Policy and Procedure Search

BOT 1.0 - Board of Trustees Bylaws :

SECTION 1.  OFFICERS AND DUTIES 

The Edmonds College Board of Trustees shall have the following officer positions: Chair, Vice Chair, Secretary, and Treasurer.

The Chair shall preside at each regular or special meeting of the Board of Trustees, sign all legal documents recording actions of the Board, and review the agenda prepared for each meeting of the Board. 

The Vice Chair shall act as Chair of the Board of Trustees in the absence of the Chair.

The President of the community college district shall serve as Secretary of the Board of Trustees. The Secretary shall keep the official seal of the Board and maintain all records of meetings and other official actions of the Board. 

The Board of Trustees shall appoint as Treasurer the Edmonds College Vice President for Finance to serve as the financial officer of the Board (RCW 28B.50.142).

Legal authority is vested in the Board of Trustees and may be exercised only by formal action of the Board taken in regular or special meetings. No individual member of the Board may act on behalf of the Board unless specifically instructed by action of the Board.

SECTION 2.  MEETINGS

The Board of Trustees shall hold a minimum of six (6) regular meetings and four (4) study sessions each year. The day of the month, time, and place for the regular meetings and study sessions shall be set at the first fall meeting. 

The Board of Trustees may convene as a committee of the whole in executive session whenever it is deemed necessary and in the interest of the district for the purpose of discussing matters permitted by the Open Public Meetings Act (RCW 42.30.110). 

Three (3) members of the Board of Trustees shall constitute a quorum and no action shall be taken by less than a majority of the Board members (RCW 28B.50.130). 

Meetings of the Board of Trustees shall be held in accordance with RCW 42.30.030, Meetings Declared Open and Public.

SECTION 3.  OFFICE

The Board of Trustees shall maintain an office at 6600 196th Street Southwest, Lynnwood, Washington, where all regular meetings shall be held unless otherwise announced and all records, minutes, and the official college seal shall be kept. The mailing address is 20000 68th Avenue West, Lynnwood, Washington 98036.

SECTION 4.  PARLIAMENTARY AUTHORITY

In questions of parliamentary procedure, the actions and meetings of the Board of Trustees shall be conducted according to the most recent revision of Robert’s Rules of Order, unless specified otherwise by state law, rules and regulations of the State Board for Community and Technical Colleges, or these bylaws.

SECTION 5.  ADVISORY REPRESENTATIVES TO THE BOARD OF TRUSTEES

The Board of Trustees hereby establishes the position of advisory representative to the Board of Trustees, hereinafter referred to as “advisory representative.” There shall be three (3) advisory representatives selected by their respective associations as follows: 

A. The representative of the faculty union. 

B. The representative of the Associated Students of Edmonds College. 

C. The representative of the classified union. 

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 1.01pr Board of Trustees Bylaws: Procedure

SOURCE INFORMATION
(was) B 3.2 Board of Trustees Bylaws

RCW 28B.50.142 Treasurer of board-Duties-Bond.

RCW 42.30.110 Executive sessions.

RCW 28B.50.130 Boards of trustees-Bylaws, rules, and regulations-Chair and vice chair-Terms-Quorum.

RCW 42.30.030 Meetings declared open and public.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10 Revised, Board Resolution 22-11-2

2019-Nov 14  Reviewed, Board Resolution 19-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2014-May 08  Revised, Board Resolution 14-5-1

2007-Jan 11  Revised 

2002-Sep 19  Revised

2002-Aug  Approved B 3.2

BOT 1.01pr - Board of Trustees Bylaws : Procedure

The Chair shall, while presiding at official meetings, have full rights of making motions, discussion, and vote.

The Secretary may appoint an appropriate staff member to act as recording secretary for all regular and special meetings of the Board. The Secretary of the Board shall serve as Chair, without privilege of vote, in any regular meeting of the Board conducted in the absence of the Chair and Vice Chair. The Secretary shall also be responsible for Board correspondence, compiling the agenda of meetings, and distributing the minutes of the meeting and related reports. The Secretary of the Board, or designee, shall attend all regular and special meetings of the Board and official minutes must be kept of all such meetings.

At any regular meeting, the Board may, by majority vote, cancel the next regular meeting. Additional regular or special meetings may be held when requested by the Chair of the Board or by a majority of the Trustees. No official business shall be conducted by the Board except during regular or special meetings held at a preannounced date, time, and place.

Information and materials pertinent to the agenda of all regular meetings of the Board of Trustees shall be sent to all Trustees prior to each meeting. Any matters of business or correspondence must be received by the Secretary of the Board by 12:00 noon, eight (8) business days before the meeting, in order to be included on the agenda. A matter of urgent business received later may be included on the agenda if it is a matter of emergency in the judgment of the Chair. All materials to be considered by the Board must be submitted in sufficient quantities to provide each trustee and the Secretary with appropriate, legible copies.

All business transacted in official Board of Trustee meetings shall be recorded in minutes, marked with the Community College District 23 seal, and filed for reference in the office of the Board.

Voting at regular meetings of the Board of Trustees shall be by voice. A roll call vote may be requested by any trustee for purposes of the record.

The Board of Trustees’ office shall be open during all normal business hours to any resident taxpayer of the State of Washington. Correspondence or other business for the Board shall be sent to the Secretary of the Board whose mailing address is 20000 68th Avenue West, Lynnwood, WA 98036 or is physically located in Gateway Hall, Room 301.

Advisory representatives may attend all regular and special meetings of the Board of Trustees and shall participate in these meetings of the Board of Trustees with voice but without vote. All such participation shall be in person, unless a virtual option is offered, and the right of such participation may be exercised by the organization’s designated proxy. If a vacancy occurs in a position of advisory representative, the respective organization shall select a successor for the balance of the term in which the vacancy occurs. All items for discussion proposed by advisory representatives shall be placed on the agenda in advance of meetings through the Office of the President in accordance with Board policies and college regulations.

Individuals giving presentations or making public comments at Trustee meetings shall conform to the Civility and Respect Standards described in BOT 5.0 and BOT 5.01pr,  and shall adhere to the guidelines below:

Presentation Guidelines for Trustee Meetings:

• Presenters may not promote or oppose any candidate for public office or any ballot proposition.

• Presenters may not use this time to advertise. 

• Speakers who disturb the orderly conduct of the meeting may forfeit their right to address the Board and be asked to leave the Trustee meeting.

• Meetings will be conducted in accord with Edmonds College’s Board policy BOT 1.0 - Board of Trustees Bylaws.

Public Comment Process:

To speak at a regular Trustee meeting:

• The Public Comment period is reserved for testimony from the audience.

• Individuals shall write their names on the sign-in sheet on the table at the entrance of the boardroom no later than fifteen (15) minutes prior to the beginning of the Trustee meeting. The Board Chair will allocate an appropriate amount of time for the Public Comment agenda item.

• Individuals shall identify on the sign-in sheet their affiliation with the college, list the topic they will address, and declare whether they wish to speak or not speak during the public forum.

• Individuals should not duplicate public statements previously given, in order to ensure as many individuals as possible have an opportunity to give comments to the Trustees.

• Based upon the number of individuals who have signed up to speak, the Board Chair will allocate the amount of time for Public Comment, and will announce the duration of the Public Comment period at each meeting at the beginning of the meeting.

• Comments should be limited to three (3) minutes per speaker, unless otherwise announced by the Board Chair.

• Speakers may address the Trustees once during the Public Comment period, unless otherwise indicated by the Board Chair.

• The Board Chair or presiding officer will begin the Public Comment period by calling names from the sign-in sheet. An individual who wishes to speak and who did not place his or her name on the sign-in sheet may approach the podium after those who have signed up have spoken. The Board Chair shall determine if any more individuals may offer public comment at this time.

• Each individual shall approach the podium and identify his or her affiliation with the college (e.g. whether a student, employee, or community member) and state his or her position with respect to the topic(s) to be addressed. Individuals shall address all remarks to the Trustees as a whole.

• The Board, at its discretion, may also offer the opportunity to submit public comments in writing by 5:00 pm the day before the scheduled meeting, which would be read into the record in the order received, time permitting. 

BOT 5.0 Board Civility and Respect

BOT 5.01pr Board Civility and Respect : Procedure

SOURCE INFORMATION
(was) B 3.2 Board of Trustees Bylaws

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10, Revised, Board Resolution 22-11-2

2019-Nov 14  Revised, Board Resolution 19-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2014-May 08  Revised, Board Resolution 14-5-1

2007-Jan 11  Revised

2002-Sep 19  Revised

2002-Aug  Approved B 3.2

BOT 2.0 - Board Job Description :

The Board will concentrate its efforts on the following:

1. The link between the college and the citizens, educational institutions, governmental agencies, business and industry, and other community, state, and federal organizations.

2. Written governing policies which, at the broadest levels, address:

• Mission and Strategic Direction
• Board Roles and Responsibilities
• Board Planning and Operations

3. The assurance of monitoring and evaluating presidential performance.

4. The assurance of monitoring and conducting an evaluation of its own performance.

5. A link between the Board of Trustees and the college Foundation Board of Directors for maintaining communication and providing coordination between the two Boards.

6. The entire Board also will retain and perform the following non-delegable duties:

• Adopt the annual college budget.
• Establish tuition rates.
• Approve the contract between the college and the Foundation.
• Approve all litigation settlements above $150,000.00*.
• Authorize every sale or purchase of real property and every lease of real property.
• Approve all new degrees and certificate programs of 20 or more credits, and which require approval by the State Board for Community and Technical Colleges.
• Approve discontinuation of all degrees and certificate programs of 20 or more credits, and which require approval by the State Board for Community and Technical Colleges.
• Approve naming of buildings.
• Select honorary degree recipients.

7. The Board, with the exception of the Student Trustee**, also will retain and perform the following non-delegable duties:

• Grant or deny tenure or permanent status to faculty.
• Approve negotiated collective bargaining agreements with faculty and classified staff.
• Hire, evaluate, set the terms of employment, renew, or dismiss the President.
• Dismiss tenured or permanent faculty.
• Terminate probationary faculty prior to contract expiration.
• Approve indemnification of any college official or employee named in a lawsuit.
• Approve professional development leaves for faculty.

8. Chair’s Role – The role of the Chair is described in this section.

The Chair assures the integrity of the Board’s process and occasionally represents the Board to outside parties. The Chair is the Board’s only spokesperson other than in rare and specifically authorized instances.

• The Chair assures that the Board functions in a manner consistent with its own rules and those legitimately imposed upon it from the State of Washington and the State Board for Community and Technical Colleges.
• The authority of the Chair consists of making decisions that fall within the topics covered by Board policies.
• In the absence of the Chair, the Vice Chair will assume the responsibilities of the Chair.

* Approve any litigation initiated by the college, with the exception of litigation relating to personnel matters as outlined in RCW 28B.50.102.

** RCW 28B.50.102, Boards of trustees—Student trustee, states in part:

     (2) A student appointed under this section shall excuse himself or herself from participation or voting on matters relating to the hiring, discipline, or tenure of faculty members and personnel or any other matters pertaining to collective bargaining agreements.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 2.01pr Board Job Description: Procedure

SOURCE INFORMATION
(was) B 3.3 Board Job Description

(was) B 3.4 Chairperson’s Role

RCW 28B.50.102 Boards of trustees—Student trustee.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10 Reviewed, Board Resolution 22-11-2

2019-Oct 10  Reviewed, Board Resolution 19-10-3

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2016-Sep 08  Revised, Board Resolution 16-9-1

2014-May 08  Revised, Board Resolution 14-5-1

2011-May 12  Revised, Board Resolution 11-5-2

2006-Dec 08  Revised

2006-Sep 15  Revised, Board Resolution 06-9-1

2001-May  Approved B 3.4 

2001-May  Approved B 3.3

BOT 2.01pr - Board Job Description : Procedure

The contract that establishes the formal relationship between the Board of Trustees and college Foundation Board of Directors shall be reviewed a minimum of once every three (3) years and, as time permits, annually at the Board’s yearly summer study session. 

The Board will complete the tenure review and approval of tenure track probationers prior to the end of her/his eighth quarter in the tenure track process. An annual summary will be provided from the Vice President for Instruction to the Board on the progress of the probationers. The Board may meet in Executive Session to make inquiries of, including but not limited to, administrators, Appointment Review Committee, and/or probationer. If a probationer’s Appointment Review Committee wishes to request a fourth year in the tenure track process for the probationer, the Board of Trustees may consider this request per RCW 28B.50.852.

The President shall provide quarterly updates to the Board if there are pending litigation matters.

All collective bargaining agreements shall be reviewed by the assigned Assistant Attorney General prior to being presented to the Board of Trustees for their review and approval.

Building names, including those for other structures and acknowledgeable entities, will be recommended to the Board by the President for their review and approval.

Chair’s Role

This procedure establishes the specific duties and expectations for the individual serving as Board Chair.

Duties include:

• Preside at each regular or special meeting of the Board of Trustees; sign all official documents recording the actions of the Board; review the agenda prepared for each meeting; retain full rights to make motions, participate in discussion, and vote.
• Confer with the President between Board meetings and communicate with other Board members, as necessary.
• Represent the Board to outside parties in announcing board-approved positions.
• Ensure that the Board conducts an annual performance appraisal of the President.
• Ensure that the Board performs monitoring processes and an annual evaluation of its own performance.

Expectations include:

• Meeting content will focus on those issues which, according to Board policy, clearly belong to the Board to decide or examine.
• Deliberation will be fair, open, and thorough, but also efficient, timely, orderly, and relevant.

 

SOURCE INFORMATION
(was) B 3.3 Board Job Description

(was) B 3.4 Chairperson’s Role

RCW 28B.50.852 Faculty tenure—Rules and regulations—Award of faculty tenure—Maximum probationary period.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10 Revised, Board Resolution 22-11-2

2019-Oct 10  Revised, Board Resolution 19-10-3

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Sep 14  Revised

2017-Feb 09  Revised, Board Resolution 17-2-1

2016-Sep 08  Revised, Board Resolution 16-9-1

2014-May 08  Revised, Board Resolution 14-5-1

2011-May 12  Revised, Board Resolution 11-5-2

2006-Dec 08  Revised

2006-Sep 15  Revised, Board Resolution 06-9-1

2001-May  Approved B 3.3 

2001-May  Approved B 3.4

BOT 3.0 - Board Member Code of Ethics :

1. Members must represent un-conflicted loyalty to the people of College District 23. Accountability to employees, other organizations, and any personal interest as a consumer must be superseded by the interests of Edmonds College while acting as a college Trustee.

2. Members must avoid a conflict of interest(s) with respect to their fiduciary and policy-making responsibility.

3. Members will observe the provisions of the Washington Open Public Meetings Act (RCW 42.30.030).

4. Board members will not attempt to exercise individual authority over the organization.

5. Members will respect the confidentiality appropriate to issues of a sensitive nature, in particular, maintain strict confidentiality of all and any matters discussed in executive session.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 3.01pr Board Member Code of Ethics: Procedure 

SOURCE INFORMATION
(was) B 3.6 Board Members Code of Ethics

RCW 42.30.030 Meetings declared open and public.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10 Reviewed, Board Resolution 22-11-2

2019-Nov 14  Reviewed, Board Resolution 19-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2007-Jan 11  Amended

2001-May  Approved B 3.6

BOT 3.01pr - Board Member Code of Ethics : Procedure

Board Members will fully comply with the Open Public Meetings Act (OPMA) training as required by RCW 42.30.205, which outlines a schedule for compliance training that can be accessed on the Washington State Attorney General’s website. Completion of Board Member’s OPMA training will be managed and tracked by the Secretary of the Board working in consultation with the Assistant Attorney General. 

Members’ interaction with the President must recognize the lack of authority vested in individuals except when explicitly board-authorized. Members’ interaction with the public, press, or other entities must recognize the same limitation and the inability of any Board Member to speak for the Board.

Board Members will neither encourage nor report individual judgments of President or staff performance.

Members seeking information will make requests directly through the President. The President will use discretion in informing Board Chair or other Board Members about the request and/or response.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 3.0 Board Member Code of Ethics 

SOURCE INFORMATION
(was) B 3.6 Board Members Code of Ethics

RCW 42.52 Ethics in Public Service.

RCW 42.30.205 Training

 

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10  Reviewed, Board Resolution 22-11-2

2019-Nov 14  Revised, Board Resolution 19-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2007-Jan 11  Revised 

2001-May  Approved B 3.6

BOT 4.0 - Board Philosophy of Governance :

The Board of Trustees shall ensure:

The fulfillment of the college’s Mission within the guidelines of the college Philosophy by means of the financial and human resources available; promotion of appropriate activities, conditions, and decisions; scrupulous self-monitoring of its processes and performances; and assuring compliance with all applicable state and federal statutes.

A governance model that emphasizes a future-oriented, outward vision rather than internal preoccupation; ensuring openness to diverse points of view; encouragement of an equitable and inclusive culture; strategic leadership rather than administrative detail; clear distinction of Board and President roles; collective rather than individual decisions; and proactivity rather than reactivity.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 4.01pr Board Philosophy of Governance: Procedure

SOURCE INFORMATION
(was) B 3.1 Board Philosophy of Governance

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10  Reviewed, Board Resolution 22-11-2

2019-Nov 14  Reviewed, Board Resolution 19-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2001-May  Approved B 3.1

BOT 4.01pr - Board Philosophy of Governance : Procedure

1. Deliberate in many voices, but govern in one policy.

2. Lead, direct, and inspire the organization through the careful establishment of broad written policies reflecting the Board’s values and perspectives. The Board’s major policy focus will be on the intended long-term impacts outside the operating organization, not on the administrative or programmatic means of attaining those effects.

3. Enforce upon itself the discipline needed to govern with excellence. Discipline will apply to matters such as attendance, preparation for meetings, policymaking principles, respect of roles, and ensuring the continuity of governance capability.

4. Monitor and discuss the Board’s process and performance at least once each year. Self-monitoring will include comparison of Board activity and discipline to Board policies. 

5. Board development will include orientation of new members in the Board’s governance process and discussion of process improvement at least once per year during the Board evaluation process. In addition, new Board members will be invited to attend the Association of College Trustees (ACT) New Trustee Orientation.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 4.0 Board Philosophy of Governance

SOURCE INFORMATION
(was) B 3.1 Philosophy of Governance

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10  Reviewed, Board Resolution 22-11-2

2019-Nov 14  Revised, Board Resolution 19-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2016-Sep 08  Revised, Board Resolution 17-2-1

2001-May  Approved B 3.1

BOT 5.0 - Board Civility and Respect :

Each Edmonds College Trustee shall be treated in a respectful, civil, and professional manner. In maintaining an environment of collegiality and respect, Trustees will treat all members of the Board and college community with honesty, respect, and courtesy. Trustees acknowledge that freedom of expression comes with a responsibility to respect the rights and reputations of others and to treat all with civility.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 5.01pr Board Civility and Respect Procedure

HR 6.0 Workplace Civility and Respect Policy

HR 6.01pr Workplace Civility and Respect Procedure

SOURCE INFORMATION
(was) B 3.7 Trustees’ Civility and Respect Policy

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10  Reviewed, Board Resolution 22-11-2

2019-Nov 14  Revised, Board Resolution 19-11-1

2017-Nov 11  Reviewed, Board Resolution 17-11-2

2017-Feb 02  Revised, Board Resolution 17-2-1

2011-May 12  Revised, Board Resolution 11-5-3

2010-Nov 09  Approved, Board Resolution 10-11-A

BOT 5.01pr - Board Civility and Respect : Procedure

Trustees or speakers before the Board will not engage in behavior which a reasonable person would find embarrassing, offensive, or humiliating. Honest feedback on agenda items can be communicated in a manner that maintains the dignity of the individual yet identifies serious concerns with performance or conduct. Examples of inappropriate behaviors may include but are not limited to:

• Screaming or yelling.
• Sarcasm with an apparent intent to humiliate.
• Arrogance or condescending behaviors or comments.
• Insubordination.
• Retaliatory actions.
• Use of email, behaviors, or comments that publicly offend, degrade, or humiliate members of the college community.

Trustees are expected to display and engage in respectful and collaborative behavior, including but not limited to:

• Supporting a decision once it has been made and moving forward.
• Listening attentively and seeking to understand one another’s perspectives.
• Providing adequate information prior to Trustee meetings – no “blind-siding.”
• Refraining from interrupting a speaker.

Individuals giving presentations or making public comments at Trustee meetings shall conform to the Civility and Respect Standards described above.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 1.0 Board of Trustees Bylaws

BOT 5.0 Board Civility and Respect

 

SOURCE INFORMATION
(was) B 3.7 Trustees’ Civility and Respect Policy

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10  Reviewed, Board Resolution 22-11-2

2019-Nov 14  Revised, Board Resolution 19-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2011-May 12  Revised, Board Resolution 11-5-3

2010-Nov 09  Approved, Board Resolution 10-11-A

BOT 6.0 - Mission, Vision, Core Themes, and Values :

The Edmonds College Board of Trustees supports the college’s Mission, Vision, Core Themes, and Values. As the governing body for the college, the Board of Trustees approval is required before changes can be implemented. 

DESCRIPTION

The current Mission, Vision, Core Themes, and Values are as follows:

MISSION

Teaching|Learning|Community

VISION

Transforming lives through exemplary, nationally recognized educational and career pathways.

CORE THEMES

Guided by innovation, equity, inclusion, and a global perspective, we are committed to…

• Academic Excellence

• Student Success

• Community Engagement

VALUES

The Board, employees, and students of our college value…

Collaboration and Communication

• We promote respectful collaboration, communication, and interaction among students and employees.

• We develop and maintain a safe, healthy, and professional environment that fosters creativity, innovation, learning, and personal growth.

Responsibility and Accountability

• We manage our resources with efficiency and integrity to ensure the long-term health of the college.

• We infuse sustainable and transparent practices throughout all aspects of the college’s operations and programs.

Innovation and Creativity

• We continuously seek opportunities to improve the quality of our lives, the college, our community, and the world.

• We explore, create, and evaluate in order to improve.

Diversity, Respect, and Inclusion

• We celebrate the individuality and diversity of our students and colleagues, as well as the diversity of our college, community, nation, and world.

• We require equity and mutual respect.

An in-depth review of the Mission, Vision, Core Themes, and Values will be conducted at least once every seven (7) years.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 6.01pr Mission, Vision, Core Themes, and Values: Procedure

SOURCE INFORMATION
(was) B 1.1 Mission Statement, Vision Statement, Core Themes, Strategic Objectives, and Values

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10  Revised, Board Resolution 21-11-3

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2014-Feb 18  Reviewed

2013-Nov 21  Amended, Board Resolution 13-11-2

2013-May 09  Amended, Board Resolution 13-5-1

2012-Sep 09  Amended, Board Resolution 12-9-3

2012-Aug  First Consideration of B 1.1

2010-Jun 09  Amended, Board Resolution 10-6-9

2007-Jan 11  Amended 

2001-May  Approved B 1.1 (and B 1.2)

BOT 6.01pr - Mission, Vision, Core Themes, and Values : Procedure

The college may use employee/representative bodies, or a steering committee/task force to ensure broad participation by students and employees. In addition, the college will invite external community feedback. Other means of gathering input may include surveys or focus groups. The draft statements will be reviewed and recommended by President’s Leadership Team to the Board of Trustees for their review and feedback.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 6.0 Mission, Vision, Core Themes, and Values

SOURCE INFORMATION
(was) B 1.1 Mission Statement, Vision Statement, Core Themes, Strategic Objectives, and Values

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10  Revised, Board Resolution 21-11-3

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Feb 09  Revised, Board Resolution 17-2-1

2014-Feb 18  Reviewed 

2013-Nov 21  Amended, Board Resolution 13-11-2

2013-May 09  Amended, Board Resolution 13-5-1

2012-Sep 13  Amended, Board Resolution 12-9-3

2012-Aug  First Consideration of B 1.1 

2010-Jun 09  Amended, Board Resolution 10-6-9

2007-Jan 11  Amended

2001-May  Approved B1.1 (and B 1.2)

BOT 7.0 - Board Monitoring and Planning :

The Board of Trustees will review and approve the annual college priorities, derived from the college’s Comprehensive Plan, and receive a report on the progress of those priorities, at least twice a year.

Mission Fulfillment is defined as all Lagging Indicators meeting or exceeding the “Mission Fulfillment Threshold” level.

Central to the college-wide Comprehensive Planning processes, the Board will review and, if necessary, modify the college’s Mission, Vision, Values, and Goals.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 7.01pr Board Monitoring and Planning: Procedure

SOURCE INFORMATION
(was) B 1.2 Monitoring and Planning

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2023-Nov 14 Reviewed, Board Resolution 23-11-1

2020-Nov 19  Amended, Board Resolution 20-11-1

2018-June 14  Amended, Board Resolution 18-6-7

2016-Oct 13  Amended, Board Resolution 16-10-1

2013-Nov 21  Amended, Board Resolution 13-11-2

2012-Sep 13  Amended, Board Resolution 12-9-3

2001-May  Approved B 1.2

BOT 7.01pr - Board Monitoring and Planning: Procedure : Procedure

The Board of Trustees approved the Comprehensive Planning framework in September 2020. The Comprehensive Plan is made up of Goals, Strategies and Actions. The Comprehensive Plan is refreshed on a continual basis, and any new Goals will be presented to the Board for approval. The Strategies underpinning the Goals are refreshed on an annual basis.

Once a year, at a time determined by the President and Chair of the Board, the college will present Goals and Strategies (along with their Lagging Indicators), that are prioritized for the coming year. These college priorities will be presented for approval at a subsequent meeting of the Board.  

The Office of the President will update the Board on the progress of the agreed college priorities, at least twice per year, one instance of which will coincide with the President’s annual performance review.

These progress reports will include specific outcomes as measured through Leading and Lagging Indicators, as well as a summary of the data analysis.

Additionally, the Comprehensive Plan will be presented by the President’s Leadership Team to the Board for review and approval whenever changes are made at the Goal level. 

GLOSSARY TERMS
Board of Trustees(s)

RELATED POLICIES AND PROCEDURES
BOT 7.0 Board Monitoring and Planning

BOT 9.0 President’s Performance Evaluation

SOURCE INFORMATION
(was) B 1.2 Monitoring and Planning

CONTENT OWNER. The primary responsibility for this policy belongs to:
President’s Office, Secretary to the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2023-Nov 14  Amended, Board Resolution 23-11-1

2020-Nov 19  Amended, Board Resolution 20-11-1

2018-June 14  Amended, Board Resolution 18-6-7

2016-Oct 13  Amended, Board Resolution 16-10-1

2013-Nov 21  Amended, Board Resolution 13-11-2

2012-Sep 13  Amended, Board Resolution 12-9-3

2001-May  Approved B 1.2

BOT 8.0 - General Executive Expectations and Authority :

The President shall act on behalf of the Board of Trustees in any and all matters which concern the administrative functions of the college, including serving as appointing authority for all faculty, classified, and exempt employees of the college. Any authority delegated by the Board is through the President so that the President is held accountable and responsible for all employee performance.

The President shall ensure that all college practices, activities, decisions, and organizational circumstances conform to prudent, legal, ethical, and commonly accepted business and professional standards. The President will ensure that all laws of the State of Washington, rules and regulations of the State Board for Community and Technical Colleges, and all relevant federal statutes are upheld as they relate to college operations.

Decisions or instructions of the Board acting as a body are binding on the President. In the case of individual Board members requesting information or assistance, the President shall exercise judgment regarding whether compliance is reasonable in terms of staff time, funds, or disruption of programs or services. The President will consult with the Board Chair if additional information or direction is needed.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 8.01pr General Executive Expectations and Authority: Procedure

SOURCE INFORMATION
(was) B 2.1 General Executive Expectations and B 2.2 Authority and Expectations of the President

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2023-Nov 14  Reviewed, Board Resolution 23-11-1

2020-Nov 19  Reviewed, Board Resolution 20-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Mar 09  Amended, Board Resolution 17-3-6

2013-Nov 21  Amended B 2.1, Board Resolution 13-11-2

2013-Nov 21  Amended B 2.2, Board Resolution 13-11-2

2001-May  Approved B 2.1

2001-May  Approved B 2.2

BOT 8.01pr - General Executive Expectations and Authority : Procedure

1. The President will give a high priority to community involvement and will ensure that college programs, services, needs, and accomplishments are clearly communicated to community members and stakeholders.

2. The President shall ensure that students and prospective students are provided a safe, respectful, responsive environment, and that careful attention is given to matters of confidentiality and privacy.

3. Interactions with employees, volunteers, and the public shall be civil, equitable, responsive, dignified, and characterized by open and clear communications.

4. Budgeting shall clearly reflect Board-established performance goals for the President (which are derived from the Comprehensive Plan), shall demonstrate fiscal prudence, high ethical and legal standards, and shall be accomplished through a strategic budgeting process. 

5. Actual financial conditions shall reflect sound financial management and clear support of the college’s governance process for resource and allocation capacity.

6. The President shall at all times keep the Board fully informed of significant issues affecting the college, including but not limited to concerns related to the performance of personnel, budgetary problems, over- and under-enrollment of students, or the reputation of the institution.

7. Assets will be protected and adequately maintained.

8. Compensation and benefits for employees, consultants, and contract workers will be administered in a fair and consistent manner and shall reflect fiscal integrity and sensitivity to public image. 

9. Labor relations shall be conducted with integrity and negotiated agreements and other personnel rules and regulations shall be clearly communicated to employees and fairly administered.

10. Through program and performance review processes, college divisions create new strategies and actions to support the college’s goals. Each academic department will undergo a comprehensive program review at least every three years. The college implements a Comprehensive Plan that serves as the institutional effectiveness and continuous improvement process for the college. 

11. The President is authorized to receive and administer such gifts, conveyances, devices, and bequests of real and personal property from private sources on behalf of District 23. These gifts, conveyances, and bequests may be received in trust or otherwise, when the terms and conditions will aid in moving forward the Mission and Strategic Plan of the college and will not cause a substantial continuing commitment by the District.

12. The President is responsible for formulating and implementing regulations to administer the policies of the Board. At the operational level, the President has administrative authority over all matters affecting the college, including authority to delegate administrative authority to ensure uninterrupted college operations.

13. The President is authorized to establish administrative procedures, make decisions, take actions, establish practices, and develop activities in support of Board established directions.

14. The Board of Trustees of Edmonds College is authorized to award tuition waivers as allowed by RCW 28B.15.740. The Board of Trustees delegates to the President the authority to administer these tuition waiver programs.

15. The Board of Trustees delegates to the President authority to offer educational services on a contractual basis and set fees for ungraded courses, non-credit courses, and short courses that are consistent with the rules and regulations of the State Board for Community and Technical Colleges.

16. Other duties as assigned by the Board of Trustees.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 8.0 General Executive Expectations and Authority 

SOURCE INFORMATION
(was) B 2.1 General Executive Expectations and B 2.2 Authority and Expectations of the President

(was) C 3.3.100 Delegation of Contracted Authority for Educational Services, C 6.2.303 Delegation of Authority to Set Fees, C 6.2.304 Tuition Waiver Program for Students, and C 6.2.304 Tuition and Fees Waiver for the Unemployed and Underemployed

RCW 28B.15.740 Limitation on total tuition and fee waivers.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2023-Nov 14  Amended, Board Resolution 23-11-1

2020-Nov 19  Amended, Board Resolution 20-11-1

2017-Nov 02  Reviewed, Board Resolution 17-11-2

2017-Jun 26  Amended, President’s Cabinet

2017-Mar 9  Amended, Board Resolution 17-3-6

2013-Nov 21  Amended B 2.1, Board Resolution 13-11-2

2013-Nov 21  Amended B 2.2, Board Resolution 13-11-2

2001-May  Approved B 2.1 

2001-May  Approved B 2.2

BOT 9.0 - President’s Performance Evaluation :

The President’s performance will be based on mutually agreed annual college priorities (as derived from the Comprehensive Plan) and the Presidential Performance Evaluation form. A progress report on the annual college priorities will be given to the Board in advance of the President’s performance evaluation. The purpose of monitoring is to determine the degree to which Board policies are being fulfilled. The Board will consider any revision to the President’s contract of employment in an open meeting subsequent to the performance evaluation.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 9.01pr President’s Performance Evaluation: Procedure 

SOURCE INFORMATION
(was) B 2.3 Performance Appraisal and Compensation of the President

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2023-Nov 14  Amended, Board Resolution 23-11-1

2020-Nov 19  Amended, Board Resolution 20-11-1

2017-Mar 09  Amended, Board Resolution 17-3-6

2014-Feb 18  Amended, Board Resolution 14-2-1

2001-May  Approved B 2.3

BOT 9.01pr - President’s Performance Evalution : Procedure

Both the President and Trustees (with the exception of the Student Trustee) will complete the Presidential Performance Evaluation form at least two weeks prior to the date of conducting the appraisal. The Board of Trustees, in consultation with the President, may revise this form prior to implementing the next performance cycle. The Presidential Performance Evaluation will:

Have a rating scale of 1 – 4. A comment is required for any “needs improvement” rating.

4 – Excellent (Is making an exceptional, significant contribution.)

3 – Good (Has achieved more than what was expected.)

2 – Meets Expectations (Has performed as per the expectations.)

1 – Needs Improvement (Still working towards expectations and goals.)

The Presidential Performance Evaluation will use the following broad areas to evaluate the President.

• Relations with Board 
• Relations with Constituents
• Budget and Financial Management
• Personal Leadership Skills

At the sole discretion of the Board, other evaluations may occur at any time.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 9.0 President’s Performance Evaluation 

SOURCE INFORMATION
(was) B 2.3 Performance Appraisal and Compensation of the President

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2023-Nov 14  Amended, Board Resolution 23-11-1

2020-Nov 19  Amended, Board Resolution 20-11-1

2020-Apr 11  Amended, Board Resolution 20-4-2

2017-Mar 09  Amended, Board Resolution 17-3-6

2014-Feb 18  Amended, Board Resolution 14-2-1

2001-May  Approved B 2.3 

BOT 10.0 - Compensation and Benefits :

Accordingly, the President will:

1. Not change his/her own compensation and benefits.

2. Refrain from promising or implying permanent or guaranteed employment.

3. Honor and uphold all collective bargaining agreements.

4. Honor negotiated contracts with vendors and/or consultants.

5. Recognize non-bargaining unit employees through an equitable compensation plan.

6. Foster continuous professional development.

7. Seek fair, consistent, and competitive compensation and benefits for all employees.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 10.01pr Compensation and Benefits: Procedure 

SOURCE INFORMATION
(was) B 2.5 Compensation and Benefits

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2023-Nov 14  Reviewed, Board Resolution 23-11-1

2020-Nov 19  Reviewed, Board Resolution 20-11-1

2017-Mar 09  Amended, Board Resolution 17-3-6

2014-Feb 18  Amended for Numbering Change to B 2.5

2002-Aug 01  Amended for Name Change

2001-May  Approved B 2.6

BOT 10.01pr - Compensation and Benefits : Procedures

1. Ensuring that any compensation or benefits changes to the President’s contract will be voted on by the Board of Trustees in an open session Board meeting. The Vice President for Human Resources is authorized to work directly with the Board of Trustees to discuss and implement those changes to the President’s employment contract.

2. Having college policies in place that address the employment process and provide training for all supervisors through the Office of Human Resources.

3. Listing all employee benefits on the Human Resources website, as well as providing each newly hired permanent employee with a letter that states her/his annual compensation and terms of employment if less than 100% full-time. The Vice President for Human Resources or designee will review the placement of all permanent employees on their respective compensation schedules.

4. Ensuring the Office of Human Resources oversees all relationships with the college’s bargaining units and maintains ongoing communication.

5. Ensuring that all members of the President’s Leadership Team will work with their respective team members who supervise others to ensure they are following the collective bargaining agreements for their respective employees.

6. Appointing the Vice President for Finance to ensure all contracts are in compliance with state and federal laws and regulations.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 10.0 Compensation and Benefits 

SOURCE INFORMATION
(was) B 2.5 Compensation and Benefits

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2023-Nov 14  Amended, Board Resolution 23-11-1

2020-Nov 19 Amended, Board Resolution 20-11-1

2017-Mar 09  Amended, Board Resolution 17-3-6

2014-Feb 18  Amended for Numbering Change to B 2.5 

2002-Aug 01  Amended for Name Change

2001-May  Approved B 2.6 

BOT 11.0 - Board Treasurer and Fiscal Accountability :

ASSET PROTECTION

The Board delegates to the President the authority to ensure that assets of the college are protected, adequately maintained, and free from unnecessary risk.

DEBT MANAGEMENT

Edmonds College may incur debt in accordance with RCW 28B.50.140 (6) and RCW 39.94. The college debt shall be effectively managed to ensure adequate resources are available to meet debt service requirements of short-term and long-term indebtedness. 

CASH AND INVESTMENT MANAGEMENT

Edmonds College shall invest funds in a manner which provides maximum security with the highest investment return, while meeting the daily cash flow demands of the college and conforming to all state laws governing the investment of public funds.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 11.01pr Board Treasurer and Fiscal Accountability: Procedures

SOURCE INFORMATION
(was) B 2.4 Board Treasurer and Fiscal Accountability, B 2.6 Asset Protection, B 2.10 Debt Management, and B 2.11 Cash and Investment Management

RCW 28B.50.140 (6) Boards of trustees - Powers and duties.

RCW 39.94 Financing Contracts.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10  Revised, Board Resolution 21-11-3

2017-Mar 09  Amended to combine B 2.9 and B 2.10 with BOT 11.0, Board Resolution 17-3-6

2017-Mar 09  Amended to combine B 2.6 with B 2.4; renamed and changed to BOT 11.0, Board Resolution 17-3-6

2014-Feb 18  Amended to move B 2.7 to B 2.6, B 2.8 to B 2.7, B 2.9 to B 2.8, B 2.10 to B 2.9, and B 2.11 to B 2.10

2014-Feb 18  Amended to combine B 2.5 with B 2.4 and rename, Board Resolution 14-2-1

2014-Feb 18  Amended to combine B 2.6 with B 2.5

2008-Sep 11  Approved B 2.11, Board Resolution 08-9-2

2008-Sep 11  Approved B 2.10, Board Resolution 08-9-1

2002-Aug 01  Amended B 2.7 for Name Change

2001-May  Approved B 2.4 - B 2.9

BOT 11.01pr - Board Treasurer and Fiscal Accountability : Procedure

1. Contains sufficient information, as determined by the Board, to develop credible projections of revenues and expenses, which includes reasonable planning assumptions.

2. Maintains an operational reserve.

3. Ensures fiscal soundness for future years.

ASSET PROTECTION

The President will:

1. Minimize exposure of the organization, its Board, and its staff from claims of liability.

2. Receive, process, and disburse funds under controls that are sufficient to meet the State Auditor’s standards.

3. Protect the organization’s intellectual property, information, and files from loss or significant damage.

4. Inform the Board, at a minimum quarterly basis, of:

A. Any pending litigation.

B. Any settlement agreement.

5. Enter into contracts that are aligned with the college’s Mission, Vision, Core Themes, Values, and Comprehensive Plan, as well as fiscally sound and in compliance with state and federal laws and regulations.

6. Safeguard the college’s public image and credibility.

DEBT MANAGEMENT

The college shall not incur debt or borrow money that will cause the aggregate debt contracted by the college to exceed that amount for which payments of principal and interest in any fiscal year would require the college to expend more than seven percent (7%) of the average general operating revenues for the three (3) immediately preceding fiscal years. The Vice President for Finance shall provide annual updates to the Board at the summer study session, as well as when requested by the Board.

CASH AND INVESTMENT MANAGEMENT

The Vice President for Finance or designee shall invest college funds and is responsible for the college’s investment program. The Vice President for Finance or designee will take necessary actions to ensure the prudent investment of college funds. The Vice President for Finance or designee shall provide periodic reports to the President. The Vice President for Finance shall present an annual report that provides an accurate and meaningful representation of the investment portfolio and provides analysis as proof of compliance with this policy. Should any significant changes occur, the Vice President for Finance, through the President, will ensure that the Chair of the Board is apprised of the situation.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 11.0 Board Treasurer and Fiscal Accountability 

SOURCE INFORMATION
(was) B 2.4 Budgeting, B 2.6 Compensation and Benefits, B 2.10 Debt Management, and B 2.11 Cash and Investment Management

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10  Revised, Board Resolution 21-11-3

2017-Mar 09  Amended to combine B 2.9 and B 2.10 with BOT 11.0, Board Resolution 17-3-6

2017-Mar 09  Amended to combine B 2.6 with B 2.4; renamed and changed to BOT 11.0, Board Resolution 17-3-6

2014-Feb 18  Amended to move B 2.7 to B 2.6, B 2.8 to B 2.7, B 2.9 to B 2.8, B 2.10 to B 2.9, and B 2.11 to B 2.10

2014-Feb 18  Amended to combine B 2.5 with B 2.4 and rename, Board Resolution 14-2-1

2014-Feb 18  Amended to combine B 2.6 with B 2.5

2008-Sep 11  Approved B 2.11, Board Resolution 08-9-2

2008-Sep 11  Approved B 2.10, Board Resolution 08-9-1

2002-Aug 01  Amended B 2.7 for Name Change

2001-May  Approved B 2.4 - B 2.9

BOT 12.0 - Communication and Counsel to the Board :

• Has the duty to ensure that the Board remains informed, and to  report in a timely manner any actual or anticipated noncompliance with any policy of the Board.
• Functions as the primary college communication link to the Board, keeping the Board as a whole informed as appropriate.
• At the request of the Board Chair may contact other Board members on behalf of the Chair to inform them of key issues, as allowed by the Open Public Meetings Act (RCW 42.30.080).
• In accordance with good governance best practice, will develop a productive relationship with each trustee to the best of his/her ability. 

2017-Mar 09  Amended to change to BOT 12.0, Board Resolution 17-3-6

2014-Feb 18  Amended for Numbering Change to B 2.8

2002-Aug 01  Amended for Name Change

2001-May  Approved B 2.7

BOT 12.01pr - Communication and Counsel to the Board : Procedure

1. Provide the Board with a President’s Report at each Board business meeting.

2. Ensure the Board is aware of relevant trends, anticipated adverse media coverage, significant external and internal changes, particularly changes in the assumptions upon which any Board policy has previously been established.

3. Submit monitoring data requested by the Board in a clear, timely, and accurate fashion, directly addressing provisions of the Board policies being monitored.

4. Upon specific request of the Board, engage as many staff and external points of view, issues, and options as needed for fully informed Board choices.

5. Advise the Board if, in the President’s opinion, the Board is not in compliance with its own policies, particularly in the case of Board behaviors that may be detrimental to the working relationship between the Board and the President.

6. Provide a mechanism for official Board communication, including monthly informational packets, as part of the regularly scheduled Board of Trustees meeting.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 12.0 Communication and Counsel to the Board

SOURCE INFORMATION
(was) B 2.7 Communication and Counsel to the Board

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10 Revised, Board Resolution 21-11-3

2017-Mar 09  Amended to change to BOT 12.0, Board Resolution 17-3-6

2014-Feb 18  Amended for Numbering Change to B 2.8

2001-Aug 01  Amended for Name Change

2001-May  Approved BOT 2.7

BOT 13.0 - Emergency Executive Succession :

Each year, generally at the September Board meeting, the President will identify and present to the Board the name and title of the most appropriate member of the President’s Leadership Team who, in an emergency, would be responsible for assuming the duties of Acting President until the Board took action to approve a longer-term successor. At the same time, the President will present the name and title of a secondary President’s Leadership Team member who could step in as Acting President if the primary person named was unable to perform the duties. 

In the event of personnel changes in either of the two named roles, the President will present updated names to the Board as soon as possible, but no later than the next regular meeting of the Board of Trustees.

GLOSSARY TERMS
Board of Trustee(s)

SOURCE INFORMATION
(was) B 2.8 Emergency Executive Succession 

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10 Revised, Board Resolution 21-11-3

2017-Mar 09  Amended, Board Resolution 17-3-6

2014-Feb 18  Amended for Administrative Title and Numbering Change to B 2.8

2007-Jan 11  Amended

2001-May  Approved B 2.9

BOT 14.0 - Equity, Inclusion, and Student Success :

The Board of Trustees acknowledges that leading with racial equity encompasses a commitment to dismantling structural policies and practices that produce inequities and hinder student success. Leading with racial equity also requires a commitment to providing equity-minded leadership that calls for the establishment of new policies and practices that build institutional capacity and create a culture of inclusion that upholds the college’s commitment to equity, inclusion, compassion, and student success for all of our students.

DESCRIPTION
The Board of Trustees of Edmonds College affirms that equity, inclusion, and student success are an intentional and shared responsibility across the college. The college will strive to provide comprehensive educational opportunities and resources that support our diverse students’ educational and career goals and to create a just and inclusive society for all.

The college’s Mission, Vision, Values, plans, and budget decisions should reflect the college’s commitment to the success and equity for all students. In summary, this Board policy is designed to ensure that Board and college policies and practices address racial inequities and advance a culture that supports student success for all.

1. Advocating for public policies that align resources with student success goals, initiatives, and support services.

• State and national discussions and policies have required higher education to dramatically shift its focus to student learning, closing equity gaps, and completion of students’ educational goals.  
• Actively consider the quality of the learning experience both inside and outside of the classroom.

2. Requiring the college to implement policies and practices to support student success.

• Effective student success policies and procedures reflect an institution-wide commitment and broad participation (involving faculty, staff, administration, students, and the Board) to improve student educational and learning outcomes for students across all groups and close equity gaps.  

3. Expecting the college to engage in evidence-based institutional improvement.

• The success of Edmonds College is measured by the success of its students. The Board requires the college’s student success efforts to focus on the success of all students which includes closing equity gaps and promoting continual improvements in programs, services, and students’ overall college experiences.

2019-Nov 14  Revised, Board Resolution 19-11-2

2017-Mar 09  Revised, Board Resolution 17-3-6

2016-Jun 09  Approved

BOT 14.01pr - Equity, Inclusion, and Student Success : Procedure

• Edmonds College will continue to be accountable for staying informed about and responsible for improving student success, closing equity gaps, and completion of students’ educational goals.
• The Board of Trustees will communicate with its constituencies, legislators, and other public policymakers about the college’s goals and will advocate public policy decisions and resource allocations that support student success.

2. Requiring the college to implement policies and practices to support student success, closing equity gaps, and completion of students’ educational goals.

• The Board of Trustees requires the college to identify, publicize, and implement college policies and procedures that shape student success.  

3. Expecting the college to engage in evidence-based institutional improvement.

• Promote collaboration across the organization and among various groups, by encouraging cross-departmental engagement, emphasizing our commitment to addressing racial inequities as a community, and owning our shared responsibility to support student success for all;
• Collect and publish a variety of indicators on college performance, particularly related to closing equity gaps in students’ academic performance, retention, and completion;
• Use disaggregated student progress data (qualitative and quantitative) and cohort tracking to foster inquiry and improve programs, teaching, learning, services, and student engagement; and
• Engage in open and transparent conversations regarding data and information related to student success and closing equity gaps.

The college is directed to establish measurable student metrics: individual student’s educational goals, successful course completion, retention, persistence, certificate/degree attainment, transfer, and employment. Equity goals address gaps in student outcomes across populations such as low-income students, first-generation students, students of color, and other underrepresented groups.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 14.0 Student Success 

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10  Reviewed, Board Resolution 22-11-2

2019-Nov 14  Revised, Board Resolution 19-11-2

2017-Mar 09  Amended, Board Resolution 17-3-6

2016-Jun 09  Approved

BOT 15.0 - Academic Freedom :

Academic freedom is essential to these purposes and applies to all disciplines. Freedom in research is fundamental to the advancement of truth. Academic freedom in all disciplines is fundamental for the protection of the rights of the faculty, staff, and students. 

Academic freedom carries with it rights and responsibilities, regardless of employment status. Employees and students must remain civil and respectful, even when on opposite sides of an issue. The purpose of an academic community is to freely question, criticize, worry, discuss ideals, and to provide the forum to seek a better way toward human aspiration and fulfillment. 

Academic freedom is essential for the maintenance of excellence in education, and moreover, exists so that society may have benefits of objective and independent criticism. Academic freedom is essential to allow the pursuit and examination of honest answers to scientific, social, and artistic questions that might otherwise be withheld for fear of offending an influential social group or transient social attitude.

Accordingly, there shall be no adverse consequences to employment status (promotion, demotion, and/or retention) as a result of discussions and expressions protected by academic freedom.

GLOSSARY TERMS
Board of Trustee(s)

SOURCE INFORMATION
(was) B 1.3 Academic Freedom

RCW 28B.50.020 Purpose.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10 Reviewed, Board Resolution 21-11-3

2017-Mar 09  Amended to BOT 15.0, Board Resolution 17-3-6

2013-Nov 21  Amended for Numbering Change to B 1.3, Board Resolution 13-11-2

2013-Sep 12  Adopted B 1.4, Board Resolution 13-9-1

BOT 16.0 - Emeritus Status :

Benefits of Emeritus Status

All emeriti shall be accorded the following privileges:

1. Possession of a free campus staff parking permit to be issued and verified by Campus Security;

2. Same library borrowing privileges as current employees;

3. Access to campus recreational and social facilities;

4. Complimentary or reduced-priced admission to cultural and athletic events, at the discretion of the sponsoring group;

5. Invitations to participate in selected department and/or college functions;

6. Attendance at public college functions and celebrations affirming the academic mission of the college, such as commencement;

7. Receive Edmonds College mailings.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 16.01pr Emeritus Status: Procedure 

SOURCE INFORMATION
(was) B 2.11 Emeritus Status

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10  Revised, Board Resolution 21-11-3

2017-Mar 09  Amended to BOT 16.0, Board Resolution 17-3-6

2014-Feb 18  Amended for Numbering Change to B 2.11

2013-Aug 22  Adopted B 2.12, Board Resolution 13-8-1

BOT 16.01pr - Emeritus Status : Procedure

Specific criteria for a positive recommendation for emeritus status will largely be vested in the department or office, based upon those activities that it values as expressed through the unit standards. 

However, all candidates for emeritus status must meet at least the following general guidelines:

1.   The individual must have been employed by Edmonds College for a period of no less than ten (10) years; exceptions to this requirement may be made by the Board of Trustees.

2.   The individual must have maintained a record of excellence in the performance of his/her duties, service to the college, and demonstrated the college’s Mission, Vision, Core Themes, Values, and Comprehensive Plan.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 16.0 Emeritus Status 

SOURCE INFORMATION
(was) B 2.11 Emeritus Status

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2021-Nov 10  Revised, Board Resolution 21-11-3

2017-Mar 09  Amended to BOT 16.01pr, Board Resolution 17-3-6

2014-Feb 18  Amended for Numbering Change to B 2.12

2013-Aug 22  Adopted, Board Resolution 13-8-1

BOT 17.0 - Board of Trustees Stipend :

State law divides boards, commissions, and councils into five classes for the purposes of compensation. As described in the State Administrative and Accounting Manual (SAAM) section 10.70.30, the Board of Trustees is classified as “other.”

“other” – Any part-time board, commission, council, or committee not covered by RCW 43.03.230, 43.03.240, 43.03.250, or 43.03.265, but established by either the executive, legislative or judicial branch to participate in state government. These members have rulemaking authority, perform quasi-judicial functions, have responsibility for the administration or policy direction of a state agency or program, or perform regulatory or licensing functions with respect to a specific profession, occupation, business, or industry.

Compensation for Meetings

State law provides for members of boards, commissions, and councils serving without compensation to receive a special per diem rate (RCW 43.03.050) for time spent conducting official business. The Board of Trustees must determine whether or not its members will be compensated for attending meetings. At Edmonds College, the Board policy is that only the Student Trustee as defined in RCW 28B.50.102 shall receive compensation for attendance at Board meetings.

If the Student Trustee is currently receiving, or may receive in the future, financial aid, they are encouraged to meet with a Financial Aid Services Advisor to gain additional information as to whether it would be in their best interest as the Student Trustee to receive or decline the Board stipend.

Travel Reimbursement

The OFM articulates travel reimbursement policies and processes in its SAAM. All members of the Board of Trustees will receive reimbursement for travel on college business, the same as college employees.

Annual Review

At the June Board meeting of each year, the Board of Trustees will review the per diem rate for the coming academic year.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 17.01pr Board of Trustees Stipend: Procedure

SOURCE INFORMATION
RCW 43.03.050 Subsistence, lodging and refreshment, and per diem allowance for officials, employees, and members of boards, commissions, or committees.

RCW 43.03.230 Compensation of members of part-time boards and commissions—Class two groups (as amended by 2011 c 5).

RCW 43.03.240 Compensation of members of part-time boards and commissions—Class three groups (as amended by 2011 c 5).

RCW 43.03.250 Compensation of members of part-time boards and commissions—Class four groups (as amended by 2011 c 5).

RCW 43.03.265 Compensation of members of part-time boards and commissions—Class five groups (as amended by 2011 c 5).

RCW 28B.50.102 Boards of trustees—Student trustee.

State Administrative and Accounting Manual (SAAM) Section 10.70.30    

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2022-Nov 10  Reviewed, Board Resolution 22-11-2

2019-Oct 10  Reviewed, Board Resolution 19-10-2

2018-Mar 08  Adopted, Board Resolution 18-3-1

2018-Feb 01  Second Consideration

2017-Nov 14  Revised

2017-Oct 12  Rejected, Board Resolution 17-10-4

2017-Sep 14  First Consideration

BOT 17.01pr - Board of Trustees Stipend : Procedure

Only the Student Trustee shall be eligible to receive a flat rate of $125 for one regular or special meeting per month. The rate will be monitored annually by the accounting office and reviewed by the Board of Trustees at their June meeting. 

The remaining Trustees, who are not receiving compensation for meetings, may be reimbursed for mileage for travel while conducting official business on behalf of the college.

To receive compensation for the Board regular or special meeting per month, the Student Trustee will be required to submit a Board of Trustees’ timesheet provided by the Executive Assistant to the President. Payment will be issued by the President’s Office through the payroll system because this compensation is subject to taxes and is reportable to the IRS. 

Travel Reimbursement

A. If the travel does not include an overnight stay, each of the Trustees may receive:

1. Reimbursement for meals

a. Only reimbursement for meals not included in the meeting or conference will be allowed.

2. Reimbursement for mileage

a. Reimbursement for mileage will be requested by submitting total mileage, meeting/event title, date, location, and any necessary receipts to the Executive Assistant to the President.

b. Payment for mileage reimbursement will be issued using a Travel Expense Voucher submitted by the Executive Assistant to the President to the Business Office.

c. Reimbursement for mileage and meals is not subject to payroll taxes.

B. If the travel requires an overnight stay, the reimbursement is not subject to payroll taxes:

1. Confirmation in writing from the Trustee of travel details is necessary for reimbursement.

2. The Executive Assistant to the President will complete a Travel Expense Voucher and submit to the Business Office all travel expenses (lodging, meals, mileage, etc.), along with all necessary receipts.

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 17.0 Board of Trustees Stipend

SOURCE INFORMATION
RCW 43.03.230 Compensation of members of part-time boards and commissions—Class two groups (as amended by 2011 c 5).

RCW 43.03.240 Compensation of members of part-time boards and commissions—Class three groups (as amended by 2011 c 5).

RCW 43.03.250 Compensation of members of part-time boards and commissions—Class four groups (as amended by 2011 c 5).

RCW 43.03.265 Compensation of members of part-time boards and commissions—Class five groups (as amended by 2011 c 5).

State Administrative and Accounting Manual (SAAM) Section 10.70.30 Boards, Commissions, or Committees         

CONTENT OWNER. The primary responsibility for this policy belongs to:
Office of the President, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2019-Oct 10 Reviewed, Board Resolution 19-10-2

2018-Mar 08  Adopted, Board Resolution 18-3-1

2018-Feb 01  Second Consideration

2017-Nov 14  Revised

2017-Oct 12  Rejected, Board Resolution 17-10-4

2017-Sep 14  First Consideration

FAO 1.0 - Pollution Control :

Edmonds College is required to establish policies and procedures to prevent water, soil, and air pollution in compliance with Washington State Department of Ecology, federal, state, and local regulations and ordinances.

This policy applies to all activities on Edmonds College owned and controlled property and to the activities of college staff in the execution of college business.

DESCRIPTION
Non­stormwater discharges and/or dumping into the Edmonds College stormwater system is prohibited including illicit connections, non­stormwater discharges, hazardous materials, and improper disposal of pet waste and litter. The following types of discharges are also prohibited unless the stated conditions are met:

• Discharges from potable water sources, including water line flushing, hyper­chlorinated water line flushing, fire hydrant system flushing, and pipeline hydrostatic test water. Planned discharges shall be de­chlorinated to a concentration of 0.1 ppm or less, pH­ adjusted if necessary, and volumetrically and velocity controlled to prevent re­suspension of sediments in the storm system.
• Any non­stormwater discharges except those exempted by the state municipal stormwater permit.

Compliance mandates:

Department of Ecology Phase II Municipal Storm Water Permit, Secondary Permittee

Chapter 173–201A WAC Water quality Standards for Surface Waters of the State of Washington;

Chapter 173–200 WAC Water Quality Standards for Ground Waters of the State of Washington; 

Chapter 173–360 WAC Underground Storage Tank Regulations;

Chapter 173–340 WAC Model Toxics Control Act–Cleanup;

Chapter 173–400 WAC General Regulations for Air Pollution Sources;

Chapter 173–220 WAC National Pollutant Discharge Elimination System (NPDES) Permit Program;

Puget Sound Clean Air Agency Regulation I

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 18  Amended to change content owner and contributor

2019-Mar 12  Reviewed by Vice President for Finance and Operations

2016-Apr 27  Approved by President’s Cabinet

FAO 1.01pr - Pollution Control : Procedures

This procedure applies to all activities on Edmonds College owned and controlled property and to the activities of college staff in the execution of college business.

DESCRIPTION
Non­stormwater discharges and/or dumping into the Edmonds College stormwater system is prohibited, including illicit connections, non­stormwater discharges, hazardous materials, and improper disposal of pet waste and litter. The following types of discharges are also prohibited unless the stated conditions are met:

• Discharges from potable water sources, including water line flushing, hyper­chlorinated water line flushing, fire hydrant system flushing, and pipeline hydrostatic test water. Planned discharges shall be de­chlorinated to a concentration of 0.1 ppm or less, pH­ adjusted if necessary, and volumetrically and velocity controlled to prevent re­suspension of sediments in the storm system.
• Any non­stormwater discharges except those exempted by the state municipal stormwater permit.

College Administrators, Managers, and Supervisors

It is Edmonds College policy that college administrators and supervisors are responsible for the health and safety performance in each work unit and department. This responsibility can neither be transferred nor delegated. Supervisors and administrators that oversee staff involved with hazmat and this policy must record that mandatory training has been provided and is current.

Facilities Department and Capital Projects

The Facilities Department together with the Department of Enterprise Services and architects manage hazard assessments for building sites in the design and construction process in compliance with city, state, and federal regulations. This includes securing environmental permits for air quality, stormwater, and wastewater.

The Facilities Department will update and maintain the pollution control plan, and provide guidance to the campus community, facilitate periodic inspections, review and update changes to policies, and provide personnel training and reporting to meet regulatory reporting requirements.

College Employees

Campus employees are expected to identify any areas of potential pollution in their work areas. Each area that has identified potential pollution sources must:

• Review pollution prevention plan information and implement necessary control measures.
• Report releases to Security and Facilities departments as soon as discovered.
• Work with Facilities to maintain the stormwater management program as required.

Compliance mandates:

Department of Ecology Phase II Municipal Storm Water Permit, Secondary Permittee

Chapter 173–201A WAC Water quality Standards for Surface Waters of the State of Washington; 

Chapter 173–200 WAC Water Quality Standards for Ground Waters of the State of Washington;

Chapter 173–360 WAC Underground Storage Tank Regulations;

Chapter 173–340 WAC Model Toxics Control Act–Cleanup;

Chapter 173–400 WAC General Regulations for Air Pollution Sources;

Chapter 173–220 WAC National Pollutant Discharge Elimination System (NPDES) Permit Program;

Puget Sound Clean Air Agency Regulation I

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 18  Amended to update content owner and contributor

2019-Mar 12  Reviewed by Vice President for Finance and Operations

2016-Apr 27  Approved by President’s Cabinet

FAO 8.0 - Use of College Facilities for First Amendment Activities :

2017-Nov 14  Approved by Board of Trustees

FAO 9.0 - Hazardous Materials Management Policy :

The Hazard Communication Program provides detailed procedures to ensure that employees and anyone on the college’s property who could potentially be exposed to hazardous materials is informed of the hazardous property of chemicals, safe handling procedures, and appropriate protective measures.

RELATED POLICIES AND PROCEDURES
FAO 9.01pr - Hazard Communication Program

FAO 9.02pr - Hazardous Waste Management Procedures

SOURCE INFORMATION
WAC 173-303 Dangerous Waste Regulations

WAC 296-901 Globally Harmonized System for Hazard Communication

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Facilities and Capital Projects

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 18  Amended to update content owner

2019-Jan 28  Approved by President’s Cabinet

FAO 9.01pr - Hazard Communication Program :

Exposure to chemical hazards can cause physical harm, such as burns or injury from an explosion or health-related harm such as exposure to a carcinogen.

Each department at Edmonds College maintains an inventory list of hazardous chemicals in their work area and provides Safety Data Sheets (SDS) to the Facilities Department for inclusion in the online database. The inventory list is available from the department supervisor or the Facilities Office and identifies all hazardous chemicals with a potential for employee exposure in the workplace. The inventory list is to be set up for easy cross reference, where the product name on the inventory list, the product label, and the SDS match. Detailed information about the potential physical, health, or other harm that may be caused by exposure to each chemical is included in the SDS for that product.

Labeling and Hazardous Chemical Identification

The labeling system to be used by Edmonds College will follow the requirements in WAC 296-901 to be consistent with the United Nations Globally Harmonized System of Classification and Labeling of Chemicals (GHS). The label on the chemical must convey information about the hazards posed by the chemical through standardized label elements, including symbols, signal words, and hazard statements.

All hazardous chemical containers used at this workplace will have:

1. The original manufacturer’s label, which must be in compliance with WAC 296-901-14026 and the GHS system, will include:

   a. Product identifier
   b. Signal word
   c. Hazard statement(s)
   d. Pictogram(s)
   e. Precautionary statement(s)
   f.  Name, address, and telephone number of the chemical manufacturer, importer, or another responsible party.
    
2. Workplace labeling and secondary containers must meet all requirements of the original labeling or include product identifier and words, pictures, symbols, or a combination thereof, which provide at least general information regarding the hazards of the chemicals, and which, in conjunction with the other information immediately available to employees under the hazard communication program, will provide employees with the specific information regarding the physical and health hazards of the hazardous chemical.

Employees and supervisor(s) in each work area will ensure that all containers are appropriately labeled and that no container will be released for use until this information is verified. Workplace labels must be legible and in English.

Small quantities intended for immediate use may be placed in a container without a compliant label, provided that the individual keeps it in their possession at all times and the product is used up during the work shift or properly disposed of at the end of the workday. However, the container should be marked with its contents.

Safety Data Sheet Requirements (previously known as Material Safety Data Sheets)

All employers must maintain in the workplace copies of the required SDS for each hazardous chemical and must ensure that they are readily accessible during each work shift to employees when they are in their work area(s). Electronic access and other alternatives to maintaining paper copies of the SDS are permitted as long as this doesn’t create any barriers to immediate employee access in each workplace. SDS must be available even when power is out in the facility.

The manufacturer or importer of a chemical is required to obtain or develop SDS with specific, detailed information about the chemical’s hazard using the GHS format and the distributor or supplier of the chemical is required to provide this SDS to the purchaser upon request.

College departments and work area supervisors are responsible for ensuring that current SDS for all chemicals in their work area are obtained prior to use and that SDS are readily available to all employees during their work shifts. The product distributor or supplier is required to provide SDS to the purchaser upon request. Supervisors must also provide copies of all SDS to the Facilities Office on receipt, with location and department information for each chemical for inclusion in the online Edmonds College SDS database. Electronic access to SDS database is available here: http://www.edmonds.edu/safety/ehs/

The SDS for each work area are maintained, updated, and managed by each area supervisor, with the electronic database managed by the Facilities Office. If an SDS is not immediately available for a hazardous chemical, employees are not to use that chemical until an SDS and appropriate training is completed.

Employee Information and Training

Employers must provide employees with effective information and training on hazardous chemicals in their work area at the time of their initial assignment, and whenever a new chemical hazard that employees have not previously been trained on is introduced into their work area. Information and training may be designed to cover categories of hazards (e.g., flammability, carcinogenicity) or specific chemicals. Chemical-specific information must always be available through labels and SDS.

Each department and work area supervisor(s) is responsible to ensure all employees receive WAC 296-901 compliant hazard communications training, ensure all employees understand the program and its requirements, and maintain records of training subject matter, dates, and attendance.  

Employee training must ensure understanding of any operations in their work area where hazardous chemicals are present; and the location and availability of the written Hazard Communication Program, including the required list(s) of hazardous chemicals, and SDS required.

Employee training must, at a minimum, include the following:

1. Methods and observations that may be used to detect the presence or release of a hazardous chemical in the work area, such as:

   • Monitoring conducted by the employer, continuous monitoring devices, visual appearance or odor of hazardous chemicals when being released, etc.

   • The physical, health, simple asphyxiation, combustible dust, and pyrophoric gas hazards, as well as hazards not otherwise classified, of the chemicals in the work area;

2. The measures employees can take to protect themselves from these hazards, including specific procedures the employer has implemented to protect employees from exposure to hazardous chemicals, such as appropriate work practices, emergency procedures, and personal protective equipment (PPE) to be used.

3. The details of the Hazard Communication Program including an explanation of the following:

   • Labels received on shipped containers

   • The workplace labeling system used by their employer

   • The Safety Data Sheet (SDS), including the order of information and how employees can obtain and use the appropriate hazard information.

   • An explanation of any special labeling present in the workplace, to include:

     • What are pictograms?

     • What are the signal words?

     • What are the hazard statements?

     • What are the precautionary statements?

   • Emergency procedures to follow if an employee is exposed to these chemicals.

The Facilities Office has an online resource available for a basic training of the requirements of the Hazard Communication Standard. This does not negate each area supervisor’s responsibility for ensuring complete employee understanding of the hazards and requirements before beginning work in an area that may have exposure risks. Contact the Facilities Office for details.

Below is information to help with training and information sharing. It does not satisfy requirements for worksite-specific training:

• Review of  WAC 296-901 requirements and the Edmonds College Hazard Communication Program related to chemicals purchased or used in the Horticulture Program.
• Hazardous Communication Standard - Employee Right to Know video: Right to Know
• Specifics about GHS, SDS, and labels video: GHS
• College SDS online database and other information: SDS online database. Environment Health and Safety
• List of emergency contacts: Emergency Contact list

Prior to introducing a new chemical hazard into any department, each employee in that department will be given information and training as outlined above for the new chemical hazard.

Special Tasks

Before employees perform special (non-routine) tasks that may expose them to hazardous chemicals, their supervisors should inform them about the chemicals’ hazards. Their supervisors should also inform them on how to control exposure and what to do in an emergency. The supervisor will evaluate the hazards of these tasks and provide appropriate controls including PPE and all additional training as required.

Informing Contractors and Other Employers about Chemical Hazards at the College Site(s):

If employees of another employer(s) could be exposed to hazardous chemicals at a college worksite, for example, employees of a construction contractor working on-site, it is the responsibility of the Edmonds College project manager, or purchaser of the service, to provide contractors and their employees with the following information:

• The identity of the chemicals.
• How to review the SDS and an explanation of the container labeling system.
• Safe work practices to prevent exposure.

Purchasers and project managers will also obtain SDS for any hazardous chemical a contractor brings onto the worksite, keeping the original SDS in the area where exposure is possible and will provide a copy to the Facilities Office with specific information about the location(s) where product is in use or could be found, department/area coordinating the work, and the duration that the product will be in use.

Purchasers and project managers will also ensure that all leftover product is promptly removed from the campus when work is complete and that proper disposal is a requirement in the purchasing contract.

Records

Each department that brings hazardous materials or chemicals on campus must maintain records in compliance with all regulations.

1. Hazardous chemical inventories and SDS must be maintained for 30 years from last use.

2. Written requests for SDS and labels from distributors shall be retained until the requested information is complete.

FAO 1.01pr Pollution Control Procedure

FAO 9.0 Hazardous Materials Management Policy

FAO 9.02pr Hazardous Waste Management Procedure

 

SOURCE INFORMATION
(was) 6.5.100 R102 Hazard Communication Program Regulation

WAC 296-901 Globally Harmonized System for Hazard Communication

29 CFR 1910.1200 Hazard Communication

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Facilities and Capital Projects

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 18  Amended to update content owner and domain name change

2019-Jan 28  Approved by President’s Cabinet

2018-Mar 02  Revised

1996-Oct 21  Adopted

FAO 9.02pr - Hazardous Waste Management Procedures :

This procedure applies to all staff, students, volunteers, vendors, and visitors and is in place to ensure that all hazardous waste generated is properly identified, designated, and managed.

Waste Minimization: Reduce or eliminate waste by planning procedures that use less toxic chemicals, by using micro-techniques, or by recycling unwanted chemicals to other areas of campus, as needed and appropriate. Proper labeling and documentation must accompany all transfers.

Storage: Hazardous waste may only be stored in designated waste accumulation areas on campus. Designated areas include the Hazardous Waste Accumulation Area in the Cedar Building and the Satellite Accumulation Areas. Strict storage quantities, procedures, labeling, record keeping, and storage time limits apply to both of these areas. They are regulated by the State of Washington’s Department of Ecology (DOE) and WAC 173-303.

Labeling: Specific hazardous waste labeling is required for waste containers, storage areas, and transport vehicles. (see Detailed Procedures, item 3)

Hazardous Waste Coordinator (HWC): The college appoints and trains a Hazardous Waste Coordinator to properly manage the handling, storage, and disposal of hazardous waste. The HWC appointed for Edmonds College is the Environmental Health and Safety (EHS) Program Coordinator in the EHS/Recycling Department.

Record keeping: Strict record-keeping requirements for manifests, inspections, and storage quantities and limits are required. (see Detailed Procedures, item 10)

Inspections: Periodic inspections of waste storage areas are required.

Disposal: Disposal methods are strictly regulated. Employees will not dispose of chemical waste by pouring down sink drains, pouring onto the ground, placing in the common trash or recycling containers, evaporation, or dilution. Hazardous waste generated at Edmonds College must be disposed of through the state’s licensed hazardous waste contractor.

Shipment: As hazardous wastes are highly regulated, hazardous waste pick-ups and transport are to be arranged only through the campus HWC. The HWC must be present to oversee waste pick-ups, to sign the contractor shipping manifests, and ensure proper handling, packing, and labeling of the waste. (see Detailed Procedures, item 8)

Training: Training is required for hazardous waste generators and those involved with handling, storing, and shipping of hazardous wastes. See WAC 173-303-330. 

Training must teach personnel to:

• perform duties in compliance with WAC 173-303;

• perform dangerous waste management procedures relevant to the positions in which they are employed;

• respond effectively to emergencies.

Ensuring employee training and maintaining records of training that meets this requirement is the responsibility of the supervisor.  

DESCRIPTION
PROCEDURE DETAILS

RESPONSIBILITIES

Administrators, work area managers, and supervisors whose administrative units use, generate, store, or otherwise impact hazardous materials and waste are responsible for:

1. Monitoring the work area(s) for which they are responsible to assure these procedures are in place and maintained.

2. Assuring that all areas that purchase, handle, or generate hazardous materials and waste have qualified hazardous waste handler support.

3. Providing employee training programs that ensure compliance with WAC 173-303.

4. Developing a written training plan (example) for all hazardous waste handlers that include the following documents and records:

• ​​Documented job title, job description, and name of employee filling each job. Job description must include requisite skills, education, other qualifications, and duties for each position.
• Written description of the type and amount of both introductory and continuing training required for each position.
• Records documenting that facility personnel have received and completed the required training. Training records must be maintained at the facility for current personnel until closure of facility, and former employee training records must be kept at least three years from date last worked at the facility.

The Facilities Department is responsible for reviewing this procedure annually and establishing and implementing updates as regulations and safety standards change.

The HWC is responsible for assisting departments by collecting, designating, recycling, and disposing of chemical waste. The HWC provides departments with information on waste minimization and instructions for preparing chemical wastes for recycling or disposal. Tasks include:

1. Maintain training and certification required to meet regulatory requirements and implement program.

2. Review and recommend updates to this regulation annually and implement procedures to ensure regulatory compliance.

3. Designate waste, following all applicable regulatory requirements and the guidelines of this regulation, and ensure appropriate hazardous waste labels are attached to all waste materials.

4. Coordinate all off-site waste transportation and disposal arrangements:                                           
   • Inspect condition of transport vehicles prior to loading waste for offsite shipment.
   • Complete, sign, and maintain copies of hazardous waste manifests.
   • Complete, sign, and maintain copies of Land Disposal Restriction Certifications for each manifested shipment.​
   • Assure the return of the signed original manifest within 45 days.
   • Complete, sign, and maintain copies of all records for five years on all biohazardous waste, regulated waste, and non-hazardous waste for the college.

5. Order and maintain an adequate supply of waste containers, waste labels, personal protective equipment (PPE), and other related supplies for managing hazardous waste.

6. Collect and transport waste from the Satellite Accumulation Area(s) to the Hazardous Waste Accumulation Area. 

7. Verify that weekly inspections of all waste accumulation areas are performed and documented.

8. Ensure all waste containers in the waste accumulation areas are dated with accumulation start date.

9. Prepare and submit annual Hazardous Waste Reports to the Washington State DOE.

10. Log waste, including materials that have been transported to the Hazardous Waste Accumulation Area from Satellite Accumulation Areas, into the Waste Accumulation Log and maintain current records in accordance with regulations.

11. Keep manager apprised of program status and arrange for the disposal or recycling of waste in accordance with regulations.

12. Ensure that the waste accumulation area(s) are in compliance with all applicable regulations.

13. Maintain current spill response plan for waste accumulation area(s).

Hazardous Waste Handlers includes anyone on campus who purchases or generates a material classified as hazardous waste and is responsible for compliance with all relevant regulations, policies, and procedures related to the safe handling, storage, and containment of hazardous materials in their work areas. They must:

1. Maintain training and certification required to meet regulatory requirements, and implement procedures indicated in this program.

2. Ensure safety; persons with access to hazardous waste materials must have adequate supervision and guidance at all times.

3. Coordinate with the HWC on implementation of the required storage and disposal procedures.

4. Maintain waste accumulation areas in compliance with all regulations.

5. Ensure that waste generated in the work area is properly stored and labeled.

6. Ensure that a completed label (see Detailed Procedures, item 3) is attached to each container containing any amount of hazardous waste. Labels and assistance can be acquired from the HWC.

7. Ensure Safety Data Sheets (SDS) accompany all waste streams generated per container. Indicate discontinued materials and locations where no longer in use to the HWC at time of pick up.

8. Arrange for the disposal or recycling of waste when containers or waste accumulation area(s) are nearing capacity by generating a Facilities Department Work Order Request for pick up. Coordinating details with the HWC is required.

9. Ensure that an adequate supply of waste containers, labels, and other related supplies needed for handling and managing waste generated in the work area are available.

Employees and students must follow all applicable procedures as specified within this procedure when handling and disposing of hazardous waste.

REQUIRED PRACTICES

1. All chemical waste and process waters shall be considered suspect hazardous waste until designated otherwise by the HWC.

2. Materials listed on the Waste Stream List are managed as hazardous waste. Intentional disposal of these materials by any of the following methods is not allowed:
   • pouring down sink drains;
   • pouring onto the ground;
   • placing in the common trash or recycling containers;
   • evaporation;
   • dilution.                                               
3. Specific waste that does meet college treatment criteria will be managed as hazardous waste. Those that do must be neutralized, and meet all the requirements of regulatory agencies, with a complete disposal log maintained. Log must include hazardous waste handler name, date, amount, and method of disposal used.

4. No smoking, eating, drinking, or storage of food, medication, or tobacco products is permitted in chemical or waste handling areas.

5. Materials labeled as hazardous waste shall be handled only by trained hazardous waste handlers.

6. Only trained, HM-126F certified employees shall be involved in activities directly associated with the shipment of hazardous waste. Training to be renewed annually.

7. All areas where waste is accumulated must be provided with secondary containment that prevents the accidental release of hazardous materials. Secondary containment must remain clean and dry at all times.

8. All containers that hold flammable raw material or waste must be stored in an approved flammable materials storage cabinet that is electrically grounded and has self-closing doors, or within an approved flammable materials storage room, when not in use.

9. In waste accumulation areas, a minimum aisle space of 30 inches is required between rows of waste. A row of containers must be no more than two containers wide, except along a wall, where a row must not be more than one container wide.

10. Incompatible waste materials must remain separated at all times and may not be stored in such a way that accidental commingling could occur.

11. Good housekeeping shall be maintained in all waste accumulation areas.

12. Weekly inspections are required for all areas where containers are stored to ensure no leaking or deterioration of the containers or the containment system has occurred. An inspection log is required including at least the date, time of inspection, printed name, and handwritten signature of inspector, notation of observations, date and nature of repairs, or remedial action taken. Log must be maintained at the facility for at least five years.

13. At no time shall a container larger than five gallons or total accumulation greater than 55 gallons of waste be allowed to accumulate in any Satellite Accumulation Area.

14. All sharps must be contained in an approved, puncture-proof container prior to proper disposal by an approved biowaste disposal company and all manifests must be kept on file a minimum of five years.

DETAILED PROCEDURES

1.    General Waste Handling

• Appropriate PPE shall be worn during all handling and transporting of waste as determined by the hazards of the material. At a minimum, approved safety glasses and appropriate gloves shall be worn.
• Materials must be placed in secondary containment during transport.
• Transfer of waste from open containers shall be performed under a fume hood or within a well-ventilated work area. If, during transfer, a strong chemical reaction occurs (fumes, vapors), immediately stop, evacuate, and cordon off area; contact an appropriate hazardous waste handler and notify the Edmonds College Security Officer on duty.
• Hazardous waste shall not be mixed without prior approval by a trained hazardous materials handler and the HWC. If unauthorized mixing of waste is suspected or known to have occurred, immediately contact the HWC for evaluation.

2.    General Requirements for Waste Containers

• All containers which previously held acidic or basic liquid materials must be triple-rinsed before disposal.
• All clean, empty containers must have the labels and all other markings removed or defaced prior to disposal.
• All containers which held hazardous chemicals and still contain even trace amounts of chemical must be handled as hazardous waste.
• All containers with a capacity of one quarter inch or greater which contained material that heavily coats the container walls will be handled as hazardous waste.
• All waste containers shall be in good general condition; free of cracks, holes, dents, leaks, bulging, corrosion, or other defects or deterioration. The exterior surfaces of containers shall be free of chemical contamination.
• Leaking containers shall be placed into a closed secondary container or the contents repackaged.
• Waste containers, empty or otherwise, shall never be stored outdoors.
• Containers shall be compatible with the waste material to be placed into them.
• All waste containers shall be tightly closed except when material is being added or removed. All closures must be adequate to prevent leakage or other release.
• Waste containers shall not be filled to capacity. A minimum 10% head space is required and five inches of headspace for a 35 gallon drum.
• A Waste Accumulation Log shall be maintained for each container of waste in the Hazardous Waste Accumulation Area. 

3.    Labeling of Hazardous Waste Containers

• Each waste container must have a hazardous waste label  attached and be properly and legibly identified with, at minimum, the words “Hazardous Waste” prominently displayed on the container, a description of the material, and the primary hazard of the material. For all waste containers held in the Hazardous Waste Accumulation Area, the accumulation start date is also required.
• All other markings must be removed or defaced prior to affixing a hazardous waste label on a container.

4.    Waste Sampling and Protocol for Analysis

• Sampling methods used to designate suspect hazardous waste shall be those that comply with the regulations of the Washington State DOE.
• Composite samples shall be used whenever possible.
• Initial sampling of waste for designation shall be performed within five working days of notification of generation.
• Analytical laboratories will conduct all required testing, according to the requirements of WAC 173-303-110. Environmental Protection Agency (EPA) certified laboratories are recommended.

5.    Waste Designation

• Methods used to designate waste materials shall be acceptable to the DOE and shall follow the procedures of WAC 173-303-070 through 104.
• All hazardous waste shall be designated before disposal.
• Re-evaluation of waste stream designation shall be repeated upon vendor request, when a change in the process generating the waste occurs, or at minimum annually.
• Some materials in original containers may be designated using the SDS for the material. Consult the HWC to verify.
• The results of waste designation shall be recorded in the Profile file for the waste.

6.    Containers Whose Contents are Unknown

• If the contents of a container are unknown, do not handle, move, or otherwise disturb the container.
• Do not add any additional material to the container.
• Contact the HWC to schedule sample analysis by approved method, and disposal.

7.    Waste Accumulation Area Inspection

• Weekly inspections are required of all areas where containers are stored to ensure no leaking or deterioration of the containers or the containment system has occurred. A Weekly Waste Area Inspection form, including the date, time of inspection, printed name, and handwritten signature of person performing the inspection, notation of observations, date and nature of repairs or remedial action taken is required. Log must be maintained at the facility for at least five years.
• The inspection log shall be maintained within the waste accumulation area for reference by area personnel.
• Deficiencies which present a hazard are communicated to the hazardous waste handler(s) responsible for the accumulation area.
• All documented deficiencies must be corrected within an appropriate time frame. Completion of corrective actions must be verified on the inspection form with date and initials.

8.    Hazardous Waste Shipments

• The accumulation time shall not exceed 180 days for total waste quantities under 2200 pounds in the Hazardous Waste Accumulation Area.
• Prior to shipment vented bungs or fill gauges on drums must be replaced with a non-vented bung, and containers must be sealed and leak-proof.
• Waste shipments shall be prepared and performed in accordance with Department of Transportation and applicable destination state regulations.
  • All hazardous waste shipments shall be documented with a hazardous waste manifest.
  • A Land Disposal Restriction Certification shall be completed for each manifested waste shipment.

9.    Hazardous Material Spills

In the event of a hazardous material spill:

• Safety is the first consideration. Never do anything that places yourself or others at risk.
• If qualified, contain the spill if possible.
• If safe to do so, identify the spilled material(s), retrieve corresponding SDS, and provide to response team.
• Contact the area supervisor and appropriate hazardous waste handler, who in turn shall notify Security. If the area supervisor is not available, contact Security directly.

10.    Records

• Documentation including manifests, non-hazardous, regulated, e-waste, bill of lading, and land disposal restriction certificates shall be kept by the Facilities Office. These records shall be retained indefinitely.
• Operating records shall be kept by the Facilities Office. These records shall be retained indefinitely.
• Inspection records shall be kept by the Facilities Office. These records shall be retained indefinitely.
• Profiles shall be kept by the Facilities Office. These records shall be retained indefinitely.

DOE

Drumcode

Empty Container

EPA

Exempt Waste

Hazardous Waste Accumulation Area

Hazardous Waste Handlers

HM-126F Certified Employee

Profile

Satellite Accumulation Area

Secondary Containment

Sharps

Triple-Rinse

RELATED POLICIES AND PROCEDURES
FAO 1.0 Pollution Control Policy

FAO 1.01pr Pollution Control Procedures

FAO 9.0 Hazardous Materials Management Policy

FAO 9.01pr Hazard Communication Program

SOURCE INFORMATION
(was) 6.5.100 R103 Hazardous Waste Management Procedures

Washington State “Dangerous Waste Regulations” WAC 173-303

Department of Transportation Hazardous Materials Regulation CFR 49, Subchapter C, Parts 171-177

Training Requirements for Transportation of Hazardous Materials CFR 49 172.704

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Facilities and Capital Projects

REVIEW PERIOD
Yearly.

REVIEW HISTORY
2021-Oct 18  Amended to update content owner

2019-Jan 28  Approved by President’s Leadership Team

2018-Mar 02  Revised

1996-Oct 21  Adopted

FIN 1.0 - Cash and Investment Management :

(was) C 6.2.102 Cash and Investment Management

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Finance, Grants, and Institutional Effectiveness

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Finance

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and leadership role

2015-Mar 23  Approved by President’s Cabinet

2015-Mar 15  Reviewed by Vice President for Finance and Operations

2014-Oct 09

2008-Sep 08  Approved 

1986-May 

FIN 2.0 - Cash Disbursement :

The Department of Enterprise Services (DES) provides purchasing training courses which comply with the Procurement Reform Law, RCW 39.26.110, that requires all state employees who are responsible for developing, executing, or managing procurements or contracts to be trained and knowledgeable of procurement laws.

All disbursements need to be approved by DES trained budget authorities and pre-audited by Business Office personnel before funds are released. All staff will follow the Direct Buy and Bid procedures required for federal, state, and local funds.

The procurement requirements safeguard our public resources, ensure valid and allowable costs, assist in fraud prevention, and provide a framework of reliability to our financial statement reporting.

SOURCE INFORMATION
RCW 43.19 Department of Enterprise Services

RCW 39.26.110 Training

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Finance, Grants, and Institutional Effectiveness

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Finance

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner

2016-May 11  Approved by President’s Cabinet

2015-May 06  Created

FIN 3.0 - Cash Receipting :

All departments that handle cash must integrate into their daily use the internal control procedures developed by the college’s internal auditor. Internal controls are used to safeguard public resources, protect employees, assist in fraud prevention, and to provide a framework of reliability to our financial reporting.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Finance, Grants, and Institutional Effectiveness

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Finance

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner

2016-May 11  Approved by President’s Cabinet 

2015-May 06  Created

HR 1.0 - Policy on Equal Opportunity and Access for Persons with Disabilities :

RCW 28B.10.910 Students with disabilities - Core services.

Americans with Disabilities Act of 1990

Rehabilitation Act of 1973, section 504

 

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor

2016-Apr 06  Revisions approved by President’s Cabinet

1993-Feb  Adopted Resolution 93-2-4

HR 1.01pr - Reasonable Accommodations for Students with Disabilities :

Edmonds College will make those modifications to its academic requirements that (1) are necessary to ensure that those requirements do not discriminate, or have the effect of discriminating, against a qualified student with a disability based on that disability and (2) do not impose an undue hardship on the college or require alteration of essential program requirements.

Appropriate academic adjustments/reasonable accommodations will be provided to qualified students with disabilities for recruitment, the application process, enrollment, registration, financial aid, course work, academic counseling, housing programs owned and operated by the college, and nonacademic programs and services.

Section 202 of the Americans with Disabilities Act of 1990 states: ”No qualified individual with a disability shall, by reason of such disability, be excluded from the participation in or be denied the benefits of the services, programs or activities of any public entity, or be subjected to discrimination by any such entity.”

Section 504 of the Rehabilitation Act of 1973 states in part: ”No otherwise qualified, individual with a disability in the United States shall, solely, by reason of his or/her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.”

Obligations and Rights of the College

To meet its obligation under the law, the college shall:

• Notify students of the college’s policy of nondiscrimination on the basis of disability and of steps the student may take if he/she believes discrimination has taken place. This notice shall be included in all formal correspondence that communicates decisions or policies adversely affecting the student’s status or rights with the institution of higher education. This notice shall include the phone numbers of the United States Department of Education, U.S. Office of Civil Rights, and the Washington State Human Rights Commission.
• Make available to all students information on the services available to students with disabilities, including the name and location of Services for Students with Disabilities, and the process for accessing those services.
• Work with the students, faculty, and staff on a case-by-case basis, to select and provide those accommodations/core services appropriate for each qualified student with a disability.
• Develop procedures to protect the confidentiality of information regarding the nature and extent of the documented disability.
• Maintain the academic integrity of its programs.
• Not make pre-admission inquiry as to whether the applicant has a disability, except as provided by law.
• Work collaboratively with eligible students to determine what accommodations are reasonable and appropriate.

To identify the accommodations that are reasonable based on the nature and extent of a student’s disability, the college may require specific documentation from the student’s medical provider. This documentation shall be kept in Services for Students with Disabilities.

Obligations and Rights of Students

A student who seeks accommodations is responsible for providing notice of the nature and extent of the disability. What is appropriate for a student is a case-by-case determination. The college will work collaboratively with the student in determining the appropriate accommodations. To ensure that needed accommodations are provided in a timely manner, the student shall:

• Provide timely notice of the nature and extent of the disability and the accommodations requested to the Director of Services for Students with Disabilities or designee. Some accommodations should be received by the college six (6) weeks prior to the beginning of the quarter for which the request is made, when possible. Lack of advance notice may delay the availability of an accommodation.
• Provide such additional documentation on the nature and extent of their disability as the college may require to determine appropriate accommodations. Such documentation may include, but is not limited to, identification of tests administered, test results, description of the covered disability, and recommended accommodations. For some disability issues, students may be required to be retested if the documentation is more than three (3) years old.
• Cooperate with Services for Students with Disabilities representative and/or appropriate faculty and administrators to develop an appropriate curriculum plan and reasonable accommodations.
• Promptly notify Services for Students with Disabilities of any problems encountered in receiving the agreed-upon accommodations.

Services for Students with Disabilities

• Services for Students with Disabilities is responsible for the coordination of services to qualified students with disabilities requiring reasonable accommodations.
• Services for Students with Disabilities is committed to a reasonable approach in the identification of students with disabilities, including contacting all students who voluntarily self-identify during the college admission or orientation process.
• Information regarding a disability will be kept confidential unless the student signs a Release of Information form. Information is available to appropriate college administrators, faculty and security personnel on a need-to-know basis.
• The Director of Services for Students with Disabilities or designee will assist and advise each qualified student with a disability who requests accommodations under this policy in identifying those reasonable accommodations appropriate for the student, and ensuring that the agreed-upon accommodations are provided.

Reasonable Accommodations - Examples by Categories

The process of selecting reasonable accommodations for each qualified student with a disability shall be made on a case-by-case basis, appropriate to the nature and extent of the student’s disability.

Academic Modifications
Academic modifications may include, but are not limited to:

• Flexibility in timelines for completion of courses, certification, and degree requirements.
• Substitution of specific courses required for the completion of the program.
• Adaptation of the manner in which specific courses are conducted.
• Flexibility in teaching methods and test-taking arrangements.
• Flexibility in credits required to satisfy institutional eligibility for full-time status.

Auxiliary Aids and Services

• Flexible procedures in the admissions process (early registration or priority registration).
• Qualified sign language, oral and tactile interpreters, or other technological alternatives.
• Access to adaptive equipment including, but not limited to: video phones, FM communicators, closed caption devices, closed-circuit televisions, low-vision reading aids, text to speech software, braille devices, and computer enhancements.
• Textbooks and other educational materials in alternative media including, but not limited to: large print, braille, electronic format, and audio format.
• Provision of readers, notetakers, and/or proofreaders.
• Release of syllabi, study guides, and other appropriate instructor-produced materials in advance of general distribution and access beyond the regular classroom session to slides, films, overheads, and other media, and recording of lectures.

Access

• Ongoing review and coordination of efforts to ensure campus accessibility, including barrier-free design, signage, identification of hazards of mobility barriers, maintenance of access during construction, snow and ice clearance, and designated disability parking spaces for all facilities.
• Facilitating physical access to programs and services including relocating classes, activities, and services to accessible facilities.
• Referral to appropriate on-campus and off-campus resources, services, and agencies.
• Accessibility to e-content, tutoring, mentoring, peer counseling, and academic advising, if available on campus, for students with disabilities.

Course Substitutions and Waivers

In recognition that certain disabilities may preclude a student from successfully completing a specific course requirement for a degree even with appropriate accommodations, the college recognizes its obligation to accommodate students with disabilities without compromising the integrity of the academic program.

The college is not required to waive essential requirements of a student’s program of instruction. Therefore, every student enrolled in a degree program at the college is required to meet the essential requirements of a degree program.

Because altered methods of course delivery and/or providing core services will enable most students with disabilities to successfully complete course requirements (except in unusual circumstances), the student with a disability shall attempt to successfully complete the required course with accommodations.

If the student is unsuccessful in completing the course, the student may request course substitution per the college’s established Course Substitution procedure. Waivers of degree program requirements will rarely be given, and then only after the student has attempted, with appropriate reasonable accommodations, to meet those requirements.

Requests for waiver of a program requirement will only be considered when the course substitution is not successful. To request a waiver, the student must complete the Request for Waiver of Academic Requirement form per the college’s established procedure.

Reasonable Accommodations - Disputes

If a student believes that Services for Students with Disabilities, or other college staff involved in services to students with disabilities, has not identified or provided reasonable academic adjustments or auxiliary aids, the student may seek review of the Director’s actions by contacting the Office of the Vice President for Student Services.

The student will submit the appeal to the Office of the Vice President for Student Services. The Vice President, or designee, will review the student’s appeal and respond within five (5) business days.

If the student believes that she or he has been discriminated against or that the accommodation does not meet appropriate legal standards, the student may file a formal complaint with the college’s ADA Coordinator, or designee. At that time, the ADA Coordinator, or designee, will provide the student a copy of the formal complaint procedures which shall include the phone numbers of the U.S. Office of Civil Rights and the Washington State Human Rights Commission.
 

Student Employees of Edmonds College

Accommodations for students who are also employees of Edmonds College will be governed by the college’s Equal Opportunity and Access for Persons with Disabilities, and Nondiscrimination and Accommodation Regulations for Disabled Employees and Job Applicants employee policy and procedures with regard to employment accommodations. 

 

GLOSSARY TERMS
Reasonable Accommodations

Qualified Student With a Disability

Student With a Disability

Undue Hardship

Program Accessibility

Core Services

Course Substitution 

RELATED POLICIES AND PROCEDURES
HR 1.0 Policy on Equal Opportunity and Access for Persons with Disabilities

 

SOURCE INFORMATION
(was) C 6.3.105 R102 Accommodations for Students with Disabilities

RCW 28B.10.910 Students with disabilities - Core services.

Americans with Disabilities Act of 1990

Section 504 Rehabilitation Act of 1973

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Student Services

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner

2016-Apr 06  Revisions approved by President’s Cabinet

1995-Feb 13  Adopted

HR 2.0 - Alcohol and Drug-Free Policy :

Furthermore, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance on all land, buildings, facilities, vehicles, equipment, and other property owned, used, or controlled by Edmonds College, or college-sponsored activities on- or off-site, or while conducting college business, is prohibited. 

Violation of this policy by employees will result in disciplinary action being taken in accordance with the respective Faculty and Classified Staff Collective Bargaining Agreements, Board and college policies, and/or applicable state and federal laws and regulations. Violation of this policy may result in disciplinary measures ranging from an oral warning to termination or participation in evaluation treatment for a substance abuse disorder. Violation of this policy by students will result in disciplinary action being taken in accordance with the Student Code of Conduct and may result in the imposition of sanctions from a warning to suspension or dismissal.

Edmonds College recognizes alcohol and/or drug use and/or dependency to be a health, safety, and security issue. Employees needing assistance with problems related to drug or alcohol abuse are encouraged to use the college’s Employee Assistance Program and/or employee medical insurance plans as appropriate. Students needing assistance are encouraged to use the Counseling and Resource Center’s services.

Employees must, as a condition of working at Edmonds College, including working on any contract or grant, abide by the terms of this policy. Furthermore, an employee must notify his/her supervisor immediately after any conviction for a criminal alcohol or drug statute violation.

RELATED POLICIES AND PROCEDURES
HR 2.01pr Alcohol and Drug-Free Procedures

SOURCE INFORMATION
(was) C 6.3.113 Alcohol and Drug Policy

City of Lynnwood Municipal Code: LMC 10.60.010 – 10.60.120

RCW 66.04.010 – Definitions – (23) Public Place

RCW 66.24.481 – Public place or club - License or permit required - Penalty

RCW 66.44.100 – Opening or consuming liquor in public place - Penalty

RCW 66.44.200 – Sale to persons apparently under the influence of liquor - Purchases or consumption by persons apparently under the influence of liquor on licensed premises - Penalty - Notice - Separation of actions

RCW 66.44.270 – Furnishing liquor to minors – Possession, use - Exhibition of effects - Exceptions

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor

2016-Aug 30  Revised document approved by President’s Cabinet 

2002-Jun  Revised for editing purposes

1991-Sep 20  Adopted by Board Resolution 91-9-1

HR 2.01pr - Alcohol and Drug-Free Campus :

The college is committed to promoting opportunities for individual freedom of opinion and actions where individuals accept responsibility for the consequences of their actions. However, where state or local laws prohibit the use of alcohol consumption or drug use on state-owned property, individuals (i.e., employees, students, contractors, or guests to the college) are accountable for their acts and must comply with state, local, and college policies. 

The only exception to alcohol being consumed on Edmonds College land, buildings, facilities, or other property owned, used, or controlled by the college is where a Washington State Liquor and Cannabis Board Business License, Banquet Permit or Special Occasion License has been requested through the appropriate college procedures and approval has been obtained by both the college president or designee AND the Washington State Liquor and Cannabis Board to serve alcohol at the specified event.

II. Drug and Alcohol Dependency Treatment

Edmonds College recognizes alcohol and drug dependency as treatable illnesses. However, the college’s efforts to facilitate access to appropriate health and medical care for students and employees is limited to (1) the effects of drug and alcohol abuse on a student’s academic ability and behavior while involved in college activities, and (2) the effects of drug and alcohol abuse on an employee’s job performance and behavior while carrying out his/her respective role and responsibilities in his/her employment capacity. The college will provide referral services for employees, but does not offer any direct treatment for drug and alcohol-related problems.

Employees are encouraged to use the Employee Assistance Program provided by the college (i.e., Fully Effective Employees at 1.800.648.5834 or http://www.fee-eap.com/) and/or employee medical insurance plans as appropriate, and can obtain further information from the Human Resources Office. Conscientious efforts to seek such help will not jeopardize employment. Students needing assistance are encouraged to use the Counseling and Resource Center services at 425.640.1358 or http://www.edmonds.edu/counseling/default.html.

III. Substance Abuse Education

The college is committed to informing students and employees about consequences and health risks of alcohol and drug abuse and dependency. The college notifies, via email and through its website, employees annually and students quarterly of the available services and programs for alcohol and drug abuse, expected standards of conduct, and consequences of failure to meet the standards of conduct. In addition to notification, the college provides drug and alcohol awareness activities, education and referral services for students and employees, and reviews these programs biennially to determine effectiveness and needed changes. Education activities for students are administered by the Counseling and Resource Center. The Organizational Development and Employee Training (ODET) Office administers education activities for employees. Workshops may be offered in collaboration between ODET and the Counseling and Resource Center. In addition, the college will begin offering by spring 2017 an online format for training that employees and students can access on the college’s website.

IV. Relevant Laws and Ordinances

Edmonds College shall abide by the provisions of relevant federal, state, and local laws and ordinances. (See section IX for summary of relevant laws.)

While students and employees of lawful drinking age and those under lawful drinking age are present at an event sponsored by the college or under the college’s control where alcoholic beverages are served, only those persons of lawful drinking age and who are not evidently intoxicated may consume, serve, transfer, and/or possess beer, wine, or distilled spirits.

The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance as defined by Federal law, Washington state statutes, and local ordinances in or on Edmonds College-owned or controlled property, or while conducting Edmonds College business is prohibited. Federal law overrides state law; therefore, any use of marijuana on college-owned, used, or controlled property is prohibited.

As outlined in the Federal Drug-Free Work Place Act of 1988, any employee working under a federally sponsored grant or contract must report any conviction under a criminal drug statute for violations occurring in or on property owned or controlled by Edmonds College or while conducting Edmonds College business to his/her supervisor within five (5) days of the conviction. Edmonds College must report the conviction to the appropriate federal grant/contracting agency within ten (10) days after having received notice that the employee has a drug statute conviction for an incident or accident occurring in the workplace or while conducting work-related business.

In compliance with the ordinances of the City of Lynnwood, consumption of intoxicating liquor for any person under the age of twenty-one (21) is strictly prohibited.

For educational programs in foreign countries, applicable local law shall apply.

V. Advertisement

No activities by liquor manufacture or importers or their representatives that promote the sale or consumption of alcoholic beverages, either by brand name or in general, shall be allowed on college property. Individuals or groups seeking to communicate information about their organizations or about a specific event may not mention the presence of alcohol in conjunction with reference to the event or to the organization. Moreover, the advertisement may not implicitly or explicitly promote the consumption of alcohol

VI. Serving Alcohol on College Premises

On-campus serving by persons of legal drinking age, who are not obviously intoxicated, and are not consuming alcohol is permitted under the conditions specified in the following areas: (1) the Culinary Arts’ fine dining room in Brier Hall during pre-approved activities where an appropriate banquet permit has been obtained; (2) other areas designated by the president in conjunction with approval of the appropriate banquet permit as defined in college regulations.

Unless specifically approved by the president for special events or as previously described, on-campus consumption of beer, wine, and other distilled spirits by individuals, regardless of age, is prohibited in all offices and public areas of Edmonds College, including but not limited to lobbies, hallways, stairwells, study rooms, restroom facilities, kitchens, closets, maintenance facilities, and in all classroom and other buildings not specifically mentioned above.

VII. Sanctions

Edmonds College will impose sanctions on students and employees consistent with local, state, and federal laws, appropriate college policies, and collective bargaining agreements. Any employee or student violating this alcohol and drug-free policy will be subject to an investigation that may result in disciplinary action. As an alternative to, or in conjunction with specific disciplinary actions, options for treatment may be offered to the employee or student.

Exempt employee – after an investigation, the college will determine whether (1) the employee needs assistance with problems related to drug or alcohol abuse or (2) disciplinary action needs to be taken with the employee; based on the severity of the behavior, an oral warning to possible termination may be taken with the employee.

Classified employee – the Collective Bargaining Agreement will be followed.

Faculty members – the Collective Bargaining Agreement will be followed.

Students – the Student Code of Conduct will be followed.

VIII. Legal Protection

Employees incur the risk of liability by not complying with this policy and any related regulations.

IX. Summary of Relevant State Laws and Municipal Codes

This policy assumes that individuals agree to abide by the following Washington state laws and municipal codes of the City of Lynnwood:

• RCW 66.04.010 – Definitions – Public Place (36)
• RCW 66.24.481 – Public place or club – License or permit required – Penalty
• RCW 66.44.100 – Opening or consuming liquor in public place - Penalty
• RCW 66.44.200 – Sales to persons apparently under the influence of liquor – Purchases or consumption by persons apparently under the influence of liquor on licensed premises – Penalty – Notice – Separation of actions
• RCW 66.44.270 - Furnishing Liquor to Minors – Possession, Use – Exhibition of effects – Exceptions.
• LMC 10.60.010 – 10.60.120

 

GLOSSARY TERMS
Alcohol Abuse

RELATED POLICIES AND PROCEDURES
HR 2.0 Alcohol and Drug-Free Policy

SOURCE INFORMATION
(was) C 6.3.113 R101 Procedures for Events Where Alcoholic Beverages are Served

RCW 66.04.010 - Definitions - Public Place (36)

RCW 66.24.481 - Public place or club - License or permit required - Penalty

RCW 66.44.100 - Opening or consuming liquor in public place - Penalty

RCW 66.44.200 - Sales to persons apparently under the influence of liquor - Purchases or consumption by persons apparently under the influence of liquor on licensed premises - Penalty - Notice - Separation of actions

RCW 44.270- Furnishing Liquor to Minors - Possession, Use - Exhibition of effects - Exceptions

LMC 10.60.010 - 10.60.120

Federal Drug-Free Workplace Act of 1988

Federal Drug-Free Schools and Communities Act of 1989

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor

2016-Aug 30  Revised document approved by President’s Cabinet 

2002-Jun  Revised for editing purposes

1991-Sep 20  Adopted, Board Resolution 91-9-1

HR 3.0 - Tuition and Fees Waiver for Eligible Employees :

2017-Aug 21  Amended and Approved by President’s Cabinet 

1990 Nov  Amended by Resolution 90114

HR 3.01pr - Tuition and Fees Waiver Procedures for Eligible Employees :

All courses, with the exception of community service courses, courses subject to the terms of a contractual arrangement, self-support courses, or any courses designated as ineligible for the tuition waiver in the course catalog, offered by Edmonds College shall be available for eligible employees and other eligible personnel on a space-available basis only. Employees on administrative leave or inactive employees are not eligible for the tuition waiver. Courses offered through a contractual arrangement with other agencies or business organizations will only be available for this tuition waiver program if the contract so permits. No additional course sections shall be created by enrollment generated by the application of this procedure.

II. ENROLLMENT INFORMATION

Enrollment information on eligible employees and other personnel enrolled on a space-available basis shall be maintained separately from other enrollment information and shall not be included in official enrollment reports, nor shall persons enrolled pursuant to the provisions of this section be considered in any enrollment statistics which would affect budgetary determinations. Computation of enrollment levels, student-faculty ratios, or other similar enrollment-related statistics must exclude student credit hours generated by enrollments for which waivers have been granted under this procedure.

III. ENROLLMENT PROCEDURE FOR ELIGIBLE EDMONDS COLLEGE EMPLOYEES

A. The participating eligible employee must fill out the Employee Tuition Waiver Request and follow the requisite steps as instructed.

B. Participating eligible employees should check with the Enrollment Services Office for the required registration dates.

IV. ENROLLMENT PROCEDURE FOR OTHER ELIGIBLE PERSONNEL

Other eligible personnel should contact the Enrollment Services Office at Edmonds College for current application procedures. At a minimum, they need to obtain employment verification from their Human Resources Office. They must also pay fees as described in section VII of this policy.

V. GUARANTEED ENROLLMENT

Employees wishing to guarantee enrollment in a course must enroll and pay full tuition. Employees guaranteeing enrollment may not drop the course for subsequent enrollment on a space-available basis.

VI. REGISTRATION AND OTHER FEES

Eligible employees and other eligible personnel enrolling in courses on a space-available basis will be required to pay a registration processing fee and other applicable fees each quarter registered, regardless of the number of courses/units taken that quarter. The fee does not apply to self-support classes. 

Special fees in addition to the registration processing and other fees shall also be charged if they are normally charged for the course.

VII. NUMBER OF UNITS

Eligible employees are limited to a maximum of ten (10) units/quarter under the tuition waiver.

VIII. RELEASED TIME FOR EDMONDS COLLEGE EMPLOYEES

Normally, employees shall take classes during non-working hours. Edmonds College employees may be allowed release time to take one class per quarter that relates to the employee’s work assignment during working hours, with prior approval of the employee’s supervisor. Employees shall be granted released time only if the course is recommended by the employee’s supervisor as a means of improving work experience or achieving unique requirements of their particular position. Employees who are allowed to take other classes during working hours are expected to rearrange work schedules with approval from the supervisor in order to complete a normal workday during this time. Supervisors of eligible classified employees whose work schedules are changed to accommodate classes must notify Human Resources to ensure compliance with classified work schedule rules and document schedule changes, as necessary.

GLOSSARY TERMS
Eligible Employees

Other Eligible Personnel

Space-available

RELATED POLICIES AND PROCEDURES
HR 3.0 Tuition and Fees Waiver for Eligible Employees

SOURCE INFORMATION
Employee Tuition Waiver Request

RCW 28B.15.558 Waiver of tuition and fees for state employees and educational employees

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor

2017-Aug 21  Amended and approved by President’s Cabinet

2003-Jul  Updated for editing changes

1998-Jun  Amended

1996-May  Amended

1990-Nov 19  Amended

1989-Apr 17  Approval and first amendment

HR 5.0 - Human Resources Management Policy :

The college will consistently adhere to merit-based personnel selection and appointment standards that ensure excellence in all phases of college operations, satisfy the standards of regional and national accrediting organizations, comply with federal and state laws and regulations, affirm and promote diversity as an educational goal, and provide for a globally competent, highly qualified faculty and staff. Minimum qualifications and personnel standards will be quantified and published for each open position.

The college will inform all employees of their conditions of employment, work assignments, benefits, rights and responsibilities, and criteria and procedures for evaluation, retention, promotion, and termination.

The college will provide professional development programs for employees that support the college mission, build community, and increase employee effectiveness.

RELATED POLICIES AND PROCEDURES
HR 5.01pr Classified Performance Evaluation Procedure 

HR 5.02pr Administrative and Professional Exempt Performance Evaluation Procedure 

HR 5.03pr Administrative Exempt Employee Procedures

HR 5.04pr Procedure for Reporting of Leave, Overtime, and Compensatory Time : General Requirements for Eligible Employees

HR 5.05pr Procedures for Leaves and Holidays for Administrative and Exempt Employees

HR 5.06pr Procedures for Implementation of Shared Leave

HR 5.07pr Suspended Operations Procedure

SOURCE INFORMATION
WAC 131-16-070  Adoption and publication of district personnel selection practices and standards 

WAC 131-16-080  General standards of qualifications for community and technical college personnel

Classified Collective Bargaining Agreement (CBA)

Faculty Collective Bargaining Agreement (CBA)

Administrative and Professional Exempt Employee Handbook (link needed)

 

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor

2017-Jan 09  Approved by President’s Cabinet

HR 5.01pr - Classified Performance and Development Plan Evaluation : Procedure

Employee work performance shall be evaluated during probationary, trial service, transition periods, and at minimum annually thereafter. Evaluations will be conducted at a time that allows for adequate application of the process.

New Employee Process

In order to synchronize new employees in the annual process, supervisors should meet with probationary or trial employees to complete and discuss performance expectations within the first forty-five (45) days of employment. Supervisors should document expectations using Parts 1, 2, and 3 of the OFM/SHR Performance Development Plan (PDP) and refer to these expectations at the end of the annual evaluation cycle. Employees will be provided with a copy of their performance expectations. In addition, should any modification of performance expectations occur within the review period, the employee will be provided a copy of the revised expectation(s).

Probationary or trial service employees will normally be provided written notification of unsatisfactory work performance. Should the performance deficiency be substantial, probationary employees may be separated and trial service employees may be reverted.

Annual Process

The annual evaluation cycle begins on January 1st of each year and ends on December 31st. The Employer will use the PDP form developed by OFM/SHR. A copy of the PDP will be provided to the employee at the time of the review. The employee may submit written comments upon receipt of the form. The original performance evaluation (along with employee comments) will be maintained in the employee’s personnel file. 

Should the supervisor have less than ninety (90) calendar days to observe the employee’s performance, the employee may request a joint review with the previous supervisor (should they still be employed with the college). The employee may also request a consultation with other managers who have knowledge of the employee’s performance.

The content of the PDP is not subject to the grievance procedure of the CBA.

Between January 1st and January 15th each year, the supervisor will meet with the employee and discuss the contents of the PDP. Upon completion of the discussion, the supervisor will provide a signed copy of the completed supervisor evaluation and the annual goals form to the employee for review and signature.

The employee will return the signed forms to the supervisor by January 20th, who will then forward the signed evaluation to the appropriate reviewer for comment and signature. College vice presidents will serve as the reviewers for employees in their units except their direct reports. The college president will serve as the reviewer for her/his direct reports, as well as positions reporting directly to the vice presidents.

By January 31st, the reviewer will sign and forward the completed evaluation to Human Resources to be placed in the employee’s official personnel file. Human Resources will provide copies of the completed evaluation to the employee and the supervisor, upon request.

Evaluations may occur more than once a year at the request of the employee or supervisor. Additionally, if a specific performance concern is identified during the year, the supervisor should detail expectations to the employee in writing and establish a time period for further review.

Training Process:

Managers, supervisors, and employees shall be provided training on the performance evaluation process.

RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy 

HR 5.02pr Administrative and Professional Exempt Performance Evaluation Procedure

SOURCE INFORMATION
(was) C.6.3.108 R102 Classified Evaluation

WPEA Collective Bargaining Agreement (Articles 6.1, 6.2, and 6.3)

RCW 41.06.169 Employee performance evaluations—Standardized procedures and forms required to be developed

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor

2017-Jan 09  Approved by President’s Cabinet

HR 5.02pr - Administrative and Professional Exempt Evaluation : Procedure

Within the first 45 days of hire, new employees will meet with their supervisor to schedule new hire compliance training, review the position job duties, establish performance goals for the current year (Appendix A), and discuss the position’s linkage with the college’s Mission and Goals.

Annual Process

The annual appraisal cycle begins on July 1st of each year and ends on June 30 of each year. Employees and supervisors are encouraged to check in on a monthly basis. If a specific performance concern is identified during the year, the supervisor should detail expectations to the employee in writing and establish a time period for further review. 

By July 15 of each year, the employee will complete the Annual Goals Form and Self-Evaluation Form and forward to the supervisor.

After reviewing the employee’s self-evaluation and goals, the supervisor will complete the Supervisor Evaluation Form and meet with the employee to discuss the employee’s performance and discuss goals for the coming year.   

By August 31, the supervisor will forward a signed copy of the completed supervisor evaluation and the annual goals form to the employee for review and signature.

The employee will return the signed forms to the supervisor by September 15, who will forward the signed evaluation to the appropriate reviewer for comment and signature.

Employees directly reporting to the President will serve as the reviewers for employees in their units. The college President will serve as the reviewer for their direct reports.

By September 30, the reviewer will forward the completed evaluation to Human Resources to be placed in the employee’s official personnel file. Human Resources will provide copies of the completed evaluation to the employee and the supervisor, upon request.  

Evaluations may occur more than once a year at the request of the employee or supervisor.

RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy 

HR 5.01pr Classified Performance Evaluation Procedure 

SOURCE INFORMATION
(was) C 6.3.102, Section VII Admin Exempt Policy and Procedures

Employee Annual Goals Form, available to employees online

Self Evaluation Form, available to employees online

Supervisor Evaluation Form, available to supervisors online

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor

2018-Aug 23  Amended by President and Vice President for Human Resources

2017-Jan 09  Approved by President’s Cabinet

HR 5.03pr - Administrative Exempt Employee Procedures :

A. Exempt Employee Overview

1. The decision to exempt employees from the classified service shall be determined by the district’s Vice President for Human Resources and Operations with the approval of the President. RCW 41.06.070 will be used as a guideline for determining exempt status, along with the following considerations:

a. any continuing position which requires performance of administrative functions of at least 50 percent or more of the employee’s exempt assignments, has responsibilities to hire, dismiss, or discipline other employees, and manages the resources of a major organizational unit of the college. Administrators may be assigned to teaching duties as part of their position functions; however, these employees shall retain administrative responsibilities as their primary job assignment; or

b. positions involving significant responsibility for allocation of institutional resources and implementation of institutional policy, personnel or labor relations functions, internal audits and investigations, senior computer systems functions, continuing education program administration, direct teaching, counseling, or librarian duties of less than 50 percent of their assigned workload or other exempt duties as defined in RCW 41.06.070.

2. This procedure covers only exempt employees who are employed more than halftime on a continuing basis.

3. For the balance of this procedure, all administrative and exempt employees will be referred to as “employees” unless designated otherwise.

4. The college President will not be covered under this procedure. The college President will have a separate contract.

5. Employees may accept associate faculty moonlight teaching assignments, in accordance with the Associated Federation of Teachers Collective Bargaining Agreement.

II. GENERAL DUTIES, PRIVILEGES, RIGHTS

A. Employees Who Hold Faculty Tenure

1. Employees who have been granted tenure by the Board of Trustees as academic employees will retain their tenure status pursuant to RCW 28B.50.850.

2. Employees selected from the faculty ranks who have faculty tenure status will remain on the appropriate academic employee layoff units, and shall accrue seniority as provided in the negotiated agreement between the Board of Trustees and the faculty. New employees hired from outside District 23 will not be placed on academic layoff lists.

B. Employee Defense

The district follows RCW 28B.10.842 when considering a request from an employee to authorize the attorney general to provide defense in claims, suits, or proceedings.

C. Copyrights and Patents

The ownership of any materials, processes, residuals, or inventions developed solely by an employee’s individual effort, research, and expense shall vest in the employee and be copyrighted or patented, if at all, in his/her name.

The ownership of materials, processes, or inventions produced solely for the district and at district expense shall vest in the district and be copyrighted or patented, if at all, in its name.

In those instances where materials, processes, or inventions are produced by an employee with district support by way of use of significant personnel, time, facilities, or other district resources, the ownership of the materials, processes, or inventions shall vest in and be copyrighted or patented by, if at all, the person designated by written agreement between the parties prior to the production.  In the event there is no such prior written agreement, the ownership shall vest in the district.

D. Consulting and Other Outside Work

When an employee is in paid working status for the college, excluding paid leave, the following provisions shall apply to outside work:

1. Consulting, other outside work, and pursuit of additional education of a professional nature that is not part of the official duties of the employee, must be approved in advance by the employee’s supervisor(s), the appropriate vice president and the President. Such activity must be determined to be in the best interests of the college and be in compliance with state laws governing conflict of interest.

2. In considering requests for consulting assignments, approval or disapproval shall be based on the compatibility with the employee’s professional assignment, value to the college, and noninterference with institutional responsibilities and employee duties.

3. As a general rule, employees shall not use official college stationery, administrative services, or support facilities including mail, computers, and telephone, for outside private work. If space, equipment, and other facilities of the college must be used in consulting, they shall be subject to conditions of an agreement between the employee (consultant) and the college with respect to direct costs incurred, damages and/or repair to equipment; however, it is understood that regular college activities take precedence over such consulting use.

III. EXEMPT EMPLOYEE POSITION DESCRIPTION

A. The duties of all exempt positions shall be enumerated in a position description approved by the employee’s supervisor. Each position description will contain a statement of purpose, the nature and scope, and the principal accountabilities of the position. Completed position descriptions will be signed by the supervisor, acknowledged by the employee, and filed in the employee’s official personnel folder in Human Resources.

IV. EXEMPT EMPLOYEE SALARY ADMINISTRATION

A. Salary Approval Authority: exempt employee salaries will be approved by the Vice President for Human Resources and Operations, with the exception of exempt employees working directly for the President, in which case the President will determine the salary. 

B. Exempt salaries will be set according to the Edmonds College Exempt Salary Schedule.

C. Initial placement will occur within the range set by the salary approval authority for the position advertisement. In rare cases, a higher placement may be authorized by the salary approval authority based on the incumbent’s salary history, skills, and education.

D. Revised placement on the salary schedule must be authorized by the salary approval authority and is based on a change or reassessment of duties and responsibilities. A revised placement upward is considered to be a promotion; a revised placement downward is a demotion.

V. WORK SCHEDULES

A. Full-time employees are expected to work a 40 hour week and are not eligible for compensatory time or overtime pay. Unless an alternate schedule has been approved by the President (as with alternate summer schedules) or an employee’s supervisor and the Vice President for Human Resources and Operations, employees are generally expected to schedule their work over five consecutive days per week.

B. Part-time exempt employees (employees who hold a position with less than 100 percent but greater than 50 percent time) should work with supervisors to schedule their work hours.

VI. PERSONNEL FILE

A. An employee shall be provided the opportunity to write a response to any written evaluation and have that response placed in the personnel file.

B. Personnel files shall be confidential and only available for review by the employee, the employee’s representative, the employee’s supervisor, human resources personnel, or other college personnel approved by the Vice President for Human Resources and Operations or the President.

C. Upon request from the employee, the Human Resources Office shall provide a copy of any written material placed in the employee’s personnel file.

VII. SEPARATION

A. Resignation

1. An employee resigning from an exempt appointment should provide advance written notice of resignation to their supervisor and Human Resources at least fourteen (14) calendar days before the effective date.

2. Employees who have completed six (6) months of continuous employment and who separate from service by retirement, resignation, termination, or death are entitled to a lump sum cash payment for all unused vacation leave. In the case of voluntary resignation, the employee must provide fourteen (14) calendar days notice to qualify for this lump sum payment.

B. Termination/separation

1. Employee appointments may be terminated by the President, acting for the college, upon sixty (60) days’ notice or pay in lieu thereof. Employees may be asked to use any accrued vacation leave during this time.

2. Employees being terminated for cause will be given seven (7) days notice of dismissal prior to the effective date of termination.

3. Employees being terminated due to lack of funds will be given thirty (30) days notice of termination prior to the effective date of termination. Termination for lack of funds will follow a Board declaration of a financial emergency when the source of funds supporting the appointment is operating dollars, or following notice from a funding source that the funds are ending when the funds supporting the position are special contract, grant, or non-operating dollars.

4. Employees who have been granted tenured faculty status prior to holding an exempt appointment may return to the faculty bargaining unit in accordance with the provision of the Tenure Act of 1969, unless the termination is for gross misconduct or malfeasance.

5. Employees who have previously held classified appointment status may qualify to return to classified status under the appropriate regulations in RCW 41.06.070, unless the termination is for gross misconduct or malfeasance.

6. Nothing herein shall preclude the college from entering into appointments with employees for a fixed duration or a period of less than twelve (12) months or creating interim or “acting” appointments. Such appointments require no notice since the termination date is fixed, unless the termination is prior to the expiration date or for cause.

7. Employees may be temporarily furloughed due to lack of funds, with seven (7) days written notice. Temporary furloughs may last a maximum of thirty (30) days.

C. Abandonment of Position

An employee may be presumed to have resigned or to have abandoned their position when there has been an absence without authorized leave from the job for a period of five (5) consecutive working days. Thereafter, a notice acknowledging the presumption of resignation shall be sent by certified mail to the last known address of the employee.

RELATED POLICIES AND PROCEDURES
HR 5.02pr Administrative and Professional Exempt Evaluation : Procedure

SOURCE INFORMATION
C 6.3.102 R101 Regulations for Leaves and Holidays for Administrative and Exempt Employees

C 6.3.102 R102 Professional Development Guidelines for Administrative/Exempt Employees

RCW 41.06.070 Exemptions - Right of reversion to civil service status - Exception.

RCW 28B.50.850 Faculty tenure - Purpose.

RCW 28B.10.842 Actions against regents, trustees, officers, employees, or agents of institutions of higher education or educational boards - Defense - Costs - Payment of obligations from liability account.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor, leadership references

2017-Aug 21  Amended and approved by President’s Cabinet

2007-Sep  Edited to add current salary schedule

1995-Jul  Revised by Resolution 95-7-1

1994-Feb  Revised by Resolution 94-2-2

1993-Feb  Revised by Resolution 93-2-2

1992-Dec  Revised by Resolution 92-12-2

1988-Apr 19  Procedures adopted

HR 5.04pr - Procedure for Reporting of Leave, Overtime, and Compensatory Time : General Requirements for Eligible Employees

I. Vacation Leave

All leave in this category is to be reported via ctcLink.

1. Employees eligible for vacation leave shall forward requests to their respective supervisors by email or calendar request prior to taking the leave. The only exception to this is for annual leave taken because of inclement weather, hazardous conditions, or other unusual circumstances resulting in an inability to communicate with someone at the college before the leave is taken.
2. Employees may not take leave before it accrues and posts to their leave balance.

II. Sick Leave/Disability Leave

All leave in this category is to be reported via ctcLink.

1. All employees must notify their supervisor in a timely manner when they need to take sick leave. Except under extraordinary circumstances, employees should notify their supervisor before the beginning of their scheduled working hours.
   1. For leave of a short duration (normally no more than five (5) days), the employee will submit a leave entry through ctcLink within two (2) days of return to work and within the appropriate payroll period.
   2. For leave that can be anticipated, including Family Medical Leave Act (FMLA) leave, the employee will submit a sick leave request via email or calendar appointment, prior to beginning the leave. The employee will identify the type of leave in ctcLink. Should the leave extend longer than anticipated, they will promptly submit an additional leave request to their supervisor and HR via email.
   3. For leave that is not planned in advance, and that extends beyond five (5) days, the employee must notify their supervisor and Human Resources via email to arrange for the appropriate leave deduction. 
   4. Should an employee fail to submit a sick leave entry in ctcLink within the pay period in which the absence occurs, then HR will deduct the sick leave on their behalf. If there is insufficient sick leave, the employee will be notified that the hours will be accounted as leave without pay. Within 30 days of returning to work, the employee may request an adjustment to deduct the hours from other available balances (such as vacation, compensatory time, or personal holiday) rather than the leave without pay deduction from the paycheck.
2. Instructors should notify the college in time for posting class cancellation notices.
3. Leaves in excess of one (1) week for illness or disability reasons require appropriate medical documentation to be kept on file in the Human Resources Office. This also includes leave related to worker’s compensation claims. Employees may be required by Human Resources to update their medical documentation.
4. The Human Resources Office will identify and approve those leave requests eligible under FMLA. For FMLA that can be anticipated, the employee is required to provide thirty (30) days notice.
5. In accordance with WAC 357-31-160, former state employees who are reemployed by the college within five (5) years of separation shall have their former sick leave balance restored.

III. Personal Leave

All leave in this category is to be reported in ctcLink.

A.        Classified: To be taken and reported in accordance with the classified negotiated agreement.

B.        Faculty: To be taken in accordance with the faculty negotiated agreement.

C.        Exempt: To be taken in accordance with HR 5.03pr Administrative Exempt Employee Procedure and HR 5.05pr Procedures for Leaves and Holidays for Administrative and Exempt Employees.

IV. Additional Reporting Categories (civil, military, etc.)

Requests for leave for civil leave (e.g. jury duty), military leave or other types of paid leave must be submitted and approved before the leave is taken and should be documented in ctcLink (exempt and classified employees) or Liquid Office (faculty).

V. Leave without pay ((LWOP) non-FMLA related)

Faculty LWOP is to be reported on a Personnel Action Form (PAF).  Classified and exempt employees will report LWOP in ctcLink. Supervisors should notify the Human Resources Office as soon as possible after the request has been made. All other appropriate forms of paid leave must be exhausted before leave without pay will be granted unless approved in advance by the Vice President for Human Resources and Operations. All leave without pay must be for a designated period of time and approved in advance as outlined below:

1. Classified: All leave without pay must comply with the classified negotiated agreement and receive approval from both the employee’s supervisor and the Human Resources Office.
2. Faculty: All leave without pay must comply with the classified negotiated agreement and receive approval from both the employee’s supervisor and the Human Resources Office.
3.  Exempt/Administrator:
   1. Leave without pay for ten (10) days or less must be approved by the employee’s immediate supervisor.
   2. Leave without pay for more than ten (10) days must be approved by the appropriate President’s Leadership Team member.
   3. Leave without pay for one (1) year must be approved by the President or their designee.

VI. Overtime

1. Only classified overtime eligible employees will be compensated for overtime. Overtime pay is earned in accordance with federal and state statutes and the WPEA collective bargaining agreement (CBA).
2. Classified employees are not eligible to work overtime unless specifically assigned and approved by the supervisor.
3. Supervisors who are not budget authorities must receive permission from the budget authority for the appropriate reserve account before assigning overtime work.
4. Overtime reporting is submitted via ctcLink in the pay period in which it is earned.

VII. Compensatory Time

1. Only classified overtime eligible employees may request compensatory time in lieu of cash. Compensatory time is granted in accordance with federal and state statutes and the WPEA CBA.
2. Classified employees are not eligible for compensatory time off unless assigned to work overtime by the supervisor and they meet the stipulations of the CBA. Compensatory time taken must be reported in ctcLink and approved by the employee’s supervisor prior to use.  
3. Compensatory time granted must be reported in ctcLink and submitted in the pay period in which it is earned.

HR 5.03pr Administrative Exempt Employee Procedures 

HR 5.05pr Procedures for Leaves and Holidays for Administrative and Exempt Employees

WAC 357-31-160

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor, leadership and ctcLink references

2017-Nov 06  Revisions approved by President’s Cabinet

2007-Feb 01  Minor editing and coordinator list revised

2006-Jan 20  Coordinator list revised

2005-Oct 10  Revised and approved by President’s Cabinet

2004-Feb 23  Approved 

2003-Nov  Regulation and coordinator list revised

2003-Mar  Coordinator list revised

2002-Sep  Coordinator list revised

2000-Mar  Regulation and coordinator list revised

1999-Feb  Coordinator list revised

1998-Aug  Coordinator list revised

1995-Jan  Coordinator list revised

1994-Apr  Regulation revised

1993-Aug  Revised for editing changes

Initial adoption date unknown

HR 5.05pr - Procedures for Leaves and Holidays for Administrative and Exempt Employees :

Eligibility:  The leaves described in this regulation apply only to ongoing or permanent administrative and exempt positions and do not apply to temporary assignments of under six (6) months.

A. ANNUAL LEAVE (VACATION)

1. Accrual:

a. Full-time employees earn two (2) days of leave per calendar month. Employees with a less than full-time contract earn leave on a pro-rata basis per calendar month of completed service.

b. New employees hired before the 16th of a month receive credit for the entire month. If hired on the 16th or later, the employee’s leave accrual will start on the first of the following month.

c. Salaries funded by SBCTC allocation shall receive annual leave designated as compensable, eligible for cash payout upon separation from the college. Salaries funded by sources other than SBCTC allocation shall receive annual leave designated as non-compensable, ineligible for cash payout upon separation from the college.

d. Annual leave credits shall not accrue during a leave of absence without pay which exceeds ten (10) working days in any calendar month. Annual leave credits shall not accrue to employees on professional leave.

e. An employee may accumulate vacation leave days in excess of two hundred forty (240) hours as long as the employee uses the excess balance prior to their anniversary date. Any leave in excess of the maximum that is not deferred in advance of its accrual as described above will be lost on the employee’s anniversary date. If an employee’s request for vacation leave is denied by the employer, such that the employee will lose excess leave, the Director of Human Resources may grant an extension for each month that the institution deferred the employee’s request for vacation leave. The employee must submit a request to the Director of Human Resources with a plan, approved by the supervisor, to use the leave prior to the end of the extension period.

2.    Use:  insofar as possible, leave will be scheduled in accordance with the wishes of the employee in any amount up to the total of the earned leave credits.

a. When considering requests for vacation leave, the employer will take into account the desires of the employee but may require that leave be taken at a time convenient to the employer. The employer may designate black-out periods to address operational needs with advance notice. The employer may approve vacation requests during the black-out period on a case-by-case basis.

b. Employees must receive advance approval from supervisors to use annual leave. Submit requests to supervisors via email or as a calendar appointment. Upon receipt the supervisor will respond accordingly. The approved leave must be documented in ctcLink.

c. Employees will not request or be authorized to take scheduled vacation leave if they will not have sufficient vacation leave to cover such absence at the time the leave will commence.

d. Vacation leave will be charged in the amount actually used by the employee.

e. Employee leave balances will be tracked in ctcLink.

f. In the event an employee is injured or becomes ill while on vacation leave, the employee may submit a written request to their benefits coordinator in Human Resources to use sick leave and have the equivalent amount of vacation leave restored. The supervisor may require a written medical certificate.

3. Transfer and Separation

a. Any employee, who has been employed for at least six (6) continuous months will be entitled to payment for vacation leave credits when they:

1. Resign with adequate notice (at least 14 calendar days);

2. Retire;

3. Are laid off; or

4. Are terminated by the employer.

In addition, the estate of a deceased employee will be entitled to payment for unused vacation leave.

b. Employees changing employment to another position within the Washington public higher education system or a related agency shall have annual leave move with the employee, whenever possible, or use the leave prior to the separation date from the college.

4. Use with Disability Leave

Employees may use annual leave in conjunction with accrued sick leave and leave without pay for disability leave or leave provided under the Family and Medical Leave Act (FMLA, for more information, see FMLA procedures).

B.    SICK LEAVE

1.    Accrual

a. Employees shall accrue eight (8) hours per month of compensable sick leave upon the date of initial employment. Employees who are less than full-time shall accrue pro rata. All leave described herein must be reported in ctcLink. For computing sick leave, the number of hours taken shall be consistent with the number of work hours scheduled and subsequently missed (i.e. if scheduled for four hours, and the employee is sick for the entire four hour period, then the employee will take four (4) hours of leave; if scheduled for 10 hours, and the employee is sick for the entire 10 hour period, then the employee will take 10 hours of leave). For days of partial absence, actual time loss from scheduled activities shall be deducted. Sick leave shall not accrue to employees on professional leave.

b. Employees must promptly notify their supervisor on the first day of sick leave and each day after. The employer may require a written medical certificate for any sick leave absence explaining the nature of the illness or absence in circumstances where the employer suspects abuse of sick leave or if the sick leave exceeds seven business days. The required medical certificate will be provided by the employee to the HR office on the day the employee returns to work.

2. Use

Sick leave use is to be requested by the employee and shall be approved for use under the following conditions:

a. A personal illness, injury, or medical disability which prevents the performance of the employee’s duties.

b. Care of family members as required by the State Family Care Act: WAC 296-130, or care of domestic partner or their corresponding family members with a serious health condition.

c. The death of any relative that requires the employee’s absence from work. Relatives are defined for this purpose as spouse, domestic partner, significant other, legal ward, son, daughter, grandchild, great-grandchild, foster child, son-in-law, daughter-in-law, grand parent, great-grand parent, parent, sister, brother, aunt, uncle, niece, nephew, first cousin, and corresponding relatives of the employee’s spouse, domestic partner or significant other. Up to five days of bereavement leave may be granted.

d. For the purpose of medical, dental, or optical appointments for the employee or family member.

e. Conditions eligible for Family and Medical Leave Act, Military Family Leave Act or the Domestic Violence Leave Act.

f. Absence due to child care emergencies.

3. Parental Leave

Full-time exempt employees are authorized up to ten (10) days of paid leave within the first thirty (30) days of becoming a parent by birth or adoption.  

4. Disability Leave  

a. Disability leave shall be granted for a reasonable period to a permanent employee who is precluded from performing job duties because of a disability (including those related to pregnancy or childbirth). Disability leave includes a serious health condition of the employee as provided in the federal Family and Medical Leave Act (FMLA) of 1993. (Please see the college FMLA procedures for specific provisions under FMLA.)

b. Disability leave may be any combination of sick leave, vacation leave, personal holiday, and leave of absence without pay.

c. The employee shall be allowed to use eight (8) hours of accrued paid leave per month for up to four (4) months during a disability leave of absence without pay to provide for the continuation of state employees’ insurance board benefits. The employer shall designate on which day of each month the eight (8) hours paid leave will be used.

d. In any case in which the necessity for leave is foreseeable based on planned medical treatment, the employee shall provide not less than thirty (30) days notice to their supervisor and the personnel officer. In cases where the treatment requires leave to begin in less than thirty (30) days, the employee shall provide such notice as soon as is practicable.

e. For any disability or FMLA leave for a period of ten (10) days or more, the college may require appropriate medical certification.

f. The college may require, at its expense, the opinion of a second health care provider. In any case in which the second opinion differs from the original certification, the college may require, at its expense, that the employee obtain the opinion of a third health care provider designated or approved jointly by the college and the employee. The third opinion shall be final and binding.

5. Family and Medical Leave Act

The college follows federal and state laws regarding the Family and Medical Leave Act (FMLA). See the college’s FMLA procedures for further information and guidance.  

C. CIVIL DUTY AND MILITARY LEAVES

1. Military leave shall be granted the requesting employee to a maximum of fifteen (15) days in the calendar year for active duty in annual field training or reserve obligations. Such leave shall be in addition to accrued annual vacation leave.

2. Civil duty leave shall be granted to the requesting employee to serve on jury duty, as trial witness, or to exercise other subpoenaed civil duties. Compensation received for such activities shall not result in financial gain or loss for the employee.

3. Military and civil duty leave shall be reported via TLR.

D. PROFESSIONAL LEAVE

Professional leaves of up to one academic year (three quarters) are available to full-time employees for the purpose of providing opportunities for study, research, and creative activities for the enhancement of the college’s operation.

1. Eligibility

A full-time employee may apply for a professional leave after completing at least six (6) years of continuous employment as an administrative/exempt employee at the college.

2. Application Procedure

An applicant for professional leave shall submit a request with supporting rationale to the President and to the appropriate supervisor by February 1 of the academic year preceding the proposed leave.

3. Professional leave recipients ordinarily will not engage in full-time employment during the period of professional leave. Should the recipients propose to do so, they must justify such employment in items of the general spirit of the professional leave program. Any money earned plus the leave stipend must not exceed the amount of salary the employee would have earned if no leave were granted.

4. Acceptance of a professional leave implies an obligation to return to the college as an employee for a period of time equal to the amount of leave. If an employee does not return, a refund of the total stipend must be made to the college unless the Board of Trustees grants an exception.

5. Recipients of professional leave will submit a written report and/or evaluation concerning their professional leave activities to the Board of Trustees within thirty (30) days of completing their professional leave. One copy may be forwarded to the library for cataloging and circulation.  

6. An employee on professional leave shall earn full credit toward available medical and retirement benefits.

7. To the extent authorized by the benefits policy, benefits other than annual leave and sick leave shall accrue to the employees while they are on professional leave as though they were regularly employed.

8. The college reserves the authority to fix the length of professional leave, and the amount of stipend shall be 85% of the employee’s salary for the leave period unless otherwise mutually agreed to by the employee and the President.

E. STUDY LEAVE

1. Eligibility

Employees who have been employed continuously for two (2) full years in an exempt position at Edmonds College may request up to five (5) days of paid study leave.

 2. Purpose

The purpose of study leave is to provide opportunities for study, research, reflection, and creative activities for the enhancement of the college’s operation.

3. Use

Study leave is available annually, on a calendar year basis. Use must be in increments of one (1) or more full days per request. Accrual does not carry forward from year to year and any balance is not subject to cash payout upon separation from the college.

Study leave must be pre-approved by the supervisor and reported in ctcLink.

F. LEAVE WITHOUT PAY

1. Eligibility

In addition to leaves with pay, employees may be granted leave without pay. Reasons for a leave of absence without pay include, but are not limited to, temporary disability; professional opportunities, such as study, research, teaching, travel, or work experience; civic opportunities, such as government service, political office, or military service; extended family care or parental leave; childcare emergencies; participation in a leadership role in a professional or labor organization.

2. Partial leaves without pay may also be granted. During such partial leaves, responsibilities shall also be appropriately reduced. Employees receiving such leaves will receive their salary pro-rata.

3. Guarantee of Position

Upon return, the individual is guaranteed first opportunity for their former position.

4. Application for Leave Without Pay

See HR 5.04pr Procedure for Reporting of Leave, Overtime and Compensatory Time.

5. Benefits During Leave Without Pay

Benefits accrued prior to a leave of absence shall be retained by the employee. An employee granted a leave of absence shall have the opportunity of keeping any contributory insurance plans in force, during the leave, by making prepayments, consistent with statute.

G. SHARED LEAVE

Eligibility and procedures for shared leave are set out in the college’s shared leave procedures.

H. HOLIDAYS

1. Legal holidays are designated by statute RCW 1.16.050 or as amended and approved by the Washington Personnel Resources Board. In addition, employees shall be entitled to one (1) paid personal holiday per calendar year in addition to those designated as state holidays, provided that the employee has been continuously employed at the college for four (4) months or more. Effective with the new accrual on January 1, 2018, full-time employees receive holiday pay for the number of hours they are scheduled to work on the day they select as their personal holiday. Part-time employees are entitled to the number of paid hours for a personal holiday on a pro-rata basis in accordance with WAC 357-31-020.

2. The use of the personal holiday must be preapproved by the employee’s supervisor and reported in ctcLink.  

I. ATTENDANCE INCENTIVE (ANNUAL SICK LEAVE BUY OUT)

1. The college will comply with RCW 41.04.340. In January of the year following any year in which a minimum of sixty (60) compensable days of sick leave is accrued, any eligible employee upon written request to the HR Office may receive remuneration for unused compensable leave accumulated in the previous calendar year at a rate equal to one (1) day’s current monetary compensation of the employee for each four (4) full days of accrued compensable leave in excess of sixty (60) days. Sick leave for which compensation has been received shall be deducted from accrued sick leave at the rate of four (4) days for every one (1) day’s pay. Payments for such leave shall not be included for the purpose of computing a retirement allowance under any public retirement system. Payment under this subsection shall be only for those days defined as “compensable.”

2. At the time of separation from state service due to retirement or death, an eligible employee or the employee’s estate shall receive remuneration at a rate equal to one (1) day’s current monetary compensation of the employee for each four (4) full days of compensable accrued sick leave. Sick leave calculations and compensation shall be subject to the following rules:

a. Accumulated sick leave days taken will be first deducted from accumulated compensable days.

b. The sixty (60) day minimum accrual must be for compensable days.

c. Eligibility requirements for retirement buy out of sick leave shall comply with the requirements of the plan in which the employee is enrolled. The employee must show proof of retirement to the HR Office before sick leave buyout shall be paid.

The provisions of this subsection are contingent on the continuation of the enabling legislation.

J. VOLUNTARY EMPLOYEE BENEFICIARY ASSOCIATION PLAN

1. The college will make contributions to the plan, on behalf of all employees in the academic employee group who are eligible to participate. All eligible employees will be required to sign and submit to the college an enrollment form to be admitted to the plan. If the eligible employee declines the plan and does not sign the enrollment form, the employee forfeits the accrued compensable sick leave conversion funds that would otherwise be payable at the employee’s retirement.

2. Contributions on behalf of each eligible employee shall be based on an amount equal to his or her compensable accrued sick leave buyout contribution at retirement in accordance with the statute. For the purpose of retirement contributions to the plan, all employees who retire during the term shall be eligible.

3. The term of this plan is for the tax year from January 1 through December 31. The plan will be continually renewed for each successive year unless a majority of exempt employees vote to rescind the plan.

RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy

HR 5.03pr Administrative Exempt Employee Procedures 

SOURCE INFORMATION
RCW 41.04.340 State employee attendance incentive program—Sick leave records to be kept—Remuneration or benefits for unused sick leave—Medical expense plan in lieu of remuneration.

RCW 1.16.050 ”Legal holidays” and “legislatively recognized days”—Unpaid holidays for employees with appointments or contracts of less than twelve consecutive months.

WAC 357-31-020 For general government part-time employees, how is holiday compensation prorated?

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2017-Sep 18  Revised and approved by President’s Cabinet

2005-Oct 03  Revised

2004-Oct 26  Amended to add Study Leave, effective 2005-Jan 01.

2004-Feb 23  Approved

2003-Jan 14  Revised

1999-Apr 12  Revised

1996-Jul 10  Revised

1995-Jul 24  Revised

HR 5.06pr - Procedures for Implementation of Shared Leave :

This procedure outlines the leave sharing program for Edmonds College. The procedures are developed in accordance with RCW 41.04.672 and will comply with RCW 41.04.650 through 41.04.670. There are a number of conditions set out in statute which must be met before an employee can donate leave to another employee; they are explained below.

II. GOVERNANCE

A. The President or their designee shall determine the amount of leave, if any, an employee may receive under WAC rules and college regulation.

B. For employees requesting shared leave for an illness, injury, impairment, or physical or mental condition, the President or their designee shall require the employee to submit, prior to approval or disapproval, a medical certificate from a licensed physician or healthcare practitioner verifying the employee’s required absence, the description of the problem, whether the illness, injury, impairment, or physical or mental condition is of an extraordinary or severe nature, and the expected date of return to work.

C. The President or designee shall consider other methods of accommodating the employee’s needs such as telework, modified duty, etc., in lieu of shared leave usage.

D. Leave will not be transferred to or from an employee in another agency.  Exceptions to this rule may only be approved by the President of the college.

E. Leave transferred under these rules shall be used solely for the purpose stated in RCW 41.04.665.

F. An employee is only considered eligible for leave receipt if they meet the criteria established in RCW 41.04.665, section 1.

G. An employee donating annual leave must meet the following conditions:

1. The President or their designee approves the donation.

2. The employee’s request will not cause his/her annual leave balance to fall below 80 hours.  

3. The employee may not donate excess annual leave beyond the maximum amount an employee can accumulate and would not be able to take due to an approaching anniversary date, unless an employee’s request for vacation leave was denied and the leave was deferred.

H.  An employee donating sick leave must meet the following conditions:

1. The employee is eligible to accrue compensable sick leave and has an accrued sick leave balance of more than 176 hours.

2. There is no restriction on the number of hours that may be donated so long as a transfer would not bring the balance below 176 hours.

3. The employee may only donate compensable sick leave.

I. An employee may donate one personal holiday (8 hours equivalent) per year, provided the employee is eligible to earn a personal holiday.

J. No employee may be intimidated, threatened, or coerced into donating leave for purposes of this program.

K. Unused shared leave may not be cashed out under sick leave buyout rules but shall be returned to the donor(s) in accordance with RCW 41.04.665.

L. Employees using shared leave shall not use more hours of shared leave on a weekly basis than the number of hours they are normally scheduled to work in a week. Employees shall not use more than 40 hours of shared leave on a weekly basis.

M. Shared leave shall be used on a “first in-first out basis” (i.e. the leave shall be credited to and used by the receiving employee in the order in which it was donated to Human Resources).

III.  PROCEDURES FOR DONATING AND RECEIVING SHARED LEAVE

A. Employees who wish to request shared leave should fill out a shared leave request form and submit it to the Human Resources Office. The request form can be found at HR Forms.  

B. Prior to the President or their designee’s approval or denial of the request to donate:

1. The Human Resources Office will verify the recipient meets the criteria set out in statute and consider other factors, such as whether or not the employee is covered under a long-term disability insurance policy, etc.

2. The Business Office shall determine whether or not such transfers can be made in accordance with Office of Financial Management (OFM) policies, regulations, and procedures.

C. Transfers will not be allowed between state operating budget accounts and self-support programs, grants, or contracts.  Exceptions to this rule may only be approved by the President of the college.

D. Employees who have purchased the state’s long-term disability program and have enough paid leave accrued to satisfy the waiting period are not eligible for the shared leave program.

E. If the President or their designee approves a shared leave request, the following occurs:                           

1. Employees wishing to donate leave must complete and return the appropriate form to the Human Resources Office. The form can be found at HR Forms.

2. The Human Resources Office shall request donations from employees and verify that donors are eligible to donate leave.

3. The Human Resources Office shall notify the affected employee and keep the appropriate records for tracking and use of such leave.

4. The Business Office and the Human Resources Office shall report shared leave activity to OFM.

F. Transferred funds under these rules shall not be used to determine a program’s baseline budget for the following year or determine the allocation of full-time equivalent staff positions.

G. The Uniformed Service Shared Leave Pool will be administered in accordance with RCW 41.04.672.

RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy

SOURCE INFORMATION
(was) C 6.3.103 R103 Shared Leave Implementation

RCW 41.04.650 Leave sharing program—Intent.

RCW 41.04.655 Leave sharing program—Definitions.

RCW 41.04.660 Leave sharing program—Created.

RCW 41.04.665 Leave sharing program—When employee may receive leave—When employee may transfer accrued leave—Transfer of leave between employees of different agencies—Return of unused leave—Rules.

RCW 41.04.670 Leave sharing program—Adoption of rules.

RCW 41.04.672 Veterans’ in-state service shared leave pool.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Seven years.

REVIEW HISTORY
2021-Oct 19  Amended to update content owner and contributor

2017-Nov 27  Revisions approved by President’s Cabinet

2003-Jul 14  Revised by President’s Cabinet

1996-May 28  Revised by President’s Cabinet

1990-Apr 30  Revised by President’s Cabinet

1990-Jan 22  Revised by President’s Cabinet

HR 5.07pr - Suspended Operations : Procedure

The President of the college or their designee will determine when emergency conditions (including inclement weather) require suspension of all or part of the college operations. The President will also determine when emergency conditions require suspension at satellite locations separate from the main campus. With prior approval from the President, satellite locations may follow closure notices from other sources, such as nearby school districts. When the President suspends operations, this procedure governs all employees.

II.    Notification Procedures. 

Notification to affected employees will be made by some or all of the following methods:

A.    Triton Alert will automatically be sent to the employee’s college email address. 

B.    Triton Alert will be sent to the employee’s personal mobile device if the employee has opted-in to receive messages from the Triton Alert - Emergency Notification System. Employees may also request that notification be sent to their personal email address.

C.    Personal communication by the immediate supervisor if the emergency occurs during working hours.

D.    Information may also be posted on the college web site.

E.    Marketing and Public Information may provide official notification to “FlashAlert Newswire and Messenger” to advise local media of suspended operations and all other updates.

III.    General Provisions:

A.    At the college’s discretion, the employee may be reassigned to a similar position at a location within a reasonable commute distance from the non-operational location during the suspended operation.

B.    Employees required to work during a late start, early closure, or total suspended operations will be considered “essential personnel.” Essential personnel who are scheduled to work during a late start, early closure, or suspended operations shall report to work unless otherwise notified by their supervisor. The Human Resources office will work with supervisors to identify potential essential personnel and note this in the employee’s position description. 

C.    All employees scheduled but not required to work during a late start, an early closure, or total suspended operations will have no loss in pay for all late starts, early closures, and the first day of total suspended operations. Academic employees scheduled to work when classes are cancelled but the college remains open will have no loss in pay for the first day of cancelled classes.

IV.    If classes are cancelled, but the college is open, the following provisions will apply:

A.    Classified employees are expected to report to work unless otherwise specified in the announcement. If they are not required to report to work, they will follow the provisions of the CBA Article 17.

B.    Exempt employees are expected to report to work unless otherwise specified in the announcements. Exempt employees who cannot come in must notify their immediate supervisor as soon as possible. Exempt employees who are absent must either take annual leave, leave without pay, personal holiday, or make up the work with approval from their immediate supervisor.

C.    Full-time and part-time academic employees not reporting to work when the college is open but classes are cancelled, shall be governed by the following provisions:

1.    After the first full day of cancelled classes, academic employees who are not at work will fill out a leave form upon their return and choose one of the following:

a.  Emergency leave (deducted from sick leave)

b.  Leave without pay

c.  Other - stating “work completed at home.” (This is not deducted from the leave balance.)

D.    Student and hourly employees scheduled to work on a day when classes are cancelled but the college remains open should contact their supervisor to find out if they should report to work. Supervisors have the latitude to shift student and hourly schedules, as necessary, to make up lost hours.

V.    When all college operations are suspended, the following provisions will apply:

A.    Classified employees will follow the CBA Article 17.

B.    After the first full day of suspended operations, exempt employees may use accrued annual leave, accrued sick leave, personal holiday, take leave without pay, or arrange with their supervisor to make up lost time because of the closure.

C.   After the first full day of suspended operations, academic employees shall choose one of the following provisions:

1.    Accrued annual leave

2.    Accrued sick leave

3.    Leave without pay

4.    Other - stating “work completed at home.” (This is not deducted from the leave balance).  

D.    Student and hourly employees do not report to work. Supervisors have the latitude to shift student and hourly schedules, as necessary, to make up lost hours.

VI.    If the college is open and classes are not cancelled, but the employee is unable to report to work or remain at work because of severe inclement weather, conditions caused by severe inclement weather, or natural disaster the following provisions will apply:

A.    Classified employees will follow the CBA Article 17.3.

B.    Exempt employees may use accrued annual leave, accrued sick leave, personal holiday, take leave without pay, or arrange with their supervisor to make up lost time because of the inability to report to work.

C.    Academic employees shall choose one of the following:

1.    Accrued annual leave

2.    Accrued sick leave

3.    Leave without pay

4.    Other” - stating “work completed at home.” (This is not deducted from the leave balance).  

D.    Student and hourly employees should notify their supervisor. Supervisors have the latitude to shift student and hourly schedules, as necessary, to make up lost hours.

RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy

SOURCE INFORMATION
WPEA CBA Article 17

 

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2018-Nov 06  Revised by Vice President for Human Resources

2018-Jan 08  Approved by President’s Cabinet

1999-Oct  Revised and combined with 6.3.600 R102

1992-Dec 17  Revised

1987-Jun 08  Approved

HR 5.08pr - Non-permanent (Hourly) Employee Procedures :

A. The Vice President for Human Resources and Operations has the overall responsibility for monitoring hourly positions.

B. For purposes of this procedure, any reference to “hourly employees” is meant to encompass student employees, temporary part-time hourly employees, and international student employees. Definitions of each employee type can be found in the glossary.

C. Prospective hourly employees (non-student) will be provided with a document explaining their conditions of employment prior to being placed on the payroll. The document will be signed by the prospective employee and filed in their personnel folder.

D. All employment records reside with Human Resources (HR). All hourly employee records will be made available for Washington State Department of Personnel audits.

E. The HR staff will monitor the hours worked by hourly employees. The HR staff will contact supervisors, as necessary, if an employee exceeds or is projected to exceed the maximum number of hours in their conditions of employment. Supervisors are expected to keep track of hours worked for employees they supervise, as well, to ensure hourly employees adhere to the conditions of employment regarding their work hours.

F. The HR staff will provide information to supervisors regarding any changes in employment rules affecting hourly employees.

G. An individual may only be assigned to one hourly employment type.

II. COMPENSATION AND ONBOARDING

1. Hourly employees may begin working on the first business day of each payroll period; all new temporary (non-student) part-time hourly employees should attend an onboarding session on the first day of the pay period. Student and international student employees do not need to attend an onboarding session. Prior to beginning employment, the following pre-employment steps must be completed:

1. Supervisors will submit a Personnel Action Form (PAF) to HR. The PAF will include a suggested pay rate and number of hours to be worked per week.
2. Prospective employees will complete a background check, which must be approved by HR.
3. HR will create an employee account for the hourly employee and request an email address for the employee.
4. Prospective employees will complete all necessary hiring paperwork and turn it into HR. Temporary part-time hourly employees will complete their paperwork during onboarding. Student and international employees may attend a scheduled paperwork session in HR to complete their paperwork.
5. HR will notify the supervisor when all pre-employment actions are complete. Hourly employees may not start working in the department for which they were hired until items 1-4 (above) are completed.
6. The supervisor is responsible for providing a thorough training program to familiarize each hourly employee with the activities of the department. This includes providing hourly employees appropriate information about college policies and regulations.

B. Time Accounting: Supervisors will assign work schedules to hourly employees. Hourly employees must be compensated for all hours worked and will submit hours worked in ctcLink, which will be verified and approved by supervisors. It is recommended hourly employees keep track of hours worked by inputting their time into ctcLink at the end of each shift. Hourly employees are not entitled to paid holidays, and holidays for which permanent staff are paid are not considered “hours worked” for student employees.

C. Overtime: Hourly employees are overtime-eligible and must be compensated at time and a half for all hours worked over 40 hours per workweek. If a student employee has more than one college position, the hours worked in all positions are totaled to determine the total hours worked within the workweek.

1. The maximum work hours for student and international student employees on campus should be no more than nineteen (19) hours per week, or a maximum of seventy-six (76) hours per month. Work-study student employees are limited to their work-study award and to the nineteen (19) hours per workweek limitation. A student may work eight (8) hours a day or up to forty (40) hours a week maximum during quarter breaks and the quarter when not enrolled if they meet the following criteria:
   1. The student is enrolled for a minimum of six credits each quarter for three previous, consecutive quarters; and
   2. The student intends to enroll for six (6) or more credits in the quarter following the break quarter. 
2. The maximum work hours for temporary part-time hourly employees should be no more than sixteen (16) hours per week.

D. Determination of hourly rate:

1. The PAF submitted to HR will contain a recommended hourly rate. The rate should conform with the Edmonds College Hourly/Student Pay Scale, be consistent with similar hourly positions, and take the following into consideration:
   1. The type and relative complexity of the work to be performed;
   2. Level of responsibility to be assigned;
   3. Background of technical training and/or experience required; and
   4. Overall skill level of the student to be employed.
2. The Vice President for Human Resources and Operations will review the PAF and approve, adjust, or disapprove the recommended salary for salaries at or over $16/hour. The Director of HR will review the PAF and approve, adjust, or disapprove the recommended salary for salaries under $16/hour.
3. It is recommended that international and student employees be initially hired at the minimum rate within the pay range for the appropriate job classification. However, the supervisor may employ them at a higher rate of pay within the range if the student has previous job experience or special qualifications for the job.
4. Supervisors may request pay increases for their hourly employees. Pay increases may not be more frequent than once per year. The effective date for all pay increases must be on the first day of the pay period (either 1st of month or 16th of month). Increases should remain within the classification range on the Edmonds College Hourly/Student Pay Scale and should be no more than $0.50/hour, in increments of $0.25.
5. To change classification for an hourly employee, the budget authority must submit an updated PAF to HR with a justification for the change explaining the increased responsibilities or new duties.
6. Changing status from student employee to non-student employee:

1. If a student employee’s enrollment changes to less than six credits, the supervisor needs to notify HR. A determination will be made as to if the employee can no longer be considered a student employee and needs to be changed to a non-student hourly employee. If advised to do so by HR, the supervisor will submit a PAF to change the student employee to a non-student hourly employee. HR will also advise if there is additional paperwork that the employee will need to complete when changing status. Employees in AD (non-student hourly) status will be employed under the rules and procedures governing temporary, non-student employees.
2. If a non-student hourly employee enrolls for six or more credits, supervisor needs to submit a PAF to change from non-student hourly employee to student employee.
3. When changing from budget code “AM” (student) to “AD” (non-student hourly), or vice versa, the employee’s level of pay does not need to change, as long as the position is the same. If duties change, then supervisor should consult with HR on an appropriate wage.

7. State Work Study Pay Rates: Student employees eligible for state work study programs are assigned a classification by HR under the State Personnel Resources Board classification system and paid at step A of the appropriate range.

III. LEAVE

A. Vacation Leave: Hourly employees are not eligible for vacation leave.

B. Sick Leave: In accordance with RCW 49.46.210, all Edmonds College hourly employees accrue one hour of paid sick leave for every forty (40) hours worked. Sick leave will be posted in ctcLink at the beginning of each subsequent month in which it was earned. Leave will be posted in fractional increments (e.g. an employee who works sixty (60) hours in January will accrue 1.5 hours of leave that will be posted at the beginning of February).

1. Sick leave usage counts toward the number of hours an employee can work in a given week, month, etc.
2. Hourly employees can only take sick leave when they are scheduled to work.
3. Retaliation by any supervisor or the college for using paid sick leave for authorized purposes is prohibited.
4. The accrual calendar year for hourly and student employees begins January 1 and ends December 31 of each year. Carryover of paid sick leave hours: A maximum of forty (40) hours of unused, accrued sick leave will be carried over to the next calendar year. Accrued, unused sick leave over forty (40) hours will be forfeited at the end of the calendar year.
5. Submitting Leave: Employees will record paid sick leave usage on their timesheets in ctcLink. Leave can be used in increments of .25 hours (15 minutes) or greater. 
6. Paid sick leave hours will be compensated at the employee’s hourly rate of pay for the job in which they are taking the sick leave.
7. Qualifying absences for hourly employee sick leave are enumerated in RCW 49.46.210 (b)(i, ii, and iii). Qualifying absences include the following:
   1. Employee’s mental or physical illness, injury, or health condition.
   2. Preventative care such as medical, dental, or optical appointments, and/or treatment.
   3. Care of a family member with an illness, injury, health condition, and/or preventative care such as a medical, dental, and/or optical appointment.
   4. Closure of the employee’s place of business or child’s school/place of care by order of a public official for any health-related reasons.
   5. If the employee or employee’s family member is a victim of domestic violence, sexual assault, or stalking.
   6. Hourly and student employees MAY NOT use sick leave for suspended operations/campus closures/etc.
   7. Qualifying family members include children (biological, adopted, foster, step, or legal guardian), parent or parent-in-law, grandparent or grandchild, sibling, spouse or registered domestic partner.
8. The employer may request medical verification for an absence that exceeds three (3) days.
9. Separation from Employment: If an employee separates from employment, there will not be financial or other reimbursements to the employee for accrued, unused paid sick leave at the time of separation.
10. Reinstatement of Employment: If an employee resigns or is terminated from the college and is rehired as an hourly employee within twelve (12) months of separation, any accrued, unused paid sick leave will be reinstated to the employee’s paid sick leave balance, subject to the carryover limitations set forth in III.B.4 above.

IV. TERMINATION PROCEDURES

Hourly employees are “at will” employees. It is generally expected that hourly employees will give the employer two weeks’ notice prior to resigning unless an earlier date is mutually agreed upon. Similarly, the employer will give the employee two weeks’ notice before terminating their employment, unless a shorter time period is necessary due to behavioral or productivity concerns. Depending upon the severity of the problem, it is generally expected that the employer will advise the hourly employee in writing of unsatisfactory performance at least once before terminating the student employee, but it is not an absolute requirement in every case. A copy of any written warnings should be maintained within the department of origin. All notices of termination should be sent to the HR office. Notices will become part of the hourly employee’s permanent file.

GLOSSARY TERMS
Student Employee

Temporary (Part-Time) Employee

International Student Employee 

RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy

SOURCE INFORMATION
(was) C 5.4.100 R101 Student Employment

(was) C 6.2.109 R106 Controlling/Monitoring Part-Time Hourly Exempt Temporary Positions

(was) C 6.3.200 R105 Hiring of Part-time Hourly Non-student Employees

RCW 41.06.070 Exemptions to chapter - Right to reversion.

WAC 357-04-040 Which student employees of higher education employers are exempt from civil service rules?

WAC 357-04-045 Which part-time or temporary employees of higher education employers are exempt from civil service rules?

RCW 49.46.210 Paid services - Authorized purposes - Limitations - “Family member” defined.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor, leadership and ctcLink references

2018-Jun 21 Approved by President’s Cabinet

2018-Jun 11  Amended

1996-Feb 12  Amended 

1991-May 13  Amended

1989-Jan  Approved

HR 5.09pr - Classified, Exempt, and Academic Employee Hiring : Procedures

A. Diversity

1. Diversity is one of the college’s four values that guide institutional goals for students, staff, and faculty. In support of Edmonds College’s commitment to inclusive excellence, all hiring managers and subject matter experts (SME) are expected to review implicit bias and cognitive errors resource materials in preparation for recruitment.

B. Resource planning

1. Before you begin the hiring process, verify that your planned salary range has been reviewed and pre-approved by the appropriate unit approver and Human Resources (HR). Appropriate unit approvers will be the head of a division and may be a member of the President’s Leadership Team. Consult the HR Hiring Approval Flow Chart to confirm who needs to approve your salary range.

2. Keep in mind that “resources” are not just limited to salary and benefits, but also space assignment, operational expenses (IT, software, equipment, supplies), professional development and training, and travel.

C. Internal Equity

1. For new or revised positions, consider any impacts to job duties/responsibilities for existing positions or if it will impact existing team structures or reporting lines.

D. Roles and Responsibilities

1. Human Resources roles and responsibilities:

a) Approval for hiring: HR is responsible for determining whether a position is classified or exempt, and whether the position is overtime eligible or overtime exempt.

(1) For classified positions, HR assigns the job classification.

(2) For exempt positions, HR must confirm that the position meets one or more of the exemption criteria, and then assign the position to a salary grade and pay range.

b) Human Resources recruiters work with hiring managers and departmental administrators to post jobs to the Edmonds College employment website and place other recruitment-related advertising (hiring department is responsible for the cost of advertising beyond the employment website). During the selection process, recruiters assist departments in:

(1) developing interviewing tools;

(2) reviewing the applicant pool for top candidates;

(3) advising on required reference checks;

(4) developing offer letters; and 

(5) conducting background checks. 

2. Hiring Managers roles and responsibilities:

a) New hiring managers will contact Recruitment to set up an account in NEOGOV. 

b) Hiring managers will be given their own Manager Workbench where they can view and keep track of all their recruiting and selection activities in the Online Hiring Center (OHC).

c) The hiring manager or the supervisor is responsible for initiating the request for a background check.

3. Criminal background checks: 

a) At the time of recruitment for a new or vacant position (or before a volunteer can be engaged) each employing department is responsible for determining whether the position is properly designated as security/safety sensitive in accordance with the established criteria for designating security/safety sensitive positions. Recruitment can assist with identifying if the position fits these criteria. 

(1) A background check will be flagged for review for the Director of Human Resources if any criminal activity, beyond low-level offenses such as minor traffic violations is found. Upon review, the Director of Human Resources may either: 

(a) approve the background check;

(b) contact the potential employee for additional information; or

(c) reject the application on the grounds of a failed background check and provide the potential employee information on how to appeal the decision.  

II. Process for Hiring

A. The hiring manager will assess the need for a new position or replacement of a vacant position. 

B. For new positions, the first step is to contact Recruitment in HR and discuss the position, classification, job description, and salary range.

1. During the position development stage, hiring managers should assemble a draft position description that captures the duties, responsibilities, reporting structure, required skills, experience, and other relevant position details. Hiring managers may choose to revise an existing position description for a similar position type or work with a recruiter to draft a new position description. Please reach out to Recruitment for examples of past/current position descriptions.

C. The hiring manager opens a requisition in the OHC in NEOGOV. 

D. The requisition will be reviewed and approved by unit approvers and/or the President in NEOGOV. 

E. Once the requisition is approved, Recruitment will post the position to the Edmonds College employment website, where applicants can apply for the position.

F. Recruitment will review resumes against all requirements and then place top candidates in the hiring manager workbench in OHC in NEOGOV for review.

G. The hiring manager will chair the search committee, establish the search committee members, review resumes, conduct interviews, and check references on final candidates prior to making a final hiring decision. The hiring manager will review interview questions with Recruitment prior to conducting interviews. During the hiring manager’s review and evaluation of candidates, the hiring manager will disposition candidates to track and document their status in the hiring process.

H. Once the hiring manager has selected a qualified final candidate, they will need to establish a proposed salary and obtain approval for the salary offer.

I. Recruitment will review and approve the proposed salary offer.

J. Designated department approvers will review and approve the salary.

K. Once the salary has been approved, the hiring manager can make an offer to the candidate. Contact your recruiter if salary negotiation is needed. Offers must be made contingent upon a successful background check.

L. After an offer is accepted, select the Department Hire (pre-hire activity) in ECHIRES to alert Recruitment that the offer has been accepted and request a start date. Start dates for onboarding occur on the first business day of each pay period, generally the 1st or the 16th of each month.

M. The supervisor/hiring manager will submit a background check request for the candidate.

N. The recruiter will send the candidate hiring and onboarding information and enter employee data in NEOGOV. Hiring is complete.

III. Additional Hiring Guidelines by Employee Type

A. Hiring Classified Staff

1. Classified Staff Compensation Overview

a) The Washington Public Employees Association (WPEA) UFCW Local 365 Collective Bargaining Agreement (CBA) specifies how classified positions are paid and evaluated for possible reclassification. Civil service rules specify how classified non-union positions are paid and how they are evaluated for possible reclassification.

b) All classified employees are paid within a salary range determined by the Office of Financial Management. An employee receives salary step increases in accordance with the CBA or rules covering the position until the employee reaches the top automatic step of the salary range, after which there are no more automatic step increases.

c) Job specifications that are used to determine a position’s job classification are general in nature and are not intended to serve as a job description. Each job specification is divided into sections; depending on the particular specification and its revision date, the sections are as follows:

(1) The Class Series Concept distinguishes one class series (grouping of related job specifications) from another series. It describes the general duties and responsibilities of the group of specifications, and how the series is unique. The Class Series Concept is usually, but not always, included in the lowest level of the class series. Not all class series have Class Series Concepts.

(2) The Basic Function (Definition) describes the class duties and responsibilities in summary form.

(3) The Distinguishing Characteristics distinguish classes within a series from one another. They describe the duties and responsibilities that separate the class from the next lower level, and if necessary, from the next higher level class in the series.

(4) Typical Work statements contain examples of job duties and responsibilities normally assigned to employees in the class. They are listed in order from most important to least important. These examples of duties help to define the information contained in the Class Series Concept, Basic Function, and Distinguishing Characteristics sections. There can be considerable overlap between Typical Work statements for related job classes or similar job class series.

(5) The Minimum Qualifications section is used in recruitment and is not used to make job classification determinations. However, the candidate must meet the minimum qualifications for the desired job class.

2. Classification Review

a) If HR, a supervisor, or an employee believes that a position’s duties have changed enough so that the position’s assigned job profile no longer fits the work, Compensation will review the position to determine if it should be assigned to a different job profile through the position review process (see the WPEA CBA).

3. Temporary Salary Increases

a) Supervisors may temporarily assign a classified non-union or contract classified employee the duties of a higher-level classified or professional staff position in accordance with the provisions of the applicable civil service rules or labor contract. All temporary salary increases will have to be approved by the President. After approval by the President and HR, the employer may assign temporary assignment pay added to base salary to recognize specialized skills, assigned duties, and/or unique circumstances that exceed the ordinary. Assignment pay is intended to be used only as long as the skills, duties, or circumstances it is based on are in effect. The increase is effective the first day of the assignment. For classified non-union staff, temporary higher level duty salary increases are limited to eighteen months. For contract classified staff, temporary higher level duty salary increases are governed by the provisions of the applicable labor contract.

B. Hiring Academic Employees

1. The principal functions of Edmonds College are academic excellence, student success, and community engagement. Its chief instrument for performing these functions is its faculty, and its success in doing so depends largely on the quality of its faculty. The policy of the college should be to enlist and retain distinguished faculty members with outstanding qualifications.

2. The college will follow hiring procedures as outlined in the Faculty CBA with the Federation of Teachers, Local 4254 AFT, AFL/CIO found on the college’s HR website.

C. Hiring Exempt Staff

1. All exempt staff positions must meet one of the Exempt Management Bands under OFM’s State HR Director’s exemption criteria. HR evaluates each exempt staff position to determine the exemption criteria, assign a job description associated with the exemption criteria and a compensation determination that is based on the position’s duties, responsibilities, and other factors. All exempt position salary ranges will be established by the Executive Director of HR. All specific salaries within the approved range that are offered to final candidates will be approved by the Executive Director of HR in consultation with the hiring manager. Any salary offered outside the approved range must be approved by the President.

IV. Internal Recruitment, Promotion, and Temporary Positions

A. Edmonds College encourages employees to make full use of their talents, skills, and potential growth within the college. No employee will be adversely affected as a result of expressing an interest in another job opening. Edmonds College employees are encouraged to complete one (1) year in their current position before pursuing other job opportunities at Edmonds College.

B. Internal Recruitment

1. Lateral Transfer: A lateral transfer is a move to a position with the same or similar job title in the same pay grade. Such transfers provide opportunities to work with new colleagues, to master a different range of skills, or to transfer special skills and experience to a new environment.

2. Temporary and Interim Positions

a) An interim appointment is defined as the appointment of an existing employee to perform the duties of a vacant or soon to be vacant position, while recruitment is underway to permanently select a successor. If an interim appointment is deemed necessary, a department has the obligation to make its best judgment regarding the selection of a temporary replacement. If the hiring manager makes the judgment that an interim appointment is necessary for the effectiveness and continuity of operations they need to get approval from the President’s Leadership Team member of the division, the Vice President for Human Resources and Operations, and the President. Interim appointments are for the duration of one year or less. The hiring managers should, when practical, follow these steps:

(1) When a position vacancy occurs and it is necessary for the college to appoint an individual to fill in as an interim appointment, the President or their designee may:

(a) Open an internal competitive selection by posting the position.

(b) Appoint an individual for the interim position due to business needs or until a recruitment process for a replacement can be completed. 

b) An interim appointment should not exceed one calendar year unless business needs justify an extension. Examples of justifiable business needs could include but are not limited to:

(1) Failed recruitment process.

(2) Recent or foreseeable changes in college organizational structure or purpose demonstrates a need for stability in the position.

(3) Termination of interim appointment would cause a disruption in the services provided by the college.

c) Any justification for extension of the interim appointment should be documented at the time of the extension and approved by the President. 

d) When a position arises from a special fund source such as a grant, contract, or self-support project, a determination should be made concerning the probable length of appointment. If there is a strong likelihood that the position will continue longer than one year, the position should be opened for recruitment before or within the first year of operation. 

C. Promotional Positions

1. A promotion is a change from one position to another open position at a higher pay level or an increase of the level of responsibility and duties that, with a completely new position, would normally be accompanied by an increase in salary. The major criterion used in the promotion process is the demonstrated ability of the applicant to perform satisfactorily in the new job. The decision to promote will be made after considering factors such as competency, growth and development, demonstrated ability to take on new responsibility, experience, potential for growth, and seniority.

2. When a position is an open position at a higher pay or an increased level of responsibility and therefore increased pay, the position may either be: 

a) Opened for internal consideration only;  

b) Opened competitively; or

c) An internal candidate may be appointed to the position if:

(1) The employee has been with the college for over 12 months;

(2) the employee meets all minimal qualifications; and

(3) the appointment is approved by the Vice President for Human Resources and Operations and the President.

3. In accordance with our policies and procedures, the college will not tolerate promotions that are based on:

a) Discrimination.

b) Fraternization.

c) Favoritism.

d) Nepotism.

RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy

SOURCE INFORMATION
(was) C 6.3.200 R103 Hiring Regulation for Classified Service Personnel

(was) C 6.3.200 R104 Hiring Regulation - Administrators, Professional Exempt Employees, and Confidential Assistants

(was) C 6.3.200 R101 Hiring Regulation - Full-Time Academic Employees

(was) C 6.3.200 R102 Part-Time Academic Employee Hiring Procedur

2020-Apr 06  Approved by President’s Leadership Team

HR 5.10pr - Exempt Employees Probationary Period Procedure :

A new employee who does not have regular status with the State of Washington must serve a probationary period when appointed to a civil service position. Probationary periods are trial periods in which regular staff employees must demonstrate their ability to perform the duties and responsibilities of the position. 

The probationary period provides an opportunity for both employees and supervisors to assess how well the employment relationship is working.

PROCEDURE DETAILS
Scope/Applicability 

This policy applies to all prospective and existing exempt employees of Edmonds College.

Policy Statement 

All employees new to an exempt position are subject to a probationary period. The probationary period for employees working in exempt positions is six months from the first date of employment. After the original probationary period has been completed, in each instance that a regular exempt employee applies for and accepts a different exempt position, the employee must complete an additional six months probationary period. During this probationary period, an exempt employee may be terminated and separated from employment with or without cause.

In situations where a department requires additional time to assess an employee’s performance, Human Resources may authorize the extension of a probationary period for up to an additional three months. Employees must be informed of an extension prior to the expiration of the initial probationary period.

When employees are absent from work for a total of 10 working days or more during their probationary periods, the period may be extended by the length of the absence. When the supervisor’s position is vacant for a total of 10 working days or more during an employee’s probationary period, the supervisor hired to fill the vacant supervisory position may extend the probationary period by the length of the vacancy.

Employment may be terminated prior to the end of the probationary period if authorized by Human Resources and the college President. 

Responsibilities 

Probationary employee: Probationary employees are responsible for providing a minimum of two weeks notice should they determine that the position is not a good fit for them.

Human Resources: Supervisors are responsible for tracking the dates of the probationary period. Human Resources will authorize the probationary period extension and termination requests.

Supervisors: During the probationary or trial service period, supervisors will closely monitor and provide feedback on the employee’s work performance and behavior. If needed, coaching and counseling will be provided and documented. 

Probationary period separation

An appointing authority may separate a probationary employee with or without cause, in accordance with WAC 357-46, with at least 7 days notice. 

Procedures 

Supervisors must notify Human Resources at least 14 business days in advance of the probationary period end date a decision to either extend a probationary period or to terminate employment during the probationary period. All employees shall be informed in writing in advance of the expiration of the probationary period if their probationary status will be extended or if employment will not be continued.

Supervisors must submit a written request to Human Resources if they wish to waive a probationary period when the employee was previously performing a different position within their department prior to a promotion or transfer. Probationary periods for newly hired exempt employees will not be waived.

If supervisors do not contact Human Resources in writing, at least one month before the end of the probationary period, to either extend the probationary period or terminate the employee prior to the probationary period end date, the employee will be considered to have successfully completed the probationary period.

RELATED POLICIES AND PROCEDURES
HR 5.01pr Classified Performance Evaluation Procedure 

HR 5.02pr Administrative and Professional Exempt Performance Evaluation Procedure 

HR 5.03pr Administrative Exempt Employee Procedures

HR 5.04pr Procedure for Reporting of Leave, Overtime, and Compensatory Time : General Requirements for Eligible Employees

HR 5.05pr Procedures for Leaves and Holidays for Administrative and Exempt Employees

HR 5.06pr Procedures for Implementation of Shared Leave

HR 5.07pr Suspended Operations Procedure

RCW 41.06 State Civil Service Law 

RCW 41.06.010 Declaration of Purpose

Fair Labor Standards Act (FLSA)

2020-Feb 21  Adopted by President’s Leadership Team

HR 6.0 - Workplace Civility and Respect :

Maintaining a culture of respect and civility in the workplace is key to a successful work and classroom environment. It improves morale and fosters productivity and enhances learning. Disrespect can become a barrier to effective communication, coaching, and productivity and manifests itself in both verbal and non-verbal abuse.

DESCRIPTION
College members will treat all members of the community with honesty, respect and courtesy; each individual shall have regard for the dignity and needs of the people with whom they work and supervise. This applies to all interpersonal interactions, written and verbal communications, and in cyberspace and social media networks. The college is committed to expecting respectful and civil behavior from all employees at work and in the classroom; we require each employee to support this commitment. 

Managers and supervisors are responsible for ensuring the workplace and classroom are free of disrespectful behavior, abusive treatment, and harassment within their respective work areas.

RELATED POLICIES AND PROCEDURES
HR 6.01pr Workplace Civility and Respect Procedures 

 

SOURCE INFORMATION
(was) C 6.5.600 Workplace Civility and Respect Policy

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2019-Sep 30  Revisions approved by President’s Leadership Team

2017-Jan 09  Approved by President’s Cabinet

2009-Apr 20  Approved by President’s Cabinet

HR 6.01pr - Workplace Civility and Respect : Procedure

Demeaning, intimidating, threatening, bullying, or violent behaviors that affect the ability to learn, work, or live in the college environment depart from the standard for civility and respect. These behaviors have no place in the academic community.

PROCEDURE DETAILS
As members of Edmonds College, staff, faculty, and students are expected to interact with each other with respect and consideration. When a college community member’s conduct varies from this expectation, it is the responsibility of the manager, director, department chair, or dean who supervises the person engaging in the inappropriate conduct to address it. Inappropriate conduct covers a broad range of behavior from rude, obnoxious, bullying behavior to threats of violence. The level of danger in the behavior determines the action the supervisor should take. Members of the college community who witness uncivil behavior may report the behavior to a supervisor or college official or submit an incident report via the Edmonds College website.

Disrespect must not be confused with legitimate comments and/or advice (including relevant negative comments and feedback) from or to managers and supervisors on work performance or work-related behavior of an individual or group. Feedback on work performance or work-related behavior differs from harassment in that feedback is intended to assist employees to improve work performance or the standard of their behavior. However, even the most serious criticism or negative feedback should be delivered respectfully, privately, and courteously.

College employees will not engage in behavior that embarrasses, intimidates, or humiliates others–or which a reasonable person would find embarrassing, intimidating, or humiliating. Examples of these behaviors may include but are not limited to:

• Screaming or yelling
• Sarcasm with an apparent intent to humiliate
• Arrogance or condescending behaviors or comments
• Insubordination
• Retaliatory actions
• Derogatory epithet
• Email or social media comments or behaviors that publicly or privately degrade, intimidate, or humiliate members of the college community

Additionally, visitors, vendors, contractors, and the families of college members are required to display appropriate conduct at all times. Noncompliant behavior may lead to removal from the campus.

CONFLICT RESOLUTION:

As any first step to resolving workplace issues, initial concerns shall be addressed informally and privately between employees one-on-one and/or with the assistance of their supervisor.

The Human Resources Office can provide individuals with advice and strategies to attempt to resolve these informally between or among employees and with their supervisors.

If an employee’s behaviors persist, college employees should initiate complaints formally (in writing) or informally with the appropriate administrator of the employee’s operational unit. Complaints about peers should be presented to the concerned employee’s immediate supervisor. Complaints about managers should be presented to the concerned employee’s operational President’s Leadership Team member.

Copies of any written complaints and responses shall be sent to the head of Human Resources. Initial violations of these procedures will usually result in an informal investigation or inquiry; any issues may be managed through an employee’s performance evaluation process before any discipline will be considered. However, severe or multiple violations of these procedures may result in the application of progressive discipline in an effort to correct the behavior.

For additional guidance on identifying potential threatening or violent behavior and for the best ways to deal with these incidents, contact Human Resources (for employees) or the Student Conduct Officer (for students), or Campus Safety and Security (for visitors).

A member of the college community who displays inappropriate conduct is subject to disciplinary action. The college may impose sanctions on students and employees who violate the Workplace Civility and Respect Policy (HR 6.0), consistent with appropriate college policies and collective bargaining agreements.

Exempt employee – after an investigation, the college will determine whether disciplinary action needs to be taken with the employee; based on the severity of the behavior, an oral warning up to possible termination may be taken with the employee.

Classified employee – the collective bargaining agreement will be followed.

Faculty member – the collective bargaining agreement will be followed.

Student – the Student Code of Conduct will be followed. 

GLOSSARY TERMS
Uncivil Conduct

RELATED POLICIES AND PROCEDURES
HR 6.0 Workplace Civility and Respect 

SS 1.0 Student Code of Conduct

Faculty CBA July 1, 2016-June 30, 2019

Classified CBA July 1, 2019-June 30, 2021

SOURCE INFORMATION
(was) C 6.5.600 Workplace Civility and Respect Policy

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2019-Sep 30  Revisions approved by President’s Leadership Team 

2017-Jan 09  Approved by President’s Cabinet

2009-Apr 20  Revisions approved by President’s Cabinet

HR 7.0 - Employee Relationships :

To ensure that the advising, mentoring, evaluation, and supervision of students or subordinates is conducted fairly and equitably, consensual relationships, or the pursuit of such relationships, is prohibited between the following groups: 1) faculty and students, in instances where the faculty member holds a position of authority over the student; 2) supervisors and their employees; and 3) adult employees, to include faculty, and students under the age of 18 years of age. Additionally, employees are prohibited from engaging in sexual activity of any kind, whether consensual or not, on the Edmonds College campus.  

Violators of this policy shall be subject to discipline, in accordance with applicable Collective Bargaining Agreements, up to and including termination of employment with the college.

PROFESSIONAL GUIDELINES: Some professionals employed by the college (i.e. counselors, attorneys, nurses, and others) may have different, more stringent guidelines that their members must obey to maintain certification. This policy does not preclude or replace any guidelines published by a particular professional association. Edmonds College expects its employees to abide by the guidelines of any professional organization of which they are members, in addition to the standard set forth in this policy.

GLOSSARY TERMS
Campus

Consensual Relationship

Employee

Faculty

Position of Authority

Sexual Activity

Student

Supervisor

RELATED POLICIES AND PROCEDURES
HR 7.01pr Employee Relationships: Procedures 

SOURCE INFORMATION
Classified CBA

Faculty CBA

Administrative and Professional Exempt Employee Handbook (in progress)

RCW 9A.44 Sex Offenses

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2017-March 13  Approved by President’s Cabinet

HR 7.01pr - Employee Relationships : Procedure

When a faculty-student consensual relationship exists or develops, a faculty position of authority with respect to the student must be avoided or immediately terminated. Avoidance or termination includes, but is not limited to, the student not enrolling in a course; a qualified alternative faculty member or teaching assistant taking the position of authority; transfer of the student to another course, section, seminar, etc., taught by a different faculty member or teaching assistant; assigning or transferring the student to another academic advisor; or the student dropping a course.

When a supervisor-subordinate consensual relationship exists or develops, the supervisory relationship must be avoided or immediately terminated. Avoidance or termination includes, but is not limited to, moving the subordinate under a different supervisor; removing the supervisory authority; or termination of employment for either or both parties.

In the event that any such relationship is reported and confirmed, and the person in the position of authority or supervision does not conform with the policy or the plan to remedy the situation, the college employee can be subject to employee disciplinary procedures in accordance with any applicable Collective Bargaining Agreement, up to and including termination in the case of administrators and staff members, or dismissal for cause in the case of faculty members.

There are exceptional circumstances in which the spouse or partner of a college employee is a student at the college. The Employee Relationships policy does not apply in such circumstances. The Vice President for Human Resources and Operations determines whether an exceptional circumstance applies and will document the exceptional circumstance in the employee’s official personnel file. Any employee involved in a relationship that may be considered an exceptional circumstance should notify their immediate supervisor as soon as possible. The employee’s supervisor should then inform the Director of Human Resources, who will work with the Vice President for Human Resources and Operations to validate and document the waiver, if warranted.

GLOSSARY TERMS
Campus

Consensual Relationship

Employee

Faculty

Position of Authority

Sexual Activity

Student

Supervisor

RELATED POLICIES AND PROCEDURES
HR 7.0 Employee Relationships 

HR 5.0 Human Resources Management

SOURCE INFORMATION
(was) 6.3.102, Section VII Administrative and Exempt Employee Code of Personnel Policy and Procedures

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2017-March 13  Approved by President’s Cabinet

HR 8.0 - Tobacco and Smoke-Free Campus Policy :

The use, distribution, or sale of tobacco products is prohibited on and within all EC owned, leased, or managed property. The Tobacco and Smoke-Free Campus Policy applies to all students, faculty, staff, and visitors with the college.  

This policy is complementary to, but does not replace, (1) HR 2.0 Drug-Free Policy and procedure HR 2.01pr, Alcohol and Drug-Free Campus; (2) WAC132Y-125-001 - Student Code of Conduct; or (3) existing rules and regulations dealing with the sale and use of tobacco products at the city, county, state, and federal levels. Medically prescribed and recreational marijuana are not allowed on campus because its use on campus violates federal law, and any violation of federal law might lead to the college’s loss of federal financial aid and federal grants.

RELATED POLICIES AND PROCEDURES
HR 8.01pr Tobacco and Smoke-Free Campus Procedures

SOURCE INFORMATION
(was) C 6.3.520 R101 Smoking on Campus Regulation

RCW 28B.50.140 – Board of Trustees, Powers and Duties

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2017-Jul 17  Revisions approved by President’s Cabinet

1999-Sep 20  Created and approved by President’s Cabinet

HR 8.01pr - Tobacco and Smoke-Free Campus : Procedures

The Tobacco and Smoke-Free Campus Procedures apply to all students, faculty, staff, and visitors with the college.

PROCEDURE DETAILS
I. Compliance

Campus Security Officers will provide a “reminder” card that EC is a Tobacco and Smoke-Free Campus to anyone they observe not following the college’s policy.

Courtesy and consideration should be exercised when informing others unaware of and/or in violation of the Tobacco and Smoke-Free Campus Policy and/or Procedures. It is expected that civility and respect for others will guide employees, students, and visitors in complying with the Tobacco and Smoke-free Campus Policy. The college expects smokers to respect the right of fellow EC campus and community members to breathe smoke-free air. The college also expects non-smokers who remind individuals not in compliance with the Tobacco and Smoke-Free Campus Policy to do so with courtesy and respect. (Please see College Policy: HR 6.0 Workplace Civility and Respect) 

Visitors in violation may be asked to leave campus property.

II. Improper Disposal

Smoking materials must be extinguished prior to entering any EC property. All tobacco products must be disposed of appropriately prior to entering any college property, which includes exiting a vehicle. Moreover, cigarette litter has been shown to be harmful to the environment.

Improper disposal includes:

• Spitting smokeless tobacco products.
• Littering (i.e., discarding cigarette butts, throwing cigarette butts out of windows, leaving spit containers).
• Taking any action that creates fire hazards.

III. Advertising and Marketing of Tobacco Products

No advertising or sponsorship promoting the use of tobacco shall be permitted on college owned, leased, or managed property, at college-sponsored events, or in publications produced by the college, with the exception of advertising in (1) The Triton Review student newspaper and (2) other newspapers or magazines that are not produced by Edmonds College and which are lawfully sold, bought, or distributed on campus property.

IV. Exceptions

Ceremonial Use of Tobacco. In accordance with the American Indian Religious Freedom Act, exceptions to the Tobacco and Smoke-Free Campus Policy may be made for Native American cultural activities. All ceremonial use exceptions must be approved in advance by the President of EC or designee. A letter must be sent to the Office of the President at least two weeks before the event.

Nicotine products approved by the Food and Drug Administration (FDA). These products are allowed on campus when prescribed by a doctor or as part of a tobacco cessation therapy program.

Other Exceptions. The EC President or designee must approve in advance any and all exceptions to this Policy. A letter requesting the use or allowance of tobacco products must be sent to the Office of the President at least two weeks in advance of the event or implementation date.

GLOSSARY TERMS
College Property

Tobacco Products

RELATED POLICIES AND PROCEDURES
HR 8.0 Tobacco and Smoke-Free Campus Policy

HR 6.0 Workplace Civility and Respect

SOURCE INFORMATION
(was) C 6.3.520 R101 Smoking on Campus Regulation

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2017-Jul 17  Revisions approved by President’s Cabinet

1999-Sep 20  Created and approved by President’s Cabinet

HR 9.0 - Sexual Harassment Policy :

The college will comply with WAC 132Y-300, Nondiscrimination and Harassment Policy.

DESCRIPTION
RESPONSIBILITIES OF EMPLOYEES

All college employees, with the exception of those who have job-specific confidentiality requirements, are required to report suspected incidences of sexual harassment. Employees may be responsible under federal or state law if they know or should have known about sexual harassment and failed to take appropriate action. Employees may file a report directly with the Vice President for Human Resources and Operations, but it is strongly recommended they file an incident report.

RETALIATION PROHIBITED

Edmonds College prohibits retaliatory behavior against any complainant or any participant in the complaint process. The initiation of a complaint of sexual harassment will not reflect negatively on the employee or student who initiates the complaint nor will it affect the employee’s job assignment, status, rights, privileges, or benefits.

Any employee who retaliates against any individual who has either made a complaint of sexual harassment or has participated in an investigation of a complaint of sexual harassment will be subject to disciplinary action up to and including dismissal.

Any non-employee doing business with the college who retaliates against any individual who has made a complaint of sexual harassment or participated in an investigation of a complaint of sexual harassment will be disciplined subject to the extent that the college has control over the non-employee or his or her employer.

OTHER PROCEDURES AND REMEDIES

Anyone who is subjected to sexual harassment is encouraged to pursue the matter through either the specific procedures established in WAC 132Y-300 or by the means afforded them through Chapter 49.60 RCW or under Title VII or Title IX of the federal Civil Rights Act, as amended in 1991.

The procedures outlined in WAC 132Y-300 do not replace an individual’s right to file a complaint with an external agency such as the Office of Civil Rights, Equal Employment Opportunity Commission, or the Washington State Human Rights Commission.

Equal Employment Opportunity Commission (for employees)
909 1st Avenue, Suite 400
Seattle, WA  98104-1061
(206) 220-6883 or 1-800-669-4000
TDD  (206) 220-6882

Office of Civil Rights (for student complaints)
915 2nd Avenue, Room 3310
Seattle, WA 98174-1099
(206) 220-7900
TDD   (206) 220-7907

Washington State Human Rights Commission (for employees and students)
711 S. Capitol Way, Suite 402
PO Box 42490
Olympia, WA 98504-2490
(360) 753-6770
TDD  1-800-300-7525

RELATED POLICIES AND PROCEDURES
WAC 132Y-300 Nondiscrimination and Harassment Policy

Chapter 49.60 RCW Discrimination—Human Rights Commission

SOURCE INFORMATION
(was) C 6.3.106 Sexual Harassment Policy

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2017-Aug 21  Amended by President’s Cabinet

1995-May 03  Amended

1983-Dec  Adopted

HR 10.0 - Volunteer Management Policy :

Edmonds College employees may volunteer their services to Edmonds College as long as they are not volunteering to do work that they would normally do as a paid employee. To volunteer legally for their own employer, public employees must perform a service that is distinctly different from their ordinary work activities.

GLOSSARY TERMS
Intern

Volunteer

RELATED POLICIES AND PROCEDURES
HR 10.01pr Volunteer Management Procedures

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2019-Jan 07  Approved by President’s Cabinet

HR 10.01pr - Volunteer Management Procedures :

Supervisors:

• Are responsible for determining whether or not to solicit or accept volunteers and for ensuring that volunteers have adequate experience, qualifications, and training for the task they will be asked to perform.

• Must provide a description of volunteer services to the Human Resources Office.

• If the volunteer is under 18, provide a completed Parental/School Authorization form in addition to the volunteer packet.

• Must supervise and train the volunteer.

• Must inform the volunteer of relevant college policies.

• Must initiate a background check request (internal use only). Note: International students must come in person to the Human Resources Office to complete their background check form and bring a passport, I-20, and I-94. 

• Must sign the Non-Employee Volunteer/Intern Agreement.

• Must notify HR when volunteer is no longer working.
   

Human Resources/Payroll Offices:

• Responsible for approving internships by non-Edmonds College students.

• Responsible for approving volunteer assignments.

• Maintain files and records.

Intern/Volunteer:

• Must successfully complete a background check. Picture ID is required.

• Must sign and adhere to the volunteer packet. The volunteer packet includes:

  • Non-Employee Volunteer/Intern Agreement

  • Employee Personal Information Form

• Adhere to all relevant college policies and procedures. ‘

Dismissal of Volunteer

The college may, at any time and for whatever reason, and at its sole discretion, terminate a volunteer’s relationship with the college.  

Supervisors are responsible for notifying HR within 24 hours of terminating a volunteer and for collecting any college property from the volunteer, such as an EdPass, keys, etc.

GLOSSARY TERMS
Intern

Volunteer

RELATED POLICIES AND PROCEDURES
HR 10.0 Volunteer Management Policy

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2019-Jan 07  Approved by President’s Cabinet

HR 11.0 - Academic Integrity Policy :

IN 9.0 Copyright Policy

IN 9.01pr Copyright : Procedures

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Instruction, Faculty Senate, and Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2018-Oct 29  Approved by President’s Cabinet

HR 11.01pr - Academic Integrity Procedure :

Examples of academic dishonesty include, but are not limited to:

• The falsification or misrepresentation of academic credentials

• Plagiarism 

• The falsification or misrepresentation of data in a grant application or publication

• The failure to disclose conflicts of interest in a research program, or the failure to obtain proper informed consent for a research study.

DISCIPLINARY MEASURES

Any employee violating this policy will be subject to an investigation that may result in disciplinary action. Edmonds College will impose sanctions on employees consistent with appropriate college policies and collective bargaining agreements.

Exempt employee – after an investigation, the college will determine whether disciplinary action is warranted. The type of sanction will be based on the severity of the violation, any previous disciplinary measures, and the employee’s level of responsibility. Sanctions may range from a verbal warning to termination.

Classified employee – the Collective Bargaining Agreement will be followed.

Faculty members – the Collective Bargaining Agreement will be followed.

GLOSSARY TERMS
Academic Dishonesty

Academic Integrity

Employee 

Faculty

Intellectual Property

Plagiarism 

Student (Definition 2)

Supervisor 

RELATED POLICIES AND PROCEDURES
BOT 15.0 Academic Freedom

HR 11.0 Academic Integrity Policy

IN 9.0 Copyright Policy

IN 9.01pr Copyright : Procedures

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Instruction, Faculty Senate, and Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2018-Oct 29  Approved by President’s Cabinet

HR 12.0 - Public Records Policy :

132Y-320-010 Purpose.

132Y-320-020 Definitions.

132Y-320-030 Description of central and field organization of Community College District No. 23.

132Y-320-040 Operations and procedures.

132Y-320-050 Public records available.

132Y-320-060 Public records officer.

132Y-320-075 Requests for public records.

132Y-320-085 Fees.

132Y-320-095 Exemptions.

132Y-320-105 Review of denials of public records requests.

132Y-320-125 Records index.

132Y-320-135 Notification of affected persons.

RELATED POLICIES AND PROCEDURES
HR 12.01pr Public Records Procedures

SOURCE INFORMATION
(was) C.6.3.400 Public Records Policy

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2018-Oct 29  Revised by President’s Cabinet

1989-May 15  Approved

HR 12.01pr - Public Records Procedures :

Employees of the college are expected to be aware of these procedures and to comply fully when asked by the Public Records Officer to produce documents in response to a public records request. Full compliance means promptly identifying, locating, and providing to the Public Records Officer any and all records that may be responsive to a request.

PROCEDURE DETAILS
 

Public Records Officer

The Vice President for Human Resources and Operations serves as the Public Records Officer for the college. The Vice President may appoint a designee to respond to public records requests and oversee compliance with the Public Records Act (45.56 RCW) and other applicable laws.

Submission of Public Records Requests

All public records requests should be directed to the Public Records Officer. Requesters are encouraged to use the online form provided on the college website. Alternatively, requests may be submitted via mail, email, or fax or delivered in person to the Human Resources Office during normal business hours.

To ensure that the Public Records Officer has adequate information to process a request, it is recommended the request include the following (at a minimum):

• Requester’s name
• Requester’s contact information (preferably email address or phone number)
• The nature of the request
• Description of the records requested

Procedures for Responding to Public Records Requests

Five-day response

The college will respond promptly to public records requests. Within five business days of receiving a request, the Public Records Officer will acknowledge receipt of the request and take one of the following actions:

• Deliver the responsive records to the requester (withholding or redacting records as required by law).
• Provide a reasonable time estimate for completion of the request.
• Seek clarification of the request if needed to identify the record(s) requested.
• Indicate that the college does not hold the requested records.
• Deny the request and provide an explanation of the denial.

Order of Responses

Requests are generally processed in the order in which they are received. If a request is particularly large or complex and requires a significant amount of time to complete, the Public Records Officer may process other requests concurrently to ensure that those requests are completed in a timely manner.

Assembling and Reviewing Records

Upon receiving a request, the Public Records Officer will contact records holders in other departments to obtain copies of responsive records. It is the responsibility of the department records holders to identify all potentially responsive records (including records in digital and paper formats).

The Public Records Officer will be responsible for making the final determination as to which records are responsive and for applying any necessary exemptions to disclosure specified in the Public Records Act, the Family Educational Rights and Privacy Act (FERPA), and other applicable statutes. Common exemptions include, but are not limited to, personal contact information (mailing addresses, phone numbers, email addresses) for students and employees, student academic records, and all applications for employment at the college.

Requests for Lists of Individuals

As a state agency, the college is prohibited from providing any list of individuals for commercial purposes. If a request is for such a list of individuals, the college reserves the right to require a signed affidavit from the requester stating that the request is not for commercial purposes.

Notification of Affected Third Parties

If the requested record is not exempt from disclosure and contains information which could identify an individual or agency, the district may notify that individual or agency that release of the record has been requested. In such cases the college’s estimate of the time required to complete the request will include a reasonable timeframe for the identified individual or agency to seek court protection from release of the record.

Large Requests

Requests requiring the review and production of large volumes of records may be completed in installments. The Public Records Officer will come to an agreement with the requester regarding the timeline for delivery of installments and the final estimated time to completion of the request.

Final Response

After all available responsive records have been identified and reviewed by the Public Records Officer, the college will complete its response to the request in one of the following ways:

• Delivery of all responsive records to the requester (no exemptions apply).
• Delivery of responsive records to the requester with records withheld or redacted in accordance with the Public Records Act. In such case, the response will include an exemption log providing detailed information about the records that were withheld or redacted and the legal basis for the decision to withhold or redact the record(s).
• Denial of the request. Such a denial will be accompanied by an explanation of the legal basis for the denial.
• Notification to the requester that no responsive records exist.

Administrative Review of Denials

Any person who objects to the denial of a request for a public record may petition for prompt review of the decision by tendering a written request for review within ten business days of receiving the denial. The request for review should be forwarded to the Public Records Officer and should specifically refer to the explanation of the legal basis for denial. 

Upon receipt of a written request for review, the Public Records Officer will refer it to the President of the college. The President or designee will consider the matter and either affirm, amend, or reverse the denial or consult with the attorney general to review the denial. In any case, the request for review will be returned with a final decision within five business days following receipt of the request by the college. 

Fees

There is no charge for the inspection of public records. The college will impose a fee to cover the cost of providing copies of records when the cost to the college exceeds $50.00. The college has adopted the fee schedule established in 42.56.120 RCW, which is as follows:

• Fifteen cents per page for photocopies of public records, printed copies of electronic public records when requested by the person requesting records, or for the use of agency equipment to photocopy public records;
• Ten cents per page for public records scanned into an electronic format or for the use of agency equipment to scan the records; 
• Five cents per each four electronic files or attachments uploaded to email, cloud-based data storage service, or other means of electronic delivery; 
• Ten cents per gigabyte for the transmission of public records in an electronic format or for the use of agency equipment to send the records electronically. The agency shall take reasonable steps to provide the records in the most efficient manner available to the agency in its normal operations; and
• The actual cost of any digital storage media or device provided by the agency, the actual cost of any container or envelope used to mail the copies to the requester, and the actual postage or delivery charge.

These charges represent the amount necessary to reimburse the college for its actual costs related to copying and/or electronic document preparation. Additionally, the college may impose a customized service charge to cover its costs if the request requires the use of information technology expertise to prepare data compilations.

The district may require a ten percent deposit in advance if the fee for producing copies of responsive records will exceed $100.00. All fees must be paid by debit or credit card, money order, cashier’s check or cash. The charges above may be combined to the extent that more than one type of charge applies to a particular request. Payments are processed at the Cashier’s Office in person, by mail, or by phone. 

Upon request, the district will provide a summary of the applicable charges before any copies are made or digital records produced and the requester may revise the request to reduce the number of copies or digital records to be provided and reduce the applicable charges. If the requester fails to pay fees for copying by the specified payment date, the request will be closed. The requester will receive ten days’ notice prior to the closure of the request.

GLOSSARY TERMS
Public Record 

Public Records Officer

Public Records Request 

Responsive Record 

RELATED POLICIES AND PROCEDURES
HR 12.0 Public Records Policy 

SOURCE INFORMATION
RCW 42.56 Public Records Act

RCW 42.56.10 Charges for Copying

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2018-Oct 29  Approved by President’s Cabinet

HR 13.0 - Mandatory Reporting Policy :

Abuse or Neglect

Abused Child

Allowable Physical Discipline

RELATED POLICIES AND PROCEDURES
HR 13.01pr Mandatory Reporting Procedures

SOURCE INFORMATION
RCW 5.60.060 Who is disqualified–Privileged communications.

RCW 26.44.030 Reports—Duty and authority to make—Duty of receiving agency—Duty to notify—Case planning and consultation—Penalty for unauthorized exchange of information—Filing dependency petitions—Investigations—Interviews of children—Records—Risk assessment process.

RCW 26.44.020 Definitions.

RCW 9A.16.100 Use of force on children—Policy—Actions presumed unreasonable.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2019-Jan 07  Approved by President’s Cabinet

HR 13.01pr - Mandatory Reporting Procedures :

Employees of Edmonds College who have reasonable cause to suspect a child has suffered abuse or neglect shall make a report to the proper law enforcement agency or the Department of Children, Youth, and Families (DCYF) (for information on how to report, contact Human Resources or see the DCYF site for more info). 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. The reporting requirement is not limited to on-campus incidents; state employees are required to make a report any time they have reasonable cause to suspect child abuse or neglect, regardless of whether there is a link to the college.

B.   REPORTERS

All employees, whether faculty, administrative, staff, or hourly (including student employees), must report directly to the proper law enforcement agency or DCYF.

Upon making a report, employees must notify the Human Resources office by submitting a Mandatory Report Incident Report (MRIR). The MRIR form can be found on the Edmonds College website. The Human Resources Office may contact the submitter for further information, as needed. Incidents of sexual abuse involving an employee or student also require submission of a sexual misconduct incident report.

C.   ELEMENTS OF REPORT

In accordance with RCW 26.44.040, the report must include the following information, if known:

1.   The name, address, and age of the child.

2.   The name and address of the child’s parents, step-parents, guardians, or other persons having custody of the child.

3.   The nature and extent of the alleged injury or injuries.

4.   The nature and extent of the alleged neglect.

5.   The nature and extent of the alleged sexual abuse.

6.   Any evidence of previous injuries, including their nature and extent.

7.   Any other information that may be helpful in establishing the cause of the child’s injury, injuries, or death.

8.   The identity of the alleged perpetrator or perpetrators.

NOTE: the reporting requirement above 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.

D.   TRAINING

Edmonds College will ensure that this policy is communicated such that all employees have knowledge of their reporting responsibilities.

E.   IMMUNITY FROM LIABILITY

Any employee who participates in reporting alleged child abuse or neglect in good faith shall be immune from any legal liability arising out of such reporting.

An employee 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 their cooperation.

However, an employee who, intentionally and in bad faith, knowingly makes a false report of alleged abuse or neglect shall be reported to the proper civil authorities and will be in violation of college policy.

F.  REPORTING GUIDANCE

The Vice President for Human Resources and Operations is the college’s designee to receive reports and provide guidance regarding an employee’s reporting obligations.

G. CONFIDENTIALITY

The college will seek to protect the privacy of the individuals submitting reports and those involved to the fullest extent possible, consistent with the legal obligation to investigate, take appropriate remedial and/or disciplinary action, comply with the state and federal laws, and follow the college’s policy and procedures. The college cannot guarantee complete confidentiality.

RELATED POLICIES AND PROCEDURES
HR 13.0 Mandatory Reporting Policy 

SOURCE INFORMATION
RCW 26.44.040 Reports–Oral, written–Contents.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources and Operations

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2019-Jan 07  Approved by President’s Cabinet

HR 20.0 - Parking and Traffic Management Policy :

C 6.4.501 R101 Parking for Large Audiences

C 6.4.501 R103 Fines and Penalties for Violations of Parking Rules

WAC 132Y-100 Edmonds College

City of Lynnwood Municipal Code

RCW Chapter 46.61 Washington State Traffic Laws

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Safety, Security, and Emergency Preparedness

REVIEW PERIOD
Annually

REVIEW HISTORY
2021-Oct 18  Amended to update content owner and vice president title

2020-Aug 31  Approved by President’s Leadership Team

2007  WAC Code 132Y-100-001-118 Revised

2007-Jul 15  Approved by Board of Trustees

2004-Oct 05  Edited

HR 20.01pr - Parking and Traffic Management : Procedures

To ensure fair and equitable enforcement of the parking rules for Edmonds College’s parking lots and roadways, Security Officers shall patrol parking lots in random order and to the completion of each lot, whenever possible, for the issuance of parking citations for non-compliance with parking and traffic management rules and other associated rules.

Parking Permits:

Security Officers and Parking Patrol Officers shall inspect parked vehicles for valid Edmonds College parking permits including temporary, current, special permits, and temporary visitor and carpool permits.

If a vehicle is displaying an invalid permit, expired permit, or no permit, the vehicle shall be cited appropriately.

If a vehicle is not displaying a valid permit appropriate to the area in which it is parked, the security employee shall inspect the vehicle further for parking permit exceptions, which include, city, county, state, or federally licensed vehicles. Vehicles licensed as mentioned shall not be cited for parking violations, however, they may be cited for violations of safety, fire codes, or ADA parking rules.

Vehicles parked on Edmonds College property in zones marked as disabled parking are required to display current, valid, state-issued disabled parking permits. Vehicles parked in violation of this requirement shall be cited appropriately.

Abandoned Vehicles:

In the event that an inoperative or abandoned vehicle is discovered on campus, the senior college security authority, or their designee, shall be notified for determination of any necessary action.

Inoperative or abandoned vehicles may not be parked on campus without permission from the senior security authority or their designee. Vehicles parked on campus in excess of forty-eight (48) hours will be impounded and stored at the expense of the owner.

Foot Propelled or Battery Powered Devices:

To maintain safe pedestrian right-of-ways, no foot-propelled devices will be operated on campus walkways. This includes, but is not limited to, skateboards, scooters, and bicycles. Additionally, no electric or battery-operated scooters, bicycles, or other motorized vehicles will be operated on campus sidewalks or in the campus courtyards. Exceptions to this may be made for required college vehicles, such as facilities vehicles. Exceptions may also be made for vehicles needed for special events or activities with the prior approval of the security office.

Bicycles:

Bicycles must be parked in appropriate bike racks and secured with a locking device. When bike rack space is not available, bicycles may be parked near the bike rack area if the parked bicycle does not interfere with pedestrian traffic and is secured by a locking device to prevent potential theft of the bicycle.

The following specific rules must be observed while operating bicycles on campus:

1. Bicycles will not be ridden on campus walkways, in campus courtyards, or inside college buildings at any time.
2. Bicycles will not be leaned on or parked against windows, doors or building walls.
3. Pedestrians have the right-of-way on all courtyard and sidewalk areas of campus.
4. Bicyclists must adhere to college traffic rules at all times.
5. Bicyclists must ride in designated lanes where such lanes exist.

Bicycle Impoundment:

• Bicycles parked on pedestrian paths or sidewalks, inside buildings, or near building exits may be impounded. 
• Bicycles left unattended on campus for more than fourteen (14) days may be impounded.
• Impounded bicycles will be stored in a location determined by the senior campus security official for no more than fourteen (14) days.
• Abandoned or lost and found bicycles that have been impounded for more than 14 days shall be subject to disposal in accordance with the laws of the state of Washington.

Parking Citations:

Parking citations shall be issued for on-campus parking as established by the Campus Security Department and listed on the college’s parking webpage.

The Edmonds College citation schedule is as follows:

Appeal of Fines:

Parking citations may be appealed by completing the on-line appeal form. No hard copy/paper appeals will be accepted. Appeals must be filed online within five (5) calendar days of the citation date. A campus email notification of the appeal decision will be sent within ten (10) business days after receipt of the appeal.

Unpaid Fines:

Failure to pay parking citation fines may result in disciplinary action and/or collections action for students and employees.

Vehicles with three (3) or more unpaid citations of any kind or those in violation of any one of the rules listed below, may be subject to towing and impoundment:

1. Vehicle is parked in a designated disabled parking space without displaying a valid Washington state disabled parking permit.
2. Vehicle is parked in a designated fire lane or in an area marked as a No Parking or a Load/Unload zone.
3. Vehicle is parked in such a manner that it prevents access to/from any parking spaces or disrupts college activities.

Charges associated with towing and impounding shall be the sole responsibility of the registered owner of the vehicle.

The college and its employees or agents shall not be liable for loss or damage of any kind resulting from such impoundment. 

In the event of a dispute about parking and/or traffic rules, the college’s webpage on parking and traffic management shall be considered the most current interpretation of all rules.

GLOSSARY TERMS
Campus

College-controlled Property  

Disabled Parking

RELATED POLICIES AND PROCEDURES
HR 20.0 Parking and Traffic Management Policy

SOURCE INFORMATION
C 6.4.501 R101 Parking for Large Audiences

C 6.4.501 R103 Fines and Penalties for Violations of Traffic Rules

WAC 132Y-100-001

City of Lynnwood Municipal Code

RCW Chapter 46.61 Washington State Traffic Laws

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources and Operations

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Safety, Security, and Emergency Preparedness

REVIEW PERIOD
Annually.

REVIEW HISTORY
2021-Oct 18  Amended to update content owner

2020-Aug 31  Approved by President’s Leadership Team

IT 1.0 - Information Technology Security Policy :

• To protect the integrity, availability, and confidentiality of information assets managed by EC,
• To protect those information assets from unauthorized release, modification, accidental or intentional damage or destruction,
• To protect technology assets (infrastructure) from unauthorized use.

The scope of this policy includes the security of Information Technology (IT) facilities, data, off-site data storage, computing and telecommunications equipment, application-related services purchased from other state agencies or commercial concerns, and Internet-related applications and connectivity.

This policy applies to the EC facilities or contracted hosting services, and to the services provided to the EC employees and students.

DESCRIPTION
Statutory Authority: This local policy aligns our institution with the state Chapter 43.105 RCW for CONSOLIDATED TECHNOLOGY SERVICES AGENCY whereby Higher Education will become compliant with the Standards and Policies of the Washington State Office of the Chief Information Officer and as stated in RCW 43.41A.010.

It is the IT Security Policy of Edmonds College that:

Edmonds College shall operate in a manner consistent with the goals of the Office of the Chief Information Officer (OCIO) IT Security Policies and Standards to maintain the protection of sensitive data and business transactions. Edmonds College shall provide secure business applications, infrastructures, and procedures for addressing the business needs of the member colleges. Furthermore, Edmonds College will provide services with the following principles in mind, to promote the shared security of the system:

1. Edmonds College shall develop and follow security standards for securing workstations, servers, telecommunications, and data access within its network;
2. Edmonds College shall assure that appropriate security standards are considered and met when developing or purchasing application systems or data access tools;
3. Edmonds College shall recognize and support the necessity of authenticating external parties needing access to sensitive information and applications;
4. Edmonds College shall follow security standards established for creating secure sessions for application access. All enterprise and multi-user applications will require access controls appropriate to the classification of data within the application. Any change, addition, and/or modification to configuration or setting within an enterprise or multi-user application must be approved and/or tracked per established standard;
5. Edmonds College will ensure all employees understand the importance of IT security. Technical staff will receive training commensurate with their job responsibilities. Furthermore, background checks will be performed as part of the hiring process for any full time IT employee per Edmonds College hiring procedure, as it is possible for any full-time IT employee to have unrestricted access to highly confidential information. Any individual found to have been convicted of a crime related to the theft of information may not be eligible for employment in any IT department. Employment eligibility related to any other crime will be at the discretion of the hiring administrator and Vice President for Human Resources and Operations;
6. Edmonds College IT security standards and procedures are in place to facilitate compliance with this Edmonds College IT Security Policy and to prevent inappropriate and unauthorized use of Edmonds College technical resources. System Administrators are expected to be familiar with all standards and policies related to those matters.
7. Edmonds College will review its IT security standards, procedures, and practices annually and make appropriate updates after any significant change to its business, computing, or telecommunications environment;
8. Edmonds College will conduct a compliance audit of its IT Security Policy and Standards once every three years. Knowledgeable parties independent of Edmonds College’s IT staff, such as the State Auditor, must perform the audit. The work shall follow audit standards developed and published by the State Auditor. The State Auditor’s office may determine an earlier audit of some or all of Edmonds College’s IT processing if warranted, in which case they will proceed under their existing authority. The nature and scope of the audit must be commensurate with the extent that Edmonds College is dependent on secure IT to accomplish its critical business functions. Edmonds College will maintain documentation showing the results of its review or audit and the plan for correcting material deficiencies revealed by the review or audit. To the extent that the audit documentation includes valuable formulae, designs, drawings, computer source codes, object codes or research data, or that disclosure of the audit documentation would be contrary to the public interest and would irreparably damage vital governmental functions, such audit documentation is exempt from public disclosure. See RCW 42.56.210 and RCW 42.56.540;
9. The Edmonds College President is responsible for the oversight of Edmonds College’s IT security and will confirm in writing, when requested, that the agency is in compliance with this policy. The annual security verification letter will be submitted to the Office of the Chief Information Officer (OCIO,) as required. The verification indicates review and acceptance of Edmonds College security processes, procedures, and practices as well as updates to them since the last approval;
10. The State Auditor may audit Edmonds College IT security processes, procedures, and practices, pursuant to RCW 43.88.160 for compliance with this and OCIO IT Security Policy and Standards; and
11. The Edmonds College IT security standards and practices contain information that may be confidential or private regarding the Edmonds College business, communications, and computing operations or employees. Persons responsible for distribution of these documents should consider the sensitive nature of the information as well as the related statutory exemptions from public disclosure See RCW 42.56.210 and RCW 42.56.540.

RCW 43.41A.010

RCW 42.56.210

RCW 42.56.540

RCW 43.88.160

 

CONTENT OWNER. The primary responsibility for this policy belongs to:
Chief Information Officer

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Chief Information Officer

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 21  Amended to update content owner and contributor, leadership reference

2016-Dec 12 Review and update, changed ISB to reference OCI. Approved by President’s Cabinet. 

2009-Jul 14 Added IT background checks and changed DIS references to ISB.

2005-Apr 05 Accepted by President’s Cabinet

2003-Jul 10 Final Draft

IT 2.0 - Software Usage Security Policy :

EC does not permit any employee or student to use software in any manner inconsistent with the applicable license agreement, including giving or receiving software or fonts from clients, contractors, customers, students, and others.

EC users may use software on networks or on multiple machines only in accordance with applicable license agreements.

EC Software on Personally Owned Computers

• EC owned software cannot be installed on a personally owned computer if it also resides on an EC computer, unless the licensing agreement specifically allows for home use. If a user has a requirement to use EC licensed software on their personally owned computer, EC must purchase a separate license. Some software companies provide for home use in their license agreements under certain circumstances. If a user needs to use software at home, he/she should consult with the Helpdesk or the Academic Computer Services Manager to determine if the license permits home use. Installing college owned software on a personal (home) computer may subject that computer to audit and ediscovery.

Personally Owned Software on EC-Owned Computers

• Personally owned software can be installed on EC-owned computers only with written approval from the Director of Information Technology or their designee. Personal Productivity software maybe installed on mobile devices without prior approval. In recognition of increased productivity, personally owned software that is used to sync personally owned mobile devices may be installed on EC computers provided that the license accompanying the software allows for such use.

Audits

• Audits to confirm compliance may be performed without prior notice. Audits on PCs, laptops, or other mobile devices will be performed through the use of auditing software. The results of the audits will be analyzed by Information Technology (IT), or a certified specialist, and then given to the individual users where appropriate. A copy of the finding may be given to Human Resources if corrective action is deemed necessary. Users will be expected to provide proof of purchase and/or license for all newly identified software or remove the software in question until the appropriate license is purchased.

Penalties and Reprimands

• Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.
• Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Sections 504, 505.
• Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.
• For more information, please see the Web site of the U.S. Copyright Office at www.copyright.gov, especially their FAQ’s at www.copyright.gov/help/faq.
  • See: https://www.copyright.gov/title17/92chap5.html

Software Disposal

• Electronic media will be disposed of according to the EC Media Disposal Standard. Surplus software will never be sold. Electronic storage media that is sent to IT will be wiped clean of content prior to its being surplused.

Student Awareness Program

• Copyright infringement policies will be posted in each Academic computer lab. A copyright policy statement will be included in as part of the student login process. Acceptance of this policy will be required prior to account access.  

Updating Policies and Procedures

• Periodically the policies and procedures pertaining to software will be reviewed to ensure that all procedures are being followed and that all backup information is in place. Changes to the computer policies and procedures will be made on an as-needed basis.

2016-Dec 12  Update and edits

2005-Apr 05  Accepted by President’s Cabinet

2001-Apr 04  Final Draft

IT 2.01pr - Software Usage Security : Procedural Standard for Acquisition, Registration, and Installation

All software that is used on any EC computer (including desktops, laptops, or mobile devices) should be purchased through approved EC purchasing procedures in order to fully document the purchase. All purchase requisitions for software should be submitted to IT for approval before the purchase requisition is sent to the Business Office. If it becomes necessary to acquire software through other means, the following guidelines must be followed:

• Purchase Request/P-Card

The preferred method to acquiring software is to submit a purchase requisition and have the Purchasing department process the order. P-Cards (used as a credit card) are a convenient method to purchasing software online; however, prior approval needs to be obtained from IT before the purchase is made.

• Petty Cash

If it becomes necessary for an EC employee to purchase software from personal funds, then the employee must submit the appropriate petty cash voucher information to receive reimbursement for the purchase of the software. A copy of proof of purchase documentation must be kept with the proof of license information in the appropriate software folder. Registration of software for which an employee has been reimbursed will be handled the same way as commercial software products.

• Bundled Software Packages in Conjunction with Textbook Purchases

Note that copyright enforcement procedures still apply to this purchasing approach. Such software will be subject to the same policies as software purchased through the regular EC process and will be subject to audits. Proof of textbook adoption, proof of license, and proof of payment (if necessary) must be kept on record. Registration of bundled software will be handled the same way as for commercial software products.

• Shareware

Shareware software is copyrighted software. It is the policy of EC to pay shareware authors the fee they specify for use of their products. Proof of license must be kept on record and proof of payment must be kept on record, if payment was necessary. Registration of shareware software will be handled the same way as for commercial software products. Shareware is not to be used unless it is specifically used for classroom or work-related purposes.

• Freeware

Freeware is copyrighted software. Freeware is not to be used unless it is specifically used for classroom or work-related purposes. Proof of license must be kept on record. Registration of freeware software will be handled the same way as for commercial software products.

• Public Domain

For any public domain software installed, a memo should be placed in the appropriate software notebook or register explaining why the software is believed to be in the public domain. Registration of public domain software will be handled the same way as for commercial software products. Public domain software is not to be used unless it is specifically used for classroom or work-related purposes.

• Donated Software

Software donated to EC requires review and approval by the IT Management Team. A donation form must be obtained through the EC Foundation office and must be completed and returned to the EC Foundation office. Upon approval, as described above, the EC Foundation will send a donation receipt to the donor.

Registration of Software

Any Software purchased with state funds must be registered in the name of EC and the department in which it will be used. Due to personnel turnover, software will not be registered in the name of the individual user.

• Administrative Computing

With the exception of software covered by a campus-wide license agreement, each department will maintain a register of all software on each computer in the department. The Information Technology Helpdesk can be contacted for a list of software covered by campus-wide license. The responsibility for maintaining registers may be delegated to individual users. The register must contain the following information for each computer:

• The state tag ID or serial number of the computer.
• A copy of the purchase documentation (i.e. receipt, purchase order) for the software, or the licenses or letter of authorization of use for each software title on the computer that did not require purchase.
• An entry describing where the original installation media is stored.

Academic Computing

Academic Computer Services (ACS) will maintain a register for all software installed on computers supported by ACS.

Installation of Software

Local administrative rights will be restricted to control the installation of unapproved or unlicensed software. Installation of software must be requested through the Help Desk. Software may be installed only after the software register requirements have been met. Once installed, the original media will be kept in a safe storage area maintained by the department or the end user.  

Software installed in the Academic labs will be compliant with all aspects of this policy. Requests for software installation must be submitted to the Lab Manager along with a Software Request Form and all required documents listed on that form. The original copy of the software, user manuals, and all licensing will be stored in ACS.

RELATED POLICIES AND PROCEDURES
IT 2.0 Software Usage Security Policy

CONTENT OWNER. The primary responsibility for this policy belongs to:
Chief Information Officer

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Chief Information Officer

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 21  Amended to update content owner and contributor, ctcLink process

2016-Dec 12 Update and edits

2005-Apr 05 Accepted by President’s Cabinet

2001-Apr 04 Final draft

IT 3.0 - Accessibility Policy for Technology and e-Content at Edmonds College :

The scope of this policy applies to the procurement, development, and implementation of instructional, administrative, or communications technologies and content. This encompasses, but is not limited to: Published websites, learning management systems and other instructional tools or content, electronic and multi-media materials, online communication/collaboration, student information systems, and administrative systems, in use or being evaluated for purchase or adoption throughout EC.

DESCRIPTION
EC provides access to information and technologies as required under Section 504 and 508 of the Rehabilitation Act of 1973, and the Americans with Disability Act of 1990 together with its 2008 Amendments. EC provides access to technologies and electronic content in accordance with Washington State Policy 188 and the State Board for Community and Technical Colleges (SBCTC) Policy 3.20.30 B on IT Accessibility which states that

“Washington State community and technical colleges shall provide appropriate, effective, and integrated  access to technology for students employees, and external community members. This policy applies to the procurement, development, and implementation of instructional, administrative, or communications technologies and content. Further, the policy applies to both current and emerging technologies, including both hardware and software, in use or being evaluated for purchase or adoption throughout the community and technical college system. The policy encompasses, but is not limited to, college websites, learning management tools, student information systems, training materials, instructional materials, and assessment tools.”

SOURCE INFORMATION
Rehabilitation Act of 1973
Americans with Disability Act of 1990 together with its 2008 Amendments
Washington State Policy 188
Policy 3.20.30 B on IT Accessibility

CONTENT OWNER. The primary responsibility for this policy belongs to:
Chief Information Officer

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Chief Information Officer

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 21  Amended to update content owner and contributor

IN 1.0 - Grades :

Grade

Learning Outcomes

RELATED POLICIES AND PROCEDURES
IN 1.01pr Grades: Grading Practices

SOURCE INFORMATION
(was) C 1.9.100 R101 Grade Procedures

(was) C 1.9.100 R102 Grade Point Average (GPA) Calculation for Degrees, Certificates, and Diplomas

(was) C 1.9.100 R103 Retention of Student Grades by Faculty

(was) C 1.9.100 R104 Petition for Academic Renewal

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Instruction

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Instruction

REVIEW PERIOD
Three years. Requires President’s Leadership Team approval.

REVIEW HISTORY
2024-Feb 01  Updated and Approved by President’s Leadership Team

2015-Dec 16  Approved by President’s Cabinet

2014-Dec 23  Updated

2012-Jul 03  Amended

2009-Mar 30  Amended

2008-Oct 06  Amended

2007-Aug 13  Amended

2006-Jan 09  Amended

1993-Oct 08  Amended

1993-May 03  Amended

IN 1.01pr - Grades : Grading Practices

Changes made to the grading policy and procedures are reviewed by the Academic Standards Committee who then forward a recommendation to the Instructional Leadership Committee. The Instructional Leadership Committee will review and forward the recommendation(s) to the President’s Leadership Team for approval. 

PROCEDURE DETAILS

GRADES

Edmonds College uses a numerical grading system. Based on the student’s academic performance and meeting the criteria listed below, the faculty will assign one of the following decimal grades in the range shown or the appropriate letter grade. 

4.0-3.5  Highest achievement

3.4-2.5  High achievement

2.4-2.0  Acceptable achievement

1.9-1.0  Minimum achievement

0.0        Less than acceptable achievement

G         Please note: As of July 1, 2011, this letter grade is no longer used.

I           The incomplete is given at the discretion of the instructor only when the student has done satisfactory work but could not, for some unavoidable reason, complete some part of the coursework or take the final examination. The student and instructor prepare and sign an “Incomplete Grade Contract” (located in division offices) specifying the work to be completed. The contract will include the date by which all work must be submitted, within no more than one year, and the grade that will be submitted if the work is not completed.

L        Credits awarded for advanced placement courses. Credits are not included in the calculation of the grade-point average.

N       A grade for auditing a class without earning credit. Students must register as auditors or complete the change from credit to audit or audit to credit no later than the seventh week of the quarter (sixth week for summer quarter). To make a change, the student must return a program change form to the Enrollment Services Office. Forms are available from Enrollment Services. An auditor’s participation in class is at the discretion of the instructor. The cost of auditing a class or taking the class for credit is the same.

S     Satisfactory (performance level of at least 2.0). Students may choose the satisfactory or unsatisfactory grading mode at the beginning of each quarter for a Course Challenge, a Special Project course, or other specified courses.

U     Unsatisfactory (performance level below a 2.0). The student must have chosen the Satisfactory-Unsatisfactory option at the beginning of the course.

V     An instructor-initiated withdrawal of a student. The final grade issued if an instructor initiates a class withdrawal before the end of the quarter, often in consultation with the student, or if a student enrolls in a class but never attends or stops attending class. A faculty member is under no obligation to grant an instructor-initiated withdrawal. 

W    Withdrawal. A student must formally request a withdrawal from class when dropping a class or classes after the quarter has started. Withdrawals after the 10th day of the quarter (8th day in summer quarter) result in a “W” grade on the transcript. A student is officially withdrawn only after completing and processing the registration form available from Enrollment Services.

X    Expunged from Record. The student has been approved for the exclusion of these grades from their academic record according to the Academic Renewal regulation. Courses with a grade of “X” are not counted in the student’s GPA.

*     Assigned when grades are not submitted by the instructor in time to be processed. When the grades are processed, the earned grade will be recorded. 

GENERAL GRADE INFORMATION

• Grade point values are the same as the grade (for example, a grade of 3.8 has a grade point value of 3.8). Grades less than 1.0 have a 0.0 grade point value. Grades of I, W, V, N, and U do not carry credit or grade point value. The grades of S, L, and * carry credit, but the credit is not included in the calculation of the grade point average.
• Courses numbered below 100 are not included in college-level credit or grade point calculations.
• Grades are not assigned in community education classes.
• Letter grades from other colleges convert as follows:
• DECIMAL LETTER GRADE EQUIVALENCY
  • A+, A     4.0
  • A-          3.7
  • B+         3.3
  • B           3.0
  • B-          2.7
  • C+         2.3
  • C           2.0
  • C-          1.7
  • D+         1.3
  • D           1.0
  • Any E, F, or any other grading symbol used by another college indicating that no credit was earned, will not be transferred. Any grade of D (1.0) or above may transfer.

GRADE CHANGES

• The instructor of the course may make a grade change within 1 (one) year after a grade has been given. In cases of extenuating circumstances, the chief academic officer may make a grade change after consultation with the President.
• Withdrawing from class is the process of a student formally dropping a class or classes after the quarter has started. Withdrawals after the 10th day of the quarter (8th day in summer quarter) result in a “W” grade on the transcript. Students may drop classes through the tenth day of the quarter (eighth day for summer), without a transcript entry. Generally, you may drop classes through the seventh week of the quarter (sixth week for summer). 
• It is the student’s responsibility to initiate the withdrawal process in accordance with published campus deadlines.
• Students are officially withdrawn only after completing the withdrawal process. If a student leaves the college without completing the process, the student may receive an unofficial withdrawal, or “V” grade, or a grade based solely on work accomplished, subject to the instructor’s approval.
• If a student is unable to complete the school term due to extreme or unusual circumstances beyond their control, the student may be eligible for a Medical or Exception to Policy Withdrawal. Withdrawals of this nature will allow the removal, or prevent the entry, of failing grades on the transcript. A full or partial refund of tuition and fees is also approved and a “W” grade will appear on the student’s transcript. The procedures information and form may be obtained from Enrollment Services. 
• In instances where grades were not submitted by the instructor in time to be processed, an “*” will be assigned. The “*” will be changed to the grade earned when grades are received and processed.

GRADING PRACTICES

• All courses and grades will be recorded on the student’s transcript.
• Grades will not be assigned in community education courses.
• Prior to fall 1990, grade-point values were assigned to grades for each quarter hour or credit as follows: A = 4, B = 3, C = 2, D = 1, E =0. Beginning fall 1990, the decimal grades equals the grade point average (GPA) value. Grades “I”, “W”, “V”, “N”, and “U” do not carry credit or grade-point value. The grades of “S”, “L”, and “*” carry credit, but the credit is not included in the calculation of the GPA. 
• Courses numbered below 100 are included in cumulative credit or grade-point calculations, but are not included in the calculation of college-level GPA.
• In order to stay in compliance with the college’s Satisfactory Academic Progress policy, degree and certificate students must maintain a 2.0 cumulative GPA and complete 75% of attempted credits each quarter.

GRADE POINT AVERAGE (GPA)

• The GPA is a weighted average of the grades received by students, calculated by dividing the number of grade points earned by the number of credit hours attempted. For example: divide 41 by 13 (total number of points by the total number of credits) for a GPA of 3.15.

HONORS RECOGNITION for GPA

Honor Roll: If the student has completed 10 or more credits in all decimal-graded courses, with a GPA of 3.5 or higher the student will be placed on the Honor Roll, issued each quarter by the chief academic officer.

Phi Theta Kappa: If the student has the required number of associate degree credits and a 3.5 cumulative college-level GPA, the student is eligible to join Phi Theta Kappa, the national honor society.

Commencement Honors: If the student has earned a GPA of 3.8 in college-level courses (numbered 100 or above) through winter quarter at Edmonds College, the student is eligible to graduate with honors and wear an honor cord at commencement.

Academic Honors: If the student has earned a GPA of 3.8 in all college-level courses (numbered 100 or above), upon graduation, the achievement will be noted on the student’s college transcript.

Honors Program: Edmonds College has an Honors Program in which students can take Honors seminars and classes, work closely with a faculty mentor in guided research opportunities, and receive Honors recognition. Earn a 3.2 GPA in Honors classes and the achievement will be noted on your college transcript.

“S” GRADE CREDIT LIMITS on the application toward a degree or certificate

REPEATING A CLASS

• A student may not be recorded for a course in which credit has already been granted unless the student must repeat a course to satisfy an academic progress (grades or GPA) or skills requirement.
• Under no circumstance may a student be recorded more than three times (original enrollment, plus two repeats) for the same course.
• This rule applies to enrollment in credit-bearing or English Language Acquisition (ELA) courses, including transferred-in courses.
• This rule does not apply to community education courses.
• The highest grade earned of the original or repeated courses will be used to calculate the student’s cumulative GPA.
• Credit will be given only once, though previous courses and grades will remain on the transcript.

Course Repeat Forms

Once a student successfully repeats a course with an improved grade, the student may request that previous grades earned for that same course be removed from the GPA calculation by submitting a Course Repeat form, available from Enrollment Services. 

Please note the following requirements for removing the original course grade from the GPA calculation with use of the Course Repeat form:

• Courses with letter grades of W, V, I, N, U, X, or S, are excluded because these grades do not affect the GPA calculation; and
• Courses must have the exact name and course number as previously listed on the transcript (except courses renumbered by EC or designated with the “&” symbol, or to accommodate Washington state’s Common Course Numbering system). 
• There is no deadline for submitting a Course Repeat request if other conditions and requirements are met;
• Instructor permission is not required to request a Course Repeat.
• This process is used to remove the original grade from the GPA calculation. It does not remove the original grade from the transcript.

Academic Renewal

Assessment  

Advanced Placement

Articulation

Audit

Certificate  

Cumulative 

Degree

Expunged

Grade Point Average (GPA)

Grade Point Value

RELATED POLICIES AND PROCEDURES
IN 1.0 Grades

SOURCE INFORMATION
(was) C 1.9.100 R101 Grading Practices

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Instruction

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Instruction

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 20  Amended to update content owner and contributor

2020-Jun 08  Updated and Approved by President’s Leadership Team

2015-Dec 16  Updated and Approved by President’s Cabinet 

2012-Jul 03  Amended

2009-Mar 30  Amended

2008-Oct 06  Amended 

2007-Aug 13  Amended 

2007-Mar 26  Amended 

2006-Jan 09  Amended

1993-Oct 08  Amended 

1993-May 03  Amended

IN 2.0 - Grade Records :

 

GLOSSARY TERMS
Grade

 

RELATED POLICIES AND PROCEDURES
IN 2.01pr Grade Records: Retention of Student Grade Records TO BE ADDED

SOURCE INFORMATION
 (was) C 1.9.100 R103 Retention of Grading Records

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Instruction

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Instruction

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 21  Amended to update content owner and contributor

2015-Dec 16  Approved by President’s Cabinet 

2007-Aug 16  Revised

200-Jan 31  Approved 

IN 6.0 - General Requirements for Degrees, Certificates, and High School Diploma :

A.   Associate in Arts (AA) degrees are designed to provide students with a broad background during their first and second year of study so that they can transfer to a four-year school with standing as a junior. The AA degree consists of a minimum of 90 quarter credits and shall be awarded to students who successfully complete the specified courses and credit requirements.

B.   Associate in Science (AS) degrees are designed to prepare science and engineering majors for transfer to a four-year school with standing as a junior. AS degrees consist of a minimum of 90 quarter credits and shall be awarded to students who successfully complete the specified courses and credit requirements.

C.   Associate in Applied Science-T (AAS-T) degrees prepare graduates for jobs requiring two years of training or for transfer to four-year schools with specific bachelor’s programs that accept this degree. AAS-T degrees consist of a minimum of 90 quarter credits and shall be awarded to students who successfully complete the specified courses and credit requirements.

D.   Associate of Technical Arts (ATA) degrees are designed to provide professional and technical training to prepare students for specific jobs or to improve existing skills. ATA degrees consist of a minimum of 90 quarter credits and shall be awarded to students who successfully complete the specified courses and credit requirements.

E.   The Associate in General Studies (AGS) degree grants students academic recognition for an individually designed program of coursework. This coursework is designed for students not planning to transfer to a four-year school. The Associate in General Studies (AGS) degree consists of a minimum of 90 quarter credits and shall be awarded to students who successfully complete the specified courses and credit requirements.

II. Certificates

Certificates are shorter programs and are designed to provide specialized training and skills in a number of interest areas. A certificate requires the successful completion of course requirements that may range from 20 to 89 quarter credits, depending on the certificate. The certificate shall be awarded to students who successfully complete the specified courses and credit requirements.

III. Certificates of Completion

Certificates of Completion (COC) are professional-technical programs of less than 20 credits. The courses are targeted to help students gain skills in a specific area. A COC requires the successful completion of the course requirements that may range from 5 to 19 quarter credits. The COC shall be awarded to students who successfully complete the specified course(s) and credit requirements.

IV. High School Diploma

A.   Adult High School (AHS) Diploma: Adults age 17 and older without a high school diploma are eligible to take classes to complete minimum Washington state high school diploma requirements to earn an Edmonds College high school diploma. Students must meet with an advisor to determine which credits are needed for completion. Qualified students may also take college classes that meet high school diploma requirements.

Incoming students will take the college ACCUPLACER® test and meet entry-level course placement requirements. Students who do not meet these minimum requirements will be referred to academic skill-building classes first. Students under the age of 18 must complete special admission requirements.

B.   High School 21+ Diploma (HS21+): Adults age 21 and older without a high school diploma are eligible for the HS21+ program. Students can take classes and/or demonstrate competency to complete Washington state high school diploma requirements and earn an Edmonds College high school diploma. Qualified students may also take college-level classes at reduced tuition that meet high school diploma requirements.  

Incoming students will take the CASAS reading and math tests and the college ACCUPLACER® test for placement in college-level courses.

VI. Residency

A.   The residency requirement for all degrees and certificates shall be thirty (30) credits or one-third of the required credits. However, a specific program may require that more credits must be earned in residence. Only college-level courses (numbered 100 or above) meet the resident credit requirement except as approved by the appropriate dean. If the residency requirements are met, then the final credits for degrees and certificates do not have to be earned at the college.

B.   The minimum requirement for a high school diploma is that the last course shall be completed at Edmonds College (EC).

C.   Credits earned through the college’s Course Challenge and/or Special Project as described in the Awarding Credit for Non-traditional Learning Procedure count toward EC residency requirements and will be posted to the student’s transcript the quarter in which they are earned.

VII. Grade Point Average (GPA) and Calculation

The student must maintain a GPA of 2.00 or above for all degrees and certificates. Only EC classes are included in the GPA calculation.

High School Diploma: Only courses used to satisfy graduation requirements are used in the GPA calculation.

VIII. Effect of Time Lapse on Graduation Requirements

A student may use any set of requirements in effect while they are in attendance, and they have six years to complete their degree under that set of requirements. After a lapse of six years, the student must use the catalog in effect during their subsequent attendance.

IX. Cultural Diversity Requirement

All students earning a degree or certificate of 45 credits or more must meet the cultural diversity (CD) requirement by successfully completing at least five (5) credits of a Cultural Diversity (CD) course.

X. Course Substitutions

A.   To request a substitute for a course required for a degree, certificate, or diploma, the student must meet to consult with a faculty advisor from the department that offers the degree. The faculty advisor makes a recommendation to the division dean.

B.   The authority to grant the request resides with the division dean. The division dean communicates the decision to the faculty advisor, the student, and the credentials office.

XI. Course Waivers

Minimal use of waivers shall be used in granting certificates and degrees.

SOURCE INFORMATION
(was) C.1.9.100 R102 Grade Point Average Calculation

(was) C 4.7.100 Department and Degree Requirements

(was) C.4.7.100 R101 Definitions for Degree, Certificate, Curriculum, Department

(was) C.4.7.100 R103 Effect of Time Lapse on Graduation Requirements

(was) C 4.7.100 R106 General Graduation Requirement

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Instruction

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Instruction

REVIEW PERIOD
Three years.

REVIEW HISTORY
2020-Oct 21  Amended to update content owner and contributor

2017-Jan 30  Approved by President’s Cabinet

2006-Nov 16  Revised

1987-Jul  Approved

IN 8.0 - Approval and Review of College Curriculum, Degrees, and Certificates :

2018-Jun 21  Approved by President’s Cabinet

IN 8.01pr - Approval and Review of College Curriculum, Degrees, and Certificates : Procedure

All courses offered and reported on by Washington’s community and technical colleges must meet minimum standards as determined by the SBCTC (see RCW 28B.50.090(7)(c) and (e)).

The SBCTC shall ensure that each college district shall offer thoroughly comprehensive educational, training, and service programs to meet the needs of both the communities and students served. The SBCTC shall establish minimum standards to govern the requirement for degrees and certificates awarded by the colleges (see RCW 28B.50.090(7)(c)).

All professional-technical degree and certificate programs must be approved by the SBCTC prior to course or program implementation (see RCW 28B.50.090(7)(c)). As part of this responsibility, the SBCTC: Sets rules, procedures, and guidelines, developed in cooperation with the college system, that provide for the approval of all proposed new professional-technical programs, curriculum modifications, and program title changes.

PROCEDURE DETAILS
I. Procedure for Approval of New Courses 

1. Full-time faculty propose all new courses at Edmonds College, after consultation with advisory committees, partner colleges and universities, as well as other internal departments and faculty.
2. Faculty will review the course proposal with the appropriate department faculty for their approval and then submit the proposal to the division office for review and completion of required elements.
3. The proposal will include title, course description, course objectives, Full-time Equivalent Faculty (FTEF), credits, mode, fees, and other data required by the SBCTC.            
4. The division dean reviews the course proposal for quality and accuracy of information and impact of a new course on degree and certificate requirements, (i.e., Distribution, Specified Electives, CD designation) and determines whether the degree/certificate requirement sheet should be reviewed. 
5. The faculty presents the new course to division faculty for review and approval and if approved, the faculty presents the course to the Curriculum Committee.
6. After thorough review of the course proposal, the Curriculum Committee may recommend changes or edits to the course and/or make a recommendation for approval of the proposed course to the Vice President for Instruction (VPI). The VPI will review the recommendation of the Curriculum Committee and will approve or disapprove the proposed course.
7. If a course is rejected at any stage, the course returns to the originator.
8. If the course is approved, in the online course management system, the course is added to the college catalog.

II.  Procedure for Approval of Community Service and Continuing Education Courses    

1. New credit-bearing courses offered through Continuing Education go through the same approval and review process as other courses.
2. Non credit-bearing courses follow policy WDT 4.0.

III.  Procedure for Annual Review and Update of Courses

1. One third of courses are annually reviewed and updated by department faculty for currency, adherence to standards, and transferability.  
2. Faculty initiate course updates and revisions and indicate if course changes are substantive or non-substantive. Substantive changes to an existing course may include the following criteria: changes in course prefix or title; prerequisites; substantial changes in course description or two or more course-level objectives; change in credits, FTEF, fees, Classification of Instructional Programs (CIP) code, Educational Program Code (EPC), institutional intent, request for Cultural Diversity (CD) designation, and other criteria.  
3. Department faculty, division staff, and deans review and approve all updates.   
4. The Curriculum Committee then reviews revised courses with substantive changes and makes appropriate recommendations to the VPI.  
5. Course updates with non-substantive changes are reviewed and approved by the VPI and their staff and added to the course catalog.  
6. Stored courses are reviewed at the department, division, and VPI level. Courses taken out of storage are also reviewed by the Curriculum Committee for currency and changes.
7. The VPI approves all changes to courses and may return a course to the originator. When the VPI approves a course in the online course management system, the VPI office forwards the course to Marketing and Public Information to add the updated course to the course catalog.
8. Once the course is approved in the online course management system the course is added to the college catalog.
9. Changes to a course that has been published in the quarterly schedule may only be made with approval of the VPI. Credits for courses already published in the schedule may not be changed if registration for that quarter has begun. 

IV.  Procedure for Approval of New Degrees, Certificates, and Programs  

1. Faculty and their departments, with the approval of the VPI, may initiate proposals for new degrees, certificates, and programs in the online curriculum management system and follow the procedures required by the SBCTC and the NWCCU for approval.  
2. New Direct Transfer Agreements are developed in consultation with universities and the SBCTC. The proposal includes title, program of study, department, CIP, enrollments, program description, goals, program-level outcomes, curriculum guide, and requirement sheet. Departments are required to consult with regional colleges for duplication of new programs.
3. New professional-technical degrees, Associate of Technical Arts (ATA) and Applied Associate of Science-Transfer (AAS-T), and certificates that are primary program pathways are developed with the support of the VPI. New degrees and certificates start with a Program Approval Request (PAR) submitted to the SBCTC that includes program description, goals, program-level outcomes, and curriculum guide; potential career progression and worked-based learning opportunities; evidence of collaboration and consultation with other colleges; and advisory committee approval. An Associate of Applied Science-Transfer degree and a new certificate developed from an existing ATA follow a limited approval process by the SBCTC.
4. New Direct Transfer Agreements and Professional-Technical degrees and certificates are reviewed and approved by departments, division dean and staff, division faculty, and Credentials and Advising. The Curriculum Committee recommends a new degree or certificate for approval by the VPI. 
5. The program, if 20 or more credits, is then presented to the Board of Trustees for review and approval. The Accreditation Liaison sends the program of study to the NWCCU for final approval, before placement on college inventory by the SBCTC. The VPI office works with the SBCTC for placement of degrees and certificates on the college inventory.
6. Certificates of Completion (COCs) are short professional-technical certificates comprised of fewer than 20 credits. Development of a COC includes development of program-level learning outcomes and list of courses on the requirements sheet. COCs are reviewed and approved at appropriate steps before submission to SBCTC and the college’s accreditation commission for addition to the college’s program inventory.
7. Bachelor Degrees follow a rigorous approval process that includes both a Program Needs Statement and a Program Development Proposal submitted to the SBCTC and the college’s accreditation commission for addition to the college’s program inventory. The degree then follows the internal new degree approval process.

V.  Procedure for Approval of Updates and Revisions to Current Degrees and Certificates  

1. All requirements for degrees, certificates, and programs will be reviewed and, if necessary, revised annually.
2. All changes in degrees, certificates, and programs are approved by the VPI and will be in effect for at least one (1) academic year beginning summer quarter.  
3. Only approved changes will be included in the college catalog and the annual course schedule.
4. Department faculty initiate proposals in the online curriculum management system to change existing requirements for degrees, certificates, and programs or to change the individual courses specified in the existing requirements in consultation with deans, appropriate advisory committees, universities, or alignment with other state requirements.
5. Substantive changes include major revision to program description, title and intent, program-level outcomes, courses, credits, CIP, and other key elements. Program inactivation, elimination, and reinstatement of an inactive program are substantive changes.
6. Minor revisions to degrees and certificates are reviewed and approved for submission to the SBCTC by department faculty, division dean and staff, Credentials and Advising, the VPI, the Accreditation Liaison, and Marketing and Public Information.
7. Substantive program changes are reviewed by department faculty, deans, division staff and faculty, and Credentials and Advising. The Curriculum Committee makes recommendations for approval to the VPI.
8. The VPI then submits the program changes to the Accreditation Liaison, who submits to the NWCCU. The SBCTC gives final approval for placement on the college inventory.

WDT 4.0 Continuing Education

SOURCE INFORMATION
(was) C.4.7.100.R102  Annual Review and Approval Process for Degrees and Certificates.

(was) C.4.7.100.R104  Process for Approval of New Courses

(was) C. 4.7.100 R105  Approval of Course Catalog

RCW 28B.50.020 Purpose.

RCW 28B.50.090(7)(c) and (e) College board—Powers and duties.

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Instruction

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Instruction

REVIEW PERIOD
Three years. Requires President’s Leadership Team approval.

REVIEW HISTORY
2024-Feb 01  Revised and approved by President’s Leadership Team

2018-Feb 26  Approved by President’s Cabinet

2006-Nov 16  Edited and Revised C 4.7.100 R102

2005-Oct 18  Edited and Revised C 4.7.100 R104

2005-Oct 04  Edited and Revised C 4.7.100 R105

1998-Feb  Edited and Revised C 4.7.100 R105

1998-Feb  Approved C 4.7.100 R105

1990-Apr  Approved C 4.7.100 R102, C 4.7.100 R104

IN 9.0 - Copyright Policy :

U.S. Code Title 17, including the TEACH Act and Fair Use section 107

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Instruction

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Instruction

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 21  Amended to update content owner and contributor, leadership references

2018-Jun 21  Revised and approved by President’s Cabinet

1996-Apr 16  Adopted as a replacement policy by Resolution No. 96-4-2

IN 9.01pr - Copyright : Procedures

These procedures accompany IN 9.0 Copyright Policy.

PROCEDURE DETAILS

A. Copyright Officer

The college designates the Associate Dean of Learning Resources as the copyright officer for the college. The copyright officer will exercise general oversight of the copyright function for the college and will ensure that information about the law and guidelines are available via the college website. The copyright officer will also serve as the final authority for denials of requests to duplicate or transmit copyrighted materials.

B. Copying Prohibitions

Copying of materials or other uses not specifically allowed by the law, fair use, license agreement, or the permission of the copyright holder is strictly prohibited. All materials used in instruction as well as those used in carrying out the business of the college should be prepared in compliance with copyright law and college policy. This includes materials used in all modes of teaching and document delivery.

Transmitted copyrighted digital materials to be used in the context of mediated instructional activities are limited to use by students enrolled in the particular class, and accessed by password in the learning management system. Copyrighted materials must be related and of material support to the teaching content and transmitted as an integral part of a class session.

Converting analog materials to digital formats is limited to the provisions of copyright law, including the TEACH Act and fair use provisions. Digital copyrighted materials may not be maintained on the system or network for a period longer than is reasonably necessary to facilitate the transmissions for which they are made. The college does not support the interference or disruption of restrictive codes or other technological measures used by copyright owners to protect their work from unauthorized reproduction.

The copyright officer shall be consulted if there is uncertainty as to whether reproduction or use of materials meets the requirements of the law. If reproduction of the copyrighted materials does not meet fair use guidelines, license agreements, or copyright law, college employees must seek written authorization to copy or reproduce the materials from the copyright holder. If the material is to be reproduced and sold in the College Store bookstore, written authorization from the copyright holder is required and the request for authorization must state that the material is to be reproduced and sold.

C. Liability and Sanctions for Willful Infringement

Persons copying materials or requesting copies of copyrighted materials shall have the liability for willful infringement of the copyright law and guidelines. Edmonds College will impose sanctions on any student or employee where there is a finding of willful infringement of the copyright policy consistent with appropriate college policies and collective bargaining agreements.

D. Copyright Authorization Files

Employees are responsible for maintaining files of all written copyright authorizations, permissions, releases, waivers, responses to requests for permissions, and licensing agreements.

RELATED POLICIES AND PROCEDURES
IN 9.0 Copyright Policy

SOURCE INFORMATION
(was) C 6.3.805 Copyright Policy

Title 17 of the United States Code, U.S. Copyright Law

TEACH Act

Fair Use doctrine

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Instruction

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Associate Dean of Learning Resources

REVIEW PERIOD
Three years.

REVIEW HISTORY
2021-Oct 21  Amended to update content owner

2018-Jun 21  Amended and Approved by President’s Cabinet

2016-Feb 14  Amended

1996-Apr 16  Adopted by Board Resolution 96-4-2