POLICY AND

PROCEDURES
 TABLE OF CONTENTS
CHAPTER 1 - ORGANIZATION: Page
SECTION 1: LEGAL STRUCTURE ......................................................................................................................6
SECTION 2: BOARD DELEGATION....................................................................................................................7
SECTION 3: POLICY AND PROCEDURES COMMITTEE.................................................................................8

CHAPTER 2 - HUMAN RESOURCES: Page

SECTION 1: HIRING OF EMPLOYEES.............................................................................................................. 12
SECTION 1-A: HIRING OF WASHINGTON PUBLIC EMPLOYEE RETIREMENT SYSTEM RETIREES .. 25
SECTION 2: NONDISCRIMINATION/ SEXUAL HARASSMENT; COMPLAINT PROCEDURE ................. 26
SECTION 3: AFFIRMATIVE ACTION ............................................................................................................... 29
SECTION 4: DRUG-FREE WORKPLACE .......................................................................................................... 32
SECTION 5: ETHICAL CONDUCT/ CONFLICT OF INTEREST ..................................................................... 33
SECTION 6: SERVICE OF PROCESS ................................................................................................................. 39
SECTION 7: WHISTLEBLOWER NOTIFICATION ........................................................................................... 40
SECTION 8: EMPLOYEE DISCIPLINE .............................................................................................................. 43
SECTION 9: FACULTY COLLECTIVE BARGAINING AGREEMENT .......................................................... 44
SECTION 10: ADMINISTRATORS AND EXEMPT PERSONNEL .................................................................. 45
SECTION 11: CLASSIFIED STAFF .................................................................................................................... 46
SECTION 12: OPERATING ENGINEERS .......................................................................................................... 47
SECTION 13: PAYROLL INFORMATION ......................................................................................................... 48
SECTION 14: BENEFITS ..................................................................................................................................... 50
SECTION 15: USE OF INTERNS......................................................................................................................... 57
SECTION 16: NEW EMPLOYEE ORIENTATION ............................................................................................. 59
SECTION 17: REST BREAKS ............................................................................................................................. 61
SECTION 18: STIPENDS ..................................................................................................................................... 62
SECTION 19: SABBATICAL LEAVE ................................................................................................................. 63
SECTION 20: POLICY AND PROCEDURES TEMPORARY DIRECTIVE ...................................................... 65
SECTION 21: REASONABLE ACCOMMODATION AND RETURN TO WORK........................................... 68
SECTION 22: COMPENSATION FOR TEMPORARY ADDITIONAL RESPONSIBILITIES ......................... 75
SECTION 23: DOMESTIC VIOLENCE ............................................................................................................... 79
SECTION 24: NEPOTISM .................................................................................................................................... 81
SECTION 25: HOLIDAY / SEASONAL DECORATIONS ................................................................................. 82

CHAPTER 3 - ADMINISTRATION: Page

SECTION 1: GENERAL INFORMATION........................................................................................................... 83
SECTION 2: FACILITIES ..................................................................................................................................... 84
 SECTION 3: TRAVEL REGULATIONS ............................................................................................................. 86
SECTION 4: PURCHASING PROCEDURES ...................................................................................................... 89
SECTION 5: SALES PROCEDURES AND CASH HANDLING ...................................................................... 100
SECTION 6: TELEPHONE USE ........................................................................................................................ 105
SECTION 7: PRINTING/REPRODUCTION PROCEDURES ........................................................................... 107
SECTION 8: MAILING PROCEDURES ............................................................................................................ 110
SECTION 9: INFORMATION AND COMMUNICATION RESOURCES ACCEPTABLE USE POLICY..... 113
SECTION 10: INVENTORY ............................................................................................................................... 117
SECTION 11: REFRESHMENTS/MEALS FOR COLLEGE ACTIVITIES ...................................................... 122
SECTION 12: USE OF SUPPLIES AND EQUIPMENT .................................................................................... 124
SECTION 13: PUBLISHING COPYRIGHT MATERIAL ................................................................................. 125
SECTION 14: RISK MANAGEMENT ............................................................................................................... 126
SECTION 15: FINANCE AND BUDGET .......................................................................................................... 127
SECTION 16: AGREEMENT/CONTRACT REVIEW ...................................................................................... 137
SECTION 17: GRANT/CONTRACT/SPECIAL PROJECT APPLICATION REVIEW ................................... 138
SECTION 18: CASH MANAGEMENT AND INVEST ..................................................................................... 140
SECTION 19: DEBT ........................................................................................................................................... 142
SECTION 20: EMPLOYEE EDUCATION AND TRAINING FEES AND WAIVERS .................................... 143
SECTION 21: RECORDS RETENTION ............................................................................................................ 145
SECTION 22: TUITION/FEE REFUND POLICY ............................................................................................. 146
SECTION 23: ANIMALS ON CAMPUS ............................................................................................................ 148
SECTION 24: ACCOUNTS RECEIVABLE COLLECTION AND WRITE-OFFS ...........................................149

CHAPTER 4 - INSTRUCTION: Page

SECTION 1: ACADEMIC STANDARDS .......................................................................................................... 152
SECTION 2: CLASS CONDUCT ....................................................................................................................... 153
SECTION 3: CORE ACADEMICS ..................................................................................................................... 154
SECTION 4: PROGRAM DEVELOPMENT/APPROVAL ................................................................................ 155
SECTION 5: ADVISORY COMMITTEES......................................................................................................... 156
SECTION 6: REALISTIC TRAINING ............................................................................................................... 157
SECTION 7: PROGRAM REVIEW .................................................................................................................... 163
SECTION 8: DUAL CREDIT ............................................................................................................................. 164
SECTION 9: LIBRARY ...................................................................................................................................... 165
SECTION 10: COMPUTER USE ........................................................................................................................ 167
SECTION 11: PRIOR LEARNING ASSESSMENT........................................................................................... 168
SECTION 12: PROFESSIONAL TECHNICAL TEACHING FACULTY QUALIFICATIONS STANDARDS
POLICY ................................................................................................................................................................. 170
SECTION 13: STUDENT CONCERN PROCEDURES ..................................................................................... 171

CHAPTER 5 - STUDENT SERVICES: Page

SECTION 1: ADMISSIONS AND REGISTRATION ........................................................................................ 172
 SECTION 2: PROGRAM ENROLLMENT ........................................................................................................ 174
SECTION 3: AUDITING A COURSE ................................................................................................................ 175
SECTION 4: FEE POLICY ................................................................................................................................. 176
SECTION 5: HIGH SCHOOL SERVICES ......................................................................................................... 179
SECTION 6: ASSESSMENT CENTER .............................................................................................................. 181
SECTION 7: REASONABLE ACCOMMODATIONS FOR STUDENTS WITH DISABILITIES UNDER
ADA/504 ............................................................................................................................................................... 183
SECTION 8: STUDENT REGULATIONS ......................................................................................................... 189
SECTION 9: STUDENT ATTENDANCE .......................................................................................................... 190
SECTION 10: GRADE REPORTING ................................................................................................................. 193
SECTION 11: STUDENT RECORDS OF GRADUATION AND COMPLETION ........................................... 204
SECTION 12: STUDENT DISCIPLINE ............................................................................................................. 206
SECTION 13: FAMILY EDUCATION RIGHTS AND PRIVACY ACT OF 1974 ........................................... 211
SECTION 14: FINANCIAL AID ........................................................................................................................ 215
SECTION 15: STUDENT INSURANCE COVERAGE ..................................................................................... 221
SECTION 16: RIGHT TO DEMAND IDENTIFICATION ................................................................................ 222
SECTION 17: DRUG-FREE ENVIRONMENT.................................................................................................. 223
SECTION 18: SEX EQUITY............................................................................................................................... 225
SECTION 19: RESOURCE DEVELOPMENT ................................................................................................... 228
SECTION 20: NOTIFICATION OF REGISTERED SEXUAL OFFENDER(S) REGULATION ..................... 229

CHAPTER 6 - SAFETY AND SECURITY: Page

SECTION 1: COLLEGE FACILITIES................................................................................................................ 231
SECTION 2: PARKING AND TRAFFIC RULES AND REGULATIONS ....................................................... 232
SECTION 3: SUSPENDED OPERATIONS ....................................................................................................... 235
SECTION 4: EMERGENCY PROCEDURES .................................................................................................... 237
SECTION 5: COMMUNICATION/CHAIN OF COMMAND ........................................................................... 238
SECTION 6: LOST OR STOLEN EQUIPMENT/KEYS .................................................................................... 240
SECTION 7: SAFETY COMMITTEE ................................................................................................................ 241
SECTION 8: ACCIDENT PREVENTION RESPONSIBILITIES ...................................................................... 242
SECTION 9: ACCIDENT REPORTING AND FOLLOW-UP ........................................................................... 245
SECTION 10: SAFETY EDUCATION, ORIENTATION AND TRAINING .................................................... 248
SECTION 11: JOB SAFETY ............................................................................................................................... 250
SECTION 12: ENVIRONMENTAL SAFETY ................................................................................................... 252
SECTION 13: HAZARD NOTIFICATION ........................................................................................................ 256
SECTION 14: FIRST AID KITS ......................................................................................................................... 257
SECTION 15: WEAPONS ON CAMPUS ........................................................................................................... 258
SECTION 16: STAFF USE OF FORCE .............................................................................................................. 259
SECTION 17: BOMB THREAT.......................................................................................................................... 260
SECTION 18: DISTURBANCES ........................................................................................................................ 262
SECTION 19: ASSAULT/COERCION/ EXTORTION/BLACKMAIL ............................................................. 264
SECTION 20: VANDALISM/ARSON/ BURGLARY........................................................................................ 265
SECTION 21: CATASTROPHIC EMERGENCIES ........................................................................................... 266
SECTION 22: EVACUATION PROCEDURES ................................................................................................. 267
SECTION 23: WORKPLACE AND CAMPUS VIOLENCE ............................................................................. 268
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE
Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

1 1 LEGAL STRUCTURE Adopted: Revised:
1992 2009

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

PROCEDURE:
Not applicable.

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Chapter 1 Section 1 Legal Structure
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

1 2 BOARD DELEGATION Adopted: Revised:
1992 1997
2003
2004
2010

POLICY

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

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

PROCEDURE

Unnecessary to describe here.

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 8-3-10
Committee: By: (signed) JR Tuttle Date: 9-22-10
President Approval: (signed) John Walstrum Date: 9-22-10

Policy and Procedures Page 7

Chapter 1 Section 2 Board Delegation
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

1 3 POLICY AND PROCEDURES Adopted: Revised:
COMMITTEE 7-29-09 04-02-10

POLICY:
Under Policies and Procedures Manual Chapter 1 Section 2 and appropriate delegation(s), the
Board of Trustees has delegated authority to determine College policies to the President. The
President reviews and approves College policies and procedures after they are written and
reviewed by the Policy and Procedures Committee, which carries out its responsibilities in
accordance with this Section.
PROCEDURE:
A. Purposes: The purposes of the Policy and Procedures Committee (“Committee”) are to:
1. Review existing policies and procedures, and consider possible changes and/or
development of new policies and procedures, applying these criteria:
a. Compliance with state and federal law and applicable State Board policies and
rules;
b. Consistency with the College’s mission, goals, rules, and other policies and
procedures;
c. The necessity, desirability, and implementation of fair, workable, and
consistent College practices; and
d. Accuracy and clarity.

2. Represent, and serve as liaison among, the College’s constituent groups (college
employees and students), effectively obtaining input, providing notifications, and
otherwise communicating about issues under consideration.

3. Recommend to the Cabinet and President appropriate changes in policies and

procedures.

4. Update and maintain the College Policy and Procedures Manual.

B. Membership:
1. Representation: Committee membership shall consist of the chief Human Resources
officer, one other unrepresented employee selected by the Chair from volunteers who
respond to a general invitation, two student representatives selected by the Associated
Student Government and approved by the ASG advisor, and two representatives from
each of the four bargaining units: faculty, exempt, classified staff, and operating
engineers. These representatives shall be appointed as follows:
a. Faculty: as determined by the Clover Park Federation of Teachers, Local
3913;
b. Exempt staff: as determined by the exempt staff union;

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Chapter 1 Section 3 Policy and Procedures Committee
 c. Classified staff: as determined by the Clover Park Federation of Classified
Employees, Local 4789;
d. Operating Engineers: as determined by the International Union of Operating
Engineers, Local 286.

2. Terms of office: The chief Human Resources officer shall be an ex officio permanent
member. The term of office for other members shall be two years, commencing
September 1, except that members (a) will continue until their successors are appointed
and (b) may be reappointed. The Committee chair will provide appropriate notifications
regarding necessary appointments.

3. Vacancies and rotation: If a member resigns or is removed before the end of his/her
term, the replacement member shall serve out the remainder of that position’s term.
Terms of office shall be staggered for each group represented, so that one of its positions
is open for appointment each year.

4. Resignation and removal: Resignations should be delivered in writing to the chair, but
shall be automatic upon termination of employment. A member may be removed by a
majority of the other members, for non-attendance (regardless of any proxy voting), non-
participation, or other good cause.

C. Committee chair: The College’s chief Human Resources officer shall serve as
Committee Chair, except that s/he may designate another member to serve as Chair in
his/her absence. The Chair’s responsibilities shall include:
1. Assure valid and current appointments of members;

2. Prepare, distribute, and maintain appropriate communications, agendas, minutes,

drafts, and other documents pertaining to Committee work;

3. Assign work to members as appropriate;

4. Preside over meetings; and

5. Serve as liaison with the College Cabinet and President.

D. Meetings and voting

1. Scheduling: Regular Committee meetings shall be on the first Tuesday of each
October through August, except that the Committee and/or the Chair may occasionally
modify this schedule, or add additional meetings, when deemed appropriate.

2. Quorum: A quorum is required for any Committee action and shall exist when at least
one member from each constituent group is present, except that student members shall
not be necessary or count in determining a quorum. A member who is absent from a
meeting, but who has given his/her signed proxy in advance to another member who
does attend, shall be counted as being present.

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Chapter 1 Section 3 Policy and Procedures Committee
 3. Voting: Each member has one vote. A member who expects to be absent may give a
signed voting proxy to another member, who may then cast the absent member’s vote
accordingly (in addition to her/his own vote).

4. Rules of order: Meetings shall be conducted in accordance with the current Robert’s
Rules of Order, except as provided otherwise in this Section or by consent of the
Committee.

F. Operations
1. Proposing changes: Any member of the College community may propose a change to
an existing policy or procedure and/or a new policy or procedure. Such a proponent is
encouraged to do this by communicating the proposal to the representative of the group
of which s/he is a member (see II.B.1 above), but the proponent may instead contact the
Committee Chair. The proponent is encouraged to provide a written proposal or draft
language; although this is not necessarily required, it will expedite the process.

2. Committee reviews: The Committee will review proposals it receives, and also will
regularly conduct its own review of possible changes to policies and procedures. It may
communicate with a proponent regarding clarifications or revisions of her/his proposal.

3. Consideration process: Consideration of proposals in Committee meetings will follow

these steps:
a. New business or first reading: Initial consideration of a possible change,
through the Committee’s own review or a proposal which it has received.
b. Old business or second reading: Review of a possible change or proposal
which has previously been considered, including any redrafting.
c. College Forum: After at least ten days’ notification to all staff and faculty,
usually by email, the Committee’s hearing and consideration of any oral or
written input offered by interested persons.
d. Committee vote: After considering any comments received through the
College Forum, the Committee will vote on what to recommend to the Cabinet
and President. However, a proposal may not be both introduced (first reading)
and voted on at the same meeting, except as provided in # 5 below.

4. Soliciting input: Committee members and/or the Chair will make reasonable efforts
prior to a College Forum to solicit input from fellow employees about pending proposals,
including notifying bargaining unit representatives (e.g., union presidents) when
appropriate.

5. Expedited consideration: The Committee may choose to both introduce and vote on a
proposal at the same meeting when it finds this to be in the best interest of the College,
but a College Forum shall still be held (under II.F.3.c above).

6. Forwarding Committee recommendation: When the Committee recommends a

changed or new policy or procedure, the Chair shall submit that recommendation to the
Cabinet and President for their consideration. The President, and Cabinet as appropriate,

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Chapter 1 Section 3 Policy and Procedures Committee
 may either adopt the recommendation (with or without modification), reject it, or send it
back to the Committee for further action. However, if the Cabinet makes a modification,
it shall so notify the Committee.

7. Inclusion in Policies and Procedures Manual: After the final adoption of a policy and
procedure, the Chair shall arrange for inclusion in the Policies and Procedures Manual
and notification to the College community.

8. Exceptions: Nothing in this section limits the separate authority of the President,
under chapter 2 section 20 or otherwise, to temporarily modify a policy or procedure
when s/he finds this to be in the best interest of the College, with notification to the
Committee.

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 03-02-10
Committee: By: (signed) JR Tuttle Date: 03-09-10
President Approval: (signed) John Walstrum Date: 04-02-10

Policy and Procedures Page 11

Chapter 1 Section 3 Policy and Procedures Committee
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE.. Return to Table of Contents

CHAPTER SECTION TITLE HISTORY

2 1 HIRING OF EMPLOYEES Adopted: Revised:
1999 2002
2004
2010

POLICY

The College will follow a process for filling positions which supports the College’s
mission and strategic plan by seeking to:
• recruit a highly-qualified and diverse workforce while providing all members of the
public with equal employment opportunities;
• provide current employees with opportunities to develop their careers and increase
their contributions to the work of the College; and
• assure a fair and transparent hiring process for all.

PROCEDURE

Contents:
A. Definitions (p. 1)
B. Authorities, temporary employment, and other general rules (p. 2)
C. Analysis and alternatives before initiating regular appointment (p. 4)
D. Documenting decision to create/ fill a position (p. 4)
E. Recruitment types and position announcement (p. 5)
F. Search committee (p. 7)
G. Applications and screening for committee (p. 8)
H. Committee evaluations of applicants, interviews, and report (p. 9)
I. Checks and appointing authority decision (p. 10)
J. Records retention (p. 12)

A. Definitions

1. Appointing authority: The legal authority to appoint/ hire, promote, discipline,

demote, and/or dismiss an employee, or an officer to whom the President delegates that
authority. (See B.1 and B.2.)

2. Interim appointment: Appointment (other than a regular appointment) to hold a

vacant position, or to perform substantially all of its essential functions, for a stated period of not
more than one year (unless extended by the President after an unsuccessful recruitment up to a
total period not exceeding two years). (See C.2.)

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Chapter 2 Section 1 Recruitment, Selection, Hire
 3. Position: A set of ongoing functions (duties) which are to be performed by one
qualified person and are assigned a position title, as described in a Position Description, and
which are designated through specific budget account coding to receive funding continuing for
an indefinite period of time and for a specified salary (not hourly compensation). A position
may be designated as part-time (scheduled for less than forty hours per week), but a position
does not include temporary employment.

4. Protected group: A grouping of individuals who are protected against discrimination

in employment practices under federal and/or state law because of their inclusion in that group.
Discrimination is prohibited on the basis of: age (forty or older), sex, marital status, sexual
orientation, race, creed, color, national origin, honorably discharged veteran or military status,
the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or
service animal by a person with a disability (unless based on a bona fide occupational
qualification). See RCW 49.60.180, http://apps.leg.wa.gov/RCW/default.aspx?cite=49.60.180.

5. Regular appointment: Appointment to a position through an open competitive or

internal competitive recruitment under this Procedure. Temporary employment is not regular
appointment under this Procedure.

6. Temporary employee and temporary employment: Employment in any capacity

which does not constitute a position, including but not limited to employment:
(a) as an adjunct faculty member,
(b) as a work-study student,
(c) which is paid on a part-time hourly basis, or
(d) which is paid primarily through grant or other time-limited “soft money”
funding.
Temporary employment does not create any right or expectation of continuing employment.

7. Vacancy or vacant position: A position which is not currently held by appointment

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

B. Authorities, temporary employment, and other general rules

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Chapter 2 Section 1 Recruitment, Selection, Hire
 1. Authorities of Board and President: Under RCW 28B.50.140,
http://apps.leg.wa.gov/rcw/default.aspx?cite=28B.50.140, the Board of Trustees employs the
President and such other employees as may be appropriate. The Board determines the method(s)
for recruiting and selecting the President, which need not follow this Procedure. The Board has
delegated broad appointing authority for all other employees to the President. The President
retains ultimate appointing authority for all such employees, except as otherwise provided by law
or in a collective bargaining agreement (CBA).

2. Authorization and delegations by President: The President has adopted this Policy
and Procedure to implement this appointing authority, and except as otherwise provided in B.3
below, it shall be followed in the hiring of all employees. The President sub-delegates to each
vice president, and to every other officer who reports directly to the President, shared appointing
authority over employees who directly or indirectly report to that officer.

3. Separate treatment of temporary employment: The President’s sub-delegation of

shared appointing authority covers temporary employment. However, temporary employment is
not further addressed in this Procedure except as follows:
a. Section A and this Section B apply to temporary employment.
b. An appointing authority may choose to have this Procedure apply to any
recruitment, including one for temporary employment.
c. Upon request, HR may assist an appointing authority in seeking candidates for
temporary employment without following this Procedure, such as by assisting a
dean just in advertising and accepting applications for adjunct faculty.
d. The appointing authority should remind applicants that even temporary
employment is conditioned on a satisfactory criminal background check, and
assure that such a check is completed before hiring. (See B.4.i and I.5 below.)
e. The appointing authority shall promptly notify both the Human Resources
office (HR) and the Payroll office of all temporary employment, and the
temporary employee shall provide all required employment documents to HR
before the employee starts work.

4. Scope of Procedure and other general rules:

a. These are rules of a higher education institution which involve employment
relations, and so they are not required to be adopted under RCW 34.05. They
concern only the internal management of the College, and do not give any rights
to individuals.
b. To any extent that this Procedure cannot be applied consistently with a current
collective bargaining agreement, the CBA will control.
c. The appointing authority and the CHRO may agree to shorten or extend a time
period, or terminate or extend a recruitment, for good cause. The CHRO, with the
approval of the President, may otherwise modify the application of this Procedure
in a particular instance for good cause.
d. The President or other officer may designate another person to take any action
under this Procedure on his/her behalf.

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Chapter 2 Section 1 Recruitment, Selection, Hire
 e. All forms and other inquiries to applicants should comply with the State
Human Rights Commission’s preemployment inquiry guide. See WAC 162-12-
140, http://apps.leg.wa.gov/wac/default.aspx?cite=162-12-140.
f. The College will provide reasonable accommodation to an individual with a
disability who requests such accommodation in applying for employment, but the
applicant should make that request to HR at least three working days prior to the
date of need. See Chapter 2 Section 21—“Application Process”.
g. Any payment of prospective-employee interview expenses shall be in accord
with state rules. See OFM’s SAAM, http://www.ofm.wa.gov/policy/70.20.htm.
h. The appointing authority or HR may seek or require authentication of applicant
credentials at any time. Any significant false statement, misrepresentation, or
omission by an applicant during the hiring process, whenever discovered, shall be
cause (1) for rejection of the application or (2) if the applicant has been hired, for
discipline up to and including immediate termination of employment.
i. No offer of employment binds the College or may be accepted by an applicant
until the College has completed a criminal background check on that applicant
and determined that the result is satisfactory (under I.5 below).

C. Analysis and alternatives before initiating regular appointment

1. Organizational analysis: Before creating or filling a position, the appointing

authority should conduct an organizational analysis. This analysis should consider all relevant
factors, such as:
a. Institutional needs and temporary alternatives: What does the College need
from this position? If it is vacant, what would happen if the position were not
refilled, or not refilled in the same way? Is a temporary alternative suitable, such
as temporary employment (see A.6 and B.3 above), temporary reassignment(s) of
functions, or an interim appointment (see A.2 above and C.2 below)?
b. Position configuration: How is the position described in a currently-accurate
Position Description? Should any functions be rearranged with other positions?
c. Diversity: Is this a possible opportunity to increase workplace diversity?
d. Promotion: Is this a possible promotional opportunity for internal candidates?
e. Timing: Should the College wait for a period of time before creating and/or
filling the position, for budget or other reasons?

2. Special provisions regarding interim appointments:

a. An interim appointment (see A.2) may be made without a competitive
recruitment, although at least an interview and reference-check are required.
b. When making an interim appointment, the College may adopt a temporary
Position Description, with modified required qualifications, for good cause, such
as to promote diversity, to provide a professional development opportunity, or due
to temporary reassignment(s) of functions.
c. The terms of an interim appointment should specify whether that person will
be eligible to apply for the regular appointment.

3. Compensation for temporary alternatives:

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Chapter 2 Section 1 Recruitment, Selection, Hire
 a. For an interim appointment, the compensation shall be the salary rate
established for the position.
b. For temporary reassignment(s) of functions, compensation will be equitably
determined by the appointing authority and CHRO, consistent with Chap. 2 Sec.
18—Stipends, Chap. 2 Sec. 22—Compensation for Temporary Additional
Responsibilities, and/or any applicable CBA.

D. Documenting decision to create/ fill a position

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

1. Position Description: This shall be currently accurate and shall include:

a. the essential functions of the position;
b. the minimum (required) qualifications, i.e., the objectively-measurable
education, experience, and competencies (knowledge, skills, and abilities) which
are necessary for performing those functions; and
c. the additional education, experience, and competency qualifications which are
preferred for performing those essential functions.
Unless otherwise stated:
• an educational diploma, degree, or other credential must be from an accredited
educational institution, and
• the ability to communicate in the English language in a manner appropriate
for the particular position shall be a minimum qualification for all positions.
This Description should be signed as approved by the position’s supervisor, the
appointing authority, and the CHRO.

2. Employment Requisition: The Employment Requisition shall be accompanied by

the approved Position Description. The Requisition describes the recruitment and should
include:
a. the salary level or range;
b. the budget account coding for the position;
c. the goal start date for the new hire;
d. data on whether the College is under-utilizing any protected group(s) in the
position’s job group;
e. the type of recruitment (see E.1 below);
f. the application period (see E.1.a(2) and E.1.b(2) below);
g. any specific advertising and/or other recruitment activities requested (see
E.1.a.4 below);
h. the type of search committee (see F.1 below); and
i. the names of the chair and committee members (see F.1 and F.2 below).
The Requisition must be signed as approved by the appointing authority, the CHRO, and
the President, except that if it only seeks HR’s limited assistance on temporary employment
under B.3.c above the Requisition needs only to attach or include what HR specifies and to be
signed by the appointing authority and CHRO. The Requisition may be amended later only by
the signing officers.

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Chapter 2 Section 1 Recruitment, Selection, Hire
E. Recruitment types and position announcement

1. Types of recruitment: A regular appointment is made through one of these two types
of recruitment:
a. Open competitive:
(1) Eligibility: In an open competitive recruitment, anyone may apply.
(2) Posting & application period: HR will announce the open recruitment
through the College’s Website/ online job posting system and any other
media which it, in consultation with the appointing authority, deems
appropriate. The application period will be fourteen calendar days unless
another period is specified.
(3) Applicability: An open competitive recruitment is the favored default
method, unless the Requisition or a CBA specifies otherwise, because it
provides the broadest opportunities and is most likely to increase
workforce diversity. In an open competitive recruitment, current
employees and outside applicants shall receive equal treatment and
consideration.
(4) Additional open recruitment activities: HR may initiate additional
recruitment efforts, especially when recruitment is expected to be difficult
and/or the utilization and goals data for the relevant job group, in the
College’s most recent Affirmative Action Plan, show significant protected
group under-utilization. (See also F.3.d.)

b. Internal competitive:
(1) Eligibility: In an internal competitive recruitment, the only persons
who may apply are:
(a) someone who holds a College position during the application
period or
(b) a temporary employee who has been and is compensated for
College work both for at least 520 hours during each of the
preceding two fiscal years and for the day on which his/her
application is submitted.
(2) Posting & application period: HR will announce the internal
recruitment to the College community through such method(s) as it deems
appropriate. The application period will be ten calendar days unless
another period is specified.
(3) Applicability: An internal competitive recruitment must be used when
a CBA so provides. One may be used when the appointing authority and
CHRO have agreed that:
(a) one or more current holders of College positions appear to
possess all of the minimum qualifications and at least one of the
preferred qualifications, and
(b) an external recruitment is not preferred for purposes of
increasing workforce diversity, after considering the utilization and
goals data for the relevant job group in the College’s most recent
Affirmative Action Plan and any other current or likely vacancies.

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Chapter 2 Section 1 Recruitment, Selection, Hire
 (4) Conversion: An internal recruitment may be converted to an open
competitive recruitment, with a new application deadline, at any time that
the appointing authority and CHRO agree that the pool of applicants
appears to be insufficient. (See also F.1.b and G.4 below.)

2. Announcement:
a. Announcement: For every competitive recruitment, HR will prepare an
announcement of the available position, including:
(1) the essential functions, minimum qualifications, and preferred
qualifications;
(2) the application requirements (as determined by HR); and
(3) the deadline for applications. Unless otherwise stated, the deadline is
4:00 p.m. on the date stated.
b. One recruitment per announcement: After a position has been announced, any
significant change in the essential functions or minimum qualifications, or any
increase in the salary (except pursuant to a CBA), before the appointment is
made, will require a new announcement and recruitment, unless the President,
appointing authority, and CHRO agree otherwise.

F. Search committee

1. Types: The College has two types of search committees:

a. Regular search committee: A regular search committee is used unless the
Requisition specifies otherwise. It has five members, unless the Requisition
specifies another number (but no less than four).
b. Streamlined search committee: A streamlined search committee may be used
for internal competitive recruitments and/or for filling positions in the classified
or IUOE bargaining units, when the Requisition specifies this option. It has three
members, unless the Requisition specifies otherwise. If an internal recruitment
being handled by a streamlined committee is converted to an open competitive
recruitment (under E.1.b(4) above), the appointing authority and CHRO may
convert the committee to a regular search committee.

2. Purpose and composition:

a. Purpose: The purpose of a search committee is to recommend qualified
candidates for a position. (See H.5 below.)
b. Chair: The chair usually (but not necessarily) will be the position’s
supervisor.
c. Members: The other committee members usually will be College employees,
but may include non-employees when appropriate.
(1) As feasible, at least one-third of the membership should be from
outside of the appointing authority’s area of responsibility, and the
members should broadly represent the College’s workforce and provide a
multidimensional perspective on the functioning of the position.
Membership characteristics to consider include: protected group diversity,

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Chapter 2 Section 1 Recruitment, Selection, Hire
 bargaining groups and unrepresented employees, familiarity and/or
dealings with the position, and relevant expertise.
(2) The appointing authority will not serve on the committee.
d. Vacancy: If a member is unwilling, unable, or unsuitable to complete
committee service, the appointing authority and CHRO may agree on an
appropriate replacement and/or course of action.

3. Consultant and directions: HR will designate an HR consultant to assist each search

committee. This consultant should assure that the committee is provided at the beginning of its
service with:
a. the agreement required under F.4 below;
b. the Position Description;
c. relevant College diversity goals, including notation of any protected groups
that are under-represented for the subject job group, accompanied by clarification
that these goals are not “quotas”;
d. description of any special role the committee may be asked to play in
recruiting, as determined by the CHRO in consultation with the appointing
authority and chair;
e. the rating criteria (preferred qualifications, essential functions, etc.);
f. the expected form of committee report, including strengths and weaknesses
(see H.5 below);
g. any specific directions given by the appointing authority, such as goals,
opportunities, and/or challenges for the position;
h. directions to retain all notes and records and turn them in at the end to the HR
consultant (see J below); and
i. a copy of, or access to, this Procedure.
(See also H.2 below.)

4. Member commitments: As a first item of committee business, each member shall

sign, and thereafter each member shall comply with, an agreement:
a. to keep confidential all information obtained as a committee member,
including all committee discussions, even after conclusion of the search, except
for sharing with the appointing authority or HR or as otherwise required by law;
b. to keep an open mind and consider all applicants objectively, without
favoritism or bias;
c. to promptly disclose to the committee chair and HR consultant any actual or
possible conflict of interest, such as any significant financial or personal
relationship with an applicant;
d. to promptly disclose to the chair and consultant any information about an
applicant which s/he already possesses and which either (a) may significantly
affect her/his own evaluation of that applicant or (b) should be considered by the
committee (see H.1.a(2) below);
e. to base discussion and decisions on information that has been obtained through
this Procedure and not on information from other sources, except that if s/he
learns of information about an applicant from another source which s/he believes

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Chapter 2 Section 1 Recruitment, Selection, Hire
 should be considered, it will be shared with the chair and HR consultant to
determine appropriate treatment; and
f. to make good faith efforts to follow this Procedure and to inform the chair and
HR consultant of any apparent violations.

G. Applications and screening for committee

1. Requirements for applications: Each applicant shall verify that his/her application
for employment and all accompanying information are accurate and complete, to the best of
her/his knowledge.

2. Screening for minimums: HR will screen each complete and timely application to
determine if it shows that the applicant possesses the minimum qualifications (or their
equivalents, as determined by HR), except that for a streamlined search committee the CHRO
may designate the chair to do this screening. Whoever does the screening may seek appropriate
advice on questionable qualifications. Only applications which show that the applicant meets the
minimums (or equivalents) will be provided to the committee, except that an application may be
provided provisionally—subject to confirmation through subsequent testing that the applicant
meets the minimums. (See H.3.a below.)

3. Optional screening for preferred qualifications: With the appointing authority’s

and CHRO’s approvals (e.g., for a large number of applications), HR or the chair may also
screen applications for specified preferred qualifications which are objectively measurable.

4. Conversion to open competitive: If a recruitment is converted from an internal to an

open competitive under E.1.b(4) above, HR will notify any existing applicants of these choices:
having their same application considered in the new recruitment (if they meet the minimums),
updating their application, or withdrawing.

5. Rejected applicants: Applications which do not show that the applicant possesses
the minimum qualifications (or any preferred qualifications under the option in G.3 above) will
not be considered by the committee. HR will promptly notify these unsuccessful applicants.

H. Committee evaluations of applicants, interviews, and report

1. Pre-interview tasks: The Committee must complete these tasks before conducting
interviews:
a. Rate applicants for interviews. A rating tool must be adopted by the
committee and then used to rate all applications in order to determine who the
committee will interview:
(1) For a regular search committee, each member must (unless determined
otherwise by the CHRO) rate all applications in order to participate in the
interviews. For a streamlined committee, the chair and CHRO may agree
that the chair will instead rate the applications and inform the committee
of those ratings.

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Chapter 2 Section 1 Recruitment, Selection, Hire
 (2) If a committee member is required to disclose information about an
applicant under F.4.d above, HR will record this information and
determine whether this (a) may significantly affect the member’s own
evaluation or (b) should be considered by the committee. Either situation
will ordinarily excuse the member from further committee service and
cause HR to consider the information as from a reference if the applicant
becomes a finalist (see I.2 below).
(3) In determining who to finally interview, the committee may choose to
conduct a preliminary round of telephone or Web-based interviews, using
a rating tool approved by HR, in order to hear from more applicants and/or
to help reduce the number in the pool.
(4) After the ratings based on applications (and any preliminary
interviews) have been compiled in a rank order, the committee will decide
how many applicants to interview (how far consecutively down that
ranking).
b. Develop interview questions. These should be keyed primarily to the
position’s essential functions, but may be of different types.
c. Specifically consider HR’s standard questions. Unless the CHRO agrees
otherwise, the committee’s questions should address:
(1) whether the applicant is able to perform the essential functions of the
position, with or without reasonable accommodation for any disability (see
also H.3.c below);
(2) the applicant’s competence in dealing with diversity imperatives;
(3) whether the applicant’s hiring would violate the Nepotism policy
(Chap. 2, Sec. 24)—for example, whether any relative or household
member is a College employee; and
(4) whether the applicant will accept any required salary deduction for
union dues or a representation fee, if the position is offered.
d. Adopt an evaluation tool for each member’s use in (1) scoring applicant
interviews and (2) describing applicants’ apparent strengths and weaknesses for
successfully performing the position.
e. Schedule interview dates. The committee may choose to offer each applicant
an option to interview by telephone or through Web-based methods. For a
streamlined committee where the chair rated the applications, each member will
review beforehand all of the applications of the candidates to be interviewed.

2. Consultant’s assistance: The HR consultant will assist the committee with its
interview and evaluation tasks, as by providing the form application rating tool, sample interview
questions, and the form evaluation tool.

3. Committee interviews:
a. Testing for screened qualifications: Before interviews, HR and/or the
committee may test provisional applicants to confirm that they possess the
qualifications for which applicants were screened. See G.2 and G.3 above.)
b. Interview procedure: The committee should follow any directions which the
HR consultant provides for conducting the interview. The committee may choose

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Chapter 2 Section 1 Recruitment, Selection, Hire
 to provide a list of questions to each applicant at the beginning of his/her
interview.
c. Initial and follow-up questions: The same initial questions should be asked of
each applicant, but based on applicants’ initial answers committee members may
ask appropriate follow-up questions. For an inquiry about the applicant’s ability
to perform the essential functions of the position (per H.1.c(1) above), the follow-
up may include asking the applicant to describe or demonstrate such performance.
See Chapter 2 Section 21—“Employment Tests”.
d. Evaluation: Each committee member scores applicants’ interview responses
and describes apparent strengths and weaknesses using the adopted evaluation
tool (see H.1.d and H.2 above).

4. Optional evaluation methods: The committee, with the agreement of the HR

consultant, may choose to utilize one or more additional evaluation methods when appropriate to
a particular position, such as a skills test, work situation exercise, sample work project,
prescribed presentation, and/or written questionnaire.

5. Committee report:
a. Contents: Based on the relevant information it has obtained, the committee
(with the HR consultant’s assistance) shall prepare a written report to the
appointing authority. This report should include these elements:
(1) list as “finalists” all of the applicants (usually no more than three and
usually in alphabetical order) whom it recommends as being well-qualified
to perform the position’s essential functions (or, if it recommends no
applicant, say so);
(2) describe each finalist‘s strengths and weaknesses for successfully
performing the position; and
(3) be accompanied by a summary of the committee members’ interview
scoring.
b. Other materials: The HR consultant will assure that all relevant portions of
the committee’s file are also provided to the appointing authority. The CHRO
may provide additional relevant information.

6. Other use of recruitment/ report: Within sixty days after the final hiring decision or
notification of no hire (see I.6 and I.7), an appointing authority may use a search committee’s
report to make an appointment to another position with the same (or a substantially similar)
Position Description, without conducting another recruitment under parts E, etc. above.

I. Checks and appointing authority decision

1. Possible group meetings: The appointing authority may direct the holding of forum
or other group meeting(s) with the finalist(s).

2. Reference checks: When a finalist is scheduled for his/her interview with the
appointing authority (see I.3 below), s/he should be reminded of the College’s reference-
checking. HR or its designee will seek information regarding each of the finalists from

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Chapter 2 Section 1 Recruitment, Selection, Hire
references it selects, usually at least two and usually including the current (or most recent)
supervisor. This information will be provided to the appointing authority, usually before her/his
interview of that finalist.

3. Appointing authority review and interview(s):

a. The appointing authority shall review the committee’s report and interview all
of the finalists recommended by the committee, as feasible. The appointing
authority or his/her designee may also check with a finalist’s references, previous
employer(s), and/or other persons as deemed appropriate.
b. The appointing authority should confirm the type of appointment (regular or
otherwise) and the salary with the selected finalist.

4. Possible presidential interview: The appointing authority and/or the President may
require that one or more finalists interview with the President before the final selection.

5. Criminal background check:

a. Nature of check: Before the appointing authority makes a final decision or
offer of employment, the College (usually HR) will conduct a check of the
finalist’s possible criminal background. The information sought will include
possible criminal convictions, arrests with dispositions pending, and registered
sex and kidnap offender status.
b. Geographical scope: Ordinarily HR will check the State Patrol’s Website
which reports criminal record information at least from Washington records.
However, the CHRO may direct a search for out-of-state information if deemed
appropriate, depending on factors such as the position’s level or type of
responsibilities (e.g., management, regular unsupervised access to minors,
handling or access to money or valuable property, or campus security) or the
applicant appearing to have resided outside of Washington for a significant
amount of time.
c. Use of information: If the background check reveals a reportable item, the
CHRO will review this with the appointing authority and legal counsel, as
appropriate, to assure that the information is properly considered. (See RCW
9.96A.020, http://apps.leg.wa.gov/RCW/default.aspx?cite=9.96A.020.)

6. Hiring decision and documentation:

a. Appointment: The appointing authority should document his/her appointment,
including the salary placement, by completing and filing with HR the College’s
hiring approval form. The appointing authority should also transmit to HR, for
inclusion with the records retained (see J below), all notes and other records
relating to applicants which s/he generated or obtained.
b. No appointment: If the appointing authority finds that no finalist is suitable,
s/he should so inform HR and the disbanding committee.

7. Notifications of appointment: The appointing authority or HR will notify the

selected finalist (with directions for completing the necessary employment steps through HR),

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Chapter 2 Section 1 Recruitment, Selection, Hire
the committee, and others as appropriate. Unsuccessful finalists will also be so notified, usually
by the HR consultant.

J. Records retention

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

1. the Position Description;

2. the Employment Requisition;

3. significant emails and correspondence;

4. written directions which were given to the committee;

5. the ranked ratings of applications;

6. the applications of candidates whom the committee chose to interview;

7. the committee’s interview scoring and strengths and weaknesses evaluations;

8. all notes prepared by committee members;

9. the report given to the appointing authority; and

10.all notes and other records relating to applicants which the appointing authority
generated or obtained.

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 11-2-10
Committee: By: (signed) JR Tuttle Date: 11-2-10
President Approval: (signed) John Walstrum Date: 1-28-11

Policy and Procedures Page 24

Chapter 2 Section 1 Recruitment, Selection, Hire
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 1-A HIRING OF WASHINGTON Adopted: Revised:
PUBLIC EMPLOYEE 2002 2003
RETIREMENT SYSTEM 2004
RETIREES
I. POLICY
The Clover Park Technical College Board of Trustees believes in utilizing the expertise of
retirees. Hiring of retirees will be based on the needs of the college and will ensure compliance
with Washington State’s Department of Retirement System mandates, RCW 41.50, and current
college practices. Hiring of any retiree is not a guarantee of continuing employment.

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

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Chapter 2 Section 1-A Hiring of Washington PERS Retirees
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 2 NONDISCRIMINATION/ Adopted: Revised:
SEXUAL HARASSMENT; 1992 2009
COMPLAINT PROCEDURE

I. POLICY

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

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

Specifically prohibited is any sexual harassment, which is a form of sex/gender

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

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

Retaliation against anyone who reports discrimination, participates in investigation of a

complaint, or is an alleged violator (“respondent”) is also prohibited.

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Chapter 2 Section 2 Nondiscrimination and Complaint Procedure
 II. ENFORCEMENT RESPONSIBILITIES/ COMPLAINT PROCEDURE

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

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

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

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

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

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Chapter 2 Section 2 Nondiscrimination and Complaint Procedure
 determination, s/he may contest the determination through appropriate procedures.
Information will be entered in personnel or student files only if a formal reprimand or
disciplinary action has been issued. The Human Resources officer will maintain relevant
documents, including the result of any investigation, for no less than three (3) years.

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

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 11-3-09
Committee: By: (signed) JR Tuttle Date: 11-3-09
President Approval: (signed) John Walstrum Date: 12-14-09

Policy and Procedures Page 28

Chapter 2 Section 2 Nondiscrimination and Complaint Procedure
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 3 AFFIRMATIVE ACTION Adopted: Revised:
1992 2004

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

POLICY:
All employees and potential employees will be provided equal employment opportunity.

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

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

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

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

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

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

Policy and Procedures Page 29

Chapter 2 Section 3 Affirmative Action
This policy shall be publicized internally and externally by incorporating an equal opportunity
statement on public documents.

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

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

Responsibility for Implementation of the Affirmative Action Policy.

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

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

The Affirmative Action Officer will review Affirmative Action progress quarterly.

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

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

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

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

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

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Chapter 2 Section 3 Affirmative Action
Leadership Team - Assumes responsibility and accountability for meeting Affirmative Action
Policy goals within their division.

President - Monitors the annual reports and initiates action if the college is not in compliance
with the policy.

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Chapter 2 Section 3 Affirmative Action
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 4 DRUG-FREE WORKPLACE Adopted: Revised:
1992 2004
2007
2009

POLICY

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

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

PROCEDURE

A. Definitions: A controlled substance is defined by the State of Washington in RCW

69.50.101, http://apps.leg.wa.gov/RCW/default.aspx?cite=69.50.101, and by federal law
in 21 U.S.C. § 802, http://www.usdoj.gov/dea/pubs/csa/802.htm.

B. Procedures: The College will make a good faith effort to maintain a drug-free
workplace through compliance with the Drug-Free Workplace Act of 1988.
1. Illegal manufacturing, distribution, dispensation, possession, or use of controlled
substances in or on the College campus or any other college workplace is prohibited. An
employee who violates the terms of this policy shall be subject to corrective and/or
disciplinary action, up to and including termination, or may be required to satisfactorily
participate in a drug abuse assistance or rehabilitation program.
2. As a condition of employment, all college employees must abide by the terms of this
policy and, in addition, must report to the Chief Human Resources Officer any conviction
under a criminal drug statute for violation occurring in the college workplace no later
than five (5) days after such conviction. The College shall, as required by the act, report
such convictions to the contracting or granting federal agency within ten (10) days of
receipt of the report.
ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE
APPROVAL:
Public Forum Date: 2-6-07
Committee: By: (signed) JR Tuttle Date: 12-2-09
President Approval: (signed) John Walstrum Date: 12-14-09

Policy and Procedures Page 32

Chapter 2 Section 6 Drug-Free Workplace
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 5 ETHICAL CONDUCT/ Adopted: Revised:
CONFLICT OF INTEREST 1997

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

PROCEDURE:
General Principles
1. A college officer or employee may not have a financial interest or engage in any activity
that is in conflict with the proper discharge of the officer’s or employee’s official duties.

2. A College officer or employee may not use his or her official position to secure special
privileges for him or herself or for any other person, including his or her spouse, child or
parents.

3. A College officer or employee may not receive compensation from any source, except the
state of Washington, for performing, not performing or delaying his or her official state
duties.

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

2. Assisting Persons in Transactions

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

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Chapter 2 Section 6 Drug-Free Workplace
3. Gifts
a. A College officer or employee may not accept a gift if it could reasonably be expected
to influence the performance or nonperformance of the employee’s official duties.
b. A College officer or employee may not accept a gift from any person with a value in
excess of $50 a year.
c. “Gift” does not include:
1. items from family and friends if the clear purpose was not to influence;
2. customary items related to outside business, if unrelated to the performance of
official duties;
3. items exchanged at social events by co-workers;
4. reasonable expenses (travel, room and meals) for speeches, appearances,
presentations or seminars made in an official capacity;
5. items permitted by law;
6. items returned to the donor or donated to charity within 30 days;
7. campaign contributions reported under RCW 42.17;
8. discounts available to the individual as a member of a broad-base group.
d. The following items are presumed not to influence a College employee and may be
accepted without regard to the $50 limit stated in college policy concerning gifts:
1. unsolicited flowers, plants and floral arrangements;
2. unsolicited advertising or promotional items of nominal value, such as pens and
notepads;
3. unsolicited tokens or awards of appreciation in the form of a plaque, trophy, desk
item, wall memento or similar item;
4. unsolicited items for the purpose of evaluation or review, if the employee has not
personal beneficial interest in the eventual use of acquisition of the item by the
employee’s agency;
5. informational material, publications or subscriptions related to the employee’s
performance of official duties;
6. food and beverages consumed at hosted receptions where attendance is related to
the College officer or employee’s official duties;
7. admission to, and the cost of food and beverages consumed at, events sponsored by
or in conjunction with a civic, charitable, governmental, or community
organization;
8. unsolicited gifts from dignitaries from another state or foreign country that are
intended to be personal in nature.
The presumption that all items above are presumed not to influence an employee may
be overcome based upon the circumstances surrounding the giving and acceptance of
the particular items.
e. Special rules regarding gifts apply to certain College employees [Section 4
“employees” – see RCW 42.52.150(4) when the person giving the gift is regulated by
the agency or seeks to provide goods or services to the agency, and the employee being
offered the gift participates in those regulatory or contractual matters with the giver.
Special rules also apply to any person responsible for acquiring goods and services on
behalf of the college.

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Chapter 2 Section 6 Drug-Free Workplace
4. Honoraria
a. Definition: An honorarium is money or anything of economic value offered for a
speech, appearance, article or similar item or activity in connection with a College
employee’s official duties.
b. Basic Rule: A College officer or employee may not receive an honorarium unless it is
specifically authorized by the College.
1. Prior to acceptance, officers or employees of the College who are offered honoraria
should first notify and obtain the approval of the Vice President for Human
Resources.
2. When honoraria has been approved, the activities shall be performed outside the
College officer or employee’s scheduled work hours or the College officer or
employee shall take annual leave or leave without pay.
c. The College does not permit an employee to accept an honorarium under the following
circumstances:
1. The person offering the honorarium is seeking or is reasonably expected to seek a
contract with the college and the officer or employee is in a position to participate
in the terms or award of the contract.
2. The person offering the honorarium is regulated by the College and the officer or
employee is in a position to participate in the regulation.
3. The person offering the honorarium may seek or oppose enactment of legislation,
adoption of rules, or changes in policy by the College, and the officer or employee
is in a position to participate in the enactment or adoption.

5. Compensation for Outside Activities

a. Basic rule: A College employee may not receive anything of economic value under
any contract or grant outside his or her official duties.
b. This prohibition does not apply if each of the following conditions is satisfied:
1. the performance of the grant or contract is not within the employee’s official duties
or under his/her official supervision;
2. the grant or contract was not expressly created or authorized by the employee in
his/her official capacity; and
3. the employee is not a “section 4 employee”—a “section 4 employee” may not
receive compensation or perform a contract for a person from whom he or she could
not accept a gift.

6. Use of State Resources

a. A College officer or employee may not use state resources—the office, money,
property, or personnel—for his/her private benefit or gain or for the private benefit or
gain of another person.
b. This restriction does not apply if the College employee uses state resources to benefit
others as a part of the employee’s official duties.
c. The College allows de minimus use of college resources so long as: (1) there is
negligible or no identifiable cost to the state, (2) the personal use is not during an
employee’s scheduled work time and does not interfere with official responsibilities,
(3) the personal use is not for private commercial purposes, (4) the personal use is not

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Chapter 2 Section 6 Drug-Free Workplace
 for any political purpose or to support or oppose any ballot measure, and (5) the
personal use is not to indulge prurient interest such as pornography.

7. Use of State Resources for Political Campaigns

a. A College officer or employee may not use state resources for political campaigns,
including the campaign for election of a person to an office or for the promotion of or
opposition to a ballot proposition.
b. A College officer or employee with authority to direct, control, or influence the actions
of another employee may not knowingly acquiesce in the other employee’s use of state
resources for a political campaign.

8. Confidential Information
a. A College officer or employee may not disclose confidential information to an
unauthorized person.
b. A College officer or employee may not disclose or use confidential information for
personal gain or benefit or for the gain or benefit of another.
c. A College officer or employee may not accept employment or engage in business if that
business might reasonably be expected to induce or require the disclosure of
confidential information.

9. Employment of Former College Employees

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

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

2. Investigations
a. The Vice President for Human Resources will be responsible for investigating the
suspected ethics violation. Every effort will be made to maintain confidentiality to
protect both the complainant and the accused.

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Chapter 2 Section 6 Drug-Free Workplace
 b. The Vice President for Human Resources will make a written recommendation to the
President within a reasonable time following the close of investigation. Appropriate
corrective measures will be decided by the President, Vice President for Human
Resources and other college officials.
c. Nothing contained herein shall preclude an employee or student from pursuing the
matter through external government agencies. Complaints made directly to the
Executive Ethics Board will be handled by the Board in accordance with the statute.

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

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

2. Action by the Ethics Board

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

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

Evidence will be presented by the ethics board staff in support of the complaint. The
person named on the complaint will file a written answer to the complaint and may present
evidence at the hearing. If the board finds that there has been a violation, an order stating
findings of fact and enforcement will be filed. The order is subject to reconsideration and
judicial review under chapter 34.05 RCW.

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

3. Sanctions
Based on a finding of an ethical violation by the ethics board or by the superior court, the
following sanctions are available:
a. damages sustained by the state;
b. Civil penalty of up to $5,000 per violation or three times the economic value of
anything received or south in violation of a chapter or rules:

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Chapter 2 Section 6 Drug-Free Workplace
 c. Costs

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

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Chapter 2 Section 6 Drug-Free Workplace
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 6 SERVICE OF PROCESS Adopted: Revised:
1996 2004
POLICY REPEALED 9-22-10 2010

I. POLICY
Legislation passed in the 1996 session (SSB 5167) authorized the service of court documents
(e.g., a summons) at an individual’s “place of employment.”
Section 1(16)(b): “By leaving a copy at his or her place of employment during usual
business hours, with the secretary, office manager, vice president, president, or other
head of the company, or with the secretary or office assistant to such secretary, office
manager, vice president, president, or other head of the company, and by thereafter
mailing a copy by first class mail, postage prepaid, to the person to be served at his or her
place of employment.”

II. PROCEDURE
The procedure for handling court documents served at Clover Park Technical College is as
follows:

When a process server comes to campus, the process server should be directed to the Human
Resources Office, Building 17. The law allows the papers to be left with any of the following
positions at the college:
Title
Vice President for Human Resources and Employee Relations
Administrative Assistant, Human Resources
Generalist, Human Resources

If any of the above designees receives papers from a process server, his/her responsibility is:
a.) to give the papers to the intended recipient, or
b.) to notify the recipient by telephone that the papers were received and here where they
can be obtained.

The law also requires the process server to mail (first-class) a second copy to the recipient’s
place of employment.

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL FOR REPEAL:
Public Forum Date: 8-3-10
Committee: By: (signed) JR Tuttle Date: 9-22-10
President Approval: (signed) John Walstrum Date: 9-22-10

Policy and Procedures Page 39

Chapter 2 Section 6 Drug-Free Workplace
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 7 WHISTLEBLOWER Adopted: Revised:
NOTIFICATION 1992 2009
(Improper governmental action)

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

II. DEFINITIONS
The definitions of relevant terms in RCW 42.40.020 control, but generally speaking:
A. Improper governmental action means any action by an employee undertaken
in the performance of the employee's official duties which:
▪Is a gross waste of public funds or resources;
▪Is in violation of federal or state law or rule, if the violation is not merely
technical or of a minimum nature;
▪Is of substantial and specific danger to the public health or safety;
▪Is gross mismanagement; or
▪Prevents the dissemination of scientific opinion or alters technical
findings without scientifically valid justification, unless state law or a
common law privilege prohibits disclosure. RCW 42.40.020(6)(a)
Improper governmental action does not include personnel actions, for which
other remedies exist, including but not limited to employee grievances,
complaints, appointments, promotions, transfers, assignments, reassignments,
reinstatements, restorations, reemployments, performance evaluations,
reductions in pay, dismissals, suspensions, demotions, violations of the state
civil service law, alleged labor agreement violations, reprimands, claims of
discriminatory treatment, or any action which may be taken under Chapter
41.06 RCW, or other disciplinary action except as provided in RCW
42.40.030.

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

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Chapter 2 Section 8 Ethical Conduct/Conflict of Interest
 C. Gross mismanagement means the exercise of management responsibilities in a
manner grossly deviating from the standard of care or competence that a
reasonable person would observe in the same situation.

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

E. Public Official means the attorney general’s designee or designees; the

director or equivalent thereof in the agency where the employee works; an
appropriate number of individuals designated to receive whistleblower reports
by the head of each agency; or the Executive Ethics Board.

F. Whistleblower means:
1. An employee who in good faith reports alleged improper governmental
action to the auditor or other public official, initiating an investigation by the
auditor; or
2. An employee who is perceived by the employer as reporting, whether they
did or not, alleged improper governmental action to the auditor or other public
official, initiating an investigation by the auditor.

III. SUBMITTING A WHISTLEBLOWER ASSERTION

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

B. Where to report
Reports may be made:
1. To the College’s Vice President for Finance and Budget, who will forward
the assertions to the State Auditor’s Office within 15 calendar days of receipt;
OR
2. To the State Auditor’s Office at:
Mail: Washington State Auditor Office
Attention: State Employee Whistleblower Program
P.O. Box 40031 Olympia, WA 98504-0031
Facsimile: (360) 586-3519
E-Mail: [email protected]
Web: http://www.sao.wa.gov/whistleblower/WBReportForm.htm

C. When to report: For an improper governmental action to be investigated by

the State Auditor’s Office, it must be provided to the Auditor or other public
official within one year after occurrence of the action, under RCW
42.40.040(1)(a).

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Chapter 2 Section 8 Ethical Conduct/Conflict of Interest
 IV. ANONYMITY
Whistleblower assertions may be submitted anonymously.

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

VI. REPORTER’S RESPONSIBILITIES

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

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

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

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

X. REMEDIES FOR EMPLOYEES WHO FEEL RETALIATED AGAINST

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

XI. ANNUAL NOTIFICATION

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

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 11-3-09
Committee: By: (signed) JR Tuttle Date: 11-3-09
President Approval: (signed) John Walstrum Date: 12-14-09

Policy and Procedures Page 42

Chapter 2 Section 8 Ethical Conduct/Conflict of Interest
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 8 EMPLOYEE DISCIPLINE Adopted: Revised:
1992

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

Policy and Procedures Page 43

Chapter 2 Section 8 Ethical Conduct/Conflict of Interest
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 9 FACULTY COLLECTIVE Adopted: Revised:
BARGAINING AGREEMENT 1992

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

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

Policy and Procedures Page 44

Chapter 2 Section 9 Faculty Collective Bargaining Agreement
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 10 ADMINISTRATORS AND Adopted: Revised:
EXEMPT PERSONNEL 1992 2004

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

Policy and Procedures Page 45

Chapter 2 Section 10 Administrators and Exempt Personnel
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 11 CLASSIFIED STAFF Adopted: Revised:
1992

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

Policy and Procedures Page 46

Chapter 2 Section 11 Classified Staff
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 12 OPERATING ENGINEERS Adopted: Revised:
1992

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

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

Policy and Procedures Page 47

Chapter 2 Section 12 Operating Engineers
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 13 PAYROLL INFORMATION Adopted: Revised:
1992 2000
2004

POLICY:
There is no policy.

PROCEDURE:
The Payroll Office is responsible for the preparation of paychecks for all employees of CPTC.
The Payroll Office does not determine salary schedule placement or salary schedules; this is
determined by the Vice President for Human Resources. The payroll is certified by the Vice
President of Finance and Budget prior to distribution.
• Paydays - Paydays are in accordance with state law as follows: Paydays will be the 10th
and 25th of each month. If the 10th or 25th falls on a Saturday, payday will be on Friday. If the
10th or 25th falls on a Sunday, payday will be on Monday. In the event Monday is a holiday,
payday will be the preceding Friday. Problems concerning paychecks should be brought to the
Payroll Coordinator's attention as soon as possible, x5653.

• Paychecks - Paychecks are issued to salaried/contracted regular employees and part-time

faculty as stated above and distributed by the following methods:
1. Direct deposit to employee's banking institution;
2. Mailed to employee’s home address in the previous afternoon’s mail.

Paychecks are issued to all hourly employees on the 25th of each month. (If the 25th
falls on Saturday, payday is on Friday. If the 25th falls on Sunday, payday is Monday. In the
event Monday is a holiday, payday will be the preceding Friday.) These monthly paychecks are
distributed as follows:
1. Direct deposit to employee's banking institution;
2. Mailed to employee's home address in the previous afternoon's mail.

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

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

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

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Chapter 2 Section 13 Payroll Information
Two items on the W-2 Form, "Wages, Tips and Other Compensation" (Box 1) and "Social
Security Wages" (Box 13) represent taxable wages for withholding purposes. In some cases they
are different amounts. Variances can occur for the following reasons.
1. Wages, Tips and Other Compensation is gross earnings less retirement and/or tax-
sheltered annuity deductions (if applicable).
2. Wages in excess of the Social Security limit are not subject to Social Security deductions.

Hourly Time / Overtime Report

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

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

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

Employee Absence Report

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

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

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

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

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Chapter 2 Section 13 Payroll Information
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 14 BENEFITS Adopted: Revised:
1992 2004

POLICY:
There is no policy.

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

Health Care Authority (HCA)

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

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

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

The employee shall have the responsibility each quarter to notify the college, in writing, of the
multiple employment that in combination would make them eligible for benefits. Once enrolled,
if a part-time faculty member does not work at least a total of half-time in one or more state
institutions’, eligibility for the employer contribution ceases. The employee may elect to self-
pay for a maximum of four quarters. For more information about benefits for part-time faculty,
please contact the Payroll/Benefits Office, Ext. 5836.

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Chapter 2 Section 14 Benefits
Medical/Dental Insurance Benefits
Employees have a selection of several medical insurance plans, along with dental plans, to
provide a very comprehensive medical/dental package. The college pays the cost of the chosen
plan for employees and eligible dependents. The college pays the cost of the chosen plan for
employees and eligible dependents. Additional information and the details of coverage (to
include eligibility requirements) are provided during orientation of each new employee and are
available on an ongoing basis from the Payroll/Benefits.

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

Disability Insurance Benefits

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

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

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

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

Certificated employees or administrators hired after September 1, 1991, that may have
been members of the Washington State Department of Retirement Systems, TRS or
PERS may continue in these systems.

b. Classified employees hired before October 1, 1977, contribute to Plan 1 of the State
Public Employees' Retirement System. Classified employees hired after October 1, 1977,
have the option to choose to be members of Plan 2 or Plan 3 of PERS.

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Chapter 2 Section 14 Benefits
 c. PERS Plan 2 participants who choose to transfer to PERS Plan 3 are making an
irrevocable decision. If a decision is made to transfer to PERS Plan 3, there will not be
an opportunity to transfer back to PERS Plan 2 at a later date.

d. New Members must choose a plan during the first 90 days of eligibility. New members
who fail to actively choose a plan will automatically default to PERS Plan 3. Once a
member is in a PERS plan, the Member will not be able to transfer to another plan at a
later date. Contact the Benefits Specialist if you have questions regarding retirement.

e. Investment in CREF (College Retirement Equities Fund) is available to any employee.

CREF is a tax-deferred, variable annuity.

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

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

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

Family and Medical Leave Act

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

a. Who is Eligible for Leave? Only employees who have worked at least one year (1,250
hours) within the previous twelve-month period.

b. How Much Leave Can I Take? The Leave Act entitles employees to take up to a
maximum of twelve weeks of unpaid leave in a twelve-month period.

c. What Is Child Care Leave? Child care leave covers leave "to care for" a son or daughter
because of its birth, or because of the placement of a son or daughter with the employee
for "adoption or foster care" during a twelve month period. Child care leave must be
taken and concluded within twelve months after the date of birth or placement.

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Chapter 2 Section 14 Benefits
 d. What Is Medical Leave? Medical leave may be taken to take care of a child, spouse
(including common law), or parent who has a serious health condition, or for the
employee's own serious health condition that renders the employee unable to perform the
functions of his or her position.

e. Does Paid Leave Count Toward the Twelve Weeks? The College requires employees to
take any paid vacation, personal, sick or family leave as part of the twelve-week leave
provided in the law. The employee must identify the leave as FMLA by so indicating on
the Employee Absence Report. Paid sick leave for a medical condition that is NOT a
serious health condition does not diminish the twelve weeks each twelve-month period
employees are allowed to take.

f. What Benefits Must Be Paid For During the FMLA Leave? Employees on FMLA leave
are entitled to receive health benefits under the same terms and conditions as when they
were on the job. The College is not required to continue to pay for other benefits.
Taking family leave may not result in the loss of any employment benefits accrued prior
to the date the leave commenced, but neither "seniority" nor "employment benefits"
accrue during the leave. For more detailed information, contact the Office for Human
Resources, x5836.

Shared Leave
Eligibility for Shared Leave (RCW 41.04.660-.770)
The state leave sharing program allows state employees to donate vacation leave, sick leave or
personal holidays to a fellow state employee who has been called to active service in the
uniformed services or who is suffering from or has a relative or household member suffering
from an extraordinary or severe illness, injury, impairment, or physical or mental condition
which has caused, or is likely to cause, the employee to take leave without pay or terminate his
or her employment. Any Clover Park Technical College employee who accrues sick leave or
annual leave is eligible to apply for shared leave. If the employee has depleted or will shortly
deplete his/her annual and sick leave reserves, the employee may submit a request for shared
leave to the Benefits Specialist. The employee must submit a medical certificate from a licensed
physician or health care practitioner verifying the employee's required absence, the medical
problem, and expected date of return to work. In the case that the employee has been called for
active service in the uniformed services, the employee must submit, prior to the approval or
disapproval, a copy of the military orders verifying the employee’s required absence. The
employee will be informed in writing of the approval/disapproval of the request. The employee
must use all other leave balances such as sick leave, annual leave, and personal leave, prior to
receiving shared leave. Employees on shared leave will receive all regular benefits and leave
accrual. Accrued leave must be used consecutively and may not be interspersed. Employees
may not receive more than 261 days leave under this program. Employees receiving time lost
compensation or other types of disability payments are not eligible for shared leave.

Sick Leave Donation/Annual Leave Donation

Employees who accrue annual leave or sick leave may donate leave to any employee requesting
shared leave. When an employee wishes to share leave, the donation will be made on a Donation

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Chapter 2 Section 14 Benefits
Request Form and submitted to the Office of Human Resources. The donated leave is deducted
from the donors compensable sick leave balance.

Employees may donate any amount of sick leave provided the donation does not cause their sick
leave balances to fall below 176 hours after the transfer.
Note: RCW 41.04.665 allows employees of higher education institutions who do not accrue
annual leave but do accrue sick leave to donate sick leave. The donation cannot cause the
employee’s sick leave balance to fall below twenty-two (22) days.

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

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

Administration of Procedure
a. The shared leave procedure will be administered in accordance with Office of Fiscal
Management regulations.

b. The Clover Park Technical College Board of Trustees approved the Shared Leave
Procedure on January 23, 1992.

Incentive Buyback (Sick Leave Buyback)

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

Eligible employees, excess sick leave, and the conversion of excess sick leave to monetary
compensation shall be determined as follows:
a. Eligible employees: In order to be eligible to convert excess sick leave to monetary
compensation shall be determined as follows:
1. Shall have accumulated in excess of sixty (60) full days (certificated) 480 hours
(classified) of unused sick leave at a rate of accumulation no greater than one (1) full
day per month for each month or major fraction thereof of contracted employment of

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Chapter 2 Section 14 Benefits
 such eligible employee during the calendar year (a maximum of twelve (12) days per
year) as of the end of the previous calendar year; and
2. Shall provide written notice to his or her employer during the month of January of his
or her intent to convert excess sick leave days to monetary compensation.

b. Excess Sick Leave: The number of sick leave days which an eligible employee may
convert shall be determined by:
1. Taking the number of sick leave days in excess of sixty (60) full days (certificated)
480 hours (classified) that were accumulated by the employee during the previous
calendar year at a rate of accumulation no greater than one (1) full day per month (a
maximum of twelve (12) days per year); and

2. Subtracting this from the number of sick leave days used by employee during the
previous calendar year.

The remainder, if positive, shall constitute the number of sick leave days which may
be converted to monetary compensation.

c. Rate of Conversion: Sick leave days that are eligible for conversion shall be converted to
monetary compensation at the rate of 25 percent of an employee's current, full-time daily
rate of compensation for each full day of eligible sick leave. Partial days of eligible sick
leave shall be converted on a pro rata basis.

d. All sick leave days converted pursuant to this section shall be deducted from an
employee's accumulated sick leave balance.

e. Compensation received pursuant to this section shall not be included for the purpose of
computing a retirement allowance under any public retirement system in this state.

f. Sick leave earned during period of prior employment with other agencies of the State of
Washington and transferred to Clover Park Technical College District No. 29 may be
included in the conversion of accumulated sick leave. Such leave must be accumulated at
a rate of no more than one (1) day per month for each month of service.

Conversion Of Sick Leave Upon Retirement Or Death

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

a. Eligible Sick Leave Days: All unused sick leave days that have been accumulated by an
eligible employee at a rate of accumulation no greater than one (1) full day per month for
each month or major fraction thereof of contracted employment of such eligible

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Chapter 2 Section 14 Benefits
 employee during the calendar year (a maximum of twelve (12) days per year), less sick
leave days previously converted pursuant to the annual conversion of accumulated Sick
Leave Policy, may be converted to monetary compensation upon the employee's
termination of employment due to retirement or death.

b. Rate of Conversion: Sick leave days that are eligible for conversion shall be converted to
monetary compensation at the rate of 25 percent of an employee's full-time daily rate of
compensation at the time of termination of employment for each full day of eligible sick
leave. Partial days of eligible sick leave shall be converted on a pro rata basis.

c. All sick leave days converted pursuant to this section shall be deducted from an
employee's accumulated sick leave balance.

d. Compensation received pursuant to this section shall not be included for the purpose of
computing a retirement allowance under any retirement system in this state.

Definitions
1. "Eligible Employee" shall mean faculty, exempt employees, and classified employees
entitled to earn and use sick leave granted by policies of the college.

2. "Sick leave" shall mean a leave granted to an employee for the purpose of absence
from work with pay in the event of illness, injury, bereavement, and emergencies
pursuant to RCW 28B.50.551.

3. "Full-time daily rate of compensation" shall mean the salary of an employee received
for each full day of service, exclusive of supplemental pay for additional duties, extra
curricular service, and exclusive of fringe benefits, such as health or other insurance
premiums.

4. "Previous calendar year" shall mean the period commencing January 1 and ending
December 31 of any year preceding an eligible employee's request to be remunerated
for unused sick leave.

5. "Retirement" shall mean the termination of employment by an eligible employee due

to age or physical disability and the receipt of a regular monthly pension benefit from
the retirement plan in which such employee held required membership; except that
for the purpose of this definition, retirement due to age shall not be considered to
have occurred prior to attainment of age fifty-five.

6. "Contracted employment" shall mean that period of time covered by an individual

employment contract or letter of appointment and during which services are
performed by the employee.

7. "Full day" shall mean the length of contact time per day as defined in the negotiated
bargaining agreement or letter of appointment.

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Chapter 2 Section 14 Benefits
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 15 USE OF INTERNS Adopted: Revised:
2000 2004

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

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

Student Interns From Other Higher Education Institutions

a. The college department vice president, prior to admitting the student intern, will contact the
Human Resource Specialist for instructions.
b. Department supervisors must comply with the instructions provided by Human Resources
prior to admitting the intern
c. Department supervisor must provide a copy of the final evaluation and proof of completion
to Human Resources for the intern’s file.
Interns Not From Higher Education Institutions
The college department vice president, prior to admitting an intern to the college, will contact the
Human Resource Specialist for instructions. The department supervisor must provide
information as to what the college is required to provide upon completion of internship re:
completion, notice, certificate, etc.
Safety and Liability
a. Department supervisors will provide required safety information to the intern.
b. If the intern is to be exposed to machinery, heavy equipment, power tools or other
equipment that may cause severe injury, the supervisor will contact the college risk
manager. Contact with the risk manager must be made prior to the intern operating
equipment.
c. To minimize injuries and liability exposure of the college, interns must receive a safety
briefing from the immediate supervisor. If the supervisor requires help on safety briefing,
the supervisor may contact Mike Anderson, Director of Facilities.
Compensation
1. Generally, compensation for interns is not provided.

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Chapter 2 Section 15 Use of Interns
2. If the department supervisor believes some form of compensation is necessary, he/she will
contact the Vice President for Human Resources and Employee Relations prior to any
compensation provided the intern.

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Chapter 2 Section 15 Use of Interns
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 16 NEW EMPLOYEE Adopted: Revised:
ORIENTATION 2000 2001
2004

POLICY:
There is no policy.

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

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

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

PROCEDURE:
1. The Vice President for Human Resources or a Human Resources Generalist will contact the
IUOE/Classified non-exempt staff Union President and the Faculty Mentor/Assistance
Coordinator.
2. The Classified/IUOE Union President and Faculty Mentor/Assistance Coordinator will
provide a sponsor for the new employees.
3. The sponsors will contact the Vice President for Human Resources or his/her designee for
instructions and sponsor check list. (Attachment 1)
4. Sponsors will contact the new employee to schedule orientation.
5. Sponsors will accomplish the following:
a. Use the New Employee Orientation Checklist to complete new employee’s orientation
(Attachment 1).

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Chapter 2 Section 16 New Employee Orientation
 b. Coordinate with other sponsors so as to schedule group meetings as much as possible.
The Vice President for Human Resources will provide the names of other sponsors
currently active.
c. Complete new employee orientation no later than ten (10) working days from
assignment as sponsor.
d. Return checklist to Vice President for Human Resources when checklist has been
completed.
6. Supervisors of new employees will provide time for their new employee (and sponsor) to
be oriented within ten (10) workdays.

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Chapter 2 Section 16 New Employee Orientation
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 17 REST BREAKS Adopted: Revised:
2002 2004

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

PROCEDURE:
1. Supervisors are responsible for scheduling the time for non-exempt employees’ rest breaks
and should consider the workload and the nature of the job performed. Unless job
conditions do not permit, a rest break is scheduled at approximately the middle of every
four-hours of work. Whenever necessary, the supervisor may change the time rest periods
are taken.

2. Rest breaks are compensated time as work time and cannot be “banked” to shorten a work
day, lengthen a work day to receive extra pay for time worked, lengthen other rest breaks
or lunch periods, or used as or part of vacation, sick leave, or personal days. Rest breaks
not taken are considered lost.

3. Employees are expected to be punctual in starting and ending their breaks. Therefore,
breaks should be taken in the immediate area of the college. Violation of this section of the
policy is subject to disciplinary action.

4. Employees on rest breaks may not interfere with other employees who are working and not
on a rest break

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Chapter 2 Section 17 Rest Breaks
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 18 STIPENDS Adopted: Revised:
2003 2004
2006

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

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

PROCEDURE:
1. Stipend compensation for administrators (exempt staff) will be managed as follows:

a. Administrative (exempt) staff is eligible to receive stipend compensation from the

College. These additional monies will be paid to an employee who is temporarily
assigned responsibilities of a higher level position or other significant duties not part of
the employee’s regular job description.

b. All stipends will be approved by Cabinet.

2. Stipends for union represented employees are managed and administered under the guidelines
and directives set forth in their individual Collective Bargaining Agreements.

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Chapter 2 Section 18 Stipends
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 19 SABBATICAL LEAVE Adopted: Revised:
2004 2004
2006

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

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

Exceptions:

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

Application Procedures:

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

When the President grants a sabbatical leave, the recipient shall sign a contract with the college
specifying:
a. The length of sabbatical leave
b. A commitment to perform according to the approved sabbatical leave plan

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Chapter 2 Section 19 Sabbatical Leave
 c. That the recipient will return to employment at the college for a period at least
commensurate with the amount of leave granted. Failure to comply with this provision
shall constitute an obligation of the recipient to repay to the college any remuneration
received from the college during the leave.
d. That the recipient will submit a written report to the President and Board of Trustees
within 60 days upon returning from leave summarizing the work completed during the
sabbatical leave and describing how the new knowledge will be used.

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

Employees Rights:

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

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Chapter 2 Section 19 Sabbatical Leave
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 20 POLICY AND PROCEDURES Adopted: Revised:
TEMPORARY DIRECTIVE 2006

POLICY:
To provide CPTC rules and procedure for developing, publishing, and distributing CPTC
directional documents of a short term and/or temporary nature (i.e. Policy and Procedures
Temporary Directive).

DEFINITIONS:
1. Guidance: Recommended criteria and instructions developed by one college
organization to assist other organizations in accomplishing their required duties and
responsibilities.

2. Temporary Directives: Policy and/or guidance that is of a short term nature and/or has a
need for immediate publication, initiated by the originating Cabinet member and
authorized by the President of CPTC. It is effective for a term of 6 months or less, after
which it will expire or be incorporated into permanent guidance.

3. Long Term: More than 6 months and of a continuing nature.

4. Policy: Policy contains guiding principles to accomplish broad objectives and/or specific
direction in support of the CPTC vision, mission and goals. Policies apply college-wide
or when more than one cabinet organization is impacted. A policy statement contains one
or more brief, broadly written statements of policy. It does not contain rules or
procedures, but may be supplemented by such detailed information in a procedure. It is
authorized by the President.

5. Procedure: Procedures contain standards, rules, instructions and guidance of a

continuing nature, impacting more than one cabinet organization. Procedures may
include "what to" and "how to" guidance and/or step-by-step process guides.

6. Review: Process to ensure that affected cabinet members, managers, staff, faculty and
other people or organizations are asked to review and comment before a new or revised
directional document is published.

7. Rules: Standards, requirements, criteria and instructions developed to provide guidance

and direction for the customer; or standards, requirements, criteria, and instructions
specified in Temporary Directives, legal, regulatory, or contractual obligations.

8. Short Term: Six months or less, refers to guidance until such time an official policy can
be developed and adopted.

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Chapter 2 Section 20 Policy and Procedure Temporary Directive
 9. Standard: Establishes a minimum requirement for acceptability.

PROCEDURE:
A. Criteria

Restricted to an effective term of 6 months or less, a Temporary Directive is used when it is

necessary to quickly communicate a change of policy or cross-Cabinet rules, standards,
guidance, and/or procedures. Examples: (1) a new state law requires that a change be
implemented within a short period of time; (2) a new process will be of great benefit to the
college, but requires extensive review and editing before it is published in a standard policy or
procedure document.

Policy and Procedures Temporary Directives are formal documents that provide direction and
guidance to (1) essentially all CPTC employees or (2) at least more than one Cabinet
organization. The information contained in a Temporary Directive is (1) of a temporary nature
(i.e., only applicable for 6 months or less) and/or (2) would otherwise be a standard policy or
procedure document except that it must be implemented in 2 months or less (i.e., on a temporary
basis).

All Policy and Procedures Temporary Directives will expire in 6 months or less from their
effective date or they will be converted to a standard policy or procedure document through the
normal approval process for creation of a CPTC Policy or Procedure.

No Temporary Directive will be renewed once it has expired.

All Temporary Directives will conform to the following:

1. The document must be clear, concise, and easy to read. (See sample in Appendix A)
2. Conform with (but not duplicate) other CPTC publications and legal, regulatory, or
contractual obligations.
3. Reference other CPTC publications and legal, regulatory, or contractual obligations as
applicable.
4. Be numbered in a visible location. The Chairperson of the Policy and Procedure
Committee assigns this number.
5. Be signed by the President of CPTC.
6. Be distributed to all organizations effected by its contents.
7. Expire 6 months from its effective date (or sooner) or be replaced by a standard policy or
procedure following standard procedures for review and adoption.
8. Not be renewed.

B. Responsibilities of the Originating Organization

The originating organization is responsible for developing, and, after approval by the President,
publishing and distributing Temporary Directives. The development, approval, publishing and
distribution of all Temporary Directives shall be coordinated with the Chairperson of the Policy

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Chapter 2 Section 20 Policy and Procedure Temporary Directive
and Procedures Committee (Vice President of Human Resources) who also assigns an
appropriate Chapter and Section numbers.

C. Responsibilities of the Chairperson of the Policy and Procedures Committee

1. Coordinate and document the creation, distribution and timely rescission of Temporary
Directives. This includes assigning appropriate Chapter and Section numbers.
2. Work with originators to have Temporary Directives replaced with standard policy and/or
procedures documents when the Temporary Directive contains policy and/or guidance of
a long term nature.
3. Maintain an index of and copies of current, rescinded and expired Temporary Directives.
4. Provide members of the Policy and Procedures Committee with copies of all newly
authorized Temporary Directives.
5. Provide standard formats and samples for Temporary Directives.
6. Provide advice to originators throughout any phase of developing, publishing, authorizing
or distributing Temporary Directives.

D. Policy Statement contained in a Temporary Directive

A newly created Temporary Directive containing a policy statement proposed by a cabinet

member shall be reviewed by all impacted Cabinet members to include the Chairperson of the
Policy and Procedure Committee before it is authorized, published, distributed and implemented.

E. Procedures contained in a Temporary Directive

A Temporary Directive usually contains standards, rules, procedures, and/or guidance of a

temporary nature, usually impacting more than one Cabinet organization. Information may
include required standards, “what to” and “how to” guidance, and/or step-by-step process guides.
Newly created Temporary Directive containing procedures proposed by a cabinet member
should be reviewed by all impacted Cabinet members if practical, before it is authorized,
published, distributed and implemented.

APPENDIX A:
Temporary Policy: A policy statement contains one or more brief, broadly written statements
of policy. It does not contain rules or procedures, but may be supplemented by such detailed
information in a procedure. It is authorized by the President.

Supporting Definitions: Recommended criteria and instructions developed by one college

organization to assist other organizations in accomplishing their required duties and
responsibilities.

Emergency Procedures: Procedures contain standards, rules, instructions and guidance of a

continuing nature, impacting more than one cabinet organization. Procedures may include "what
to" and "how to" guidance and/or step-by-step process guides.

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Chapter 2 Section 20 Policy and Procedure Temporary Directive
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 21 REASONABLE Adopted: Revised:
ACCOMMODATION AND 2008
RETURN TO WORK
POLICY:
The purpose of the Reasonable Accommodations and Return to Work program is to provide,
when possible, to eligible employees, accommodations in the workplace in compliance with
ADA and/or an assignment for an eligible employee who is temporarily unable to return to
his/her regular assignment until such time the employee is released for full-work duty by a
licensed health care provider.

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

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

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

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

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

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

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Chapter 2 Section 21 Reasonable Accommodation and Return to Work
Qualified Individual with a Disability: An individual who, with or without reasonable
accommodation, can perform the essential functions of the position that such individual holds or
desires.

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

change the job.

Reasonable Accommodation(s): Modification or adjustment to a job, work environment,

policies, practices, or procedures that enables a qualified individual with a disability to perform
the essential functions of a job and that can be accomplished without “direct threat” to an
individual or cause “undue hardship” to the employer.

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

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

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

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

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

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

Office of Human Resources and Employee Relations

4500 Steilacoom Blvd SW
Lakewood WA 98499-4098

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

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Chapter 2 Section 21 Reasonable Accommodation and Return to Work
employee’s claims, except that CPTC may also request that the health care professional suggest
possible effective alternative accommodations.

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

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

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

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

When an accommodation in an employee’s present position is not reasonable, or would cause an

undue hardship, CPTC shall attempt to accommodate the employee through reassignment to
another vacant position, at the same pay range or lower, for which he/she is qualified.

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

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

Identification of Essential Functions:

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

A working conditions analysis may also be conducted in conjunction with a position analysis to
analyze a position’s working conditions. It is CPTC’s contention that accurately analyzing the
working conditions of every current position all at once would be extremely time-consuming and
may be unduly cumbersome. Therefore, CPTC will analyze the working conditions of a position

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Chapter 2 Section 21 Reasonable Accommodation and Return to Work
when requested in a reallocation or when a position becomes vacant or as otherwise directed by
CPTC’s classification plan.

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

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

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

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

Timeliness of response is essential in providing equal opportunity. Ability to provide the

requested and appropriate accommodation by the scheduled application/selection process date
shall be justification, at the discretion of the Human Resources and Employee Relations
designee, for extension of application and other deadlines.

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

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

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

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Chapter 2 Section 21 Reasonable Accommodation and Return to Work
If an accommodation is determined to be reasonable and will eliminate or reduce the risk to an
acceptable level, CPTC will provide that accommodation. Requesting an accommodation is the
full responsibility of the person seeking it and CPTC reserves the right to provide the
accommodation that it determines most effectively accommodates the individual’s disability,
given the specific situation.

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

Employee Accommodation Procedures:

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

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

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

Training of Managers, Supervisors, and Others as Needed:

Managers and supervisors will receive periodic training related to their responsibilities under this
policy and procedure. Additionally, this subject is incorporated into general employee
harassment/discrimination training, which emphasizes general awareness of federal/state laws
and College Policy as well as reporting procedures related to complaints. This material is also
incorporated into new employee orientation. CPTC is committed to proactively raising these
subjects and building an employee awareness of policy, procedure, and complaint process.

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

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

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Chapter 2 Section 21 Reasonable Accommodation and Return to Work
When an individual is hired, or an employee is returned to work with medical restrictions, the
supervisor may have a need-to-know regarding the nature of the restrictions and possible
reasonable accommodations. However, a supervisor may not necessarily need to know the
medical diagnosis or a detailed description of the condition(s) if unrelated to the work
limitations. There is no inherent right-to-know simply because the medical condition may affect
an employee’s work or is otherwise work related. The Human Resources and Employee
Relations office maintains secure medical files that protect this confidentiality, and will release
only information determined relevant given the definition of need to know, reasonable
accommodation, and consistent with the individual’s right to medical privacy.

Temporary Disability Determination:

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

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

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

Return From a Medical Leave:

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

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

Complaint Procedure:
It is the intent of CPTC to internally review and resolve all ADA-related complaints made by or
on behalf of the complainant. The goal of this policy is to provide for the resolution complaints

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Chapter 2 Section 21 Reasonable Accommodation and Return to Work
at a level that will allow for the least disruption of CPTC functions or services. This procedure
will function independently of any other resolution method appropriately sought by the party;
however, CPTC encourages all parties to utilize this procedure prior to seeking resolution
through any other administrative sources. The Human Resources and Employee Relations
designee will coordinate compliance efforts and is assigned to investigate complaints.
Complaints should be documented on CPTC’s Harassment/Discrimination Complaint form and
sent to:

Office of Human Resources and Employee Relations

4500 Steilacoom Blvd SW
Lakewood WA 98499-4098

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

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

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

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

Complaint Investigation: The Human Resources Office is solely authorized to receive

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

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Chapter 2 Section 21 Reasonable Accommodation and Return to Work
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 22 COMPENSATION FOR Adopted: Revised:
TEMPORARY ADDITIONAL 2009
RESPONSIBILITIES
I. PURPOSE & SCOPE
A. Overview: This policy describes how an employee may temporarily receive a
rate of compensation which is higher than the base salary for his/her regular
position for temporarily being assigned additional higher-level responsibilities.

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

C. Relationship to base pay: The higher-services compensation under this policy is

temporary and does not change the subject employee’s base pay for his/her
current regular position.

D. Relationship to “overtime” compensation:

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

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Chapter 2 Section 22 Compensation for Additional Duties Page 75
II. DEFINITIONS
For purposes of this policy:
1. “Additional higher-level responsibilities” means temporary
responsibilities which (a) are those of a higher-level position, as shown in
a current job description or other documentation, (b) are not included in an
updated job description for the subject employee’s current regular
position, and (c) constitute, or are reasonably expected to constitute, more
than one-fifth (20%) of his/her total responsibilities.
2. “Higher level position” means a position which is more highly
compensated than the regular position which is currently held by the
subject employee.
3. “President” means the college President or, if so designated by the
President for this purpose, the college’s chief Human Resources officer.
4. “Subject employee” means the employee who is to receive the additional
compensation.
5. “Temporarily” and “temporary” mean for a period which is reasonably
expected to be more than three weeks but less than a year from the
effective date of the additional compensation.
6. “Temporary college need” means a temporary and limited need for
services which is not reasonably expected to require filling of a permanent
position.
7. “Temporary position need” means that a higher-level position is or will
be temporarily vacant because (a) of the absence of the holder of that
position or (b) the college has not hired anyone to fill it permanently.

III. PERMISSIBLE ADDITIONAL COMPENSATION

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

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

C. Limitations: The higher-services compensation is prorated for the period of the

additional responsibilities. The total higher rate of compensation may not exceed
the rate of (1) the compensation for the position with the temporary position need

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Chapter 2 Section 22 Compensation for Additional Duties Page 76
 or (2) the compensation for the position which is closest to meeting the temporary
college need.

D. Examples: These examples assume a regular annual rate of $40,000 and a

temporary annual rate of $50,000, producing a difference (B.1 above) of $10,000:
1. Employee works 40 hours per week, devoting 8 hours (20%, the minimum
under this policy) to additional higher-level responsibilities: .20 x $10,000
= $2,000 higher-services compensation; $40,000 + $2,000 = $42,000
temporary annual compensation rate.
2. Employee works 40 hours per week, devoting 30 hours (75%) to
additional higher-level responsibilities: .75 x $10,000 = $7,500 higher-
services compensation; $40,000 + $7,500 = $47,500 temporary annual
compensation rate.
3. Employee is overtime-exempt and works a total of 50 hours per week,
devoting 37 ½ hours (75%) to additional higher-level responsibilities: .75
x $10,000 = $7,500 higher-services compensation; $40,000 + $7,500 =
$47,500 temporary annual compensation rate. (The employee is overtime-
exempt; there is no increase over Example 2 for the 10 hours over 40.)

IV. WHEN ADDITIONAL COMPENSATION IS NOT PERMITTED

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

V. PROCESS FOR DETERMINING ADDITIONAL COMPENSATION

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

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Chapter 2 Section 22 Compensation for Additional Duties Page 77
 expected to be devoted to, the additional higher-level responsibilities, as well as
the total number of hours in the employee’s workweek.

B. The vice president must submit a Stipend Request Form to the chief Human
Resources officer, obtain a recommendation from that officer, and then receive
Cabinet approval before determining or committing to pay any additional
compensation. The Stipend Request Form, and/or an attachment, must include:
1. Copies of the relevant current job description(s);
2. A listing of the additional higher-level responsibilities;
3. The number of hours which are devoted to, or expected to be devoted to,
the additional higher-level responsibilities, plus the total number of hours
in the employee’s workweek;
4. The time period during which the subject employee is expected to perform
the additional higher-level responsibilities (including beginning and
ending dates);
5. Explanation of the need for higher-services compensation (as opposed to
permanently filling the position or other alternatives); and
6. The plan for ending the temporary responsibilities.

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Chapter 2 Section 22 Compensation for Additional Duties Page 78
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 23 DOMESTIC VIOLENCE Adopted: Revised:
04-07-10

POLICY

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

PROCEDURE

A. Definitions:

1. Domestic violence is abusive and/or harassing behavior that is physical and/or

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

2. Domestic violence in the workplace includes any domestic violence by or against any
College employee during work time or in or on College property, including offices,
facilities, and vehicles.

B. Effect on workplace: The College will not tolerate domestic violence in the workplace
or which affects the workplace. Domestic violence can have substantial negative impacts
on the victim and the workplace, including reduced productivity and increased
absenteeism, turnover, and health care costs.

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

1. participate in training about domestic violence;

2. provide employees with information about domestic violence or how to obtain such
information (typically, calling the state domestic violence hotline [800-562-6025] or a
local agency and/or referral to the Human Resources office/HR);

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Chapter 2 Section 23 Domestic Violence Page 79
 3. follow up when an employee requests help or when specific concerns arise, consulting
with higher management, HR, and/or the College’s employee assistance program and
helping to provide appropriate assistance to employee victims and perpetrators;

4. work with higher management, HR, and the victim in assessing the need for, and
developing if appropriate, a workplace safety plan and/or any appropriate adjustments in
work schedules (such as through approved leave);

5. honor all applicable court orders, including civil protection orders, in consultation
with higher management and HR; and

6. maintain confidentiality, except as required to address a specific situation or as may be

required by law.

D. Penalties: A College employee shall be subject to corrective or disciplinary action, up to

and including dismissal, when s/he:

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

2. perpetrates or assists in domestic violence which results in adverse effects on

performance of college job responsibilities.

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 03-02-10
Committee: By: (signed) JR Tuttle Date: 04-06-10
President Approval: (signed) John Walstrum Date: 04-06-10

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Chapter 2 Section 23 Domestic Violence Page 80
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY

2 24 NEPOTISM Adopted Revised
05-13-10
POLICY

The College seeks to avoid favoritism or conflicts of interest, in decision-making and

organizational placements, which result or reasonably appear to result from family or household
relationships.

PROCEDURE

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

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

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

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 05-04-10
Committee: By: (signed) JR Tuttle Date: 05-13-10
President Approval: (signed) John Walstrum Date: 05-13-10

Policy and Procedures

Chapter 2 Section 24 Nepotism Page 81
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE
Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

2 25 HOLIDAY / SEASONAL Adopted: Revised:
DECORATIONS 04-13-11
POLICY

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

PROCEDURE

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

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

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

D. Safety first: Avoiding safety risks and hazards should always be the first consideration
in decorating. Decorations should not impede walkways or increase the possibility of
individuals tripping or falling. Use of electric cords or extension cords should comply
with all safety instructions. Use of open flame, such as candles, is prohibited.
ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE
APPROVAL:
Public Forum Date: 04-13-11
Committee: By: (signed) JR Tuttle Date: 04-05-11
President Approval: (signed) John Walstrum Date: 04-13-11

Policy and Procedures

Chapter 3 Section 1 General Information Page 82
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 1 GENERAL INFORMATION Adopted: Revised:
1992

POLICY:
There is no policy.

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

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

Official Duty Station

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

Policy and Procedures

Chapter 3 Section 1 General Information Page 83
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 2 FACILITIES Adopted: Revised:
2006

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

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

Distribution and Posting of Materials

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

Scheduling Rooms
For regular scheduled classes, all rooms must be scheduled through the Instructional Support
Specialist in the Vice President of Instruction Office.

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

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

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

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

Access Authorization

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Chapter 3 Section 2 Facilities
Employees may obtain keys, key cards and access codes to their classrooms and/or offices.
Upon authorization by the appropriate supervisor, keys will be issued by the Plant Services
Department, and must be returned there upon conclusion of employment. Security concerns
warrant a strict and limited issuance of keys for special purposes or part-time use.

Office and Room Assignments

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

Smoking Policy on Campus

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

Use of Alcoholic Beverages on Campus

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

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

Family Members, Friends or Other Visitors

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

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Chapter 3 Section 2 Facilities
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 3 TRAVEL REGULATIONS Adopted: Revised:
1999 2004
2010

POLICY

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

PROCEDURE

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

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

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

D. When travel expenses are to be reimbursed by a person or a non-state entity,

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

E. Reimbursement for lodging expenses is allowed when an employee’s temporary duty

station is located more than fifty miles from the closer of the traveler’s official residence
or official station. Lodging reimbursement is also allowed when that distance is less than
fifty miles under any of three circumstances:
1. when reimbursement for an overnight stay in a commercial lodging facility
avoids the traveler having to drive back and forth for official state business which

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Chapter 3 Section 3 Travel Regulations
 ends no earlier than 6:00 p.m. on one day and then begins again no later than 8:00
a.m. the next day, according to the agenda(s) for that business (with written
supervisor approval);
2. when the health and safety of the traveler is of concern (with appropriate
notification to the supervisor);
3. when it is demonstrated that staying overnight is more economical to the
College (with written supervisor approval). (10.30.30.b)

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

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

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

I. Charges for baggage on international flights shall be reimbursable as miscellaneous travel

expenses when a baggage allowance is not included in the state travel ticket price. Only
the costs for up to two checked bags will be reimbursed. (10.60.40)

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

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

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Chapter 3 Section 3 Travel Regulations
L. Travel Advances are permissible when the travel advance itself is to be equal to or more
than one day of the Meal Rate Per Diem at the Non High-Cost Location rate as published
in 10.90.20 of the SAAM. (10.80.60.b.7)

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

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

O. All travel reimbursements must be submitted on a Travel Expense Voucher to be

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

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 8-3-10
Committee: By: (signed) JR Tuttle Date: 9-22-10
President Approval: (signed) John Walstrum Date: 9-22-10

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Chapter 3 Section 3 Travel Regulations
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 4 PURCHASING PROCEDURES Adopted: Revised:
1999

POLICY:
There is no policy.

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

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

Purchase Requisition Worksheets (Pink)

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

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Chapter 3 Section 4 Purchasing Procedures
 d. Indicate if no substitutions will be accepted.
e. Indicate if you wish vendor/supplier to cancel items which they do not have in
stock
f. If an emergency state on form
g. Indicate special delivery instructions; i.e., contact individual, telephone
extension number, special times to deliver, etc.

INFORMATION NEEDED FOR SPECIFIC REQUESTS

Repair/Calibration Purchase Requests
a. Serial number (or Clover Park Technical College tag number if serial number is
not available)
b. Item model or type
c. If item is to be repaired, briefly note problem or name of individual to contact to
explain what services are required of supplier/vendor
d. Amount item is worth (this is for insurance purposes during shipment)
e. "Ceiling" price - the dollar amount repair/calibration costs are not to exceed
f. Location of item if warehouse is to pick up (Building number/room number,
contact person's name/phone extension)
g. Special time for pickup, if necessary
h. Special packing instructions, if necessary
i. Note if item is not to be shipped, and whether department will deliver to
vendor/supplier
j. Note if item will be picked up by department when repairs/calibrations are
completed (if shipping was not required)

Equipment Purchase Requests

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

Book Store/Book Orders (see separate instructions- General CPTC Purchasing

Procedures) Book Orders are processed through the Book Store quarterly on a
textbook requisition form provided by the Book Store.

15. Unit Price - Indicate unit price of item, if known. If price is not known, indicate a
"ceiling price" vendor is not to exceed.
16. Total Price - Indicate total price if for the lot, or extend the price for requests of more
than one item.
17. Object: 1 Check Per Item - Check appropriate box for each item ordered. See box
above this section on worksheet for description/explanations.

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Chapter 3 Section 4 Purchasing Procedures
 18. Inventory Information - - - > Fixed Asset System
Accountable: Check yes if ordering equipment which will be listed on inventory.
Be sure to indicate specific line item if not all items on request are to be inventoried.
Please note if items are to be split between departments. Check no if item/s will not
be inventoried.
Grant No. - List number if applicable
Dept/Room - Department number and room number location where item will be
located for inventory
Delivery - List Building number/room number - please note if Location/Bldg -
different from inventory location
19. Department Number - Requesters department number
20. Program (check one only)
Check the appropriate box that applies to the program Instruction - Career
Preparatory - (Entry level training); Instruction - Cont. Ed. Supplemental - (Trade
extension and apprenticeship, evening programs); Instruction - Job Account
Preparatory - (Realistic Training); (Note: Fee list items are purchased directly by the
Book Store); Other: Describe as necessary.

Forward to supervisor for approval.

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

B. Library Purchase Requests

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

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

C. Blanket Purchase Order Requisitions

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

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

1. Blanket Purchase Order Requisition Change Orders (BPO C/O) -

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Chapter 3 Section 4 Purchasing Procedures
 Blanket Purchase Order Change Orders use an "unprinted" purchase order form
referencing the original Blanket Purchase Order Purchase Requisition number.
Change orders require the same signatures as those on the original Blanket Purchase
Order Requisition, and are routed accordingly.

2. Blanket Purchase Order Withdrawals (W/D's) - Blanket Purchase Order

Withdrawal forms are numbered, in red, in the upper right hand corner. For
additional pages, an unnumbered form is used and the original withdrawal number is
referenced. BPO W/D's always refer to the original Blanket Purchase Order
Requisition Number. There are six pages to each BPO W/D Form:

Page 1 White (Original) Supplier Given to supplier only if requested

Page 2 Green (Carbon) Purchaser To be sent to CPTC Purchasing
along with pink copy and receiving
papers
Page 3 Yellow (Carbon) Bus Office For the originator to use if additional
copies are needed. This may be
destroyed.
Page 4 Pink (Carbon) Accts Pay This copy is stapled to any receiving
documents. A supervisor's signature
is required on the pink copy (along
with the individual who is authorized
to sign upon receipt). Also see Page
6 "Goldenrod" instructions.
Page 5 Blue (Carbon) Originator This copy is for the originator's file
Page 6 Goldenrod Receiving This copy is used if receiving
(Carbon) document is not available. If used in
place of receiving document,
signature must be in ink on
goldenrod copy. Please note if you
choose to use the goldenrod as a
substitute to avoid confusion.
Both the pink and green copies (the green copy is paper clipped to the pink), when signed,
are placed in the CPTC mailroom accounts payable mailbox. If any additional copies are
received, they are returned to the originator. Please complete BPO W/D form (extend all
items, add known tax/shipping charges, and total correctly). If an invoice is completed and
accurate, and is several pages in length, you may reference invoice number and attach
instead of completing the body of the withdrawal.

C. Receiving Supplies, Equipment and Services

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

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Chapter 3 Section 4 Purchasing Procedures
 2. General Information
Most items received will be shipped to the Central Receiving Department of the
College which is located in the Central Receiving Warehouse (Bldg 22). The
determination of whether to ship the items to Central Receiving or to the department,
will be determined at the time the order is placed by the Purchasing Department.

If an item is to be shipped to your location, the goldenrod copy of the purchase

requisition or purchase order will be sent to you.

3. Receiving Report / Delivery Receipt

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

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

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

4. Inspecting Goods Received

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

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

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

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

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

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

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Chapter 3 Section 4 Purchasing Procedures
 6.
Receiving Documentation
THE FOLLOWING PROCEDURES DO NOT APPLY TO A
DEPARTMENT IF THE ITEMS HAVE BEEN FIRST PROCESSED THROUGH
CENTRAL RECEIVING.

Central Receiving personnel will process receiving documentation for items

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

NOTE: One of the following signed types of receiving documentation is

required for all goods and services received and requiring payment by the College:
Packing slip.
Goldenrod copy of Purchase Requisition/Purchase Order/Blanket Purchase Order
Withdrawal

Packing slips, goldenrod copies of purchase orders, and any additional

receiving documentation are to be processed daily and sent to the Accounts Payable
Department. Any invoices received should be forwarded to Accounts Payable.

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

NOTE: Notify the Purchasing Department immediately of any discrepancies in

your order. DO NOT CONTACT THE SUPPLIER OR SHIPPER.

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

7. Partial Shipments
Make a copy of the goldenrod and:

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Chapter 3 Section 4 Purchasing Procedures
 1. Indicate the quantity received and date received for each item number in
the space provided. Notify the Purchasing Department immediately of any discrepancies in your
order. DO NOT CONTACT THE SUPPLIER OR SHIPPER.
2. CHECK THE BOX MARKED, “Partial.”
3. Sign your name in full (not initials), put the date in the space provided and
forward to Accounts Payable. If the item received is a fixed asset, it must be signed by the
administrator responsible for inventory or delegate.

NOTE: When receiving merchandise against the goldenrod copy of a

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

8. Receiving Fixed Asset Inventory Items

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

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

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

Procedure for Identifying and Purchasing Information Technology (IT)

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

The Director of Institutional Technology is responsible for the development and

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

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Chapter 3 Section 4 Purchasing Procedures
will be returned to the originator for additional justification or to be used as an enclosure to a
Purchase Order.

2. CAPABILITY REQUIREMENT (CAPR) REQUEST FORMAT

TO: Director, Institutional Technology
CAPR NUMBER: Leave Blank.
DATE OF REQUEST: self-explanatory.
SERVICE REQUIREMENT DATE: Date the service/requirement must be
available for the user.
REQUESTING ORGANIZATION AND LOCATION: Department, and
building number/ room number (destination of hardware requests).
TYPE OF REQUIREMENT: pick one of the following:
Automation Equipment
Automation Service
Communications Equipment
Communications Service
Instructional Equipment
Video Equipment
POINT OF CONTACT: Name and telephone number of the person who the requestor
wants to coordinate/manage the implementation.

REQUIREMENT:
1. Deficiency or problem. What deficiency exists, or what problem has
arisen which prompts you to ask for IT equipment or services? Do you have a new job
requirement? Has your staffing level been significantly increased or reduced? Has your
workload significantly increased? Why do you need the service or equipment you are
requesting?

2. Solution. How will the IT equipment or service meet your deficiency or solve
your problem? How will you use the equipment or service to improve your operation/activity?
What tasks/functions will be automated, improved or changed? Attach a draft Purchase Order
(PO) identifying required IT equipment or services.

3. Cost Savings. Discuss in detail the savings that will result from the use of the
requested IT equipment or service. Will you have manpower savings or other hard dollar
reductions? Do you anticipate any cost avoidance? Specify how much the dollar savings will be
and where you expect the savings to come from. What do you intend to do with the savings? If
none indicate (none).

4. Cost Increases. Identify source of funding. If this is an Unfunded Requirement

(UFR) have cabinet level supervisor integrate this CAPR into a consolidated, prioritized UFR
list.

5. Other benefits. What other non-monetary benefits will accrue from the use of the
requested equipment or service? Do you expect improved instructional capabilities, productivity
gains, error rate reductions, or timeliness improvements that will contribute to the

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Chapter 3 Section 4 Purchasing Procedures
accomplishment of the mission? Quantify the non-monetary benefits (e.g. percent reduction in
error rate, minutes or hours saved in report preparation, etc.)

CHANGES TO EXISTING SERVICE:

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

SECURITY PROTECTION:
Explain how physical security is to be provided.

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

IMPACT IF NOT PROVIDED:

Explain what will happen if this requirement is not satisfied.

REMARKS: Limit to explanation/information not otherwise covered.

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

APPROVING AUTHORITY: This signature indicates approval by a Cabinet level authority.

PROCEDURE FOR PROCUREMENT CARD PURCHASES

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

Requesting Credit Card:

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

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

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

Credit Card Usage:

Cards are to be used for College purchases only.

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Chapter 3 Section 4 Purchasing Procedures
Cards may not be used for:
Obtaining cash advances.
Making personal purchases.
Purchasing materials or services from a member of the cardholder's family.
Purchasing equipment, materials or supplies restricted by policies, guidelines or contract
agreements.

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

Job Account Purchases:

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

Operational Purchases (Non-Job Account):

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

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

Procurement Card Receipts and Statement Reconciliation:

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

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

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

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

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

Incorrect Charges:

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Chapter 3 Section 4 Purchasing Procedures
If you identify a problem on your monthly memo statement, try to resolve it with the supplier. If
you are not successful, notify First USA by telephone, using the toll-free number on the monthly
memo statement. Additionally, note the disputed purchase on the Log and forward a brief note
with the Log, explaining why the charge is in dispute.

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

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

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Chapter 3 Section 4 Purchasing Procedures
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 5 SALES PROCEDURES AND Adopted: Revised:
CASH HANDLING 1999 2004

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

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

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

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

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

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

How to Establish a Cash Collection Fund

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

The Dean or Program Director signs and forwards to Accounting Services. Upon approval by
the Vice President for Finance & Budget, Accounting Services will provide the fund.

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

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

Policy and Procedures Page 100

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

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

Check Acceptance
a. Picture identification or a driver's license number is required to be written on all checks
regardless of the amount.
b. Checks may not be cashed.
c. Two-party checks may not be accepted.

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Chapter 3 Section 5 Sales Procedures and Cash Handling
d. Checks must be made payable to CPTC or Clover Park Technical College.
e. Accept checks for amount of purchase ONLY. Change may not be made from checks.
f. Tips to students are private transactions between the student and the customer and may
not be included in the check.
g. Confirm that each check has the current name, address and phone.
h. Checks from students: Print student ID number, class name or number on FRONT of
check.
i. Check from parents: Print name of student, student ID number, class name or number on
FRONT of check.
j. All checks: Stamp with restrictive endorsement on BACK of check within 1 1/2" from
trailing edge immediately upon receipt..
k. Write your department number on BACK of check in the space provided.
Ask for a driver's license or picture identification.

Compare and verify the signature.

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

Money Orders/Traveler's Checks

Customer must present a valid picture ID. Verify that the picture on the ID matches the
customer physical description. Follow steps noted above for other checks.
Customer must countersign the check in the presence of the cashier. Verify that the counter
signature matches both the original signature on the traveler's check as well as on the ID card. Make
sure customer signs the check in front of you. If customer signed the check before presenting it to you,
ask the customer to sign again.
Canadian Traveler's checks may only be accepted if they are paid in US. dollars.
The traveler's check or money order must be made payable to CPTC.
The check must have today's date.

Bank Cards
Departments with bank card machines may accept bank cards in their area or customers
may pay at the Cashier, Building 17. Bank card machines must be connected to the bank via
phone for confirmation. No manual machines are authorized for use.
All bank card transactions must have an authorization number from the card service
center.
Check expiration date on card. Do not accept expired cards.
Ring up sale on cash register or complete receipt as usual
Instruction for use of bank card machines come with each machine
Check the signature against the one on the back of the card. If they do not match, ask to
see a driver's license. If there is still a problem, contact a supervisor or Accounting Coordinator,
ext. 5663.

Policy and Procedures Page 102

Chapter 3 Section 5 Sales Procedures and Cash Handling
 Give the customer the Customer Copy only!

Depositing Cash Receipts

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

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

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

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

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Chapter 3 Section 5 Sales Procedures and Cash Handling
Cash Exceptions
Discrepancies will be reported on a Cash Exception form with the following distribution:
White: Cashier who prepared deposit
Canary: Staff person responsible for deposit
Pink: Supervisor of staff person responsible for deposit
Goldenrod: Accounting Services Coordinator

The staff person responsible should be sure to respond with an explanation. Accounting Services
will provide assistance if you need further explanation or training.
Refunds

Request for refunds must be made in writing and forwarded to the Cashier, Building 17 for
processing. The request must include:
• Original receipt
• Customer name
• Customer address
• Amount to be refunded
• Explanation
• Supervisor's signature

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

Buying Change
Contact Accounting Services regarding your change needs. Advance notice is desirable
for amounts over $20.00 so special arrangements can be made to meet your needs. Accounting
Services will always try to meet your needs for change. Call Cashiering at ext. 5663 for
assistance.
Do not make change from a cash bag that has been accounted for and ready for deposit.

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

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Chapter 3 Section 5 Sales Procedures and Cash Handling
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 6 TELEPHONE USE Adopted: Revised:
1999 2000
2004

POLICY:
There is no policy.

PROCEDURE:
Placing Calls
• For all local calls, dial 9 and the 7 or 10 digit telephone number.

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

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

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

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

Policy and Procedures Page 105

Chapter 3 Section 6 Telephone Use
Telephone Features
See Clover Park Technical College Telephone Station Feature Guide.

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

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Chapter 3 Section 6 Telephone Use
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 7 PRINTING/REPRODUCTION Adopted: Revised:
PROCEDURES 1999 2000

POLICY:
There is no policy.

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

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

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

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

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

Outsourcing for Copy Needs

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

Policy and Procedures Page 107

Chapter 3 Section 7 Printing/Reproduction Procedures
Word Processing Needs
Orders which are not "camera ready" and require word processing only can be processed through
the Secretarial Service Bureau located in Building 10. Bureau hours are from 8:00 am to 2:30
PM; and the phone is x5579. Processing depends on the work load and requests should be
checked with the Instructor for the Administrative Secretary program. Students from this
training program who are in their final phase of training do the word processing as an organized
instructional activity.

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

Copyright Guidelines
What Teachers and Libraries Can and Can’t Do Under the New Law
Here are some of the implications of Congressional guidelines on permissible photocopying of
copyrighted works.

A TEACHER MAY NOT:

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

A TEACHER MAY:
Make a single copy for use in scholarly research, or in teaching, or in preparation for teaching a
class, of the following:
A chapter from a book.
• An article from a periodical or newspaper.
• A short story, short essay, or short poem, whether or not from a collected work.
• A chart, graph, diagram, drawing, cartoon, or picture from a book, periodical, or
newspaper.
Make multiple copies for classroom use only, and not to exceed one per student in a class, of
the following:
• A complete poem, if it is less than 250 words and printed on not more than two pages.
• An excerpt from a longer poem, if it is less than 250 words.
• A complete article, story, or essay, if it is less than 2,500 words.
• An excerpt from a prose work, if it is less than 1,000 words or 10 per cent of the work,
whichever is less.
• One chart, graph, diagram, drawing, cartoon, or picture per or periodical.

Policy and Procedures Page 108

Chapter 3 Section 7 Printing/Reproduction Procedures
A LIBRARY MAY:
For interlibrary-loan purposes:
Make up to six copies a year of a periodical published within the last five years.
Make up to six copies a year of small excerpts from longer works.
Make copies of unpublished works for purposes of preservation and security.
Make copies of out-of-print works that cannot be obtained at a fair price.

Reprinted with permission:

(Chronicle of Higher Education, October, 1976)
Records -- Fees for Copies
a. Fees for student records are:
1. $2.00 for each official student transcript
2. $.25 per copy for all other records
b. Fees for records must be collected in advance, except for subpoenas and requests
from other schools which will be invoiced.
c. Form Required:
Request for Records (Signature of requester is required.) Student signature is
required for a student record request.
d. Retention is six months from the date of the request.
e. Reference: 495C-280-090 FEES FOR COPIES. Copies of student records shall
be made at the expense of the requesting party at actual cost for copying as posted at the student
records office.

Policy and Procedures Page 109

Chapter 3 Section 7 Printing/Reproduction Procedures
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 8 MAILING PROCEDURES Adopted: Revised:
1999

POLICY:
There is no policy.

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

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

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

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

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

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

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

Policy and Procedures Page 110

Chapter 3 Section 8 Mailing Procedures
The CPTC Shipping and Receiving Office will evaluate mailings exceeding 200 pieces to
determine eligibility for bulk mail rates, approximately $.08 per piece in savings. All bulk
mailings must be coordinated through Shipping and Receiving including mailings done through a
mailing agency. Scale and mailing cost information is available in the mailroom. Postal
authorities advise mail may be returned if there is: 1. No zip code; 2. Improper state
abbreviation; or 3. Punctuation in the mailing address (except hyphen in zip code)

Two-Letter State Abbreviations

AL Alabama MT Montana
AK Alaska NE Nebraska
AZ Arizona NV Nevada
AR Arkansas NH New Hampshire
CA California NJ New Jersey
CZ Canal Zone NM New Mexico
CO Colorado NY New York
CT Connecticut NC North Carolina
DE Delaware ND North Dakota
DC District of Columbia OH Ohio
FL Florida OK Oklahoma
GA Georgia OR Oregon
GU Guam PA Pennsylvania
HI Hawaii PR Puerto Rico
ID Idaho RI Rhode Island
IL Illinois SC South Carolina
IN Indiana SD South Dakota
IA Iowa TN Tennessee
KS Kansas TX Texas
KY Kentucky UT Utah
LA Louisiana VT Vermont
ME Maine VA Virginia
MD Maryland VI Virgin Islands
MA Massachusetts WA Washington
MI Michigan WV West Virginia
MN Minnesota WI Wisconsin
MS Mississippi WY Wyoming
MO Missouri

Address Abbreviations
APT Apartment PLZ Plaza
ATTN Attention RDG Ridge
AVE Avenue RV River
CYN Canyon RD Road
E East RM Room
EXPY Expressway RT Route
HTS Heights R Rural

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 HWY Highway SH Shore
HOSP Hospital S South
INST Institute SQ Square
JCT Junction STA Station
LK Lake ST Street
LKS Lakes STE Suite
LN Lane TER Terrace
MDWS Meadows TPKE Turnpike
N North UN Union
PLMS Palms VW View
PK Park VLG Village
PKY Parkway W West

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 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 9 INFORMATION AND Adopted: Revised:
COMMUNICATION 2006
RESOURCES ACCEPTABLE USE
POLICY
POLICY:
State resources will be used at all times for appropriate college-related business.

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

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

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

C. College information and communication resources should be used in a professional and

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

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

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

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

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

According to WAC 292-110-010, an agency may authorize a specific use that promotes
organizational effectiveness or enhances the job-related skills of a state officer or state
employee. A state officer or employee may make an occasional but limited use (de minimus
use) of state resources only if each of the following conditions are met:
• There is little to no cost to the state;
• Any use is brief in duration, occurs infrequently, and is the most effective use of time or
resources;
• The use of state resources does not interfere with the performance of the employee’s or
volunteer’s official duties;
• The use does not disrupt or distract from the conduct of state business due to volume or
frequency;
• The use does not disrupt other state employees or volunteers and does not obligate them
to make a personal use of state resources;
• The use does not compromise the security or integrity of state information or software;
• The use is approved by management.

III. Prohibited Uses

WAC 292-110-010 specifies the state Constitution, state and federal laws, and the Ethics in
Public Service Act strictly prohibits certain private activities and certain uses of state resources.
The following are prohibited at all times:
• Any use for the purpose of conducting an outside business or private employment;
• Any use for the purpose of supporting, promoting the interests of, or soliciting for an
outside organization or group including, but not limited to, a private business, a nonprofit
organization, or a political party (unless provided for by law or authorized by an agency
head or designee);
• Any use for the purpose of assisting a campaign for election of a person to an office or
for the promotion of or opposition to a ballot proposition;
• Any use for the purpose of participating in or assisting in an effort to lobby the state
legislature or a state agency head;
• Any use related to conduct that is prohibited by a federal or state law or rule or a state
agency policy; and,
• Any private use of any state property that has been removed from state facilities or other
official duty stations, even if there is no cost to the state.

According to WAC 292-110-010 (7) state employees may NOT use state resources and
reimburse their agency for the use. This includes, but is not limited to, the use of cell phones and
SCAN calls for personal benefit as this action may impose significant administrative burdens on

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the state. The practice of reimbursing also creates the misperception that personal use is
acceptable as long as the employee pays for the service. Example: In many cases a long distance
call utilizing the state SCAN System would cost far less than you would pay to use your personal
phone.

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

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

V. General Provisions
• Use college information and communication resources only for authorized purposes.
• Use only those information and communication resources that you have been authorized
to use. If your access to resources is protected by a personal password, you are not to
make this password available to others or allow others to use your password-protected
account. You may not allow someone else to give his or her password to you, attempt to
find out the password of another user, or aid such attempt by any other person. In some
instances, shared accounts may be established to allow collaboration; in which case, a
password may be shared.
• Do not copy, rename, alter, examine, or delete information and communication resources
files or programs of another user without the user’s permission. System administrators
may, as a requirement of system maintenance, delete files that are determined to be
nonessential.
• Do not interfere with the use of information and communication resources by any other
authorized user or compromise the confidentiality of the college’s internal business
practices or records.
• Be aware of copyright laws at it applies to computer software. It is a criminal offense to
copy any software that is protected by copyright. A formal copyright declaration need
not be in evidence for legal copyright protection to be in force.
• You are the copyright owner of any file which you create using college computing
resources that is solely for your own noncommercial use; any other use of such files are
governed by the college’s copyright rules. The copyright to any other file belongs to the
college, commercial vendors, or other individual users; and it is illegal for you to
reproduce any such file in any part or in any form except where required by college
business, or by written permission of the copyright owner.
• Do not forge any electronic message.
• Do not use the college’s information and communication resources to send or display
messages that are obscene or otherwise harassing.

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 • Do not attempt to interfere with the operation of present or future college information and
communication resources.
• Do not subvert or attempt to subvert (hacking) or assist others to subvert the security of
any computing resource.
• The use of software or hardware devices designed to capture, examine or alter network
data (including, but not limited to, a protocol analyzer, “sniffer,” or port scanner) is
restricted to authorized college staff for the purpose of network maintenance and
instruction. Unauthorized use of such software or hardware devices is expressly
forbidden.
• Do not use college information and communication resources to create, disseminate, or
execute self-replicating or similar nuisance programs; e.g., virus, worm, or Trojan
Horse), whether or not it is destructive in nature.

VI. External Networks and Computing Resources

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

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

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

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 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 10 INVENTORY Adopted: Revised:
2005

POLICY:
The college shall maintain an inventory system and an accurate inventory of its fixed assets for
purposes of financial reporting and accountability.

PROCEDURE:
Roles and Responsibilities
The effective maintenance and reporting of fixed assets requires teamwork of all
departments/divisions. Roles and responsibilities are assigned as follows:

Office of Finance and Budget

Maintenance and reconciliation of the inventory system:
• Responsible for the accuracy and timeliness of inventory.
• Will perform entry of assets into system.
• Policies and procedures regarding fixed assets and buildings.
• Quarterly/Annual reporting of assets to CIS.
• Perform random inventory audits.
• Report inventory conditions and findings to management for review.
• Purchase and operation of bar code readers and reconciliation software to perform fixed
asset inventory.
• Control the inventory label stock.

Departments/Divisions
• Safeguard fixed assets
• Responsible for accuracy and timeliness of department/division inventory.
• Report to Finance and Budget, any change in inventory, i.e. lost/stolen/transferred.
Complete physical inventory annually, may take perpetual inventory.

Definitions:
1. Accountable Item (Small and Attractive) - An accountable item is a fixed asset
purchase, which has a unit value of less than $5,000 and is of such a nature (desirable
and portable) as to be placed in the inventory system for management of fixed assets.
2. Capitalized Item - A capitalized item is a fixed asset purchase costing $5,000 or
more.
3. Fixed Asset - A fixed asset is a piece of equipment that may be obtained by the college
through purchase, donation, loan, capital lease, or self-construction.

Small and Attractive assets are those fixed assets defined specifically as follows:

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Chapter 3 Section 10 Inventory
 ● assets with a unit cost (including ancillary costs) of more than $1,000 but less than
$5,000, excluding weapons, firearms, signal guns and accessories
● the college considers the asset particularly vulnerable to loss, i.e., easily taken by one
person acting alone, or an asset with a history of being stolen
● the asset would have a significant value or use outside the program, i.e., could easily be
resold
● the loss of the asset will impact the department/division’s ability to provide educational
or college support services; or
● the asset falls within one of the following commodity codes:
1. All fixed assets classified under commodity major group:
10XX Weapons, Firearms, Signal Guns and Accessories
2. All small & attractive assets under the following commodity codes:
23XX Motor Vehicles, Trailers, and Cycles
6710 Cameras, Motion Picture
6720 Cameras, Still Picture
6730 Photographic Projection Equipment
70XX Information Technology (IT) Equipment
(Excluding 7030 and 7031 – Software)
Criteria for Inventory
Clover Park Technical College has established minimum reporting criteria for fixed assets. It is
the responsibility of each department/division to maintain current and accurate records of all
inventories.
Expenditure for fixed assets will be coded to the following sub-object classifications:

J CAPITAL OUTLAYS
The amounts expended for the acquisition of, or addition to, fixed assets intended to benefit
future periods. Also includes those fixed assets acquired through capital leases.

JA Noncapitalized Furnishing, Equipment, and Software (unit cost less than

$5,000)
The amount expended for furnishings, equipment, and software with a useful life
of greater than one year and not considered a capital asset in accordance with the
state’s capitalization policy. Excluded are minor assets such as staplers, waste
containers, and tape dispensers.
10 - Noncapitalized equipment (inventoried, tagged, small and attractive)
20 – Software/Upgrades in maintenance agreements
30 – Furniture
40 – Other (not tagged)

JC Furniture, Equipment, and Software (inventoried, unit cost over $5,000)

The amount paid for furnishings, equipment, and considered a capital asset in
accordance with the state’s capitalization policy.
10 – Equipment (tagged)
20 – Software
30 – Furniture

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Finance and Budget uses the FAE asset inventory system. All fixed assets will be entered into
and maintained in the Inventory System.

Inventory labels are self-adhesive tags used to safeguard and identify assets. Inventory labels
must be placed in a conspicuous place to both easily identify the asset, to scan asset tag with a
bar-code reader and to help prevent it from misappropriation. These labels will be purchased
through the State Printer as required by OFM. The asset ID number must be in both human
readable and bar code format by the close of fiscal year 2005.

All property that meets or exceeds the thresholds (cost or value) outlined must be tagged with an
inventory label except for:
• Aircraft
• Vehicles
• items not having an appropriate outside surface area or other physical configuration to
allow placement of an inventory label,
• antiques and/or museum items.

An alternative method can be used instead of an inventory label when one of the above
conditions applies.

An asset that has internal parts that are necessary to the functioning of the asset are not required
to be separately inventoried, and can be considered to be all one asset (inventory record)
providing the following applies:
• The internal parts are acquired to place the asset into service and function as required,
• The life and utility of the internal part are mainly dependent on that of the asset, even if
the acquired dates and vendors are different for each item.
• The cost of each part is included in the aggregate total of the inventory record,
• The internal parts are included in the description of the inventory record.

These items do not have to be entered into Inventory System.

Placement of inventory labels should be consistent and follow these guidelines:

• should be conspicuous and easily visible without moving the asset,
• should not impede regular use of the asset,
• placed on a permanent part of the asset,
• not placed on the work surface of an asset,
• whenever possible, do not place labels on the bottom, back, or inside drawer of an asset,

Asset Information
The following information is required when entering asset into Inventory System FMS Screen
MM5011:
• State Tag Number
• Quantity
• Equipment Description
• Acquisition Date = Date Received
• Manufacturer

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Chapter 3 Section 10 Inventory
 • Order Number
• Ownership Status
• Utilization Code
• NACUBO-Program Number
• Condition of Asset
• Asset Cost
• Valuation Method
• Serial Number
• Commodity Group
• County Code (s/b 27)
• Department/Division
• Building Number
• Room Number
The following information is optional when entering asset into Inventory System:
• Model Number
• Program Index
• Organization Index
• Date Inventoried
• Grant/Contract Org
• Lease Amount if a leased item
• Lease Start and End Date if a leased item

Addition of New Assets

The following procedures should be used when a new asset has been acquired through
purchasing.
1. Purchasing manager identifies purchases as meeting the criteria for inclusion into the
fixed asset system. Purchasing manager supplies the receiving department with a
purchase order copy and attaches the inventory tag(s) if necessary. Purchasing manager
is to maintain a listing of the inventory tag numbers that have been assigned.
2. Receiving department is to record necessary information on the inventory add sheet and
place the tag as per preceding placement guidelines. The inventory add sheet is
considered complete when signed by the end-user after delivery or completion of
installation. The completed form is then returned to the Purchasing manager.
3. Purchasing manager reviews the completed fixed asset information and forwards it to the
accountant for input into Inventory System.

Donated Assets
If a division/department receives donated items from the Foundation, they must consult with
Finance and Budget to determine if donated asset needs to be inventoried. Valuation on donated
asset should be the fair market value. If the donated items meet the criteria for inclusion in the
fixed asset system, the Purchasing manager needs to assign the donation an inventory tag number
along with generating the required paperwork.

Transferring Assets
The following procedures should be used when transferring assets.

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Chapter 3 Section 10 Inventory
 1. Transferring department/division complete a Form 101 and submit to Finance and Budget
as-soon-as possible but not to exceed 5 working days from the time of transfer.
2. Finance and Budget enters transfer information into Inventory System.
3. Finance and Budget should randomly test the accuracy of transfers.

Removal/Disposal
An asset is removed from the fixed asset system or disposed of when it no longer serves its
intended purpose. This can result from technological advances, wear and tear, and destruction
through natural causes and theft. A fixed asset must be reported if it is:
• sold or auctioned,
• donated or traded
• lost, stolen or destroyed,
• scrapped, junked or cannibalized.

The following procedure should be followed when disposing of or removing assets:

1. Let other divisions/departments know items available.
2. Assets sold (auctioned)-auction records should be forwarded to Finance and Budget as-
soon-as possible but not to exceed 5 working days from the time of auction.
3. Assets used as a trade in should be reported to the Purchasing manager.
4. A complete form 101 should be give to the warehouse personnel at the time of transport
and they will forward to Finance and Budget.
5. Recode the asset in Inventory System as to its disposition.

Stolen Assets
The following procedure should be followed when assets have been stolen:
1. Maintenance and Security will contact local law enforcement to file a crime report. In
addition, the security officer will complete an incident report as well as a theft report and
forward both reports to the Finance and Budget office.
2. Finance and Budget will contact the SAO, and provide them with a copy of the crime
report.
3. Go into FMS screen MM5011 and change the asset status to stolen.

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 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 11 REFRESHMENTS/MEALS FOR Adopted: Revised:
COLLEGE ACTIVITIES 1999 2004

POLICY:
There is no policy.

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

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

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

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

4. Food and Beverage Authorization Request Form

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

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Chapter 3 Section 11 Refreshments/Meals for College Activities
5. Expenditure Documentation
To provide adequate documentation to meet legal requirements, each expenditure for
refreshments and meals shall be supported by vendor receipts and statements that indicate
the following:

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

6. College Food Service

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

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Chapter 3 Section 11 Refreshments/Meals for College Activities
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 12 USE OF SUPPLIES AND Adopted: Revised:
EQUIPMENT 1999

POLICY:
There is no policy.

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

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

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

Equipment Loss or Breakage

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

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Chapter 3 Section 12 Use of Supplies and Equipment
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 13 PUBLISHING COPYRIGHT Adopted: Revised:
MATERIAL 1999

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

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

1. The material to be purchased must be approved and recommended by the College

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

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Chapter 3 Section 13 Publishing Copyright Material
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 14 RISK MANAGEMENT Adopted: Revised:
1999

POLICY:
There is no policy.

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

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 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 15 FINANCE AND BUDGET Adopted: Revised:
1999 2004

POLICY:
There is no policy.

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

The finance operations are comprised of the following main functions:

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

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

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

Payroll. The Payroll office is responsible for generating payment of salary- and benefits-related
activity pertaining to all College employees, and for governmental reporting as required. Payroll
staff work closely with Human Resources staff to coordinate payroll/personnel activity, e.g., pay
rates, deductions, withholding taxes, and other benefits.

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

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

Signators of the College

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

Investment of College Funds

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

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

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

The Vice President for Finance and Budget, working with the Budgeting staff, presents a
timeline for budget development. The process involves a number of steps that take place
concurrently:
review of the current year’s budget, including identification of shortfalls or unexpected
obligations, by staff;

identification of probably changes for the coming fiscal year;

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

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

identification and estimation of funding levels from all sources;

review of proposed area budgets by leadership team;

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Chapter 3 Section 15 Finance and Budget
balancing of anticipated income and anticipated expenses;

opportunity for campus community to review entire operating budget;

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

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

Expenditure Control
Introduction. The budget and accounting structures and procedures are necessary to protect
public funds against possible misuse. Internal control procedures such as separation of
responsibilities so that no one person controls all the steps of any one transaction – help limit the
opportunity for fraud. College-wide expenditure controls are also in place to minimize
mismanagement and misuse of public funds. Controls are designed to ensure that
a. college funds are spent appropriately to support the college’s mission and program;
b. all expenditures conform to federal and state law and the rules and regulations of the
State Board for Community and Technical Colleges;
records are kept consistent with requirements.

Chart of Accounts. The Chart of Accounts is based on Office of Financial Management

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

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

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

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

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

I. Introduction and Overview

This section of the instructions provides:

An overview of the timeline for completion of the budget.

The paper flow of departmental budget requests.

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

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

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

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

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

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

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

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

C. Overview of Data/Forms. Attached to the instructions you will receive the following:
A Budget Development Schedule.
A template Program Budget Request ("Budget Summary") for each department or group of
departments. The document will include specific budget information.

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A departmental budget snapshot by object code of the current year budget, expenses, and
encumbrances. This information is provided to guide you in estimating and requesting your
budget amounts for the following year.
4. A Position Control Listing which shows staff and/or positions budgeted to each
department broken down by categories of 1) Permanent Full & Part Time Classified, Exempt and
Faculty positions, 2) Temporary Part Time positions (shown on separate pages). Position Control
is provided for verification by leadership team members. Please assure that all current positions
are accounted for and that funding sources (BAC) is correct.

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

IMPORTANT! Some expenditures are centralized.

1. Expenses for pagers are centralized in the telephone system budget. If you have a
pager assigned to you, you do not need to include the monthly expense in your budget planning
nor will you see it on your monthly budget report. This expense will be included in the
Operations and Facilities budget.
2. Expenses for copy machines are centralized in the copier contract budget. If you
have a copy machine assigned to you, you do not need to include the lease expense in your
budget planning nor will you see it on your monthly budget report. This expense will be included
in the Operations and Facilities budget.
3. Expenses for cellular phone usage are centralized in the telephone system budget.
If you have a cell phone assigned to you, you do not need to include the monthly expense in your
budget planning nor will you see it on your monthly budget report. This expense will be included
in the Operations and Facilities budget. HOWEVER, if you are contemplating the purchase of a
new cell phone for your department, you must budget for the initial equipment cost. Only the
monthly usage fees are centralized.
4. Library resources expenses are centralized in the Resource Center budget. These
items are not charged to individual departments. There is a page in the budget development
packet to request library books, periodical subscriptions, memberships, etc. Completed requests
for library resources will be forwarded to the library for inclusion in the library budget request
5. Interdepartmental Transfers (object T’s) are non-budgeted items. Individual
department budgets will not include a budget amount for object T. We will monitor and adjust
for the college as a whole on a periodic basis. This does not mean that we are eliminating
interdepartmental transfers – just the need to budget them. They will continue to be charged to
your department and reported to you every month as usual.
6. Expenditures for sick leave buyout, terminal pay (vacation buyout),
unemployment and severance issues are carried in the Finance & Budget division budget. They
will not appear on your monthly reports.

Preparation Instructions:

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Chapter 3 Section 15 Finance and Budget
This section provides step by step instructions for completing the budget spreadsheet. Before we
begin, a few housekeeping items:

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

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

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

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

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

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

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

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

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

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

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

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

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

4. Travel/Training (G’s). Use this form to request budget authority for Travel and
Training activities to be charged to your department to maintain existing service levels. Do not
include activities to be charged to professional development stipends. This is not the place to
request resources to expand service levels.

The Travel category includes these items: Subsistence and Lodging, Air
Transportation, Private Auto Mileage, Other Travel Expenses.

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

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

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

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

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Chapter 3 Section 15 Finance and Budget
 Please provide as much information as you can. Use as many lines as needed.
Remember to save as you go to preserve your work.

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

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

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

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

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

9. Program Requests. The rest of the forms in the workbook are identical and
provide the opportunity to request additional funding to expand existing services or add new
services. These forms are slightly different than the ones preceding them in that each form is
actually on two sheets. The first sheet is entitled "Program Request", the second "Program
Request Support Document". Both forms require data entry for completion. Several forms are
provided to allow for submission of multiple requests for additional funding. Use the forms in
order and only use the ones that you need. You are not required to complete every form in this
category.

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

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

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

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

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

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

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

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

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

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

Save your file after completion.

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

Save your file after completion.

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

12. Saving and Printing Your Budget Request. Once completed, your budget request
should be completely saved and up to date. To print the forms that you have completed, follow
these steps:
a. With the right mouse key, click on the "Budget Summary" tab just below
the entry screen. On the pop-up menu, click on "ungroup sheets".

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Chapter 3 Section 15 Finance and Budget
 b. While holding down the shift key, use the left mouse button to click on all
of the tabs representing the forms that you wish to print. This should be all of them with the
exception of some of the "Program Request" forms.
c. Once all of the tabs that you wish to print are highlighted, simply click on
the "printer" icon. Your budget request will print to your printer.

C. Submission of Your Budget Request. Review your finished budget request with your
Vice President prior to submission. On or before the deadline submit one electronic copy of your
completed request by Email to [email protected].

Annual Budget Development Cycle

DATE ACTION
January Cabinet Planning Workshop
January Board of Trustees Workshop (vision and goals)

February Develop Revenue Projections and Prepare Budget\

Packets for Staff

March Staff Develop Budget Proposals

April Vice Presidents Review Submitted Proposals

April Cabinet Workshop to Prioritize and Approve Requests

May Office Compilation of Budget Proposals

May Board of Trustees Workshop

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

September Detail Budget Document Available to Staff

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 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

3 16 AGREEMENT/CONTRACT Adopted: Revised:
REVIEW 1999 2004

POLICY:
There is no policy.

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

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 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

3 17 GRANT/CONTRACT/SPECIAL Adopted: Revised:
PROJECT APPLICATION 1999 2004
REVIEW
POLICY:
All grant/contract/special project applications or proposals will be reviewed by the appropriate
parties, as indicated in the procedures, prior to submission for the consideration of a grantor.
Grant/contract/special project application review is necessary to assure congruence with the
college’s mission, goals and strategic plan, the availability of budget authority with regard to
college resources, and quality control for consistency and content of all applications and
proposals.

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

Definitions: Grant/contract/special project – a project that is funded outside of the state base
allocation or an agreement with other parties/agencies to provide special services.
Budget development process – the yearly exercise undertaken to allocate college
resources through departmental requests.
Budget narrative – a format to report the plan for expending grant/contract/special
project funds which includes both the description and dollar amount for each
expense.
Routing form – a form prepared for attachment to all grant/contract special project
applications and proposals. The form contains the name of the project, the
grantor and the individuals who must review the application.
Grant/contract/special project cover sheet – a form prepared for inclusion in a
grant review packet. The form contains areas to be completed which include
justification of the purpose of the grant/contract or special project, consistency
with the college’s mission and goals, and plans for the use of both material and
human resources.

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

Category 1 proposals require one week lead time for routing. A narrative budget
and cover sheet are required for submission. The routing is as follows:
Department Vice President 2 days

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Chapter 3 Section 17 Grant/Contract/Special Project Application Review
 Finance & Budget 1 day
President 2 days
Return to Originator for submission to grantor or changes

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

Department Vice President review 2 weeks

Finance & Budget 2 weeks
Signature of President
Return to Originator for submission to grantor or changes

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

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

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

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 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

3 18 CASH MANAGEMENT AND Adopted: Revised:
INVEST 1999 2010

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

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

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

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

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

Investments – The college will use the following three criteria in managing its investment assets

Safety – Assets will be invested in instruments that guarantee the preservation of

principal.
Liquidity – Assets will be invested in instruments that provide access to principal and
earning in a manner that is consistent with the college’s cash flow and operational needs
Yield – Assets will be invested in instruments that provide a competitive yield, within all
applicable legal and policy restrictions and guidelines.

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

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

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

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 12-7-10
Committee: By: (signed) JR Tuttle Date: 12-7-10
President Approval: (signed) John Walstrum Date: 1-28-11

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 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

3 19 DEBT Adopted: Revised:
1999 2009

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

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

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

Criteria for use of debt:

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

Use of revenue supported debt:

The college may identify specific revenue sources for use in payment of annual debt service
against debt issues for the purposes stated herein. Revenue supported debt may be
considered as debt outside of the 7% general debt limit of the college.
In order to qualify as revenue supported debt, a debt issue must:
• Be supported by a stable funding source other than the college’s state allocation,
tuition or laboratory fees.
• The supporting revenue source must generate total revenues equal to 125%, of
anticipated annual debt service costs over the life of the debt schedule or be in
accordance with State Treasurer guidelines.
• The supporting revenue source must be restricted in its use solely to repayment of
said debt.
The college may issue revenue supported debt only upon prior authorization of the Board of
Trustees or appropriation in the annual operating budget.

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 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

3 20 EMPLOYEE EDUCATION AND Adopted: Revised:
TRAINING FEES AND 2000
WAIVERS
POLICY:
There is no policy.

PROCEDURE:
Training – Employee Request (Voluntary)
All tuition, fees and books are the responsibility of the employee.
No overtime pay provision.
Release time at discretion of supervisor for job related classes.

State supported classes

Registration is permitted on a space available basis after minimum capacity has been determined.
Employees may attend the first class but will not be able to register until after registration
determines that space is available.
$5.00 space available fee paid by employee.
All other fees and books are the responsibility of the employee.

Self support classes

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

Training – Supervisor Request (Mandatory)

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

State supported classes

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

Self support classes

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

Employee Training and Development Classes offered by CPTC Human Resources

$5.00 - 3 to 5 hours of training.
$10.00 - 6 to 8 hours of training.
$15.00 - 9 to 11 hours of training.
$20.00 - 12 to 14 hours of training.

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Chapter 3 Section 20 Employee Education and Training Fees and Waivers
$25.00 - 15 to 17 hours of training.
$30.00 - 18 to 20 hours of training.
Exception: Classified/IOUE Employees pay $5.00 per class

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 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

3 21 RECORDS RETENTION Adopted: Revised:
1992 2000

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

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

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

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CHAPTER SECTION TITLE HISTORY:

3 22 TUITION/FEE REFUND Adopted: Revised:
POLICY 2001 2004

POLICY:

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

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

4. For Self-Support classes, the following schedule will apply:

- 100% When the College cancels the class.

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

Self-support classes are indicated by an ‘*’ at the end of the course description, to the
right of the class fee.
Course Cancellations
The fees charged for self-sup0port classes cover all costs of offering the class. The
college cancels a class only when there are too few participants enrolled to cover the cost
of the class. The college reserves the right to cancel classes, reschedule classes or change
instructors. The decision to cancel a class is made before the starting date of the class.
The college makes every effort to notify registrants. Students will list home telephone

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Chapter 3 Section 22 Tuition/Fee Refund Policy
 number and email address on their registration forms. If the class is cancelled students
will receive a refund.

5. Programs cancelled by the College will be refunded at 100 percent of the fees paid but
unused as of the cancellation date.

6. Refunds will not be granted for students withdrawn for disciplinary reasons.

7. Upon official withdrawal, refunds will be made by mail to the student, his or her
respective funding agencies, or, at the discretion of the college, his or her legal guardian,
if the student is under 18 years of age.

8. Students called for military active duty will be granted a refund of tuition and
laboratory/supply/technology fees paid for the current payment period, subject to the
rules and regulations of their respective funding sources. Presentation of written
confirmation is required.

9. The re-entry fee is non-refundable.

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Chapter 3 Section 22 Tuition/Fee Refund Policy
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

3 23 ANIMALS ON CAMPUS Adopted: Revised:
2006 2009

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

II. PROCEDURE
1. Animals are not permitted on campus, except those supporting law enforcement
or approved by the President/President’s designee. For purposes of WAC 495C-
140-080, the President has designated the Vice President for Operations and
Facilities to approve any animals allowed on campus.

2. Service animals are defined by the ADA as any guide dog, signal dog, or other
animal which is individually trained to provide assistance to an individual with
a disability. They perform some of the functions and tasks which an individual
with a disability cannot perform for himself/herself. A service animal is not a
pet. The law allows persons with disabilities to bring their service animals onto
campus, without prior approval.

3. The College may inquire into whether a particular animal is a service animal or
a pet. The College may ask a person who has an animal whether it is a service
animal required because of a disability. After that initial inquiry, and to the
extent allowed by the law, the College may require appropriate documentation
of the disability before the individual is allowed to continue to bring the animal
onto campus.

4. Any animal, including a service animal, may be excluded from campus when
that animal’s behavior poses a direct threat to the health or safety of others. If
any animal on campus damages College property, the College may require its
owner to pay the cost of the repair or cleaning.

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Chapter 3 Section 23 Animals on Campus
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CHAPTER SECTION TITLE HISTORY

3 25 ACCOUNTS RECEIVABLE Adopted Revised
COLLECTION AND 05-13-10
WRITE-OFFS
POLICY

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

PROCEDURE

A. Definitions:

Receivables: Receivables are the amounts to be collected from private individuals,

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

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

B. Collections:

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

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

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

Other placements on Unusual Action Status: Students are placed on Unusual Action at
the time that Library invoices are processed. Students are placed on Unusual Action at the end

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Chapter 3 Section 25 Accounts Receivable Collection and Write-offs
of the current month for unpaid Daycare invoices. Students with unofficial charges are placed
on Unusual Action within 60 days of the charge. No invoices are generated for unofficial
charges; past due statements are mailed to students after 30 days.

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

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

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

C. Write-Offs:

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

Uncollectible amounts up to $2,500: The Controller identifies and authorizes the

accounts to be written off. Documentation for write offs should include the collection procedures
followed and the reasons the account is considered uncollectible.

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

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

Accounts that meet one or more of the following criteria may be written off:
Accounts returned by a collection agency as uncollectible.
The debt has been discharged in bankruptcy.
Accounts that are over three years old.
Accounts owed by companies no longer in business.
Accounts owed by a debtor who has died.
Residual amounts under $25.00; collection amount is insufficient to warrant
collection efforts.

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Chapter 3 Section 25 Accounts Receivable Collection and Write-offs
 Costs exceed benefits of further collection procedures.
Disputed accounts with insufficient documentation to pursue collection efforts.

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

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

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

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

Delinquent accounts of employees will result in notification of supervisors,

administrative action, and possible payroll deductions.

ORIGINAL WITH SIGNATURES AVAILABLE FOR COPY IN THE HR OFFICE

APPROVAL:
Public Forum Date: 05-04-10
Committee: By: (signed) JR Tuttle Date: 05-13-10
President Approval: (signed) John Walstrum Date: 05-13-10

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Chapter 3 Section 25 Accounts Receivable Collection and Write-offs
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

4 1 ACADEMIC STANDARDS Adopted: Revised:
2000 2004

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

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

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Chapter 4 Section 1 Academic Standards
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CHAPTER SECTION TITLE HISTORY:

4 2 CLASS CONDUCT Adopted: Revised:
1992 1999
2004

POLICY:
Students and staff shall conduct themselves in accordance with standards outlined in WAC
495C-120. Disruption of classes for any reason will not be permitted/allowed. Staff and
administration have a responsibility to carry out assigned duties in accordance with adopted
schedules or as directed by the President and shall engage in no activity which would discourage
students from attending their assigned program.

PROCEDURES:
See Student Conduct Code (WAC 495C-108;120) and current CPTC student handbook and
catalog for detailed procedures.

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Chapter 4 Section 2 Class Conduct
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CHAPTER SECTION TITLE HISTORY:

4 3 CORE ACADEMICS Adopted: Revised:
1995 1999

POLICY:
All associate degree programs and programs of study of 45 credits/900 hours o more for which
certificates are granted require a core of related instruction in computation, communication and
human relations. The contents of these core academic courses will be comparable to traditional
academic offerings and shall be taught by faculty who are appropriately qualified.

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

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Chapter 4 Section 3 Core Academics
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CHAPTER SECTION TITLE HISTORY:

4 4 PROGRAM Adopted: Revised:
DEVELOPMENT/APPROVAL 1992 2000
2004

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

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

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Chapter 4 Section 4 Program Development/Approval
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CHAPTER SECTION TITLE HISTORY:

4 5 ADVISORY COMMITTEES Adopted: Revised:
1992 2000

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

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

Suggested duties include:

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

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Chapter 4 Section 5 Advisory Committees
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CHAPTER SECTION TITLE HISTORY:

4 6 REALISTIC TRAINING Adopted: Revised:
1992 1997
1999
2000
2001
2004

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

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

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

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

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

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Chapter 4 Section 6 Realistic Training
 1. Work Orders and Service Tickets – If programs use work order forms, they must use an
approved CPTC pre-numbered work order. Generic work orders are available for
checkout at the Cashier, Building 17, for departments that do not use a specifically
designed form. Creation of customized forms must have the approval of the program’s
Dean and the Budget Services Coordinator. No other forms may be used. The work order
or service ticket must show:
a. College name, address, program name, department number, and phone number.
b. Date job accepted.
c. Customer’s name and phone number if job/service is completed in one day with
single contact.
d. Customer’s address and phone number if job/service not complete with single
contact.
e. (Example: Auto Body would need address and phone number; Cosmetology most
likely would not.)
f. Description of job/service being provided.
g. Description of parts, materials and supplies used, if applicable, with inventory
part numbers should also be included.
h. Itemized and total costs of services and/or products.
i. Sales tax (if applicable) must be separately stated and applied at the required
percentage available from the Finance & Budget office.
j. Receipt number(s) and date(s) paid. (Including receipt numbers and dates for
partial payments.)
k. Other specific information required by department.

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

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

a. College name, address, program name, department number and phone number.
b. Date service performed or products sold.
c. Description of services performed or products sold.
d. Itemized and total costs of services or products sold.
e. The customer’s name and address (optional).

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

Voided Transaction – When it is necessary to void a pre-numbered work order/service ticket, it is

to be marked “void” with an explanation, signed and dated by the instructor. Enter voided work
order number on log sheet and sign and date the entry. Never throw away a voided work order,
service ticket or cash register receipt. If it is determined that any work orders are missing or

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Chapter 4 Section 6 Realistic Training
cannot be accounted for, the Budget Services Coordinator at Ext. 5617 must be contacted
immediately. Follow up with a written explanation. Cash register voids need to be processed on
the same tape as the initial transaction. Review of voids will be done through a log book review
at least annually by the Dean of Instruction or his/her designee.

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

1. Work Order/Service Ticket/Cash Register Receipt Log Book – Every work order, service
ticket, or register receipt must be logged in numerical order with the following
information recorded (if the information is required on the original document):
a. Pre-numbered document number
b. Date job accepted/service provided/product sold
c. Customer name (optional for services and product)
d. Description of work to be done, service to be provided, product being sold
e. Total cost, including tax
f. Amount of any partial payment(s) received including receipt number(s)
g. Date, amount, and (if applicable) cash collection point receipt number of final
payment
h. Cashiering receipt number of final payment
i. Other specific information required by department

2. Cash Register Log Book – to be used when work order or service tickets are not used by
a program:
a. Date of transactions
b. Beginning and ending day’s cash register receipt numbers
c. Total sales excluding sales tax
d. Amount of sales tax collected
e. Total amount deposited, including sales tax
f. Over/short amount between total receipts to be deposited and actual deposit
g. Number of voided transactions (each transaction number should be listed)

Procedure for Proper Accounting for Job Account Activities

When accepting Realistic Training activities:

• Complete an approved pre-numbered form for every job/service if not a cash register system
transaction.
• List number from pre-numbered form in log book if not using a cash register system.
• Complete activity.
• Obtain copy of receipt from CPTC Cashier, Building 17 (if not an authorized cash collection
point) or accept payment and issue receipt (see Sales and Cash Handling section). A work
order/service ticket is not to be used as a receipt.
• Record the receipt number on the work order/service ticket and in the log book.
• Complete all forms and post log book information.

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Chapter 4 Section 6 Realistic Training
• Only when a valid receipt has been issued is merchandise to be released. Provide customer
with a copy of a receipt.
• Agency purchase orders and state vouchers require submission of a request for invoice. (See
separate section on Request for Invoice.)
• Secure work order forms and service tickets at all times.

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

Application of Sales Tax to Job Account Activity

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

General Information:
Sales tax applies to the total amount of goods and services billed to the customer including:
• Parts and related mark-up
• Shop Fees
• Services
• Gratuities
• Delivery Charges

Sales Tax:
• Advertising (KVTI radio spots)
• Services provided by Cosmetology / Esthetician / Manicuring / Massage Therapy (reference
WAC 458-20-138). Products for retail sale is taxable. Products used for performing services
(backbar) are taxed when purchased.
• Gasoline purchased for vehicle on automotive work order.
• Goods sold for resale. This requires the customer to complete a resale certificate. A copy of
the completed resale certificate must be obtained before completing the transaction. A copy
of the certificate should be filed with the work order/service ticket or sales receipt.
• Sales to the federal government. (Federal agencies who sponsor students such as VA are not
charged sales tax.)
• Sales to out-of-state customers with no business ties in Washington State. A copy of the
customer’s exempt certificate must be attached to the program’s copy of the transaction. As
a matter of policy, students and purchases made for students do not qualify regardless of
where the student lives. The law requires that the items be purchased for use outside the
state; therefore, books, tools and supplies, etc. would not qualify for this exemption.

If you have any questions on sales tax exemptions, please contact the Controller at Ext.
5602.
• Calculate sales tax at current rate (available from Accounting Coordinator) and apply to the
total sale to the customer.
• Show tax as a separate line item on the applicable form used and on the transaction receipt.

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Chapter 4 Section 6 Realistic Training
• Sales tax is paid by the end user. Job Account resale stock will not have been taxed at the
time of purchase. Stock for instructional use and backbar product used for job account
services will have been taxed at the time of purchase.
• Apply the following for transfer of stocks to other CPTC departments –
• Job account to job account: charge full cost of stock originally paid to vendor and no sales
tax is added.
• Job account to instructional/administrative operations: sales tax will be charged.
• Instructional stock to job account: a tax credit will be taken.

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

Job Account Sales to the Guest of the College

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

Inventories – Job Account

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

The Inventory should reflect the items that are physically on hand as of the date established by
Finance & Budget. If additional materials are received after that date, the expense will be
properly booked and accrued for cut-off purposes. The Inventory listing must include, but is not
limited to:
• Manufacturer code and part number
• Description of item (including size/volume, if applicable)
• Number of items in stock
• Cost price per item
• Total value of item on hand
• Total value of inventory

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Chapter 4 Section 6 Realistic Training
Work in progress (as well as items completed but not yet paid for is referred to as Accounts
Receivable. This inventory must be itemized showing the work order/service ticket and invoice
number, date work accepted, and amount.

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

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

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

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Chapter 4 Section 6 Realistic Training
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CHAPTER SECTION TITLE HISTORY:

4 7 PROGRAM REVIEW Adopted: Revised:
1999 2004

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

PROCEDURE:
The Program Review is a systematic approach to analyzing instructional programs on a periodic
basis. For details, refer to the Collective Bargaining Agreement, Article 12 and the Program
Review Handbook.

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Chapter 4 Section 7 Program Review
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CHAPTER SECTION TITLE HISTORY:

4 8 DUAL CREDIT Adopted: Revised:
1999 2000
2004

POLICY:
Clover Park Technical College will maximize the benefits of tech-prep articulation for students
using the Direct Transcription model to ensure the quality and transferability of articulated
credits from high schools to community and technical colleges and between two-year colleges
statewide.

PROCEDURE:
Dual credit (direct transcription) procedures and articulations as established in conjunction with
the Pierce County Careers Consortium (coordinating body for tech prep programs in Pierce
County) are found in the current CPTC catalog.

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Chapter 4 Section 8 Dual Credit
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CHAPTER SECTION TITLE HISTORY:

4 9 LIBRARY Adopted: Revised:
1996

POLICY:
All print materials, periodicals and memberships, multi-media materials, i.e. videotapes,
audiocassettes, slides (for purchase or preview) are ordered through the library. All material
processed through the library is property of Clover Park Technical College.

PROCEDURE:
Ordering Print Materials
1. Prepare a pink worksheet and obtain dean approval. Include all available ordering
information such as title, vendor name, address, phone number, ISBN number, author, price,
edition, and quantity requested. If available include a publisher’s flyer, or a copy of the title
page (front and back). Submit the completed worksheet to the library for processing.
2. For previews: Indicate that the requested material is a preview on the pink worksheet.
Return the preview to the library five days before it is due back to the vendor (give it to a library
staff person and indicate it is a preview needing return). Instructors will be held accountable for
late returns or damaged previews.
3. Route completed worksheets to the Library for processing.

Ordering Periodicals and Memberships

1. For new serials, prepare a pink worksheet and obtain dean approval. Include all available
ordering information, such as, title, number of copies, your name, and complete department
number on the pink requisition worksheet. If available include a publisher’s flyer brochure or
order blanks. Submit the completed worksheet to the library for processing.
2. For renewals: a white worksheet is processed by the library and routed to requester for
signature and dean’s approval. Return worksheet to the library for processing. If this periodical
or membership is to be cancelled, please write CANCEL across the face of the worksheet and
return to the library.
3. All periodicals and association memberships are routed through the library for tracking,
collection management and annual reporting.

Ordering Multi-media Materials

1. Prepare request on a pink worksheet and obtain dean approval. Provide all available ordering
information such as vendor name, address, phone number, title and quantity. If available include
publisher’s flyers, advertisements and copies from catalogs. Remember to include your
complete department number of the worksheet.
2. For previews: Indicate that the requested material is a preview on the pink worksheet.
Return preview to the Library five (5) days before it is due back to the vendor. Instructors will
be held accountable for late returns or damaged previews.
3. Submit the completed worksheet to the Library for processing.

Policy and Procedures Page 165

Chapter 4 Section 9 Library
Contact Library staff for further information.

Policy and Procedures Page 166

Chapter 4 Section 9 Library
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

4 10 COMPUTER USE Adopted: Revised:
1998 2004

POLICY:
The Computer Labs, located in the Library, operates according to the Net Acceptable Use
Policies.

PROCEDURE:
All users have access to copies of the Net Acceptable Use Policies and the Computer Lab Policy
prior to lab access. Consult the CPTC IT Department for further details and specific procedures.

Policy and Procedures Page 167

Chapter 4 Section 10 Computer Use
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

4 11 PRIOR LEARNING Adopted: Revised:
ASSESSMENT 2001 2004

POLICY:
Prior Learning Assessment (PLA) enables individuals to earn credit and recognition for the skills
and knowledge they have already acquired.

The goals of Prior Learning Assessment at Clover Park Technical College are to:
• Provide consistency in administration and to incorporate PLA as an integral part of the
instructional process;
• Establish flexible practices to meet the needs of today’s students and provide faculty with
flexible assessment options for these students; and
• Enhance access to education and training or accelerate a learner’s progress toward a desired
degree or other goal.

Instructors will evaluate prior experiential learning of a student in relation to the competencies of
the program.
• Assessment of the learning shall be the responsibility of faculty who are content specialists.
• Practices used in assessing prior learning shall be consistent with contemporary assessment
methodology.
• Learning assessed for post-secondary credit shall be:
a. Linked to established learning outcomes or other criteria consistent with institutional
standards for a given course. It should not be linked to time spent;
b. Transferable to contexts other than the one in which it was learned;
c. Current and relevant;
d. At a level of achievement equivalent to that of other learners engaged in studies at
that level in that program or subject area.

PROCEDURE:
Prior Learning Assessment is available for the following:
• Military Experience
• Work Experience
• Transfer from non-accredited institutions
• Current Professional credentials/certificates
• Life Experience

For transfer of credit from accredited institutions, see the CPTC Catalog.

1. REQUEST FOR PRIOR LEARNING CREDIT

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Chapter 4 Section 11 Prior Learning Assessment
 • Students who wish to receive credit for prior learning will complete the PRIOR
LEARNING ASSESSMENT FORM available from the Student Records Office.
• Fees for assessment will be based on the services provided. The fees will be based on the
amount of credit requested, not the amount of credit awarded.
• Credit will be granted only upon the recommendation of the faculty who are
appropriately qualified.

2. FEES
• Students will pay a $25 prior learning assessment evaluation fee at the time of their
request.
• Students will also pay a $10 fee per course for which they are requesting prior learning
credit.

3. ASSESSMENT OF PRIOR LEARNING

• Upon receipt of a PRIOR LEARNING ASSESSMENT FORM, faculty, as content
specialists, will assess and recognize prior learning and will make the determination of
credit awards, with external advice as necessary.
• All prior learning will be assessed using a range of strategies consistent with institutional
standards for a given course/program. Prior learning assessment methods include
portfolio development; course challenge and oral examinations; the systematic
observation of skill demonstrations including roles plays and simulations; evaluation of
case studies or other assignments; and credits earned through the American Council of
Education’s College Equivalency Program.

4. AWARD OF CREDIT FOR PRIOR LEARNING

• Faculty will complete the appropriate portion(s) of the PRIOR LEARNING
ASSESSMENT FORM upon completion of assessment.
• The number of credits granted will be determined based on the identified learning
outcomes.
• Credit will be awarded for demonstrated learning outcomes that are appropriate to the
subject, course or program offered at the awarding institution.

5. TRANSCRIPTING PRIOR LEARNING

• Grades or credits will be assigned to PLA awards and will be entered accordingly on the
learner’s transcript.
• All credits awarded for this type of experience will be noted as such on the student’s
transcript with a grade of “x.”
• No more than 25 percent of the credits needed for program completion may be earned
through PLA.

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Chapter 4 Section 11 Prior Learning Assessment
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

4 12 PROFESSIONAL TECHNICAL Adopted: Revised:
TEACHING FACULTY 2002 2002
QUALIFICATIONS STANDARDS 2004
POLICY
POLICY:
It is the policy of Clover Park Technical College that all professional technical teaching
personnel, as a condition of employment, obtain and maintain appropriate vocational
certification levels).

PROCEDURE:
Procedures governing the hiring and certifying of professional personnel in technical teaching
personnel found in WAC 131-6-070 through WAC 131-16-095.

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Chapter 4 Section 12 Prof-Tech Teaching Faculty Qualification Standards Policy
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

4 13 STUDENT CONCERN Adopted: Revised:
PROCEDURES 2003 2004

POLICY:
It is the policy of Clover Park Technical College to provide students with an opportunity to
resolve any alleged violation of college academic policy, procedure or regulation, or to resolve
any alleged case of inequitable treatment. Student rights are protected in the concern process and
the college must insure that a student will not suffer repercussions because he or she chooses to
file a concern.

In the event that a student is dissatisfied with the conduct or performance of a college or
instructional program employee, the college encourages informal resolution of disputes
whenever possible, and also maintains fair and equitable procedures for formally expressing and
resolving concerns.

The process described herein is not be used for filing an appeal based on the outcome of a
summary or disciplinary proceeding, financial appeal, or discrimination grievance as described
in other areas of the College Catalog or Student Handbook.

PROCEDURE:
PROCEDURES FOR FILING A STUDENT CONCERN are located in the CPTC Catalog
and Student Handbook.

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Chapter 4 Section 13 Student Concern Procedures
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

5 1 ADMISSIONS AND Adopted: Revised:
REGISTRATION 2004

POLICY:
Eligibility for Admission
Students are eligible for admission to full-time programs at Clover Park Technical College are as
follows:

In accordance with WAC 131-12-010, any applicant for admission to Clover Park Technical
College shall be admitted when, as determined by the chief administrative officer or his/her
designee, such applicant:
1. Is competent to profit from the curricular offerings of the college; and
2. Is eighteen years of age or older; or
3. Is a high school graduate (diploma or GED certificate); or
Has applied for admission under the provisions of student enrollment options program such as
Running Start, Elective High School, or other local enrollment option program.

Some programs may have additional entrance requirements which can be found in the program
description section of the College catalog.

Exceptions
Those students aged 16 and over who meet the provisions of "Title III--Adult Education
Programs" may enroll in certain adult basic education classes. Individuals admitted into such
classes will be allowed to continue as long as they are able to demonstrate, through measurable
academic progress, an ability to benefit.

Persons not meeting the eligibility criteria for admission may appeal for special admission on
course-by-course basis. Criteria for granting an appeal are: competency at an appropriate
academic level and/or artistic or technical skill level, as well as ability to participate in an adult
learning environment. The College does not desire to replace or duplicate the functions of the
local public schools. Appeals may be filed with vice president for instruction or designee.

PROCEDURE:
College Admissions Procedures
Clover Park Technical College is committed to helping students meet their individual
educational goals. Please refer to the Getting Started section of the CPTC catalog for complete
guidelines to admission and registration at the College.

International Students
The applicant applies for entrance from his/her home country

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Chapter 5 Section 1 Admissions and Registration
 Interested students will be asked to provide the following documentation to the International
Student Advisor:
- A completed "International Student Application for Admission" form. The ISAA form
includes the following documentation necessary to prepare required INS paperwork:
verification of completed education including high school, English programs and any
other training; financial institution documentation confirming adequate assets to support
one year of study and maintenance; and birth and citizenship verification. Incomplete
ISAAs cannot be processed by the International Student Advisor. (Please note: INS
policy does not allow verbal and/or telephone requests for admission.)
- TOEFL test results (minimum score 480).
- Based on the completed I8AA, the student will be forwarded a dated registration form to
complete and return along with the $31.30 non-refundable registration fee.
- Student Records will forward a copy of the paid registration to the International Student
Advisor who will initiate the I-20 and forward it to the student. (Copies will be routed to
Student Records and the instructor, and kept on file by the International Student
Advisor.)
- The student is responsible for forwarding the I-20 to the nearest American Embassy to
request the appropriate student Visa (M-1).
- Foreign students may not attend class until the Visa (M-1) and I-20 ID Copies are on file
with the International Student Advisor.
- Foreign students are required to take SLEP/ASSET within the first week of their
program.
- Foreign students are required to pay the per-hour-of-training rate (non-US citizen tuition)
in addition to all other fees specific to the program as listed on the fee schedule. Student
tuition, lab supply and non-US citizen tuition will be collected quarterly. (See Fee Policy)
- If the student is withdrawn prior to completion of training, or if the student fails to report
for training, notify the International Student Advisor immediately.
WARNING - Instructors with co-op please note: The Immigration and Naturalization
Service prohibits work (paid) authorization for foreign student (M-1).

Policy and Procedures Page 173

Chapter 5 Section 1 Admissions and Registration
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CHAPTER SECTION TITLE HISTORY:

5 2 PROGRAM ENROLLMENT Adopted: Revised:
2004

POLICY:
Students are admitted to the College on a first-come, first-served basis as long as they meet
admissions requirements. Each student is admitted for the next available enrollment date in the
program as identified by program capacities with assistance from the Deans and faculty. If a
waiting list is necessary for an individual program, the list is maintained by Student Records.

An admitted student will have paid the non-refundable admission fee and met the College
admission requirements. Specific program prerequisites will be met by the scheduled date of
enrollment.

PROCEDURE:
The admission process for students is outlined in the Getting Started section of the College
catalog.

International student admission information is in the College catalog.

Waiting lists are maintained by the date of admission payment. When openings become
available in a program with a waiting list, the next available person is contacted by Student
Records.

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Chapter 5 Section 2 Program Enrollment
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

5 3 AUDITING A COURSE Adopted: Revised:
2004

POLICY:
Auditing a Course
Students may enroll to audit a course with the permission of the program faculty. The auditing
student is expected to pay tuition and fees but is not required to take examinations and will not
receive credit for the course. Registration status changes from audit to credit or credit to audit
are not allowed after the start of the course.

PROCEDURE:
Students will submit an Approval to Register form signed by the faculty at the time of
registration. They will pay tuition and fees due by the quarter due date.

A grade of “N” will be entered on the student’s transcript for each audited course. The “N”
grade has no clock hour/credit value and is not computed in the GPA.

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Chapter 5 Section 3 Auditing a Course
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

5 4 FEE POLICY Adopted: Revised:
2004

POLICY:
There is no policy.

PROCEDURE:
Quarterly Payment Schedule
Student fees are due by the quarterly drop dates which are approximately 4 weeks prior to the
start of each quarter. Students registering after the drop date must pay at the time of registration.

Disenrollment
Quarterly – Students with outstanding balances as of the quarterly drop date are withdrawn and
space available registration is conducted the following Monday to fill openings.

Weekly – Since the College has many open enrollment programs, student fees are monitored
weekly. Students with outstanding balances are withdrawn each Friday, and are notified by mail.
Faculty are notified via campus mail of the student’s status.

Exceptions – Exceptions for extenuating circumstances require approval by the Vice President of
Budget and Finance or Instruction or Student Services. Record of the approval will become part
of the student’s file in Student Records.

Status Changes Effecting Fees

Running Start/Elective High School to Adult Status:
Running Start and Elective High School students are responsible for the quarterly prorated share
of tuition due on the date of their change to adult status. For most students this is the first day of
summer quarter. A change to adult status occurs when a student:

- has met high school graduation requirements

- is enrolled the first day of summer quarter after reaching age 21.
- Continuing Running Start and Elective High School students are reported as adult
status for the summer quarter only and are required to pay tuition unless they have
submitted all paperwork for continued fall enrollment.

Full-Time/Part-Time:
Students who increase their enrollment from part-time to full-time will pay the prorated tuition
and fees increase from the date of the status change. Students who decrease their enrollment
from full-time to part-time will be issued a refund in accordance with College refund policy.

Transfers

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Chapter 5 Section 4 Fee Policy
Transfer of prorated tuition and fees from one preparatory program to another may be made at
any time during the quarter if both instructors agree the transfer is in the best interest of the
student. A Transfer and Pro-ration of Fees form, signed by both instructors and division dean(s)
must be accompanied by the Official/Add Withdrawal form indicating the students last day in
their old program and their first day in the new program. All forms must be sent to Student
Records.

FINANCIAL AID - RETURN OF TITLE IV AID/REFUNDS

Return of Title IV Aid
Students who receive Title IV aid (Federal Pell, Federal EOG, Federal Subsidized and/or Federal
Unsubsidized Stafford loans and PLUS) and withdraw from school are subject to the Return of
Title IV aid regulations. (Federal law now requires that a student must “earn” the aid that they
receive.) When a student withdraws from school, the college is required to determine the
amount “earned” using the Return of Title IV regulations. This calculation is based on the
number of hours the student attended divided by the number of hours for which the aid was
disbursed.

If the student completes more than 60% of the hours, it is determined that all the aid has been
earned. If a student completes 60% or less of the hours in a given payment period, the earned
and unearned portion will be calculated.

The “unearned” portion of the tuition will be returned to the appropriate Title IV program. The
college will then bill the student for the amount of tuition that was returned in excess of the
college’s refund policy. The “unearned” portion of the aid that was disbursed directly to the
student will also be calculated. If applicable, the student will owe repayment to the Title IV
programs. The student will receive an overpayment letter and will be given 45 days to make the
repayment. The student will be ineligible for further Title IV aid until the funds are repaid or
satisfactory payment arrangements have been made with the Department of Education.

Repayment of State grant aid is also calculated for any student completing 60% or less of the
hours in a given payment period.

It is extremely important to work with the financial aid office if a student must withdraw from
school. Withdrawing before completing 60% of the hours in the payment period can have a
significant financial impact on the student.

Refunds
Refunds for financial aid recipients who do not receive Title IV aid, will be issued in accordance
with the College’s refund policy as stated on the college registration form and in the catalog.

Distribution of Refunds, Repayments, and Return of Title IV Funds

Funds will be returned/refunded in the following order:
-Federal Family Education Loan Programs
-Federal Pell Grant
-Federal Supplemental Education Opportunity Grant
-State Need Grant

Policy and Procedures Page 177

Chapter 5 Section 4 Fee Policy
 -Other Programs providing aid
-The student

Policy and Procedures Page 178

Chapter 5 Section 4 Fee Policy
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

5 5 HIGH SCHOOL SERVICES Adopted: Revised:
2004

POLICY:
There is no policy.

PROCEDURES:
Registration
Students between ages 16 and 21 who want to work toward a high school diploma while enrolled
in a vocational program may be eligible for either Elective High School or Running Start
programs. All high school students must complete the required high school application and
admission paperwork prior to being admitted into the College. Please refer students to the
Advising/Counseling Office.

When the prospective high school student has completed the necessary application paperwork
and assessment, the student will be given a start date or placed on the program’s waiting list.

Attendance/Enrollment Reporting
The attendance reporting for high school students will be the same as for adults.

High school students will be considered enrolled and in attendance until the Advising/
Counseling Office is notified to the contrary.

Enrollment on the first school day of each month is reported to the state and local school districts
and determines the amount of reimbursement money we will receive. Verification listings will
be distributed to faculty prior to each monthly enrollment count day. Enrollment is reported
October through June.

Withdrawal/Status Changes
Withdrawal of high school students should follow the same procedures as those used for adult
students. Withdrawal includes completion of program, leaving with marketable skills, no show
or anytime a student is no longer enrolled. The student should complete the Official
Add/Withdrawal form in the Student Records Office on the day the student is withdrawn.
Faculty will complete the form if the student fails to withdraw.

The Advising/Counseling Office will be notified on or before the date of any change in the status
of a high school student (re-entry, transfer to another program, change in part-time or full-time
enrollment or withdrawal).

All suspensions or emergency expulsions of high school students must be done in coordination
with the Vice President for Student Services.

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Chapter 5 Section 5 High School Services
Northwest Career & Technical High School
Clover Park Technical College and a development team are working hard to continue the
implementation of the first NW Career and Technical High School at CPTC. The vision for the
NW Career and Technical High School is to combine high school academics with career
pathway/technical education. Students must complete all high school requirements including:
the educational plan, the culminating project, and the WASL. At CPTC we believe that many
students will benefit and have successful outcomes in our high school.

NW Career & Technical High School will produce its own student handbook meeting the criteria
set for this learning environment.

Policy and Procedures Page 180

Chapter 5 Section 5 High School Services
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

5 6 ASSESSMENT CENTER Adopted: Revised:
2004

POLICY:
The Clover Park Technical College conducts skills assessment for students prior to beginning
their technical training program. In most cases only programs that are 900 hours/45 credits or
more are required to take the COMPASS, ASSET, or SLEP test. There are a few exceptions in
which programs shorter than 900/45 credits hours require one or more core academics as part of
their curriculum therefore requiring testing. The Assessment Center offers COMPASS, ASSET,
SLEP diagnostic testing. For placement into ABE/GED or ESL courses the center provides ABE
and ESL CASAS testing.

COMPASS
Individuals wishing to register for a full-time career training program are required to take the
COMPASS prior to starting the program. COMPASS tests the basic skills (reading writing, pre-
algebra and algebra) needed to succeed at the technical college level. Assessment results are used
to assist students in selecting program and to place students into the correct pre-college or core
academic classes.

ASSET
Is provide to students who have received permission from the Disabilities Specialist to take an
accommodated test. ASSEST is the paper pencil version of COMPASS testing the same basic
skills.

SLEP
The Secondary Level English Proficiency (SLEP) is offered as an alternative to potential
students whose first language is other that English to evaluate their appropriate starting point.

Fees
There is a $15.00 nonrefundable fee to take COMPASS, ASSET, or SLEP. Testers are required
to present picture identification in order to receive their test results. Contact Chris Jones at
(253)589-5767 to arrange for accommodated testing.

Waivers
Individuals who have previously earned an Associate, Bachelor, or Masters Degree from an
accredited institution of higher education should submit their official sealed transcript to the
Student Records Office located in Building 17 for evaluation.

PROCEDURE:

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Chapter 5 Section 6 Assessment Center
COMPASS testing is conducted on a drop-in basis, call (253)589-5678 or (253)589-5670 to
request a testing schedule. COMPASS, ASSET or SLEP testers should come prepared to pay the
$15.00 testing fee and top present picture identification at the time of testing.

Policy and Procedures Page 182

Chapter 5 Section 6 Assessment Center
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CHAPTER SECTION TITLE HISTORY:

5 7 REASONABLE Adopted: Revised:
ACCOMMODATIONS FOR 2004
STUDENTS WITH
DISABILITIES UNDER
ADA/504
POLICY:
No student shall, on the basis of his or her disability, be excluded from participation in, be denied
the benefits of, or otherwise be subject to discrimination under any college program or activity.
Clover Park Technical College (CPTC) is committed to providing qualified students with a
disability an equal opportunity to access the benefits, rights, and privileges of college services,
programs and activities, in the most integrated setting appropriate to the student's needs, in
compliance with the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of
1973, and State of Washington Laws of 1994, Ch. 105.

CPTC is committed to providing reasonable accommodations, including core services, to

qualified students with disabilities. The purpose of this policy is to identify the rights and
responsibilities of students under ADA/504 and to establish clear guidelines for seeking and
receiving reasonable accommodations.

To receive reasonable accommodations, students are responsible for requesting accommodations

and documenting the nature and extent of their disability in a timely manner. This policy
establishes the scope of and the procedures for requesting those accommodations.

PROCEDURE:
Scope
Reasonable accommodations under this policy include, but are not limited to a) academic
adjustments, such as modification of academic requirements and flexibility in test-taking
arrangements; b) adjustments in nonacademic services; and c) auxiliary aids and services.

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

Appropriate academic adjustments/reasonable accommodations will be provided to qualified

students with disabilities for recruitment, the application process, enrollment, registration,
financial aid, course/module work, academic counseling, and nonacademic programs and
services.

A. Section 202 of the 1990 Americans with Disabilities Act states:

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Chapter 5 Section 7 Reasonable Accommodations for Students with Disabilities Under ADA/504
 No qualified individual with a disability shall, by reason of such disability, be excluded
from the participation in or be denied the benefits of the services, programs or activities of any
public entity, or be subject to discrimination by any such entity.

B. Section 504 of the Rehabilitation Act states:

No otherwise qualified, handicapped individual in the United States shall solely, by
reasons of his/her handicap, be excluded from the participation in, be denied the benefits of, or
be subjected to discrimination under any program or activity receiving federal financial
assistance.

Definitions
A. "Reasonable accommodations" in college programs and services, are modifications of
those programs, policies, practices, and procedures that enable qualified students with a
disability to have an equal opportunity to benefit from and have access to college programs and
services and providing auxiliary aids and services.

B. "Student" is a person requesting educational services of the college.

C. A "qualified student with a disability" is one who, with or without reasonable

accommodations, meets the academic and technical standards required for admission to,
participation in, and/or fulfilling the essential requirements of college programs or activities.

D. A "student with a disability" is a student who 1) has a medically substantiated physical,

mental or sensory impairment that substantially limits one or more of his/her major life activities;
2) has a record of such an impairment.

E. "Undue hardship" is any excessively costly, extensive, substantial or disruptive

modification or one that would substantially alter the nature or operation of the institution or any
of its programs or services or threaten the health or safety of the college community.

F. "Program accessibility" means that all programs and services, when viewed in their
entirety, are accessible to persons with a disability.

G. "Core services" are those services listed in State of Washington Laws of 1994, Ch. 105
that are necessary to ensure students with disabilities are reasonably accommodated at the
college.

H. "Core substitution" is the replacement of a specific course/module required for a

certificate, diploma or degree program with another course/module that measures the same
learning objectives/skills as the required course/module.

Obligations of the College

CPTC shall:
A. Comply with Section 504 of the Rehabilitation Act of 1973 and Section 202 of the
Americans with Disabilities Act of 1990, as amended.

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Chapter 5 Section 7 Reasonable Accommodations for Students with Disabilities Under ADA/504
B. Notify students of the college's policy of nondiscrimination on the basis of disability and
of steps the student may take if he/she believes discrimination has taken place. This notice shall
be included in all formal correspondence that communicates decisions or policies adversely
affecting the student's status or rights with the college. This notice shall include the phone
numbers of the United States Department of Education, U.S. Office of Civil Rights, and the
Washington State Human Rights Commission.

C. Make available to all students information on the services available to disabled students,
including the name and location of the Student Disability Specialist / Disabled Student Services,
and the process for accessing those services.

D. Work with the student, faculty, and staff on a case-by-case basis, to select and provide
those accommodations/core services appropriate for each qualified student with a disability.

E. Develop procedures to protect the confidentiality of information regarding the nature and
extent of the documented disability.

F. Maintain the academic integrity of its programs.

G. Not make pre-admission inquiry as to whether the applicant has a disability, except as
provided by law.

H. Work collaboratively with eligible students to determine what accommodations are

reasonable and appropriate.

To identify the accommodations that are reasonable based on the nature and extent of a student's
disability, the college requires specific documentation from the student's physician.

Obligations and Rights of Students

The college is obligated to provide reasonable accommodation to a qualified student with a
known disability. What is appropriate for a student is a case-by-case determination. A student
who seeks accommodations under this policy is responsible for documenting the nature and
extent of the disability. The college will work collaboratively with the student in determining the
appropriate accommodations.

To ensure that needed accommodations are provided in a timely manner, the student shall:

A. Provide timely notice and documentation of the nature and extent of the disability, and
the accommodations requested, to the Student Disability Specialist. Some accommodations may
require some time to arrange. Requests for accommodations should be received by the college
six weeks prior to the beginning of the quarter for which the request is made, when possible.
Lack of advance notice may delay the availability of an accommodation.

B. Provide such additional documentation on the nature and extent of their disability as the
college may require to determine appropriate accommodations. Such documentation may

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Chapter 5 Section 7 Reasonable Accommodations for Students with Disabilities Under ADA/504
include, but is not limited to, identification of tests administered, test results, description of the
covered disability, and recommended accommodations.

C. Cooperate with the Student Disability Specialist to develop an appropriate curriculum

plan and reasonable accommodations.

D. Promptly notify Disabled Student Services of any problems encountered in receiving the
agreed-upon accommodations.

Disabled Student Services

A. Disabled Student Services is responsible for the coordination of services to qualified
students with disabilities requiring reasonable accommodations.

B. Disabled Student Services is committed to a reasonable approach in the identification of

students with disabilities, including contacting all students who voluntarily self-identify during
the college admission or orientation process.

C. Information regarding a disability will be kept confidential unless the student signs a
Release of Information form.

D. Disabled Student Services will assist and advise each qualified student with a disability
who requests accommodations under this policy in developing an instructional plan, identifying
those reasonable accommodations appropriate for the student, and ensuring that the agreed-upon
accommodations are provided.

Procedure for Reasonable Accommodations – Examples by Categories:

The process of selecting reasonable accommodations for each qualified student with a disability
shall be made on a case-by-case basis, appropriate to the nature and extent of the student's
disability.
A. Academic modifications.
Academic modifications may include, but are not limited to:
1. flexibility in timelines for completion of courses/modules, certificate, diploma
and/or degree requirements;

2. substitution of specific courses/modules required for the completion of certificate,

diploma or degrees;

3. adaptation of the manner in which specific course/module are conducted;

4. flexibility in teaching methods and test-taking arrangements; and

5. flexibility in credits required to satisfy institutional eligibility for financial aid.

B. Auxiliary Aids and Services

1. advisor help in the admissions process,

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Chapter 5 Section 7 Reasonable Accommodations for Students with Disabilities Under ADA/504
 2. qualified sign language, oral and tactile interpreters, or other technological
alternatives;

3. access to adaptive equipment including, but not limited to, TDDs, FM

communicators, closed caption devices, amplified telephone receivers, closed circuit televisions,
low-vision reading aids, player/recorders for 2 track and 4-track tapes, photocopy machine able
to use eleven-by-seventeen inch paper, Braille devices and computer enhancements;

4. textbooks and other educational materials in alternative media, including, but not
limited to large print, Braille, electronic format, and audio tape;

5. provision of readers, note takers, and/or proofreaders; and

6. release of syllabi, study guides, and other appropriate instructor-produced

materials in advance of general distribution and access beyond the regular classroom session to
slides, films, overheads, and other media, and taping of lectures.

C. Access.
1. ongoing review and coordination of efforts to ensure campus accessibility,
including barrier-free design, signage, identification of hazards of mobility barriers, maintenance
of access during construction, snow and ice clearance, and adequate disability parking for all
facilities;

2. facilitating physical access to programs and services including relocating classes,

activities, and services to accessible facilities;

3. referral to appropriate on-campus and off-campus resources, services and

agencies; and

4. accessibility to tutoring, mentoring, peer counseling, and academic advising, if

available on campus, for students with disabilities.

Reasonable Accommodation - Disputes

A. If a student believes that the Student Disability Specialist has not identified or provided
reasonable academic adjustments or auxiliary aids, the student may seek review of the
Specialist's actions by the Vice President for Student Services.

B. The student will submit the appeal to the Vice President for Student Services. The Vice
President will review the student's position, and respond within five (5) days.

C. If resolution is not reached by the student and Vice President, the appeal will be referred
to the ADA Coordinator.

D. The ADA Coordinator will review the dispute and make recommendations in writing for
appropriate resolution.

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Chapter 5 Section 7 Reasonable Accommodations for Students with Disabilities Under ADA/504
E. The decision of the ADA Coordinator is the final decision of the institution.

THIS POLICY DOES NOT PROVIDE RIGHTS OR OBLIGATIONS NOT PROVIDED BY

APPLICABLE LAWS.

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Chapter 5 Section 7 Reasonable Accommodations for Students with Disabilities Under ADA/504
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 8 STUDENT REGULATIONS Adopted: Revised:
2004

POLICY:
A complete copy of the Student Conduct Code is found in the Clover Park Technical College
Catalog and in the Student Handbook, and in WAC 495C-120. These instructional and non-
instructional regulations have been adopted to provide a pleasant, comfortable and rewarding
educational environment for all CPTC students. Students receive a student catalog at the time of
assessment.

PROCEDURE:

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Chapter 5 Section 8 Student Regulations
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 9 STUDENT ATTENDANCE Adopted: Revised:
2004

POLICY:
The student is expected to attend all classes for which the student is registered in order to gain
the maximum benefit. The instructor may establish an attendance policy for the program. It is
the responsibility of the student to know and comply with the policy. Programs having
established attendance policies will include relevant information in course syllabi.

A student who does not attend the first two class sessions and/or comply with the established
attendance policy for the class or program may forfeit the right to continue and may be subject to
administrative withdrawal.

Student attendance is gathered to demonstrate the same requirements that are necessary on the
job and to satisfy reporting requirements for financial aid, funding agencies and state funding.

PROCEDURE:
Attendance – Preparatory Enrollment
Students are enrolled effective the “Planned First Day of Attendance” as indicated on the
student’s Registration Form. If there has been a change in the date previously indicated, the
instructor will:
Notify Student Records via the Student Records Adjustment Form or e-mail.
If the student is high school, notify the Advising/Counseling Office.

Attendance Card – Preparatory

CPTC preparatory instructors will maintain an attendance card on each student enrolled in the
program for each fiscal year, July 1 through June 30, (Note: Each fiscal year for attendance
purposed begins with summer term or approximately June 15) from the date of entry to the date
of exit. This is the documentation of a student attending class and the legal source document for
audit purposes. The attendance hours on the card must balance with the monthly program
attendance computer printout.

Attendance will be taken each day on the attendance card by indicating the number of hours of
attendance for that day. There are also spaces to report daily make-up or coop hours if
appropriate. Each instructor will report the attendance hours from the attendance card at
scheduled intervals (approximately once each month) on the Attendance Collection Roster.

At the end of each fiscal year, the attendance cards for every student enrolled in the program
from summer through spring of the prior year will be alphabetized and turned in to the Student
Records Office. Students attending during two or more fiscal years must have an attendance
card for each fiscal year. Accumulated hours of instruction must be transferred to each

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Chapter 5 Section 9 Student Attendance
successive card. Card(s) must follow the student if there is more than one instructor in any fiscal
year.

The Student Records Office will be responsible for insuring that the attendance cards for each
program have been turned in. The cards will be bound by program and retired in the Student
Records Office.

Attendance – Full-Time/Part-Time
Less than full-time attendance is possible only with the approval of the instructor. To change a
student’s full-time/part-time status, the instructor must:
Complete the yellow Approval to Register Form
Direct student (with form) to Student Records

Attendance – Adult/Running Start/Elective High School Status

Running Start/Elective High School students are changed to adult status at the end of spring
quarter if they have completed their high school requirements or they have reached age 21.
There is no change in the attendance reporting,

Continuing Running Start/Elective High School students are reported as adult for the summer
quarter due to state funding issues. This reporting is done seamlessly and does not affect their
status as high school students.

Drop/Withdrawal/Transfer
All withdrawing, completing and transferring (to a new program) students must complete the
Official Add/Withdrawal Form in Student Records on their last day of attendance. A copy of the
form will be forwarded to the instructor within 24 hours of the notification. This is considered
an official withdrawal.

Instructors will be responsible for submitting the completed Official Add/Withdrawal Form
when students are no longer attending and a copy of the Official Add/Withdrawal Form has not
been received from Student Records. This is considered an unofficial withdrawal.

Enrollment Beyond Program Length

Students occasionally complete the required number of program hours but are not yet at entry-
level capabilities. If it is felt that these designated students could become employable with
additional training, more training hours may be allowed.

To provide additional program hours for students:

Document a learning problem as soon as apparent, well in advance of program completion.
Describe the current skills of the student. (A learning problem can be interpreted as a student
slow in completing work or needing more practice/experience than other students.)
In cooperation with the Disabled Student Services Specialist, plan the instructional route for the
student and estimate the number of additional training hours needed to meet the minimum
employment goals.

Review plans with your Division Dean.

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Chapter 5 Section 9 Student Attendance
Document the agreed-upon plan in the student’s permanent attendance record. The instructor
and division dean signatures are required.
Report the student’s extended attendance through the regular reporting procedure.
The student is required to pay the prorated student fees for the additional training hours.
Students receiving financial aid, agency funding or VA benefits may not be eligible for funding
for extended training and should consult with the Financial Aid Office, the Accounts Receivable
Coordinator-Funded Students or the Veterans Administration.

Program Attendance Listing

Instructors will receive the Program Attendance Listing on or before the Friday following the
day the Attendance Collection Roster is due to Student Records.

Upon receipt of the Program Attendance Listing, instructors will:

Verify the attendance hours reported on the printout are the same as the attendance hours on the
CPTC Attendance Card for each student for the period being reported.

Report corrections/adjustments on the listing by indicating the hours to add (+) or subtract (-) in
the columns provided. Corrections of more than 30 clock hours must be accompanied by a copy
of the Student Attendance Card.

Forward the listing to Student Records. The listing will be returned when the adjustments are
made.

Re-Entry
With the instructor’s approval, students may re-enter a program from which they have withdrawn
prior to completion.
- To be re-entered in a preparatory program, a student must:
Complete the Student Registration Information Form in Student Records (high school students
must also obtain approval in the Advising/Counseling Office).
Pay fees due.

Attendance Forms Required Are Available in Student Records

- Attendance Collection Roster – Will be distributed monthly to collect attendance
information for a designated period. Retention = 2 years-Student Records.
- CPTC Attendance Card – Will be distributed prior to the start of the summer quarter.
They are used to record daily attendance of students. Retention = 7 years-Student Records.
- Official Add/Withdrawal Forms are available in Student Records. These forms are used
to report exit status of students leaving a program or the College. Retention = 7 years-Student
Records.

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Chapter 5 Section 9 Student Attendance
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 10 GRADE REPORTING Adopted: Revised:
2004

POLICY:
The quality of a student’s performance is measured by a grading system using grades “A”
through “F”. The grade for a course is calculated into a student’s GPA as “4” to “0” grade
points. Faculty may choose to utilize or not utilize the “+” or “-“ designations with grades.

Each individual program establishes criteria for achieving each grade based on percentage scores
and specific assessment criteria as listed in the course syllabi.

The grade points allotted to each grade are as follows:

A 4.0 Excellent, outstanding performance
A- 3.7
B+ 3.3
B 3.0 Above average, exceeds performance standards
B- 2.7
C+ 2.3
C 2.0 Average, meets performance standards
C- 1.7 Not considered passing for some programs
D+ 1.3
D 1.0
D- 0.7
F 0.0 Failing, does not meet performance standards
Some programs require that the student complete each individual course with a “C”(2.0) grade or
better in order to progress in the program. Faculty of such a program may omit the use of “D”
grades.

Other Grades:
*Course not graded. No grade point assigned.
I Incomplete. An incomplete grade indicates that the student completed most of the
course requirements at a passing level and intends to complete missing course work.

Prior to the last day of the quarter, the instructor must complete a Clover Park
Technical College Agreement for Incomplete Grades form indicating the work to be
completed and the expected completion date not to exceed one academic quarter from
the date of issue. The form must be signed by both the instructor and the student. A
grade of “I” reverts to the grade of “F” if work has not been satisfactorily completed
by the end of the following quarter.
Prior to Fall quarter 2000, an In Progress indicator of “I” was used with a letter grade
to provide progress status to students who were working on

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Chapter 5 Section 10 Grade Reporting
 courses that were larger than one quarter in length. Over time, program curriculum
has been revised to make it possible for students to complete a course and receive
credit within one quarter. Therefore, the In Progress indicator was phased out over
the course of the 2000-2001 academic year and is no longer available for use.
N Audit Course. No grade point assigned.
A student may enroll to audit a course with the permission of the program faculty.
The auditing student is expected to pay tuition and fees but is not required to take
examinations and will not receive credit for the course. Registration status changes
from audit to credit or from credit to audit are not allowed after the start of the
course.

P Pass. No grade point is assigned

A "P' grade indicates passing with a “C” (2.0) in courses designated as pass/fail.
Courses graded with “P” may not meet program requirements for graduation.

R Repeated Courses. The 'R" will be placed next to the lowest grade and only the
highest grade received for the course will be used in the calculation for the GPA.
Students may repeat a course in which they have received a grade of “D” or “F”. To
repeat a course, a student must register for the course, complete a Course Repeat
form at the time of registration, and pay all necessary fees.
A course may be repeated no more than twice (this is defined as two repeats in
addition to the original enrollment). All courses and earned grades will remain on the
student’s transcript.
Financial aid recipients and veterans should check with the Financial Aid and Student
Records (veteran’s) offices regarding funding for repeated courses. Other colleges
may not accept a grade earned in a repeated course.

V Unofficial Withdrawal. No grade point assigned

Instructor Initiated. A "V" appears on the transcript when an instructor withdraws a
student who has never attended (No Show) or has discontinued participation without
initiating official withdrawal.

W Official Withdrawal. No grade point assigned

Student Initiated. A 'W' appears on the transcript when a student officially withdraws
from a course in accordance with the college Drop/Withdrawal procedure.

Withdrawing from a Course

Students dropping or withdrawing from any course or program must complete an official
Add/Withdrawal Form in Student Records on their last day in class. If an emergency
occurs preventing the student from coming to the college, withdrawals may be made by
telephone at (253) 589-5666 or fax to (253) 589-5852. Failure by the student to officially
withdraw will affect grades and possible refunds.

Withdrawals through the 5th class day after the start of a course or program will be

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Chapter 5 Section 10 Grade Reporting
 considered a drop and will not appear on the student transcript.

Withdrawals after the 5th class day, and through the 35th class day of a quarter may
receive a “W” grade. Students withdrawing after the end of the 35th class day of a
quarter will receive the grade earned for the quarter at the time of withdrawal.

Students re-enrolling in a course or program for which a “W”, “F”, or “V” was
assigned must begin the course or program in the first week of the quarter and in
accordance with established Prerequisites.

Administrative Withdrawal
Clover Park Technical College reserves the right to administratively withdraw students
under the following conditions:
1. Student has not attended the first two class sessions and/or complied with the
established attendance policy for the class or program.
2. Student has not successfully fulfilled the Prerequisites for an English, math
and/or quantitative skills course. Student will be notified of the withdrawal and
provided registration options.

X Prior Experiential Learning. No grade point assigned

Instructor Initiated. An “X” appears on the transcript after the student successfully
demonstrates mastery of program competencies.
Prior Experiential Learning Credit
Students who wish receive credit for prior learning will complete the Prior Learning Assessment
Request Form available from the Student Records Office and pay the following fees for
assessment services: $25.00 evaluation fee and $10.00 for each course for which prior learning
credit is requested.
Instructors will evaluate the prior experiential learning of a student in relation to the
competencies of the program and will award credit for demonstrated learning outcomes that are
appropriate to the subject, course or program offered.
All credits awarded for this type of experience will be noted as such on the student’s transcript
with a grade of “X”. Credit for prior experiential learning may constitute no more than 25% of
the credits needed for program completion.
Quarterly Grade Reports for Students
Quarterly student grades will be posted to student transcripts on the 4th day following the end of
the quarter. Students may access their grades via the College website at www.cptc.edu by
selecting Registration/Records and choosing View Grades. A direct link to View Grades is
posted on the web site at the end of each quarter. Directions to web access are included in the
College’s Weekly Newsletter, MEMO’S ETC., at the beginning and end of each quarter.

Grade Corrections
Students who believe that an error has been made in the grade received for a course should
contact the instructor as soon as possible to discuss the issue. Grade changes will only be
accepted within one quarter from the date of issue of the grade.

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Chapter 5 Section 10 Grade Reporting
Instructors may request grade corrections by indicating the correct grade on the student transcript
and signing and date the correction or via e-mail. The correction request should then be
forwarded to Student Records.
Posting of Grades in Classroom
DO NOT POST GRADES. Posting of grades is in violation of the Family Educational Rights
and Privacy Act of 1974, as amended.

Transcripts
A transcript is a copy of a student’s academic record and is released only with written permission
of the student. All students are eligible to receive a transcript if they have met their financial
obligations with the College.

A $5 processing fees is charged for each transcript. Transcript request forms are available in the
Student Records Office.

Students may obtain a free, unofficial transcript by accessing their records through
Registration/Records on the College web site.

Web Grading
All course and program grading is done using a tool called the Instructor Briefcase on the CPTC
Intranet site.

Instructors will receive a memo approximately three weeks before the end of each quarter that
will provide the submission deadline along with detailed instructions for access. Those
instructions are included on the following pages.

Grades rosters will be either:

Class Grade Rosters are currently used for Continuing Education, Core Academic and
Developmental classes. The class grade roster is a listing of students by class with an area to
grade each student.

Student Grade Rosters are currently used for preparatory programs, Adult High School
Completion and Day Care Coordinator classes. The student grade roster is a listing of courses by
student with each course available for grading.

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Chapter 5 Section 10 Grade Reporting
Welcome,
Welcome to Your Instructor Briefcase:

From this site you are able to:

1. Access your class lists for the current quarter or prior quarters as indicated on the
selection bar.

2. Enter current quarter grades for your students.

3. Change your pin number.

Click here to go to the Instructor Briefcase.

You are attempting to access information that is protected by federal privacy law. Disclosure to
unauthorized parties violates the Family Educational Rights and Privacy Act (FERPA). You
should not attempt to proceed unless you are specifically authorized to do so and are informed
about FERPA. When accessing the system, you must access only that information needed to
complete your assigned or authorized task. You may communicate the information only to other
parties authorized to have access in accordance with the provisions of FERPA.

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Chapter 5 Section 10 Grade Reporting
 Open Instructor
Briefcase

Instructor ID:

Employee PIN:

Quarter: Spring 2004

Open

Using the Instructor Briefcase

This section is written for instructors who use the Web Grade Entry form
in the Instructor Briefcase to submit grades.
Briefcase navigation warning
Navigation in the Instructor Briefcase is different from navigation in an
Internet browser.
If you want to stay in the Instructor Briefcase, you must use only the
navigation buttons labeled “Show Briefcase Contents” and “Hide
Briefcase Contents.”
It is recommended that you do not use the Back, Forward, or Reload
buttons provided by the browser. Using any of these buttons may cause
your briefcase to close. If you accidentally use one of these buttons, use
the Open Instructor Briefcase form to re-open the briefcase. To decrease
the risk of using the browser navigation buttons, you can deselect the
Show Toolbar function for your browser. If you want to deselect the Show
Toolbar function, you must deselect it prior to opening the briefcase.

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Chapter 5 Section 10 Grade Reporting
Opening the Instructor Briefcase
When you enter the URL for the Instructor Briefcase, the Open Instructor
Briefcase form is displayed. This form is used to identify and verify
instructors before they access their grade rosters.
To open the briefcase:
On the Open Instructor Briefcase form:
1. In the Instructor ID field, type your instructor ID.
2. In the Employee PIN field, type your employee PIN.
If you make an error typing your ID or PIN, the error message is
not specific about which entry was incorrect. This is a security
feature. You must return to the Open Instructor Briefcase form
again and re-enter both the instructor ID and employee PIN.
3. Select a quarter.
4. Click the Open button.
The Instructor Briefcase form is displayed.

To see grade roster, click

any underlined item
numbers or page numbers.

A red check appears after

any course for which you
have already submitted a
grade roster.

The Briefcase time-out

When you open the Instructor Briefcase, you are given a hidden code
called a “ticket.” Your ticket functions as your unique logon, identifying
you to the HP 3000 administrative computer each time you request or send
information. For security reasons, your ticket is useable only for a
predetermined period of time. This time period is set by college technical
staff. The Instructor Briefcase notifies you two minutes before the
expiration of the ticket, and gives you the opportunity to reset the time
period. However, if you do not respond “Yes” to the notification, the
ticket will expire, and you must return to the Open Instructor Briefcase
form and log on again.

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Chapter 5 Section 10 Grade Reporting
 You can reset the time available for your current ticket at any time by
clicking the clock in the lower-right corner of the Instructor Briefcase
form.
Entering and submitting grades using the World Wide Web
Once you have opened the Instructor Briefcase, you can enter and submit
grades for your classes over the Web by using the Web Grade Entry form.
This form is similar to the printed Grade Entry Form A.
To enter and submitting grades over the Web:
1. From the Briefcase Contents form, click the item number or page numbers for
the class you want to grade.
The Web Grade Entry form is displayed.

Page number for

Grade Roster File.

The Decimal grade field appears The Credits field appears only
only if your college uses decimal for variable-credit classes.
grading.

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Chapter 5 Section 10 Grade Reporting
 2. For each student in the class, complete the appropriate fields described in the
following table:

Field Entry
Decimal Grade Enter the decimal grade for the student.
Note: If your college does not use
decimal grades, this column is not
displayed on the form.
Grade Enter the letter grade for the student.
This field contains “*” (asterisk) until
an entry is made to overwrite it or an
entry is made in the Decimal Grade
field.
Credits Enter the number of credits earned by
the student.
Note: If this class is not designated as a
variable-credit class in the class record,
this column is not displayed on the
form.
Last Attnd Date Enter the student' s last date of
attendance for any grade designated by
your college as requiring this date.
If a date is required for the grade you
assign, the Instructor Briefcase
prompts you to enter a date.

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Chapter 5 Section 10 Grade Reporting
 3. Press the Submit button at the bottom of the screen.
A form is displayed indicating that the Instructor Briefcase has accepted the
grades.

Note: For each grade for which your college requires a last attendance date,
omitting the grade will result in the following message being displayed.

To correct this problem, you must return to the roster, assign a last attendance
date, and resubmit the roster.

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Chapter 5 Section 10 Grade Reporting
Factors affecting the submission of grades
You can use the Instructor Briefcase to submit and change grades for a
class as many times as you wish until the job to post grades to the
enrollment file is run.
Once you have submitted grades for a class and the job to post grades to
the enrollment file is run, you can no longer access the grade roster for
that class. If you have submitted only a portion of the grades for a class
when the grade-posting job is run, you will not be able to access the grade
roster and will have to submit the remaining grades for the class by an
alternative method.
After the grade posting job has been run, you can still access any grade
roster for which grades have not yet been submitted.
If the grades are submitted successfully, a message is displayed
confirming that fact. The message also gives you the choice of returning
either to the roster or to the Show Briefcase Contents page.
If you have not submitted grades successfully, a message is displayed
indicating which errors must be corrected. The message box also contains
a button for redisplaying the roster to correct the errors.
Exiting the Instructor Briefcase
To exit the Instructor Briefcase, return to your home page or close the
browser.

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Chapter 5 Section 10 Grade Reporting
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 11 STUDENT RECORDS OF Adopted: Revised:
GRADUATION AND 2004
COMPLETION
Policy
Clover Park Technical College awards two types of degrees.

 The Associate of Applied Technology (AAT) degree is awarded to students who

satisfactorily complete the competencies and requirements in programs approved by
the college’s Curriculum Committee and by the State Board for Community and
Technical Colleges. AAT degree options are available in programs 90 credits or more
in length containing a core of fifteen (15) college-level academic credits. College-
level academic courses in communication, computation, and human relations required
for AAT degrees are designed to prepare students for work. While they meet program
graduation requirements, they are not likely to transfer to other colleges or
universities.

 The Associate in Applied Science—Transfer (AAS-T) degree is awarded to students

who satisfactorily complete the competencies and requirements in programs approved
by the college’s Curriculum Committee and by the State Board for Community and
Technical Colleges. AAS-T degrees are workforce degrees with a core of general
education courses commonly accepted in transfer. The general education component
of the AAS-T degree is comprised of not less than twenty (20) credits of courses
including a minimum of 5 credits in English Composition; 5 credits in quantitative
reasoning; and 10 credits in social science, humanities or science. It is assumed that
many AAS-T degrees will have significantly more than the minimum 20 credits of
general education courses.

Degree options are indicated on individual program descriptions in the college catalog.

A Certificate is awarded to students who satisfactorily complete the competencies and

requirements for programs that are not defined as degree programs. Core academic courses are
required in certificate programs of one academic year or more (900 clock hours or 45 credits).

To graduate from CPTC, a student must take 50 percent of the required coursework at the
College. At least 15 percent of the coursework must be the final clock hours taken before
graduation.

To be eligible for graduation, a student must have a cumulative grade point average of no less
than 2.0.

Procedures

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Chapter 5 Section 11 Student Records of Graduation and Completion
Application for Graduation Award
To receive an Associate of Applied Technology, an Associate in Applied Science-Transfer or
Certificate from CPTC, a student must complete an Application for Graduation Award form in
the Student Records Office and pay the non-refundable $11.68 fee. The application must be
filed by the fourth week of the quarter in which the student expects to graduate.

Award Processing-Preparatory Programs

Student Records will:
- Complete Step 2 of the Application for Graduation Award
- Perform transcript maintenance
- Evaluate courses graded against required courses in the College catalog. Faculty may
assist in the evaluation in the event of program changes.
- Prepare and mail the award to the student.

Award Processing – Supplemental Classes

Certificates are not normally provided at the end of a course, however, certificates are provided
for certain series courses and for trade apprenticeship completers (Electronic Technician, Dietary
Manager, Automotive Apprenticeship, etc).
- The instructor will send a list of names requesting the award to Student Records.
- Student Records will complete the awards and forward them to the instructor.

Completion Awards will be provided for completion of supplemental classes upon written
request by the instructor/student.

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Chapter 5 Section 11 Student Records of Graduation and Completion
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 12 STUDENT DISCIPLINE Adopted: Revised:
2004
Policy
There is no policy.

Procedures
Our goal as administrators and instructors is to assist students in every way possible toward the
successful completion of their technical training. Suggestions for instructors that may assist in
preventing problems or following the discipline process are:

• Have clearly written, up-to-date classroom policies and procedures. All new students
should receive a copy and a copy should be kept posted in the classroom. Have the new
student sign a copy of the policies and procedures, acknowledging that he/she has read
and understands them.

• Act on problems when they first appear. Make the student aware that a problem exists, in
behavior. Recommend a plan for improvement and document your conversations or
actions. Allow a reasonable time for improvement.

• Be fair, consistent and objective. Apply the standards consistently and equitably.

• Follow up to ensure the student is making progress toward successful resolution of the
problem. Provide encouragement and support. Let that student know his/her success is
your goal.

Sometimes situations do arise when it becomes necessary to withdraw a student from his or her
program. In some cases this may be disciplinary in nature, as when the student is insubordinate
or willfully violates college/program policy. In most cases the student is provided an
opportunity to improve through a process which is progressive in nature.

Through this process the instructors must first identify the problem, clearly communicate to the
student what the problem is, make recommendations for corrective actions, and explain the
consequences should the student fail to improve. The instructor has the responsibility to make
the student aware of resources that may be available that may aid the student in corrective action.
The intent is to provide the student with every means to succeed.

Student Discipline
Discipline is a process by which a student is notified that his/her behavior violates
program/college rules of conduct. In less serious situations the student is provided an
opportunity to correct the behavior. More serious or repeated misconduct may lead to
withdrawal from the program. The instructor has the responsibility to make students aware of

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Chapter 5 Section 12 Student Discipline
program/college rules of conduct. The intent is to assist the student in conducting him/herself in
a manner appropriate to both the learning and the work environment.

• A verbal warning (documented with Memorandum for Record) is appropriate for minor
violations or infractions. A simple comment or warning from the instructor that conduct is
inappropriate or not in line with the program/college expectations will usually result in the
desired change in behavior with no further action necessary.

To initiate further disciplinary proceedings:

 Infractions of college rules may be referred by any college staff member to the
appropriate dean or designee.
 A student alleged to have violated a provision of this chapter shall be notified to meet
with the dean or designee for possible disciplinary action.
 After a careful review of the circumstances surrounding the alleged misconduct, the
dean or designee may take any of the following actions:
o Terminate the proceeding;
o Dismiss the case after whatever counseling and advice the dean or designee
deems appropriate;
o Impose appropriate disciplinary action (reprimand, probation, suspension,
expulsion), subject to student’s right of appeal.

Possible disciplinary sanctions are:

Disciplinary Warning means oral notice of violation of college rules.
- Reprimand means formal action after censuring a student for violation of college rules or
failure to satisfy the college's expectations regarding conduct. Reprimands are made in
writing to the student by the disciplinary official. A reprimand indicates to the student
that continuation or repetition of the specific conduct involved or other misconduct will
result in one or more serious disciplinary actions described below.
- Disciplinary Probation means formal action placing conditions upon the student's
continued attendance because of his or her violation of college rules or failure to satisfy
the college's expectations regarding conduct. The disciplinary official placing the student
on probation will specify, in writing, the period of probation and the conditions, such as
limiting the student's participation in extra-curricular activities. Disciplinary probation
warns the student that any further misconduct will automatically raise the question of
dismissal from the college. Disciplinary probation may be for a specific term or for an
indefinite period which may extend to graduation or other termination of the student's
enrollment in the college.
- Suspension means temporary dismissal from the college and temporary termination of
student status for violation of college rules or for failure to meet college standards of
conduct.
- Expulsion means dismissal from the college and termination of student status for
violation of college rules or for failure to meet the college standards of conduct for an
indefinite period of time or permanently.

 The student will be notified in writing of the determination made by the dean or designee.

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Chapter 5 Section 12 Student Discipline
  If after consideration of the alleged misconduct, the recommendation of the dean or
designee is for disciplinary action, the student may:
o Accept the disciplinary action, or
o File, within fifteen (15) calendar days following receipt of the notification of
disciplinary action, a written request for a formal hearing pursuant to the
provisions of WAC 495C-120-160. If the request is not filed within the
prescribed time, the right to do so is waived and the disciplinary action becomes
final.
(Please note that with the exception of summary suspension, the student may have the right to
remain in class pending the outcome of a formal hearing.)

Summary Suspension
Summary suspension means temporary dismissal from the college and temporary termination of
a student’s status for a period of time not to exceed ten (10) instructional days unless extended as
provided in WAC 495C-120 which occurs prior to invocation of the formal hearing procedures
specified in these rules due to a necessity to take immediate disciplinary action, where a student
presents an imminent danger to the college property, or to himself or herself, or other students or
persons in college facilities on or off campus, or to the educational process of the college.

If any college staff member has cause to believe that a student presents an imminent danger to
him/herself or other persons on college facilities or to the educational process of the college, then
the staff member shall have authority to immediately remove the student from the college
premises. The college staff member shall notify, as soon as possible, the Vice President for
Student Services or designee, who may initiate summary suspension until such time as the
college staff is satisfied the student's dangerous nature has ceased. The duration of summary
suspension shall not exceed ten (10) instructional days except that the Vice President for Student
Services or designee may continue summary suspension beyond ten (10) instructional days in
circumstances where the student continues to present an imminent danger to people, facilities, or
the educational process pending the disciplinary proceedings provided for in this code.

• If the Vice President for Student Services or designee desires to exercise the authority to
summarily suspend a student, the Vice President or designee will cause the student to be
notified of the summary suspension.
• A formal hearing, pursuant to the provisions of WAC 495C-120-160 will be scheduled and
held as quickly as feasible provided the hearing shall be conducted by a designee who has not
participated in making the decision to impose the summary suspension.

Hearings
A student has the right to notice and hearing prior to the suspension or expulsion (withdrawal)
from a program for unsatisfactory progress or discipline. A student may remain in school
pending decision of the hearing officer (unless the student is placed on summary suspension). A
student should request a hearing if they believe:
• the charges are not true; or
• the staff did not follow college rules and regulations; or
• the due process or rights of the student have been deprived; or
• the disciplinary action is unreasonable.

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Chapter 5 Section 12 Student Discipline
A student should make a written request for a hearing to the Vice President for Student Services.

Appeals
The outcome of any disciplinary hearing may be appealed. Notice of an appeal should be made
in writing and addressed to the president of the college within fifteen (15) calendar days of
receiving the formal notification of the hearing outcome.

Sample Hearing Agenda

HEARING AGENDA
(Date)
Re: Name
Program
TIME AND LOCATION OF HEARING

Clover Park Technical College, 4500 Steilacoom Blvd. SW, Lakewood, WA 98499, Graphics
Conference Room, Building 19.

Date, Time

HEARING OFFICER: Name

AGENDA
• The hearing officer opens the hearing by explaining the hearing process and ground rules and
by answering any procedural questions. The hearing officer is in charge at the hearing and
controls the proceedings.
• The college representative will present an opening statement. The charges will be defined
and a statement as to what he/she intends to prove will be given.
• The student will present an opening statement. A brief statement will be given to explain
grounds for what is being contested. The student is granted the privilege of reserving until
later the presentation of an opening statement.
• The college representative presents evidence in the form of exhibits, statements or testimony
that substantiates the charges. The student has the privilege to cross-examine witnesses and
evidence presented.
• The college rests its case.
• The student presents his/her case. The college representative has the privilege to cross-
examine witnesses and evidence presented.
• The student rests his/her case.
• Summations are made:
• by the college representative
• by the student
• The Hearing Officer will review evidence and arguments. The Hearing Officer will present a
written finding as to the facts, his/her conclusion and the disposition to be made. The
Hearing Officer reserves the right to render an oral decision at the conclusion of the hearing.
• The student shall have the right to appeal that decision to the President of Clover Park
Technical College.

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Chapter 5 Section 12 Student Discipline
Contact instructional program assistants or the Student Services Office x5582 for Unsatisfactory
Progress Forms, Progressive Discipline Forms, Student Hearing Brochures, and Preparing Staff
For Student Discipline and Hearing Brochures.

Policy and Procedures Page 210

Chapter 5 Section 12 Student Discipline
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 13 FAMILY EDUCATION RIGHTS Adopted: Revised:
AND PRIVACY ACT OF 1974 2004

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with
respect to their education records. They are:

1. The right to inspect and review the student’s education records within 45 days of the day
CPTC receives a request for access.
Students should submit to the registrar a written request that identifies the record(s) they
wish to inspect. The registrar will make arrangements for access and notify the student of
the time and place where the records may be inspected. If the records are not maintained
by the registrar, the student will be advised of the correct official to whom the request
should be addressed.

2. The right to request the amendment of the student’s education records that the student
believes are inaccurate or misleading.

Students may ask CPTC to amend a record that they believe is inaccurate or misleading.
They should write to the CPTC official responsible for the record, clearly identify the
part of the record they want changed, and specify why it is inaccurate or misleading.

If CPTC decides not to amend the record as requested by the student, CPTC will notify
the student of the decision and advise the student of his or her right to a hearing regarding
the request for amendment. Additional information regarding the hearing procedures
will be provided to the student when notified of the right to a hearing.

3. The right to consent to disclosures of personally identifiable information contained in the

student’s education records, except to the extent that FERPA authorizes disclosure
without consent.

One exception which permits disclosure without consent is disclosure to school officials
with legitimated educational interests. A school official is a person employed by CPTC
in an administrative, supervisory, academic or research, or support staff position
(including law enforcement unit personnel and health staff); a person or company with
whom CPTC has contracted (such as an attorney, auditor, or collection agent); a person
serving on the Board of Trustees; or a student serving on an official committee, such as a
disciplinary or grievance committee, or assisting another school official in performing his
or her tasks.

A school official has a legitimate educational interest if the official needs to review an
education record in order to fulfill his or her professional responsibility.

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Chapter 5 Section 13 FERPA
 CPTC designates the following information as Directory Information: Student name,
address, telephone number, date and place of birth, major field of study, eligibility for
and participation in officially recognized activities, organizations, dates of attendance,
honor roll, enrollment status, degrees and awards received, student photo, student e-mail
address, and the most recent previous educational agency or institution attended by the
student.

Directory Information may be released by CPTC without student consent unless the
student specifically requests that such information, or portions thereof, not be released.
CPTC will not release Directory Information for commercial purposes or other purposes
not related to the school program or the conduct of official government business.
Students currently attending CPTC should complete a “Request to Prevent Disclosure of
Directory Information” form in the Student Records Office if they do not wish Director
Information released.

4. The right to file a complaint with the U.S. Department of Education concerning alleged
failures by CPTC to comply with the requirements of FERPA. The name and address of
the office that administers FERPA are:

Family Policy Compliance Office

U.S. Department of Education
600 Independence Avenue SW
Washington, DC 20202-4605
Social Security Numbers
The student social security number is used as the student identification number at CPTC;
however, it is required for a number of reporting requirements. Any form requesting a social
security number must carry the following disclosure statement:

“Your social security number is confidential and under a federal law called the Family
Educational Rights & Privacy Act, the college will protect it from unauthorized use and/or
disclosure. In compliance with state/federal requirements, disclosure may be authorized
for the purposes of state and federal financial aid, Hope/Lifetime Learning tax credits,
academic transcripts, assessment or accountability research.”

Posting of grades by social security numbers is in violation of the Family Educational Rights and
Privacy Act of 1974, as amended.

See next two pages for disclosure guidelines:

Policy and Procedures Page 212

Chapter 5 Section 13 FERPA
Policy and Procedures Page 213
Chapter 5 Section 13 FERPA
Policy and Procedures Page 214
Chapter 5 Section 13 FERPA
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 14 FINANCIAL AID Adopted: Revised:
2004

Policy
There is no policy.

Procedures
Financial aid is available to assist eligible students with the costs of their training. All offers of
financial assistance are based on the premise that the primary responsibility for meeting the costs
of attendance rests with the student and his/her family. Financial aid is available only to fill the
gap between the student/family resources and the costs of attendance.

How and When to Apply

Students who are interested in obtaining financial aid can pick up an application in the Financial
Aid Office. Students should plan ahead, since arranging for financial aid takes six to ten weeks.
The College attempts to package the funds for students to give them a balance between grants
(which do not have to be repaid) and self-help (such as work-study and student loans) to make
available funds go as far as possible with each student. Detailed information regarding the
financial aid application process is presented by the Financial Aid Office staff at 3:45 p.m. on the
second and fourth Wednesday of every month following the program orientations. Location of
Financial Aid orientation sessions is available from the Admissions Office or Financial Aid
Office in Building 17. Encourage all students and prospective students to attend Financial Aid
orientation or contact the Financial Aid Office for information and applications.

Types of Aid
Grants - Clover Park Technical College participates in the Federal Pell Grant, Federal
Supplemental Educational Opportunity Grant (FSEOG) and the Washington State Need Grant
programs. Grants are federal and state supported awards based on need. No repayment is
required unless the student fails to maintain satisfactory progress and class attendance.

Work Study - Work study programs provide eligible students the opportunity to work part-time
in approved jobs, both on and off campus, to earn money to assist in meeting educational costs.
Work study positions are related to a student’s career training. The maximum a recipient can
earn is determined by financial need; however, students may work no more than 19 hours per
week while school is in session. Clover Park Technical College participates in both state and
federally sponsored work study programs.

Loans – Federal Stafford Loan Program - Long term loans allow students to postpone paying for
a portion of their school expenses until after they graduate or leave an institution. Students are
required to attend entrance loan counseling before a loan can be certified, and exit loan

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Chapter 5 Section 14 Financial Aid
counseling upon completion. If a student withdraws, changes programs or drops to less than half
time, the remainder of the loan is cancelled.
Scholarships - Many business, service, and professional organizations as well as individuals in
the community contribute funds to be used as grants (awards based on need) or as scholarships
(awards based on merit). Application opportunities arise at various times throughout the year.
Eligibility criteria and application procedures are published in the school's weekly bulletin.

Return of Title IV Aid / Refunds

Return of Title IV Aid
1. Return of Title IV Aid
Students who receive Title IV aid (Federal Pell, Federal SEOG, Federal Subsidized and/or
Federal Unsubsidized Stafford loans and PLUS,) and withdraw from school are subject to
the Return of Title IV aid regulations. (Federal law now requires that a student must
“earn” the aid that they receive.) When a student withdraws from school, the college is
required to determine the amount “earned” using the Return of Title IV regulations. This
calculation is based on the number of hours the student attended divided by the number of
hours for which the aid was disbursed.
If the student completes more than 60% of the hours, it is determined that all the aid has
been earned. If a student completes 60% or less of the hours in a given payment period,
the earned and unearned portion will be calculated.
 The “unearned” portion of the tuition will be returned to the appropriate Title IV
program. The college will then bill the student for the amount of tuition that was
returned in excess of the college’s refund policy.
 The “unearned” portion of the aid that was disbursed directly to the student will also be
calculated. If applicable, the student will owe repayment to the Title IV programs. The
student will receive an overpayment letter and will be given 45 days to make the
repayment. The student will be ineligible for further Title IV aid until the funds are
repaid or satisfactory payment arrangements have been made with the Department of
Education.
Repayment of State Need Grant is also calculated for any student completing 60% or less
of the hours in a given payment period.
It is extremely important to work with the financial aid office if a student must withdraw
from school. Withdrawing before completing 60% of the hours in the payment period can
have a significant financial impact on the student.

2. Refunds
Refunds for financial aid recipients who do not receive Title IV aid, will be issued in
accordance with the College’s refund policy as stated on the college registration form and
in the college catalog.

3. Distribution of Refunds, Repayments, and Return of Title IV Funds

Funds will be returned/refunded in the following order:
• Federal Family Education Loan Programs
• Federal Pell Grant
• Federal Supplemental Education Opportunity Grant
• State Need Grant

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Chapter 5 Section 14 Financial Aid
 • Other programs providing aid
• The student

Satisfactory Progress Policy

Students who receive financial aid at Clover Park Technical College must maintain satisfactory
progress in an eligible degree or certificate program. Federal regulations require that a student’s
entire Clover Park Technical College record be reviewed for satisfactory progress, including
terms in which financial aid was not received. We will apply the same satisfactory progress
standards for terms when you are receiving financial aid. The following requirements define
what satisfactory academic progress is for financial aid recipients at CPTC.

Requirements
To be eligible for financial aid at Clover Park Technical College, students must maintain a
cumulative grade point average (GPA) of 2.0 or “C” on each quarterly progress report and must
complete 90% of the available clock hours in the training program, which includes both technical
training and core academics. The maximum time frame students are eligible for financial aid is
the scheduled number of program hours plus 15%. Exceptions must be documented and
approved by the instructor. Mitigating circumstances could include a change in curriculum,
unavoidable absenteeism, or an extended time frame needed due to a disability.

Probation
A student is eligible to receive financial aid while on probation status.
A student who fails to maintain the academic and/or attendance requirements listed above will be
placed on financial aid probation at CPTC. The student will remain on probation until the next
term (not to exceed 90 days.) At the end of the term, the student’s progress will be reviewed.

Temporary Suspension
A student will not be eligible to receive financial aid while on temporary suspension.
A student who completes less than 85% of the available clock hours will be placed on temporary
suspension for a period not to exceed 90 days or one term. No aid will be disbursed while on
suspension. If the student’s attendance improves to greater than 85%, the suspension will be
lifted and the student will remain on probation for the remainder of the term. Reinstatement after
Suspension: A student who demonstrates satisfactory progress following a temporary suspension
will be reinstated retroactive to the beginning of the period of suspension.

Denial
A student who fails to complete at least 60% of the clock hours required for a payment period
will be terminated from further financial aid.

Termination
A student who is terminated WILL NOT be eligible to receive aid and MUST PAY tuition and
fees in future terms.
A student will be terminated from aid at Clover Park Technical College if:
1. At the end of a period of probation, the student has not met the satisfactory progress
requirements
2. At the end of a period of suspension, the student has not met the satisfactory progress

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Chapter 5 Section 14 Financial Aid
 requirements
3. The student withdraws before completing greater than 60% of the hours for which they were
paid

Reinstatement after Termination: A student who has been terminated may request reinstatement
of eligibility after completing one term at his or her own expense, meeting the satisfactory
progress requirements, and repaying any overpayment that the student may have received.

Appeals
A student at Clover Park Technical College has the right to appeal a suspension or termination
status. Appeal forms are available in the financial aid office.

Additional Information About Satisfactory Progress Requirements

Grants are disbursed at the beginning of each quarter for all students who have completed the
minimum requirement as defined on the award letter. A student must complete all the hours in
each payment period to be eligible for the next term’s disbursement. A student who withdraws
and subsequently reenters or transfers programs must complete all the hours for which he/she has
been paid during the previous enrollment to be eligible to receive another grant disbursement.
If a student’s attendance hours are low, but he or she has an appeal approved, it DOES NOT
change the requirement that the hours must be completed before aid can be disbursed.

Full-time enrollment requires a minimum of 30 hours per week or 300 clock hours per block.
(Three-quarter or half-time enrollment is relative to the full-time requirement defined for the
program.)

A student must be working toward an eligible degree or certificate program offered by Clover
Park Technical College to receive financial aid. Academic classes that do not count toward a
degree or certificate do not count toward financial aid.

Financial aid is limited to one technical degree or two certificates or two program changes, no
combination to exceed twelve quarters of full time aid. Exceptions to this limitation are
considered on an individual basis. A written letter requesting an exception should be written to
the Director of Financial Aid.

A student applying for financial aid late in the academic year may receive aid for the quarters
already completed, however, he or she must be in good academic standing at the time aid is
processed.

If a probation or termination status was due to an “I” grade(s), the status is reviewed when
documentation of the grade change is provided to the financial aid office.

Agency Funded Assistance

Persons who qualify for assistance from the Division of Vocational Rehabilitation of the State of
Washington or neighboring states, the Department of Labor and Industries, the Bureau of Indian
Affairs, the Washington State Department of Social and Health Services, or the Employment

Policy and Procedures Page 218

Chapter 5 Section 14 Financial Aid
Security Department, may attend classes at Clover Park Technical College. Enrollment
qualifications for training will be determined by the school.

Agency Funded Students’ Purchases (i.e., PIC. DVR, L&I, VA Rehab, JOBS, etc.)
The student accounts representatives in the cashier’s office in Building 17 are available to assist
agency funded students from 8:00 a.m. to 5:00 p.m. Monday through Thursday and from 7:30
a.m. to 4:30 p.m. on Friday. Call 589-5663 or 589-5620.

Agency funded students may purchase books, tools, supplies etc. on the first day of class.

The student should contact the funding agency before withdrawing from school or returning to
school to find out what will happen to their funds.

If a student needs more money than was approved in the contract for books, supplies, or tuition,
the student should contact the funding agency. If the agency approves more money, a revised
contract must be sent to the Accounts Representative located in the Cashier’s Office.

Book Store Purchases

A voucher in the student’s name is sent to the Book Store when the approved contract is
received. A blue notice is sent to the instructor to let the student know the voucher is ready in
the Book Store. This can take one to two working days from receiving the approved contract.

Only CPTC fee list items approved for purchase by the agency may be purchased with a
voucher. If a student does not use all of a voucher, a new voucher for the balance will be printed
within two working days.

Expressions - Uniforms, Rainwear, Etc.

The student may get a separate voucher from cashiering for use at Expressions. This voucher
can only be used for fee list items on the contract.

 Items on the fee list not sold at the Book Store or Expressions

Except for a few items (such as boots), all books, supplies and tools are sold at the Bookstore or
Expressions. Instructors work with the Book Store manager and the Expressions manager to
make sure that the items on the fee list are sold on campus.

Funding agencies should contact directly with providers for items that cannot be purchased on
campus.

Students who pay for registration, tuition, books, etc. should ask their funding agency for
reimbursement.

Instructor Responsibility for equipment and Tools Valued Over $100

All program funded students who are authorized to purchase equipment and/or tools valued over
$100 must be advised by the instructor that the materials are the property of the funding agency.
The instructor is responsible for the return of the items if the student withdraws prior to

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Chapter 5 Section 14 Financial Aid
completion of the training program. In the event students obtain training related to employment,
the agency allows them to keep the tools and/or equipment. In the event a student withdraws, the
instructor must, within three days of the withdrawal, attempt to contact the student and document
same in the student's file. At that time a report will be made to the funding agency for follow-up.

Forms Required
Authorization to Purchase
Notice of Fund Availability
Purchase Requisition

Veterans Services
Most programs offered by Clover Park Technical College are fully approved for benefits under
the following Veterans Administration regulations: Chapter 31 (Vocational Rehabilitation), 30
Montgomery Bill), 32 (VEAP), 35 (Survivors and Dependents Educational Assistance), and 106
(Reserves) of Title 38, U.S. Code.

• How to Begin Process - Prospective students who believe they are eligible to receive VA
benefits, may begin the paperwork to determine their eligibility at any time. Once all forms
are completed, documents gathered and the student is registered with an assigned start date,
the college can certify the student's enrollment to the Veteran's Administration. Forms are
available in the Student Records Office.

• When Do Checks Start Arriving - If a student is able to submit his/her paperwork at least 30
days prior to start date, he/she is eligible to sign for advance pay. An advance payment
covers the first two calendar months of school attendance and generally arrives at the college
on or about the student's first day of school. If a student does not sign for the advance pay,
his/her first check is sent home and usually arrives 12 to 15 weeks after he/she starts school.

• How a Student Verifies Attendance to the VA - Students submit their monthly verification
form to the VA. Every month the student will receive a verification form from the Veteran's
Administration. It will be sent to their home address. The student should sign the form and
return it to the Veteran's Administration. When the VA has received and processed this
form, the next check will be released and sent to the student's home (usually 15 days).

• What to do if a Check is Late - If a student does not receive a check within 15 days after
submitting the certification of attendance form, the student may begin the inquiry process by
calling the VA Regional Office. The toll-free number is1-888-442-4551.

Policy and Procedures Page 220

Chapter 5 Section 14 Financial Aid
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 15 STUDENT INSURANCE Adopted: Revised:
COVERAGE 2004

Policy
There is no policy.

Procedures
Clover Park Technical College has an excellent accident prevention record and has incurred
relatively few student injuries. However, the possibility of accident injury does exist.

INSTRUCTORS ARE RESPONSIBLE for informing each student as they enroll that
ACCIDENT insurance is available on a personal basis, AND THE COLLEGE IS NOT
RESPONSIBLE for medical expenses incurred from accidents. As a result, we encourage all
students to have an accident insurance policy in force. Information on several different plans is
available in the Student Services Office. If students are in question as to what policy to utilize,
we would strongly encourage the student have at least school time coverage. Staff are
encouraged to refer to accident insurance coverage when orienting new students and to have
application forms available. Application forms and information can be obtained from the
Student Services Office in Building 17.

Policy and Procedures Page 221

Chapter 5 Section 15 Student Insurance Coverage
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 16 RIGHT TO DEMAND Adopted: Revised:
IDENTIFICATION 2004

Policy
Any college personnel or other authorized personnel may demand that any person on college
facilities produce identification.

Policy and Procedures Page 222

Chapter 5 Section 16 Right to Demand Identification
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 17 DRUG-FREE ENVIRONMENT Adopted: Revised:

Policy
Clover Park Technical College aims for a Drug-Free environment. A program has been
developed to promote wellness issues, as well as prevent the illicit use of drugs and the abuse of
alcohol by students and employees on college property, or as any part of the college’s activities.
Possession and/or use of illicit drugs and alcohol is a violation of the Student Code of Conduct
and subject to disciplinary action.

Procedures
Chemical dependency is a treatable condition; early identification and intervention are important
to successful treatment. Clover Park Technical College is committed to a philosophy that both
discourages use of illegal drugs and alcohol and encourages students and staff identified as
abusing drugs/alcohol to seek appropriate treatment and help. Information about community
resources and services is available through the counseling or human resource offices and shall be
provided to staff and students to guide them in obtaining appropriate assistance. However,
primary responsibility for seeking assistance in resolving substance abuse and attendance
problems rests with the individual.

Active Drug and Alcohol Prevention Team (ADAPT)/Wellness

ADAPT is a support team composed of both certificated and classified personnel and students
who have volunteered to assist other instructors, staff, and students with educational materials
related to wellness issues and drug and/or alcohol concerns. Contact the Counseling Center, ext.
5526, for more information.

Instructional Contact with Students

If you have suspicions of alcohol or substance abuse in your instructional area, you may wish to
do any or all of the following:
 Document student behaviors;
 Discuss courses of action with college crisis counselor;
 Contact ADAPT members for educational resources;
 Meet with the student which may result in a referral to a list of community treatment
programs;
 Serious offenses may require disciplinary action.

Non-Instructional Contact with Students

If staff members suspect a potential abuse problem either through a brief interaction with a student
or by witnessing certain activities, they will need to use their professional judgment in deciding on
an appropriate course of action. Depending on the situation, staff members may want to:

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Chapter 5 Section 17 Drug-Free Environment
  Confront the student(s) and confiscate the substances. Contact Campus Security
immediately to file a report, ext. 5682.
 Contact Security and the Risk Manager at ext. 5537 if you wish to report what you have
seen but do not want to confront the student(s).

Policy and Procedures Page 224

Chapter 5 Section 17 Drug-Free Environment
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 18 SEX EQUITY Adopted: Revised:
2004

Policy
Title VI of the Civil Rights Act of 1964
No person in the United States shall, on the ground of race, color, or national origin, be excluded
from participation in, be denied the benefits of, or be subjected to discrimination under any
program or activity receiving Federal financial assistance.

Title VII of the Civil Rights Act of 1964

Title VII of the Civil Rights Act of 1964 prohibits discrimination in employment based on sex as
well as on race, color, religion or national origin. The act makes it unlawful to discriminate in
hiring or firing; wages; fringe benefits; classifying, referring, assigning, or promoting employees;
extending or assigning facilities; training, retraining, or apprenticeships; or any other terms,
conditions, or privileges of employment.. As amended in 1972 it covers most employers of 15 or
more employees, public and private employment agencies, labor unions with 15 or more
employees, and joint labor-management committees for apprenticeship and training. Indian
tribes are exempt as employers.

Title II of the Education Amendments of 1976

Title II of the Education Amendments of 1976 addresses sex discrimination, sex bias and sex
stereotyping as it applies to state and federal vocational education programs. It specifies action
that institutions should consider to overcome sex bias and stereotyping.

Title IX of the 1972 Education Amendments

The opening statement reads: "No person in the United States shall, on the basis of sex, be
excluded from participation in, be denied the benefits of, or be subjected to discrimination under
any education program or activity receiving Federal financial assistance..." Title IX affects
virtually all public school systems and post-secondary education institutions.

Age Discrimination in Employment Act

This act prohibits discrimination on the basis of age against any person between the ages of 40
and 70 in hiring, firing, compensation, or other conditions of employment. The law applies to all
public employers, private employers of 20 or more employees, employment agencies serving
covered employers, and labor unions of more than 25 members. It does not cover situations in
which age is a bona fide occupational qualification (such as modeling "junior miss" fashions),
nor does it affect bona fide seniority systems.

Section 503 of the Rehabilitation Act of 1973

Employers covered by this section, as amended, must take affirmative action to employ and
advance in employment qualified handicapped individuals without discrimination based on their

Policy and Procedures Page 225

Chapter 5 Section 18 Sex Equity
physical or mental handicap. The title covers Federal contractors and subcontractors whose
contracts are in excess of $2,500.

Section 504 of the Rehabilitation Act of 1973

Section 504 provides that "no otherwise qualified handicapped individual shall, solely by reason
of handicap, be excluded from the participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving Federal financial assistance."

Executive Order 11246

This order prohibits employment discrimination based on sex as well as on race, color, religion,
or national origin by Federal contractors or subcontractors and on Federally assisted construction
contracts. Coverage includes all facilities of the contractor, regardless of whether they are being
used in the performance of the Federal contract. In the case of State or local governments
holding contracts, coverage is limited to the agency participating in the contract.

Fair Labor Standards Act

The Fair Labor Standards Act, which is known as the Federal minimum wage and hour law, now
covers the great majority of workers. However, casual baby-sitters and companions for the aged
and infirm; executive, administrative, and professional employees; outside salespeople;
employees of certain small, local retail or service establishments; and some agricultural workers
are still exempted by the law from both minimum wage and premium pay for overtime
provisions.

Equal Pay Act of 1963

This act amended the Fair Labor Standards Act to prohibit unequal pay for men and women who
work in the same establishment and whose jobs require equal skill, effort, and responsibility.
Differentials based on a seniority or merit system or on a system that measures earnings by
quantify or quality of production are permitted. Employers may not reduce the wage rate of any
employee in order to eliminate illegal wage differentials.

Tax Reform Act of 1976

Since 1976 a deduction (subtracted from gross income before computation of the income tax) has
been authorized for child and dependent care. The Tax Reform Act of 1976 replaced the
deduction with a tax credit (subtracted directly from taxes owed), effective with the 1976 taxable
year.

National Apprenticeship Act

Under this Act the Federal Bureau of Apprenticeship works closely with employers and unions
to encourage apprenticeship programs and maintain high standards. Regulations published in
May 1978 require sponsors of programs with more than five apprentices to take affirmative
action to recruit women, as well as minorities, when those groups do not have a reasonable share
of the training opportunities.

National Labor Relations Act

This act, as amended by the Labor-Management Relations Act provides employees the right to
form, join, or assist labor unions; to bargain collectively, through representatives of their own

Policy and Procedures Page 226

Chapter 5 Section 18 Sex Equity
choosing, on wages, hours, and other terms of employment; or to strike to secure better working
conditions. Employees are also guaranteed the right to refrain from membership or participation
in a union except where such membership is a requirement of employment.

Occupational Safety and Health Act of 1970

The Occupational Safety and Health Act of 1970 is designated to ensure safe and healthful
working conditions throughout the nation. It covers every employer in a business affecting
commerce, except where the workplace is covered under a special Federal law such as those for
the mining and atomic energy industries. Federal employees are covered by Executive Order,
and State and local government employees may be covered by the state, operating under a plan
approved by the Federal government.

Labor Management Reporting and Disclosure Act

This act provides that all union members have equal rights in nominating candidates for union
office, voting in union elections and referendums, and participating in membership meetings.

Employee Retirement Income Security Act

In 1974 this act was enacted to protect the interests of most workers who participate in private
employee pension and welfare benefit plans and their beneficiaries. This law is administered by
the Department of Labor, the Internal Revenue Service, and an agency called the Pension Benefit
Guaranty Corporation.

Policy and Procedures Page 227

Chapter 5 Section 18 Sex Equity
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 19 RESOURCE DEVELOPMENT Adopted: Revised:
2004

Policy
There is no policy.

Procedures
The acquisition of additional resources to enhance college programs and activities comes
primarily through two channels, the college Foundation and the successful application for
federal, state and private grants and contracts.

Policy and Procedures Page 228

Chapter 5 Section 19 Resource Development
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

5 20 NOTIFICATION OF Adopted: Revised:
REGISTERED SEXUAL 2004
OFFENDER(S) REGULATION
Policy
To increase the safety and welfare of students and staff, Clover Park Technical College will
provide timely and appropriate notification of the presence of a convicted sexual offender. This
notification shall be in accordance with applicable state law and shall be in such a manner that
maintains safety without creating excessive anxiety among students and staff.

Pursuant to RCW 4.24.550, Clover Park Technical College is authorized to notify the College
community when knowledge is received that a registered sex offender may be expected on or
near the College campus, including off-site buildings.

The extent of public disclosure of relevant and necessary information shall be directly related to:
a. The level of risk posed by the offender to the community.
b. The locations where the offender resides, expects to reside or is regularly found.
c. The needs of the affected community members for information to enhance their
individual and collective safety.

Procedures
Formal procedures will be followed after the law enforcement agency has notified the institution
and the Vice President for Student Services of the sexual offender enrolling or planning to enroll.
All official notification to the College community shall come from the Office of the Vice
President for Student Services. Requests for additional information will be referred to the
appropriate law enforcement agency.

Upon learning of the enrollment/presence of a convicted sexual offender at Clover Park

Technical College, the Vice President for Student Services will take the following steps:

1. Obtain additional information, as necessary, from law enforcement.

2. Meet with President’s Cabinet and review relevant information to assess safety issues
posed for currently enrolled students and the Child Care Center.
3. Meet with the convicted offender to make him or her aware of the notification procedure.
Other than the notification procedure, convicted sex offenders will receive the same
rights and privacy protections provided to all students.

Notification will correspond with the classification level in the following manner:
1. Level I (Low Risk)
a. President’s Cabinet
b. Deans

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Chapter 5 Section 20 Notification of Registered Sexual Offender(s) Regulation
 c. Administrators / Directors
d. Faculty and staff in whose program / courses the offender is enrolled
e. Security Office

2. Level II (Medium Risk)

a. All Level I notifications
b. “Public Notification: Sex Offender Release” posted on various bulletin boards
around campus including the Security Office, Child Care Center,
Advising/Counseling, Bookstore, Cafeteria, Library, Learning Center, Computer
Labs, and other areas frequented by students.

3. Level III (High Risk)

a. All Level I and II notifications
b. Information provided to all college employees via campus mail and/or list serve.
c. Vice President of Student Services will provide notification to the classes in which
the offender is enrolled.
Immunity
Public employees and/or public agencies are immune from civil liability for damages for any
discretionary decisions or release of relevant and necessary information, unless it is shown that
the employee or agency acted with gross negligence or in bad faith
(RCW 4.24.550)

Policy and Procedures Page 230

Chapter 5 Section 20 Notification of Registered Sexual Offender(s) Regulation
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 1 COLLEGE FACILITIES Adopted: Revised:
1992

Policy
College facilities shall be used in accordance with WAC 495C-140

Procedures
College facilities are available for use by all staff, students and the community in accordance
with WAC 495C-140. The Board and administration believe that facilities should be available
for a variety of uses that is of benefit to the general public if such use does not interfere with the
educational mission of the college.

Facility requests are made through the Director of Plant Services and Security. This includes all
classrooms, conference rooms and buildings.

Exceptions
1. The Board Room is reserved through the President’s Administrative Assistant.
2. The Human Resources Interviewing Room is reserved through the Administrative
Assistant for Human Resources.

When a College employee rents college facilities for personal use (i.e. to administer a test) and
charges the participants a fee, the employee must advise the participants that any qualified
person can render the same services. Any qualified outside individual can also rent college
facilities to provide the same services. (See RCW 42.52.160)

Policy and Procedures Page 231

Chapter 6 Section 1 College Facilities
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 2 PARKING AND TRAFFIC Adopted: Revised:
RULES AND REGULATIONS 2000 2002
2004

Policy
Pursuant to RCW 28B.50.140(10), the Board of Trustees of Clover Park Technical College has
been granted the authority to enact rules and regulations for pedestrian and vehicular traffic on
property owned and maintained by the college.

Beginning Spring Quarter 2002, faculty, staff and students who park on college property
(Including Main Campus, South Hill Campus, Fort Lewis, 100th Street and Lakewood
Community Center), are required to complete a Parking Application. Parking/ID Applications
will be available in the Security Office, Registration and Cashiering.

Procedures
1. Faculty, Staff and Students
A. The cost for faculty and staff parking is $10 per quarter or $40 annually for full time
faculty and staff; $5 per quarter for faculty and staff working less than full time.
B. The cost for a second sticker or replacement sticker is $5 and is available from the
Security Office.
C. Annual parking fees will be due in September of each year.
D. Faculty and staff can pay by cash/check/credit card in Cashiering or by payroll deduction
with a provision for annual or quarterly activity. A signed authorization form is required
for the payroll deduction option.
E. Faculty and Staff will be issued parking decals to be displayed on the rear view mirror of
the vehicle.
F. Faculty and Staff must park only in stalls stripped yellow and marked Staff.
G. The cost for Student parking is $.04 per clock hour to a maximum of $10 per quarter.
This fee is payable with tuition and refundable under tuition refund rules for withdrawing
students.
H. Students enrolled in the following areas or categories will be required to complete a
Parking/ID Application but will not be charged a parking fee: Contract classes, running
start, elective high school, Institute for Business and Industry, adult basic education, ESL
and Senior Center.
I. Non-Drivers may obtain a refund or have the parking fee waived by completing the
Parking/ID Application and writing “Do Not Drive” across the Vehicle Information
Section and signing the form. The forms are accepted and fees waived at the Cashiering
Office.

2. Visitors & Guests

A. Visitors and guests are required to obtain a Temporary Parking Permit in the Security
Office or at the Reception Desk in Building 17.

Policy and Procedures Page 232

Chapter 6 Section 2 Parking and Traffic Rules and Regulations
 B. Visitors and guests should then park in any parking spot marked Visitor or any white
stripped parking stall.

3. Parking area designations

A. Staff parking areas are marked with yellow lines and have “Staff” marked in yellow.
B. Student parking areas are marked with white lines.
C. Visitor parking areas are marked with yellow lines and have “Visitor” marked in yellow.
D. Restricted parking areas are identified by carpool, disabled, authorized, staff and visitor
signs.

4. Parking violation fines

A. Any vehicles parked in staff parking areas without a current parking sticker displayed
will receive a $10 fine. Any vehicle not parked in the correct parking space will receive a
$10.00 fine.
B. Any vehicle parked in a handicapped spot without a valid handicapped placard or license
plate will receive a $75 fine. If the Washington State Patrol or Lakewood Police tickets
you, their fines will apply, in addition to the College’s, and currently range from $175 -
$265.
C. Any person declared a non-driver that brings a car to campus will receive a $40 fine.
D. Any vehicle parked improperly, i.e., in fire lanes, driveways, sidewalks, lawns, or
occupying more than one space (defined as 12 inches over the line) will receive a $10
fine.

5. Procedure to pay fines

A. All fines should be paid within 15 days.
B. Students and staff wishing to pay their fines can confirm the amount at the Security
Office.
C. Payments are made at the Cashier’s Office.

6. Penalties for nonpayment of fines

A. If a staff member has not paid all parking fines by the end of the school year or June 30,
the debt will be forwarded to the Vice President for Human Resources. Payroll will then
deduct the outstanding fines from the employee’s last paycheck of the year.
B. If a student does not pay outstanding parking fines:
(1) A hold will be placed on the student’s records until all fines are paid.
(2) Release of grade transcripts, certificates and diplomas will be withheld until all fines
are paid.
(3) The student will not be able to register for future quarters until all fines are paid.

7. Permit revocation.
Parking permits are the property of the college and may be recalled by the Vice President for
Operations and Facilities for any of the following reasons:
A. When the purpose for which the permit was issued changes or no longer exists.
B. When the permit is used for an unregistered vehicle by an unauthorized individual.
C. Falsification on parking permit application.
D. Continued violations of driving or parking regulations.

Policy and Procedures Page 233

Chapter 6 Section 2 Parking and Traffic Rules and Regulations
 E. Counterfeiting or altering a parking permit.
F. Continued failure to pay outstanding fines.

8. Right to refuse permit

The College reserves the right to refuse issuance of a parking permit to anyone who has had a
previous parking permit revoked.

9. Right to appeal permit revocation or refusal to grant permit

A. Appeals must be made in writing, giving full particulars, including a list of witnesses and
evidence expected to be presented, etc.
B. Appeals must be submitted to the Plant Services & Security Director within five days
from the date of citation. The appeal shall be handled as a brief adjudicative proceeding.
C. The Director’s decision shall be final unless an appeal is filed with the Vice President for
Operations and Facilities within seven working days. Any decision of the Vice President
shall be final.

10. Speed Limit.

The campus speed limit is ten miles per hour, unless otherwise posted.

11. Liability of college.

Clover Park Technical College is not responsible for damage or loss to vehicles parked on
the campus.

Policy and Procedures Page 234

Chapter 6 Section 2 Parking and Traffic Rules and Regulations
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE DATE:

6 3 SUSPENDED OPERATIONS Adopted: Revised:
1992 11/00
06/02
10/04
02/04/09

I. POLICY
The Policy is set forth in the Procedure.

II. PROCEDURE
A. Notification methods
In the event Clover Park Technical College must close or operate on a delayed
schedule due to weather or other emergency conditions, the College will seek to
provide that information to all local radio and television stations, by 5 a.m. if
reasonably possible. In addition, a recorded message will be available on the
School Closure & Information Line at 253/589-5707. The information will also
be posted on the home page of the College web site, www.cptc.edu; and at the
Public Schools Emergency Communications System web site,
www.schoolreport.org.

No announcement means normal operation. Announcements are for one day

only.

B. Notification messages
The notifications will usually be one of the following types, and will usually
apply to all College locations:
• Operating on a 10:00 a.m. Late Start
• Closed (only essential personnel report to work)
• Closed at 5:00 p.m.—No evening classes
• Emergency message (as further specified)

C. Effects on Classes
1. Late Start: Under a late start, classes will not commence before the re-
scheduled opening time. Classes scheduled to be completed before that time
will be cancelled or rescheduled. Classes which are scheduled to be underway
at the re-scheduled opening time will commence at that time, and any missed
time may be re-scheduled.

2. Closure/Cancellation: Students are not expected to be in class when the class

location is closed or class is cancelled.

Policy and Procedures Page 235

Chapter 6 Section 3 Suspended Operations
 D. Effects of Closure/ Late Start on Employees
1. Late Start: Under a late start, an employee has the option of not reporting to
work at his/her normal time if the employee believes that it is unsafe to travel
and makes arrangements with his/her supervisor. Under those conditions, s/he
may arrive as late as the rescheduled opening time without being considered
to be late.

2. Closure/Cancellation: Employees should not be at their work location when it

is closed or all classes are cancelled, except emergency or other essential
personnel as directed by a supervisor. However, an employee’s supervisor
may assign or authorize the employee to work at an alternate location. If an
employee has reported to work on time and the college closes early, the
employee will be paid for the remaining work time scheduled for that day, and
will not need to account further for that time.

3. Accounting for Missed Work Time: An employee who is otherwise

scheduled to work before a late start or during a closure or class cancellation,
but is unable to work because of that delay, closure, or cancellation, must
account for the missed time. The absence will ordinarily be (a) charged to the
employee’s accrued annual or personal leave (or any available compensatory
time for an overtime-eligible employee); (b) charged as leave without pay; or
(c) made up within the current pay period through a temporarily revised work
schedule approved by the employee’s supervisor. The supervisor must assure
that any resulting overtime shall not result in increased cost to the College.
An employee already scheduled to be on leave shall continue to be on leave as
scheduled. Faculty members will decide, subject to review by their deans,
whether any classes need to be made up. If a decision of the Governor causes
the college to be closed, employees will be paid their regular wage without
being charged any leave.

Policy and Procedures Page 236

Chapter 6 Section 3 Suspended Operations
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 4 EMERGENCY PROCEDURES Adopted: Revised:
1992

Policy
There is no policy.

Procedures:
In the event of an emergency or accident, the employee present (or first at the scene) is expected
to take charge until relieved by an administrator or appropriate public official. Listed below are
the procedures you should follow in an emergency or accident.

• Call Campus Security, x5682. If you cannot reach security, call 9-911. If you are not
sure whether or not to call 9-911, call them anyway.

• Provide first aid if you are qualified, and if you want to.

• Appoint a person to meet the medic unit and direct them to the scene.

• Do not move the injured person(s) unless there is further danger of injury by being left
in the present location, i.e., fire, building collapse, electrical.

• In accordance with regulatory requirements, information pertaining to all illness or

injury accidents occurring on campus will be recorded within 24 hours (WAC 296-24).
An Accidental Injury or Occupational Illness Report will be completed. The forms are
available in the office of the Risk Manager.

Policy and Procedures Page 237

Chapter 6 Section 4 Emergency Procedures
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 5 COMMUNICATION/CHAIN OF Adopted: Revised:
COMMAND 1992 2000
Policy
There is no policy.

Procedures
Emergency Communications
• Standard telephones are crucial for emergency communications. If working at time of
an emergency, they must be left open for use by emergency personnel and for brief and
concise emergency calls by CPTC staff to designated staff in the following priority:
- Cellular portable telephones are issued to key College administrators and security
personnel and are expected to function in any imaginable emergency, especially in a
catastrophic emergency such as a major earthquake.
- Students should not be allowed use of CPTC telephones during an emergency unless
directed by CPTC staff to assist in a specific task such as making an emergency call
for an instructor who is assisting an injured person.
College Chain of Command
1. Follow specific calling instructions given in each specific Emergency Procedure
such as Fire Department and Emergency Medical calls, Lakewood Sheriff's office and
other off-campus authorities.
2. Notify your immediate CPTC supervisor, or if not able to his/her supervisor.
Instructors: Notify Program Dean.
3. The Supervisor or Dean is to notify CPTC Vice President for Operations and
Facilities.
Media Response Guidelines
Clover Park Technical College has developed a strategic approach to working with reporters.
The following are guidelines for effective communications with journalists:
• If possible, college staff should provide advance warning to Public Relations as
concerns regarding legal or personnel issues develop. It’s better to be ready for a story
that is never covered than to be caught unprepared.
• Once a reporter contacts any college staff member, that staff member should not confirm
or deny any question or comment but should refer the reporter to the Director of Public
Relations x5782.
• The Director of Public Relations will gather necessary background information from
involved staff members. A determination will be made as to who will be the most
appropriate college spokesperson for the subject matter.
• The President will be notified of any inquiry from the media, and consulted as
appropriate.
• Public Relations will develop a prepared statement with main “talking points.”
• The college spokesperson (Director of Public Relations or designee) will return the
reporter’s call and respond based on the prepared statement.

Policy and Procedures Page 238

Chapter 6 Section 5 Communication/Chain of Command
 • If the spokesperson is another college employee, the Director of Public Relations will
review the prepared statement with that employee and be present during the interview if
possible.
• The Director of Public Relations will monitor press and broadcast coverage of major
stories concerning CPTC, distributing copies and excerpts as quickly as possible.

Policy and Procedures Page 239

Chapter 6 Section 5 Communication/Chain of Command
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 6 LOST OR STOLEN Adopted: Revised:
EQUIPMENT/KEYS 1992
Policy
There is no policy

Procedures
Lost Equipment
• Notify Security at x5682.
• Provide a specific list of items, identifying information (make, model, serial number(s),
color, manufacturer, inventory control tag number and cost.
Lost or Stolen Keys
• Notify building administrator in charge immediately.
• Give the following information.
- To whom the keys were issued
- What rooms, area, vehicles or equipment did the keys control
- What identifies the key ring or key(s)
• Administrator shall
- Report stolen keys to maintenance department
- Notify Security x5682.

Policy and Procedures Page 240

Chapter 6 Section 6 Lost or Stolen Equipment/Keys
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 7 SAFETY COMMITTEE Adopted: Revised:
1992
Policy
There is no policy

Procedures
The Safety Committee will monitor and evaluate safety concerns at Clover Park Technical
College

Employee and administration representatives are to attend and actively take part in regular safety
meetings (see WAC 296-24.62 et al).

The Safety Committee will be comprised of employees from each bargaining group,
administrators, and one representative from each department.
• Members of the committee will serve for one year.
• The Committee will elect a chair to preside at the meetings.
• Meetings will be held regularly for one hour.
• The Committee will review safety and health reports to identify unsafe conditions or
practices.

Policy and Procedures Page 241

Chapter 6 Section 7 Safety Committee
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 8 ACCIDENT PREVENTION Adopted: Revised:
RESPONSIBILITIES 1992 2000
Policy
There is no policy.

Procedures
The College Accident Prevention Program is intended to reduce work hazards and promote the
well being of Clover Park Technical College personnel. Each college staff member is
responsible for following college safety regulations as documented in this and other printed
matter and to be a role model for the safe operation of his/her department.

Specific categories of college employees are responsible for the following:

Administrators
• Establish, manage, and maintain a safe and healthful working environment.

• Establish, manage, and maintain an accident prevention program.

• Establish, manage, and maintain a program to ensure that individuals may become aware
of what hazards exist and how to prevent accidents.

• Create a system of reporting and recording incidents/ accidents that will provide useful
information for monitoring the effectiveness of the Accident Prevention Program.

• Provide necessary safety equipment to employees.

• Provide required safety training to employees.

• Participate in investigation of accidents involving a lost time injury, serious near

incidents/accidents and major damage accidents.

Coordinators and Instructional Staff

• Inform and instruct subordinates or students on proper procedures and safety practices.
Be alert to, report and correct, any unsafe working conditions or practices.

• Serve on the College Safety Committee when elected and/or appointed.

• Ensure that all necessary safety equipment and personal protective equipment is available
in proper working order and used when applicable.

Policy and Procedures Page 242

Chapter 6 Section 8 Accident Prevention Responsibilities
 • Report any unsafe conditions to your supervisor and/or the appropriate department.
Report all accidents immediately to the Risk Manager on the Accidental Injury or
Occupational Illness form.

• Arrange and conduct safety orientation and training immediately after hire and prior to
assignment to any new job, task, or location; and periodically thereafter within each
department area.

• Offer safety suggestions and establish safety awareness that will contribute to a safer
work environment.

• Maintain a current MSDS book for all hazardous chemicals present in work area.

• Be alert for physical or mental conditions in employees, which may cause safety risks.

• Develop cooperative safety awareness in employees; through education, friendly

persuasion and setting of good examples.

Students/Patrons
• Shall review, understand and comply with applicable safety and health rules prior to
beginning any job task.

• Shall not use intoxicating beverages or narcotics in or around the workplace or enter the
workplace while under the influence of intoxicating beverages or narcotics.

NOTE: This does not apply to persons using prescription drugs as directed by a
physician. All such incidents shall be documented by physician and permission to work
prescribed by physician.

• Shall comply with Federal, state and college safety and health rules and apply the
principles of accident awareness and prevention to all day-to-day activities.

• Shall report promptly any job-related injury, illness or property damage to the instructor
or supervisor and seek necessary treatment immediately. There are no exceptions listed
in WAC 296-24.

• Shall wear personal protective equipment when necessary.

• Shall participate in safety training when provided.

• Shall report hazards and unsafe practices to the instructor, supervisor, Safety Committee
representative, Security Office and/or the Safety Coordinator.

• Shall not interfere with another person's use of any personal protective equipment, safety
device, or safeguard.

Policy and Procedures Page 243

Chapter 6 Section 8 Accident Prevention Responsibilities
Safety Coordinator
Appointed by the College President, the Safety Coordinator is responsible for the coordination of
the safety and health activities throughout the college. The President has appointed the Director
of Plant Services and Security to act as Safety Coordinator.

The Safety Coordinator is the advocate of the college safety program. Specific duties include,
but are not limited to the following:
• Attend meetings of the College Safety Committee.

• Oversee the operation of the Safety Committee.

• Provide necessary leadership to conduct campus-wide safety awareness programs.

• Assist the fire department with fire inspections.

• Maintain and inspect fire extinguishers and other associated equipment annually and
maintain inspection log.

• Maintain the college's Hazardous Communication Program.

• Conduct fire/evacuation drills annually.

• Assist supervisors in the investigation of accidents and injuries to determine the causes to
which actions can be taken to prevent recurrence.

• Provide advice and feedback to the Safety Committee and to the college administration
on the status of safety efforts.

Policy and Procedures Page 244

Chapter 6 Section 8 Accident Prevention Responsibilities
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 9 ACCIDENT REPORTING AND Adopted: Revised:
FOLLOW-UP 1992 2000
Policy
There is no policy.

Procedures
Reporting Accidents
Reporting: College personnel are to promptly report all accidents, no matter how
minor, to their immediate supervisor. The supervisor and/or employee are
then to complete in a timely manner an accident report. (WAC 296-24.62)

Emergencies: Report all emergencies to the Security Office at ext. 5682.

Accidental All accidents are reported on the Clover Park Technical College
Injury Report: Accidental Injury Report form.

Accident reporting forms are available in the office of the Risk Manager.

Complete all sections. Provide a complete description of the accident/

illness. Describe exactly what happened, listing all witnesses.

What was the person doing when injured?

What objects, tools, equipment, or chemicals

were involved?

Did the accident happen outdoors or indoors?

If more space is required to describe the accident/ illness, attach an

addendum to the accident report form. Address questions regarding the
form to the Risk Manager.

Turn in the completed accident report to your supervisor who will review
and sign the form. Once the supervisor has signed the form, it will be
given to the Risk Manager.

Student Accidents
• All accidents, injuries or claims of occupational illness shall be reported to your
instructor immediately.
• A report shall be completed for each occurrence.

Policy and Procedures Page 245

Chapter 6 Section 9 Accident Reporting and Follow-up
 The report should be sent to your instructor, who will forward it to his/her supervisor,
then on to the Risk Manager.

NOTE: Clover Park Technical College is not responsible for medical coverage for any
student. Each student is encouraged to purchase school medical insurance or carry his/her
own medical insurance. Student accident insurance information is available in the Student
Services Office, Building 17.

Employee Accidents
• All accidents, injuries or claims of occupational illness shall be reported to your
supervisor immediately.
• A report shall be completed for each occurrence.
• Upon completion, this report shall be sent to your immediate supervisor, who will
forward it to the Risk Manager.
• If an employee requires medical attention, he/she shall request a Washington State Labor
and Industries Industrial Accident form from the attending physician.
1. The employee will complete the necessary information on the employee's
section of the form and leave the form with the physician.
2. The physician will complete his/her section of the form and
forward to Clover Park Technical College, Risk Manager, 4500 Steilacoom
Boulevard S.W., Tacoma, WA 98499.
3. The Risk Manager or designee will complete the employer's portion of the form and
forward to the State Industrial Insurance Office for processing.

Student - Routine Illness or Injury

• Determine if student needs to rest or go home. Contact alternate person listed on the
student registration form or attendance card to make arrangements for pickup of student,
if necessary.
• Complete an Accident Report if the student was injured.

Student - Critical Illness or Injury

The Instructor shall:
• Administer immediate first aid. (Common first aid procedures are available in your
first aid kit.).
• Stay with the person until relieved by other personnel.
• Call 9-911 if an aid car is required:
Describe the nature of illness or injury
Explain procedures that are being taken
Be specific about your location (building and room number)
• Send someone or call your Director for assistance.
• Contact alternate person listed on the student registration form or attendance card.
• Complete an Accident Report if the student was injured.

Poison Control . . . 9-594-1424 or 9-911

Employee Illness or Injury (while on Duty)

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Chapter 6 Section 9 Accident Reporting and Follow-up
 • Call 9-911 if emergency medical care is necessary.
• Administer immediate first aid.
• Send someone or call your supervisor for assistance.
• Direct someone to stay with the ill/injured person until assistance arrives.
• Complete proper accident report forms as soon as possible. Accident Report Forms are
available from building secretaries and the Risk Manager’s Office.

Policy and Procedures Page 247

Chapter 6 Section 9 Accident Reporting and Follow-up
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 10 SAFETY EDUCATION, Adopted: Revised:
ORIENTATION AND TRAINING 1992 2000

Policy
Administrators and supervisors are responsible for ensuring that employees are aware of all
current applicable safety policies and procedures.

Procedures
Safety Orientation
All new staff are advised of safety procedures during the new staff orientation.

The orientation and/or training occur as close to the first day of employment in the new job as
possible.

Office, classroom and laboratory safety briefing will include:

• Use and care of required personal protective equipment used in the work area.

• On-the-job training review of practices necessary to perform initial job assignments

taking into consideration relevant safety concerns.

• Chemical hazard review.

• In-house self-inspections.

Safety Orientation
The immediate supervisor will instruct new employees on job safety requirements.

Safety Education - The Supervisor is responsible for periodically reviewing applicable safety
procedures with all employees.

All employees will receive the following training:

• How and when to report injuries.

• Identifying and reporting unsafe conditions and practices.

• Locations of emergency stations, first aid kits, eye wash stations, fire extinguishers, pull
stations, and spill kits.

• Proper procedures during emergencies; i.e., fire, earthquake, bomb threats, including
drills for emergency procedures.

Policy and Procedures Page 248

Chapter 6 Section 10 Safety Education, Orientation and Training
First Aid Training
All supervisors/faculty or persons in charge of other employees must be trained and certified in
first aid unless their duties require them to be away from the job site.

All other employees are encouraged to obtain first aid/CPR training.

Certification
First aid certification must be obtained in a course approved by the Washington State
Department of Labor and Industries.

Course Availability
Specific courses are made available as necessary through regular inservice programs.

Policy and Procedures Page 249

Chapter 6 Section 10 Safety Education, Orientation and Training
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 11 JOB SAFETY Adopted: Revised:
1992

Policy
There is no policy

Procedures
Job Safety Analysis
College vice presidents and supervisory personnel may conduct a job safety analysis to
determine any hazardous conditions or procedures and how to eliminate/correct them.

A properly completed job safety analysis provides information for training purposes and assists
in isolating or eliminating hazards associated with a given job.

A job safety analysis may be applied to tasks done in virtually any college work setting,
including offices, laboratories and shop areas.

A job safety analysis system provides the following benefits:

1. Assures safe, efficient procedures for individual training of current employees.
2. Assures safe procedures are available and used for new employee orientations.
3. Prepares the department for on-the-job safety inspections.
4. Provides a means for reviewing procedures after accidents occur.
5. Provides a means for studying tasks for possible improvements in work methods.

Job safety analysis has four main steps:

1. Selecting the job: Initially select those tasks with the worst safety records. Review
accident injury and illness reports to determine which tasks have the highest incident
rates.
2. Define the Scope: Carefully define scope of the task. The task should be a specific
job; not necessarily all the elements of an employee's job description.
3. Identifying steps: Organize the task into a sequence of logical steps. Select an
employee to perform the task. The employee should be experienced in the job and be
willing to share his or her ideas. Tell the employee that he or she was selected on the
basis of experience and capability. Explain to the employee that the task is being
evaluated, not the employee; the goal of the analysis is to make the job safer.
4. Identifying Hazards: Observe the employee performing the task. Identify all real and
potential physical and environmental hazards. These may include: (1) being struck by
an object; (2) getting caught on, in, or between objects; (3) slipping/falling from one
level to another; (4) causing a strain due to pushing, pulling or lifting; and (5) being
exposed to environmental hazards; e.g., gases, vapors, fumes, dust, heat or cold.

Policy and Procedures Page 250

Chapter 6 Section 11 Job Safety
 Repeat the observation until all hazards and potential accidents have been identified.
Check with the observed employee to see if anything has been missed or overlooked.

Develop Solutions
After determining the physical and environmental hazards of a job, develop solutions to the
hazards. The principle means of eliminating hazards include.
1. Finding a new way to do the job;
2. Changing the physical conditions that create the hazards;
3. Changing the job procedure to eliminate hazards; and
4. Questioning the necessity for or frequency of doing a hazardous task.

Prepare procedures
When writing procedures, be specific and concrete. Do not say, "be careful" or "use caution."
State exactly what needs to be done to eliminate accident potential. State specifically what to do
and how to perform the procedure.

Review procedures
Review the new procedures with employees. This review helps ensure the proposed procedures
are practical and usable.

Policy and Procedures Page 251

Chapter 6 Section 11 Job Safety
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 12 ENVIRONMENTAL SAFETY Adopted: Revised:
1992 2000

Policy
There is no policy.

Procedures
Chemical Spills
• The college has hazardous spill kits that will contain small spills (1500 ml or less)
involving hazardous liquids/chemicals. Each kit contains directions, absorbent pillows,
safety glasses, gloves and disposal bags.
• There are kits located in the areas of concern. Kits are also available in the Plant Services
Department x5560.
• For large spills involving hazardous chemicals/products, contact the Plant Services
Department and/or fire department immediately. Notify the Plant Services Department
anytime these kits are used so the chemicals are disposed of properly and used kits are
replaced.
• DO NOT ATTEMPT TO CLEAN UP SPILLS, UNLESS TRAINED AND QUALIFIED.
• If there are any questions about chemical spills, contact the Plant Services Department
x5560.
Laboratory Safety
• Laboratory cleanups should be performed by individuals who have had experience.
Others may assist in sorting, packing, and labeling under the direction of a technically
qualified person. References and guidelines are the Department of Ecology's
"GUIDELINES FOR PACKAGING LABORATORY CHEMICALS FOR DISPOSAL
UNDER STATE AND FEDERAL REGULATIONS." Copies are available in the F. V.
Miner Resource Center/Library and in the Plant Services Department.
• Because of liability questions, students should not be involved in any activities involving
cleanup.
Disposal of Hypodermic Syringes and Needles
• When working with or around blood of body fluids, you should always assume that it is
contaminated and potentially harmful to your health.
• Employees working in laboratories, clinics or any place where there is a possibility of
coming into contact with blood or body fluids should:
• Wash hands before and after.
• Wear disposable latex gloves.
• Discard needles and lancets in puncture resistant, waterproof containers.
• All contaminated materials removed from the area must be in an impervious container
labeled biohazard.

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Chapter 6 Section 12 Environmental Safety
 • Contact the Plant Services Department x5560 for removal and proper disposal of the
contaminated material.
• Clothing that becomes contaminated should be laundered in a chlorine bleach
solution.
• For cleaning surfaces, always wear disposable gloves, using a chlorine bleach
solution.
• If a spill of blood or body fluids does occur, contact the Plant Services Department
x5560. They have clean-up kits to safely remove these contaminates.

Workers Right to Know - Hazard Communication

The following written hazard communication program has been established for Clover Park
Technical College (WAC 296-62-054) to provide information to employees about hazardous
chemicals in the workplace. This program is broken down into the following sections: (1)
Material Safety Data Sheets (MSDS); (2) Container labeling; (3) Employee training and
information; (4) List of hazardous chemicals; (5) Hazardous non-routine tasks; and (6) informing
contractors.

Material Safety Data Sheets (MSDS)

• Material Safety Data Sheets will be filed, maintained, and accessible at each department
where hazardous chemicals are stored and/or being used. The Plant Services Department
will maintain a master MSDS file of the same chemicals in the Office of the Director of
Plant Services.
• Purchasing Agents or the ordering party will request on the purchase order or during the
purchasing transaction of any hazardous chemicals that a MSDS be included in the
shipment. Upon receipt, the warehouse or the recipient will include a copy of the MSDS
with the chemical and send a copy to the Director of Plant Services for the master file.
• Any hazardous chemical received at the warehouse or by a department without a MSDS
will not be distributed for use until the MSDS is attained. The recipient will request, in
writing, a MSDS from the supplier. Upon written request, the supplier of the product
must send the MSDS within 30 days to the purchaser or the purchase will contact the
Department of Labor and Industries for assistance in accordance with WAC 296-62-
05413(11).
• Material Safety Data Sheets will be available for review by all employees during each
work shift. If MSDS is not available for a chemical in use, the chemical will be removed
from use and the Plant Services Department will be contacted immediately for location of
the MSDS or removal of the chemical.

Container Labeling
All college supervisors, directors, and instructors who use hazardous chemicals will verify all
containers received for use by their area or department. The hazardous chemicals must:
• Be clearly labeled as to the contents.
• Note the appropriate hazard warnings.
• List the name and address of the manufacturer.
• Have MSDS on file.
• The college's Shipping and Receiving Department will ensure all containers received are
properly labeled. No containers will be released for use until the above data is verified.

Policy and Procedures Page 253

Chapter 6 Section 12 Environmental Safety
 • All college supervisors, division chairpersons and instructors will ensure all secondary
containers are labeled with either an extra copy of the original manufacturer's label or
with generic labels which have a block for identification and blocks for the hazard
warning. For assistance with the labeling contact the Plant Services Department.
• Supervisors will review the labeling system for their department annually and update as
required.

Employee Training and Information

• An employee or student's supervisor or instructor is responsible for developing,
implementing and monitoring the employee training and information program.
• Prior to starting work, each new employee who may come in contact with hazardous
chemicals will attend a health and safety orientation.
• All employees will receive information and training on the following:
• An overview of the requirements contained in the Hazard Communication Standard,
WISHA WAC 296-62-054.
• Chemicals present in the workplace.
• Location and availability of the written hazard program.
• Physical and health effects of the hazardous chemicals.
• Methods and observation techniques used to determine the presence or release of
hazardous chemicals in the workplace.
• How to lessen or prevent exposure to these hazardous chemicals through usage of
control/work practices and personal protective equipment.
• Emergency procedures to follow if they are exposed to these chemicals.
• How to read labels and review MSDS's to obtain appropriate hazard information.
• Location of the MSDS file and location of the hazardous chemical list.
• After attending the training, each employee will sign a form to verify they attended the
training, received written materials and understood the college's policies on hazard
communication.
• Prior to a new chemical hazard being introduced into any department of the college, each
employee of that department will be given information as outlined above. The
employee's supervisor is responsible for ensuring that MSDS's on the new chemical(s)
are available.

List of Hazardous Chemicals

A list of all known hazardous chemicals used by employees of Clover Park Technical College is
located in the area where the chemical is present and the master copy is in the Plant Services
Department. Further information on each noted chemical can be obtained by reviewing the
MSDS located in the area where the chemical is present and the master copy in the Plant
Services Department and in the supervisor’s/director's office area.

Hazardous Non-Routine Tasks

Employees may occasionally be required to perform hazardous non-routine tasks. Prior to
starting work on such projects, each affected employee will be given information by the
supervisor about hazardous chemicals to which they may be exposed during such activity.
• This information will include:

Policy and Procedures Page 254

Chapter 6 Section 12 Environmental Safety
 • Specific chemical hazards.
• Protective/safety measures the employee can take.
• Measures the college has taken to lessen the hazards, including ventilation,
respirators, presence of another employee, and emergency procedures.
• Review of MSDS.

Informing Contractors
• It is the responsibility of the Director of Plant Services to provide contractors (with
employees) the following information:
- Hazardous chemicals to which they may be exposed while on-the-job site.
• Precautions the employees may take to lessen the possibility of exposure by usage of
appropriate protective measures.
• Availability of MSDS/s for all hazardous chemicals on file and where a copy may be
obtained.
• The Director of Plant Services will be responsible for contacting each contractor before
work is started at the college to gather and disseminate any information concerning
chemical hazards that the contractor is bringing to the college workplace.

Policy and Procedures Page 255

Chapter 6 Section 12 Environmental Safety
 CLOVER PARK TECHNICAL COLLEGE
POLICY & PROCEDURE Return to Table of Contents

CHAPTER SECTION TITLE HISTORY:

6 13 HAZARD NOTIFICATION Adopted: Revised:
1992

Policy
There is no policy.

Procedures
College personnel shall report safety hazards and/or unsafe practices to their immediate
supervisor or the Director of Plant Services and Security.

Self-Inspection
The department supervisor is responsible for conducting a periodic review to ensure that
exposure to hazards is minimized. The review is conducted at least annually, although certain
high hazard locations should be inspected more often. Weekly walk-through of all areas in
accordance with site evaluation checklist.

Any suspected hazardous conditions shall be immediately corrected or reported to the Director of
Plant Services and Security.

Policy and Procedures Page 256

Chapter 6 Section 13 Hazard Notification
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 14 FIRST AID KITS Adopted: Revised:
1992 2000

Policy
All college departments shall have first aid kits in designated work areas and employees shall
learn the location(s) of the department's first aid kit(s) and know who in the department has been
trained in first aid.

Procedures
The department's administrator designates an employee in each department to maintain inventory
and notify Plant Services for needed supplies. Periodic checks shall be made of the contents of
the department's first aid kit(s) for completeness. Use a log to verify checks.

First aid kits and supplies are available from Plant Services. First aid kits shall be readily
available and accessible to all employees in the department. The size and quantity of first aid
kits shall be determined by the number of personnel normally dependent upon each kit.

Call the Maintenance Department at ext 5560 for refills.

Poison Control . . . . . . . 9-594-1424 or 9-911

Campus Emergency . . . 5682 (Security)

Emergency telephone numbers will be posted on all first aid kits and on all telephones.

Policy and Procedures Page 257

Chapter 6 Section 14 First Aid Kits
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 15 WEAPONS ON CAMPUS Adopted: Revised:
1992 2000
Policy
WAC 495C-140-040 – General policies limiting use.

Procedures
• Notify Security, x5682.
• Do not put yourself in a position of physical damage.
• Document action taken/observed.

Policy and Procedures Page 258

Chapter 6 Section 15 Weapons on Campus
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 16 STAFF USE OF FORCE Adopted: Revised:
1992
Policy
An instructor or other school personnel may use reasonable force in a moderate manner to
correct or restrain a student.

Procedures
When a Student is Subdued
• Notify Supervisor/Building Administrator and Campus Security x5682.
• Notify student's parent(s) or guardian (if student is under 18).
• Keep a log on the events.

The use of reasonable force is lawful when a person is using force

• To assist an Officer making an arrest.
• To assist a person who is about to be bodily injured.
• To prevent an offense against his own person.
• To prevent a malicious trespass.
• To prevent a malicious interference with real or personal property.

Policy and Procedures Page 259

Chapter 6 Section 16 Staff Use of Force
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 17 BOMB THREAT Adopted: Revised:
1992 2000
Policy
There is no policy.

Procedures
A bomb threat can be made by a telephone call, in writing or any other form.

Upon receiving a bomb threat, the Bomb Threat data sheet should be followed. If the threat is in
writing or any other form, keep the message and call Security at 5682 or 5560.

1. Security will notify the Emergency Disaster Management Team who will report directly
to the designated Command Center.
2. The Vice President in charge will notify the responsible Building Administrator and
Director of Public Relations as necessary.
3. The person receiving the bomb threat will be escorted by security to the Command
Center for debriefing.
4. The local authorities will coordinate with the president and identify if an evacuation is
needed.
5. The Director of Plant Services will coordinate building evacuation and/or search of the
building area.
6. If an evacuation is necessary, staff and students should evacuate the building or area in an
orderly manner through the nearest exit and proceed to a predetermined area at least 300
feet from the building.
7. Instructors and Staff should account for all persons under their supervision. Any missing
persons should be reported to the supervisor/building administrator.
8. NO ONE SHOULD BE ALLOWED TO RETURN TO THE BUILDING, ROOM
OF LOCKER FOR PERSONAL ITEMS UNTIL THE ALL CLEAR SIGNAL IS
GIVEN BY THE BUILDING ADMINISTRATOR/ DESIGNEE.

Policy and Procedures Page 260

Chapter 6 Section 17 Bomb Threat
Bomb Threat Data Sheet Record: Time Date
1. No bomb threat is to be ignored
2. Treat every bomb threat as a potential threat to human life
3. If possible, have co-worker call SECURITY 5682 or 5560
4. DO NOT UPSET THE CALLER AND KEEP THEM ON THE PHONE
5. Be aware of background noises and special voice characteristics (office machinery, music,
tone of voice, male or female, nationality etc.)
6. Questions to ask the caller: Document information:
Where is the bomb (building and area)?
When is it going off?
What kind of bomb is it?
What does the bomb look like?
What will cause the bomb to explode?
Why did you place the bomb?
Where are you now (no campus/home)?
Are you a student, which program?
What is your name?
Where do you live?
7. Notify security 5682 and Vice President for Operations and Facilities 5845.

Stay off the phone and DO NOT PANIC. You will be assisted immediately.

DO NOT USE cellular phones, two-way radios, or other such devices during bomb threats. Use
regular telephones.

Policy and Procedures Page 261

Chapter 6 Section 17 Bomb Threat
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 18 DISTURBANCES Adopted: Revised:
(Intruders/Sit-ins/ 1992 2000
Boycotts/Pickets/Demonstrations)
Policy
There is no policy.

Procedures
When demonstrations occur, the importance of listening before determining the course of action
cannot be over-emphasized.

On-Ground Disturbances
• Advise Vice President for Operations and Facilities and Security immediately.
• Remain calm, use good judgment.
• Tell all students involved to return to their classes.
• Isolate demonstrators.
• Attempt to keep students in their classrooms but do not use force. Keep halls clear of
students while classes are in session (lock outside doors, panic bars).
• Have garbage cans and wastepaper containers removed -- into locked rooms, if possible.
• Keep hands off the students unless restraint is needed.

Sit-Ins/Boycotts
• Report incident to supervisor and Security x5682.

Pickets
• Picketing by non-students must by state law be limited to an area off school grounds. If an
administrator determines that students picketing on school property during school hours are a
disturbance to the school, they should be told to leave or return to class.
• Notify Vice President for Operations and Facilities and Security x5682.

Campus Intruders
An intruder is any person found on school premises who has not or will not register as a visitor
according to State Regulation (RCW 28A.5B.101,110).
• An intruder should be handled according to the following procedures:
• Greet intruder in a polite and non-threatening manner. Inquire as to the purpose of his/her
presence. If the person has no rightful reason to be on campus, notify Security x5682 with
description of individual and location.

STAFF GUIDELINES
• Exercise good judgment and reasonable action to guard against escalating the
disturbance/demonstration.

Policy and Procedures Page 262

Chapter 6 Section 18 Disturbances
• Record observations of any incidents, including date, time, place and names and actions of
those involved and any intervention attempts. Report to Security x5682.
• Maintain normal class operations as much as possible.
• If the disturbance/demonstration is outside the building, keep students away from windows
and shades down in order to keep students as safe as possible.

Policy and Procedures Page 263

Chapter 6 Section 18 Disturbances
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 19 ASSAULT/COERCION/ Adopted: Revised:
EXTORTION/BLACKMAIL 1992
Policy
There is no policy.

Procedures
Definitions
- Coercion – Impelling another person to do an act by physical or moral force or threat of
force.
- Extortion – Obtaining property from another without his/her consent, induced by
wrongful use of force or fear.
- Blackmail – Extortion by threat of public disclosure

1. Report incident to supervisor/building administrator as soon as practical

2. Administrator and/or designee reports incident to Campus Security
Assault
Defuse the situation – Protect others, avoid escalation. Staff member may use reasonable force
as warranted.
Report assault – Report to the immediate supervisor immediately by phone or messenger.
Deal with medical emergency – Apply first aid and/or summon aid car.
Take names of witness at the scene – delegate as needed.
Report to appropriate law enforcement agency (9-911) and campus security (ext. 5682).
In cases where a weapon is present, an injury requires medical attention or there is a threat of
future violence.
Document action taken - Take written report from witness.

Policy and Procedures Page 264

Chapter 6 Section 19 Assault/Coercion/Extortion/Blackmail
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CHAPTER SECTION TITLE HISTORY:

6 20 VANDALISM/ARSON/ Adopted: Revised:
BURGLARY 1992 2000
Policy
There is no policy.

Procedures
College employees are expected to act when they observe or receive a report that school property
is being damaged, destroyed or stolen. However, do not put yourself in a position of physical
danger. There may also be times when staff will discover that an act of vandalism, arson and/or
burglary has already occurred. In all cases, notify the building administrator and security
immediately.
Vandalism in Progress
• Call Security x5682 and give location of vandalism in progress.
• When adults are involved, do not attempt to apprehend but try to identify.
• Attempt to stop or prevent further vandalism and apprehend or identify the persons, if
possible. Get help if necessary.
• Write down all available information.
Arson in Progress
• Sound Fire Alarm if there is fire or smoke.
• Call 9-911 -- State Arson in Progress and give location of arson in progress. Call
Campus Security ext 5682.
• When students are involved, attempt to stop and apprehend or identify, if possible.
• When adults are involved, do not attempt to apprehend, but try to identify.
• Prepare necessary incident report and submit to immediate supervisor for routing to Risk
Manager.
Burglary in Progress
• Do not attempt to apprehend burglar(s).
• If possible, do not allow burglar(s) to become aware that they have been observed.
• Immediately notify (9-911) Sheriff of location of burglary in progress. Contact Security
x5682 as soon as possible.
• Write down all available information.
Discovery of Vandalism, Arson, Burglary Acts or Attempts
• Do not disturb anything.
• Call Security at x5682.
• Re-route personnel around affected area. Do not clean up or make repairs until
authorized.
• Write down names of anyone having information.
• Itemize all stolen/damaged items, including serial numbers, make model numbers, color,
etc.

Policy and Procedures Page 265

Chapter 6 Section 20 Vandalism/Arson/Burglary
 CLOVER PARK TECHNICAL COLLEGE
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CHAPTER SECTION TITLE HISTORY:

6 21 CATASTROPHIC Adopted: Revised:
EMERGENCIES 1992
Policy
There is no policy.

Procedures
To set up a central command center in case of a catastrophic emergency (major earthquake,
airplane crash, explosion, volcanic eruption, military action) that renders the surrounding
community and/or some of the College buildings unsafe for occupancy.

If a catastrophic emergency occurs, the first consideration is for the safety of the students and
staff. All people should evacuate the building to a designated area where attendance should be
taken. Any injuries should be attended to and reported to the Central Command Center.

A Central Command Center will be activated to provide emergency instructions to students and
staff. Students and staff could be detained on campus until passage is determined safe into the
surrounding community. Students should not be left unsupervised.

Telephones (if still working) should be used only for short, concise emergency calls. Students
should not be allowed to use CPTC telephones during an emergency unless directed by a staff
member to assist in a specific task.

Policy and Procedures Page 266

Chapter 6 Section 21 Catastrophic Emergencies
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CHAPTER SECTION TITLE HISTORY:

6 22 EVACUATION PROCEDURES Adopted: Revised:

Policy
There is no policy.

Procedures

In the event of a Catastrophic Emergency, Fire, or upon notification from the Vice President for
Operations and Facilities (or his/her designee), comply with the following evacuation procedure:

1. Pick up personal belongings (purse, backpacks, etc.) and walk quickly out of your
classroom/workspace and ask others to do the same, to the nearest exit and proceed to a
predetermined area at least 200-300 feet from the building. Assist any person in
immediate danger to safety, if it can be accomplished without risk to yourself.
(EXCEPTION) In an earthquake situation – First, DROP-COVER-HOLD until shaking
subsides – then evacuate.
2. If a fire or smoke is detected activate the fire alarm system if not already activated. If
fire is small enough use a fire extinguisher to control and extinguish the fire. Do not
fight a fire if the following conditions exist:
• You don’t know what is burning.
• The fire is spreading rapidly.
• You don’t have the proper equipment.
• The fire might block your means of escape.
• You might inhale toxic smoke.
• Your instincts tell you not to do so.
3. Doors and windows should be closed, not locked, as the last person leaves the room or
area.
4. DO NOT USE ELEVATORS! Use building stairways to exit.
5. Upon evacuation of the building, all should proceed to a designated area for head count
by instructor/supervisor.
6. Never reenter the building without permission from the Vice President for Operations
and Facilities (or his/her designee).

Policy and Procedures Page 267

Chapter 6 Section 22 Evacuation Procedures
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CHAPTER SECTION TITLE DATE:

6 23 WORKPLACE AND CAMPUS Adopted: Revised:
VIOLENCE 02/04/09

I. POLICY
The College is committed to maintain an environment that is free from all acts or threats of
violence perpetrated by or against employees, students or members of the public.

I. DEFINITIONS
Workplace and campus violence is any physical assault, threatening or intimidating behavior, or
verbal abuse occurring in the college setting. Some examples of workplace and campus violence
include:
• Verbal threats to inflict bodily harm, including vague or covert threats.
• Verbal harassment; abusive or offensive language or gestures.
• Disorderly conduct, such as shouting in a hostile manner, throwing objects,
punching walls, or slamming doors.
• Direct violent actions, such as fighting or destruction of property.

II. GENERAL RULES

While on College property or while conducting College business at other locations, each
employee, student or individual is prohibited from subjecting any employee, student or
individual (including oneself) to any violence or threat of violence.

Violent action on College property or facilities, or while on College business, will not be
tolerated or ignored. Individuals who engage in violent or threatening behavior may be:
• Removed from the premises;
• Subject to disciplinary action up to and including dismissal or expulsion; and/or,
• Subject to arrest and criminal prosecution.

III. PROCEDURE
A. Application
This policy covers all persons:
• On College property;
• At College-sponsored events;
• Acting as a College student off campus (such as student internship,
conference, etc.); or,
• Conducting official College business or representing Clover Park
Technical College off campus.

B. Reporting of Threats
Immediate Threat:

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 Any person who perceives an immediate threat of bodily harm should:
• Contact 911 immediately, giving a description of the person making the
threat and the location or last known location of the person making the
threat.
• Disengage and evacuate the area, if it is safe to do so.
• Notify the manager/dean/supervisor, College Security Department, and
Human Resources.
• Do whatever is reasonable to keep other employees from potential harm.

Not an Immediate Threat:

• Record and provide descriptions of all behaviors, statements, and
inappropriate actions that relate to the threatening behavior.
• If the perpetrator is a Clover Park Technical College employee,
immediately notify your supervisor and the Human Resources office.
• If the perpetrator is a Clover Park Technical College student, contact
Campus Security and/or Student Services.

If the perpetrator is not known to be a College employee or student, a report should be

made to College Security Department.

The complainant and/or recipient of the report must complete an Incident Report form
(electronic form available on the CPTC Intranet; paper copies available in Human
Resources, College Security Department, and division offices), and file it with the
College Security Department. Incidents involving suspected criminal activity should
always be referred to the College Security Department for assessment and/or
investigation.

C. Responsibilities Regarding Workplace and Campus Violence

All Employees:
• Shall refrain from workplace and campus violence.
• Are encouraged to seek assistance to resolve personal and professional
issues that may lead to violence.
• Must report incidents of workplace and campus violence to 911, law
enforcement, manager/dean/supervisor, College Security Department,
and/or Human Resources, as appropriate.

Manager/Dean/Supervisor:
The manager/dean/supervisor responsible for the area where the incident occurred is
responsible for gathering relevant information and completing and submitting an Incident
Report Form to report the incident to the College Security Department.

Human Resources/College Security:

The Human Resources Office and/or the College Security Department is/are responsible
for promptly investigating the incident and recommending appropriate action.

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Chapter 6 Section 23 Workplace and Campus Violence
 Executive Responsibilities:
The College will respond promptly upon any indication of a possible violent situation or
self-harm situation, subject to established College policies and procedures and
contractual agreements.

D. Unfounded Reporting
Repeated unfounded complaints of workplace or campus violence may constitute
misconduct or employee abuse.

E. Additional Information and Remedies

For possible legal remedies outside the scope of this Policy and Procedure, employees
and students may wish to consult the following laws:
• Chapter 10.14 RCW (Harassment)
• Chapter 10.99 RCW (Domestic Violence)
• Chapter 26.50 RCW (Domestic Violence Prevention)
• Chapter 26.09 RCW (Dissolution Proceedings)
• Chapter 26 RCW (Domestic Relations)

Orders for victim protection generally include the following types of court orders:
• Anti-harassment Order
• Protection Order
• No Contact Order
• Restraining Order

An employee or student who obtains an order which appears likely to affect College
property or personnel should immediately provide a copy to the College Security
Department.

IV. CONSEQUENCES OF WORKPLACE OR CAMPUS VIOLENCE

Persons who engage in workplace or campus violence are subject to expulsion, criminal
prosecution, suspension, discipline, termination of employment, and/or restriction of future
access to campus. Other action taken against violators may include mediation, referral to the
College’s employee assistance program, or counseling. Depending on the circumstances,
College management may request law enforcement personnel to remove from the premises any
person(s) who engage in workplace or campus violence.

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