1.351 Legal Authority: See compliance list below
Title: Technology Acceptable Use Implementation Date: 12-6-2023
Contact: Chief Technology Officer Revisions:  

Introduction

This policy outlines the acceptable and responsible use of the technology resources provided by Centralia College. These resources include but are not limited to computers, servers, networks, software, internet access, and all other related technologies. All users are expected to comply with this policy; to use these resources in a responsible, ethical, and lawful manner; and to report any suspected violations of this policy to their supervisor or the Information Technology Services (ITS) department.

Compliance

All use of technology resources must comply with applicable laws, regulations, and industry best practices, including but not limited to:

  • Washington State Ethics in Public Service Act (RCW Chapter 42.52)
  • Washington State Public Records Act (RCW Chapter 42.56)
  • Washington State Computer Crime Act (RCW Chapter 9A.90)
  • Electronic Communications Privacy Act (18 U.S.C. § 2510 et seq.)
  • Computer Fraud and Abuse Act (18 U.S.C. § 1030)
  • Centralia College’s policies and procedures.

All forms of digital communication are open to public records requests as defined in the Washington State Public Records Act. Centralia College reserves the right to monitor or review any activity conducted using its technology resources, including email, internet activity, or other electronic communications.

No Expectation of Privacy

The college has the right to access, inspect or monitor any college data, inclusive of electronic records. Employees cannot expect privacy in their use of college technology resources whether that use occurs in the conduct of official duties or is a use made for a purpose other than the conduct of official duties. While the college does not regularly monitor college data, employees are on notice that:

  • The maintenance and operation of college technology resources may result in the observation of college data.
  • Authorized college officers: President, Vice President of Human Resources, or designees may observe college data.
  • When using personal devices for work-related communication in a public institution, the device could be subject to discovery or scrutiny, particularly if it is relevant to official business or subject to public records laws. Certain communications or information on the device could be accessed or requested under appropriate legal procedures

Personal Devices

By connecting personal technology devices to the college's systems and networks, users acknowledge and agree to adhere to the provisions outlined. Personal technology devices include, but are not limited to, computers, laptops, smartphones, tablets, and any other personal devices used to access college resources.

Users understand that the rules and guidelines governing acceptable use of college-owned technology and networks also apply to their personal devices. Users acknowledge their responsibility to use personal devices consistent with the college's policies and to ensure compliance with applicable laws, regulations, and ethical standards.

Given the vast array of possible device setups and the primary responsibility of our technology department to maintain and support Centralia College's core IT infrastructure and services, ITS can only provide minimal support for personal devices. Furthermore, intervening with personal devices poses potential liability risks. Any modifications or troubleshooting steps taken on a personal device could inadvertently lead to data loss, void warranties, or other unforeseen complications. As Centralia College does not own these devices, ITS must limit the involvement to minimize the risk of unintended consequences and potential liability claims.

Acceptable Use

  • Users must comply with all applicable laws, including Washington state and federal laws related to information security and intellectual property rights.
  • All technology resources provided by Centralia College must be used for legitimate business or educational purposes only.
  • Users are expected to exercise reasonable judgment and to avoid activities that may negatively affect Centralia College or other users.
  • Personal use of technological resources should be kept to a minimum and should not interfere with work responsibilities.
  • Users must respect the privacy of others and protect confidential information.
  • Users must adhere to any additional guidelines or rules that may be established by Centralia College.

Unacceptable Use

  • Using technology resources for any illegal activity or activity that violates the college's policies or procedures.
  • Using Centralia College's technology resources to send or share any content (including text, images, or audio) that violates laws or regulations is prohibited.
  • Centralia College's technology resources must not be used for personal commercial activities unrelated to official college functions.
  • Using technology resources to access, view, store, or distribute illegal material or material that may harass, threaten, or discriminate against others.
  • Using technology resources for personal gain or for any other activity could result in a conflict of interest.
  • Disclosing or sharing assigned login credentials or passwords.
  • Intentionally or negligently damaging, destroying, or disrupting technology resources or data.
  • Engaging in any activity that violates the college's ethical standards or that could damage the college's reputation.
  • Violating copyright, trademark, patent, trade secret, or other intellectual property rights.
  • Engaging in any activity that interferes with the normal operation of technology resources or the College’s network.
  • Installing unauthorized software or modifying technology resources in any way without proper authorization.
  • Engaging in behavior such as cyber bullying, stalking, harassing, defaming, or discriminating against any individual or group.
  • Using technology resources for non-work-related activities unless such use is de minimis and does not interfere with the individual’s work performance or the college’s operations.

Enforcement

The college reserves the right to enforce security measures, monitor network traffic, and apply necessary restrictions to protect the integrity and functionality of its systems. Failure to comply with this policy may result in disciplinary actions, including the revocation of network access privileges and potential legal consequences.

Number: 1.355 Legal Authority: RCW 42.52
Title: Telephone Use Implementation Date:  
Contact: VP, Finance & Administration Revisions: 6-5-2017 

POLICY

The use of the campus telephone system should be limited to College business. De Minimis personal local calls may be appropriate but telephone use for the private benefit or gain of the employee or another violates the Ethics in Public Service Act (RCW 42.52).

Personal long distance calling is prohibited. Employees are responsible for the appropriate use of long distance calling privileges. Forced Authorization Codes (FAC) should be secured from unauthorized use. Employees will not share FACs. Employees will pay for any personal use or misuse of long distance calling. Employees who violate this policy may lose long distance calling privileges and may be subject to personnel actions.

Long distance charges will be regularly reviewed. It may be requested that charges be reviewed and accounted for by the individual and/or supervisor.

A Telephone Use Procedure will be regularly reviewed to ensure compliance with this policy.

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.

Number: 1.370 Legal Authority: WAC 132L-136-021
Title: Use of Tobacco Products Implementation Date: 9-13-1994
Contact: VP Finance & Administration Revisions: 9-12-2014, 12-4-2019

Smoking is prohibited on campus except in designated smoking areas.  WAC 132L-136-021

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.  WAC 132L-136-010.

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.
Number: 1.380 Legal Authority: RCQ 43.19.622
Title: Motor Pool Implementation Date: June 1997
Contact: Facilities, Operations, & Maintenance Revisions: 12-6-2022

Centralia College will have passenger and fleet vehicles (referred to as motor pool) available and
maintained in safe and operable condition. Motor pool vehicles will be operated by licensed drivers on official business for the College or college-related functions. Drivers are limited to Centralia College faculty members, staff, students, and other College officials.

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. Employees must qualify to be an approved driver.

The College motor pool consists of passenger vehicles and vans intended for general transportation, as well as trucks and specialized motor-operated equipment intended for general maintenance of and repairs to campus facilities.

Number: 1.390 Legal Authority:  
Title: Volunteer Policy Implementation Date:  
Contact: Human Resources Revisions: 8-19-2014, 5-1-2019

Volunteers must fill out a volunteer packet prior to volunteering.  Persons paid by organizations or businesses other than the College, but performing work or service on College property, may be considered volunteers. Community members of College committees may also be treated as volunteers.

Volunteer procedures and packets are located in the Human Resources Office.

Number: 1.395 Legal Authority: RCW 42.40
Title: Whistleblower Program Implementation Date: 9-21-2000 
Contact: Human Resources Office Revisions: 8-19-2014, 11-6-2019

The College adheres to RCW 42.40which 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. No official of the college will attempt to expose the identity of a whistleblower who wishes to remain anonymous.

"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.

Number: 1.400 Legal Authority:  
Title: Efficiency Operations Implementation Date:  
Contact: Vice President Instruction Revisions:
10-12-2015, 11-1-2023

POLICY

In order to gain operational efficiencies, the college may operate on an efficiency schedule on specifically designated days during the year. Typically, those days are designated to occur between the end of fall quarter and the beginning of winter quarter. The specific calendar days will be determined on a year-by-year basis, through consultation with the Executive Management Team. The designated efficiency schedule will be communicated to college employees by the Human Resources Office and published for students and the community.

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.