STATE BOARD OF EDUCATION – TOPIC SUMMARY
Topic: Community College Class Approval Process (aka Disappearing Task Force) Recommendation
Date: September 21, 2007
Staff/Office: Camille Preus, CCWD
Action Requested:       Information only Policy Adoption    Policy Adoption/Consent Calendar

ISSUE BEFORE THE BOARD: The task force was to review and recommend possible
refinements to the community college course approval process. This was In response to the
suggestion that the current process for approving courses may not be working consistently.
CCWD reviewed the steps in the "course" approval process and found that compliance with
the “assurance” that all parties have been contacted in the development of this course,
appeared to be inconsistent. The other steps to the process appear to have been followed.
The process for degree and program approval was also reviewed and it was found to be

BACKGROUND: At the May meeting of the State Board of Education, Commissioner Preus
shared a charge and membership of a task force on the class approval process for
community colleges.

TASK FORCE CHARGE: To review the current process of course approvals, with particular
attention to where the assurance is signed off by the college, and to suggest a way to
"ensure" the sign-off has been vetted in the region. The task force would recommend to the
Community College Commissioner:
    1) An improved method for community college assurance of impact of course approvals;
    2) Identify and recommend other improvements in the current course approval process.

TASK FORCE MEMBERSHIP: The task force chair will be Connie Green from CCWD.
Other members will include:
      A representative from Oregon Department of Education:
           Ray Lindley, Private Career Schools & Specialized Programs
           Colleen Mileham, Director (Ex-Officio)
      Two representatives from the Council of Instructional Administrators of community
           Scott Huff, Dean of Instruction at Portland Community College
           Sonya Christian, VP Instruction & Student Services of Lane Community College
      Three private career school representatives
           Mitch Priestley, Director of New Horizons Career Center
           Siri McElliott, Director of Ashmead College
           Gena Wikstrom, Director of Northwest Career Colleges Federation (Ex-Officio)
      A representative from Degree Authorization
           Alan Contreras, Administrator, Office of Degree Authorization
      Staff to the task force
           Noemi Stuart, CCWD

TIMELINE: The first meeting is May 10th.


        At the core of the class approval process was how community colleges were assuring
that there was no impact in their community. Many of the issues identified around the
assurance that a community college signs in the class approval process was the lack of trust,
communication and understanding between the community college and the private career
schools. It was agreed to refine the process to build relationships, communication and
understanding. This effort would potentially assist Oregon’s citizens to have more training
and not less training. After discussion and several proposals the disappearing task force
recommends the following:

1) Follow the attached Framework for Single and Stand Alone Classes.

2) Commit to an orientation for CIA. First provide an update of the issues ay the July CIA
   meeting. This would include sharing the recommendations. Provide training for CIA,
   points of contacts and other identified individuals at the community college on the
   framework for class approvals.

3) Suggest that all 17 Community College Presidents host a meeting between their local
   private career schools and their key instructional staff in late summer/early fall. See draft

4) Keep the task force as the oversight and problem solving team. The task force would
   meet in 2007-08 with the intent to meet once in November and once in June. If there is a
   class issue that is not resolved, the committee would be called together to solve the class

5) When a class approval issues comes up in the 2007-08 year, use the task force to review
   and recommend.

6) Review the class approval process after one year and determine if more is needed.

Respectively Submitted:
     Ray Lindley, Private Career Schools & Specialized Programs
     Colleen Milham, Ex-Officio
     Mitch Priestley, Director of New Horizons
     Siri McElliott, Director of Ashmead College
     Gena Wikstrom, Ex-Officio
     Scott Huff, Dean of Instruction, Portland Community Colleges
     Sonya Christian, VP Instruction & Student Services, Lane Community College
     Connie Green, Chair
     Alan Contreras, Administrator, Office of Degree Authorization

                                               FRAMEWORK for Single and Stand Alone Classes

  Adult Continuing Education (Community Education-Workforce)                                         Occupational Preparatory
                     Support Oregon Benchmarks **                                        A single class that prepares a student for entry
                     Minimum of 6 hrs.                                                        into the workforce or an occupation
                     Can be credit or non-credit                                                    Credit or Non-credit
                     Have direct Instruction **                                                     Not part of an existing PTE program
                     Specifically designed for adults 16+ yrs                                       Minimum of 10 lecture hours or 30 lab hours
                     Independent of PTE or LDC curriculum                                           10 to 210 contact hours, combined series of class
                                                                                                      hours can’t exceed 210 hours.
Classes in basic literacy, languages, life skills, technology
health and safety will not be included.
** - see definitions at the end of paper

                                                                 QUESTIONS TO

 1. Does the class specifically prepare people for entry into an occupation, entry level third party license or industry credential?
    (If a class is avocational and the intent and marketing is avocational the application needs to be specific.)
    (If the class is for a third party-closed enrollment (not open to the general public) who is paying for the class the answer to this question would be no.)
 2. Does the class exceed 210 contact hours or a combined series of class hrs exceed 210 hrs?
 3. Does the class result in a credential or certificate by the college?
 4. In your catalog or other marketing materials, do you list and describe the class as a discrete program?

   If YES to any of the above questions, you must “assure” that you’ve talked to your Private Career Schools and addressed duplication of effort
                                                      and notified other educational entities.


   1. Contact Shirley Arvin, (503) 947-5751 or, ODE-PCS section and ask if there are any
      PCS this class could affect. They will respond in three working days.
   2. Connect with the PCS in your area and work with the PCS to determine potential duplication and discuss
      alignment, labor market, etc.
   3. If all agree submit the form and note the PCS and the contact included in the agreement.
   4. When a community college and PCS can not agree, the cc can ask the tack force to review and recommend in the
      2007-08 academic year.


1) Direct Control:
   The definition of direct control is based on the accreditation standards of the Northwest Commission on Colleges and
   Universities (NWCCU). Direct control is addressed by NWCCU in two policies, included as attachments to this
       1. Operational Policy A-6: Contractual Relationships with Organizations Not Regionally Accredited, and
       2. Standard Two: Educational Program and Its Effectiveness (specifically Standards 2.A, 2.G and 2.H).

   Direct control pertains to the following:
      1. Degree/certificate programs
      2. Credit courses
      3. Non-credit programs
      4. Non-credit courses

2) Oregon Progress Board: Definition of Benchmarks and current benchmarks.

Department of Community Colleges and Workforce Development                    Office of Professional Technical
255 Capitol Street NE                                                                                 Salem, OR




Course Title                                                               When to Be Offered?

       CAM Endorsement Area of Study                                       CIP Code

           Arts & Communications        Human Resources

           Business & Management        Industrial & Engineering Systems

                                                                           Contact Hours

               Health Services                Natural Resource Systems


Contact Person                                                                (       )                             (     )
                                                                   Phone                                  Fax


I certify that this course meets the criteria and standards established by the State Board of Education; the course is offered to
individuals seeking to build knowledge and skills for employment in an area not included in one or more existing approved certificate
or associate degree programs; that issues related to course duplication have been effectively dealt with; and that approval will not
circumvent the certificate/associate degree program approval process. It is understood that the signing of this application places the
burden of proof of adherence to and maintenance of these criteria and standards on this institution.

______________________ ___________________ _____________ ______________________
Private Career School    Contact Name      Date          Response                                        Chief Academic Officer /

DCCWD/OPTE Staff                                                           Approved              Disapproved             Date

             Proposal for Conversation between the 17 Community Colleges
                              and Private Career Schools

The Task Force on Class Approval Process identified that building relationships and
understanding between community college and their local Private Career Schools (PCS) was
important to create more capacity for training of Oregonians.

The task force included two representatives from the Council of Instructional Administrators:
Sonya Christian of Lane Community College and Scott Huff of Portland Community College.
They brought forth a proposal stating that relationship building and understanding are critical
to building capacity for education and training rather than limiting capacity in a time of need.
The following is a suggested process to begin building a new relationship and collaboration
with local private career schools to increase training capacity.


    1. To develop a process/protocol to communicate community/employer needs and a
       way to address these needs.
    2. To identify occupational training areas of potential overlap, growth and new areas for
       development of training opportunities.

Timeline for Meetings: Fall 2007 to Spring 2008

Host: The local community college president and academic representatives as identified by
the President of the individual community college.

Invitees: All Private Career School in your area (area must be defined – workforce region
seems reasonable, however this is less than 50 miles) (list attached provided by PCS).

Suggested Process for the meeting:
      Welcome & Introductions
        o Name and organization
        o Clarify outcomes
      Ask each organization to share focus of existing educational programs
        o Identify and chart Community College and PCS connections
        o Identify potential areas of program overlap, growth and development between
            the community college and the PCS
      Identify methods or steps to be taken to improve communication & coordination
      Next Steps

       1. For some smaller community colleges – there may be no PCS or only 1 or 2;
          please feel free to modify this process into a casual conversation.
       2. Other colleges may want to organize the meetings by program areas since there
          are so many PCS in the metro area.


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